FY15-AFG-NOFO- Amended.pdf

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

FY2015 Assistance to Firefighters Grants (AFG)

NOTE: Applicants pursuing this funding opportunity who have not obtained a Data Universal Numbering System (DUNS) number and/or are not currently registered in the System for Award Management (SAM) should take immediate action to obtain a DUNS number, if applicable, and then register immediately in SAM. It may take four weeks or more after SAM registration submittal before the registration is active in SAM, then an additional 24 hours for Grants.gov to recognize the information. Information on obtaining a DUNS number and registering in SAM is available from Grants.gov at http://www.grants.gov/web/grants/register.html

A. Program Description

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

Catalog of Federal Domestic Assistance (CFDA) Number

97.044

CFDA Title

Assistance to Firefighters Grants

Notice of Funding Opportunity Title

FY 2015 Assistance to Firefighters Grants (AFG)

NOFO Number

DHS-15-GPD-044-000-99

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, 2015 (Pub. L. No. 114-4)

Program Type

New

Program Overview, Objectives, and Priorities

The Department of Homeland Security (DHS), Federal Emergency Management Agency’s (FEMA), Grant Programs Directorate (GPD) 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 providing direct financial assistance to eligible fire departments, nonaffiliated EMS organizations, and State Fire Training Academies (SFTA) for critically needed resources to http://www.grants.gov/web/grants/register.html equip and train emergency personnel to recognized standards, enhance operational efficiencies, foster interoperability, and support community resilience.

In awarding grants, the Administrator of FEMA shall consider the following:

• The findings and recommendations of the Technical Evaluation Panel (TEP).

• The degree to which an award will reduce deaths, injuries, and property damage by reducing the risks associated with fire related and other hazards.

• The extent of an applicant’s need for an AFG Grant and the need to protect the United

States as a whole.

For additional information on program priorities and objectives for the FY 2015 AFG, refer to Appendix B, FY 2015 AFG Programmatic Information and Priorities.

As specified in the “DHS Quadrennial Homeland Security Review,” the AFG Program supports the basic mission of:

• Strengthen National Preparedness and Resilience

The AFG Program also addresses the following “Presidential Program Directive – 8, Preparedness Terms”:

• Security

• Resilience

• Prevention

• Protection

• Mitigation

• Response, and

• Recovery

B. Federal Award Information

Award Amounts, Important Dates, and Extensions Available

Funding for the NOFO: $306,000,0001 Projected number of Awards: 2500

Period of Performance: Twelve months from the date of award.

For additional information on period of performance extensions, refer to Appendix C: Award Administration Information, VIII. Payments and Amendments.

Projected Period of Performance Start Date(s): 03/31/2016

Projected Period of Performance End Date(s): 03/31/2017

Funding Instrument: Grant

1 Note that this figure differs from the total amount appropriated under the Department of Homeland Security Appropriations Act, 2015, Pub. L. No.

114-4. In this FY 2015 AFG NOFO, percentages of “available grant funds” refers to the total amount appropriated—$340,000,000—by Pub. L. No.

114-4 to meet the statutory requirements of § 33 of the Federal Fire Prevention and Control Act of 1974, Pub. L. No. 93-498, as amended (15 U.S.C.

§ 2229). A portion of these “available grant funds” will be allocated to the Fire Prevention & Safety (FP&S) program, which will have a separate NOFO and application period. $34,000,000 will be allocated to FP&S for FY 2015.

C. Eligibility Information

Eligible Applicants

Fire Departments: Fire departments operating in any of the 56 states, which include any state of the United States, the District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S.

Virgin Islands, Guam, American Samoa, the Commonwealth of Puerto Rico; or, any federally-recognized Indian tribe or tribal organization are eligible applicants. A Fire Department is an agency or organization having a formally recognized arrangement with a state, territory, local, or tribal authority (city, county, parish, fire district, township, town, or other governing body) to provide fire suppression to a population within a geographically fixed primary first due response area.

Nonaffiliated EMS organizations: Nonaffiliated EMS organizations operating in any of the 56 states, which include any state of the United States, the District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S. Virgin Islands, Guam, American Samoa, the Commonwealth of Puerto Rico; or, any federally-recognized Indian tribe or tribal organization are eligible applicants. A nonaffiliated EMS organization is an agency or organization that is a public or private nonprofit emergency medical services entity providing medical transport, that is not affiliated with a hospital and does not serve a geographic area in which emergency medical services are adequately provided by a fire department.

FEMA considers the following as hospitals under the AFG Program:

• Clinics

• Medical centers

• Medical college or university

• Infirmary

• Surgery centers

• Any other institution, association, or foundation providing medical, surgical, or psychiatric care and/or treatment for the sick or injured.

State Fire Training Academies: A State Fire Training Academy (SFTA) operating in any of the 56 states, which includes any state of the United States, the District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of Puerto Rico is an eligible applicant. Applicants must be designated either by legislation or by a Governor’s declaration as the sole State fire service training agency within a State. The designated SFTA shall be the only State agency/bureau/division, or entity within that State, to be an eligible AFG SFTA applicant.

Eligibility Criteria

AFG has three activities:

• Operations and Safety

• Vehicle Acquisition

• Regional Projects

Each activity has its own application and its own eligibility requirements. These requirements are outlined in Appendix B: Programmatic Information and Priorities

Other Eligibility Criteria

National Fire Incident Reporting System (NFIRS) NFIRS reporting is not a requirement to apply for any AFG Program; however fire departments that receive funding under this program must agree to provide information to the NFIRS for the period covered by the assistance. If a recipient does not currently participate in the incident reporting system and does not have the capacity to report at the time of the award, that recipient must agree to provide information to the system for a twelve-month period commencing as soon as possible after they develop the capacity to report. Capacity to report to the NFIRS must be established prior to the termination of the one-year performance period. The recipient may be asked by FEMA to provide proof of compliance in reporting to NFIRS. Any recipient that stops reporting to NFIRS during their grant’s period of performance may be subject to the remedies for noncompliance at 2 C.F.R. § 200.338, unless they have yet to develop the capacity to report to NFIRS, as described above.

There is no NFIRS reporting requirements for nonaffiliated EMS organizations and State Fire Training Academies.

National Incident Management System (NIMS) Implementation AFG applicants are not required to be in compliance with the National Incident Management System (NIMS) to apply for AFG funding or to receive an AFG award. Any applicant that receives an FY 2015 AFG award must achieve the level of NIMS compliance required by the authority having command and control jurisdiction over the applicant’s emergency service operations (e.g., a local government), prior to the end of the grant’s period of performance.

Maintenance of Effort An applicant seeking an AFG Grant shall agree to maintain, during the term of the grant, the applicant’s aggregate expenditures relating to activities allowable under this NOFO, at not less than 80 percent of the average amount of such expenditures in the two preceding fiscal years to the year this grant is awarded.

Cost Share or Match Recipient cost sharing is generally required as described below.

In general, eligible applicant shall agree to make available in non-federal funds, an amount equal to and not less than 15 percent of the grant awarded, except for entities serving small communities:

• When serving a jurisdiction of 20,000 residents or fewer, the applicant shall agree to make available non-federal funds in an amount equal to and not less than 5 percent of the grant awarded.

• When serving a jurisdiction of more than 20,000 residents, but not more than 1,000,000 residents, the applicant shall agree to make available non-federal funds in an amount equal to and not less than 10 percent of the grant awarded.

• When serving a jurisdiction of more than 1,000,000 residents, the applicant shall agree to provide non-federal funds in an amount equal to and not less than 15 percent of the grant awarded.

The cost share for SFTAs will be based on the total population of the State.

The cost share for a Regional application will be based on the aggregate population of the primary first due response areas of the Host and participating partner organizations that execute a Memorandum of Understanding (MOU) as described in Appendix B, VI, Regional projects.

FEMA has developed a cost share calculator tool in order to assist applicants with determining their cost share. The cost share tool is available at: http://www.fema.gov/media-library/assets/documents/100145

Types of Cost Share

• Cash (Hard Match): Cost share of non-federal cash is the only allowable recipient contribution for AFG activity (Vehicle Acquisition, Operations and Safety, and Regional).

• Trade-In Allowance/Credit: On a case-by-case basis, FEMA may allow recipients already owning assets acquired with non-federal cash, to use the trade-in allowance/credit value of those assets as cash for the purpose of meeting their cost share obligation. In order for FEMA to consider a trade-in allowance/credit value as cash, the allowance amount must be reasonable, and the allowance amount must be a separate entry clearly identified in the acquisition documents.

• In-kind (Soft Match): In-kind cost share is not allowable for AFG Overmatch: In the application narrative, an organization may indicate a voluntary pledge to commit additional financial support toward a project(s) cost, which is in addition to their required cost share obligation as detailed in the NOFO and required by law. FEMA will not account for this promised additional funding in the terms of the award. The award budget will not account for any voluntary committed cost sharing or overmatch. The use of an overmatch is not given additional consideration when scoring applications.

Economic Hardship Waivers The Administrator of FEMA may waive or reduce recipient cost share or maintenance of effort requirements in cases of demonstrated economic hardship. Please see Appendix C: Award Administration Information for additional information.

D. Application and Submission Information

Key Dates and Times

Date posted to Grants.gov: 11/30/2015 at 8:00 AM EST Application Start Date: 12/7/2015 at 8:00 AM EST Application Submission Deadline Date: 1/15/2016 at 5:00 PM EST Anticipated Program Office Review Dates: 2/15/2016 – 03/02/2016 Anticipated Funding Selection Date: 03/2/2016

Application Submission Extension In general, DHS/FEMA will not review applications received after the deadline or consider them for funding. DHS/FEMA may, however, extend the application deadline on request for any applicant who can demonstrate good cause exists to justify extending the deadline. Good cause for an extension may include technical problems outside of the applicant’s control that prevent submission of the application by the deadline, or other exigent or emergency circumstances. Applicants experiencing technical issues should notify the FEMA Help Desk as soon as possible.

http://www.fema.gov/media-library/assets/documents/100145

Key Dates

Event Suggested Deadline For Completion

Obtaining DNMS Number Four weeks before actual submission deadline November 23, 2015

Obtaining a valid EIN Four weeks before actual submission deadline November 23, 2015

Updating SAM registration Four weeks before actual submission date November 23, 2015

Application submission deadline Friday, January 15, 2016

Address to Request Application Package The AFG eGrants system is only accessible through the AFG Application Portal at https://portal.fema.gov/. There are several ways to get AFG Application information:

• AFG Website (http://www.fema.gov/firegrants)

• Grants.gov (http://www.grants.gov)

• US Fire Administration (http://www.usfa.fema.gov)

Hard copies of the application are not available.

In addition, the Telephone Device for the Deaf (TDD) and/or Federal Information Relay Service (FIRS) number available for this Notice is: (800) 462-7585.

Application tutorials and Frequently Asked Questions (FAQs) assist with the online grant application, and highlight lessons learned and changes for FY 2015. For more details, please click here to visit the AFG Website at http://www.fema.gov/firegrants.

NOTE: Do not use any other browsers than Internet Explorer (IE 6 or higher) when entering information. Do not have multiple browser tabs open when entering information, even when using Internet Explorer (IE 6 or higher). There are several known problems entering application information using non-IE browsers or having multiple browsers open, including but not limited to:

• System failure to recognize correct information

• System failure to capture and retain correct information

• System functions like “cut and paste” being disabled

The eGrants system will allow an authorized representative to log in and create a user name and password. This user name and password is specific to the authorized user and must not be shared with other personnel. If the applicant has submitted any Assistance to Firefighters Grants Program (AFGP) applications (AFG, SAFER, FP&S, SCG) in a previous grant cycle, they must continue to use the same username, password, and Dun and Bradstreet Data Universal Numbering System (DUNS) number for any FY 2015 application(s).

If the applicant has forgotten the password or primary point of contact has changed, please visit http://www.fema.gov/assistance-firefighters-grant-program-most-frequently-asked-questions for instructions on how to update and correct the organization’s information.

https://portal.fema.gov/ http://www.fema.gov/firegrants http://www.grants.gov/ http://www.usfa.fema.gov/ http://www.fema.gov/firegrants http://www.fema.gov/assistance-firefighters-grant-program-most-frequently-asked-questions

Prior to submission and up to the application deadline, the online application can be saved, retrieved, or edited as required.

Content and Form of Application Submission DHS makes all funding opportunities available through the common electronic storefront Grants.gov, accessible on the Internet at http://www.grants.gov. If applicants experience difficulties accessing information or have any questions, please call the Grants.gov Contact Center at (800) 518-4726.

Required Forms and Registrations All required forms have been incorporated into the online application submission.

Application Submission Receipt Once the application is submitted and received, the primary point of contact listed in the application, will be electronically messaged within the eGrants system.

Unique Entity Identifier and System for Award Management (SAM) DHS is participating in the Grants.gov initiative that provides the grant communities a single site to find grant funding opportunities. Before applying for a DHS Grant applicants must have a DUNS number and must be registered in SAM.

Instructions for obtaining a DUNS number can be found at the following Website:

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

System for Award Management Applicant registration in SAM is free. All applicants must register with SAM in order to apply online.

Step-by-step instructions for registering with SAM can be found here:

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

Please remember that SAM registration is only active for one year and must be renewed annually.

Please allow plenty of time before the grant application submission deadline to obtain a DUNS number and then to register in SAM. It may take four weeks or more after the applicant submits the SAM registration before the registration is active in SAM, then an additional 24 hours for Grants.gov to recognize the information.

FEMA may not make an award to an entity until the entity has complied with the requirements to provide a valid DUNS number and maintain an active SAM registration with current information. If the applicant is noncompliant at the time of award offer, then FEMA may determine the applicant is not qualified to receive an award, and award another applicant.

IMPORTANT: Please ensure that applicant organization’s name, address, DUNS number, and Employer Identification Number (EIN) are up to date in SAM and that the DUNS number used in SAM is the same one used to apply for all FEMA applications. The applicant organization’s name in SAM must also match the organization name provided on the applicant’s 1199a. Future payments will be contingent on the information provided in SAM; therefore, it is imperative that the information is correct.

Help with SAM - 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 http://www.grants.gov/ http://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html http://www.grants.gov/web/grants/applicants/organization-registration/step-2-%20%20register-with-sam.html with SAM. If applicants have questions or concerns about a SAM registration, please contact the Federal Support Desk at https://www.fsd.gov/fsd-gov/home.do or call toll free (866) 606-8220.

How to Get a Commercial and Government Entity (CAGE) Code - To get a CAGE code, applicants must first be registered in SAM, which is a requirement for doing business with the Federal Government. Applicants will be assigned a CAGE code as part of the SAM validation process, and as soon as the registration is active, applicants can view the CAGE code online by logging in to the SAM account.

Funding Restrictions Federal funds made available through this award may only be used for the purpose set forth in this award and must be consistent with the statutory authority for the award. Award funds may not be used for matching funds for any other federal grants/cooperative agreements, lobbying, or intervention in federal regulatory or adjudicatory proceedings. In addition, federal funds may not be used to sue the Federal Government or any other government entity. Failure to adhere to the award conditions will cause the recipient to be considered in default of the grant agreement, and may require the return of all federal funds disbursed under the grant.

Federal employees are prohibited from serving in any capacity (paid or unpaid) on the development of any proposal submitted under this program.

Construction or Remodeling/Renovation Costs Construction costs are not eligible under the AFG Grants. Construction includes major alterations to a building that changes the profile or footprint of the structure. Some of these activities may require an Environmental and Historical Preservation review.

Pre-award Costs Generally, grant funds cannot be used to pay for products and services contracted for or obligated prior to the effective date of the award. However, costs incurred after the application deadline, but prior to an offer of Award, may be eligible for reimbursement only if the following conditions are met:

• The recipient must submit a written request to FEMA to incur such pre- award costs by providing notification (containing the application number and a justification narrative) to FEMA, via email to the AFG Help Desk at FireGrants@fema.dhs.gov. The notification to FEMA should be concurrent with their acquisition activity, and must be submitted within the eligible timeframe and noted above; and,

• The recipient must receive confirmation from FEMA that the expenses have been reviewed and FEMA has determined the costs to be justified, unavoidable, and consistent with the grant’s scope of work.

• Fees for grant writers are considered an exception and may be included as a pre-award expenditure.

Award Limits

Fire Departments and Nonaffiliated EMS organizations The total amount of funding a fire department or nonaffiliated EMS organization recipient may receive under an AFG award is limited to maximum amounts set by § 33(c)(2) of the Federal Fire Prevention and Control Act of 1974, as amended (15 U.S.C. § 2229(c)(2)). These award limits are based on two factors: population served and a one percent aggregate amount of available grant funds.

https://www.fsd.gov/fsd-gov/home.do mailto:FireGrants@fema.dhs.gov

Generally, the population of the jurisdiction served by the recipient will determine the maximum amount of AFG funding a recipient is eligible to receive. Notwithstanding this limitation based on population, no recipient may receive an award that exceeds one (1) percent of available grant funds in FY 2015, or $3,400,000. FEMA may waive this aggregate cap of $3,400,000 in individual cases where FEMA determines that a recipient has an extraordinary need for a grant that exceeds the aggregate cap. FEMA may not waive the statutory funding caps based on population served.

The following table explains the maximum funding that a recipient may receive in FY 2015:

Population of jurisdiction served by the recipient

Maximum award in FY

Statutory waiver available subject to extraordinary need?

1000,000 or fewer people No more than $1 million None available

100,001 – 500,000 people No more than $2 million None available

500,001 – 1,000,000 people No more than $3 million None available

1,000,001 – 2,500,000 people No more than $3,400,000 Yes, but no more than $6 million

More than 2,500,000 people No more than $3,400,000 Yes, but no more than $9 million

Regional applicants will be subject to the funding limitations based on the total population served by the host and participating partners. Additionally, Regional grants awarded are included in the host organization’s funding limitations. For example: if a Recipient serves a population of 100,000 or fewer and are the Recipient of a Regional award for $1 million, they have met their cap and are no longer eligible for additional funds through the Operations & Safety or Vehicle activity.

Allocations and Restrictions of Available Grant Funds by Organization Type Nonaffiliated EMS Organizations: Not more than 2 percent of available grant funds shall be collectively awarded to all nonaffiliated EMS organization recipients.

Emergency Medical Services Providers: Not less than 3.5 percent of available grant funds shall fund emergency medical services provided by fire departments and nonaffiliated EMS organizations.

State Fire Training Academy: Not more than 3 percent of available grant funds shall be collectively awarded to all State Fire Training Academy recipients. Further, not more than $500,000 of available grant funds are eligible per.

Vehicles: Not more than 25 percent of available grant funds may be used by recipients for the purchase of vehicles. Of that amount, FEMA intends to allocate 10 percent of the total Vehicle funds for ambulances.

Micro Grants: The selection of the voluntary Micro Grant option (cumulative federal participation of $25,000), for eligible Operations and Safety activities, does not impact an applicant’s request or federal participation under the Vehicle Acquisition or Regional projects. Applicants that select Micro Grants as a funding opportunity choice may receive additional consideration for award.

Management and Administration Management and administrative expenses should be based only on actual expenses or known contractual costs; requests that are simple percentages of the award, without supporting justification, will not be allowed or considered for reimbursement.

No more than three percent of the federal share of AFG funds awarded may be expended by the recipient for management and administration (M&A) for purposes associated with the AFG award.

Indirect (Facilities & Administrative {F&A}) Costs Indirect costs are allowable under this program as described in 2 C.F.R. § 200.414. With the exception of recipients who have never received a negotiated indirect cost rate as described in 2 C.F.R. § 200.414(f), recipients must have an approved indirect cost rate agreement with their cognizant federal agency to charge indirect costs to this award. A copy of the approved rate (a fully executed, agreement negotiated with the applicant’s cognizant federal agency) is required at the time of application, and must be provided to FEMA before indirect costs are charged to the award. Copies of the indirect cost rate agreements, along with the AFG application number, must be submitted electronically to FireGrants@fema.dhs.gov.

Indirect costs will be evaluated as part of the application for federal funds to determine if they are allowable, reasonable, or disproportionally impact an application’s cost benefit.

Other Submission Requirements

Environmental and Historical Preservation (EHP) As a federal agency, DHS/FEMA is required to consider the effects of its actions on the environment and 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.

Recipients proposing projects that have the potential to impact the environment, including, but not limited to modification or renovation of existing buildings, structures and facilities, must participate in the DHS/FEMA EHP review process. The EHP review process involves the submission of a screening form that includes detailed project description that explains the goals and objectives of the proposed project along with supporting documentation so that DHS/FEMA may determine whether the proposed project has the potential to impact environmental resources and/or historic properties. In some cases, DHS/FEMA also is 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. DHS/FEMA will not fund projects that are initiated without the required EHP review.

Additionally, all recipients are required to comply with FEMA EHP Policy Guidance. This EHP Policy Guidance can be found in FP 108-023-1, Environmental Planning and Historic Preservation Policy Guidance, and FP 108.24.4, Environmental Planning and Historical Preservation Policy

All Modifications to Facility activities, and any renovation to facilities that would qualify as a modification to facility, that support activities under Training, Equipment, PPE, or Wellness and Fitness will require an EHP Review. Such activities include but are not limited to the installation of:

• Air compressor/fill station/cascade system (fixed) for filling SCBA

• Air quality systems

• Alarm/alerting systems

• Antennas mailto:FireGrants@fema.dhs.gov https://www.fema.gov/media-library/assets/documents/85376 https://www.fema.gov/media-library/assets/documents/85376 http://www.fema.gov/media-library-data/1388411752234-6ddb79121951a68e9ba036d2569aa488/18Dec13-NoNEPAReview.pdf

• Generators (fixed)

• Sprinklers

• Vehicle exhaust systems (fixed)

• Washer/dryer/extractors

AFG Projects that involve the installation of equipment not specifically excluded from a FEMA EHP Review per the GPD Programmatic Environmental Assessment (PEA), ground-disturbing activities, or modification/renovation of existing buildings or structures must undergo a FEMA EHP Review.

No modification project can proceed, with the exception of project planning, prior to formal FEMA approval. Funds for activities that do not require an EHP Review may be requested by the recipient.

The following activities would not require the submission of the FEMA EHP Screening Form:

• Planning and development of policies or processes

• Management, administrative, or personnel actions

• Classroom-based training

• Acquisition of mobile and portable equipment (not involving installation) on or in a building

The AFG EHP Screening form and instructions are available at: http://www.fema.gov/media-library/assets/documents/90195.

Complete the AFG EHP Screening form and submit to the EHP Office at GPDEHPInfo@fema.dhs.gov.

E. Application Review Information

Prior to making a federal award, the federal-awarding agency is required by 31 U.S.C. 3321 and 41 U.S.C. 2313 to review information available through any OMB-designated repositories of government-wide eligibility qualification or financial integrity information. Therefore application evaluation criteria may include the following risk based considerations of the applicant: (1) financial stability; (2) quality of management systems and ability to meet management standards; (3) history of performance in managing federal award; (4) reports and findings from audits; and (5) ability to effectively implement statutory, regulatory, or other requirements.

FEMA will rank all complete and submitted applications based on how well they match the program priorities for the type of jurisdiction(s) served. Answers to the application’s activity specific questions provide information used to determine each application’s ranking relative to the stated program priorities.

Funding priorities and criteria for evaluating AFG Applications are established by FEMA based on the recommendations from the Criteria Development Panel (CDP). Each year, FEMA convenes a panel of fire service professionals to develop funding priorities for the AFG Grant program. The panel makes recommendations about funding priorities as well as developing criteria for awarding grants.

The nine major fire service organizations represented on the panel are:

• International Association of Fire Chiefs

• International Association of Fire Fighters

• National Volunteer Fire Council

• National Fire Protection Association http://www.fema.gov/media-library/assets/documents/90195 http://www.fema.gov/media-library/assets/documents/90195 mailto:GPDEHPInfo@fema.dhs.gov

• National Association of State Fire Marshals

• International Association of Arson Investigators

• International Society of Fire Service Instructors

• North American Fire Training Directors

• Congressional Fire Service Institute

The CDP is charged with making recommendations to FEMA regarding the creation or modification of previously established funding priorities as well as developing criteria for awarding grants. The content of this NOFO reflects implementation of the CDP’s recommendations with respect to the priorities, direction, and criteria for awards.

Review and Selection Process AFG applications are reviewed through a multi-phase process. First electronically pre- scored and ranked; then scored competitively by (no less than three) members of the Peer Panel Review process.

Applications will also be evaluated through a series of internal FEMA review processes for completeness, adherence to programmatic guidelines, technical feasibility, and anticipated effectiveness of the proposed project(s). Below is the process by which applications will be reviewed:

i. Pre-scoring Process The application undergoes an electronic pre-scoring process based on established program priorities listed in Appendix B. Application Narratives are not reviewed during pre-score. Request Details and Budget information should comply with program guidance and statutory funding limitations. The pre-score is 50 percent of the total application score.

ii. Peer Review Panel Process Applications with the highest rankings from the pre-score process will be evaluated by a Peer review process. A panel of peer reviewers is comprised of a fire service representatives recommended by the National organizations from the CDP. These 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 Narrative Evaluation Criteria below.

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 panel score is 50 percent of the total application score.

iii. Technical Evaluation Process (TEP) 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 Program Office review prior to being recommended for award. The FEMA Program Office will assess the request with respect to costs, quantities, feasibility, eligibility, and recipient responsibility prior to recommending any application for award.

Once the TEP is complete, each applications cumulative score will be determined and a final ranking of applications will be created. FEMA will award grants based on this final ranking and the ability to meet statutorily required funding limitations outlined in Appendix B, V. Restrictions on Use of Award Funds.

Narrative Evaluation Criteria

1. Financial Need (25%) Applicants should describe their financial need and how consistent it is with the intent of the AFG Program. This statement should include details describing the applicant’s financial distress, summarizing budget constraints, unsuccessful attempts to secure other funding, and proving the financial distress is out of their control.

2. Project Description and Budget (25%)

This statement should clearly explain the applicant’s project objectives and its relationship to the applicant’s budget and risk analysis. The applicant should describe the various activities applied for with respect to any program priority or facility modifications, making sure they are consistent with project objectives, the applicant’s mission and national, state, and/or local requirements. Applicants should link the proposed expenses to operations and safety, as well as the completion of the project goals.

3. Operations and Safety/Cost Benefit (25%) Applicants should describe how they plan to address the operations and personal safety needs of their organization, including cost effectiveness and sharing assets. This statement should also include details about gaining the maximum benefits from grant funding by citing reasonable or required costs, like specific overhead and administrative costs. The applicant’s request should also be consistent with their mission and identify how funding will benefit their organization and affected personnel.

4. Statement of Effect/Impact on Daily Operations (25%) This statement should explain how this funding request will enhance an organization’s overall effectiveness. It should address how this request will improve daily operations and reduce an organization’s common risk(s). Applicants should include how frequently the requested item(s) will be used and in what capacity. Applicants should also indicate how the requested item(s) will help the community and increase an organization’s ability to save additional lives and property.

Turndown Notifications All applicants who do not receive an FY 2015 AFG award will receive a decision notification from FEMA within the eGrants system.

The notification email will briefly describe those application factors that did not adequately align to the higher AFG Program priorities and consequently, why the application did not score high enough for further consideration. Due to the historical volume of applications and turndowns, a detailed debrief for each applicant will not be possible.

F. Federal Award Administration Information

Notice of Award Once an award has been approved and recorded in the system, an award package is sent to the grant official authorized by the recipient. The award package and email notification will be made within the eGrants system. 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, whether there has been an adjustment to the award, and to become familiar with the terms, conditions and responsibilities of federal awards.

The offered award will remain on hold and be available (for a maximum of 30 days) until the recipient either accepts the award via the online AFG eGrants system, or declines the award. The awardee should follow the directions in the notification to confirm acceptance of the award.

Failure to accept the grant award within 30 days of an offer of Award may result in a loss of funds.

Recipients may request additional time to accept the award if needed.

Negotiation of Award During the offer of an AFG award, the application request(s) may have been modified during the review process, or awarded activities may require EHP review.

If the awarded activities, scope of work, or requested dollar amount(s) do not match the application as submitted, the recipient shall only be responsible for completing the activities actually funded by FEMA. The recipient is under no obligation to start, modify, or complete any activities requested but not funded by the award.

Administrative and National Policy Requirements Successful applicants for all DHS/FEMA grant and cooperative agreements are required to comply with DHS Standard Administrative Terms and Conditions, which are available online at:

http://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions

Before accepting the award the authorized official should carefully read the award package. The award package contains instructions on administering the grant award, as well as terms and conditions with which the recipient must comply. Recipients must accept all the conditions in this NOFO as well as all Terms and Conditions in the Notice of Award to receive an award under this program.

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

Federal Financial Reporting Requirements

Federal Financial Reports (SF-425) Recipients of AFG 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:

• June 30 (for period January 1 – June 30) and no later than July 30

• December 31 (for period July 1 – December 31) and no later than January 31

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

The Federal Financial Reporting Form (FFR) and instructions are available at the following sites:

Instructions:

https://www.whitehouse.gov/sites/default/files/omb/grants/standard_forms/SF-425_instructions.pdf

SF-425 (FFR) Form:

http://www.whitehouse.gov/sites/default/files/omb/grants/approved_forms/SF-425.pdf http://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions https://www.whitehouse.gov/sites/default/files/omb/grants/standard_forms/SF-425_instructions.pdf http://www.whitehouse.gov/sites/default/files/omb/grants/approved_forms/SF-425.pdf

Financial and Compliance Audit Report For audits of fiscal years beginning on or after December 26, 2014, recipients that expend $750,000 or more from all federal funding sources during their fiscal year are required to submit an organization-wide financial and compliance audit report. The audit must be performed in accordance with the requirements of GAO’s Government Auditing Standards, located at http://www.gao.gov/govaud/ybk01.htm, and the requirements of Subpart F of 2 C.F.R. Part 200, located at http://www.ecfr.gov/cgi-bin/text-idx?SID=876f827f6fae2c4bce610e9427a6d229&node=sp2.1.200.f&rgn=div6.

For audits of fiscal years beginning prior to 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 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.

Program Performance Reporting Requirements The awardees will be responsible for providing updated project(s) information on a semi-annual basis.

The recipient is responsible for completing and submitting a programmatic Performance Report using the eGrants system. The programmatic Performance Report is due every six months after the grant’s award date, and thereafter until the award is closed out.

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 on-site 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.

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

Closeout Within 90 days after the end of the period of performance, recipients must submit a final SF-425 and a final performance report (within the closeout module in eGrants system) detailing all accomplishments and a qualitative summary of the impact of those accomplishments throughout the period of performance.

After these reports have been reviewed and approved by FEMA, a 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 SF-425.

http://www.gao.gov/govaud/ybk01.htm http://www.ecfr.gov/cgi-bin/text-idx?SID=876f827f6fae2c4bce610e9427a6d229&node=sp2.1.200.f&rgn=div6 http://www.ecfr.gov/cgi-bin/text-idx?SID=876f827f6fae2c4bce610e9427a6d229&node=sp2.1.200.f&rgn=div6 http://www.gao.gov/govaud/ybk01.htm http://www.whitehouse.gov/omb/circulars/a133_compliance_supplement_2012

The recipient is responsible for returning any federal funds that they have liquidated but remain unobligated by the recipient.

G. DHS Awarding Agency Contact Information

Contact and Resource Information

AFG Help Desk The AFG 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 recipient responsibilities, and offers assistance in the programmatic administration of awards. The AFG Help Desk can be contacted at (866) 274-0960 or by email at FireGrants@fema.dhs.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.

FEMA Regional Fire Program Specialists Each FEMA region has specialists who can assist applicants with application information, award administration, and technical assistance. Contact information for a Regional Fire Program Specialist can be located on the AFG Website at https://www.fema.gov/fire-grant-contact-information.

eGrants System Information For technical assistance with the eGrants system or AFG Application or Award questions, please email the AFG Help Desk at FireGrants@fema.dhs.gov. The Help Desk can also be contacted at (866) 274- 0960.

Environmental and Historical Preservation (EHP)

• EHP Screening forms and instructions are available at http://www.fema.gov/media-library/assests/documents/90195

• AFG recipients requiring EHP assistance should contact the GPDEHP Team at:

GPDEHPInfo@fema.dhs.gov

H. Additional Information

Extensions Extensions to this program are allowed.

Extensions to the Grant Period of Performance An award’s period of performance must be active for a recipient to submit a proposed extension request to FEMA. Recipients should request extensions sparingly and only under exceptional circumstances.

Approval is not guaranteed.

Extensions to the initial period of performance identified in the award will only be considered through formal requests, via the eGrants system, and must contain specific and compelling justifications as to why an extension is required.

All extension requests must contain:

1. Grant Program, Fiscal Year, and award number

2. Reason for delay—this must include details of the legal, policy, or operational challenges being experienced that prevent the final outlay of awarded funds by the applicable deadline mailto:FireGrants@fema.dhs.gov http://www.fema.gov/media-library/assests/documents/90195 http://www.fema.gov/media-library/assests/documents/90195 mailto:GPDEHPInfo@fema.dhs.gov

3. Current status of the activity/activities

4. Approved period of performance termination date and new project completion date

5. Amount of funds drawn down to date

6. Remaining available funds, both federal and non-federal

7. Budget outlining how remaining federal and non-federal funds will be expended

8. Plan for completion, including milestones and timeframes for achieving each milestone and the position/person responsible for implementing the plan for completion

9. Certification that the activity/activities will be completed within the extended period of performance without any modification to the original Statement of Work approved by FEMA

Requirements for Consideration To be eligible for consideration, requests must be submitted via the eGrants system. Requests should be submitted no earlier than 120 days but no later than 60 days prior to the end of the award’s period of performance.

• In accordance with FEMA policy, extensions are reviewed on a case-by-case basis, and typically granted for no more than a six-month time period. Extension requests will be granted only due to compelling legal, policy, or operational challenges. The review process can take up to 30 days or longer. This review period should be factored into the timing of when to submit a request for an extension.

Example: Recipients may request an extension, when not adjusting the timeline for liquidating obligations would constitute a verifiable legal breach of contract by the recipient with vendors or sub-recipients; or where a specific statute or regulation mandates an environmental review that cannot be completed within this timeframe; or where other exceptional circumstances warrant a discrete waiver.

APPENDIX A – FY 2015 AFG Program Updates- Appendix A contains detailed information on changes between FY2014 and FY2015 to the

AFG Program.

I. New for FY2015

Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards On December 26, 2014, DHS adopted the Office of Management and Budget’s (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards in 2 C.R.R.

Part 200 establishes a uniform set of mandatory requirements for federal awards to non-federal entities.

These requirements apply to all awards made after December 26, 2014, including all FY 2014 and 2015 AFG awards. This regulation (also commonly referred to as the “Super Circular” or “Omni Circular”) is available at: http://www.ecfr.gov/cgi-bin/text-idx?SID=c1e355be139798e0c2583b0136a0fae7&mc=true&tpl=/ecfrbrowse/Title02/2cfrv1_02.tpl.

A crosswalk that highlights policy changes, clarifications, and updates to policy provisions, is available at: https://www.whitehouse.gov/sites/default/files/omb/fedreg/2013/uniform-guidance-crosswalk-from-predominate-source-in-existing-guidance.pdf.

Equipment Priorities for Nonaffiliated EMS Organizations As the basic mission of nonaffiliated EMS organizations is to provide BLS/ALS care and transport in support of the public and emergency responders; all rescue/extrication equipment will now be considered a Medium priority for EMS organizations.

Product Lifecycles Historically, for most eligible equipment (e.g., hose, ladders, hand tools, etc.), the highest funding priority is for equipment that is 15 years or older in age, or obsolete by default per a recognized standard (e.g., NFPA 1851:…