FY 2024 SSP - Allocated (SSP-A) NOFO_508c.pdf

FY 2024 Shelter and Services Program – Allocated (SSP-A)

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

Fiscal Year 2024 Shelter and Services Program - Allocated (SSP-A)

All entities wishing to do business with the federal government must have a Unique Entity Identifier (UEI). The UEI number is issued by the system. Request a UEI using the System for Award Management (SAM.gov) at: SAM's Entity Registration webpage.

Grants.gov registration information can be found at: Grants.gov Register webpage.

Updates in Grant Application Forms:

The Data Universal Numbering System (DUNS) Number was replaced by a new, non-proprietary identifier requested in, and assigned by, SAM.gov. This new identifier is the Unique Entity Identifier.

Additional information can be found on Grants.gov: Grants.gov.

https://sam.gov/content/entity-%20%20registration https://sam.gov/content/entity-%20%20registration https://www.grants.gov/register https://www.grants.gov/forms/forms-development/planned-uei-updates

Table of Contents Updates in Grant Application Forms:

A. Program Description

1. Issued By

2. Assistance Listing Number

3. Assistance Listing Title

4. Funding Opportunity Title

5. Funding Opportunity Number

6. Authorizing Authority for Program

7. Appropriation Authority for Program

8. Announcement Type

9. Program Category

10. Program Overview, Objectives, and Priorities

11. Performance Measures

B. Federal Award Information

1. Available Funding for the NOFO: $300,000,000

2. Projected Number of Awards: 55

3. Period of Performance:

4. Projected Period of Performance Start Date(s): October 1, 2023

5. Projected Period of Performance End Date(s): September 30, 2026

6. Projected Budget Period(s)

7. Funding Instrument Type: Grant

C. Eligibility Information

1. Eligible Applicants

2. Applicant Eligibility Criteria

3. Subawards and Beneficiaries

4. Other Eligibility Criteria/Restrictions

5. Maintenance of Effort (MOE)

6. Cost Share or Match

D. Application and Submission Information

1. Key Dates and Times

a. Application Start Date: 04/12/2024 at 12:00 PM ET

b. Application Submission Deadline: 04/26/2024 at 03:00 PM ET

c. Anticipated Award Date: No later than 09/30/2024

d. Other Key Dates

2. Agreeing to Terms and Conditions of the Award

3. Address to Request Application Package

4. Requirements: Obtain a Unique Entity Identifier (UEI) and Register in the System for Award Management (SAM.gov)

5. Steps Required to Obtain a UEI, Register in SAM.gov, and Submit an Application 13

6. Electronic Delivery

7. How to Register to Apply

a. General Instructions:

b. Obtain an UEI Number:

c. Obtain Employer Identification Number:

d. Create a login.gov account:

e. Register with SAM:

f. Register in FEMA GO, Add the Organization to the System, and Establish the AOR:

8. Submitting the Final Application

9. Timely Receipt Requirements and Proof of Timely Submission

10. Content and Form of Application Submission

a. Standard Required Application Forms and Information

b. Program-Specific Required Forms and Information

11. Other Submission Requirements

12. Intergovernmental Review

13. Funding Restrictions and Allowable Costs

a. Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services

b. Pre-Award Costs

c. Management and Administration (M&A) Costs

d. Indirect Facilities & Administrative (F&A) Costs

e. Evaluation Costs

f. Other Direct Costs

E. Application Review Information

1. Application Evaluation Criteria

a. Programmatic Criteria

b. Financial Integrity Criteria

c. Supplemental Financial Integrity Criteria and Review

2. Review and Selection Process

a. Security Review

d. Subrecipient Process

e. Review and Selection Process

F. Federal Award Administration Information

1. Notice of Award

2. Pass-Through Requirements

3. Administrative and National Policy Requirements

a. DHS Standard Terms and Conditions

b. Ensuring the Protection of Civil Rights

c. Environmental Planning and Historic Preservation (EHP) Compliance

d. Mandatory Disclosures

4. Reporting

a. Financial Reporting Requirements

b. Programmatic Performance Reporting Requirements

c. Closeout Reporting Requirements

d. Additional Reporting Requirements

5. Monitoring and Oversight G. DHS Awarding Agency Contact Information

1. Contact and Resource Information

a. Program Office Contact

b. FEMA Grants News

c. Grant Programs Directorate (GPD) Award Administration Division

d. Equal Rights

e. Environmental Planning and Historic Preservation

2. Systems Information

a. FEMA GO

H. Additional Information

1. Termination Provisions

a. Noncompliance

b. With the Consent of the Recipient

c. Notification by the Recipient

2. Program Evaluation

3. Period of Performance Extensions

4. Disability Integration

5. Conflicts of Interest in the Administration of Federal Awards or Subawards

6. Procurement Integrity

a. Important Changes to Procurement Standards in 2 C.F.R. Part 200

b. Competition and Conflicts of Interest

c. Supply Schedules and Purchasing Programs

d. Procurement Documentation

7. Financial Assistance Programs for Infrastructure

f. Build America, Buy America Act

g. Waivers

h. Definitions

8. Record Retention

a. Record Retention Period

b. Types of Records to Retain

9. Actions to Address Noncompliance

10. Audits

11. Payment Information

12. Whole Community Preparedness

13. Report issues of fraud, waste, abuse

14. Hazard-Resistant Building Codes

Appendix A: Allowable Activities Primary Services Secondary Services Management & Administration

Appendix B: Payment Requests and Amendments Payments and Amendments Reimbursement and Advanced Funding Reimbursement Advanced Funding Payment Requests During Closeout Amendments

A. Program Description

1. Issued By

U.S. Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA)/Grant Programs Directorate

2. Assistance Listing Number 97.141

3. Assistance Listing Title Shelter and Services Program - Allocated (SSP-A)

4. Funding Opportunity Title Fiscal Year 2024 Shelter and Services Program – Allocated (SSP-A)

5. Funding Opportunity Number

DHS-24-GPD-141-00-98

6. Authorizing Authority for Program Department of Homeland Security Appropriations Act, 2024, Pub. L. No. 118-47, Title II Security, Enforcement, and Investigations, U.S. Customs and Border Protection, Operations and Support.

7. Appropriation Authority for Program Department of Homeland Security Appropriations Act, 2024, Pub. L. No. 118-47, Title II Security, Enforcement, and Investigations, U.S. Customs and Border Protection, Operations and Support.

8. Announcement Type Initial

9. Program Category CBP Human Services

10. Program Overview, Objectives, and Priorities

a. Overview

As directed by Congress, SSP makes federal funds available to enable non-federal entities to off-set allowable costs incurred for services associated with noncitizen migrants recently encountered and released by DHS.1 As stated in the FY 2024 appropriation, the primary purpose of SSP is to “reliev[e] overcrowding in short-term holding facilities of [CBP].”

Recipients of SSP may also seek grant funds for renovations or costs associated with

1 The term Encounter as used in this announcement means: An encounter is an apprehension by a U.S. Border Patrol (Title 8) Agent or a determination of inadmissibility by a CBP Officer at a Port of Entry (Title 8).

modifications to existing facilities in support of individuals who have recently been released from the custody of CBP. Refer to Appendix A of the NOFO for allowable activities.

The Department of Homeland Security (DHS) has committed to bolstering the capacity of non-federal entities to receive noncitizens after they have been processed by U.S. Customs and Border Protection (CBP) and released from a DHS facility. DHS is committed to ensuring appropriate coordination with and support for state, local, and community leaders to help mitigate increased impacts to their communities as outlined in the DHS Plan for Southwest Border Security and Preparedness, issued on April 26, 2022, and updated on December 13, 2022.

The FY 2024 appropriation provided $650 million for SSP, including FEMA administrative costs. This NOFO announces $300 million to be distributed through allocations as described in section B.1 below. A future NOFO utilizing a competitive process to distribute the remaining FY 2024 funding will be announced separately.

b. Goals, Objectives, and Priorities

The goal of SSP is the safe, orderly, and humane release of noncitizen migrants from DHS short-term holding facilities.

The objectives are:

• To provide funding to non-federal entities that serve noncitizen migrants recently released from DHS custody to temporarily provide shelter, food, transportation, acute medical care, personal hygiene supplies, and labor necessary to provide these services; and,

• To provide funding to non-federal entities to increase their capacity to temporarily shelter noncitizen migrants recently released from DHS custody, including renovations and modifications to existing facilities.

c. Alignment to Program Purpose and the DHS and FEMA Strategic Plan

SSP supports the FY 2020–2024 DHS Strategic Plan, Goal 5: Strengthen Preparedness and Resilience, Objective 5.1: Build a National Culture of Preparedness, and the 2022-2026 FEMA Strategic Plan Goal 3: Promote and Sustain a Ready FEMA and Prepared Nation.

11. Performance Measures

Performance measures for SSP awardees are:

• Number of meals provided.

• Number of nights of lodging provided.

• Number of noncitizen migrants transported.

• Number of acute medical care items provided, by type.

• Number of personal hygiene supplies provided, by type.

• Number of hours of labor paid to manage cases to provide these services.

• Number of clothing items provided.

• Number of noncitizen migrants served through translation services.

https://www.dhs.gov/sites/default/files/2022-04/22_0426_dhs-plan-southwest-border-security-preparedness.pdf https://www.dhs.gov/sites/default/files/2022-04/22_0426_dhs-plan-southwest-border-security-preparedness.pdf https://www.dhs.gov/sites/default/files/2022-12/22_1213_plcy_update-sw-border-security-preparedness.pdf https://www.dhs.gov/publication/department-homeland-securitys-strategic-plan-fiscal-years-2020-2024 https://www.fema.gov/about/strategic-plan

• Number of noncitizen migrants served through outreach activities.

• Number of renovation or modifications to existing facilities projects completed.

FEMA will calculate and analyze the above metrics through a review of performance progress reports and award monitoring to ensure that the funds are expended for their intended purpose and achieve the stated outcomes in the grant application.

B. Federal Award Information

1. Available Funding for the NOFO: $300,000,000

Funding in this NOFO is allocated to eligible applicants listed in the below table. The allocations were based on release and destination data received from CBP over the time period of July 1, 2023 to December 31, 2023 along with operational information available to

CBP.

In the event an eligible applicant does not apply for its full allocation or FEMA does not issue an award to an eligible applicant for other reasons, the Secretary of Homeland Security will reallocate the funding to account for rapidly changing trends and operational considerations. Reallocations will occur as part of the reserve fund allocation prior to the end of September 2024.

A reserve fund representing $25 million of the $300 million will be established to accommodate evolving operational requirements. This fund would provide allocated awards to eligible applicants on an expedited basis. New data provided by CBP regarding migrant encounters, releases, and demographics; and recent reports, trends, policies will be used to direct reserve funding to locations that would most benefit from an exigent award. Eligible applicants may change with the reserve funding, and the eligible applicants will be identified in an amended NOFO expected to be published in Summer 2024.

Eligible Applicant Jurisdiction FY 2024 Round 1 SSP-A Allocation

Arizona Maricopa County Maricopa County $11,606,329 Pima County Pima County $21,827,581 World Hunger Ecumenical Arizona Task Force, Inc. (Maricopa)

Maricopa County $11,606,329

World Hunger Ecumenical Arizona Task Force, Inc. (Yuma)

Yuma County $9,532,854

California Catholic Charities, Diocese of San Diego San Diego $19,592,554 County of Riverside Riverside County $6,011,261 County of San Diego San Diego County $19,592,554 Colorado City/County of Denver Denver County $4,852,467

Eligible Applicant Jurisdiction FY 2024 Round 1 SSP-A Allocation

State of Colorado Arapahoe County $4,852,467 Washington D.C.

District of Columbia District of Columbia $8,702,215

Florida United Way of Miami Miami-Dade County $6,469,107 Georgia City of Atlanta Fulton County $10,819,662 Illinois City of Chicago Cook County $9,632,300 State of Illinois Sangamon County $9,632,300 Massachusetts Commonwealth of Massachusetts Suffolk County $6,994,954 Maine United Way of Southern Maine Cumberland County $255,745 Minnesota Hennepin County Hennepin County $3,955,830 New Mexico City of Albuquerque Albuquerque $330,000 Colores United/Mariposa Ranch Luna County $800,000 United Way of Southwest New Mexico Dona Ana County $2,951,095 New York Jericho Road Community Health Center Buffalo $289,386 NYC Office of Management and Budget Manhattan $38,864,884 The Campaign Against Hunger Brooklyn $511,930 Pennsylvania City of Philadelphia Philadelphia $2,868,000 Texas Annunciation House, Inc El Paso County $381,000 Bishop Enrique San Pedro Ozanam Center Brownsville $350,000 Catholic Charities - Dallas Dallas County $1,000,000

Catholic Charities Archdiocese of San Antonio, Inc.

Bexar County $10,877,226

Catholic Charities of the Archdiocese of Galveston-Houston

Houston/Harris County

$578,474

Catholic Charities of the Diocese of Laredo Harris County $1,644,000 Catholic Charities of the Rio Grande Valley Hidalgo County $7,421,965 Catholic Diocese of El Paso El Paso County $150,000 City of Brownsville Cameron County $1,921,965 City of El Paso El Paso $2,042,014

Eligible Applicant Jurisdiction FY 2024 Round 1 SSP-A Allocation

City of McAllen Hidalgo County $3,921,965 City of San Antonio Bexar County $3,000,000 Corazon Ministries, Inc. San Antonio $10,000 El Paso Baptist Association El Paso County $90,000 El Paso County El Paso County $4,542,014 El Pasoans Fighting Hunger El Paso County $822,804 Episcopal Diocese of the Rio Grande El Paso County $130,679 Episcopal Diocese of West Texas San Antonio $1,041,370 Good Neighbor Settlement House Brownsville $1,636,235 Holding Institute Laredo $2,564,468 Iglesia Bautista West Brownsville Brownsville $216,000 Interfaith Welcome Coalition San Antonio $500,000 La Posada Providencia Cameron County $1,100,000 Mission: Border Hope Maverick County $12,000,000 Opportunity Center for the Homeless El Paso County $270,000 Reynolds House Non Profit Corporation El Paso County $100,000 Salvation Army Corps Center McAllen $615,600 San Antonio Food Bank San Antonio County $2,400,000 St. Ignatius Church El Paso County $480,000 Team Brownsville Brownsville $360,000 The Salvation Army El Paso County $280,417 Reserve Funding $25,000,000 Total Allocation $300,000,000

2. Projected Number of Awards: 55

3. Period of Performance: 36 months

Extensions to the period of performance (POP) are allowed. For additional information on period of performance extensions, please refer to Section H of this NOFO.

4. Projected Period of Performance Start Date(s): October 1, 2023

5. Projected Period of Performance End Date(s): September 30, 2026

6. Projected Budget Period(s)

There will be only a single budget period with the same start and end dates as the period of performance.

7. Funding Instrument Type: Grant

C. Eligibility Information

1. Eligible Applicants

The applicants identified in the tables in Section B.1 Available Funding for the NOFO are the only entities eligible to submit SSP-A applications to DHS/FEMA, including those applications submitted on behalf of eligible subapplicants. Eligible applicants may change with the reserve funding.

2. Applicant Eligibility Criteria

Each eligible applicant may submit only one SSP-A grant application to FEMA.

An eligible applicant through their application must demonstrate their capacity, either internally or through a partnership, to carry out each SSP-A allowable activity for which they propose funding.

Funding will not be provided to any applicant that charges any noncitizen migrant for services.

3. Subawards and Beneficiaries

a. Subaward Allowability

Under the FY 2024 SSP-A, eligible subapplicants may apply to and receive subawards from a non-federal entity that is applying for and receiving an SSP-A award directly from FEMA.

b. Subrecipient Eligibility:

Subapplicants must meet the following criteria to be eligible:

1. Are one of the following entities:

a. Local governments as defined by 2 C.F.R. § 200.1

b. Indian Tribes as defined by 2 C.F.R. § 200.1

c. Nonprofit organizations as defined by 2 C.F.R. § 200.1

d. The 50 states of the United States, the District of Columbia, the Commonwealth of Puerto Rico, and any agency or instrumentality thereof exclusive of local governments (the term “state” or “state government” where used in this NOFO refers to these entities).

2. Must have the capacity to perform each SSP-A allowable activity proposed by the applicant to be performed by the subapplicant.

Subapplicants must work directly with non-federal entities applying for SSP-A funding to be included in an application.

c. Other subaward information (if applicable)

The other parts of this NOFO that discuss requirements or restrictions specifically related to subawards/subrecipients are: cost share or match, Unique Entity Identifier, content and form of application submission, funding restrictions, allowable costs (Appendix A), management and administration costs, and indirect costs.

d. Beneficiaries or Participants This NOFO and any subsequent federal awards create no rights or causes of action for any participant or beneficiary.

4. Other Eligibility Criteria/Restrictions

Not applicable

5. Maintenance of Effort (MOE)

Maintenance of Effort is not required.

6. Cost Share or Match

Cost share or match is not required or allowed.

D. Application and Submission Information

1. Key Dates and Times

a. Application Start Date: 04/12/2024 at 12 p.m. ET

b. Application Submission Deadline: 04/26/2024 at 3 p.m. ET

All applications must be received by the established deadline.

FEMA’s Grants Outcomes System (FEMA GO) automatically records proof of timely submission and the system generates an electronic date/time stamp when FEMA GO successfully receives the application. The individual with the Authorized Organization Representative role that submitted the application will also receive the official date/time stamp and a FEMA GO tracking number in an email serving as proof of their timely submission. For additional information on how an applicant will be notified of application receipt, see the subsection titled “Timely Receipt Requirements and Proof of Timely Submission” in Section D of this NOFO.

FEMA will not review applications that are received after the deadline or consider these late applications for funding. 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, other exigent or emergency circumstances, or statutory requirements for FEMA to make an award.

Applicants experiencing technical problems outside of their control must notify FEMA as soon as possible and before the application deadline. Failure to timely notify FEMA of the issue that prevented the timely filing of the application may preclude consideration of the award. “Timely notification” of FEMA means the following: prior to the application deadline and within 48 hours after the applicant became aware of the issue.

A list of FEMA contacts can be found in Section G of this NOFO, “DHS Awarding Agency Contact Information.” For technical assistance with the FEMA GO system, please contact the FEMA GO Helpdesk at femago@fema.dhs.gov or (877) 585-3242, Monday through Friday, 9 a.m. – 6 p.m. Eastern Time (ET). For programmatic or grants management questions, please contact your Program Analyst or Grants Management Specialist. If applicants do not know who to contact or if there are programmatic questions or concerns, please contact the mailto:femago@fema.dhs.gov

FEMA Grants News by phone at (800) 368-6498 or by email at fema-grants-news@fema.dhs.gov, Monday through Friday, 9 a.m. – 5 p.m. ET.

c. Anticipated Award Date: No later than September 30, 2024

d. Other Key Dates

2. 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.

3. Address to Request Application Package Applications are processed through the FEMA GO system. To access the system, go to

FEMA GO.

Hard copies of the NOFO can be downloaded at Grants.gov or obtained via email from the Awarding Office points of contact listed in Section G of this NOFO, “DHS Awarding Agency Contact Information” or by TTY (800) 462-7585.

4. Requirements: Obtain a Unique Entity Identifier (UEI) and Register in the System for

Award Management (SAM.gov) Each applicant, unless they have a valid exception under 2 CFR §25.110, must:

1) Be registered in SAM.gov before application submission.

2) Provide a valid UEI in its application.

3) Continue to always maintain an active System for Award Management (SAM) registration with current information during the Federal Award process.

Note: Per 2 C.F.R. § 25.300, subrecipients are NOT required to go through the full SAM registration process. First-tier subrecipients (meaning entities receiving funds directly from the recipient) are only required to obtain a UEI through SAM, but they are not required to complete the full SAM registration to obtain a UEI. Recipients may not make subawards unless the subrecipient has obtained and provided the UEI.

Event Suggested Deadline for Completion Obtaining Unique Entity Identifier (UEI) number Before actual submission deadline Obtaining a valid Employer Identification Number (EIN) Before actual submission deadline

Creating an account with login.gov Before actual submission deadline Registering in SAM or updating SAM registration Before actual submission deadline

Registering Organization in FEMA GO Prior to beginning application

Submitting complete application in FEMA GO By the submission deadline mailto:at%20fema-grants-news@fema.dhs.gov mailto:at%20fema-grants-news@fema.dhs.gov https://go.fema.gov/login?redirect=%2F https://www.grants.gov/ https://sam.gov/content/home

Lower-tier subrecipients (meaning entities receiving funds passed through by a higher-tier subrecipient) are not required to have a UEI and are not required to register in SAM.

Recipients are also not permitted to require subrecipients to register in SAM.

5. Steps Required to Obtain a UEI, Register in SAM.gov, and Submit an Application

Applying for an award under this program is a multi-step process and requires time to complete. Applicants are encouraged to register early as the registration process can take four weeks or more to complete. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required submission deadlines.

Please review the table above for estimated deadlines to complete each of the steps listed.

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

To apply for an award under this program, all applicants must:

a. Apply for, update, or verify their Employer Identification Number (EIN) from the Internal Revenue Service;

b. In the application, provide an UEI number;

c. Have an account with login.gov;

d. Register for, update, or verify their SAM account and UEI and ensure the account is active before submitting the application;

e. Register in FEMA GO, add the organization to the system, and establish the

Authorized Organization Representative (AOR). The organization’s electronic business point of contact (EBiz POC) from the SAM registration may need to be involved in this step. For step-by-step instructions, see the FEMA GO Startup Guide.

f. Submit the complete application in FEMA GO; and

g. Continue to maintain an active SAM registration with current information at all times during which it has an active federal award or an application or plan under consideration by a federal awarding agency. As part of this, applicants must also provide information on an applicant’s immediate and highest-level owner and subsidiaries, as well as on all predecessors that have been awarded federal contracts or federal financial assistance within the last three years, if applicable.

Applicants are advised that FEMA may not make a federal award until the applicant has complied with all applicable SAM requirements. Therefore, an applicant’s SAM registration must be active not only at the time of application, but also during the application review period and when FEMA is ready to make a federal award. Further, as noted above, an applicant’s or recipient’s SAM registration must remain active for the duration of an active federal award. If an applicant’s SAM registration is expired at the time of application, expires during application review, or expires any other time before award, 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.

Per 2 C.F.R. § 25.110(c)(2)(iii), if an applicant is experiencing exigent circumstances that prevents it from obtaining an UEI number and completing SAM registration prior to receiving a federal award, the applicant must notify FEMA as soon as possible by contacting https://www.login.gov/ https://www.fema.gov/grants/guidance-tools/fema-go/startup fema-grants-news@fema.dhs.gov and providing the details of the circumstances that prevent completion of these requirements. If FEMA determines that there are exigent circumstances and FEMA has decided to make an award, the applicant will be required to obtain an UEI number, if applicable, and complete SAM registration within 30 days of the federal award date.

Further, following acceptance of a federal award, a recipient’s SAM registration must remain active for the duration of the award. If a recipient’s SAM registration expires during the federal award period of performance, FEMA may impose one or more remedy for noncompliance (see 2 C.F.R. § 200.339), which could include terminating the federal award.

6. 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 or requires applicants to submit their applications online through Grants.gov, depending on the funding opportunity.

For this funding opportunity, FEMA requires applicants to submit applications through

FEMA GO.

7. How to Register to Apply

a. General Instructions:

Registering and applying for an award under this program is a multi-step process and requires time to complete. Read the instructions below about registering to apply for 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. To ensure an application meets the deadline, applicants are advised to start the required steps well in advance of their submission.

Organizations must have an UEI number, an EIN, and an active SAM registration and Grants.gov account to apply for a federal award under this funding opportunity.

b. Obtain an UEI Number:

All entities applying for funding, including renewal funding, must have a UEI number.

Applicants must enter the UEI number in the applicable data entry field on the SF-424 form.

For more detailed instructions for obtaining a UEI number, refer to: SAM.gov.

c. Obtain Employer Identification Number:

All entities applying for funding must provide an Employer Identification Number (EIN).

The EIN can be obtained from the IRS by visiting: Apply for an Employer Identification Number (EIN) Online.

mailto:fema-grants-news@fema.dhs.gov https://sam.gov/content/home https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online

d. Create a login.gov Account:

Applicants must have a login.gov account in order to register with SAM or update their SAM registration. Applicants can create a login.gov account by visiting: login.gov.

Applicants only have to create a login.gov account once. For applicants that are existing SAM users, use the same email address for the login.gov account as with SAM.gov so that the two accounts can be linked.

For more information on the login.gov requirements for SAM registration, refer to:

SAM.gov.

e. Register with SAM:

All applicants applying online through FEMA GO must register with SAM. Failure to register with SAM will prevent an applicant from completing the application in FEMA GO.

SAM registration must be renewed annually. Organizations will be issued a UEI number with the completed SAM registration.

For more detailed instructions for registering with SAM, refer to Step 2: Register with SAM.

Note: Per 2 C.F.R. § 25.200, applicants must also provide the applicant’s immediate and highest-level owner, subsidiaries, and predecessors that have been awarded federal contracts or federal financial assistance within the last three years, if applicable.

I. ADDITIONAL SAM REMINDERS

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

SAM registration should be completed at the very beginning of the application period and should be renewed annually to avoid being “INACTIVE.” Please allow plenty of time before the grant application submission deadline to obtain an UEI number and then to register in SAM. It may be four weeks or more after an applicant submits the SAM registration before the registration is active in SAM, and then it may be an additional 24 hours before FEMA’s system recognizes the information.

It is imperative that the information applicants provide is correct and current. Please ensure that your organization’s name, address, and EIN are up to date in SAM and that the UEI number used in SAM is the same one used to apply for all other FEMA awards. Payment under any FEMA award is contingent on the recipient’s having a current SAM registration.

II. HELP WITH SAM

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

(866) 606-8220.

f. Register in FEMA GO, Add the Organization to the System, and Establish the AOR:

https://secure.login.gov/sign_up/enter_email?request_id=34f19fa8-14a2-438c-8323-a62b99571fd3 https://www.sam.gov/SAM/pages/public/loginFAQ.jsf https://apply07.grants.gov/help/html/help/Register/RegisterWithSAM.htm https://www.fsd.gov/gsafsd_sp

Applicants must register in FEMA GO and add their organization to the system. The organization’s electronic business point of contact (EBiz POC) from the SAM registration may need to be involved in this step. For step-by-step instructions, see FEMA GO Startup Guide.

Note: FEMA GO will support only the most recent major release of the following browsers:

• Google Chrome

• Internet Explorer

• Mozilla Firefox

• Apple Safari

• Microsoft Edge

Users who attempt to use tablet type devices or other browsers may encounter issues with using FEMA GO.

8. Submitting the Final Application

Applicants will be prompted to submit the standard application information and any program-specific information required as described in Section D.10 of this NOFO, “Content and Form of Application Submission.” The Standard Forms (SF) may be accessed in the Forms tab under the SF-424 family on Grants.gov. Applicants should review these forms before applying to ensure they have all the information required.

After submitting the final application, FEMA GO will provide either an error message or a successfully received transmission in the form of an email sent to the AOR that submitted the application. Applicants using slow internet connections, such as dial-up connections, should be aware that transmission can take some time before FEMA GO receives your application.

For additional application submission requirements, including program-specific requirements, please refer to the subsection titled “Content and Form of Application Submission” under Section D of this NOFO.

9. Timely Receipt Requirements and Proof of Timely Submission All applications must be completed in FEMA GO by the application deadline. FEMA GO automatically records proof of timely submission and the system generates an electronic date/time stamp when FEMA GO successfully receives the application. The individual with the AOR role that submitted the application will also receive the official date/time stamp and a FEMA GO tracking number in an email serving as proof of their timely submission on the date and time that FEMA GO received the application.

Applicants who experience system-related issues will be addressed until 3 p.m. ET on the date applications are due. No new system-related issues will be addressed after this deadline. Applications not received by the application submission deadline will not be accepted.

10. Content and Form of Application Submission

a. Standard Required Application Forms and Information https://www.fema.gov/grants/guidance-tools/fema-go/startup https://www.fema.gov/grants/guidance-tools/fema-go/startup https://grants.gov/forms/forms-repository/sf-424-family

The following forms or information are required to be submitted via FEMA GO. The Standard Forms (SF) are also available at SF-424 family on Grants.gov.

• SF-424, Application for Federal Assistance

• Grants.gov Lobbying Form, Certification Regarding Lobbying

• SF-424A, Budget Information (Non-Construction) o For construction under an award, submit SF-424C, Budget Information (Construction), in addition to or instead of SF-424A

• SF-424B, Standard Assurances (Non-Construction) o For construction under an award, submit SF-424D, Standard Assurances

(Construction), in addition to or instead of SF-424B

• SF-LLL, Disclosure of Lobbying Activities

b. Program-Specific Required Forms and Information The following program-specific forms or information are required to be submitted in FEMA

GO:

• SSP-A Application Worksheet: Additional certifications for the funds requested, budget instructions, and any subapplicant information known at the time of application submission. Applicants must upload their completed worksheet to the Project Worksheet section in FEMA GO as an Excel file with the naming convention SSPA_Application_Worksheet.

• For nonprofit applicants only: Submit evidence entity meets definition of nonprofit organization in 2 C.F.R. 200.1; for example, submit an IRS Form 990 with your application if you have previously filed one. Applicants must upload IRS Form 990s to the Additional Attachment (General Attachment) section in FEMA GO as a PDF with the naming convention SSPA_IRS_990_Form.

• For applicants with known nonprofit organization subapplicants only: Applicants must verify the nonprofit status of subapplicants and retain a copy of the documentation submitted by the subapplicant(s) as evidence of their nonprofit status for auditing purposes.

• For renovations or modifications to rented real property only: If an applicant or subapplicant is requesting funding for renovations or modifications to rented real property, submit the rental agreement addressing space, any limitations of use, and rental period. Applicants must upload documents to the Additional Attachment (General Attachment) section in FEMA GO as a PDF with the naming convention SSPA_Rental_Property. Upload one document for each individual rental agreement.

• For Reimbursement Funding Requests only:

o Alien Registration Number (A-Number) or evidence of DHS processing (e.g., I-94, I-385, I-860, I-862): A summary list reporting A-Numbers, names, corresponding DHS release dates of the served population, and corresponding service dates of the served population. Please do not send copies of the forms themselves. Applicants must use the provided A-Number Submission Template https://grants.gov/forms/forms-repository/sf-424-family to populate the information, then upload to the Project Worksheet Section in FEMA as an Excel file with the naming convention SSPA_ANumber_Worksheet. Recipients must ensure that full A-Numbers and accurate dates of service are provided.

o Proof of Purchase Documentation:

For each requested allowable activity service category (See

Appendix A), provide one example of proof of payment (e.g., canceled check, credit card statement, etc.) and a receipt reflecting the purchase. Applicants must upload proofs of payment and receipts to the Additional Attachment (General Attachment) section in FEMA GO as a PDF with the naming convention SSPA_Costs_Under_5000. Upload one document inclusive of all proofs of payment and receipts under $5,000. In the document, identify which proofs of payment and receipts are for which allowable activity service category.

For each purchase or allowable cost of $5,000 or more, provide proof of payment and a receipt reflecting the purchase or other documentation demonstrating calculation and allocation of cost in accordance with 2 C.F.R. Part 200, Subpart E. Applicants must upload proofs of payment and receipts to the Additional Attachment (General Attachment) section in FEMA GO as a PDF with the naming convention SSPA_Costs_Over_5000. Upload one document inclusive of all proofs of payment and receipts of $5,000 or more. In the document, identify which proofs of payment and receipts are for which allowable activity service category (See Appendix A).

Note: This information will be required when recipients draw down funds.

11. Other Submission Requirements

Notice to applicants applying with known nonprofit organizations with 501(c) (3) IRS status subapplicants:

For nonprofit organizations that have been approved as exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, FEMA may request a copy of IRS’s approval of the applicant’s or subapplicant’s tax exempt status (e.g., a determination letter or affirmation letter).

Applicants requesting pre-award costs must follow the instructions outlined in Section D.13.b. Pre-Award Costs.

12. 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 Executive Order 12372; Intergovernmental Review (SPOC List)).

13. Funding Restrictions and Allowable Costs https://www.archives.gov/federal-register/codification/executive-order/12372.html https://www.whitehouse.gov/wp-content/uploads/2020/04/SPOC-4-13-20.pdf

Federal funds made available through this award may be used for the purpose set forth in this NOFO and the terms and conditions of the 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 awards, 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.

All costs charged to federal awards (including both federal funding and any non-federal matching or cost sharing funds) must comply with applicable statutes, rules and regulations, and policies, this NOFO, and the terms and conditions of the federal award. They must also comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements at 2 C.F.R. Part 200 unless otherwise indicated in the NOFO or the terms and conditions of the federal award. This includes, among other requirements, that costs must be incurred, and products and services must be delivered within the budget period. See 2 C.F.R.

§ 200.403(h) (referring to budget periods, which for FEMA awards under this program is the same as the period of performance).

The following identifies a list of activities for which a recipient may not use federal funds and any cost sharing or matching funds under federal awards:

• Matching or cost sharing requirements for other federal grants and cooperative agreements (see 2 C.F.R. § 200.306)

• Lobbying or other prohibited activities under 18 U.S.C. § 1913 or 2 C.F.R. § 200.450

• Prosecuting claims against the federal government or any other government entity

(see 2 C.F.R. § 200.435). See subsections below for information on any other funding restrictions.

SSP funds may not be used for costs associated with new construction or to purchase real estate.

Costs associated with renovations or modifications to existing facilities may not exceed $250,000.00 for the entire application budget. All activities and programs funded by FEMA, including grant-funded projects, must comply with federal Environmental and Historic Preservation laws, Executive Orders, regulations, and policies, as applicable. See Section F.3.c. Environmental Planning and Historic Preservation Compliance.

a. Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services Recipients, subrecipients, and their contractors must comply with the prohibitions set forth in Section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019, Pub. L. No. 115-232 (2018) (FY 2019 NDAA) and 2 C.F.R. §§ 200.216, 200.327, 200.471, and Appendix II to 2 C.F.R. Part 200. The FY 2019 NDAA and these regulations, as they apply to recipients, subrecipients, and their contractors and subcontractors, provide for two distinct prohibitions: (1) prevent the use of federal award funds to procure or obtain covered telecommunications equipment or services; and (2) prevent the use of federal award funds to contract with an entity that uses such covered telecommunications equipment or services.

https://www.govinfo.gov/content/pkg/COMPS-15483/pdf/COMPS-15483.pdf

Guidance is available at FEMA Policy #405-143-1 - Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services.

Additional guidance is available at Contract Provisions Guide: Navigating Appendix II to Part 200 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards (fema.gov).

FEMA recipients and subrecipients may not use any FEMA funds under open or new awards to:

• Procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system;

• Enter into, extend, or renew a contract to procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system; or

• Enter into, extend, or renew contracts with entities that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.

I. REPLACEMENT EQUIPMENT AND SERVICES

FEMA grant funding may be permitted to procure replacement equipment and services impacted by this prohibition, provided the costs are otherwise consistent with the requirements of the NOFO.

II. DEFINITIONS

Per section 889(f)(2)-(3) of the FY 2019 NDAA and 2 C.F.R. § 200.216, covered telecommunications equipment or services means:

i. Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation, (or any subsidiary or affiliate of such entities);

ii. For the purpose of public safety, security of Government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities);

iii. Telecommunications or video surveillance services provided by such entities or using such equipment; or

iv. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the People’s Republic of China.

Examples of the types of products covered by this prohibition include phones, internet, video surveillance, and cloud servers when produced, provided, or used by the entities listed in the definition of “covered telecommunications equipment or services.” See 2 C.F.R. § 200.471.

https://www.fema.gov/sites/default/files/documents/fema_policy-405-143-1-prohibition-covered-services-equipment-gpd.pdf https://www.fema.gov/sites/default/files/documents/fema_policy-405-143-1-prohibition-covered-services-equipment-gpd.pdf https://www.fema.gov/sites/default/files/documents/fema_contract-provisions-guide_6-14-2021.pdf https://www.fema.gov/sites/default/files/documents/fema_contract-provisions-guide_6-14-2021.pdf https://www.fema.gov/sites/default/files/documents/fema_contract-provisions-guide_6-14-2021.pdf

b. Pre-Award Costs Pre-award costs are costs incurred prior to the effective date of the federal award or subaward. 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, applicants must include the costs with their application. The application must outline what the pre-award costs are for and include a detailed budget break-out of all costs included in the funding request.

The pre-award cost must meet the requirements of 2 C.F.R. Part 200.458, which provides that the cost must be necessary for efficient and timely performance of the grant’s scope of work. FEMA reserves the right to re-evaluate and disallow pre-award costs at time of award monitoring if it is later determined that the services were not properly procured or do not satisfy the requirements of 2 C.F.R. Part 200.458.

c. Management and Administration (M&A) Costs

Recipients may expend up to 5% of an SSP award for allowable M&A costs. Subrecipients may also expend up to 5% of their SSP subaward for allowable M&A costs. These may include services providing grants management, including grant application preparation.

These may also include recordkeeping (e.g., IT assistance (contracts and external support) and costs associated with creating a database and/or tracking system to assist with managing SSP funds as well as cybersecurity assessments and enhancements).

d. Indirect Facilities & Administrative (F&A) Costs

Indirect costs are allowable under this program as described in 2 C.F.R. Part 200, including 2 C.F.R. § 200.414. Indirect (F&A) costs (IDC) mean those costs incurred for a common or joint purpose benefitting more than one cost objective and not readily assignable to the cost objectives specifically benefitted, without effort disproportionate to the results achieved.

IDCs are allowable by the recipient [and subrecipients] as described in 2 C.F.R. Part 200, including 2 C.F.R. § 200.414. Applicants with a current negotiated IDC rate agreement who desire to charge indirect costs to a federal award must provide a copy of their IDC rate agreement with their applications. Not all applicants are required to have a current negotiated IDC rate agreement. Applicants that are not required to have a negotiated IDC rate agreement but are required to develop an IDC rate proposal must provide a copy of their proposal with their applications. Applicants who do not have a current negotiated IDC rate agreement (including a provisional rate) and wish to charge the de minimis rate must reach out to FEMA for further instructions. Applicants who wish to use a cost allocation plan in lieu of an IDC rate proposal must reach out to the FEMA Point of Contact for further instructions. As it relates to the IDC for subrecipients, a recipient must follow the requirements of 2 C.F.R. §§

200.332 and 200.414 in approving the IDC rate for subawards.

For information on procedures for establishing indirect cost rates, see FEMA’s Preparedness Grants Manual.

e. Evaluation Costs

Evaluation costs are allowable.

https://www.fema.gov/grants/preparedness/manual https://www.fema.gov/grants/preparedness/manual

f. Other Direct Costs Refer to Appendix A for a description of eligible activities.

E. Application Review Information

1. Application Evaluation Criteria

a. Programmatic Criteria

FEMA will review applications to ensure eligibility and compliance with all application requirements provided in this NOFO, as well as apply the following programmatic criteria:

Activities proposed are only those identified as allowable in this NOFO.

The applicant demonstrates their capacity, either organically or through a partnership, to provide each SSP allowable activity proposed for funding.

Proposed deliverables are consistent with the objectives and priorities of the SSP.

Project timelines are realistic, attainable, and conform to the performance period of the SSP.

Proposed costs are allowable, reasonable, and…