FY14 FPS FOA-Final-12-29-14.pdf

US Department of Homeland Security

Funding Opportunity Announcement (FOA)

FY 2014 FIRE PREVENTION AND SAFETY GRANT PROGRAM

Overview Information

Issued By US Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), Grant Programs Directorate (GPD)

Catalog of Federal Domestic Assistance (CFDA) Number 97.044

CFDA Title Assistance to Firefighters Grant

Funding Opportunity Announcement Title Fiscal Year (FY) 2014 Fire Prevention and Safety Grant Program (FP&S)

Authorizing Authority for Program Section 33 of the Federal Fire Prevention and Control Act of 1974, Pub. L. No. 93-498, as amended (15 USC § 2229)

Appropriation Authority for Program Department of Homeland Security Appropriations Act, 2014 (Pub. L. No. 113-76)

Opportunity ID Number

DHS-14-GPD-044-000-98

Key Dates and Time Application Start Date: 03/16/2015 at 8:00 a.m. ET Application Submission Deadline: 04/17/2015 at 5:00 p.m. ET Anticipated Funding Selection Date: N/A Anticipated Award Date: No later than 09/30/2015

Other Key Dates Projected Award Start Date(s): 06/01/2015 Projected Award End Date(s): 09/30/2015

Intergovernmental Review Is an intergovernmental review required? Yes No

Pursuant to Executive Order 12372, an intergovernmental review may be required by applicable State law or regulation. Applicants must contact their State’s Single Point of

Contact (SPOC) to find out about and comply with the State’s process under Executive Order 12372. Name and addresses of the SPOCs are maintained at the Office of Management and Budget’s homepage at http://www.whitehouse.gov/omb/grants_spoc to ensure currency.

Application Submission Extension Is an extension to the application submission deadline permitted? Yes No http://www.whitehouse.gov/omb/grants_spoc

1. Fire Prevention and Safety Activity (FP&S) Fire Departments National Organizations Regional Organizations State

Organizations Local Organizations Native American Tribal Organizations Community Organizations with fire prevention and/or fire safety experience or expertise

Private and Public Non-profit Organizations

2. Firefighter Safety Research and Development Activity (R&D)

National Organizations Regional Organizations State Organizations Local Organizations Academic Universities Public Health Occupational Health Injury Prevention Institutions Private and Public Non-profit Organizations.

For additional details, please see the full FOA, Section III. Eligibility Information.

FOA Executive Summary

Funding Category Select the applicable program type:

New Continuation One-time

Date of origin for Program:

10/30/2000

Funding Opportunity Category Discretionary Mandatory Competitive Non-competitive

Application Process DHS makes all funding opportunities available through the common electronic “storefront” Grants.gov, accessible on the Internet at http://www.grants.gov. For details on how to apply through Grants.gov, please read the full FOA, Section IX. How to Apply. If you experience difficulties accessing information or have any questions, please call the Grants.gov Contact Center at (800) 518-4726.

FP&S Application Home Page Links to the AFG Application portal are available via Grants.gov, the US Fire Administration, or the AFG Website. For additional details, please see the full FOA, Section IX. How to Apply.

Eligible Applicants The following entities are eligible to apply directly to FEMA under this solicitation:

Type of Funding Instrument Select the applicable funding instrument:

Grant Cooperative Agreement http:Grants.gov http:Grants.gov http:http://www.grants.gov

Cost Share or Match Select the applicable requirement:

Cost Share Cost Match Voluntary

NOTE: Grantee cost sharing is five percent for all eligible applicants unless modified by a waiver, subject to waiver eligibility. For additional details, please see Appendix B – Award Administration Information, Section I. Cost Sharing and Maintenance of Effort Requirements.

Maintenance of Effort Is there a Maintenance of Effort (MOE) requirement?

Yes No

A maintenance of effort is required under this program for all awardees, unless modified by a waiver, subject to waiver eligibility. An applicant seeking an FP&S Grant shall agree to maintain during the term of the grant the applicant’s aggregate expenditures relating to the activities allowable under this FOA at not less than 80 percent (80%) of the average amount of such expenditures in the two (2) fiscal years preceding the fiscal year in which the grant award is received.

Management and Administration No more than three percent of the federal share of FP&S Funds awarded may be retained by the grantee for management and administration (M&A) purposes associated with the FP&S Award. For additional details, please see Appendix B – Award Administration Information, Section II. Other Allowable Costs, A. Management and Administrative Costs.

Indirect Costs Indirect costs are allowable only if the applicant has an approved indirect cost rate with the cognizant federal agency.

Please refer to Appendix B – Award Administration Information, Section II. Other Allowable Costs, B. Indirect Costs.

Full Funding Opportunity Announcement

I. Funding Opportunity Description

Program Overview and Priorities The Department of Homeland Security (DHS) Federal Emergency Management Agency’s (FEMA) Grant Programs Directorate is responsible for the implementation and administration of the Assistance to Firefighters Grant (AFG) Program. The purpose of the AFG Program is to enhance the safety of the public and firefighters with respect to fire and fire-related hazards by assisting fire prevention programs and supporting firefighter health and safety research and development. The Grant Programs Directorate administers the Fire Prevention and Safety (FP&S) Grant Program as part of the AFG Program.

FP&S Grants are offered to support projects in two activities:

• Fire Prevention and Safety Activity: FP&S Activities are designed to reach high-risk target groups and mitigate the incidence of death and injuries caused by fire and fire-related hazards.

Accordingly, the four categories eligible for funding under this activity include the following:

Each category within this activity has specific priorities. For additional details, please see Appendix A., Section II. Eligible Activities and Categories.

• Research and Development Activity: R&D Projects are aimed at improving firefighter safety, health, or wellness through research and development that reduces firefighter fatalities and injuries (“Firefighter Safety Research and Development Activity”).

Accordingly, the five categories eligible for funding under this activity include the following:

This FOA provides potential applicants with application requirements and details for processing and evaluating applications for financial assistance for both of these activity areas.

Criteria Development Panel (CDP) FEMA annually convenes the Criteria Development Panel, a panel of Subject Matter Experts (SMEs) representing major fire service organizations, responsible for recommending fair and consistent application criteria and program priorities to FEMA.

For additional details, see Appendix A – Application Guidelines and Program Priorities, Section I. Criteria Development Panel.

Program Objectives The objective of the FY 2014 FP&S Program is to award grants directly to eligible applicants in order to carry out fire prevention and education, fire code enforcement, fire and arson investigation, and firefighter safety and health programming and prevention efforts.

The FY 2014 FP&S Program plays an important role in the implementation of the National Preparedness System (NPS) by supporting the building, sustainment, and delivery of core capabilities essential to achieving the National Preparedness Goal (NPG) of a secure and resilient nation. Delivering core capabilities requires the combined effort of the whole community, rather than the exclusive effort of any single organization or level of government.

The FY 2014 FP&S Program’s allowable costs support the efforts to build and sustain core capabilities.

Examples of tangible outcomes from FY 2014 FP&S Program includes building, sustaining, and delivering core capabilities through

• Public Information and Warning

• Operational Coordination

• Planning

• Community Resilience

• Long-Term Vulnerability Reduction

• Environmental Response/Health and Safety

For additional details, please see “National Preparedness Goal, First Edition, September 2011” at http://www.fema.gov/pdf/prepared/npg.pdf.

II. Funding Information

Award Amounts, Important Dates, and Extensions Available Funding for the FOA: $34,000,000

Projected Number of Awards: 100

Projected Award Start Date: 06/15/2015

Projected Award End Date: 09/30/2015 http://www.fema.gov/pdf/prepared/npg.pdf

NOTE: Applications and awards are limited to a maximum federal share of $1.5 million, regardless of applicant type.

Applicants will be notified via e-mail, through the AFG eGrants award management system, of the offer of an award. Applicants must accept their grant awards no later than 30 days from the award date. The awardee shall notify FEMA, the awarding agency, of its intent to accept and proceed with work under the grant or provide a written notice of intent to decline. Funds will remain on hold (for a maximum of 90 days) until the grantee accepts the award via the online AFG eGrants system. Declinations may be submitted via the online AFG eGrants system or through official correspondence (e.g., written, electronic signature, signed letter, or fax to the Grant Programs Directorate, Federal Emergency Management Agency, 800 K. Street NW, 9th Floor North Tower, Washington, DC 20001, Fax 202-786-9938), and all other conditions of award have been satisfied or the award is otherwise rescinded.

NOTE: Failure to accept the grant award within the 90-day timeframe may result in a loss of funds.

For additional details, please see the full FOA, Section VI. Post-Selection and Pre-Award Guidelines, A. Notice of Award.

Period of Performance

• Fire Prevention and Safety Activity (FP&S): The period of performance for projects proposed under the FP&S Activity is generally twelve (12) months.

Eligible applicants who propose complex projects, such as those under the National/Regional/State Programs and Studies, may apply for up to a twenty-four

(24) month period of performance from the date of award.

• Research and Development Activity (R&D): The period of performance for projects proposed under the R&D Activity is 12, 24 or 36 months from the date of award.

Extensions to the Period of Performance Is an extension to the Period of Performance permitted? Yes No

Grantees may receive an extension to their period of performance, upon request, due to compelling legal, policy, or operational challenges. For details, please see Appendix B – Award Administration Information, Section V. Amendments, A. Period of Performance Extensions.

III. Eligibility Information

A. Eligibility Criteria

i. Eligible Applicants

The following entities are eligible to apply directly to FEMA under this FOA:

1) Fire Prevention and Safety Activity (FP&S): Eligible applicants for this activity include fire departments; and, national, regional, state, local, Native American tribal, and non-profit organizations that are recognized for their experience and expertise in fire prevention and safety programs and activities. Both private and public non-profit organizations are eligible to apply for funding in this activity.

For-profit organizations, federal agencies, and individuals are not eligible to receive a FP&S Grant Award under the FP&S Activity.

2) Research and Development Activity (R&D): Eligible applicants for this activity include national, state, local, Native American tribal, and non-profit organizations, such as academic (e.g., universities), public health, occupational health, and injury prevention institutions. Both private and public non-profit organizations are eligible to apply for funding in this activity.

The aforementioned entities are encouraged to apply, especially those that are recognized for their experience and expertise in firefighter safety, health, or wellness research and development activities.

Fire departments are not eligible to apply for funding in the R&D Activity. Additionally, for-profit organizations, federal agencies, and individuals are not eligible to receive a grant award under the R&D Activity.

ii. Category Eligibility Criteria Please see Appendix A - Application Guidelines and Program Priorities, Section II. Eligible Activities and Categories for more information on eligible categories and project types under both the FP&S Activity and the R&D Activity.

IV. Funding Restrictions

Restrictions on Use of Award Funds Federal funds made available through this award may only be used for the purpose set forth in this award and must be consistent with the statutory authority for the award.

Award funds may not be used for matching funds for any other federal grants/cooperative agreements, lobbying, or intervention in federal regulatory or adjudicatory proceedings.

In addition, federal funds may not be used to sue the Federal Government or any other government entity.

Applicants may only submit one application, but may submit up to three projects under each activity (FP&S and R&D). Any applicant that submits more than one application may have all applications deemed ineligible.

For more information on restrictions on use of award funds, please see Appendix B – Award Administration Information, Section II. Other Allowable Costs.

V. Application Review Information and Selection Process

A. Application Review Information FEMA will screen submitted applications to affirm the eligibility for award of both the applicants and projects. Ineligible applications will not be considered for funding.

i. Technical Evaluation Process – Fire Prevention and Safety Activity All eligible FP&S Activity applications will be evaluated by a Technical Evaluation Process (TEP). The TEP is comprised of a panel of Peer Reviewers and then an additional review by FEMA. The panel of Peer Reviewers will assess each application’s merits with respect to the detail provided in the Narrative Statement on the activity, including the evaluation elements listed in the “Evaluation Criteria” section.

The panel will independently score each project within the application, discuss the merits and/or shortcomings of the application, and document the findings. A consensus is not required. The highest ranked applications will be deemed in the fundable range. Applications that are in the fundable range will undergo both a Technical Review by a Subject Matter Expert (SME) as well as a FEMA AFG/FP&S Program Office review prior to being recommended for award. The FEMA AFG/FP&S Program Office will assess the request with respect to costs, quantities, feasibility, eligibility, and grantee responsibility prior to recommending any application for award.

ii. Technical Evaluation Process – Research and Development Activity Eligible applications will be evaluated by a Technical Evaluation Process (TEP). The TEP is comprised of a Fire Service Panel Review, a Science Panel Review and then additional review by FEMA. All eligible applications will first be reviewed and scored by a panel of fire service experts to assess the need for the research results and the likelihood that the results would be implemented by the fire service in the United States.

The applications that are determined most likely to be implemented to enable improvement in firefighter safety, health, or wellness will be deemed to be in the “competitive range” and will be forwarded to the second level of application review, which is the scientific panel review process. This panel will be comprised of scientists and technology experts who have expertise pertaining to the subject matter of the proposal.

Scientific reviewers will independently score applications in the competitive range and, if necessary, discuss the merits or shortcomings of the application in order to reconcile any major discrepancies identified by fellow reviewers. A consensus is not required.

The highest ranked applications will be deemed in the fundable range.

Applications that are in the fundable range will undergo both a Technical Review by a SME as well as a FEMA AFG/FP&S Program Office review prior to being recommended for award. With input from these panels, for the highest ranked applications, FEMA will review each application’s strengths and weaknesses, how best the strengths fit the priorities of the FP&S Program, and how readily the weaknesses may be resolved to support likely impact of the project to improve firefighter safety, heath, or wellness. The FEMA AFG/FP&S Program Office will assess the request with respect to costs, quantities, feasibility, eligibility, and grantee responsibility prior to recommending any application for award.

B. Application Selection Process Funding decisions will be informed by an assessment of how well the application addresses the criteria and considerations listed below. Applications will be reviewed by the TEP using weighted evaluation criteria to score the project.

These scores will impact the ranking of a project for funding.

The applicant’s prior AFG, Staffing for Adequate Fire and Emergency Response (SAFER), and FP&S Grant management performance will also be taken into consideration when making recommendations for award. All final funding determinations will be made by the Administrator of FEMA or the Administrator’s delegate.

The relative weight of the evaluation criteria in the determination of the grant award is listed below.

i. Evaluation Criteria for Projects - Fire Prevention and Safety Activity

• Financial Need (10%): Applicants should provide details in the

Applicant Information section of the application on the need for financial assistance to carry out the proposed project(s). Included in the description might be other unsuccessful attempts to acquire financial assistance. Applicants should: provide detail about the applicant’s operating budget, including a high-level breakdown of the budget; describe the applicant’s inability to address financial needs without federal assistance; and, discuss other actions the applicant has taken to meet their staffing needs (e.g., state assistance programs or other grant programs).

• Vulnerability Statement (20%): The assessment of fire risk is essential in the development of an effective project goal, as well as meeting FEMA’s goal to reduce risk by conducting a risk assessment as a basis for action. Vulnerability is a “weak link,” demonstrating high risk behavior, living conditions, or any type of high risk situation or behavior. The Vulnerability Statement should include a description of the steps taken to determine the vulnerability (weak link) and identify the target audience. The methodology for determination of vulnerability (i.e., how you found the weak link) should be discussed in-depth in the application’s Narrative Statement.

o The specific vulnerability (weak link) that will be addressed with the proposed project can be established through a formal or informal risk assessment. FEMA encourages the use of local statistics, rather than national statistics, when discussing the vulnerability.

o In a clear, to-the-point statement, the applicant should summarize the vulnerability (weakness) the project will address, including who is at risk, what the risks are, where the risks are, and how the risks can be prevented.

o For the purpose of the FY 2014 FP&S FOA, formal risk assessments consist of the use of software programs or recognized expert analysis that assess risk trends.

o Informal risk assessments could include an in-house review of available data (e.g., National Fire Incident Reporting System [NFIRS]) to determine fire loss, burn injuries or loss of life over a period of time, and the factors that are the cause and origin for each occurrence.

• Implementation Plan (20%): Each project should provide details on the implementation plan which discusses the proposed project’s goals and objectives. The following information should be included to support the implementation plan:

be used to achieve the goals and objectives

promote the project, who will deliver the project (e.g., effective partnerships), and the manner in which materials or deliverables will be distributed o Requests for props (i.e., tools used in educational or awareness demonstrations), including specific goals, measurable results, and details on the frequency for which the prop will be utilized as part of the implementation plan.

Applicants should include information describing the efforts that will be used to reach the high risk audience and/or the number of people reached through the proposed project (examples of props include safety trailers, puppets, robots, or portable safety houses)

NOTE: For applicants proposing a complex project that may require a 24 month Period of Performance, please include significant justification and details in the implementation plan that justify the applicant’s need for a Period of Performance of more than 12 months.

• Evaluation Plan (20%): Projects should include an evaluation of effectiveness and identify measurable goals. Applicants seeking to carry out awareness and educational projects, for example, should identify how they intend to determine that there has been an increase in knowledge about fire hazards, or measure a change in the safety behaviors of the audience. Applicants should demonstrate how they will measure risk at the outset of the project in comparison to how much the risk decreased after the project is finished. There are various ways to measure the knowledge gained about fire hazards, including the use of surveys, pre- and post-tests, or documented observations.

• Cost-Benefit (10%): Projects will be evaluated based on how well the applicant addresses the fire prevention needs of the department or organization in an economic and efficient manner. It should show how to maximize the level of funding that goes directly into the delivery of the project. The costs associated with the project must also be reasonable for the target audience that will be reached and a description of how the anticipated benefit(s) of their projects outweighs the cost(s) of the requested item(s) should be included.

It should provide justification for all costs included in the project in order to assist the TEP with their review.

• Sustainability (15%): Each project will also be evaluated to determine whether the overall activity will be sustained (continued) beyond the grant performance period and whether it has a greater potential for long-term benefits. Examples of sustainable projects can be shown through the long-term benefits derived from the delivery of the project, the number of non-federal partners likely to continue the effort, or the demonstrated long-term commitment of the applicant.

• Funding Priorities (5%): Applicants will be evaluated on whether the proposed project meets the stated funding priority (listed below) for the applicable category.

o General Education/Awareness Priority: Comprehensive home fire safety campaign with door-to-door smoke alarm installations and/or sprinkler awareness.

o Fire/Arson Investigation Priority: Projects that aim to aggressively investigate every fire.

o Code Enforcement/Awareness Priority: Projects that focus on first time or reinstatement of code adoption and code enforcement.

o National/State/Regional Programs and Studies Priority:

Projects that focus on residential fire issues and/or firefighter safety projects or strategies that are designed to measureable change firefighter behavior and decision-making.

o Meeting the needs of people with disabilities (additional consideration): Applicants in the General Education/Awareness category will receive additional consideration if, as part of their comprehensive smoke alarm installation and education program, they address the needs of people with disabilities (e.g., deaf/hard-of-hearing, etc.) in their community.

• Experience and Expertise (additional consideration):

Applicants who demonstrate their experience and ability to conduct fire prevention and safety activities, and to execute the proposed or similar project(s), will receive additional consideration.

NOTE: Applicants in the National/State/Regional Programs and Studies category will be required to list in the Narrative Section any proposed or in place partnerships that would support the project.

ii. Evaluation Criteria for Projects - Research and Development Activity Funding decisions will be informed by an assessment of how well the application addresses the criteria and considerations listed below. All applications will be reviewed by a fire service expert panel using weighted evaluation criteria, and those applications deemed to be in the “competitive range” will then be reviewed by a scientific peer review panel evaluation using weighted evaluation criteria to score the project.

Scientific evaluations will impact the ranking of a project for funding.

Fire Service Evaluation Criteria:

• Purpose (25%): Applicants should clearly identify the benefits of the proposed research project to improve firefighter safety, health, or wellness, and identify specific gaps in knowledge that will be addressed.

• Implementation by Fire Service (25%): Applicants should discuss how the outcomes/products of this research, if successful, are likely to be widely/nationally adopted and accepted by the fire service as changes that enhance firefighter safety, health, or wellness.

• Potential Impact (15%): Applicants should discuss the potential impact of the research outcome/product on firefighter safety by quantifying the possible reduction in the number of fatal or non-fatal injuries or on wellness by significantly improving the overall health of firefighters.

• Barriers (15%): Applicants should recognize that all research contains some level of risk and that the proposed outcomes may not be realized. The applicant needs to identify and discuss potential fire service and other barriers to successfully complete the study on schedule, including contingencies and strategies to deal with barriers if they materialize. This may include barriers that could inhibit the proposed fire service participation in the study or the adoption of successful results by the fire service when the project is completed.

• Partners (20%): Applicants should recognize that participation of the fire service as a partner in the research from development to dissemination is regarded as an essential part of all projects.

Describe the fire service partners and contractors that will support the project to accomplish the objectives of the study. The specific roles and contributions of the partners to the project should be described. Partnerships may be formed with local and regional fire departments and also with national fire-related organizations.

Letters of support and letters of commitment to actively participate in the project should be included in the Appendix of the application. Generally, participants of a diverse population, including both career and volunteer firefighters, are expected to facilitate acceptance of results nationally. In cases where this is not practical, due to the nature of the study or other limitations, these circumstances should clearly be explained.

Science Panel Evaluation Criteria:

• Project goals, objectives, and specific aims (15%): Applicants should address how the purpose, goals, objectives, and aims of the proposal will lead to results that will improve firefighter safety, health, or wellness. For multi-year projects, greater detail should be given for the first year. Also, describe the specific goals and objectives for the second and third year.

• Literature Review (10%): Applicants should provide a literature review that is relevant to the project’s goals, objectives, and specific aims. The citations are placed in the narrative text and references listed at the end of the Narrative Statement (and not in the Appendix) of the application. The review should be in sufficient depth to make it clear that the proposed project is necessary, adds to an existing body of knowledge, is different from current and previous studies, and offers a unique contribution.

• Project Methods (20%): Applicants should provide a description of how the project will be carried out, including demonstration of the overall scientific and technical rigor and merit of the project.

This includes the operations to accomplish the purpose, goals and objectives, and the specific aims of the project. Plans to recruit and retain human subjects, where applicable, should be described.

Where human subjects are involved in the project, describe plans for submission to the Institutional Review Board (IRB) (for further guidance and requirements, see Appendix A – Application Guidelines and Program Priorities, Section IX. Human Subjects Research).

• Project Measurements (20%): Applicants should provide evidence of the technical rigor and merit of the project, such as data pertaining to validity, reliability, and sensitivity (where established) of the facilities, equipment, instruments, standards, and procedures that will be used to carry out the research. The applicant should discuss the data to be collected to evaluate the performance methods, technologies, and products proposed to enhance firefighter safety, health, or wellness. The applicant should demonstrate that the measurement methods and equipment selected for use are appropriate and sufficient to successfully deliver the proposed project objectives.

• Project Analysis (20%): The applicant should indicate the planned approach for analysis of the data obtained from measurements, questionnaires, or computations. Specify within the plan what will be analyzed, the statistical methods that will be used, the sequence of steps, and interactions as appropriate. It should be clear that the Principal Investigator (PI) and research team have the expertise to perform the planned analysis and defend the results in a peer review process.

• Dissemination and Implementation (15%): Applicants should indicate dissemination plans for scientific audiences (such as plans for submissions to specific peer review publications) and for firefighter audiences (such as via websites, magazines, and conferences). Also, assuming positive results and where applicable, indicate future steps that would support dissemination and implementation throughout the fire service. These are likely to be beyond the current study, so those features of the research activity that will facilitate future dissemination and implementation should be discussed. All applicants should specify how the results of the project, if successful, might be disseminated and implemented in the fire service to improve firefighter safety, health, or wellness. It is expected that successful R&D Activity Projects may give rise to future programs including FP&S Activity Projects.

• Cost vs. Benefit (additional consideration): Cost vs. benefit in this evaluation element refers to the costs of the grant for the research and development project vs. the benefits that are projected for firefighters who would have improved safety, health, or wellness. Applicants should demonstrate a high benefit for the cost incurred and effective utilization of federal funds for research activities.

• Financial Need (additional consideration): In the Applicant Information section of the application, applicants should provide details on the need for federal financial assistance to carry out the proposed project(s). Included in the description might be other unsuccessful attempts to acquire financial assistance. Applicants should provide detail about the organization’s operating budget, including a high-level breakdown of the budget; describe the department’s inability to address financial needs without federal assistance; and discuss other actions the department has taken to meet their staffing needs (e.g., state assistance programs, other grant programs, etc.).

Research and Development (R&D) Activity Formatting Requirements

1. Applications must include one Narrative Statement and one Appendix document (per project).

2. The Narrative Statement for the R&D Activity is limited to 20 pages per project. The first page of the Narrative Statement must include an abstract of about 250 words that addresses purpose and aims, relevance, methods, and anticipated outcomes. All narrative text, including pertinent references and footnotes must be in the Narrative Statement. It must include which selected R&D category type the project is addressing. Also, the contact information (e-mail address and telephone number) for the principal investigator must be provided on the first page of the Narrative Statement.

3. It may be useful to organize the Narrative Statement to follow the R&D Evaluation Criteria listed within this announcement, including the Fire Service criteria first and the Science criteria subsequently.

4. All references and footnotes pertaining to the Narrative Statement must be in the Narrative Statement. Tables and figures may be included in either the Narrative Statement or the Appendix document.

5. The Appendix is limited to 25 pages per project. It includes curriculum vitae and may include other items, such as data collection instruments, additional tables and figures, illustrations, specifications for product designs, and letters of commitment from partners. If this project is a resubmission, applicants may utilize up to two pages of the Appendix to address reviewer concerns from a previous year.

6. Curriculum Vitae (CVs) for the PI and lead scientists, as well as other key research personnel listed in the budget, are to be included in the Appendix, but are limited to a maximum of two pages per CV.

Applicants are strongly encouraged to follow the biographical sketch sample (see Appendix A – Application Guidelines and Program Priorities, Section IX. Human Subjects Research, Biographical Sketch Sample) in preparing CVs.

27.9 cm) or smaller.

10. Margins: All margins (top, bottom, left, and right) must be at least 1"

(2.54cm).

11. Header: The header on each page of the Narrative Statement and the

Appendix should contain:

VI. Post-Selection and Pre-Award Guidelines

A. Notice of Award Successful applicants for all DHS Grants are required to comply with DHS Standard Administrative Terms and Conditions available within Section 6.1.1 of the CFO Authority for Financial Assistance and Oversight. For more information, please contact the AFG/FP&S Help Desk at (866) 274-0960 or by email at firegrants@fema.gov.

Upon approval of an application, the award will be made in the form of a grant.

The date the approval of award is signed by the authorized official of the federal awarding agency is the “Award Date.” Notification of award approval is made through the eGrants system through an automatic email to the grantee point of contact listed in the initial application.

mailto:firegrants@fema.gov

Once an award has been approved and recorded in the system, a notice is sent to the grant official authorized by the grantee in the application. The authorized grant official should follow the directions in the notification to accept the award documents. The authorized grant official should carefully read the award package for instructions on administering the grant and to learn more about the terms and conditions associated with responsibilities under federal awards.

FEMA will evaluate and act on applications within 90 days following close of the application period.

NOTE: Turndown Procedure - FP&S Grants are competitive. Not all applications will be successful, but all unsuccessful applicants will receive a decision letter from FEMA that briefly describes the shortcomings and weaknesses of the application. These aspects are articulated by the technical evaluation process. Due to the historically high number of turndowns for these grants, detailed debriefs for all applicants will not be possible.

i. Administrative and Federal Financial Requirements A complete list of Federal Financial Requirements is available at http://www.whitehouse.gov/omb/grants_forms. All successful applicants for all DHS Grant and cooperative agreements are required to comply with DHS Standard Administrative Terms and Conditions, which are enumerated in the DHS Chief Financial Officer Financial Management Policy Manual and are available online at http://www.dhs.gov/sites/default/files/publications/Proposed%20FY%201 4%20Standard%20TC%202013-12-04.pdf

NOTE: Future awards and fund drawdowns may be withheld if these reports are delinquent.

ii. Federal Financial Reports (SF-425) Recipients of FP&S Grants awarded on or after October 1, 2009, are required to submit semi-annual Federal Financial Reports (FFR) (SF-425).

The FFR is to be submitted using the online eGrants system based on the calendar year beginning with the period after the award is made. Grant recipients are required to submit an FFR throughout the entire period of performance of the grant. Reports are due

January 31

• Within 90 days after the end of the Period of Performance

For line-by-line instructions for completing the SF425, please visit http://www.whitehouse.gov/sites/default/files/omb/grants/standard_forms/ ffr_instructions.pdf.

http://www.whitehouse.gov/sites/default/files/omb/grants/standard_forms http://www.dhs.gov/sites/default/files/publications/Proposed%20FY%201 http://www.whitehouse.gov/omb/grants_forms

iii. Grant Closeout Process Within 90 days after the end of the period of performance, grantees must submit a final FFR and final progress report detailing all accomplishments throughout the period of performance. After these reports have been reviewed and approved by FEMA, a closeout notice will be completed to close out the grant. The notice will indicate the period of performance as closed, list any remaining funds that will be deobligated, and address the requirement of maintaining the grant records for three years from the date of the final FFR. The grantee is responsible for returning any funds that have been drawn down but remain as unliquidated on grantee financial records. Please also see Appendix B – Award Administration Information, XI. Payments/Drawdown/Rebates, C. Payment Requests During Closeout.

Return of Funds to FEMA Information on how to return funds to FEMA is available at http://www.fema.gov/media-library/assets/documents/31261?id=7080.

iv. Program Performance Reporting Requirements FP&S (Programmatic) Performance Report (SF-PPR) The awardees will be responsible for providing updated project(s) information on a semi-annual basis. The grantee is responsible for completing and submitting a programmatic Performance Report using the eGrants system. The programmatic Performance Report is due six months after the grant’s award date and every six months after if applicable.

v. Monitoring Grant recipients will be monitored periodically by FEMA staff, both programmatically and financially, to ensure that the project goals, objectives, performance requirements, timelines, milestone completion, budgets, and other related program criteria are being met.

Monitoring may be accomplished through either a desk-based review or onsite monitoring visits, or both. Monitoring will involve the review and analysis of the financial, programmatic, performance, compliance, and administrative processes and policies, activities, and other attributes of each federal assistance award and will identify areas where technical assistance, corrective actions, and other support may be needed.

Grantees have the opportunity to participate in a Post Award Orientation (PAO) to have questions answered, receive technical assistance and review the terms and conditions of the grant. The Post Award Orientation is optional.

http://www.fema.gov/media-library/assets/documents/31261?id=7080

vi. Federal Funding Accountability and Transparency Act This act refers to reporting requirements under the Federal Funding Accountability and Transparency Act of 2006 (FFATA) (Public Law 109- 282), as amended by Section 6202(a) of the Government Funding Transparency Act of 2008 (Public Law 110-252). As defined by the OMB, all new federal awards of $25,000 or more as of October 1, 2010, are subject to FFATA reporting requirements. Federal awards include not only prime awards for grantees, cooperators, and contractors but also awards to sub-recipients. More information can be found at http://www.usaspending.gov/news.

vii. Financial and Compliance Audit Report For audits of fiscal years beginning on or after December 26, 2014, recipients that expend $750,000 or more from all federal funding sources during their fiscal year are required to submit an organization-wide financial and compliance audit report. The audit must be performed in accordance with the requirements of GAO’s Government Auditing Standards, located at http://www.gao.gov/govaud/ybk01.htm, and the requirements of Subpart F of 2 CFR Part 200, located at http://www.ecfr.gov/cgi-bin/text-idx?SID=55e12eead565605b4d529d82d276105c&node=2:1.1.2.1.1.6&rg n=div6.

For audits of fiscal years beginning prior to December 26, 2014, recipients that expend $500,000 or more from all federal funding sources during their fiscal year are required to submit an organization-wide financial and compliance audit report. The audit must be performed in accordance with GAO’s Government Auditing Standards, located at http://www.gao.gov/govaud/ybk01.htm, and OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, located at http://www.whitehouse.gov/omb/circulars/a133_compliance_supplement_ 2012. Audit reports are currently due to the Federal Audit Clearinghouse no later than nine months after the end of the recipient’s fiscal year.

viii. Required Performance and Financial Reports for Grant Closeout Final performance report (SF-PPR) Narrative (within the Closeout module in eGrants) is due 90 days after the end of the period of performance or as amended. The Final SF-425 is due 90 days after the end of the grant period.

VII. DHS/FEMA/GPD/AFG Contact Information

A. Contact and Resource Information Resources are available to:

• Guide applicants in completing FP&S Grant Applications; and http://www.whitehouse.gov/omb/circulars/a133_compliance_supplement http://www.gao.gov/govaud/ybk01.htm http://www.ecfr.gov/cgi-bin/text http://www.gao.gov/govaud/ybk01.htm http://www.usaspending.gov/news

• Assist grantees with the programmatic or financial administration of an award.

i. AFG/FP&S Help Desk The AFG/FP&S Help Desk provides technical assistance to applicants for the online completion and submission of applications into the eGrants system, answers questions concerning applicant eligibility and grantee responsibilities, and offers assistance in the programmatic administration of awards. The AFG/FP&S Help Desk can be contacted at (866) 274-0960 or by email at firegrants@fema.gov. Normal hours of operation are from 8:00 a.m. to 4:30 p.m., Monday through Friday. All times listed are Eastern Time.

ii. FEMA Regional Fire Program Specialists Each FEMA region has specialists who can assist applicants with application information, award administration, and technical assistance.

For information on your Regional Specialist, visit http://www.fema.gov/fireGrants-contact-information.

iii. Grant Programs Directorate (GPD) FEMA will provide pre- and post-award administration and technical assistance for the grant programs included in this solicitation. Additional guidance and information can be obtained by contacting the FEMA Call Center at (866) 927-5646 or via email at ASK-GMD@dhs.gov.

iv. eGrants System Information For technical assistance with the eGrants system or FP&S Application or Award questions, please contact the AFG/FP&S Help Desk. The Help Desk can also be contacted at (866) 274-0960.

VIII. Other Critical Information

Note on Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards FP&S Grantees are required to follow all applicable federal regulations, including regulations governing administrative requirements, cost principles, and audit requirements for federal awards which are in place on the date in which a grant is awarded by FEMA to the grantee.

On December 26, 2013, the Office of Management and Budget (OMB) promulgated the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards that establish a new, uniform set of mandatory requirements for federal awards to non-federal entities. OMB codified this final guidance (also commonly referred to as the “Super Circular” or “Omni Circular”) on December 26, 2013 at 2 CFR Part 200.

This final guidance will supersede existing federal regulations governing FEMA Grants mailto:ASK-GMD@dhs.gov http://www.fema.gov/fireGrants-contact-information mailto:firegrants@fema.gov for future awards, which include but are not limited to the Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments at 44 CFR Part 13, the Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations at 2 CFR Part 215, the Cost Principles for State, Local, and Indian Tribal Governments at 2 CFR Part 225, the Cost Principles for Educational Institutions at 2 CFR Part 220, the Cost Principles for Non-Profit Organizations at 2 CFR Part 230, and Audits of States, Local Governments and Non-Profit Organizations at OMB Circular A-133.

OMB has directed the Department of Homeland Security to adopt these new requirements at 2 CFR Part 200 no later than December 26, 2014. Any grant awards made after DHS’s adoption of the regulations at 2 CFR Part 200 will be required to follow the new regulations. FEMA anticipates that all FY 2014 FP&S Awards will be made after the adoption of the new regulations. Except as otherwise noted, awards made by FEMA prior to that date – including grants made in previous fiscal years – will continue to apply the existing requirements which include, but are not limited to, 44 CFR Part 13 and 2 CFR Part 225. FEMA will provide additional information to FP&S Stakeholders and Applicants upon adoption of the new regulations.

Environmental Planning and Historic Preservation (EHP) Compliance As a federal agency, FEMA is required to consider the effects of its actions on the environment and/or historic properties to ensure that all activities and programs funded by the agency, including grants-funded projects, comply with Federal EHP regulations, laws, and Executive Orders as applicable. Grantees and sub-grantees proposing projects that have the potential to impact the environment, including but not limited to construction of communication towers, modification or renovation of existing buildings, structures and facilities, or new construction including replacement of facilities, must participate in the FEMA EHP review process. The EHP review process involves the submission of a detailed project description that explains the goals and objectives of the proposed project along with supporting documentation so that FEMA may determine whether the proposed project has the potential to impact environmental resources and/or historic properties. In some cases, FEMA is also required to consult with other regulatory agencies and the public in order to complete the review process. The EHP review process must be completed before funds are released to carry out the proposed project. It is FEMA's policy to not fund projects that have been initiated or completed before any required EHP review has been conducted. Grantees are encouraged to submit EHP Screening Forms as soon as possible to ensure that adequate time is allowed for the EHP review. The GPD EHP Screening Form can be accessed at http://www.fema.gov/media-library/assets/documents/90195.

EHP Policy Guidance can be found in FP 108-023-1, Environmental Planning and Historic Preservation Policy Guidance, at http://www.fema.gov/media-library/assets/documents/85376, and FP 108-024-4, FEMA Environmental Planning and Historical Preservation Policy, at http://www.fema.gov/media-library-data/1388411752234-6ddb79121951a68e9ba036d2569aa488/18Dec13- NoNEPAReview.pdf.

http://www.fema.gov/media-library http://www.fema.gov/media http://www.fema.gov/media

For more details, see Appendix B, Award Administration Information II. Other Allowable Costs, I. Environmental Planning and Historic Preservation Compliance.

National Fire Incident Reporting System (NFIRS) While NFIRS reporting is strongly encouraged, NFIRS reporting is not a requirement to apply for or be awarded a grant within the FP&S Program. However, any fire-based organization(s) that receives an FP&S Grant must commence reporting to NFIRS prior to accepting their Award.

The grantee may be asked by FEMA to provide proof of compliance in reporting to NFIRS. Any grantee that stops reporting to NFIRS during their grant’s Period of Performance is subject to having their award(s) modified or withdrawn.

National Incident Management System (NIMS) Implementation Prior to allocation of any federal…