fy 2015 psgp nofo final.pdf

FY 2015 PSGP

The Department of Homeland Security

Notice of Funding Opportunity

Fiscal Year 2015 Port Security Grant Program (PSGP)

NOTE: If you are going to apply for this funding opportunity and have not obtained a Data

Universal Numbering System (DUNS) number and/or are not currently registered in the System for Award Management (SAM), please take immediate action to obtain a DUNS Number, if applicable, and then to register immediately in SAM. It may take 4 weeks or more after you submit your SAM registration before your registration is active in SAM, then an additional 24 hours for Grants.gov to recognize your information. Information on obtaining a DUNS number and registering in SAM is available from Grants.gov at:

http://www.grants.gov/web/grants/applicants/applicant-resources.html.

A. Notice of Funding Opportunity (NOFO) Description

Issued By

U.S. Department of Homeland Security (DHS), Federal Emergency Management Agency

(FEMA), Grant Programs Directorate

Catalog of Federal Domestic Assistance (CFDA) Number

97.056

CFDA Title

Port Security Grant Program

Notice of Funding Opportunity Title

Port Security Grant Program

NOFO Number

DHS-15-GPD-056-000-01

Authorizing Authority for Program

Section 102 of the Maritime Transportation Security Act of 2002, as amended, (Pub. L.

No. 107-295) (46 U.S.C. § 70107).

Appropriation Authority for Program

Department of Homeland Security Appropriations Act, 2015, (Pub. L. No. 114-4)

Program Type

New http://www.grants.gov/web/grants/applicants/applicant-resources.html

Program Overview, Objectives, and Priorities

Overview

The Department of Homeland Security Fiscal Year (FY) 2015 Port Security Grant

Program (PSGP) plays an important role in the implementation of the National

Preparedness System by supporting the building, sustainment, and delivery of core capabilities essential to achieving the National Preparedness Goal (the Goal) of a secure and resilient Nation. Delivering core capabilities requires the combined effort of the whole community, rather than the exclusive effort of any single organization or level of government. The FY 2015 PSGP’s allowable costs support efforts to build and sustain core capabilities across Prevention, Protection, Mitigation, Response, and Recovery mission areas, with specific focus on addressing the security needs of our Nation’s maritime ports.

Objectives

Recipients under the FY 2015 PSGP are encouraged to build and sustain core capabilities through activities such as:

Strengthening governance integration;

Enhancing Maritime Domain Awareness (MDA);

Enhancing Improvised Explosive Device (IED) and Chemical, Biological, Radiological, Nuclear, Explosive (CBRNE) prevention, protection, response and supporting recovery capabilities within the maritime domain;

Enhancing cybersecurity capabilities;

Maritime security risk mitigation projects that support port resilience and recovery capabilities;

Training and exercises; and

Transportation Worker Identification Credential (TWIC) implementation.

Priorities

The vast majority of U.S. maritime critical infrastructure is owned or operated by state, local, and private sector maritime industry partners. PSGP funds available to these entities are intended to improve port-wide maritime security risk management; enhance maritime domain awareness; support maritime security training and exercises; and to maintain or reestablish maritime security mitigation protocols that support port recovery and resiliency capabilities. PSGP investments must address U.S. Coast Guard (USCG) identified vulnerabilities in port security and support the prevention, protection, response, and recovery from attacks involving IED and other non-conventional weapons.

For additional information on program priorities and objectives for the FY 2015 PSGP, refer to Appendix A – PSGP Program Priorities.

B. Federal Award Information

Award Amounts, Important Dates, and Extensions

Available Funding for the FY 2015 PSGP NOFO: $100,000,000

Period of Performance: Thirty-six (36) months

Extensions to the period of performance are allowed. For additional information on period of performance extensions, refer to Section H of this NOFO, Additional

Information (Extensions).

Projected Period of Performance Start Date: September 1, 2015

Projected Period of Performance End Date: August 31, 2018

Funding Instrument: Grant

C. Eligibility Information

Eligible Applicants

All entities subject to an Area Maritime Transportation Security Plan (AMSP), as defined by 46 U.S.C. § 70103(b), may apply for PSGP funding. Eligible applicants include, but are not limited to: port authorities, facility operators, and state and local government agencies.

Eligibility Criteria

Pursuant to the Maritime Transportation Security Act of 2002, as amended (MTSA), DHS established a risk-based grant program to support maritime security risk management. Funding is directed towards the implementation of AMSPs and Facility

Security Plans (FSP) among port authorities, facility operators, and state and local government agencies that are required to provide port security services. In administering the grant program, national, economic, energy, and strategic defense concerns based upon the most current risk assessments available will be considered.

Port Area Group Designations

There are no Port Area Group Designations in FY 2015. All Port Areas will be selected for funding through the FY 2015 PSGP competitive review process.

Ineligible Entities

Applications for the purpose of providing a service, product, project, or investment justifications (IJ) on behalf of another entity such as sub-recipients or a consortia are ineligible for funding. Applications will only be accepted and considered for funding from direct recipients.

Only one (1) application per eligible entity within each Port Area is permitted. Each application may contain multiple IJs. An investment justification supports the funding of a proposed project. The location where the project is primarily implemented is considered the Port Area of the application. Applicants with facilities in multiple Port

Areas may submit one (1) application per Port Area. Since program funding is risk based by Port Area, no single application should include investment justifications for projects intended to be implemented in multiple Port Areas. For example, state entities that operate in multiple Port Areas within the state must submit separate applications to fund projects in each of these Port Areas.

Applicants may submit up to five (5) investment justifications within the single application. Eligibility does not guarantee grant funding.

As a condition of eligibility, all PSGP applicants are required to be fully compliant with relevant Maritime Security Regulations (33 C.F.R. Parts 101-106). Any applicant who, as of the grant application deadline, has an open or outstanding Notice of Violation

(NOV), will not be considered for Port Security Grant funding if:

1) the applicant has failed to pay the NOV within 45 days of receipt; or

2) the applicant has failed to decline the NOV within 45 days of receipt resulting in the Coast Guard entering a finding of default in accordance with 33 C.F.R. § 1.07-

11[f][2]; or

3) the applicant has appealed the NOV pursuant to 33 C.F.R. § 1.07-70 and has received a final appeal decision from Commandant, U.S. Coast Guard, as described in 33 C.F.R. § 1.07-75, and has failed to come into compliance with the terms of the final appeal decision within the timelines noted therein.

The Captain of the Port (COTP) will verify security compliance eligibility during the field review process.

Ferry Systems

Certain ferry systems are eligible to apply for FY 2015 PSGP funds. However, any ferry system receiving funds under the FY 2015 PSGP will not be eligible to participate under the FY 2015 Transit Security Grant Program (TSGP). Likewise, any ferry system that participates in the TSGP will not be eligible for funding under the PSGP.

Other Eligibility Criteria:

National Incident Management System (NIMS) Implementation

Prior to allocation of any Federal preparedness awards in FY 2015, recipients must ensure and maintain adoption and implementation of NIMS.

Emergency management and incident response activities require carefully managed resources (personnel, teams, facilities, equipment and/or supplies) to meet incident needs.

Utilization of standardized resource management concepts such as typing, inventorying, and cataloging, promote strong national mutual aid capabilities that are needed to support the delivery of core capabilities. Additional information on resource management and

NIMS Resource Typing definitions and job titles/position qualifications are available under FEMA’s website under National Integration Center Resource Management.

FEMA developed the NIMS Guideline for Credentialing of Personnel to describe national credentialing standards and to provide written guidance regarding the use of those standards. This guideline describes credentialing and typing processes, and identifies tools which Federal Emergency Response Officials (FERO) and emergency managers at all levels of government may use both routinely and to facilitate multi-jurisdictional coordinated responses.

Although state, local, Tribal, and private sector partners—including nongovernmental organizations—are not required to credential their personnel in accordance with these guidelines; DHS/FEMA strongly encourages them to do so in order to leverage the

Federal investment in the Federal Information Processing Standards (FIPS) 201 infrastructure and to facilitate interoperability for personnel deployed outside their home jurisdiction. Additional information is available from the NIMS Guideline for the

Credentialing of Personnel.

Sub-Awards of PSGP Funding

The PSGP program provides direct funding to eligible applicants to support their specific needs regarding maritime security risk management. For this reason, applicants who are selected for funding under the PSGP program may not subaward that funding to other entities.

Maintenance of Effort

There is no Maintenance of Effort requirement for this program.

Cost Share or Match

There is a Cost-Match requirement for this program.

All PSGP award recipients must provide a non-Federal match (cash or in-kind) supporting at least 25 percent of the total project cost for each proposed project.

Exceptions to the cost match requirement may apply. Please see Appendix B – PSGP

Funding Guidelines for details.

The non-Federal share can be cash or in-kind, with the exception of construction activities, which must be a cash-match (hard).

http://www.fema.gov/resource-management-mutual-aid https://www.fema.gov/national-incident-management-system https://www.fema.gov/national-incident-management-system

D. Application and Submission Information

Submission Date and Other Key Dates and Times

Date Posted to Grants.gov: April 2, 2015

Application Submission Deadline: May 19, 2015 at 11:59 PM EDT

All applications must be received by the established deadline. The Non-Disaster (ND)

Grants System has a date stamp that indicates when an application is submitted.

Applicants will receive an electronic message confirming receipt of the full application.

In general, DHS/FEMA will not review applications that are not received by the deadline or consider them for funding. DHS/FEMA may, however, extend the application deadline on request for any applicant who can demonstrate that good cause exists to justify extending the deadline. Good cause for an extension may include technical problems outside of the applicant’s control that prevent submission of the application by the deadline, or other exigent or emergency circumstances. If you experience technical issues, you must notify the respective headquarters Program Analyst as soon as possible.

Anticipated Award Date: No later than 9/30/2015

Other Key Dates:

The chart below outlines suggested/estimated deadlines for completing the five steps required for a successful application submission prior to the deadline. These dates are only recommendations as applicants are responsible for planning far enough in advance to complete their application. The requirements outlined in the chart below are outside of

FEMA’s purview. Therefore, FEMA does not guarantee the timeframes for completing those processes. Failure of an applicant to comply with any of the required steps before the deadline for submitting their application may disqualify their application from funding.

Applicants are encouraged to register early for Authorized Organizational

Representative (AOR) authorization. The registration process can take four weeks or more to be completed. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required submission deadlines.

Task Suggested timeframe for completion of task to meet submission deadline

Obtain DUNS Number April 21, 2015

Obtain valid Employer Identification Number (EIN) April 21, 2015

Update SAM registration April 21, 2015

Submit initial application in grants.gov May 9, 2015

Submitting application in ND Grants May 19, 2015 (firm) http://www.grants.gov/

Address to Request Application Package

Application forms and instructions are available at Grants.gov. To access these materials, go to http://www.grants.gov , select “Applicants” then “Apply for Grants,” read the registration requirements and register if necessary (Allow up to 7-10 business days after you submit before your registration is active in SAM, then an additional

24 hours for Grants.gov to recognize your information). In order to obtain the application package select “Download a Grant Application Package,” enter the CFDA and/or the funding opportunity number located on the cover of this NOFO, select

“Download Package,” and then follow the prompts to download the application package.

If you experience difficulties accessing information or have any questions please call the

Grants.gov customer support hotline at (800) 518-4726.

Hard copies of the FY 2015 PSGP NOFO are not available.

In addition, the Telephone Device for the Deaf (TDD) and/or Federal Information Relay

Service (FIRS) number available for this Notice is: (800) 462-7585.

Applications will be processed through the Grants.gov portal and FEMA’s Non-Disaster

Grants (ND Grants) System.

Content and Form of Application Submission

Applying for an award under this program is a multi-step process and requires time to complete. To ensure that an application is submitted on time applicants are advised to start the required steps well in advance of their submission. Please review the table above under “Submission Dates and Other Key Dates and Times” for estimated deadlines to complete each of the six steps listed below. Failure of an applicant to comply with any of the required steps before the deadline for submitting their application may disqualify their application from funding.

The steps involved in applying for an award under this program are:

1. Applying for, updating or verifying their DUNS Number;

2. Applying for, updating or verifying their EIN Number;

3. Updating or verifying their SAM Number;

4. Establishing an Authorized Organizational Representative (AOR) in

Grants.gov;

5. Submitting an initial application in Grants.gov; and

6. Submitting the complete application in ND Grants.

For additional information regarding the DUNS Number, EIN Number, SAM Number, and AOR requirements, please see the section below entitled Dun and Bradstreet

Universal Numbering System (DUNS) Number, System for Award Management (SAM), and Authorized Organizational Representative (AOR).

http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/

Submitting an Initial Application in Grants.gov

All applicants must submit their initial application through Grants.gov. Applicants may need to first create a Grants.gov user profile by visiting the Get Registered section of the

Grants.gov website. Successful completion of this step is necessary for DHS/FEMA to determine eligibility of the applicant. Applicants should complete this initial step on-line, which requires completing:

Standard Form 424 (SF-424), Application for Federal Assistance, and

Grants.gov (GG) Form Certification Regarding Lobbying Form.

Both forms are available in the Forms tab under SF-424 Family. The initial application cannot be started or submitted in Grants.gov until the applicant’s registration in SAM is confirmed.

Application forms and instructions are available at Grants.gov by selecting Apply for

Grants. Enter the CFDA number or the Opportunity ID Number noted in this NOFO, select Download Application Package, and follow the prompts to download the application package. The information submitted in Grants.gov will be retrieved by ND

Grants, which will allow DHS/FEMA to determine if an applicant is eligible. Applicants are encouraged to submit their initial application in Grants.gov at least ten days before the May 19, 2015, application deadline.

If you need assistance applying through Grants.gov, please go to the Grant Application page, contact support@grants.gov, or call 800-518-4726. FEMA cannot assist applicants with questions related to registering with Grants.gov.

Submitting the Complete Application in Non-Disaster Grants System (ND Grants).

Eligible applicants will be notified by FEMA and asked to proceed with submitting their complete application package in ND Grants. Applicants can register early with ND

Grants and are encouraged to begin their ND Grants registration at the time of this announcement. Early registration will allow applicants to have adequate time to start and complete their application.

In ND Grants, applicants will be prompted to submit all of the information contained in the following forms. Applicants should review these forms before applying to ensure they include all required information.

Standard Form 424A, Budget Information (Non-construction);

Standard Form 424B, Standard Assurances (Non-construction);

Standard Form LLL, Disclosure of Lobbying Activities (if the recipient has engaged or intends to engage in lobbying activities).

In addition applicants must submit copies of the following in ND Grants:

Standard Form 424C, Budget Information (Construction) if applying for grants to support construction;

Standard Form 424D, Standard Assurances (Construction) if applying for funds to use for construction;

http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/web/grants/applicants/grant-application-process.html http://www.grants.gov/web/grants/applicants/grant-application-process.html mailto:support@grants.gov?subject=GRANTS.GOV%20Support%20Center https://portal.fema.gov/

Investment Justification; and

Indirect Cost Agreement, if applicable

If you need assistance registering for the ND Grants system, please contact ndgrants@fema.gov or (800) 865-4076.

NOTE: A single password should be provided for all SSI documents within the same application

Dun and Bradstreet Universal Numbering System (DUNS) Number, System for

Award Management (SAM), and Authorized Organizational Representative (AOR)

Before you can apply for a DHS/FEMA grant at Grants.gov, you must have a DUNS number and must be registered in the System for Awards Management (SAM).

Obtain a Dun and Bradstreet Data Universal Numbering System (DUNS) Number

The DUNS number must be included in the data entry field labeled "Organizational

DUNS" on the SF-424 form. Instructions for obtaining a DUNS number can be found at the following website: http://www.grants.gov//web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

The applicant must provide a DUNS number with their application. This number is a required field for all subsequent steps in the application submission. Applicants should verify they have a DUNS number, or take the steps necessary to obtain one.

Applicants can receive a DUNS number at no cost by calling the DUNS number request line at (866) 705-5711. FEMA cannot assist applicants with questions related to obtaining a current DUNS number.

Obtain an Employer Identification Number (EIN)

FEMA requires both the EIN and a DUNS number prior to the issuance of a financial assistance award and for grant award payment; both EIN and DUNS are also required to register with SAM (see below). The EIN base for an organization is the IRS Tax ID number, for individuals it is their social security number, (both the EIN and social security number are nine-digit numbers). Organizations and individuals submitting their applications must correctly differentiate the EIN from the DUNS since both are nine-digit numbers. If these numbers are not correctly identified in the application, this may result in a delay in the issuance of the funding award or incorrect payment to a recipient organization.

Organizations applying for an EIN should plan on a minimum of two full weeks to obtain an EIN. If you need assistance registering an EIN please contact the IRS helpline.

FEMA cannot assist applicants with questions related to obtaining a current EIN.

mailto:ndgrants@fema.gov http://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html http://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Apply-for-an-Employer-Identification-Number-(EIN)-Online http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Apply-for-an-Employer-Identification-Number-(EIN)-Online

Register with the System for Award Management (SAM)

Applicants applying for grant funds electronically through Grants.gov must register with the Federal System for Award Management (SAM). Step-by-step instructions for registering with SAM can be found here:

http://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html. All applicants must register with SAM in order to apply online. Failure to register with SAM will result in your application being rejected by Grants.gov during the submissions process.

Payment under any FEMA award is contingent on the recipient’s having a current SAM registration. The SAM registration process must be completed by the applicant. It is imperative that the information provided by the applicant is correct and current. Please ensure that your organization’s name, address, DUNS number and EIN are up to date in

SAM and that the DUNS number used in SAM is the same one used to apply for all other

FEMA awards.

SAM registration is a multi-step process including validating your EIN with the Internal

Revenue Service (IRS) to obtain a Commercial and Government Entity (CAGE) code.

The CAGE code is only valid for one year after issuance and must be current at the time of application.

SAM sends notifications to the registered user via email 60, 30, and 15 days prior to expiration of the SAM registration for the Entity. SAM registration may lapse due to inactivity. To update or renew your Entity records(s) in SAM you will need to create a

SAM User Account and link it to your migrated Entity records.

If you need assistance registering, please go to SAM or call 866-606-8220. FEMA cannot assist applicants with questions related to registering in SAM or obtaining a current CAGE code.

Authorized Organizational Representative

The next step in the registration process is creating a username and password with

Grants.gov to become an Authorized Organizational Representative (AOR). AORs will need to know the DUNS number of the organization for which they will be submitting applications to complete this process. To read more detailed instructions for creating a profile on Grants.gov visit: http://www.grants.gov/web/grants/applicants/organization-registration/step-3-username-password.html.

AOR Authorization

After creating a profile on Grants.gov, the E-Biz Point of Contact (E-Biz POC), a representative from your organization who is the contact listed for SAM, will receive an email to grant the AOR permission to submit applications on behalf of their organization.

The E-Biz POC will then log in to Grants.gov and approves an applicant as the AOR, thereby giving him or her permission to submit applications. To learn more about AOR

Authorization visit: http://www.grants.gov/web/grants/applicants/organization-http://www.grants.gov/ http://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html http://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html http://www.grants.gov/ http://www.sam.gov/ http://www.sam.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/web/grants/applicants/organization-registration/step-3-username-password.html http://www.grants.gov/web/grants/applicants/organization-registration/step-3-username-password.html http://www.grants.gov/ http://www.grants.gov/web/grants/applicants/organization-registration/step-4-aor-authorization.html registration/step-4-aor-authorization.html. To track an AOR status visit:

http://www.grants.gov/web/grants/applicants/organization-registration/step-5-track-aor-status.html.

Applicants are, therefore, encouraged to register early. The registration process can take four weeks or more to be completed. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required submission deadlines.

After you have been approved as an AOR you will be able to submit your application online.

Electronic Signature

Applications submitted through Grants.gov constitute a submission as electronically signed applications. The registration and account creation with Grants.gov with E-Biz

POC approval establishes an Authorized Organization Representative (AOR). When you submit the application through Grants.gov, the name of your AOR on file will be inserted into the signature line of the application. Applicants must register the individual who is able to make legally binding commitments for the applicant organization as the

Authorized Organization Representative (AOR); this step often is overlooked and it is crucial for valid submissions.

DHS/FEMA may not make a PSGP award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time DHS/FEMA is ready to make an award, DHS/FEMA may determine that the applicant is not qualified to receive an award and use that determination as a basis for making an award to another applicant.

PSGP Specific Application Instructions

All applicants will submit their PSGP grant application, the associated IJs to include detailed budgets including project milestones, and associated MOUs/MOAs as a file attachment within https://portal.fema.gov prior to the application deadline date and time.

Investment Justification (IJ)

As part of the FY 2015 PSGP application process, applicants must develop a formal IJ that addresses each initiative being proposed for funding. A separate IJ should be submitted for each proposed project. Only one (1) application per eligible entity within each Port Area is permitted. Applicants with projects in multiple Port Areas should submit one (1) application per Port Area based on the location of the proposed projects.

No single application should include projects intended to be implemented in different ports. Applicants may submit up to five (5) IJs within the single application.

IJs must demonstrate how proposed projects address gaps and deficiencies in one or more core capabilities outlined in the Goal. The applicant must demonstrate within the IJ the ability to provide enhancements consistent with the purpose of the program and guidance provided by DHS/FEMA. PSGP projects must be: 1) both feasible and effective at reducing the risks for which the project was designed; and 2) able to be fully completed http://www.grants.gov/web/grants/applicants/organization-registration/step-4-aor-authorization.html http://www.grants.gov/web/grants/applicants/organization-registration/step-5-track-aor-status.html http://www.grants.gov/web/grants/applicants/organization-registration/step-5-track-aor-status.html http://www.grants.gov/ http://www.grants.gov/ within the three-year period of performance. Applicants must ensure that the IJ is consistent with all applicable requirements outlined in Appendix C.

For the purposes of the PSGP application, the Port Area is selected based on the project location. Agencies that have multiple facilities in multiple port areas should apply for projects based on the facility where the project/asset will be housed/maintained, not the agency headquarters location. For entities/agencies submitting applications for a single project that span multiple Port Areas, such as one patrol vessel that may be deployed outside of the primary port area, the project location is considered to be the predominant location in which the project will be housed and maintained. Large projects that implement multiple components in multiple ports, such as state agency purchases of multiple patrol vessels for multiple ports, should be submitted as separate applications

(i.e., State Police vessel project in Port #1 is one application; State Police vessel project in Port #2 is a separate application).

Applicants will find an IJ Template in Appendix C – PSGP Investment Justification

Template. This worksheet may be used as a guide to assist applicants in the preparation of the IJ.

Applicants must provide information in the following categories for each proposed investment:

A. Background

B. Strategic and Program Priorities

C. Impact

D. Funding/Implementation Plan

Applicants must use the following file naming convention when submitting required documents as part of the FY 2015 PSGP:

COTP Zone Abbreviation_Port Area_Name of Applicant_ IJ Number (Example:

Hous_Galveston_XYZ Oil_IJ#1)

Detailed Budget

All applicants must provide detailed budgets that include project milestones for the funds requested at the time of application. The detailed budget must be complete, reasonable, and cost-effective in relation to the proposed project. The detailed budget should provide the basis of computation of all project-related costs (including M&A) and any appropriate narrative.

The review panels must be able to thoroughly evaluate the projects being submitted based on the information provided. Applicants must ensure they provide an appropriate level of detail within the detailed budget to clarify intent as to what is being purchased. Ensure all budget questions in this section are fully addressed (see Appendix D – PSGP Sample

Budget Detail Worksheet). This worksheet may be used as a guide to assist applicants in the preparation of the budget and budget narrative

The detailed budget must demonstrate the required cost share, either cash or in-kind.

Applications failing to demonstrate the required cost share will not be considered for funding.

Memorandum of Understanding/Memorandum of Agreement (MOU/MOA) Requirement

State and local agencies are eligible applicants and are not required to provide a MOU or

MOA if the direct security provider, along with their assets and resources, are listed in the respective AMSP and confirmed by the COTP. If a security services provider is providing these services directly to a MTSA-regulated facility and does not have an existing agreement addressed in the regulated entities’ security plans, a copy of a signed

MOU/MOA with the identified regulated entities will be required prior to funding, and must include an acknowledgement of the security services and roles and responsibilities of all entities involved. This information may be provided using one of the attachment fields within https://portal.fema.gov.

The MOU/MOA must address the following points:

The nature of the security service that the applicant agrees to supply to the regulated facility (waterside surveillance, increased screening, etc.);

The roles and responsibilities of the facility and the applicant during different

Maritime Security (MARSEC) levels;

An acknowledgement by the facility that the applicant is part of their facility security plan; and

The acknowledgment that that the applicant will provide semi-annual progress reports on project status to the local applicable Area Maritime Security

Committee (AMSC) and/or COTP.

If applicable, the signed MOU/MOA for state or local law enforcement agencies providing direct security services to regulated entities must be submitted with the grant application as a file attachment within https://portal.fema.gov. A sample MOU/MOA can be found in Appendix E – PSGP Sample MOU/MOA Template.

Applicants must use the following file naming convention for FY 2015 MOUs and

MOAs:

COTP Zone Abbreviation_Port Area_Name of Applicant_MOU

(Example: Hous_Galveston_Harris County_MOU)

Sensitive Security Information (SSI) Requirements

A portion of the information routinely submitted in the course of applying for funding or reporting under certain programs or provided in the course of an entity’s grant management activities under those programs, which is under Federal control is subject to protection under SSI, and must be properly identified and marked. SSI is a control designation used by DHS/FEMA to protect transportation security related information. It is applied to information about security programs, vulnerability and threat assessments, screening processes, technical specifications of certain screening equipment and objects used to test screening equipment, and equipment used for communicating security information relating to air, land, or maritime transportation. Further information can be located in Title 49, Part 1520, Section 7 of the Code of Federal Regulations (49 C.F.R. §

1520.7).

For the purposes of the PSGP, and due to the high-frequency of SSI found in IJs, all IJs shall be considered SSI and treated as such until they have been subject to review for SSI by DHS/FEMA. This means that applicants shall label documents as SSI in accordance with 49 C.F.R. § 1520.13 and password protect them prior to submission. The passwords for protected documents must be sent (in a separate email from that containing the documents) to the following e-mail address: askcsid@dhs.gov. For further information, please contact CSID at (800) 368-6498, Monday through Friday, 8:00 a.m. – 5:30 p.m.

ET.

The subject line of the email should identify:

Applicant name

Application number

The body of the e-mail should clearly identify:

Applicant name

IJ number and/or summary description

COTP area

POC information

Intergovernmental Review

An intergovernmental review may be required. Applicants must contact their state’s

Single Point of Contact (SPOC) to comply with the state’s process under Executive Order

12372 (see http://www.fws.gov/policy/library/rgeo12372.pdf). Name and addresses of the SPOCs are maintained at the Office of Management and Budget’s home page at http://www.whitehouse.gov/omb/grants_spoc to ensure currency.

Funding Restrictions

Federal funds made available through this award may only be used for the purpose set forth in this award and must be consistent with the statutory authority for the award.

Award funds may not be used for matching funds for any other Federal award, lobbying, or intervention in Federal regulatory or adjudicatory proceedings. In addition, Federal funds may not be used to sue the Federal government or any other government entity.

For additional details on restrictions of the use of funds, refer to Appendix B – PSGP

Funding Guidelines.

Environmental Planning and Historic Preservation (EHP) Compliance

As a Federal agency, DHS/FEMA is required to consider the effects of its actions on the environment and historic properties to ensure that all activities and programs funded by the agency, including grants-funded projects, comply with Federal EHP regulations, laws mailto:askcsid@dhs.gov http://www.fws.gov/policy/library/rgeo12372.pdf http://www.whitehouse.gov/omb/grants_spoc and Executive Orders as applicable. Recipients proposing projects that have the potential to impact the environment, including, but not limited to construction of communication towers, modification or renovation of existing buildings, structures and facilities, or new construction including replacement of facilities, must participate in the DHS/FEMA EHP review process. The EHP review process involves the submission of a detailed project description that explains the goals and objectives of the proposed project along with supporting documentation so that DHS/FEMA may determine whether the proposed project has the potential to impact environmental resources and/or historic properties. In some cases, DHS/FEMA also is required to consult with other regulatory agencies and the public in order to complete the review process. The EHP review process must be completed before funds are released to carry out the proposed project. DHS/FEMA will not fund projects that are initiated without the required EHP review.

Additionally, all recipients are required to comply with FEMA EHP Policy Guidance.

This EHP Policy Guidance can be found in FP 108-023-1, Environmental Planning and

Historic Preservation Policy Guidance, and FP 108.24.4, Environmental Planning and

Historical Preservation Policy

SAFECOM

Recipients who receive awards under the PSGP that wholly or partially provide funding for emergency communication projects and related activities must comply with the most recent version of the SAFECOM Guidance on Emergency Communications Grants. This guidance provides recommendations to recipients regarding interoperable emergency communications projects, including allowable costs, eligible activities, grants management best practices for emergency communications grants, and information on technical standards that ensure greater interoperability. The guidance is intended to ensure that Federally-funded investments are compatible, interoperable, and support the national goals and objectives for improving emergency communications nationwide.

Recipients investing in broadband-related investments should review FEMA Grant

Programs Directorate (GPD) Information Bulletin (IB) 386, titled “Clarification on Use of DHS/FEMA Public Safety Grant Funds for Broadband-Related Expenditures and

Investments,” and consult their DHS/FEMA headquarters Program Analyst on such investments before developing applications.

Pre-Award Costs

Pre-award costs are allowable only with the prior written approval of FEMA and if they are included in the award agreement. To request pre-award costs, a written request must be included with the application. The request must be signed by the Authorized

Representative of the entity. The letter must outline what the pre-award costs are for, including a detailed budget break-out of pre-award costs from the post-award costs, and a justification for approval.

http://www.dhses.ny.gov/grants/ehp/EHP-PolicyGuidance-508.pdf http://www.dhses.ny.gov/grants/ehp/EHP-PolicyGuidance-508.pdf http://www.fema.gov/media-library-data/1388411752234-6ddb79121951a68e9ba036d2569aa488/18Dec13-NoNEPAReview.pdf http://www.fema.gov/media-library-data/1388411752234-6ddb79121951a68e9ba036d2569aa488/18Dec13-NoNEPAReview.pdf http://www.safecomprogram.gov/grant/Default.aspx

Direct Costs

Cost Principles

Costs charged to this award must be consistent with the Cost Principles for

Federal Awards located at 2 C.F.R. Part 200, Subpart E.

Planning

Planning related costs are allowed under this program only as described in this

NOFO.

Organization

Organization costs are allowed under this program only as described in this

Equipment

Equipment costs are allowed under this program only as described in this NOFO.

Training

Training related costs are allowed under this program only as described in this

Exercise

Exercise related costs are allowed under this program only as described in this

Travel

Domestic travel costs are allowed under this program as described in this NOFO.

International travel is not an allowable cost under this program unless approved in advance by FEMA.

Construction and Renovation

Construction and renovation costs to achieve capability targets related to preventing, preparing for, protecting against, or responding to acts of terrorism are allowed under this program. For construction costs to be allowed, they must be specifically approved by FEMA in writing prior to the use of any program funds for construction or renovation. Limits on the total amount of grant funding that may be used for construction or renovation may apply. See Appendix B for additional details. Additionally, recipients are required to submit a SF-424C

Budget and budget detail worksheet citing the project costs.

Operational Overtime

Operational Overtime costs are allowed under this program only as described in this NOFO.

Maintenance and Sustainment

Maintenance and Sustainment related costs, such as maintenance contracts, warranties, repair or replacement costs, upgrades, and user fees are allowable as described in FEMA Policy FP 205-402-125-1 (http://www.fema.gov/media-library/assets/documents/32474).

For additional details on allowable costs under the PSGP, see Appendix B of this

NOFO – FY 15 PSGP Funding Guidelines.

Management and Administration (M&A)

Management and Administration (M&A) costs are allowed. Recipients may use up to five percent (5%) of the amount of the award for their M&A. M&A activities are defined as those directly relating to the management and administration of PSGP funds, such as financial management and monitoring.

Indirect (Facilities and Administrative (F&A) Costs

Indirect costs are allowable under this program as described in 2 C.F.R. § 200.414. With the exception of recipients who have never received a negotiated indirect cost rate as described in 2 C.F.R. § 200.414(f), recipients must have an approved indirect cost rate agreement with their cognizant Federal agency to charge indirect costs to this award. A copy of the approved rate (a fully executed, agreement negotiated with the applicant’s cognizant Federal agency) is required at the time of application, and must be provided to

FEMA before indirect costs are charged to the award.

E. Application Review Information

Criteria

FY 2015 PSGP applications will be evaluated through a three-part review and selection process. There are four core PSGP criteria applied throughout the process including:

1. Projects that support development and sustainment of the core capabilities in the Goal and align to PSGP funding priorities identified in Appendix A – PSGP Program

Priorities

PSGP Priorities are ranked and weighted based on alignment with 31 Core

Capabilities (CC) across the five mission areas of the National Preparedness

Goal. Each IJ should be given a score based on how well it addresses each of the PSGP Priorities. The following scale point shall be used:

0=None; 1=Minimal; 3=Moderate; 9-Significant/Gap Filled.

2. Projects that address priorities outlined in the applicable AMSP, FSP, and Vessel

Security Plan (VSP), as mandated under the MTSA or the Port-Wide Risk Mitigation

Plans (PRMP)

AMSP Priorities are the top three Transportation Security Incidents (TSIs) ranked and correspondingly weighted. Each IJ should be given a score (using same scale as National Priorities module) based on how well it addresses each

TSI within the context of the five National Preparedness Goal mission areas:

http://www.fema.gov/media-library/assets/documents/32474 http://www.fema.gov/media-library/assets/documents/32474

Prevention, Protection, Mitigation, Response, and Recovery. The following scale shall be used:

0=None; 1=Minimal; 3=Moderate; 9-Significant/Gap Filled.

3. Projects that address additional maritime security priorities based on the COTP’s expertise and experience of the COTP within the specific Port Area.

The final COTP rankings should mirror the composite score ranking;

however, there may be unique circumstances where the COTP may override the composite rankings by ranking a project higher or lower on the composite ranking. This should be a rare exception and may be a cause for increased scrutiny. Such overrides should be carefully documented in the COTP recommendations.

4. Projects that are eligible and feasible based on the priorities of the program, outlined in applicable AMSPs, FSPs, VSPs, or PRMP and available period of performance. In addition, a recipient’s past performance demonstrating competent stewardship of

Federal funds may influence funding decisions

Investment justifications should justify the scope, breadth, and cost of a project, as well as a timeline for completing the project as required within this

NOFO. Projects failing to demonstrate these minimum funding considerations may result in being denied funding. The following scale shall be used: 0=No Funding Recommended; 1=Funding Recommended

Review and Selection Process

During the initial screening and field review applications are evaluated for eligibility, completeness, adherence to programmatic guidelines, and the anticipated effectiveness of investments being proposed. Following the field review, a National Review Panel (NRP) will identify a ranked list of eligible projects.

Grant projects must be: 1) both feasible and effective at reducing the risks for which the project was designed; and 2) able to be fully completed within the 3-year period of performance.

FEMA will use the information provided in the application, as well as any supporting documentation, to determine the feasibility and effectiveness of the grant project.

Information that would assist in the feasibility and effectiveness determination includes the following:

Scope of work (purpose and objectives of the project, identification of what is being protected)

Desired outcomes, including expected long-term impact where applicable

Summary of status of planning and design accomplished to date (e.g.

included in a capital improvement plan)

Project schedule

Recipients are expected to conform, as applicable, with accepted engineering practices, established codes, standards, modeling techniques, and best practices.

i. Initial Screening

FEMA will conduct an initial review of all FY 2015 PSGP applications to verify applicant eligibility and to ensure each application is complete. All eligible and complete applications will be provided to the applicable COTP for further review.

FEMA staff will ensure the following during initial screening:

Application is submitted into ND Grants

Applicant is associated with an organization within ND Grants

Applicant has submitted all required assurances and standard forms

Application includes an Investment Justification

Application includes a detailed budget worksheet

Application labeled as SSI and password protected

Incomplete applications will not be processed for further review and will not be considered for funding. The only exception is if FEMA systems create known technical prohibitions of the applicant to submit an application on time and are coordinated with

FEMA staff prior to the application deadline.

ii. Field Review

Field reviews will be managed by the applicable COTP in coordination with the Gateway

Directors of the U.S. Department of Transportation’s (DOT) Maritime Administration

(MARAD) and appropriate personnel from the AMSC or AMSC Regional Subcommittee where established, to include owner/operators of MTSA regulated facilities and vessels, as well as Federal, state, and local agencies, as identified by the COTP.

AMSC members representing state and local agencies should coordinate the field review results with the applicable State Administrative Agency (SAA) and State Homeland

Security Advisor (HSA) to support coordination and regionalization of proposed maritime security projects with the state and urban area homeland security strategies, as well as other state and local security plans. Although coordination with the SAA is not required during the field review, periodic coordination throughout the year is encouraged.

Field reviews for all ports occur immediately following the initial screening by FEMA.

Each project is scored for compliance with Application Review Criteria outlined above.

The project scores help determine project rank within each port area. In addition, the

COTP/MARAD will provide a prioritized list of maritime security projects recommended for funding within each Port Area based on the scoring results. See Appendix A – PSGP

Program Priorities and Appendix B – PSGP Funding Guidelines for additional details.

After completing field reviews, COTPs will submit the project scores, associated comments, and prioritized lists to DHS/FEMA in advance of the national review panel process.

iii. Application Selection Process

Following the COTP field review, a NRP, comprised of subject matter experts drawn from DHS/FEMA and DOT, will convene and conduct a national review.

The purpose of the NRP is to identify a final, prioritized list of eligible projects for funding. The NRP will conduct an initial review of the prioritized project listings for each Port Area submitted by the USCG COTPs to ensure that the proposed projects will accomplish intended risk mitigation goals. The NRP will validate the COTP Field

Review’s Project Priority List and provide a master list of prioritized projects by Port

Area.

The NRP will score projects based on the criteria addressing PSGP priorities. When appropriate, the NRP may normalize nationwide scoring of certain project types based on details of common projects. For example, a CBRNE Vessel project may receive a score of “1” by one COTP and the same project scored a “9” by another COTP; the NRP may normalize both projects with a criteria score of “3” for the National Review, etc. Project details demonstrating varying levels of capability may increase or decrease the score of the project addressing the PSGP priorities. The NRP may score a project “0” if the project addresses PSGP priorities but is not recommended for funding by the COTP or may recommend not funding projects that appear to provide minimal support of PSGP priorities.

The NRP will have the ability to recommend partial…