FY 2018 ECSS Direct State Assistance.pdf

The Department of Homeland Security (DHS)

Notice of Funding Opportunity (NOFO)

Earthquake Consortium and State Support (ECSS)

Direct State Assistance

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

Data Universal Numbering System (DUNS) number and/or are not currently registered in the System for Award Management (SAM), please take immediate action to obtain a DUNS

Number, if applicable, and then to register immediately in SAM. It may take 4 weeks or more after you submit your SAM registration before your registration is active in SAM, then an additional 24 hours for Grants.gov to recognize your information. Information on obtaining a DUNS number and registering in SAM is available from Grants.gov at:

http://www.grants.gov/web/grants/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), Federal Insurance and Mitigation Administration, Risk

Management Directorate, Planning, Safety and Building Sciences Division, Building Science Branch

Catalog of Federal Domestic Assistance (CFDA) Number

97.082

CFDA Title

Earthquake Consortium and State Support (ECSS)

Notice of Funding Opportunity Title

Fiscal Year 2018 Earthquake Consortium and State Support (ECSS) Direct State

Assistance

NOFO Number

FEMA Region 1 DHS-18-MT-082-01-01

FEMA Region 3 DHS-18-MT-082-03-01

FEMA Region 4 DHS-18-MT-082-04-01

FEMA Region 5 DHS-18-MT-082-05-01

FEMA Region 7 DHS-18-MT-082-07-01

FEMA Region 8 DHS-18-MT-082-08-01

FEMA Region 9 DHS-18-MT-082-09-01

FEMA Region 10 DHS-18-MT-082-10-01 http://www.grants.gov/web/grants/register.html

Authorizing Authority for Program

The authority for FEMA’s National Earthquake Hazards Reduction Program

(NEHRP) to implement and operate a program of assistance to states to become more resilient to earthquake hazards comes from 42 U.S. Code 7704 (b) (2) (B)

National Earthquake Hazards Reduction Program. Specific details are provided below.

The specific authority to implement the Direct State Assistance funding opportunity through the use of Cooperative Agreements comes from 42 U.S.

Code 7704 (b) ((2) (A) (ix). National Earthquake Hazards Reduction Program

Appropriation Authority for Program

The Consolidated Appropriations Act, 2018, Div. F, Department of Homeland

Security Appropriations Act, 2018, Pub. L. No. 115-141

Program Type

New

Program Overview, Priorities and Allowable Activities

Program Overview

The NEHRP seeks to mitigate earthquake losses in the United States through basic and directed research and implementation activities in the fields of earthquake science and engineering. The NEHRP program supports the mission area of the DHS Quadrennial Homeland Security Review titled “Strengthen

National Preparedness and Resilience,” and supports the mitigation mission area in the National Preparedness System and National Preparedness Goal. NEHRP also supports the FEMA 2018-2022 Strategic Plan, by contributing to the accomplishment of Strategic Goal 1: Build a Culture of Preparedness and

Strategic Goal 2: Ready the Nation for Catastrophic Disasters.

Program Priorities

The program prioritizes reducing the risks to life and property from future earthquakes in the United States through the establishment and maintenance of an effective earthquake hazards reduction program.

Objectives

1. Promoting the implementation of research results;

2. Promoting better building practices;

3. Providing assistance to enable individual, organizational, and community resilience;

4. Supporting the implementation of an earthquake education and public awareness program;

5. Developing approaches to coordinate earthquake hazards reduction measures with measures for reducing hazards for other natural and technological hazards ("multi-hazard design").

Allowable Activities for Funding under this NOFO

1. Develop seismic mitigation plans

2. Prepare inventories and conduct seismic safety inspections of critical structures and lifelines

3. Update building codes, zoning codes, and ordinances to enhance seismic safety

4. Increase earthquake awareness and education

5. Encourage the development of multi-State groups for such purposes

6. Participation in Emergency Management Exercises

For detailed information on the six (6) allowable activities in support of the

NEHRP objectives, refer to Appendix C, NEHRP Eligible Activities.

Grant Management Performance Metrics

100% of funded requests are consistent with the Program Objectives.

100% of awards are obligated before the end of the fiscal year.

100% of recipients accept the award within 90 days.

100% of annual performance and financial progress reports indicate that recipients are on schedule to complete approved projects.

100% of awards are closed out in accordance with 2 CFR.200.

Activity Performance Metrics

Activities must be consistent with the stated Allowable Activities

Activities must result in measurable support of one or more of the stated

Program Objectives

Quarterly Performance Progress Reports (PPRs) must detail:

o How the implementation of the activity has motivated community/Organizational change.

o How the activity resulted in measurable support of one or more of the stated Program Objectives

Public Awareness and Education activities must stimulate behavioral changes to foster a self-help approach to earthquake preparedness, response, and mitigation. This must be documented in the Quarterly PPR

Seismic Safety Inspection and Inventory activities must support current State

Hazard Mitigation Plans, or include the goal of updating/improving the earthquake mitigation section of future plans. This must be documented in the

Quarterly PPR.

Activities contained in the Work Plan must be cost effective.

Activities must be completed within the Period of Performance.

B. Federal Award Information

Award Amounts, Important Dates, and Extensions

Available Funding for the NOFO: $616,651.00.

Projected number of Awards: 13

Period of Performance: 12 Months

An extension to the Period of Performance for this award is NOT allowed.

Projected Period of Performance Start Date(s): 09/30/2018

Projected Period of Performance End Date(s): 09/30/2019

Funding Instrument

Cooperative Agreement

Under cooperative agreements, FEMA Regional Earthquake Program Managers will provide direct oversight of recipients’ activities to ensure that they serve to reduce the risks to life and property from future earthquakes in the United States and enable the establishment of an effective earthquake hazards reduction program.

There will be substantial FEMA involvement in the activities of the recipient throughout the period of performance. FEMA’s involvement in post-award activity will be to provide ongoing programmatic and technical guidance and support to the recipients, to ensure that the programmatic goals are achieved.

FEMA Regional Earthquake Program Managers will provide technical assistance to potential recipients during the development of the Work Plan to ensure compliance with Agency requirements and procedures.

FEMA will provide technical expertise and creative outreach ideas for at-risk communities within each eligible State and Territory to include QuakeSmart, building codes education, and other regional and national earthquake and community education activities. FEMA will provide technical expertise in developing materials and delivering joint messaging for State, Local and Tribal governments, as well as for private industry and local citizens.

FEMA will approve changes in key personnel and new sub-award arrangements to ensure compliance with program priorities and agency requirements and procedures.

FEMA will provide assistance as required with the coordination of multi-State or national initiatives that require collaboration with State officials and other federal agencies and partners.

C. Eligibility Information

Eligible Applicants

The following States are eligible to apply for ECSS awards:

Alaska

Arizona

California

Colorado

Massachusetts

Mississippi

Missouri

Montana

North Carolina

Ohio

Oregon

Utah

Virginia

Eligibility Criteria

States and Territories that are a) determined to be at a moderate to very high risk of earthquakes (see Appendix G), and b) have declared that they can provide the statutory 50% non-Federal cost match for this funding opportunity (as specified below), are eligible to apply for ECSS awards.

Maintenance of Effort (MOE)

There is no maintenance of effort required.

Cost Share or Match

Fifty Percent Cost Match Requirement. Eligibility for this funding opportunity is further limited by 44 C.F.R. § 361.4 to those States and Territories that can provide the required 50 percent cash match, except as provided below.

In the first year of participation the cost share shall be voluntary. In the second year of participation, the minimum acceptable cost share shall be 25 percent of the total project cost, and in the third year of participation, the cost share shall be 35 percent of the total project cost.

For the fourth and subsequent fiscal years, full cost sharing will be implemented and “In-kind” matching will no longer be acceptable.

FEMA must adhere to the following authorities and guidelines in administering

NEHRP:

The Earthquake Hazards Reduction Act of 1977 (Public Law 95–124)

The National Earthquake Hazards Reduction Program (NEHRP)

Reauthorization Act of 2004 (Public Law 108–360), Code of Federal Regulations (CFR) Title 44, Part 361 - National

Earthquake Hazards Reduction Assistance to State and Local

Governments, Subpart A – Earthquake Hazards Reduction Assistance

Program, Code of Federal Regulations Title 2 - Subtitle A - Chapter II - Part 200 –

Uniform Administrative Requirements, Cost Principles, and Audit

Requirements for Federal Awards (Note: CFR – Title 2, Subtitle A, https://www.gpo.gov/fdsys/granule/STATUTE-91/STATUTE-91-Pg1098/content-detail.html http://www.fema.gov/media-library/assets/documents/12521 http://www.fema.gov/media-library/assets/documents/12521 https://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR&searchPath=Title+44%2FChapter+I%2FSubchapter+F%2FPart+361%2FSubpart+A&oldPath=Title+44%2FChapter+I%2FSubchapter+F%2FPart+361&isCollapsed=true&selectedYearFrom=2016&ycord=2335 https://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR&searchPath=Title+44%2FChapter+I%2FSubchapter+F%2FPart+361%2FSubpart+A&oldPath=Title+44%2FChapter+I%2FSubchapter+F%2FPart+361&isCollapsed=true&selectedYearFrom=2016&ycord=2335 https://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR&searchPath=Title+44%2FChapter+I%2FSubchapter+F%2FPart+361%2FSubpart+A&oldPath=Title+44%2FChapter+I%2FSubchapter+F%2FPart+361&isCollapsed=true&selectedYearFrom=2016&ycord=2335 https://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR&searchPath=Title+44%2FChapter+I%2FSubchapter+F%2FPart+361%2FSubpart+A&oldPath=Title+44%2FChapter+I%2FSubchapter+F%2FPart+361&isCollapsed=true&selectedYearFrom=2016&ycord=2335 http://www.ecfr.gov/cgi-bin/text-idx?gp=&SID=22a9db77f2ba9ab318214504bf59c2bf&mc=true&tpl=/ecfrbrowse/Title02/2tab_02.tpl http://www.ecfr.gov/cgi-bin/text-idx?gp=&SID=22a9db77f2ba9ab318214504bf59c2bf&mc=true&tpl=/ecfrbrowse/Title02/2subtitleA.tpl http://www.ecfr.gov/cgi-bin/text-idx?gp=&SID=22a9db77f2ba9ab318214504bf59c2bf&mc=true&tpl=/ecfrbrowse/Title02/2chapterII.tpl http://www.ecfr.gov/cgi-bin/retrieveECFR?gp=&SID=22a9db77f2ba9ab318214504bf59c2bf&mc=true&n=pt2.1.200&r=PART&ty=HTML%20-%20_top#se2.1.200_1201 http://www.ecfr.gov/cgi-bin/retrieveECFR?gp=&SID=22a9db77f2ba9ab318214504bf59c2bf&mc=true&n=pt2.1.200&r=PART&ty=HTML%20-%20_top#se2.1.200_1201 http://www.ecfr.gov/cgi-bin/retrieveECFR?gp=&SID=22a9db77f2ba9ab318214504bf59c2bf&mc=true&n=pt2.1.200&r=PART&ty=HTML%20-%20_top#se2.1.200_1201

Chapter II, Part 200 replaces regulations that apply to federal financial assistance that streamlines the language from eight previous OMB circulars into one consolidated set of guidance in the Code of Federal

Regulations. OMB Circulars replaced by this include A-21, A-87, A-89, A-102, A-110, A-122, and A-133.)

FEMA will use 44 C.F.R. § 361, National Earthquake Hazards Reduction

Assistance to State and Local Governments, as the principal guidance for the administration of the ECSS Direct State Assistance funding opportunity.

This funding opportunity must follow FEMA regulations, CFR Title 44, Section

361.4 (b)(4) – Matching Contributions, which states “For the first fiscal year, cost sharing will be voluntary,” and “For the fourth and subsequent fiscal years, full cost sharing will be implemented, requiring a minimum of a 50 percent non-

Federal contribution to a State program, with this share required to be cash. In-kind matching will no longer be acceptable. Thus, every dollar FEMA provides to a State must be matched by one dollar from the State.”

States and Territories that wish to participate in the ECSS, Direct Funded State

Assistance funding opportunity, and who are in the fourth or subsequent year of participation in the program, shall follow the criteria outlined in 44 CFR 361.5 –

Criteria for Program Assistance, Matching Contributions, and Return of Program

Assistance.

CFR Title 44, Chapter I, Subchapter F, Section 361.5 (a)(3)(i-ii) contains instructions which the State or Territory’s Governor or designee must follow in certifying the actions the State or Territory will take to meet the 50% cash contribution commitment.

It reads, “The Governor of the newly participating State must certify to the FEMA

Regional Administrator the State will take steps to meet the 50 percent cash contribution requirement after the third year of funding. The specific steps to be taken will be outlined in the certification which must be submitted prior to the

State receiving program funds. The Governor must certify the State’s continued commitment in the second and third years of funding. The certification will describe the progress made on the steps contained in the previous year’s certification and steps to be taken in the future. The certification must be submitted to the Regional Administrator before the State will receive program funds.”

The Governor’s designee may be the signer of the certification, and the certification from the Governor’s designee must be submitted as a part of the application for this funding opportunity.

FEMA will follow CFR Title 44, Section 361.7 – General Eligible Expenditures, for determination of eligible expenditures in both direct and indirect costs for use as part of the 50 percent cash match cost share from the States and Territories.

Having submitted the certification in response to this NOFO, the State will have met its obligation under CFR Title 44, Section 361.5.

The Governor’s Certification of Cost Match is not required for States and

Territories during their first, second, and third years of participation in the

D. Application and Submission Information

Key Dates and Times

Date Posted to Grants.gov: 06/08/2018

Application Submission Deadline: 07/08/2018 at 11:59 pm EDT

Anticipated Funding Selection Date: 07/13/2018

Anticipated Award Date: No later than July 31, 2018

Applications that are not submitted within the stated Application Submission

Deadline will not be reviewed or considered for funding. System issues with the

Grants.gov or ND Grants system and/or other unforeseeable circumstances that are out of the applicants control will be taken into consideration with regards to the stated Application Submission Deadline of this NOFO.

Other Key Dates

Address to Request Application Package

Application forms and instructions are available at Grants.gov on the Workspace application platform. To access the application package, select “Applicants” then “Apply for Grants” followed by “Get Application Package.” Enter the Funding Opportunity

Number or Opportunity Package ID located in this NOFO. Select “Apply” and then

Event Suggested Deadline For Completion Obtaining DUNS Number Four weeks before actual submission deadline

Obtaining a valid EIN Four weeks before actual submission deadline

Updating SAM registration Four weeks before actual submission deadline

Starting application in Grants.gov One week before actual submission deadline

Submitting complete application in ND

Grants System

One week before actual submission deadline

“Create Workspace.” Follow the prompts to download the instructions and begin the application.

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

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

Applications will be processed through the Grants.gov portal.

(Allow up to 7-10 business days after you submit before your registration is active in

SAM, then an additional 24 hours for Grants.gov to recognize your information).

If you need assistance applying through Grants.gov contact support@grants.gov, or call

800-518-4726. FEMA cannot assist applicants with questions related to registering with

Grants.gov.

For a hardcopy of the full NOFO, please write or email a request to the appropriate

FEMA Regional Point of Contact as indicated in Section G of this NOFO.

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

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

Initial applications will be processed through the Grants.gov portal and final and complete application submission will be processed through ND Grants.

Eligible applicants will be notified by FEMA and asked to proceed with submitting their complete application package in ND Grants located https://portal.fema.gov.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.

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

Content and Form of Application Submission

Applying for an award under this program is a multi-step process and requires time to complete. To ensure that an application is submitted on time applicants are advised to start the required steps well in advance of their submission. Please review the table above under “Submission Dates and Other Key Dates and

Times” for estimated deadlines to complete each of the steps listed below.

Failure of an applicant to comply with any of the required steps before the deadline for submitting their application will automatically disqualify their application from funding.

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

mailto:support@grants.gov?subject=GRANTS.GOV%20Support%20Center https://portal.fema.gov/ https://www.fema.gov/media-library/assets/documents/92632 mailto:ndgrants@fema.gov

1. Applying for, updating or verifying their DUNS Number

2. Applying for, updating or verifying their EIN Number

3. Updating or verifying their SAM Number

4. Submitting an initial application in Grants.gov, and

5. Submitting the complete application in ND Grants

Hard copy applications will not be accepted.

Before you can apply for a DHS grant at grants.gov, you must have a DUNS number, be registered in SAM, and be approved as an Authorized Organizational

Representative (AOR).

Unique Entity Identifier and System for Award Management (SAM)

All applicants for this award must:

1. Be registered in SAM before submitting its application;

2. Provide a valid DUNS number in its application; and

3. Continue to maintain an active SAM registration with current information at all times during which it has an active federal award or an application or plan under consideration by a DHS FAO.

DHS 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 DHS is ready to make a federal award. DHS 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.

The Standard Language for Using Grants.gov Apply is provided to aid in fulfilling these requirements:

Electronic Delivery

DHS is participating in the Grants.gov initiative to provide the grant community with a single site to find and apply for grant funding opportunities. DHS encourages applicants to submit their applications online through Grants.gov.

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 impact your ability to meet required submission deadlines.

How to Register to Apply through Grants.gov

1. Instructions: Read the instructions below about registering to apply for DHS funds. Applicants should read the registration instructions carefully and prepare the information requested before beginning the registration process. Reviewing and assembling the required information before beginning the registration process will alleviate last-minute searches for required information.

The registration process can take up to four weeks to complete. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required application submission deadlines.

Organizations must have a Data Universal Numbering System (DUNS) Number, active System for Award Management (SAM) registration, and Grants.gov account to apply for grants.

If individual applicants are eligible to apply for this grant funding opportunity, refer to: https://www.grants.gov/web/grants/applicants/registration.html

Organization applicants can find complete instructions here:

https://www.grants.gov/web/grants/applicants/organization-registration.html

2. Obtain a DUNS Number: All entities applying for funding, including renewal funding, must have a Data Universal Numbering System (DUNS) number from Dun & Bradstreet (D&B). Applicants must enter the DUNS number in the data entry field labeled "Organizational DUNS" on the SF-424 form.

For more detailed instructions for obtaining a DUNS number, refer to:

https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

3. Register with SAM: In addition to having a DUNS number, all organizations applying online through Grants.gov must register with the System for Award

Management (SAM). Failure to register with SAM will prevent your organization from applying through Grants.gov. SAM registration must be renewed annually.

For more detailed instructions for registering with SAM, refer to:

https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html

4. Create a Grants.gov Account: The next step in the registration process is to create an account with Grants.gov. Applicants must know their organization's

DUNS number to complete this process.

For more information, follow the on-screen instructions or refer to:

https://www.grants.gov/web/grants/applicants/registration.html

5. Add a Profile to a Grants.gov Account: A profile in Grants.gov corresponds to a single applicant organization the user represents (i.e., an http://www.grants.gov/web/grants/applicants/registration.html http://www.grants.gov/web/grants/applicants/registration.html http://www.grants.gov/web/grants/applicants/organization-registration.html https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html http://www.grants.gov/web/grants/applicants/registration.html applicant) or an individual applicant. If you work for or consult with multiple organizations and have a profile for each, you may log in to one Grants.gov account to access all of your grant applications. To add an organizational profile to your Grants.gov account, enter the DUNS Number for the organization in the DUNS field while adding a profile.

For more detailed instructions about creating a profile on Grants.gov, refer to:

https://www.grants.gov/web/grants/applicants/registration/add-profile.html

6. EBiz POC Authorized Profile Roles: After you register with Grants.gov and create an Organization Applicant Profile, the organization applicant's request for

Grants.gov roles and access is sent to the EBiz POC. The EBiz POC will then log in to Grants.gov and authorize the appropriate roles, which may include the

AOR role, thereby giving you permission to complete and submit applications on behalf of the organization. You will be able to submit your application online any time after you have been assigned the AOR role.

For more detailed instructions about creating a profile on Grants.gov, refer to:https://www.grants.gov/web/grants/applicants/registration/authorize-roles.html

7. Track Role Status: To track your role request, refer to:

https://www.grants.gov/web/grants/applicants/registration/track-role-status.html

8. Electronic Signature: When applications are submitted through Grants.gov, the name of the organization applicant with the AOR role that submitted the application is inserted into the signature line of the application, serving as the electronic signature. The EBiz POC must authorize individuals who are able to make legally binding commitments on behalf of the organization as an AOR; this step is often missed and it is crucial for valid and timely submissions.

How to Submit an Application to DHS via Grants.gov

Grants.gov applicants can apply online using Workspace. Workspace is a shared, online environment where members of a grant team may simultaneously access and edit different webforms within an application.

For each funding opportunity announcement (FOA), you can create individual instances of a workspace.

Below is an overview of applying on Grants.gov. For access to complete instructions on how to apply for opportunities using Workspace, refer to:

https://www.grants.gov/web/grants/applicants/workspace-overview.html

1. Create a Workspace: Creating a workspace allows you to complete it online and route it through your organization for review before submitting.

http://www.grants.gov/web/grants/applicants/registration/add-profile.html http://www.grants.gov/web/grants/applicants/registration/add-profile.html http://www.grants.gov/web/grants/applicants/registration/authorize-roles.html http://www.grants.gov/web/grants/applicants/registration/authorize-roles.html http://www.grants.gov/web/grants/applicants/registration/track-role-status.html http://www.grants.gov/web/grants/applicants/registration/track-role-status.html http://www.grants.gov/web/grants/applicants/workspace-overview.html

2. Complete a Workspace: Add participants to the workspace to work on the application together, complete all the required forms online or by downloading

PDF versions, and check for errors before submission.

3. Adobe Reader: If you decide not to apply by filling out webforms you can download individual PDF forms in Workspace so that they will appear similar to other Standard or DHS forms. The individual PDF forms can be downloaded and saved to your local device storage, network drive(s), or external drives, then accessed through Adobe Reader.

NOTE: Visit the Adobe Software Compatibility page on Grants.gov to download the appropriate version of the software at:

https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html

4. Mandatory Fields in Forms: In the forms, you will note fields marked with an asterisk and a different background color. These fields are mandatory fields that must be completed to successfully submit your application.

5. Complete SF-424 Fields First: The forms are designed to fill in common required fields across other forms, such as the applicant name, address, and

DUNS number. To trigger this feature, an applicant must complete the SF-

424 information first. Once it is completed, the information will transfer to the other forms.

6. Submit a Workspace: An application may be submitted through workspace by clicking the “Sign and Submit” button on the Manage Workspace page, under the Forms tab. Grants.gov recommends submitting your application package at least 24-48 hours prior to the close date to provide you with time to correct any potential technical issues that may disrupt the application submission.

7. Track a Workspace: After successfully submitting a workspace package, a

Grants.gov Tracking Number (GRANTXXXXXXXX) is automatically assigned to the application. The number will be listed on the Confirmation page that is generated after submission. Using the tracking number, access the Track My

Application page under the Applicants tab or the Details tab in the submitted workspace.

After submission of the initial form SF-424, applicants must notify their FEMA HQ

Earthquake Program Manager via email that this action has been completed.

For additional training resources, including video tutorials, refer to:

https://www.grants.gov/web/grants/applicants/applicant-training.html

Applicant Support: Grants.gov provides applicants 24/7 support via the toll-free number

1-800-518-4726 and email at support@grants.gov. For questions related to the specific http://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html http://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html http://www.grants.gov/web/grants/applicants/applicant-training.html mailto:support@grants.gov grant opportunity, contact the number listed in the application package of the grant you are applying for.

If you are experiencing difficulties with your submission, it is best to call the

Grants.gov Support Center and get a ticket number. The Support Center ticket number will assist the DHS with tracking your issue and understanding background information on the issue.

Timely Receipt Requirements and Proof of Timely Submission

Online Submissions. All applications must be received by Midnight Eastern

Standard Time on the due date established for each program. Proof of timely submission is automatically recorded by Grants.gov. An electronic date/time stamp is generated within the system when the application is successfully received by Grants.gov. The applicant with the AOR role who submitted the application will receive an acknowledgement of receipt and a tracking number

(GRANTXXXXXXXX) from Grants.gov with the successful transmission of their application. This applicant with the AOR role will also receive the official date/time stamp and Grants.gov Tracking number in an email serving as proof of their timely submission.

When DHS successfully retrieves the application from Grants.gov, and acknowledges the download of submissions, Grants.gov will provide an electronic acknowledgment of receipt of the application to the email address of the applicant with the AOR role who submitted the application. Again, proof of timely submission shall be the official date and time that Grants.gov receives your application. Applications received by Grants.gov after the established due date for the program will be considered late and will not be considered for funding by DHS.

Applicants using slow internet, such as dial-up connections, should be aware that transmission can take some time before Grants.gov receives your application.

Again, Grants.gov will provide either an error or a successfully received transmission in the form of an email sent to the applicant with the AOR role. The

Grants.gov Support Center reports that some applicants end the transmission because they think that nothing is occurring during the transmission process.

Please be patient and give the system time to process the application.

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

Eligible applicants will be notified by FEMA and asked to proceed with submitting their complete application package in ND Grants. Applicants can register early with ND Grants and are encouraged to begin their ND Grants registration at the time of this announcement. Early registration will allow applicants to have adequate time to start and complete their application.

In ND Grants, applicants will be prompted to submit all of the information contained in the following forms. Applicants should review these forms before applying to ensure they include all required information. Forms are located at http://www.grants.gov/web/grants/forms/sf-424-mandatory-family.html#sortby=1.

Budget Information for Non-Construction Programs (SF-424A);

Assurances for Non-Construction Programs (SF-424B);

Disclosure of Lobbying Activities (SF-LLL);

Indirect Cost Rate Agreement, if applicable

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

Work Plan

1. Work Plan Narrative. A summary (narrative) of an applicant’s Work Plan for cooperative agreement funding that identifies the strategies, goals, and proposed activities and elements demonstrating enhanced seismic safety must be submitted. Work Plans must include expected products and measurable improvements associated with proposed activities, as identified below. Appendix

A provides a template.

2. Master Schedule/Deliverable Table – A sample table that combines both 1 and 2 is found in Appendix B. This one document will combine a schedule of planned activities with milestones and expected dates for completion, along with their associated deliverables (i.e. people trained, publications distributed, conferences/workshops/drills held, policies made, website improvements, etc.)

3. Cooperative Agreement Program Budget - The applicant must provide a detailed budget for the funds requested. The budget must be submitted with the grant application as a file attachment within the ND Grants system at https://portal.fema.gov. The budget must be complete, reasonable, and cost-effective in relation to the proposed project. For State Support projects that require a lesser amount of effort, the budget must reflect a lesser associated cost. The budget should provide the basis of computation of all project-related costs, any appropriate narrative, and a detailed justification of Management and

Administrative (M&A) costs.

To prepare the Cooperative Agreement Program Budget, the grantee must use

Earned Value Management methodology to report the Budgeted Cost of Work

Scheduled (Projected Costs), and the Actual Cost of Work Performed. The

Cooperative Agreement Budget shall be prepared with Work Breakdown

Structure cost categories. Tasks and sub-tasks will be categorized in terms of discrete effort and shall correlate directly with the work plan master schedule and deliverables identified in the work plan delivery table. State Support Projects shall be classed as a separate Task and have detailed monthly, by state and name of project, budget information. Use a monthly spreadsheet approved by the FEMA https://www.grants.gov/web/grants/forms/sf-424-mandatory-family.html#sortby=1 https://www.grants.gov/web/grants/forms/sf-424-mandatory-family.html#sortby=1 https://portal.fema.gov/

Headquarters Earthquake Program Manager. Recipients may obtain a sample budget spreadsheet (Microsoft Excel source file) from the FEMA Headquarters

ECSS Program Manager.

A SAMPLE Cooperative Agreement Program Budget (spreadsheet) is at

Appendix F.

Funds will not be made available for obligation, expenditure, or drawdown until the applicant’s budget and budget narrative have been approved by FEMA.

Governor’s Certification of Cost Match (when required)

Submission of the Governor’s Certification of Cost Match as part of the ND

Grants application will meet the requirements stated in CFR Title 44, that the certification be submitted to the Regional Administrator before the State will receive program funds. The certification must be addressed to the Regional

Administrator, and must be signed by the Governor or the Governor’s designee.

The Governor’s Certification of Cost Match is not required for States and

Territories during their first, second, and third years of participation in the

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).

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 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.

Environmental Planning and Historic Preservation (EHP) Compliance

As a Federal agency, 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 grants-funded projects, comply with

Federal EHP regulations, laws and Executive Orders as applicable. FEMA has prepared a Record of Environmental Consideration dated 03/30/2018 that documents EHP compliance for the range of activities eligible for funding under this NOFO pursuant to FEMA’s Instructions on Implementation of the

Environmental Planning and Historic Preservation Responsibilities and Program http://www.fws.gov/policy/library/rgeo12372.pdf requirements, FEMA Instruction 108-1-1. For additional information regarding

EHP please email Ms. Portia Ross at Portia.Ross@fema.dhs.gov

General eligible and ineligible expenditures.

General eligible and ineligible expenditures for this Notice of Funding

Opportunity are cited in CFR Title 44, Sections 361.7 and 361.8 respectively.

Management and Administration (M&A) Costs.

FEMA has determined that Management and Administration costs ARE allowed under this program. Management and Administration costs are activities directly related to implementing the award. Funding levels for M&A costs, if proposed will be negotiated on a per-applicant basis.

Indirect Facilities & Administrative (F&A) Costs.

General eligible expenditures (indirect costs) are described in 44 C.F.R. § 361.7.

This section also states that items which do not appear in 44 C.F.R. § 361.7, will be considered on a case-by case basis for policy determinations, based on criteria set forth in 44 C.F.R. § 361.5. Ineligible expenditures are described in 44 C.F.R. §

361.8

Indirect costs are those that have been incurred for common or joint purposes.

These costs benefit more than one cost objective and cannot be readily identified with a particular final cost objective.

Other Submission Requirements

Pre-Award Costs

Pre Award Costs are NOT allowed under this program.

Direct Costs

Planning related costs are allowed under this program.

Personnel costs are allowable under this program.

Training related costs are allowed under this program.

Exercise related costs are allowed under this program (See Appendix C).

Equipment costs are NOT allowed under this program.

Domestic travel costs are allowed under this program.

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

Construction and renovation costs are NOT allowed under this program.

Earth Science related costs are NOT allowed under this program.

E. Application Review Information

Application Evaluation Criteria

Prior to making a federal award, the DHS FAO is required by 31 U.S.C. § 3321 and https://www.fema.gov/media-library/assets/documents/118323 mailto:Portia.Ross@fema.dhs.gov

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.

5. Ability to effectively implement statutory, regulatory, or other requirements.

Review and Selection Process FEMA Regional staff, professionally and technically qualified in the National Earthquake Hazards Reduction Program, will evaluate and select applications for funding. Applicants will be evaluated for funding based on the following:

The applicant demonstrates the expertise necessary (Education, training and/or experience of project staff) to develop and implement activities proposed in support of the goals and objectives of the

National Earthquake Hazards Reduction Program.

The applicant’s proposed work plan employs realistic timetables;

proposed projects are deliverable, sustainable and consistent with the goals and objectives of the National Earthquake Hazards Reduction

Program.

The applicant proposes costs that are allowable, reasonable and cost- effective in relation to proposed projects and tasks.

Applications are also reviewed by qualified FEMA Regional grants management staff to ensure compliance with grants management principles, such as administrative requirements and cost principles.

Applicants/applications that do not meet eligibility or submission requirements are removed from consideration.

For those awards greater than the simplified acquisition threshold, currently $150,000 (see 2 CFR §200.88), the following requirements apply:

i. DHS will 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 CFR §200.205 Federal awarding agency review of risk posed by applicants.

Anticipated Announcement and Federal Award Dates

Awards will be announced no later than July 31, 2018.

F. Federal Award Administration Information

Notice of Award

Notification of award approval is made through the ND Grants system through an automatic e-mail to the awardee point of contact (the “authorized official”) listed in the initial application. The date FEMA approves the award is the “award date.”

The awardee should follow the directions in the notification to accept the award.

Recipients must accept their awards no later than 90 days from the award date.

The recipient shall notify the awarding agency of its intent to accept and proceed with work under the award, or provide a notice of intent to decline through the

ND Grants system. For Instructions on how to accept or decline an award in the

ND Grants system, please see pages 40 – 43 in the ND Grants Grantee Training

Manual. Funds will remain on hold until the recipient accepts the award through the ND Grants system and all other conditions of award have been satisfied, or the award is otherwise rescinded. Failure to accept the grant award within the 90 day timeframe may result in a loss of funds.

The amount of funds stated in the Award Letter may be withdrawn as needed through PARS, with the submission of the SF-425.

Administrative and National Policy Requirements

All successful applicants for all DHS grants and cooperative agreements are required to comply with DHS Standard Administrative Terms and Conditions, which are available online at:

DHS Standard Terms and Conditions

The applicable DHS Standard Administrative Terms and Conditions will be those in effect at the time in which the award was made.

Before accepting the award the AOR should carefully read the award package for instructions on administering the grant award and the terms and conditions associated with responsibilities under Federal Awards. Recipients must accept all https://www.fema.gov/media-library/assets/documents/25949 https://www.fema.gov/media-library/assets/documents/25949 https://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions conditions in this NOFO as well as any Special Terms and Conditions in the

Notice of Award to receive an award under this program.

Reporting

Recipients are required to submit various financial and programmatic reports as a condition of their award acceptance. Future awards and fund drawdowns may be withheld if these reports are delinquent.

Financial and Compliance Audit Report:

For audits of fiscal years beginning on or after December 26, 2014, recipients that expend $750,000 or more from all federal funding sources during their fiscal year are required to submit an organization-wide financial and compliance audit report.

The audit must be performed in accordance with the requirements of GAO’s

Government Auditing Standards, located at http://www.gao.gov/govaud/ybk01.htm, and the requirements of Subpart F of 2

C.F.R. Part 200, located here.

Federal Financial Reporting Requirements.

The Federal Financial Reporting Form (FFR) is available online at:

SF-425 OMB #4040-0014

FEMA utilizes the Payment and Reporting System (PARS) for financial reporting, invoicing and tracking payments. DHS/FEMA uses the Direct

Deposit/Electronic Funds Transfer (DD/EFT) method of payment to Recipients.

To enroll in the DD/EFT, the Recipient must complete a Standard Form 1199A, Direct Deposit Form found at https://isource.fema.gov/sf269/execute/LogIn?sawContentMessage=true.

Obligations and expenditures must be reported on a quarterly basis through the

FFR SF-425 under post award reporting forms and must be filed electronically using PARS. An FFR report must be submitted quarterly throughout the period of performance, including partial calendar quarters, as well as for periods where no grant award activity occurs. Future awards and fund drawdowns may be withheld if these reports are: delinquent, demonstrate lack of progress, and/or are insufficient in detail.

Program Performance Reporting Requirements.

Reporting requirements must be met throughout the life of the NEHRP –

Earthquake Consortium and State Support (ECSS) Cooperative Agreement.

Recipients shall submit to ND Grants a Quarterly Report in narrative, and table format. Recipients shall update the Work Plan, Master Schedule, and Deliverable http://www.gao.gov/govaud/ybk01.htm https://www.ecfr.gov/cgi-bin/text-idx?SID=32e6df101f276bc0653ff9f1f9f1355c&mc=true&node=sp2.1.200.f&rgn=div6 https://www.grants.gov/web/grants/forms/post-award-reporting-forms.html#sortby=1 https://isource.fema.gov/sf269/execute/LogIn?sawContentMessage=true https://www.grants.gov/web/grants/home.html

Table, outlining work completed, expected products, and measurable improvements. See Appendix E for complete reporting requirements.

Reporting Due Dates

The following reporting periods and due dates apply

Reporting Period Report Due Date

October 1 – December 31 January 30

January 1 – March 31 April 30

April 1 – June 30 July 30

July 1 – September 30 October 30

Close Out Reporting Requirements.

Within 90 days after the end of the period of performance, or after an amendment has been issued to close out a grant, whichever comes first, recipients must submit a final FFR and final progress report detailing all accomplishments and a qualitative summary of the impact of those accomplishments throughout the period of performance.

After these reports have been reviewed and approved by FEMA a close-out notice will be completed to close out the grant. The notice will indicate the period of performance as closed, list any remaining funds that will be deobligated, and address the requirement of maintaining the grant records for three years from the date of the final FFR.

The recipient is responsible for returning any funds that have been drawn down but remain as unliquidated on recipient financial records.

G. DHS Awarding Agency Contact Information

Contact and Resource Information

GPD’s Grant Operations Division Business Office and the Grants Management

Divisions within Regional offices provide financial support and technical assistance, including password resets and registration requests, questions regarding period of performance reporting, payment status, amendments, closeouts, and tracking de-obligation and award amounts. Additional guidance and information can be obtained by contacting the FEMA Call Center at (866)

927-5646 via e-mail to ASK-GMD@dhs.gov.

Grants Management Specialist within each FEMA awarding office manage, administer and conduct application budget review, create the award package, approve, amend and close out awards, as well as conduct cash analysis, financial monitoring, and audit resolution for this program.

mailto:ASK-GMD@dhs.gov

FEMA Headquarters Program Office Contacts:

G. David Javier

FEMA/NEHRP Sr. Program Specialist

Building Science Branch, Risk Management Directorate

DHS/FEMA Federal Insurance and Mitigation Administration

400 C Street SW, Suite 313

Washington, DC 20472-3020

Email: gabriele.javier@fema.dhs.gov

Office: 202-646-4037

Jonathon Foster

FEMA/NEHRP Program Specialist

Building Science Branch, Risk Management Directorate

DHS/FEMA Federal Insurance and Mitigation Administration

400 C Street SW, Suite 313

Washington, DC 20472-3020

Email: Jonathon.foster@fema.dhs.gov

Office: 202-212-7852

FEMA Regional Program Contacts

Region I (Massachusetts)

Paul Morey

99 High Street, 6th Floor

Boston, MA 02110

Email: paul.morey@fema.dhs.gov

Office: (617) 956-7628

Region III (Virginia)

Kathryn Lipiecki

26 Federal Plaza, Suite 1307

New York, NY 10278-0001

Email: kathryn.lipiecki@fema.dhs.gov

Office: (215) 931-5655

Region IV (Mississippi, North Carolina)

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