FY_2019_NOFO_RCPGP_5.17.19_.pdf

FY 2019 RCPGP NOFO

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

Fiscal Year (FY) 2019 Regional Catastrophic Preparedness Grant Program

(RCPGP)

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 four (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)/Resilience/National Preparedness Directorate (NPD)/National Preparedness Assessment Division (NPAD)

Assistance Listings Number (formerly Catalog of Federal Domestic Assistance Number) 97.111

Assistance Listings Title (formerly CFDA Title) Regional Catastrophic Preparedness Grant Program (RCPGP)

Notice of Funding Opportunity Title Regional Catastrophic Preparedness Grant Program

NOFO Number Grant Program Title NOFO Number RCPGP – Region I DHS-19-NPD-111-01-01 RCPGP – Region II DHS-19-NPD-111-02-01 RCPGP – Region III DHS-19-NPD-111-03-01 RCPGP – Region IV DHS-19-NPD-111-04-01 RCPGP – Region V DHS-19-NPD-111-05-01 RCPGP – Region VI DHS-19-NPD-111-06-01 RCPGP – Region VII DHS-19-NPD-111-07-01 RCPGP – Region VIII DHS-19-NPD-111-08-01 RCPGP – Region IX DHS-19-NPD-111-09-01 RCPGP – Region X DHS-19-NPD-111-10-01 http://www.grants.gov/web/grants/register.html

Authorizing Authority for Program Department of Homeland Security Appropriations Act, 2019 (Pub. L. No. 116-6)

Appropriation Authority for Program Department of Homeland Security Appropriations Act, 2019 (Pub. L. No. 116-6)

Program Type New

Program Overview, Objectives, and Priorities

Program Overview Preparedness is the shared responsibility of our entire nation and requires an approach that engages individuals, families, communities, private and nonprofit sectors, faith-based organizations, and all levels of government across the whole community. The National Preparedness System is the instrument the nation employs to build, sustain, and deliver core capabilities needed to achieve the goal of a more secure and resilient nation. Each community contributes to achieving the national goal by addressing the risks that are most relevant and urgent for them individually, which in turn strengthens the collective security and resilience of the nation. They do this through the National Preparedness System components of Identifying and Assessing Risk; Estimating Capability Requirements; Building and Sustaining Capabilities; Planning to Deliver Capabilities; Validating Capabilities; and Reviewing and Updating. To this end, the FY 2019 RCPGP represents one part of a comprehensive set of actions authorized by Congress and implemented by the Administration to build preparedness capabilities. The National Preparedness Goal (the Goal) defines what it means to be prepared for a wide range of threats and hazards, including catastrophic incidents.

The purpose of the RCPGP is to build state and local capacity to manage catastrophic incidents by improving and expanding regional collaboration for catastrophic incident preparedness. The National Response Framework (3rd edition, 2016) (or superseding edition) defines a catastrophic incident as any natural or manmade incident, including terrorism, that results in extraordinary levels of mass casualties, damage, or disruption severely affecting the population, infrastructure, environment, economy, national morale, or government functions.

The regional interdependencies of effective Prevention, Protection, Mitigation, Response, and Recovery activities require a cohesive regional approach to catastrophic planning.

The 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 RCPGP supports FEMA Strategic Goal 2: Ready the Nation for Catastrophic Disasters. FEMA invites all its stakeholders and partners to also adopt these priorities and join in building a stronger and more prepared and resilient nation.

Objectives The objective of RCPGP is to close known capability gaps, encourage innovative regional solutions to issues related to catastrophic incidents, and build on existing regional efforts.

Applicants’ RCPGP projects should increase capability levels in the Food, Water, and https://www.congress.gov/116/bills/hjres31/BILLS-116hjres31enr.pdf#page=19 https://www.congress.gov/116/bills/hjres31/BILLS-116hjres31enr.pdf#page=19 https://www.fema.gov/whole-community http://www.fema.gov/national-preparedness-system http://www.fema.gov/national-preparedness-system https://www.fema.gov/national-preparedness-goal https://www.fema.gov/media-library-data/1466014682982-9bcf8245ba4c60c120aa915abe74e15d/National_Response_Framework3rd.pdf https://www.fema.gov/strategic-plan

Sheltering Community Lifeline as measured in the Housing or Logistics and Supply Chain Management core capabilities reported through the Threat and Hazard Identification and Risk Assessment (THIRA)/Stakeholder Preparedness Review (SPR).

Through regional collaboration, the RCPGP supports the development and delivery of projects that address Community Lifelines, which are critical to manage catastrophic incidents. For more information on Community Lifelines, please refer to Appendix A:

Incorporating Community Lifelines. Stabilizing and restoring lifelines in catastrophes requires solutions that go beyond scaling up existing plans and capabilities to maximize the creative power of cross-sector coordination while respecting the roles of private sector partners and agency authorities at all levels of government.

To this end, RCPGP applicants are encouraged to develop projects that build a continuous cycle of planning, organizing, training, and exercising with regional partners across the whole community to improve their collective readiness posture.

Applicants are also encouraged to review the following for more information:

• National Response Framework (3rd edition, 2016) (or superseding edition): The Framework describes ways to improve coordination and response structures to build preparedness for catastrophic incidents.

• Community Lifelines Implementation Toolkit: The Toolkit provides whole community partners the information and resources to understand lifelines, coordinate with entities using lifelines, and implement the lifeline construct during incident response.

Priorities The FY 2019 RCPGP requires that recipients develop and deliver one project that builds capability to address a gap in the Food, Water, and Sheltering Community Lifeline, specifically in the Housing and/or Logistics and Supply Chain Management core capabilities.

These core capabilities were selected based on data-driven analyses of national preparedness data and key national-level guidance sources showing these focus areas as consistent gaps.

Table 1 describes submittal instructions for the aforementioned core capabilities. See also Appendix A: Incorporating Community Lifelines.

Table 1: RCPGP Support for Food, Water, and Sheltering Community Lifeline Primary Lifeline Component for Food, Water, Sheltering Associated Core Capability

Shelter Housing FEMA invites applicants to submit applications that identify current and emerging gaps in the Shelter lifeline component related to the Housing core capability and to implement corresponding housing solutions that effectively support the needs of the whole community and contribute to its sustainability and resilience.

All Components Logistics and Supply Chain Management

FEMA invites applicants to submit applications that identify current and emerging gaps across the lifeline’s components related to the Logistics and Supply Chain Management core capability and corresponding solutions to deliver essential commodities, equipment, and https://www.fema.gov/threat-and-hazard-identification-and-risk-assessment https://www.fema.gov/threat-and-hazard-identification-and-risk-assessment https://www.fema.gov/stakeholder-preparedness-review https://www.fema.gov/media-library/assets/documents/175116 https://www.fema.gov/media-library-data/1466014682982-9bcf8245ba4c60c120aa915abe74e15d/National_Response_Framework3rd.pdf https://www.fema.gov/media-library/assets/documents/177222

Table 1: RCPGP Support for Food, Water, and Sheltering Community Lifeline Primary Lifeline Component for Food, Water, Sheltering Associated Core Capability services in support of impacted communities and survivors, to include emergency power and fuel support, as well as the coordination of access to community staples, and to synchronize logistics capabilities and enable the restoration of impacted supply chains.

For more information, refer to the Housing and Logistics and Supply Chain Management core capability definitions in the National Response Framework (3rd edition, 2016) (or superseding edition) or here: https://www.fema.gov/core-capability-development-sheets.

Performance Metrics Communities provide data on their proficiency across 32 core capabilities through the THIRA/SPR, after-action reports, and other preparedness data.

Performance Measure: FEMA will measure the percent change in capability gaps and percent improvement in the Housing and Logistics and Supply Chain Management core capabilities as reported through the required THIRA/SPR covering the community.

Performance Criteria: FEMA will compare the current baseline capability level of the Housing and Logistics and Supply Chain Management core capabilities against the community’s capability level as reported at the end of the grant. Baseline capability assessments will be taken from the calendar year 2018 THIRA/SPR data; end of the grant performance data will be drawn from the calendar year 2022 THIRA/SPR data.

The specific capability assessments FEMA will use in the RCPGP performance measure analysis include:

• Housing: Within (#) (time) of an incident, (#) people requiring long-term housing, including (#) people with access and functional needs requiring accessible long-term housing, find and secure long-term housing.

• Logistics and Supply Chain Management: Within (#) (time) of an incident, identify and mobilize life-sustaining commodities, resources, and services to (#) people requiring shelter and (#) people requiring food and water. Maintain distribution system for (#) (time).

B. Federal Award Information

Award Amounts, Important Dates, and Extensions Available Funding for the NOFO: $10,000,000

Maximum Funding per Applicant: $1,500,000 Funds will be competitively awarded under the FY 2019 RCPGP. Applicants are eligible to apply for up to, but no more than, $1,500,000.

Projected number of Awards: 10-15 https://www.fema.gov/media-library-data/1466014682982-9bcf8245ba4c60c120aa915abe74e15d/National_Response_Framework3rd.pdf https://www.fema.gov/core-capability-development-sheets https://www.fema.gov/core-capabilities https://www.fema.gov/threat-and-hazard-identification-and-risk-assessment https://www.fema.gov/stakeholder-preparedness-review

Period of Performance: Thirty-six (36) months Extensions to the period of performance are allowed only in limited circumstances. For additional information on period of performance extensions, refer to Section H - Additional Information of this NOFO.

Projected Period of Performance Start Date(s): 10/01/2019

Projected Period of Performance End Date(s): 09/30/2022

Funding Instrument Grant

C. Eligibility Information

Eligible Applicants Local Governments (as defined by 2 C.F.R. § 200.64) located within one of the 100 most populous Metropolitan Statistical Areas (MSAs) per the Census Bureau’s 2018 Population Estimates (as listed in Appendix B: 100 Most Populous Metropolitan Statistical Areas [2018]) are eligible to apply for this funding opportunity. DHS/FEMA will accept no more than one application per MSA.

The application may be submitted by either:

1. The first principal city, as indicated in Appendix B: 100 Most Populous Metropolitan Statistical Areas [2018] in bold; or,

2. A different local government located within the MSA only if the application includes a letter of support from the office of the chief executive (e.g., mayor or city manager) of the first principal city, as indicated in Appendix B: 100 Most Populous Metropolitan Statistical Areas [2018].

States (including territories and tribes) and other entities that are not local governments located within an MSA are not eligible to apply directly to FEMA for RCPGP funding. Such entities may partner with, and receive subawards from, eligible applicants.

Eligibility Criteria

Applications must conform to the guidance provided in Appendix C: Project Narrative Template of this NOFO. Applicants that do not meet eligibility and application submission requirements will not be evaluated and scored by the review panel.

Other Eligibility Criteria National Incident Management System (NIMS) Implementation Recipients must ensure and maintain adoption and implementation of NIMS. Emergency management and incident response activities require carefully managed resources to meet incident needs. Use of the standardized resource management concepts such as typing, credentialing, and inventorying promotes a strong national mutual aid capability needed to support delivery of core capabilities. Additional information on resource management and https://www.ecfr.gov/cgi-bin/text-idx?SID=8d294ca70f05ffbab8f39000ec33839a&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_164 https://www.census.gov/programs-surveys/metro-micro/about.html https://factfinder.census.gov/bkmk/table/1.0/en/PEP/2018/PEPANNRES/0100000US.31000.001 https://factfinder.census.gov/faces/tableservices/jsf/pages/productview.xhtml?src=bkmk

NIMS resource typing definitions and job titles/position qualifications is available on DHS/FEMA’s website under http://www.fema.gov/resource-management-mutual-aid.

DHS/FEMA developed the NIMS Guideline for Credentialing of Personnel to describe national credentialing standards and provide written guidance regarding the use of those standards. That guideline describes credentialing and typing processes and identifies tools that Federal Emergency Response Officials (FEROs) and emergency managers at all levels of government may use, both routinely and to facilitate multijurisdictional coordinated responses.

Additional information is available at http://www.fema.gov/nims-doctrine-supporting-guides-tools.

Maintenance of Effort (MOE) Maintenance of effort is NOT required under this program.

Cost Share There is no mandatory cost share requirement.

Applicants may choose to voluntarily commit to include a cost share in its application pursuant to the terms of Section E and Appendices C and D of this NOFO. A voluntary committed cost share is not a requirement to apply for or receive an award. Any applicant choosing to include a voluntary committed cost share in their application will, however, be required to include that cost share should they receive an award. Applicants that include a voluntary committed cost share will have their proposed cost share included as a binding requirement of any Federal Award they receive as a term and condition of that award. For example, if an applicant voluntarily offers a 15 percent cost share in its application that is approved for a Federal award by DHS/FEMA, that Federal award will include a binding 15 percent cost sharing requirement.

DHS/FEMA administers cost-sharing requirements in accordance with 2 C.F.R. § 200.306.

To meet cost sharing requirements, a recipient’s contributions must be verifiable, reasonable, allowable, allocable, and necessary under the grant program and must comply with all Federal requirements and regulations. The non-Federal entity cost share contribution can be cash or third-party in-kind. Applicants must present voluntary committed cost sharing or matching in terms of a percentage of the Federal award. Unless otherwise authorized by law, Federal funds cannot be matched with other Federal funds.

Other RCPGP-Specific Application Information Applications must include:

• A letter of support from the office of the applicant’s chief executive (e.g., mayor, city manager, or county executive) that certifies the chief executive’s office supports the application as the local government’s single application being submitted for consideration by DHS/FEMA. DHS/FEMA reserves the right to exclude multiple applications submitted from the same jurisdiction or to exclude multiple applications from multiple jurisdictions located within the same MSA.

http://www.fema.gov/resource-management-mutual-aid http://www.fema.gov/nims-doctrine-supporting-guides-tools http://www.fema.gov/nims-doctrine-supporting-guides-tools https://www.ecfr.gov/cgi-bin/retrieveECFR?gp=1&SID=704c44d166299caaf11c21004178b425&ty=HTML&h=L&mc=true&n=pt2.1.200&r=PART#se2.1.200_1306

• Names of all entities partnering on the project, including but not limited to states, territories, local or tribal governments, non-profit organizations, and other non-government entities, including those partnering as subrecipients. Partner entities can extend beyond the boundaries of the MSA, and can be located in other MSAs, for the purposes of regional collaboration.

• Letters of support from all partner entities. If applicable, information on the relationship between the applicant and partnering entities, e.g. existing letters of cooperation/support or administrative agreements, such as Memoranda of Understanding (MOU).

• Applicants not familiar with conducting their own THIRA/SPR should consult with their State Administrative Agency (SAA) to utilize the SAA’s 2018 THIRA/SPR information or for help developing capability assessments as part of their application. For additional information on the THIRA/SPR, also refer to Comprehensive Preparedness Guide (CPG) 201, Third Edition, available at http://www.fema.gov/threat-and-hazard-identification-and-risk-assessment.

• RCPGP recipients should include their community’s capability levels for the Housing or Logistics and Supply Chain Management core capabilities into their own THIRA/SPR, and/or incorporate their results of those capability assessments into their SAA’s THIRA/SPR.

The following eligibility criteria apply for projects submitted as part of this application:

• Proposed capability-building projects must be regional and benefit multi-state or intrastate regions.

• Applicants need to propose a capability-building project that is replicable and/or sustainable after the grant period of performance ends.

• Each application will describe one proposed project to build capability within one core capability from the priority focus areas (Housing or Logistics and Supply Chain Management), as referenced in the Objectives of this NOFO.

• Recipients should plan to sustain these new capabilities in subsequent years with non-Federal resources.

• Applications will be evaluated using a scoring rubric, which is described in Section E. Application Review Information and Appendix D: Evaluation Criteria and Scoring.

Each project can address more than one of the Planning, Organization, Training, or Exercises (POTE) solution areas. Investing in these areas will promote the creation of new capabilities among recipients. Equipment purchases are not allowed under RCPGP. For more information on the Planning, Organization, Training, or Exercise solution areas, refer to the CPG 201, Third Edition, available at http://www.fema.gov/threat-and-hazard-identification-and-risk-assessment.

D. Application and Submission Information

Key Dates and Times

Date Posted to Grants.gov: 05/23/2019 http://www.fema.gov/threat-and-hazard-identification-and-risk-assessment http://www.fema.gov/threat-and-hazard-identification-and-risk-assessment http://www.fema.gov/threat-and-hazard-identification-and-risk-assessment http://www.fema.gov/threat-and-hazard-identification-and-risk-assessment http://www.fema.gov/threat-and-hazard-identification-and-risk-assessment

Application Submission Deadline: 07/08/2019 at 11:59:59 PM Eastern Daylight Time

(EDT)

All applications must be received by the established deadline. The Non-Disaster (ND) Grants System has a date stamp that indicates when an application is submitted. Applicants will receive an electronic message confirming receipt of the full application. DHS/FEMA will not review applications submitted after the deadline or consider them for funding.

DHS/FEMA may, however, extend the application deadline, upon 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.

Extensions based on exigent or emergency circumstances will be made on case-by-case basis, with the final determination resting with DHS/FEMA. If applicants experience technical issues, they must notify their FEMA Regional Program Manager. If applicants do not know their FEMA Regional Program Manager or if there are programmatic questions or concerns, please contact the Centralized Scheduling and Information Desk (CSID) by phone at 800 368-6498 or by e-mail at askcsid@fema.gov, Monday through Friday, 9 a.m. – 5 p.m.

Eastern Time (ET).

Anticipated Funding Selection Date: 08/12/2019

Anticipated Award Date: 09/01/2019

Other Key Dates

Agreeing to Terms and Conditions of the Award By submitting an application, applicants agree to comply with the requirements of this NOFO and the terms and conditions of the award, should they receive an award.

Address to Request Application Package Application forms and instructions are available at Grants.gov. To access these materials, go to http://www.grants.gov, select “Applicants” then “Apply for Grants.” To obtain the application package, select “Download a Grant Application Package.” Enter the Assistance Listings (formerly CFDA) and/or the funding opportunity number located on the cover of this NOFO, select “Download Package,” and then follow the prompts to download the application package.

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.

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 Final application in Grants.gov One week before actual submission deadline Final application in ND Grants 07/08/2019 by 11:59:59 PM EDT mailto:askcsid@fema.gov http://www.grants.gov/

DHS/FEMA will process initial applications through the Grants.gov portal and the complete application through the ND Grants System.

Content and Form of Application Submission Applying for an award under this program is a multi-step process and requires time to complete. To ensure that DHS/FEMA will consider your application for funding, applicants should start the prerequisite steps required to submit an application well in advance of the submission deadline, leaving enough time to submit an application by the deadline in the event a technical or other issue arises. The registration process can take four weeks or longer to complete. Please review the table above under “Submission Dates and Other Key Dates and Times” for estimated deadlines to complete each of the prerequisite steps listed below. Failure of an applicant to comply with any of the required steps before the application deadline may disqualify their application from funding.

The following prerequisite steps are required to apply for an award under this program:

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

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

3. Updating or verifying their System for Award Management (SAM) Number

4. Create a user name and password with Grants.gov to become an Authorized

Organizational Representative (AOR)

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

6. Submitting the complete application in Non-Disaster Grants.

DHS/FEMA will only accept electronic applications. It will not accept hard copy applications.

Unique Entity Identifier and System for Award Management (SAM)

1. Data Universal Number System (DUNS) number.

Instructions for obtaining a DUNS number are available at the following website:

http://www.grants.gov//web/grants/applicants/organization-registration/step-1-obtain-duns-number.html. The DUNS number must be included in the data entry field labeled "Organizational DUNS" on the Standard Forms (SF)-424 forms submitted as part of this application.

2. Employer Identification Number (EIN) DHS/FEMA requires both the EIN and a DUNS number prior to the issuance of a financial assistance award and for grant award payment; both EIN and DUNS are also required to register with SAM (see below). The EIN base for an organization is the Internal Revenue Service (IRS) Tax ID number, and for individuals it is their social security number (both the EIN and social security number are nine-digit numbers).

Organizations and individuals submitting their applications must correctly differentiate the EIN from the DUNS, as both are nine-digit numbers. Please differentiate your EIN number from your DUNS number or this may result in a delay in the issuance of the funding award or incorrect payment to a recipient organization.

Organizations applying for an EIN should plan on a minimum of two full weeks to obtain an EIN. For assistance in registering an EIN, please contact the IRS helpline:

http://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html http://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html https://www.irs.gov/businesses/small-businesses-self-employed/how-to-apply-for-an-ein.

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

3. System for Award Management (SAM) Step-by-step instructions for registering with SAM can be found at http://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html. Failure to register with SAM will result in the rejection of your application by Grants.gov during the submission process.

4. Authorized Organizational Representative (AOR).

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

Applicants must register the individual who is able to make legally binding commitments for the applicant organization as the AOR. Applicants often miss this step; however, it is crucial for valid submissions. To read more detailed instructions for creating a profile onGrants.gov visit https://www.grants.gov/web/grants/applicants/registration.html.

AOR Authorization. After creating a profile on Grants.gov, the E-Biz Point of Contact (POC), who is a representative from your organization listed as the contact for SAM, will receive an email to grant the AOR permission to submit applications on behalf of their organization. The E-Biz POC will then log in to Grants.gov and approve an individual as the AOR, thereby giving him or her permission to submit applications. After receiving the POC’s approval, the AOR will be able to apply online. To learn more about AOR Authorization, visit https://www.grants.gov/web/grants/applicants/registration/authorize-roles.html. To track AOR status, visit https://www.grants.gov/web/grants/applicants/registration/track-role-status.html.

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. Applications submitted through Grants.gov constitute a submission as electronically signed applications. When you submit the application through Grants.gov, the name of your AOR on file will be inserted into the signature line of the application.

If you experience difficulties accessing information or have any questions, please call the Grants.gov customer support hotline at (800) 518-4726 or email Grants.gov at support@grants.gov.

The Federal awarding agency will not grant a Federal award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements. If an applicant has not fully complied with the requirements by the time the Federal awarding agency is ready to make a Federal award, the Federal awarding agency may determine that the applicant is not qualified to receive a Federal award and use that determination as a basis for making a Federal award to another applicant.

https://www.irs.gov/businesses/small-businesses-self-employed/how-to-apply-for-an-ein http://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html http://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html https://www.grants.gov/web/grants/applicants/registration.html https://www.grants.gov/web/grants/applicants/registration/authorize-roles.html https://www.grants.gov/web/grants/applicants/registration/authorize-roles.html https://www.grants.gov/web/grants/applicants/registration/track-role-status.html mailto:support@grants.gov

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 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.

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

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 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

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 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 Notice of Funding Opportunity, 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.

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.

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

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.

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 for which you are applying.

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 DHS with tracking your issue and understanding background information on the issue.

Submitting an Initial Application in Grants.gov

All applicants must submit their initial application through Grants.gov. If you do not already have a user profile on Grants.gov, you will need to create one by visiting the Get Registered section of the Grants.gov website. Successful completion of this step is necessary for https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html https://www.grants.gov/web/grants/applicants/applicant-training.html mailto:support@grants.gov

DHS/FEMA to determine eligibility of the applicant. Applicants should complete this initial step on-line, which requires completing:

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

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

ND Grants will retrieve the information submitted in Grants.gov, which will allow DHS/FEMA to determine if an applicant is eligible.

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

DHS/FEMA cannot assist applicants with questions related to registering with Grants.gov.

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

DHS/FEMA will notify eligible applicants after the initial application is submitted in Grants.gov 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.

ND Grants will prompt applicants to submit all 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.

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

• Standard Form LLL, Disclosure of Lobbying Activities

• Indirect Cost Rate Agreement, if applicable

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

• Project Narrative that describes the applicant’s proposed project and how it aligns with the FY 2019 RCPGP Program Objectives. (Refer to Appendix C:

Project Narrative Template for additional details.)

• Budget Detail Worksheet that identifies all project costs and provides justification for the costs identified (including management and administration [M&A]). (Refer to Appendix E: Budget Detail Worksheet and Template for additional details.)

• A letter of support from the office of the applicant’s chief executive (e.g., mayor or city manager) that certifies the chief executive’s office supports the application as the local government’s single application being submitted for consideration by

DHS/FEMA.

• Letters of support from all partner entities.

http://www.grants.gov/web/grants/forms/sf-424-mandatory-family.html#sortby=1 http://www.grants.gov/web/grants/forms/sf-424-mandatory-family.html#sortby=1

• Applicants needing assistance registering for the ND Grants system should contact ndgrants@fema.gov or (800) 865-4076.

Timely Receipt Requirements and Proof of Timely Submission Online Submissions. All applications must be received by 07/08/2019 at 11:59:59 PM EDT 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.

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 https://www.archives.gov/federal-register/codification/executive-order/12372.html;

https://www.whitehouse.gov/wp-content/uploads/2017/11/SPOC-Feb.-2018.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 award, lobbying, or intervention in Federal regulatory or adjudicatory proceedings. In addition, Federal funds may not be used to sue the Federal government or any other government entity.

Environmental Planning and Historic Preservation (EHP) Compliance As a Federal agency, 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 mailto:ndgrants@fema.gov https://www.archives.gov/federal-register/codification/executive-order/12372.html https://www.whitehouse.gov/wp-content/uploads/2017/11/SPOC-Feb.-2018.pdf 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 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 to complete the review process. The EHP review process must be completed and approved before funds are released to carry out the proposed project;

otherwise, DHS/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. Please refer to the EHP Screening Form; further EHP guidance can be found at https://www.fema.gov/media-library/assets/documents/85376.

Management and Administration (M&A) Costs M&A activities are those directly relating to the management and administration of the RCPGP funds, such as financial management and monitoring. The recipient may retain a maximum of 5 percent of RCPGP funds awarded for M&A purposes associated with the RCPGP award. Subrecipients may also retain a maximum of 5 percent of the subaward for M&A purposes associated with the RCPGP award.

Indirect Facilities & Administrative (F&A) Costs Indirect costs are allowable under this program as described in 2 C.F.R. § 200.414. With the exception of those 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.

Other Submission Requirements Pre-award Costs Pre-award costs are allowable only with the prior written approval of DHS/FEMA and if they are included in the award agreement. To request pre-award costs, an applicant must include a written request signed by the Authorized Representative of the entity in his or her application. The letter must outline the purpose of the pre-award costs, including a detailed budget breakout distinguishing pre-award costs from the post-award costs and a justification for approval.

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

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

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

https://www.fema.gov/media-library/assets/documents/90195 https://www.fema.gov/media-library/assets/documents/85376 https://www.ecfr.gov/cgi-bin/text-idx?SID=8d294ca70f05ffbab8f39000ec33839a&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1414 https://www.ecfr.gov/cgi-bin/text-idx?SID=8d294ca70f05ffbab8f39000ec33839a&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1414 https://www.ecfr.gov/cgi-bin/text-idx?SID=8d294ca70f05ffbab8f39000ec33839a&mc=true&node=pt2.1.200&rgn=div5#sp2.1.200.e

Equipment Equipment costs are NOT allowed under this program.

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

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

Personnel Personnel hiring, overtime, and backfill expenses, including related fringe benefits, are permitted under this program to perform allowable identifying gaps, planning, training, and exercise activities. Overtime costs for backfill and overtime to allow personnel to train or participate in exercises are allowed under this program only as described in this

NOFO.

Consultants/Contractors Hiring of full-time or part-time contract planners or consultants to assist with identifying gaps, planning, training, and exercise activities is allowable under this program. Hiring public safety personnel fulfilling traditional public safety duties is not an allowable cost under this program.

Travel Domestic travel costs are allowed under this program, as provided for in this NOFO.

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

Conferences Rental of space/locations for conferences, meetings, workshops, and webinars are allowable under this program to perform gap identification, planning, training, and…