FY_2017_IBSGP_NOFO_Final.pdf

FY 2017 IBSGP NOFO

The U.S. Department of Homeland Security (DHS) Notice of Funding Opportunity (NOFO)

Fiscal Year 2017 Intercity Bus Security Grant Program (IBSGP) NOTE: Eligible recipients who plan to apply for this funding opportunity but who have not obtained a Data Universal Numbering System (DUNS) number and/or are not currently registered in the System for Award Management (SAM), should take immediate action to obtain a DUNS Number, if applicable, and then to register immediately in SAM.

New registration can take an average of 7-10 business days to process in SAM. SAM must send out some information for validation with outside parties before your registration can be activated; this includes Taxpayer Identification Number (TIN) validation with the Internal Revenue Service (IRS) and Commercial and Government Entity (CAGE) validation/assignment with Department of Defense. This timeframe may be longer if the information you provide is flagged for manual validation by either party. If you notice your registration has had a ‘Submitted’ status for longer than 10 business days, and you have not otherwise been contacted to correct or update information, please contact the Federal Service Desk at 866-606-8220 or https://www.fsd.gov. Information on obtaining a DUNS number and registering in SAM is available from Grants.gov at: http://www.Grants.gov/web/grants/register.html. Detailed information regarding DUNS and SAM is also provided in Section D of this NOFO, subsection, Content and Form of Application Submission.

A. Program Description

Issued By U.S. Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), Grant Programs Directorate (GPD)

Catalog of Federal Domestic Assistance (CFDA) Number 97.057

CFDA Title Intercity Bus Security Grant Program (IBSGP)

Notice of Funding Opportunity Title Intercity Bus Security Grant Program

NOFO Number

DHS-17-GPD-057-00-01

Authorizing Authority for Program Section 1532 of the Implementing Recommendations of the 9/11 Commission Act of 2007 (Pub. L. No. 110-53) (6 U.S.C. § 1182)

Appropriation Authority for Program Department of Homeland Security Appropriations Act, 2017 (Pub. L. No. 115-31) https://www.fsd.gov/ http://www.grants.gov/web/grants/register.html

Program Type New

Program Overview, Objectives, and Priorities

Overview The Fiscal Year (FY) 2017 Intercity Bus Security Grant Program (IBSGP) is one of DHS/FEMA’s FY 2017 grant programs that directly support transportation infrastructure security activities. IBSGP is one tool in the comprehensive set of measures authorized by Congress and implemented by the Administration to strengthen the Nation’s critical infrastructure against risks associated with potential terrorist attacks. IBSGP provides funding for critical infrastructure hardening and other physical security enhancements to support transit operators serving the Nation’s highest-risk metropolitan areas. Among the five basic homeland security missions noted in the DHS Quadrennial Homeland Security Review, The IBSGP supports the goal to Strengthen National Preparedness and Resilience.

Objectives The FY 2017 IBSGP objectives are to support efforts that:

• Build and sustain core capabilities

• Strengthen regional security cooperation

• Encourage a whole community approach to security and emergency management

For additional information on program priorities and objectives for the FY 2017 IBSGP, refer to Appendix B – FY 2017 IBSGP Priorities.

Priorities The National Preparedness Goal (the Goal) defines what it means for the whole community to be prepared for all types of disasters and emergencies. The National Preparedness System is the instrument the Nation employs to build, sustain, and deliver core capabilities in order to achieve the Goal of a secure and resilient Nation. The FY 2017 IBSGP plays an important role in the implementation of the National Preparedness System by supporting the development and sustainment of core capabilities. Core capabilities are the distinct critical activities essential for the execution of each of the five mission areas outlined in the Goal. Building and sustaining 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 2017 IBSGP’s allowable costs support efforts to build and sustain core capabilities across the Prevention, Protection, Mitigation, Response, and Recovery mission areas.

B. Federal Award Information

Award Amounts, Important Dates, and Extensions

Available Funding for the FY 2017 IBSGP: $2,000,000 https://www.fema.gov/national-preparedness/whole-community https://www.fema.gov/national-preparedness/whole-community

Period of Performance: Thirty-Six (36) months

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

Projected Period of Performance Start Date: September 1, 2017

Projected Period of Performance End Date: August 31, 2020

Funding Instrument: Grant

C. Eligibility Information

Eligible Applicants Private operators providing transportation by an over-the-road bus that have completed a vulnerability assessment and developed a security plan that the Secretary of Homeland Security has approved as described in Section 1531 of the Implementing Recommendations of the 9/11 Commission Act of 2007 (9/11 Act) (Pub. L. No. 110-53) (6 U.S.C. § 1181) are eligible to apply for funding under this program.

Eligibility for funding is limited to applicants that meet one or both of the following criteria:

• Operate fixed-route intercity bus transportation providing services to a defined Urban

Area Security Initiative (UASI) jurisdiction.

• Operate a charter bus service using over-the-road buses and provide a minimum of 50 trips annually to one or more defined UASI jurisdictions.

The following definitions are applicable for the purpose of meeting FY 2017 program eligibility requirements:

• Fixed-route intercity bus service is defined as passenger transportation service provided to the general public for compensation over specified, predetermined, and published routes between cities or terminals using over-the-road-buses.

• Charter bus service is defined as a bus service that operates neither over fixed-routes nor on regular schedules. Note: A charter bus service is characterized by the rental of a bus and the services of a driver to a person or group where all passengers embark and disembark at the same point. A charter bus service must use over-the-road buses.

• An over-the-road bus is defined as a vehicle designated for long-distance transportation of passengers, characterized by integral construction with an elevated passenger deck located over a baggage compartment and at least 35 feet in length, with a capacity of more than 30 passengers. Only over-the-road buses are eligible for vehicle security enhancements through this program. Limousines, mini-coaches, school buses, or any other vehicle that does not fit the definition of an over-the-road bus are not eligible.

• UASI jurisdiction is a high-risk urban area designated to receive Urban Area Security Initiative funding under the FY 2017 Homeland Security Grant Program (HSGP), as identified by the FY 2017 HSGP Notice of Funding Opportunity. This list is also available in this NOFO at Appendix A - FY 2017 IBSGP UASI-Eligible Urban Areas.

• A trip is defined as a single bus journey from an embarkation point to the furthest destination in that journey. For example, a trip from New York City to Denver to San Francisco would be considered a single trip. A trip is made to a defined UASI jurisdiction if at any point in the trip the bus stops in a UASI jurisdiction and embarks or disembarks passengers. For example, a trip from Newburgh, NY to Manhattan to Charleston, WV is a trip to a defined UASI jurisdiction if passengers embark or disembark in Manhattan.

Note: Intracity bus service is not eligible for funding under the FY 2017 IBSGP.

Funding for intracity bus security is addressed through the FY 2017 Transit Security Grant Program.

Ineligible Service Categories, include:

• School buses

• Fixed service routes under contract to transit authorities within UASI jurisdictions

• Fixed service routes not stopping in qualifying UASI jurisdictions

• Intracity trolley and/or tour services

• Bus company owners that are not operators

Eligibility Criteria In order to be eligible for the FY 2017 IBSGP, operators must have developed or updated their security plan, which must be based on a security assessment such as the Baseline Assessment for Security Enhancement (BASE) performed by Transportation Security Inspectors-Surface from the Transportation Security Administration (TSA), within the last three years prior to receiving an FY 2017 award. A copy of the security plan and security assessment must be available for DHS review upon request.

All operators must have completed a vulnerability assessment and developed a security plan as required by Section 1531 of the 9/11 Act (6 U.S.C. § 1181) as follows:

1) Assessments and security plans should include, as appropriate:

• Identification and evaluation of critical assets and infrastructure, including buses, platforms, stations, terminals, and information systems

• Identification of vulnerabilities to those assets and infrastructure

• Identification of gaps in physical security; passenger and cargo security, the security of programmable electronic devices, computers, or other automated systems which are used in providing over-the-road bus transportation; alarms, cameras, and other communications systems and utilities needed for over-the-road bus security purposes, including dispatching systems; emergency response planning; and employee training

2) Security plans should include, as appropriate:

• The identification of a security coordinator having authority to implement security actions, coordinate security improvements, and receive communications from appropriate Federal officials regarding over-the-road bus security

• A list of needed capital and operational improvements

• Procedures to be implemented or used by the operator in response to a terrorist attack, including evacuation and passenger communication plans that include individuals with disabilities

• The identification of steps taken with state and local law enforcement agencies, emergency responders, and Federal officials to coordinate security measures and plans for response to a terrorist attack

• A strategy and timeline for conducting training to prepare front-line employees for potential security threats and conditions

• Enhanced security measures to be taken by the operator when the Secretary of DHS declares a period of heightened security risk

• Plans for providing redundant and backup systems required to ensure the continued operation of critical elements of the operator’s system in the event of a terrorist attack

For additional information on the above requirements, please contact highwaysecurity@tsa.dhs.gov.

Project requests will not be considered until bus operators develop and certify vulnerability assessments and security plans. See Appendix D – FY 2017 IBSGP Investment Justification and Budget Template for a template Vulnerability Assessment/Security Plan certification statement.

Other Eligibility Criteria

National Incident Management System (NIMS) Implementation Prior to allocation of any Federal preparedness awards in FY 2017, recipients must ensure and maintain adoption and implementation of NIMS. FEMA describes the specific training and activities involved in NIMS implementation in the NIMS Training Program (https://www.fema.gov/training-0) and the NIMS Implementation Objectives (https://www.fema.gov/implementation-guidance-and-reporting).

Incident management activities require carefully managed resources (personnel, teams, facilities, equipment and/or supplies). Utilization of the standardized resource management concepts such as typing, credentialing, and inventorying promote a strong national mutual aid capability needed to support delivery of core capabilities. Recipients should manage resources purchased or supported with FEMA grant funding according to NIMS resource management guidance. Additional information on resource management and NIMS resource typing definitions and job titles/position qualifications are available under http://www.fema.gov/resource-management-mutual-aid.

Cost Share or Match mailto:highwaysecurity@tsa.dhs.gov https://www.fema.gov/training-0 https://www.fema.gov/implementation-guidance-and-reporting http://www.fema.gov/resource-management-mutual-aid

There is no cost share or cost match requirement for the FY 2017 IBSGP.

D. Application and Submission Information

Key Dates and Times

Date Posted to Grants.gov: June 2, 2017

Application Submission Deadline: June 22, 2017, 5:00 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. Applicants experiencing technical issues must notify the respective FEMA HQ Program Analyst prior to the application deadline. Applicants should contact the Centralized Scheduling and Information Desk (CSID) for FEMA HQ Program Analyst contact information. CSID can be reached by phone at (800) 368-6498 or by e-mail at askcsid@dhs.gov, Monday through Friday, 9:00 a.m. – 5:00 p.m. EDT.

Anticipated Funding Selection Date: September 1, 2017

Anticipated Award Date: No later than September 30, 2017

Address to Request Application Package Application forms and instructions are available at Grants.gov (hardcopies of the NOFO and associated application materials are not available). 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 submitting before the registration is active in SAM, then an additional 24 hours for Grants.gov to recognize the 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.

Applicants experiencing difficulties accessing information or who have any questions, should call the Grants.gov customer support hotline at (800) 518-4726.

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.

http://www.grants.gov/ mailto:askcsid@dhs.gov http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/web/grants/support.html

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. 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 all of the steps. Failure of an applicant to comply with any of the required steps before the deadline for submitting the application may disqualify the 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;

3. Updating or verifying their SAM;

4. Establishing an Authorized Organizational Representative (AOR) in Grants.gov;

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

6. Submitting the final application in ND Grants.

Unique Entity Identifier and System for Award Management (SAM) Before applying for a DHS grant at Grants.gov, applicants must have a DUNS number, be registered in SAM, and be approved as an AOR. The steps for completing these pre-application processes are outlined below.

NOTE: Applicants are encouraged to register early. The pre-application registration processes can take 4 weeks or more to complete. Therefore, registration should be done in sufficient time to ensure it does not impact the applicant’s ability to meet required submission deadlines.

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 in Grants.gov. 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. DHS/FEMA cannot assist applicants with questions related to obtaining a current DUNS number.

Obtain an Employer Identification Number (EIN) http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ https://portal.fema.gov/famsVuWeb/home http://www.grants.gov/ http://www.grants.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

DHS/FEMA requires both the EIN and a DUNS number prior to the issuance of a financial assistance award and for grant award payment. Both the EIN and a DUNS number are required to register with SAM. The EIN base for an organization is the IRS Tax ID number; for individuals, it is their Social Security number. The Social Security and IRS Tax ID numbers are both 9-digit numbers. Organizations and individuals submitting their applications must correctly identify the EIN from the DUNS, since both are 9-digit numbers. If these numbers are not correctly identified in the application, a delay in the issuance of the funding award and/or incorrect payment to a recipient organization may result.

Organizations applying for an EIN should plan on a minimum of 2 full weeks to obtain an EIN. For assistance registering an EIN, please contact the IRS helpline. DHS/FEMA cannot assist applicants with questions related to obtaining a current EIN.

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 the SAM will result in the application being rejected by Grants.gov during the submissions process.

Payment under any DHS/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 the 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 DHS/FEMA awards.

SAM registration is a multi-step process including validating the EIN with the Internal Revenue Service (IRS) to obtain a Commercial and Government Entity (CAGE) code.

The CAGE code is only valid for 1 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 Entity records(s) in SAM, applicants will need to create a SAM User Account and link it to the migrated Entity records.

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

Authorized Organization Representative (AOR) 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 http://www.grants.gov/web/grants/applicants/applicant-resources.html 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/web/grants/applicants/applicant-resources.html http://www.sam.gov/ http://www.sam.gov/

The next step in the registration process is creating a username and password with Grants.gov to become an AOR. AORs will need to know the DUNS number of the organization for which they will be submitting applications to complete this process.

Applicants must register the individual who is able to make legally binding commitments for the applicant organization as the AOR. This step is often missed and it is crucial for valid submissions. 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 the applicant organization who is the contact listed for SAM, will receive an email to grant the AOR permission to submit applications on behalf of the organization. The E-Biz POC will then log in to Grants.gov and approve an applicant as the AOR, thereby granting permission to submit applications. To learn more about AOR Authorization visit: http://www.grants.gov/web/grants/applicants/organization-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 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 jeopardize required submission deadlines. Approval as an AOR is necessary in order to submit applications online.

Electronic Signature Applications submitted through Grants.gov constitute a submission an electronically signed application. The registration and account creation with Grants.gov with E-Biz POC approval, establishes an AOR. When submitting the application through Grants.gov, the name of the applicant’s AOR on file will be inserted into the signature line of the application.

Applicants experiencing difficulties accessing information or who have questions should call the Grants.gov customer support hotline at (800) 518-4726 or email Grants.gov at support@grants.gov.

The Federal awarding agency may not make a Federal 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 the Federal awarding agency is ready to make a Federal award, the Federal awarding agency may determine that the applicant is not qualified to receive a Federal award and use that determination as a basis for making a Federal award to another applicant.

Submitting an Initial Application in Grants.gov Following the completion of the procedures above, all applicants must submit their initial application through Grants.gov. Applicants may need to first create a Grants.gov user 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/applicant-resources.html http://www.grants.gov/web/grants/applicants/organization-registration/step-4-aor-authorization.html 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/ http://www.grants.gov/ mailto:support@grants.gov http://www.grants.gov/web/grants/applicants.html 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 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 unless 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 June 22, 2017 5:00PM EDT, application deadline.

For assistance applying through Grants.gov, please visit the Grant Application page, contact support@grants.gov, or call 800-518-4726. DHS/FEMA cannot assist applicants with questions related to registering with Grants.gov.

Submitting the Final Application in Non Disaster Grants System (ND Grants) After submitting the initial application in Grants.gov, eligible applicants will be notified by DHS/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 have all the information required:

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

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

• Standard Form LLL, Disclosure of Lobbying Activities

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

• Investment Justification(s) (a maximum of two may be submitted)

• Budget(s)

• Vulnerability Assessment/Security Plan Certificate

• Standard Form 424C, Budget Information (Construction), if applying to use funds for construction or renovation

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

• Indirect Cost Agreement http://www.grants.gov/web/grants/applicants.html http://www.grants.gov/web/grants/applicants/apply-for-grants.html https://portal.fema.gov/famsVuWeb/home https://portal.fema.gov/famsVuWeb/home http://www.grants.gov/web/grants/applicants/apply-for-grants.html mailto:support@grants.gov?subject=GRANTS.GOV%20Support%20Center http://www.grants.gov/web/grants/applicants/applicant-resources.html https://portal.fema.gov/ https://portal.fema.gov/ https://portal.fema.gov/famsVuWeb/home

The forms can be found here: http://www.fema.gov/preparedness-non-disaster-grants and http://www.grants.gov/web/grants/forms/sf-424-family.html#sortby=1

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.

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/or historic properties to ensure that all activities and programs funded by the agency, including grant funded projects, comply with Federal EHP regulations, laws and Executive Orders as applicable. Recipients and subrecipients 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 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 is also 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; otherwise FEMA may not be able to fund the project due to non-compliance with EHP laws, executive orders, regulations, and policies.

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

The GPD EHP Policy Guidance can be found in FP 108-023-1, Environmental Planning and Historic Preservation Policy Guidance and GPD EHP Compliance and Reference Documentation at: https://www.fema.gov/environmental-planning-and-historic-preservation-compliance.

http://www.fema.gov/preparedness-non-disaster-grants http://www.grants.gov/web/grants/forms/sf-424-family.html#sortby=1 http://www.fws.gov/policy/library/rgeo12372.pdf http://www.whitehouse.gov/omb/grants_spoc http://www.fema.gov/media-library/assets/documents/85376 http://www.fema.gov/media-library/assets/documents/85376 https://www.fema.gov/environmental-planning-and-historic-preservation-compliance https://www.fema.gov/environmental-planning-and-historic-preservation-compliance

SAFECOM

Recipients (including subrecipients) who receive awards under IBSGP 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 found at https://www.dhs.gov/safecom. 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.

Pre-award Costs Pre-award costs are not allowable and will not be approved, with the exception of costs resulting from pre-award grant writing services provided by an independent contractor that shall not exceed $1,500. See Authorized Use of Contractual Grant Writers and/or Grant Managers below for additional details and restrictions.

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.

Direct Costs

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

Organization Organization related costs are not allowed under this program.

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

NOFO.

Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially high cost items and those subject to rapid technical advances. Large equipment purchases must be identified and explained. For more information regarding property management standards for equipment, please reference 2 C.F.R. § 200.313, located at http://www.ecfr.gov/cgi-bin/text-idx?SID=c836a011886f180dac489e15c059b1aa&node=sg2.1.200_1309.sg2&rgn=div7.

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

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

https://www.dhs.gov/safecom http://www.ecfr.gov/cgi-bin/text-idx?SID=c836a011886f180dac489e15c059b1aa&node=sg2.1.200_1309.sg2&rgn=div7 http://www.ecfr.gov/cgi-bin/text-idx?SID=c836a011886f180dac489e15c059b1aa&node=sg2.1.200_1309.sg2&rgn=div7

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

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

Construction and Renovation Construction and renovation costs for modifying terminals, garages, and facilities to enhance their security are allowed under this program only as described in this NOFO.

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

NOFO.

Maintenance and Sustainment Maintenance and sustainment costs are not allowed under this program.

Critical Emergency Supplies Critical Emergency Supply related costs are not allowed under this program.

For additional details on allowable costs under the IBSGP, See Appendix C - FY 2017 IBSGP Funding Guidelines.

Management and Administration (M&A) Costs Management and administration costs are allowed. Recipients may use up to five percent (5%) of the amount of the award for M&A. M&A activities are those defined as directly relating to the management and administration of IBSGP funds, such as financial management and monitoring. Management and administrative expenses must be based on actual expenses or known contractual costs. Requests that are simple percentages of the award, without supporting justification, will not be allowed or considered for reimbursement.

M&A costs are not operational costs, they are the necessary costs incurred in direct support of the grant or as a consequence of the grant and should be allocated across the entire lifecycle of the grant. Examples include preparing and submitting required programmatic and financial reports, establishing and/or maintaining equipment inventory, documenting operational and equipment expenditures for financial accounting purposes;

and responding to official informational requests from state and federal oversight authorities.

Authorized Use of Contractual Grant Writers and/or Grant Managers A grant applicant may procure the services of a contractor to provide support and assistance for pre-award grant development services (grant writing) or post-award grant management and administrative services (grant management). As with all grant-funded procurements, grant writer or grant management services must be procured in accordance with the Federal procurement standards at 2 C.F.R. §§ 200.317 – 200.326. For entities other than States, such procurements must comply with the recipient’s written standards of conduct covering conflicts of interest as required by the Federal procurement standards at 2 C.F.R. § 200.318 (c)(1). Included in this requirement, no employee, officer, or agent of the recipient may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest.

FEMA considers a contracted grant-writer to be an agent of the recipient for any subsequent contracts the recipient procures under the same Federal award in which the grant-writer provided grant writing services.

Grant Writing Services For FY 2017, grant writer services as a Pre-award cost will be allowed. Costs resulting from pre-award grant writing services provided by an independent contractor shall not exceed $1,500. Grant writing contractors will be allowed to assist the applicant in preparing, writing, and finalizing grant application materials and assisting the applicant with handling online application and submission requirements in Grants.gov and ND Grants. Grant writers may assist in a variety of ways up to and including the actual submission of the application. Applicants are informed that ultimately, the application and all information contained therein is the sole responsibility of the eligible applicant. No employee, officer, or agent of the recipient may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. DHS/FEMA considers a contracted grant-writer to be an agent of the recipient for any subsequent contracts the recipient procures under the same Federal award in which the grant-writer provided grant writing services.

By submitting the application, applicants are certifying all of the information contained therein is true and an accurate reflection of the organization, and that regardless of the applicant’s intent, the submission of information that is false or misleading may result in actions by FEMA. These actions include but are not limited to the submitted application not being considered for award, temporary withholding of funding under the existing award pending investigation, or referral to the DHS Office of the Inspector General.

Applicants should review all documents submitted on their behalf by outside contractors to ensure accuracy and completeness.

Grant Managers Grant management contractors provide support in the day to day management of an active grant and their services may be incurred as Management and Administration costs (M&A) of the award. Additionally, recipients may retain grant management contractors at their own expense.

Regardless of whether an applicant or recipient uses grant writing and/or grant management services, the recipient is solely responsible for the fiscal and programmatic integrity of the grant and its authorized activities and expenditures. They must ensure adequate internal controls, including separation of duties, to safeguard grant assets, processes, and documentation, in keeping with the terms and conditions of its award, including this NOFO and 2 C.F.R. Part 200.

Pre-Award Cost of up to $1,500 Eligible for Reimbursement To assist applicants with the cost of grant writing services, FEMA is permitting a one-time pre-award cost of no more than $1,500 per applicant per year for contractual grant writing services as part of the recipient’s M&A costs. This is only intended to cover costs associated with a grant writer and may not be used to reimburse the applicant for their own time and effort in the development of a grant application. Additionally, the applicant may be required to pay this fee with their own funds during the application preparation and submission period; if the applicant subsequently receives an award, they may then request to be reimbursed once grant funds become available for that cost, not to exceed $1,500. If the applicant does not receive an award, this cost will not be reimbursed by the federal government. The applicant must understand this risk and be able to cover this cost if an award is not made.

If an applicant intends to request reimbursement for this one-time pre-award cost, it must include this request in its application materials, including in the Budget Detail Worksheet for each Investment Justification. Failure to clearly identify this as a separate cost in the application may result in its disallowance. This is the only pre-award cost eligible for reimbursement.

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 DHS/FEMA before indirect costs are charged to the award.

IBSGP Specific Application Instructions All applicants will submit their IBSGP grant application, and the associated Investment Justifications (IJs) to include detailed budgets, as a file attachment within ND Grants prior to the application deadline.

Investment Justification As part of the FY 2017 IBSGP application process, applicants must develop a formal IJ that addresses each initiative being proposed for funding, including estimated M&A costs. Applicants may submit up to two (2) Investment Justifications. IJs must demonstrate how proposed projects address gaps and deficiencies in current programs and capabilities. Each IJ must demonstrate the ability to provide enhancements consistent with the purpose of the program and guidance provided by DHS/FEMA.

IBSGP 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. For information on the feasibility and effectiveness determination see the Application and Review Information section. The applicant must fully explain how the requested project satisfies a need or reduces a risk as outlined in their most recent vulnerability assessment and satisfies an aspect of their capital or operational security needs detailed in the applicant’s security plan.

IJs for all projects must be completed in full in order to be considered for funding. To the extent possible, applicants should consider submitting IJs that contain related projects and priorities. Example: An applicant proposes to improve facility security through facility fencing, access control and video surveillance and has vehicle security needs. IJ #1 should include all related facility security enhancements proposed by the applicant. IJ #2 should include all vehicle related security enhancements. Applicants are encouraged to select their highest priority areas for funding, given the limitations on funding and on the number of IJs per application (maximum of two IJs allowed).

Applicants must include their U.S. Department of Transportation (USDOT) number in Section 1.A. of each Investment Justification. Additionally, applicants must ensure that each IJ is consistent with all applicable requirements outlined in this NOFO.

Detailed Budget Applicants also must provide a detailed budget for the funds requested. The budget must be complete, reasonable, and cost-effective in relation to the proposed project. The budget should provide the basis of computation of all project-related costs, any appropriate narrative, and a detail of all M&A costs. Applicants should round costs to the nearest whole dollar.

The detailed budget must be submitted with the grant application as a file attachment within ND Grants system. Applicants must use the following file naming convention when submitting required documents as part of the FY 2017 IBSGP:

Legal Name of Bus Company_IJ Number_Budget (Example: ABC Bus Lines_IJ#1_Budget)

When completing the budget, applicants should break costs down to the smallest unit possible. For instance, a fencing project should provide the cost per linear foot of fencing and a closed circuit television (CCTV) project should provide the cost per camera. This will greatly assist the review panel in determining the type and cost effectiveness of the different components of the project.

Additionally, any technical or computer equipment should be described in adequate detail to improve understanding of the function of such devices. The budget narrative section of the application allows applicants the opportunity to describe the purpose and function of project components. Budget narratives should also clearly identify any optional features or capabilities, such as a Global Positioning System (GPS) unit equipped with a panic button. Optional or potential capabilities not clearly identified will be assumed as not being present.

Applicants will find a sample budget detail worksheet in Appendix D - FY 2017 IBSGP Investment Justification and Budget Template. This worksheet may be used as a guide to assist applicants in the preparation of the budget and budget narrative.

The FY 2017 IBSGP has no cash or in-kind match requirements. While an applicant choosing to leverage the requested Federal funds in their application with cash or in-kind resources may identify those resources in the detailed budget, doing so will not have any impact on how the application is reviewed and rated.

Vulnerability Assessment and Security Plan Certification Statement Applicants must have a current vulnerability assessment and security plan (updated within the last three years) to apply for projects and must complete, sign and date the Vulnerability Assessment and Security Plan Certification Statement provided in Appendix D - FY 2017 IBSGP Investment Justification and Budget Template.

When applying for projects, applicants must justify those projects based on the findings and recommendations in their vulnerability assessment and security plan. Applicants who do not tie their proposed projects to their company specific security plans risk receiving lower scores than applicants who do so.

E. Application Review Information

Application Evaluation Criteria

Prior to making an award, FEMA is required by 31 U.S.C. § 3321 and 41 U.S.C. § 2313 to review information available through any OMB-designated repositories of government wide eligibility qualification or financial integrity information. Application evaluation criteria may include the following risk based considerations related to the applicant: (1) financial stability; (2) quality of management systems and ability to meet management standards; (3) history of performance in managing Federal award; (4) reports and findings from audits; and (5) ability to effectively implement statutory, regulatory, or other requirements.

FY 2017 IBSGP applications will be evaluated through a review process for completeness, adherence to programmatic guidelines, and anticipated effectiveness of the proposed investments.

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

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

Applications will be reviewed by a National Review Panel (NRP). The NRP will consist of Federal officials from the Federal Motor Carrier Safety Administration (FMCSA), Transportation Security Administration, and the Federal Emergency Management Agency. The NRP will rate applications based on the following criteria. Applicants can score a maximum of 100 points.

Funding Guidelines. Projects will be evaluated and scored based on the extent to which they address the Funding Guidelines described in this FY 2017 NOFO (see Appendix C – FY 2017 IBSGP Funding Guidelines). The IJ should provide details on specific needs to be addressed, vision, goals, and objectives. It should also provide evidence of how the project fits into an overall effort to meet critical infrastructure security requirements, and how the investment provides a significant security impact.

Possible Review Panel Funding Guidelines Score: 0-20 points

Cost effectiveness. Projects will be evaluated and prioritized based on the expected impact on security relative to the investment. The IJ should provide quantitative evidence of the security impact, as well as justification for the strategic use of the proposed budget. The project cost levels should be commensurate with the security impact, and the proposed solution should be reasonable and advantageous over other possible solutions.

Possible Review Panel Cost Effectiveness Score: 0-15 points

Ability to reduce risk of catastrophic events.