FY_2018_IBSGP_NOFO_FINAL_508.pdf

FY 2018 IBSGP NOFO

The U.S. Department of Homeland Security (DHS)

Notice of Funding Opportunity (NOFO)

Fiscal Year 2018 Intercity Bus Security Grant Program (IBSGP) 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), Grant Programs Directorate (GPD)

Catalog of Federal Domestic Assistance (CFDA) Number

97.057

CFDA Title

Intercity Bus Security Grant Program (IBSGP)

Notice of Funding Opportunity Title

Intercity Bus Security Grant Program

NOFO Number

DHS-18-GPD-057-00-01

Authorizing Authority for Program

Section 1532 of the Implementing Recommendations of the 9/11 Commission Act of 2007 (Pub.

L. No. 110-53) (6 U.S.C. § 1182)

Appropriation Authority for Program

Department of Homeland Security Appropriations Act, 2018, (Pub. L. No. 115-141)

Program Type

New http://www.grants.gov/web/grants/register.html

Program Overview, Objectives and Priorities

Overview

The FY 2018 Intercity Bus Security Grant Program (IBSGP) is set against the backdrop of a year in which the United States faced numerous and unprecedented homeland security challenges. These included the three major hurricanes that devastated parts of Texas, Florida, and much of Puerto Rico and the U.S. Virgin Islands, as well as massive wildfires across the State of California. In addition to these natural disasters, the Nation also responded to multiple incidents as part of the evolving threat landscape, including witnessing the first known terrorist attack executed against mass transportation on our soil; cyberattacks against critical port infrastructure; and mass casualty events involving both vehicles and active shooters.

The National Preparedness Goal (the Goal) defines what it means to be prepared for such diverse and complicated events. The National Preparedness System is the instrument the

Nation employs to build, sustain, and deliver the core capabilities needed to achieve the goal of a more secure and resilient Nation. The development and sustainment of these core capabilities is not exclusive to any single level of government or organization, but rather requires the combined effort of the whole community. To that end, the FY 2018 IBSGP represents one part of a comprehensive set of measures authorized by Congress and implemented by the Administration. Among the five basic homeland security missions noted in the DHS Quadrennial Homeland Security Review, the IBSGP supports the goal to

Strengthen National Preparedness and Resilience.

The recently released 2018-2022 FEMA Strategic Plan creates a shared vision for the field of emergency management and sets an ambitious, yet achievable, path forward to unify and further professionalize emergency management across the country. The Intercity Bus

Security Grant Program supports the goal of Readying the Nation for Catastrophic Disasters.

We invite all of our stakeholders and partners to also adopt these priorities and join us in building a stronger Agency and a more prepared and resilient Nation.

Objectives

The Fiscal Year (FY) 2018 Intercity Bus Security Grant Program (IBSGP) is one of

DHS/FEMA’s FY 2018 grant programs that directly support transportation infrastructure security activities. IBSGP is one tool in the comprehensive set of measures authorized by

Congress and implemented by the Administration to strengthen the Nation’s critical infrastructure against risks associated with potential terrorist attacks. IBSGP provides funding for critical infrastructure hardening and other physical security enhancements to support transit operators serving the Nation’s highest-risk metropolitan areas.

Performance metrics for this program are as follows:

Percent of recipients who have a security plan that has been updated within the last three years.

https://www.fema.gov/strategic-plan

Priorities

The FY 2018 IBSGP supports investments that improve the ability of organizations nationwide to:

Prevent a threatened or an actual act of terrorism;

Protect our citizens, residents, visitors, and assets against the greatest threats and hazards;

Mitigate the loss of life and property by lessening the impact of future disasters;

Respond quickly to save lives, protect property and the environment, and meet basic human needs in the aftermath of a catastrophic incident; and/or

Recover through a focus on the timely restoration, strengthening, and revitalization of infrastructure, housing, and a sustainable economy, as well as the health, social, cultural, historic, and environmental fabric of communities affected by a catastrophic incident.

The FY 2018 IBSGP plays an important role in the implementation of the National

Preparedness System by supporting the development and sustainment of core capabilities. Core capabilities are the distinct critical activities essential for the execution of each of the five mission areas outlined in the Goal. Building and sustaining core capabilities requires the combined effort of the whole community, rather than the exclusive effort of any single organization or level of government. The FY 2018 IBSGP’s allowable costs support efforts to build and sustain core capabilities across the Prevention, Protection, Mitigation, Response, and Recovery mission areas.

B. Federal Award Information

Award Amounts, Important Dates, and Extensions

Available Funding for the FY 2018 IBSGP: $2,000,000

Period of Performance: Thirty-Six (36) months

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

Projected Period of Performance Start Date: September 1, 2018

Projected Period of Performance End Date: August 31, 2021

Funding Instrument: Grant

C. Eligibility Information

Eligible Applicants

Private operators providing transportation by an over-the-road bus that have completed a vulnerability assessment and developed a security plan that the Secretary of Homeland Security has approved as described in Section 1531 of the Implementing Recommendations of the 9/11

Commission Act of 2007 (9/11 Act) (Pub. L. No. 110-53) (6 U.S.C. § 1181) are eligible to apply for funding under this program.

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

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

Area Security Initiative (UASI) jurisdiction.

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

The following definitions are applicable for the purpose of meeting FY 2018 program eligibility requirements:

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

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

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

UASI jurisdiction is a high-risk urban area designated to receive Urban Area Security

Initiative funding under the FY 2018 Homeland Security Grant Program (HSGP), as identified by the FY 2018 HSGP Notice of Funding Opportunity. This list is also available in this NOFO at Appendix A - FY 2018 IBSGP UASI-Eligible Urban Areas.

A trip is defined as a single bus journey from an embarkation point to the furthest destination in that journey. For example, a trip from New York City to Denver to San

Francisco would be considered a single trip. A trip is made to a defined UASI jurisdiction if at any point in the trip the bus stops in a UASI jurisdiction and embarks or disembarks passengers. For example, a trip from Newburgh, NY to Manhattan to

Charleston, WV is a trip to a defined UASI jurisdiction if passengers embark or disembark in Manhattan.

Note: Intracity bus service is not eligible for funding under the FY 2018 IBSGP. Funding for intracity bus security is addressed through the FY 2018 Transit Security Grant Program.

Ineligible Service Categories, include:

School buses

Fixed service routes under contract to transit authorities within UASI jurisdictions

Fixed service routes not stopping in qualifying UASI jurisdictions

Intracity trolley and/or tour services

Bus company owners that are not operators

Eligibility Criteria

In order to be eligible for the FY 2018 IBSGP, operators must have developed or updated their security plan, which must be based on a security assessment such as the Baseline Assessment for

Security Enhancement (BASE) performed by Transportation Security Inspectors-Surface from the Transportation Security Administration (TSA), within the last three years prior to receiving an FY 2018 award. A copy of the security plan and security assessment must be available for

DHS review upon request.

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

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

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

Identification of vulnerabilities to those assets and infrastructure

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

2) Security plans should include, as appropriate:

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

A list of needed capital and operational improvements

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

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

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

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

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

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

Project requests will not be considered until bus operators develop and certify vulnerability assessments and security plans. See Appendix D – FY 2018 IBSGP Investment Justification and

Budget Template for a template Vulnerability Assessment/Security Plan certification statement.

mailto:highwaysecurity@tsa.dhs.gov

Other Eligibility Criteria

National Incident Management System (NIMS) Implementation

Prior to allocation of any Federal preparedness awards in FY 2018, recipients must ensure and maintain adoption and implementation of NIMS. FEMA describes the specific activities involved in NIMS implementation in the NIMS Implementation Objectives

(https://www.fema.gov/implementation-guidance-and-reporting).

Incident management activities require carefully managed resources (personnel, teams, facilities, equipment and/or supplies). Utilization of the standardized resource management concepts such as typing, credentialing, and inventorying promote a strong national mutual aid capability needed to support the delivery of core capabilities. Recipients should manage resources purchased or supported with FEMA grant funding according to NIMS resource management guidance.

Additional information on resource management and NIMS resource typing definitions and job titles/position qualifications are available under http://www.fema.gov/resource-management-mutual-aid.

Cost Share or Match

The FY 2018 IBSGP has a cost share requirement. Eligible IBSGP applicants shall agree to make available non-Federal funds to carry out an IBSGP award in an amount equal to, and not less than, 50-percent of the total project cost.

All IBSGP award recipients must provide a non-Federal entity contribution supporting 50 percent of the total of all project costs. The non-Federal entity contribution should be specifically identified for each proposed project. The non-Federal contribution has the same eligibility requirements as the Federal share and must be justified as part of the project within the investment justification.

For example, if the Federal award requires a 50-percent cost share and the total project cost is

$100,000, then:

Federal share is 50 percent of $100,000 = $50,000

Recipient cost share is 50 percent of $100,000 = $50,000

D. Application and Submission Information

Key Dates and Times

Date Posted to Grants.gov: May 21, 2018

Application Submission Deadline: June 20, 2018, 5:00 PM ET

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

Grants System has a date stamp that indicates when an application is submitted. Applicants will receive an electronic message confirming receipt of the full application. DHS/FEMA https://www.fema.gov/implementation-guidance-and-reporting http://www.fema.gov/resource-management-mutual-aid http://www.fema.gov/resource-management-mutual-aid http://www.grants.gov/ will not review applications that are 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 that good cause exists to justify extending the deadline.

Good cause for an extension may include technical problems outside of the applicant’s control that prevent submission of the application by the deadline, or other exigent or emergency circumstances. Applicants experiencing technical issues must notify the respective FEMA HQ Program Analyst prior to the application deadline. Applicants should contact the Centralized Scheduling and Information Desk (CSID) for FEMA HQ Program

Analyst contact information. CSID can be reached by phone at (800) 368-6498 or by e-mail at askcsid@fema.gov, Monday through Friday, 9:00 a.m. – 5:00 p.m. ET.

Anticipated Funding Selection Date: August 27, 2018

Anticipated Award Date: No later than September 30, 2018

Address to Request Application Package

Application forms and instructions are available on Grants.gov (hardcopies of the NOFO and associated application materials are not available). To access the application package, select

“Applicants” then “Apply for Grants” followed by “Get Application Package.” Enter the

Funding Opportunity Number located on the first page of this NOFO. Select “Apply” and then

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

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. Final applications are completed and submitted through FEMA’s Non-Disaster Grants (ND Grants) System.

Content and Form of Application Submission

Applying for an award under this program is a multi-step process. To ensure that an application is submitted on time, applicants are advised to start the required steps well in advance of their submission. Failure of an applicant to comply with any of the required steps before the deadline for submitting their application may disqualify their application from funding.

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

1. Applying for, updating, or verifying their Data Universal Numbering System (DUNS)

Number and Employer ID Number (EIN);

2. Updating or verifying their System for Award Management (SAM) Registration;

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

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

5. Submitting the final application in the ND Grants system.

Unique Entity Identifier and System for Award Management (SAM)

All applicants for this award must:

mailto:askcsid@fema.gov http://www.grants.gov/ https://portal.fema.gov/ http://www.grants.gov/ https://portal.fema.gov/

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 DHS/FEMA.

DHS/FEMA 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/FEMA is ready to make a federal award, DHS/FEMA 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.

Electronic Delivery

DHS/FEMA 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/FEMA requires applicants to submit their initial applications online through Grants.gov and to submit final applications through ND Grants.

How to Register to Apply through Grants.gov

1. Overview: Read the instructions below about registering to apply for DHS/FEMA 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 DUNS Number, active 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 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 http://www.grants.gov/ https://portal.fema.gov/ http://www.grants.gov/ https://www.grants.gov/web/grants/applicants/registration.html https://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

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 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.

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

How to Submit an Initial Application to DHS/FEMA via Grants.gov

Grants.gov applicants 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 Notice of Funding Opportunity (NOFO), you can create individual instances of a Workspace. Applicants are encouraged to submit their initial application in Grants.gov at least seven days before the June 20, 2018, application deadline.

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.

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/FEMA 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 seven days 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 http://www.grants.gov/ https://www.grants.gov/web/grants/applicants/workspace-overview.html http://www.grants.gov/ https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html tracking number, access the Track My Application page under the Applicants tab or the

Details tab in the submitted workspace.

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 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/FEMA with tracking your issue and understanding background information on the issue.

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

After submitting the initial application in Grants.gov, eligible applicants will be notified by

DHS/FEMA and asked to proceed with submitting their complete application package in ND

Grants. Applicants can register early with ND Grants and are encouraged to begin their ND

Grants registration at the time of this announcement or at the latest, seven days before the application deadline. Early registration will allow applicants to have adequate time to start and complete their application.

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

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

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

Standard Form LLL, Disclosure of Lobbying Activities

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

Investment Justification (only one IJ may be submitted)

Budget

Vulnerability Assessment/Security Plan Certificate

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

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

Indirect Cost Agreement, if the budget includes an Indirect Cost Rate.

The forms can be found here: http://www.fema.gov/preparedness-non-disaster-grants and http://www.grants.gov.

Timely Receipt Requirements and Proof of Timely Submission

All applications must be received in ND Grants by 5:00 PM Eastern Time on June 20, 2018.

Proof of timely submission is automatically recorded by ND Grants. An electronic date/time https://www.grants.gov/web/grants/applicants/applicant-training.html mailto:support@grants.gov http://www.grants.gov/ http://www.grants.gov/ https://portal.fema.gov/ https://portal.fema.gov/ file:///C:/Users/sheath/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/TROS8IAK/at%20https:/portal.fema.gov https://portal.fema.gov/famsVuWeb/home https://portal.fema.gov/famsVuWeb/home http://www.fema.gov/preparedness-non-disaster-grants http://www.grants.gov/ https://portal.fema.gov/famsVuWeb/home stamp is generated within the system when the application is successfully received by ND

Grants. 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 initial 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.

Applicants using slow internet, such as dial-up connections, should be aware that transmission can take some time before Grants.gov and ND Grants receive 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 systems time to process the application.

Applicants needing assistance with the ND Grants system should contact ndgrants@fema.gov or

(800) 865-4076.

Environmental Planning and Historic Preservation (EHP) Compliance

As a Federal agency, DHS/FEMA is required to consider the effects of its actions on the environment and/or historic properties to ensure that all activities and programs funded by the agency, including grant funded projects, comply with Federal EHP regulations, laws and

Executive Orders as applicable. Recipients and subrecipients proposing projects that have the potential to impact the environment, including but not limited to construction of communication towers, modification or renovation of existing buildings, structures and facilities, or new construction including replacement of facilities, must participate in the DHS/FEMA EHP review process. The EHP review process involves the submission of a detailed project description along with supporting documentation so that DHS/FEMA may determine whether the proposed project has the potential to impact environmental resources and/or historic properties. In some cases, DHS/FEMA is also required to consult with other regulatory agencies and the public in order to complete the review process. The EHP review process must be completed before funds are released to carry out the proposed project; otherwise FEMA may not be able to fund the project due to non-compliance with EHP laws, executive orders, regulations, and policies.

Additionally, all recipients are required to comply with DHS/FEMA EHP Policy Guidance, FEMA Policy #108-023-1. The EHP screening form is located here and further EHP guidance can be found at https://www.fema.gov/media-library/assets/documents/85376.

Emergency Communications and Resilience

All entities using IBSGP funding to support emergency communications investments are required to comply with the SAFECOM Guidance on Emergency Communications Grants

(SAFECOM Guidance). The SAFECOM Guidance provides current information on emergency communications policies, eligible costs, best practices, and technical standards for State, local, tribal, and territorial grantees investing Federal funds in emergency communications projects. It is also designed to promote and align with the National Emergency Communications Plan

(NECP). Conformance with the SAFECOM Guidance helps ensure that Federally-funded investments are compatible, interoperable, resilient, and support national goals and objectives for improving emergency communications.

https://portal.fema.gov/famsVuWeb/home https://portal.fema.gov/famsVuWeb/home http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ https://portal.fema.gov/famsVuWeb/home http://www.grants.gov/ http://www.grants.gov/ https://portal.fema.gov/famsVuWeb/home mailto:ndgrants@fema.gov https://www.fema.gov/media-library-data/1501003650506-853eeedee8632ebd25408cd0241683c4/FEMA_Form_024-0-1_Final_Version_7-25-2017.pdf https://www.fema.gov/media-library/assets/documents/85376 https://www.dhs.gov/safecom/funding https://www.dhs.gov/safecom/funding https://www.dhs.gov/national-emergency-communications-plan

Funding Guidelines and Restrictions

Federal funds made available through this award may only be used for the purpose set forth in this award and must be consistent with the statutory authority for the award. Award funds may not be used for matching funds for any other Federal award, lobbying, or intervention in Federal regulatory or adjudicatory proceedings. In addition, Federal funds may not be used to sue the

Federal Government or any other government entity. Additional guidance and restrictions may be found in Appendix C: FY2018 IBSGP Funding Guidelines.

Cost Principles

Costs charged to this award must be consistent with the Cost Principles for Federal Awards located at 2 C.F.R. Part 200, Subpart E.

Pre-award Costs

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

Direct Costs

Planning

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

Organization

Organization-related costs are not allowed under this program.

Equipment

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

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

Training

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

Exercises

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

Travel

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

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

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

Construction and Renovation

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

Operational Overtime

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

Maintenance and Sustainment

Maintenance and sustainment costs are not allowed under this program.

Critical Emergency Supplies

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

For additional details on allowable costs under the IBSGP, See Appendix C - FY 2018

IBSGP Funding Guidelines.

Management and Administration (M&A) Costs

Management and administration costs are allowed. Recipients may use up to five percent

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

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

See Appendix C - FY 2018 IBSGP Funding Guidelines for information about direct costs.

Management and Administration (M&A) Costs

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

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

Authorized Use of Contractual Grant Writers and/or Grant Managers

A grant applicant may procure the services of a contractor to provide support and assistance for pre-award grant development services (grant writing) or post-award grant management and administrative services (grant management). As with all Federal grant-funded procurements, grant writer or grant management services must be procured in accordance with the Federal procurement standards at 2 C.F.R. §§ 200.317 – 200.326. See Section H regarding Procurement

Integrity, particularly the sections applicable to non-state entities that discusses organizational conflicts of interest under 2 C.F.R. § 200.319(a) and traditional conflicts of interest under 2

C.F.R. § 200.318(c)(1).

DHS/FEMA considers a contracted grant-writer to be an agent of the recipient for any subsequent contracts the recipient procures under the same Federal award in which the grant-writer provided grant writing services. Federal funds cannot be used to pay a contractor to carry out the work if that contractor also worked on the development of such specifications. A State must follow the same policies and procedures it uses for procurements of its non-Federal funds, pursuant to 2 C.F.R. § 200.317.

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

Grant Writing Services

For FY 2018, grant writer services as a pre-award cost will be allowed. Costs resulting from pre-award grant writing services provided by an independent contractor shall not exceed

$1,500. Grant writing contractors will be allowed to assist the applicant in preparing, writing, and finalizing grant application materials and assisting the applicant with handling online application and submission requirements in Grants.gov and ND Grants. Grant writers may assist in a variety of ways up to and including the actual submission of the application. Applicants are informed that ultimately, the application and all information contained therein is the sole responsibility of the eligible applicant. No employee, officer, or agent of the recipient may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest.

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

By submitting the application, applicants are certifying all of the information contained therein is true and an accurate reflection of the organization, and that regardless of the applicant’s intent, the submission of information that is false or misleading may result in actions by FEMA. These actions include but are not limited to the submitted application not being considered for award, temporary withholding of funding under the existing award https://www.grants.gov/ pending investigation, or referral to the DHS Office of the Inspector General. Applicants should review all documents submitted on their behalf by outside contractors to ensure accuracy and completeness.

Grant Managers

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

Pre-Award Cost of up to $1,500 Eligible for Reimbursement

To assist applicants with the cost of grant writing services, FEMA is permitting a one-time pre-award cost of no more than $1,500 per applicant per year for contractual grant writing services as part of the recipient’s M&A costs. This is only intended to cover costs associated with a grant writer and may not be used to reimburse the applicant for their own time and effort in the development of a grant application. Additionally, the applicant may be required to pay this fee with their own funds during the application preparation and submission period;

if the applicant subsequently receives an award, they may then request to be reimbursed once grant funds become available for that cost, not to exceed $1,500. If the applicant does not receive an award, this cost will not be reimbursed by the federal government. The applicant must understand this risk and be able to cover this cost if an award is not made.

If an applicant intends to request reimbursement for this one-time pre-award cost, it must include this request in its application materials, including in the Budget Detail Worksheet for the Investment Justification. Failure to clearly identify this as a separate cost in the application may result in its disallowance. This is the only pre-award cost eligible for reimbursement. Recipients must maintain grant writer fee documentation including, but not limited to: a copy of the solicitation, such as a quote request, rate request, invitation to bid, or request for proposals; a copy of the grant writer’s contract agreement; a copy of the invoice or purchase order; and a copy of the canceled check or proof of payment. These records must be made available to DHS/FEMA upon request.

Indirect (Facilities and Administrative [F&A]) Costs

Indirect costs are allowable under this program as described in 2 C.F.R. § 200.414. With the exception of recipients who have never received a negotiated indirect cost rate as described in 2

C.F.R. § 200.414(f), recipients must have an approved indirect cost rate agreement with their cognizant Federal agency to charge indirect costs to this award. A copy of the approved rate (a fully executed agreement, negotiated with the applicant’s cognizant Federal agency) is required at the time of application, and must be provided to DHS/FEMA before indirect costs are charged to the award.

IBSGP Specific Application Instructions

All applicants will submit their IBSGP grant application, and the associated Investment

Justification (IJ) to include a detailed budget, as file attachments within ND Grants prior to the application deadline.

Investment Justification

As part of the FY 2018 IBSGP application process, applicants must develop and submit a comprehensive and formal IJ that addresses the initiative being proposed for funding, including estimated M&A costs. Applicants may only submit one (1) Investment

Justification. The IJ must demonstrate how proposed projects address gaps and deficiencies in current programs and capabilities. It must also demonstrate the ability to provide enhancements consistent with the purpose of the program and guidance provided by

DHS/FEMA.

IBSGP projects must be: 1) both feasible and effective at reducing the risks for which the project was designed; and 2) able to be fully completed within the 3-year period of performance. For information on the feasibility and effectiveness determination see the

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

Applicants must include their U.S. Department of Transportation (USDOT) number in

Section 1.A. of the Investment Justification. Additionally, applicants must ensure that the IJ is consistent with all applicable requirements outlined in this NOFO.

Detailed Budget

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

The detailed budget must be submitted with the grant application as a file attachment within

ND Grants system. Applicants must use the following file naming convention when submitting required documents as part of the FY 2018 IBSGP:

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

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

Additionally, any technical or computer equipment should be described in adequate detail to improve understanding of the function of such devices. The budget narrative section of the application allows applicants the opportunity to describe the purpose and function of project components. Budget narratives should also clearly identify any optional features or capabilities, such as a Global Positioning System (GPS) unit equipped with a panic button.

Optional or potential capabilities not clearly identified will be assumed as not being present.

Applicants will find a sample budget detail worksheet in Appendix D - FY 2018 IBSGP

Investment Justification and Budget Template. This worksheet may be used as a guide to assist applicants in the preparation of the budget and budget narrative.

All IBSGP award recipients must provide a non-Federal entity contribution supporting 50 percent of the total of all project costs. The non-Federal entity contribution should be specifically identified for each proposed project. The non-Federal contribution has the same eligibility requirements as the Federal share and must be justified as part of the project within the budget and investment justification.

Vulnerability Assessment and Security Plan Certification Statement

Applicants must have a current vulnerability assessment and security plan (updated within the last three years) to apply for projects and must complete, sign and…