FY 2017 SAFER NOFO FINAL - 2.28.18.pdf

FY 2017 SAFER NOFO

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

FY 2017 Staffing for Adequate Fire and Emergency Response (SAFER)

NOTE: Applicants pursuing this funding opportunity 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. It may take four weeks or longer after registering for SAM before the registration is active in the system, then another 24 hours for Grants.gov to recognize the information. 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. Application and Submission Information.

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 97.083

CFDA Title Staffing for Adequate Fire and Emergency Response (SAFER)

Notice of Funding Opportunity (NOFO) Title Fiscal Year (FY) 2017 Staffing for Adequate Fire and Emergency Response (SAFER)

NOFO Number

DHS-17-GPD-083-000-99

Authorizing Authority for Program Section 34 of the Federal Fire Prevention and Control Act of 1974 (Pub. L. No. 93-498, as amended) (15 U.S.C. § 2229a)

Appropriation Authority for Program Department of Homeland Security Appropriations Act, 2017 (Pub. L. No. 115-31)

Program Type New

Program Overview, Objectives, and Priorities https://www.grants.gov/ http://www.grants.gov/web/grants/register.html

Program Overview The Department of Homeland Security (DHS), Federal Emergency Management Agency’s (FEMA) Grant Programs Directorate (GPD) is responsible for the implementation and administration of the Staffing for Adequate Fire and Emergency Response (SAFER) grant program.

The purpose of the SAFER Grant Program is to provide funding directly to fire departments and volunteer firefighter interest organizations to assist in increasing the number of firefighters to help communities meet industry minimum standards and attain 24-hour staffing to provide adequate protection from fire and fire-related hazards, and to fulfill traditional missions of fire departments.

In awarding grants, the Administrator of FEMA shall consider the following:

• The findings and recommendations of the Technical Evaluation Panel (TEP);

• The degree to which an award will reduce deaths, injuries, and property damage by reducing the risks associated with fire related and other hazards; and

• The extent of an applicant’s need for a SAFER grant and the need to protect the

United States as a whole.

SAFER Grants are offered to support projects in two activities. This NOFO provides potential eligible applicants with application requirements and details for processing and evaluating applications for financial assistance for both of these activity areas.

• Hiring of Firefighters Activity is to hire new, additional firefighters to improve staffing levels.

• Recruitment and Retention of Volunteer Firefighters Activity is to assist fire departments with the recruitment and retention of volunteer firefighters who are involved with or trained in the operations of firefighting and emergency response.

Each activity has specific priorities and objectives. For additional details, please see Appendix B – Programmatic Information and Priorities, Section IV. Funding Priorities.

Program Objectives The objective of the SAFER grant program is to assist local fire departments with staffing and deployment capabilities in order to respond to emergencies, and assure that communities have adequate protection from fire and fire-related hazards. Local fire departments accomplish this by improving staffing and deployment capabilities so they may more effectively and safely respond to emergencies. With enhanced staffing levels, recipients should experience a reduction in response times and an increase in the number of trained personnel assembled at the incident scene.

Although not required for a SAFER grant, it is preferable that the enhanced staffing levels of all SAFER recipients should ensure that all first-arriving apparatus are staffed with a minimum of four qualified personnel (to meet National Fire Protection Association (NFPA) 1710/1720 standards) who are capable of initiating the suppression response.

Ultimately, SAFER recipients should achieve more efficient responses and safer incident scenes, thereby ensuring communities have improved protection from fire and fire-related hazards.

The FY 2017 SAFER grant program also plays an important role in the implementation of the National Preparedness System. The National Preparedness System is the instrument the Nation employs to build, sustain, and deliver core capabilities in order to achieve the National Preparedness Goal (Goal) of a secure and resilient Nation. Complex and far-reaching threats and hazards require a collaborative and whole community approach to national preparedness that engages individuals, families, communities, private and nonprofit sectors, faith-based organizations, and all levels of government. The guidance, programs, processes, and systems that support each component of the National Preparedness System allow for the integration of preparedness efforts that build, sustain, and deliver core capabilities and achieve the desired outcomes identified in the Goal while maintaining the civil rights of individuals.

The FY 2017 SAFER Grant Program’s allowable costs support efforts to build and sustain core capabilities such as Fire Management and Suppression, and Public Health and Medical Services across the Prevention, Protection, Mitigation, Response, and Recovery mission areas. Examples of desired outcomes for the FY 2017 SAFER grant program include increasing the number of full-time firefighters to achieve compliance with NFPA standards- reducing loss due to fire through the Hiring Activity, and reducing volunteer turnover through incentives provided under the Recruitment and Retention Activity.

Additional details on the National Preparedness Goal can be found at https://www.fema.gov/national-preparedness-goal

B. Federal Award Information

Award amounts, important dates, and extensions

Available funding for the NOFO: $345,000,000

Projected number of Awards: 300

Period of performance: 12-48 Months

• Hiring of Firefighters Activity: The period of performance will be 36 months for all grants awarded under the Hiring of Firefighters Activity.

• Recruitment and Retention of Volunteer Firefighters Activity: The period of performance will be between 12 and 48 months for all grants awarded under the Recruitment and Retention of Volunteer Firefighters Activity.

Projected period of performance start date(s): 07/01/2018 https://www.fema.gov/national-preparedness-goal

Projected period of performance end date(s): 06/30/2020-06/30/2021

Funding instrument: Grant

Extensions: Extensions to the period of performance are allowable under the Recruitment and Retention of Volunteer Firefighters Activity only.

C. Eligibility Information

Eligible Applicants

Under the FY 2017 SAFER Grant Program, eligible applicants are limited to those entities described below within each activity:

• Hiring of Firefighters Activity Volunteer, combination, and career fire departments are eligible to apply for funding.

National, state, local, or federally recognized tribal organizations representing the interests of volunteer firefighters are not eligible to receive a SAFER Grant Award under the Hiring of Firefighters Activity.

• Recruitment and Retention of Volunteer Firefighters Activity Volunteer and combination fire departments and National, state, local, or federally recognized tribal organizations representing the interests of volunteer firefighters are eligible to apply for funding.

Career fire departments are not eligible to receive a SAFER Grant Award under the Recruitment and Retention of Volunteer Firefighters Activity.

Volunteer fire departments and combination fire departments may apply for funding under both activities; separate applications must be completed for each activity.

Applicants are limited to one application per activity, per application period. If an applicant submits two applications for the same activity during a single application period, both applications will be disqualified.

Municipalities and fire districts may submit applications on behalf of fire departments lacking the legal status to do so, such as those under the support of the municipality or district. The municipality or fire district may submit only one application for hiring per application period for each eligible fire department within the municipality or fire district.

The following entities are NOT eligible to apply under this announcement:

• Federal fire departments and fire departments under contract to the Federal Government whose sole responsibility is the suppression of fires on federal installations or lands;

• For-profit fire departments and organizations (e.g. fire departments that do not have specific nonprofit status or that are not municipally based);

• Ambulance services, emergency medical service organizations, rescue squads, auxiliaries, dive teams, and urban search and rescue teams;

• Non-federal airport or port authority fire departments whose sole responsibility is suppression of fires on the airport grounds or port facilities, unless the airport/port fire department has a formally recognized arrangement with the local jurisdiction to provide fire suppression on a first-due basis outside the confines of the airport or port facilities;

• Fire stations that are part of, controlled by, or under the day-to-day operational direction of a larger fire department or agency, or that are not otherwise independent; and

• State and local agencies, such as forest service, fire marshals, emergency management offices, hospitals, and training offices.

Each activity has its own application and eligibility requirements. These requirements are outlined in Appendix B – Programmatic Information and Priorities, Section IV. Funding Priorities.

Eligibility Criteria

Minimum Budget Requirement At the time of application, both SAFER Hiring of Firefighter Activity and Recruitment and Retention of Volunteer Firefighters Activity grant applicants are required to certify their annual budget for fire-related programs and emergency response must not have been reduced below 80 percent of the applicant’s average funding level in the three years prior to November 24, 2003.

Applicants experiencing economic hardship may apply for a waiver of this requirement.

Please see Appendix C: Award Administration Information.

Other Eligibility Criteria

National Incident Management System (NIMS) Implementation SAFER Grant Program applicants are not required to be in compliance with the National Incident Management System (NIMS) to apply for funding under this NOFO or to be awarded a grant under this NOFO. However, any applicant that receives an FY 2017 SAFER Grant Program award must achieve the level of NIMS compliance required by the Authority Having Jurisdiction (AHJ) over the applicant’s emergency service operations (e.g. a local government), prior to the end of the grant’s period of performance.

Maintenance of Effort (MOE) There is no maintenance of effort requirement for the FY 2017 SAFER grant program.

Cost Share or Match

• Recruitment and Retention of Volunteer Firefighters Activity https://www.fema.gov/national-incident-management-system https://www.fema.gov/national-incident-management-system

Recipients of SAFER Recruitment and Retention of Volunteer Firefighters Activity grants are not required to contribute a Cost Share or Match (non-federal funds).

• Hiring of Firefighters Activity

Recipients of SAFER Hiring of Firefighters Activity grants are required to contribute non-federal funds subject to a Position Cost Limit and a Cost Share, as described below.

All recipients should ensure that they are thoroughly familiar with FEMA’s cost sharing requirements identified below, as well as the appropriate cost principles as identified at 2 C.F.R. § 200.101(b)(1).

The recipient is not required to have the cost share at the time of application.

However, before a grant is awarded, FEMA may contact potential awardees to determine whether the recipient has the funding in hand or if the recipient has a viable plan to obtain the funding necessary to fulfill the cost sharing requirement.

Position Cost Limit (No Waiver Available) The amount of federal funding provided to a recipient under the SAFER Hiring of Firefighters Activity for hiring a firefighter in any fiscal year may not exceed:

• in the first and second years of the grant, 75 percent of the usual annual cost of a first-year firefighter in that department at the time the grant application was submitted; and

• in the third year of the grant, 35 percent of the usual annual cost of a first-year firefighter in that department at the time the grant application was submitted.

“Usual annual costs” includes the base salary (exclusive of overtime) and standard benefits package (including the average health cost, dental, vision, FICA, life insurance, retirement/pension, etc.) offered by fire departments to first-year (i.e.

entry-level) firefighters. Please refer to Appendix B regarding eligible and ineligible costs for SAFER Hiring of Firefighter Activity grants.

The Position Cost Limit is automatically calculated by the eGrants system in the Budget section of the application. There is no waiver available for this requirement.

Cost Share (Waiver Available) Under the SAFER Hiring of Firefighters Activity, grant recipients are required to contribute a Cost Share toward the actual cost of hiring firefighters under this program. The Federal portion of the costs of hiring new firefighters under this grant may not exceed:

• 75 percent of the actual costs incurred in each of the first and second years of the grant; and

• 35 percent of the actual costs incurred in the third year of the grant.

Therefore, the recipient is required to contribute at least the following in non-Federal funds:

• 25 percent of the actual costs incurred in each of the first and second years of the grant; and

• 65 percent of the actual costs incurred in the third year of the grant.

A Cost Share of non-federal cash is the only allowable recipient contribution. Grant recipients can apply to waive this requirement.

Example:

The applicant submits a SAFER Hiring of Firefighter Activity grant application for one (1) new firefighter. At the time the application is submitted, the usual annual cost of a first year firefighter in that department is $100,000. The federal funding, due to the Position Cost Limit, will be limited to:

• Year 1 = $75,000

• Year 2 = $75,000

• Year 3 = $35,000

The grant is awarded and the department accrues the following actual costs during the term of the grant:

• Year 1 = $80,000

• Year 2 = $95,000

• Year 3 = $110,000

In this case, the federal portion will be:

• Year 1 o If the Cost Share requirement is not waived Federal funds will be limited to $60,000, or 75 percent of actual costs incurred ($80,000) o If the Cost Share requirement is waived Federal funds will cover no more than $75,000, or 75 percent of the usual cost of a firefighter at the time of application ($100,000)

• Year 2 o If the Cost Share requirement is not waived Federal funds will be limited to $71,250, or 75 percent of actual costs incurred ($95,000) o If the Cost Share requirement is waived Federal funds will cover no more than $75,000, or 75 percent of the usual cost of a firefighter at the time of application ($100,000)

• Year 3 o If the Cost Share requirement is not waived

Federal funds will be limited to $35,000 due to the Position Cost Limit of 35 percent of the usual cost of a firefighter at the time of application ($100,000).

o If the Cost Share requirement is waived Federal funds will cover no more than $35,000, or 35 percent of the usual cost of a firefighter at the time of application ($100,000).

Economic Hardship Waiver of Cost Share or Minimum Budget Requirement The FEMA Administrator may waive or reduce the Cost Share or Minimum Budget requirements in cases of demonstrated economic hardship. There is no waiver available for the Position Cost Limit. Please see Appendix C: Award Administration Information.

D. Application and Submission Information

Key Dates and Times

Date posted to Grants.gov: 03/01/2018

Application start date: 03/26/2018 at 8:00 AM Eastern Time

Application submission deadline: 04/27/2018 at 5:00 PM Eastern Time

In general, DHS/FEMA will not review applications received after the deadline or consider them for funding. DHS/FEMA may, however, extend the application deadline on request for any applicant who can demonstrate 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 applicants experience technical issues, they must notify the FEMA Help Desk as soon as possible.

Anticipated funding selection date: 06/01/2018

Anticipated award date: 07/01/2018

Address to Request Application Package The online FY 2017 SAFER application is available through the Assistance to Firefighters Grant Program’s (AFGP) eGrants system application portal at https://portal.fema.gov/. There are several ways to access application information:

• AFGP website (http://www.fema.gov/firegrants)

• Grants.gov (http://www.grants.gov)

• U.S. Fire Administration (http://www.usfa.fema.gov)

Hard copies of the application 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.

https://portal.fema.gov/ http://www.fema.gov/firegrants http://www.grants.gov/ http://www.usfa.fema.gov/

Application tutorials and Frequently Asked Questions (FAQs) explain the current SAFER grant program, assist with the online grant application, and highlight lessons learned and changes for FY 2017. For more details, please visit the AFGP website at http://www.fema.gov/firegrants.

Content and Form of Application Submission DHS makes all funding opportunities available on the internet, accessible at http://www.grants.gov. If applicants experience difficulties accessing information or have any questions, please call the Grants.gov Contact Center at (800) 518-4726.

The Grants.gov website will direct applicants to the eGrants system application portal at https://portal.fema.gov/, which contains the online SAFER application. All required forms have been incorporated into the online SAFER application.

The eGrants system will allow an authorized representative to log in and create a user name and password. This user name and password is specific to the authorized user and must not be shared with other personnel. If the applicant has submitted any AFGP applications (including Assistance to Firefighters Grant (AFG), Staffing for Adequate Fire and Emergency Response (SAFER), Fire Prevention and Safety (FP&S), or Station Construction Grant (SCG)) in a previous grant cycle, they must continue to use the same username, password, and DUNS number for any FY 2017 application(s).

If the applicant has forgotten the password or the primary point of contact has changed, please visit http://www.fema.gov/assistance-firefighters-grant-program-most-frequently-asked-questions for instructions on how to update and correct the organization’s information.

The automated application is designed with help screens and drop-down lists to assist the applicant throughout the process. Applicants can save, retrieve, update, and revise their work through the end of the application period. Applicants should save their work often as the electronic application includes a time-out feature. The automated system does not allow an applicant to submit an incomplete application. The system alerts the applicant when required information has not been entered.

Applicants may not make any changes after submitting the application in eGrants. There is no appeal process for inaccurate or incomplete information in the application. To minimize problems, please:

• Access eGrants only through Internet Explorer (IE 6 or higher). Internet Explorer 11 is the most recent version that the eGrants system can handle, and is preferred.

• Have only one browser tab open when entering information, even when using Internet Explorer (IE 6 or higher). There are several known problems entering application information using non-IE browsers or having multiple browsers open, including but not limited to:

o System failure to recognize correct information o System failure to capture and retain correct information o System functions like “cut and paste” being disabled http://www.fema.gov/firegrants http://www.grants.gov/ https://portal.fema.gov/ http://www.fema.gov/assistance-firefighters-grant-program-most-frequently-asked-questions http://www.fema.gov/assistance-firefighters-grant-program-most-frequently-asked-questions

The primary point of contact listed in the application will be notified automatically via email when the application is received.

Unique Entity Identifier and System for Award Management (SAM) DHS is participating in the Grants.gov initiative that provides the grant communities a single site to find grant funding opportunities. Before applying for a DHS grant, applicants must have a DUNS number and must be registered in SAM.

Please allow plenty of time before the grant application submission deadline to obtain a DUNS number and then to register in SAM. It may take four weeks or more after the applicant submits the SAM registration before the registration is active in SAM, then an additional 24 hours for Grants.gov to recognize the information.

FEMA may not make an award until the entity has complied with the requirements to provide a valid DUNS number and maintain an active SAM registration with current information. If the applicant is noncompliant at the time of award offer, then FEMA may determine the applicant is not qualified to receive an award, and award another applicant.

IMPORTANT: Please ensure that applicant organization’s name, address, DUNS number, and Employer Identification Number (EIN) are up to date in SAM and that the DUNS number used in SAM is the same one used to apply for all FEMA applications.

The applicant organization’s name in SAM must also match the organization name provided on the applicant’s SF-1199a Direct Deposit Form. Future payments will be contingent on the information provided in SAM; therefore, it is imperative that the information is correct.

DUNS number 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 DUNS number must be included in the data entry field labeled "Organizational DUNS" on the Standard Forms (SF)-424 forms submitted as part of this application.

System for Award Management (SAM) Applicant registration in SAM is free. All applicants must register with SAM in order to apply online. 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. Please remember that SAM registration is only active for one year and must be renewed annually.

Existing SAM.gov account holders should check their account to make sure it is “active.”

SAM registration should be completed at the very beginning of the application period, and renewed annually to avoid being "inactive."

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.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

Help with SAM SAM quick start guide for new recipient registration and SAM video tutorial for new applicants are tools created by the General Services Administration (GSA) to assist those registering with SAM. If applicants have questions or concerns about a SAM registration, please contact the Federal Support Desk at https://www.fsd.gov/fsd-gov/home.do or call toll free (866) 606-8220.

Commercial and Government Entity (CAGE) Code To get a CAGE code, applicants must first be registered in SAM, which is a requirement for doing business with the Federal Government. Applicants will be assigned a CAGE code as part of the SAM validation process, and as soon as the registration is active, applicants can view the CAGE code online by logging in to the SAM account.

Funding Restrictions Federal funds made available through this program may be used only for the purpose set forth in the award package and must be consistent with the statutory authority for the award. Award funds may not be used for matching funds for any other federal grants/cooperative agreements, 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. Failure to adhere to the award conditions will cause the recipient to be considered in default of the grant agreement, and may require the return of all federal funds disbursed under the grant.

Applicants may submit only one application per eligible activity. Any applicant that submits more than one application, per activity, will have all applications within that activity deemed ineligible.

For more information on restrictions on use of funds, please see Appendix B:

Programmatic Information and Priorities.

Construction or Remodeling/Renovation Costs. Construction costs are not eligible under the SAFER grant program. Construction includes major alterations to a building that changes the profile or footprint of the structure. To support eligible awarded activities under the SAFER Recruitment and Retention of Volunteer Firefighters Activity, remodeling/renovations to an existing facility are limited to minor interior alterations costing less than $10,000 and should be requested under Modification to Facilities. IMPORTANT: Some of these activities may require an Environmental and Historic Preservation (EHP) review; certain costs associated with an EHP Review are eligible for reimbursement.

Environmental and Historic Preservation (EHP) 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 and Executive Orders as applicable. Recipients proposing projects that have the potential to impact the environment, including, but not limited to modification or renovation of existing buildings, structures and facilities, must participate in the FEMA EHP Review https://www.fsd.gov/fsd-gov/home.do process. The EHP Review process involves the submission of a screening form that includes detailed project description that explains the goals and objectives of the proposed project along with supporting documentation so that FEMA may determine whether the proposed project has the potential to impact environmental resources and/or historic properties. In some cases, 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.

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 FEMA Policy (FP) 108-023-1, Environmental Planning and Historic Preservation Policy Guidance, and FP 108-24-4, Environmental Planning and Historical Preservation Policy.

SAFER projects that involve the installation of equipment not specifically excluded from a FEMA EHP Review per the GPD Programmatic Environmental Assessment (PEA);

ground-disturbing activities; or modification/renovation of existing buildings or structures must undergo a FEMA EHP Review.

No facilities modification project can proceed, with the exception of project planning, prior to formal FEMA approval. Funds for activities that do not require an EHP Review may be requested by the recipient.

The following activities would not require the submission of the FEMA EHP Screening Form:

• Planning and development of policies or processes;

• Management, administrative, or personnel actions;

• Classroom-based training; and

• Acquisition of mobile and portable equipment (not involving installation) on or in a building.

The EHP Screening form and instructions are available at: https://www.fema.gov/media-library/assets/documents/90195

Complete the EHP Screening form and submit to the EHP Office at GPDEHPInfo@fema.dhs.gov.

Pre-award Costs Only costs incurred during the period of performance are allowable (see Section F:

Federal Award Administration Information, Period of Performance Guidance). However, recipients under the Recruitment and Retention of Volunteer Firefighters Activity may request to be reimbursed for grant writer fees (see Appendix C: Award Administration Information, Section I. Grant Writer/Preparation Fees; see also Appendix B:

Programmatic Information and Priorities, Section V. Eligible and Ineligible Costs).

https://www.fema.gov/media-library/assets/documents/85376 https://www.fema.gov/media-library/assets/documents/85376 http://www.fema.gov/media-library-data/1388411752234-6ddb79121951a68e9ba036d2569aa488/18Dec13-NoNEPAReview.pdf http://www.fema.gov/media-library-data/1388411752234-6ddb79121951a68e9ba036d2569aa488/18Dec13-NoNEPAReview.pdf https://www.fema.gov/media-library/assets/documents/90195 https://www.fema.gov/media-library/assets/documents/90195 mailto:GPDEHPInfo@fema.dhs.gov

Management and Administration Management and administrative (M&A) expenses are not operational costs but are necessary costs incurred in direct support of the grant or as a consequence of it. As such, these costs can be itemized in financial reports. M&A expenses should be based only 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. Salaries and fringe benefits for personnel directly supporting the grant are not required to be included in the M&A budget line item.

No more than 3 percent of the federal share of SAFER Recruitment and Retention of Volunteer Firefighters Activity funds may be expended by the recipient for management and administration (M&A) purposes associated with the SAFER award.

M&A costs under the Hiring of Firefighters Activity are not eligible.

Indirect (Facilities & Administrative [F&A]) Costs Indirect F&A costs are those costs incurred for a common or joint purpose benefitting more than one cost objective. These costs are not readily assignable to the costs objectives specifically benefitted, without effort disproportionate to the results achieved.

Indirect costs are allowable under the Recruitment and Retention of Volunteer Firefighters Activity, 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. Copies of the indirect cost rate agreements, along with the SAFER application number, must be submitted electronically to FireGrants@fema.dhs.gov.

Indirect costs will be evaluated as part of the application for federal funds, and must be included as a line item in the Request Details section of the application, to determine if they are allowable, reasonable, or disproportionally impact an application’s cost benefit.

E. Application Review Information

Each year, FEMA convenes a panel of fire service professionals to develop funding priorities for the SAFER grant program. The panel makes recommendations about funding priorities as well as developing criteria for awarding grants. The content of this NOFO reflects implementation of the Criteria Development Panel’s (CDP) recommendations with respect to the priorities, direction, and criteria for awards.

The nine major fire service organizations represented on the CDP are:

• International Association of Fire Chiefs

• International Association of Fire Fighters

• National Volunteer Fire Council mailto:FireGrants@fema.dhs.gov

• National Fire Protection Association

• National Association of State Fire Marshals

• International Association of Arson Investigators

• International Society of Fire Service Instructors

• North American Fire Training Directors

• Congressional Fire Service Institute

Prior to making a federal award, the federal awarding agency 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. Therefore application evaluation criteria may include the following risk based considerations of 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.

Simplified Acquisition Threshold (currently $150,000)

i. Prior to making a federal award with a total amount of federal share greater than the simplified acquisition threshold, DHS is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS).

ii. An applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that a federal awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM.

iii. DHS will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant’s integrity, business ethics, and record of performance under federal awards when completing the review of risk posed by applicants as described in 2 C.F.R. § 200.205 federal awarding agency review of risk posed by applicants.

Review and Selection Process

All applications submitted under this NOFO are scored competitively and are reviewed through a multi-phase process outlined below:

• Pre-scoring

All complete and eligible applications are evaluated relative to SAFER Grant Program funding priorities (see information on the funding priorities in Appendix B – Programmatic Information and Priorities, Section IV. Funding Priorities) and is accomplished through pre-scoring and the peer review panel process. General and activity-specific information submitted in the application will determine an applicant’s initial standing relative to SAFER grant funding priorities. Applications most consistent with the SAFER grant funding priorities score higher in the automated (pre-score) evaluation. The pre-score represents 50 percent of the total application score. Application narratives are not reviewed during pre-score.

• Peer Review Panel

A panel of at least three peer reviewers performs the second phase of an application’s evaluation. The panel is composed of fire service representatives recommended by the national organizations from the CDP. These panelists evaluate the application using the Narrative Statement, answers to the general questions, and answers to the activity-specific questions provided in the application. Each application is evaluated on its own merits against established criteria and is not compared to other applications. The peer review panel score represents 50 percent of the total application score. Panelists use the following criteria to score each Narrative Statements.

Drafting the Narrative Statement Applicants should save their work often as the electronic application includes a time-out feature. If no-save activity is detected for a period of time, the application will time-out and all information that is not saved could be lost. Therefore, it is recommended that applicants type the Narrative Statement information offline using a word processing program to avoid losing any information.

Once the Narrative Statement is complete, applicants can then cut-and-paste the text into the appropriate sections within the Narrative Statement section of the online application.

Please note the Narrative Statement blocks do not allow for formatting. Do not type the narrative using only capital letters. Additionally, do not include tables, special fonts (e.g. quotation marks, bullets), or graphs.

Space for the Narrative Statement is limited. Each element must have a minimum of 200 characters and a 2000 character limit unless noted below.

Once the Narrative Statement is saved to the online application, log-out and then log back in to the application to verify that the information was successfully saved.

Narrative Evaluation Criteria The Narrative Statement of the application must provide specific details about the activity for which applicants are seeking funding, including budget details. The applicant must explain how the proposed activity is related to the Hiring of Firefighters Activity or the Recruitment and Retention of Volunteer Firefighters Activity.

In applications for the Recruitment and Retention of Volunteer Firefighters Activity, applicants must provide details regarding how volunteers will qualify for the incentives (who is eligible for initiatives funded under the grant and discuss any prerequisites). For example, an organization might withhold paying nominal stipends until members participate in a minimum number of operational activities.

Panelists will evaluate and score each activity based on the following narrative elements within each activity:

i. Hiring of Firefighters Activity

The Narrative Statement for applications requesting this funding must include Elements 1 through 4. Each element will be evaluated independently by the panelists. The relative weight of each element in the determination of the grant award is listed below.

1) Project Description (30 percent):

a) Why does the department need the positions requested in this application?

b) How will the positions requested in this application be used within the department (e.g. fourth firefighter on engine, open a new station, eliminate browned out stations, reduce overtime).

c) What specific benefits will the requested positions provide to the fire department and community?

d) Describe how funds awarded through this grant would enhance the department’s ability to protect critical infrastructure within the primary response area.

2) Impact on Daily Operations (30 percent):

a) Explain how the community and the current firefighters employed by the department are at risk without the positions requested in this application.

b) How will that risk will be reduced if awarded?

3) Financial Need (30 percent):

a) Provide an income versus expenses breakdown of the current annual budget.

b) Describe the department’s budget shortfalls and inability to address financial needs without federal assistance.

c) What other actions has the department taken to obtain funding elsewhere

(e.g. state assistance programs, other grant programs)?

d) Discuss how the critical functions of the department are affected without this funding.

4) Cost Benefit (10 percent):

Describe the benefits (e.g. quantifying the anticipated savings and/or efficiencies) the department and community will realize if awarded the positions requested in this application.

ii. Recruitment and Retention of Volunteer Firefighters Activity (Fire Departments) The Narrative Statement for applications requesting this funding must include Elements 1 through 4. Each element will be evaluated independently by the panelists. The relative weight of each element in the determination of the grant award is listed below. The peer review evaluation score represents 70 percent of the total application score.

1) Project Description (30 percent):

a) Describe the problems and issues the department is experiencing in recruiting new volunteer firefighters.

b) What are the problems and issues the department is experiencing in retaining current members?

c) Describe the implementation plan, including the goals, objectives, methods, specific steps, and timelines to directly address the identified problems or issues. Describe the current marketing plan already in place, or the marketing program to be put in place with grant funds.

d) Describe how the program will be evaluated for its impact on identified recruitment and retention problems and issues. How will the overall effectiveness of the grant will be measured?

e) Describe the specific benefits the new volunteer firefighters and/or retention of current volunteer firefighters will provide for the fire department(s) and community.

f) If the grant request will have a regional impact discuss how the regional partners will benefit and which activities they will benefit from.

2) Impact on Daily Operations (30 percent):

a) Describe how the community and current volunteer firefighters in the department are at risk without the items or activities requested in this application.

b) How will the risk be reduced if awarded?

c) Explain the impact the recruitment of new volunteer firefighters and/or the retention of current volunteer firefighters will have on the department’s NFPA compliance.

3) Financial Need (30 percent):

a) Provide an income versus expenses breakdown of the department’s current annual budget.

b) Describe the department’s budget shortfalls and the inability to address financial needs without federal assistance.

c) What other actions has the department taken to obtain funding elsewhere (e.g., state assistance programs, other grant programs)? How have similar projects have been funded in the past?

d) Discuss how the critical functions of the department are affected without this funding.

4) Cost Benefit (10 percent):

Describe the benefits (e.g. quantifying the anticipated savings and/or efficiencies) the department and community will realize if awarded the items or activities requested in this application.

iii. Recruitment and Retention of Volunteer Firefighters Activity (national, state, local, or federally recognized tribal volunteer firefighters interest organizations) The Narrative Statement for applications requesting this funding must include Elements 1 through 4. Each element will be evaluated independently by the panelists. The relative weight of each element in the determination of the grant award is listed below. The peer review evaluation score represents 70 percent of the total application score.

1. Project Description (30 percent):

a) Describe the problems and issues the fire departments, who the organization will be reaching with this grant, are experiencing in recruiting new volunteer firefighters.

b) What are the problems and issues the same departments are experiencing in retaining current members?

c) Describe the organization’s implementation plan, including the goals, objectives, methods, specific steps, and timelines to directly address the problems or issues identified. Describe the current marketing plan already in place, or the marketing program to be put in place with grant funds.

d) Describe how the program will be evaluated for its impact on the identified recruitment and retention problems and issues of the fire departments participating in this grant. Describe how the overall effectiveness of the grant will be measured.

e) Describe the specific benefits the new volunteer firefighters and/or retention of current volunteer firefighters will provide for the fire departments participating in this application and their respective communities.

f) Describe the organization’s procurement practices and the timelines outlining the chronological steps to complete the activities requested in this application.

2. Impact on Daily Operations (30 percent):

a) Describe how the fire departments participating in this application and their current volunteer firefighters and communities are at risk without the items or activities requested in this application.

b) How will that risk be reduced if awarded?

c) Describe the impact that the recruitment of new volunteer firefighters and/or the retention of current volunteer firefighters will have on the NFPA compliance of the fire departments participating in this application.

3. Financial Need (30 percent):

a) Provide an income versus expenses breakdown of the current annual budget.

b) Describe the organization’s budget shortfalls and the inability to address the financial needs without federal assistance.

c) Discuss how the critical functions of the organization are affected without this funding.

d) What other actions has the organization taken to obtain funding elsewhere (e.g. state assistance programs, other grant programs)? How have similar projects have been funded in the past?

4. Cost Benefit (10 percent):

Describe the benefits (e.g. quantifying the anticipated savings and/or efficiencies) the fire departments participating in this application and their communities will realize if awarded the items or activities requested in this application.

• Technical Evaluation Process (TEP)

The highest ranked applications from both activities will be deemed in the fundable range. Applications that are in the fundable range will undergo a Technical Review by the SAFER Program Office prior to being recommended for award. The FEMA Program Office will assess the request with respect to costs, quantities, feasibility, eligibility, and recipient responsibility prior to recommending any application for award.

Once the review process is complete, each application’s cumulative score will be determined and a final ranking of applications will be created. FEMA will award grants based on this final ranking and the ability to meet statutorily required funding limitations outlined in Appendix B – Programmatic Information and Priorities, Section III. Funding Limitations.

F. Federal Award Administration Information

Notice of Award Once an award has been approved and recorded in the system, an award package is sent to the grant official authorized by the recipient. The award package and email notification will be made within the eGrants system. The authorized grant official should follow the directions in the notification to accept the award documents. The authorized grant official should carefully read the award package for instructions on administering the grant, whether there has been an adjustment to the award, and to become familiar with the terms, conditions and responsibilities of federal awards.

The offered award will remain on hold and be available for a maximum of 30 days until the recipient either accepts or declines the award via the online AFGP eGrants system.

The recipient should follow the directions in the notification to confirm acceptance of the

Failure to accept the grant award within 30 days of an offer of award may result in a loss of funds. Recipients may request additional time to accept the award if needed.

Negotiation of Award During the review process for a SAFER award, the application request(s) may have been modified. These modifications will be identified in the award package, which is provided upon the offer of an award.

If the awarded activities, scope of work, or requested dollar amount(s) do not match the application as submitted, the recipient shall only be responsible for completing the activities actually funded by FEMA. The recipient is under no obligation to start, modify, or complete any activities requested but not funded by the award.

Turndown Notifications All applicants who do not receive an FY 2017 SAFER award will receive a turndown notification within the eGrants system.

The notification email will briefly describe why the application was not recommended for funding. Due to the historical volume of applications and turndowns, detailed debriefs for each applicant will not be possible.

Period of Performance Guidance

i. Hiring of Firefighters Activity

• The period of performance is 36 months for all grants awarded under this activity.

• A default 180-day recruitment period begins when an application is approved for award under this activity.

• The 36-month period of performance automatically starts after the 180-day recruitment period, regardless of whether the recipient has successfully hired the requested firefighters. The period of performance cannot be started later than 180 days after the award date.

• If a recipient is able to hire SAFER-funded firefighters during the 180-day recruitment period, the period of performance may begin at that time.

However, recipients must submit an amendment requesting that the period of performance start before the end of the 180-day recruitment period.

• Extensions to the period of performance are not permitted.

ii. Recruitment and Retention of Volunteer Firefighters Activity

• The period of performance will be between 12 and 48 months for all grants awarded under this activity.

• A default 90-day…