FY18FPSNOFO.pdf

FY 2018 FP&S NOFO

The U.S. Department of Homeland Security

Notice of Funding Opportunity

FY 2018 Fire Prevention and Safety

NOTE: If you are going to apply for this funding opportunity and have not obtained a

Data Universal Numbering System (DUNS) number and/or are not currently registered in the System for Award Management (SAM), please take immediate action to obtain a

DUNS Number, if applicable, and then to register immediately in SAM. It may take 4 weeks or more after you submit your SAM registration before your registration is active in SAM, then an additional 24 hours for Grants.gov to recognize your information.

Information on obtaining a DUNS number and registering in SAM is available from

Grants.gov at: http://www.grants.gov/web/grants/register.html. Detailed information regarding DUNS and SAM is also provided in Section D of this NOFO, subsection, Content and Form of Application Submission.

A. Program Description

Issued By

U.S. Department of Homeland Security (DHS), Federal Emergency Management

Agency (FEMA)/Grant Programs Directorate (GPD)

Catalog of Federal Domestic Assistance (CFDA) Number

97.044

CFDA Title

Assistance to Firefighters Grant (AFG)

Notice of Funding Opportunity (NOFO) Title

Fiscal Year (FY) 2018 Fire Prevention and Safety (FP&S)

NOFO Number

DHS-18-GPD-044-000-98

Authorizing Authority for Program

Section 33 of the Federal Fire Prevention and Control Act of 1974 (Pub. L. No. 93-498, as amended) (15 U.S.C. § 2229)

Appropriation Authority for Program

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

Program Type

New

Program Overview, Objectives, and Priorities

Program Overview

The Department of Homeland Security (DHS) Federal Emergency http://www.grants.gov/web/grants/register.html

Management Agency’s (FEMA) Grant Programs Directorate is responsible for the implementation and administration of the Assistance to Firefighters Grant

(AFG) Program. The Grant Programs Directorate administers the Fire

Prevention and Safety (FP&S) Grant Program as part of the AFG Program.

The FY 2018 Fire Prevention and Safety (FP&S) Program is set against the backdrop of a year in which the United States faced numerous and unprecedented homeland security challenges. These included the three major hurricanes that devastated parts of Texas, Florida, and much of Puerto Rico and the U.S. Virgin Islands, as well as massive wildfires across California. In addition to these natural disasters, the Nation also responded to multiple incidents as part of the evolving threat landscape, including witnessing the first known terrorist attack executed against mass transportation on our soil;

cyberattacks against critical port infrastructure; and mass casualty events involving both vehicles and active shooters.

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

System is the instrument the Nation employs to build, sustain, and deliver the core capabilities needed to achieve the goal of a more secure and resilient

Nation. The development and sustainment of these core capabilities is not exclusive to any single level of government or organization, but rather requires the combined effort of the whole community. To that end, the FY 2018 FP&S

Program represents one part of a comprehensive set of measures authorized by

Congress and implemented by the Administration. Among the five basic homeland security missions noted in the DHS Quadrennial Homeland Security

Review, the FP&S Program supports the goal to Strengthen National

Preparedness and Resilience.

The recently released 2018-2022 FEMA Strategic Plan creates a shared vision for the field of emergency management and sets an ambitious, yet achievable, path forward to unify and further professionalize emergency management across the country. The FP&S Program supports the goal of Ready the Nation for Catastrophic Disasters. We invite all of our stakeholders and partners to also adopt these priorities and join us in building a stronger agency and a more prepared and resilient nation.

Program Objectives

The purpose of the FP&S Grant 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 objective of the FY 2018 FP&S Grant Program is for grantees to carry out fire prevention education and training, fire code enforcement, fire/arson investigation, firefighter safety and health programming, prevention efforts, and research and development.

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

In awarding grants, the Administrator of FEMA is required to 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; and

• The extent of an applicant’s need for an FP&S Grant and the need to protect the

United States as a whole.

Activities

FP&S Grants are offered to support projects in two activities. This NOFO provides potential eligible applicants with application requirements and details for processing and evaluating applications for financial assistance for both of these activity areas.

• Fire Prevention and Safety Activity (FP&S): The FP&S Activity is designed to reach high-risk target groups and mitigate the incidence of death, injuries, and property damage caused by fire and fire-related hazards.

Accordingly, the four project categories eligible for funding under this activity are:

1. Community Risk Reduction;

2. Code Enforcement/Awareness;

3. Fire & Arson Investigation; and

4. National/State/Regional Programs and Studies.

Each category within this activity has specific priorities. For additional details, please see Appendix B – Programmatic Information and Priorities, Section II.

Funding Priorities.

• Firefighter Safety Research and Development (R&D) Activity: The R&D

Activity is aimed at improving firefighter safety, health, or wellness through research and development that reduces firefighter fatalities and injuries.

The six project categories eligible for funding under this activity are:

1. Clinical Studies;

2. Technology and Product Development;

3. Database System Development;

4. Dissemination and Implementation Research;

5. Preliminary Studies; and

6. Early Career Investigator.

Performance Metrics

Performance metrics for this program are as follows:

• FP&S Activity o Community Risk Reduction:

1. Decrease in fire incidents per 100 residents in target population

2. Decrease in fire deaths per 1000 residents in target population

3. Percent of whole community population trained

4. Percent of target population trained

5. Local number of lives saved

6. Local number of Quality-adjusted life years (QALY) o Code Enforcement/Awareness:

1. Decrease in percentage of total fire losses occurring in inspectable occupancies

2. Decrease in number of structural fires/1000 residents of inspectable occupancies

3. Decrease in fire deaths/1000 residents of inspectable occupancies

4. Decrease in inspectable property structure fires with at least

$25,000 in loss o Fire and Arson Investigation:

1. Increase in percentage of fires where cause is determined

2. Increase in arson arrest and conviction rates o National/State/Regional Programs and Studies:

1. Number of firefighters trained

• R&D Activity (All Categories)

1. Number of Training Academies adopting training materials developed through FP&S Research (breakout by Career and Volunteer)

2. Number of firefighters trained with materials developed through FP&S

Research (breakout by Career and Volunteer)

3. Industry standards influenced, changed, or added through FP&S Research

Data for these metrics will be collected throughout the life of the grant during reporting and closeout.

Program Priorities

For information on program priorities and objectives for the FY 2018 FP&S Grant

Program, refer to Appendix B – Programmatic Information and Priorities.

The FP&S Program also addresses the following “Core Capabilities” of the

National Preparedness Goal:

Fire Management and Suppression

Planning

Public Information and Warning

Environmental Response/Health and Safety

Threats and Hazards Identification

Public Health, Healthcare, and Emergency Medical Services

Risk and Disaster Resilience Assessment

Community Resilience

Long-Term Vulnerability Reduction

B. Federal Award Information

Award Amounts, Important Dates, and Extensions

Available Funding for the NOFO: $35,000,000

Projected Number of Awards: 150

Period of Performance: 12 – 36 months. Extensions are permitted. For additional information on period of performance extensions, refer to Section H: Additional

Information.

• FP&S Activity: The period of performance for projects funded under the FP&S

Activity is generally 12 months. Eligible applicants who propose complex projects, such as those under the National/Regional/State Programs and Studies project category, may apply for up to a 24-month period of performance from the date of award.

• R&D Activity: The period of performance for projects proposed under the R&D

Activity is 12, 24, or 36 months from the date of award.

Projected Period of Performance Start Date(s): 06/01/2019

Projected Period of Performance End Date(s): 05/31/2020 – 05/31/2022

Funding Instrument: Grant

C. Eligibility Information

Eligible Applicants

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

1. Fire Prevention and Safety Activity (FP&S)

Fire departments; and national, regional, state, local, federally recognized 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 an FP&S Grant Award under the FP&S Activity.

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

National, state, local, federally recognized 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.

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.

Eligibility Criteria

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

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

• Firefighter Safety 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.

Each activity has its own application and 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 FP&S 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 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.

National Incident Management System (NIMS) Implementation

FP&S Grant Program applicants are not required to comply with the National Incident

Management System (NIMS) to apply for funding under this NOFO or to be awarded a grant under this NOFO. However, any applicant that receives an FY 2018 FP&S Grant

Program 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.

https://www.fema.gov/national-incident-management-system https://www.fema.gov/national-incident-management-system https://www.fema.gov/national-incident-management-system

Maintenance of Effort A maintenance of effort is required under this program for all recipients, unless modified by a waiver, subject to waiver eligibility. An applicant seeking an award under this

NOFO shall agree to maintain during the term of the grant, the applicant’s aggregate expenditures relating to the activities allowable under this NOFO at not less than 80 percent (80%) of the average amount of such expenditures in the two fiscal years preceding the fiscal year in which the grant award is received.

For more information on waiver eligibility, please see Appendix C – Award

Administration Information, Section I. Economic Hardship Waivers of Cost Share and

Maintenance of Effort Requirements for the FP&S Grant Program for more information.

Cost Share or Match An eligible applicant seeking an FP&S Grant Program award to carry out an activity shall agree to make available non-federal funds to carry out such activity in an amount equal to and not less than 5 percent of the grant awarded. The cost share is automatically calculated by the eGrant system in the Budget section of the application.

All recipients should ensure that they are thoroughly familiar with FEMA’s cost sharing requirements identified below, as well as the appropriate cost principles as identified at

2 C.F.R. § 200.101(b)(1).

The recipient is not required to have the cost share at the time of application. However, before a grant is awarded, FEMA may contact potential awardees to determine whether the recipient has the funding in hand or if the recipient has a viable plan to obtain the funding necessary to fulfill the cost sharing requirement.

Types of Cost Share

1) Cash

Cost share match (cash or “hard match”), including non-federal cash spent for project-related costs.

2) In-Kind

Cost share match (also known as “soft match” or non-cash) are allowable for FP&S grants. This includes using the values for the following in-kind contributions to meet the cost share requirement:

• Complimentary activities (such as providing additional smoke alarms for installation or education materials for public education); and

• Provision of staff, facilities, services, material, or equipment.

In-kind is the value of something received or provided that does not have a cost associated with it. For example, where an in-kind match is permitted, then the value of donated services could be used to comply with the match requirement.

Also, third party in-kind contributions may count toward satisfying match requirements, provided the recipient receiving the contributions expends them as allowable costs in compliance with provisions listed above.

Recipients who use in-kind contributions for their five percent cost share must comply with all applicable regulations and 2 C.F.R. Part 200 regarding matching or cost-sharing. Applicants who are under consideration for award and plan to use in-kind as their method for cost sharing will be asked to submit their plan for documenting and verifying in-kind contributions prior to award. Please see 2

C.F.R. § 200.306, as applicable, for further guidance regarding cost matching.

For more information on 2 C.F.R. Part 200, please visit https://www.fema.gov/media-library/assets/documents/101236.

Economic Hardship Waivers

The Administrator of FEMA may waive or reduce cost share requirements in cases of demonstrated economic hardship. Please see Appendix C – Award Administration

Information, Section I. Economic Hardship Waivers of Cost Share and Maintenance of

Effort Requirements for the FP&S Grant Program for more information.

D. Application and Submission Information

Key Dates and Times

Date Posted to Grants.gov:

Application Start Date:

Application Submission Deadline:

Anticipated Funding Selection Date:

Anticipated Award Date:

11/12/2018

11/12/2018

12/21/2018 at 5:00 p.m. EST

03/01/2019

06/01/2019

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 that good cause exists to justify extending the deadline. Good cause for an extension may include technical problems outside of the applicant’s control that prevent submission of the application by the deadline, or other exigent or emergency circumstances. If applicants experience technical issues, they must notify the FEMA Help Desk as soon as possible. The AFG Help Desk can be reached at 1-866-274-0960 or by e-mail: firegrants@dhs.gov. The Help Desk is open Monday – Friday, 8:00am – 4:00pm EST.

Other Key Dates

Event Suggested Deadline for Completion

Obtaining DUNS Number Four weeks before actual submission deadline

Obtaining a valid EIN Eight weeks before actual submission deadline

Updating SAM registration Four weeks before actual submission deadline

Submitting complete application in eGrants One week before actual submission deadline https://www.fema.gov/media-library/assets/documents/101236 mailto:firegrants@dhs.gov

Address to Request Application Package The online FY 2018 FP&S Grant Program application is available through the Assistance to Firefighters Grant (AFG) Program’s eGrants system application portal at https://portal.fema.gov/. There are several ways to access application information:

AFGP website (http://www.fema.gov/firegrants)

Grants.gov (http://www.grants.gov)

U.S. 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) explain the current FP&S

Grant Program, assist with the online grant application, and highlight lessons learned and changes for FY 2018. For more details, please visit the AFG website at http://www.fema.gov/firegrants.

Content and Form of Application Submission DHS makes all funding opportunities available on the Internet, accessible at http://www.grants.gov. For technical assistance with Grants.gov, call the customer support hotline 24 hours per day, 7 days per week (except Federal holidays) at (800) 518-

4726 or e-mail at support@grants.gov.

The Grants.gov website will direct applicants to the eGrants system application portal at https://portal.fema.gov/, which contains the online FP&S application. All required forms have been incorporated into the online FP&S application.

The automated application is designed with help screens and drop-down lists to assist the applicant throughout the process. Applicants can save, retrieve, update, and revise their work through the end of the application period. Applicants should save their work often as the electronic application includes a time-out feature. The automated system does not allow an applicant to submit an incomplete application. The system alerts the applicant when required information has not been entered.

Technological Note: The application system and related websites may have issues with any other browser other than Internet Explorer (IE 6 or higher). The eGrants system is compatible up to Internet Explorer 11, which should be used if available to the applicant.

Do not have multiple browser tabs open when entering information, even when using

Internet Explorer. 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.

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.grants.gov/ https://portal.fema.gov/

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 other Assistance to Firefighters Grants Program applications (AFG, Staffing for Adequate Fire and

Emergency Response (SAFER), FP&S, and/or Station Construction Grants (SCG)) in a previous grant cycle, they must continue to use the same username, password, and DUNS number for any FY 2018 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.

Prior to final submission, an online application may be saved, retrieved, or edited, up to the application deadline.

NO APPLICATION WILL BE RELEASED BACK TO THE APPLICANT AFTER

FINAL SUBMISSION

After an application has been completed and submitted, no changes can be made. There is no appeal process for inaccurate or incomplete information retained by the system due to improper or multiple browser usage by the applicant.

The primary point of contact listed in the application will automatically be notified by email, via the eGrants system, once the application is received.

Unique Entity Identifier and System for Award Management (SAM)

All applicants for this award must:

1. Be registered in SAM before submitting its application;

2. Provide a valid DUNS number in its application; and

3. Continue to maintain an active SAM registration with current information at all times during which it has an active federal award or an application or plan under consideration by DHS.

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 Data Universal Number System, or 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 (SAM)

Applicant registration in SAM is free. All applicants must register 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-http://www.fema.gov/assistance-firefighters-grant-program-most-frequently-asked-questions http://www.fema.gov/assistance-firefighters-grant-program-most-frequently-asked-questions http://www.fema.gov/assistance-firefighters-grant-program-most-frequently-asked-questions https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html http://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html 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-register-with-sam.html sam.html. Please remember that SAM registration is only active for one year and must be renewed annually.

Existing SAM.GOV account holders should check their account to make sure it is

“ACTIVE.” SAM registration should be completed at the very beginning of the application period, and renewed annually to avoid being "INACTIVE."

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 with this requirement at the time of award offer, then FEMA may determine the applicant is not qualified to receive an award.

IMPORTANT: The SAM registration process must be completed by the applicant. It is imperative that the information provided by the applicant is correct and current. Please ensure that your organization’s name, address, DUNS number, and Employer

Identification Number, or EIN, are up to date in SAM and that the DUNS number used in

SAM is the same one used to apply for all other FEMA awards. The organization’s name on the SF 1199A Direct Deposit Form must be entered as it appears in SAM. Payment under any FEMA award is contingent on the recipient’s having a current SAM registration.

Help with SAM

The SAM quick start guide for new recipient registration and SAM video tutorial for new applicants are tools created by the General Services Administration (GSA) to assist those registering with SAM. If applicants have questions or concerns about a SAM registration, please contact the Federal 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 may view the CAGE code online by logging in to the SAM account.

Timely Receipt Requirements and Proof of Timely Submission

All applications must be received by 12/21/2018 at 5:00:00 PM ET. Proof of timely submission is automatically recorded by the AFG eGrants System. An electronic http://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html http://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online https://www.fsd.gov/fsd-gov/home.do date/time stamp is generated within the system when the application is successfully received by AFG eGrants. The applicant with the Point of Contact role who submitted the application will receive an acknowledgement of receipt and a tracking number

(GRANTXXXXXXXX) from AFG eGrants with the successful transmission of their application.

AFG eGrants will provide an electronic acknowledgment of receipt of the application to the email address of the applicant with the POC role who submitted the application.

Again, proof of timely submission shall be the official date and time that AFG eGrants receives your application. Applications received by AFG eGrants after the established due date for applications will be considered late and will not be considered for funding by

DHS.

Applicants using slow internet, such as dial-up connections, should be aware that transmission can take some time before AFG eGrants receives your application. Again, AFG eGrants will provide either an error or a successfully received transmission in the form of an email sent to the applicant with the POC role. The eGrants Support Center reports that some applicants end the transmission because they think that nothing is occurring during the transmission process. Please be patient and give the system time to process the application.

Intergovernmental Review

An intergovernmental review may be required. Applicants must contact their State’s

Single Point of Contact (SPOC) to comply with the state’s process under Executive Order

12372 (see http://www.fws.gov/policy/library/rgeo12372.pdf).

Funding Restrictions

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

Award funds may not be used for matching funds for any other federal 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.

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. Applicants who request funding to conduct a risk assessment, may not request funding for any additional projects under the FP&S

Activity.

For more information on restrictions on use of award funds, please see Appendix B –

Ineligible Projects and Appendix C – Award Administration Information.

Construction or Remodeling/Renovation Costs http://www.fws.gov/policy/library/rgeo12372.pdf

Construction costs are not eligible under the FP&S Grant Program. Construction includes major alterations to a building that changes the profile or footprint of the structure. To support eligible awarded activities, remodeling/renovations to an existing facility are limited to minor interior alterations costing less than $10,000 and should be requested under Modification to Facilities. Some of these activities may require an Environmental and Historic Preservation (EHP) review; certain costs associated with an EHP review are eligible for reimbursement.

Environmental and Historic Preservation (EHP) Compliance

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 a 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 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. DHS/FEMA may 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 FEMA Policy (FP) 108-023-1, Environmental Planning and Historic Preservation Policy Guidance.

FP&S Grant Program projects that involve the installation of equipment not specifically excluded from a FEMA EHP Review, per the GPD Programmatic Environmental

Assessment (PEA), such as ground-disturbing activities, or modification/renovation of existing buildings or structures, must undergo a FEMA EHP Review.

No facilities 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 https://www.fema.gov/media-library/assets/documents/85376

The AFG EHP Screening form and instructions are available at:

https://www.fema.gov/media-library/assets/documents/90195. Complete the AFG EHP

Screening form prior to the initiation of the project and submit to the EHP Office at

GPDEHPInfo@fema.dhs.gov. Further EHP guidance can be found at https://www.fema.gov/media-library/assets/documents/85376.

Pre-Award Costs

Only costs incurred during the period of performance are allowable. However, recipients may request to be reimbursed for grant writer fees (see Appendix C – Award

Administration Information, Section II. Grant Writer/Preparation Fees; see also Appendix

B – Programmatic Information and Priorities).

Award Limits

Applications and awards under the FP&S Grant Program are limited to a maximum federal share of $1.5 million. FP&S Research and Development applicants applying under the Early Career Investigator category are limited to a maximum federal share of

$75,000 per project year.

Management and Administration Management and administrative (M&A) expenses are not operational costs but are necessary costs incurred in direct support of the grant or as a consequence of it. As such, these costs can be itemized in financial reports. M&A 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. Salaries and fringe benefits for personnel directly supporting the grant are not required to be included in the M&A budget line item.

No more than 3 percent of the federal share of FP&S funds awarded may be expended by the recipient for M&A associated with the FP&S award.

Indirect (Facilities & Administrative [F&A]) Costs Indirect F&A costs are those costs incurred for a common or joint purpose benefitting more than one cost objective. These costs are not readily assignable to the costs objectives specifically benefitted, without effort disproportionate to the results achieved.

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 FP&S application number, must be submitted electronically, upon request, to FireGrants@fema.dhs.gov.

Indirect costs will be evaluated as part of the application for federal funds, and must be included as a line item in the Request Details section of the application, to determine https://www.fema.gov/media-library/assets/documents/90195 mailto:GPDEHPInfo@fema.dhs.gov mailto:FireGrants@fema.dhs.gov if they are allowable, reasonable, or disproportionally impact an application’s cost benefit.

Multiple Projects

Eligible applicants (identified by unique federal tax identification numbers) may only submit one application. Applicants may submit an application for up to three projects under each activity (FP&S and R&D). Applicants applying for funding under both the

FP&S and R&D Activities must do so within the same application. Each project within an application must be presented separately as a free-standing proposal. Any applicant that submits more than one application may have all applications deemed ineligible. Risk assessments are eligible for funding under the FP&S Activity; however, if selected as an activity project, no other projects may be eligible for funding under the FP&S Activity in the 2018 FP&S Grant Application year.

Example 1

A community has a strategic goal of reducing the number of fires caused by the use of barbecue grills on the balconies of apartments. Attainment of this goal will be supported through two projects.

The applicant plans to:

• Launch a public education project

• Strengthen code enforcement activities

While both projects aim to reach the same goal, the projects are independent of one another and will be funded as such. Therefore, the public education items would be listed as one supporting project and the code enforcement items listed as the second supporting project.

Although both projects will be included in one application, the projects must be independent in that the completion of one project, or any tasks within that project, does not depend on the funding of the other project. Each project requires its own separate supporting budget and Narrative Statement explaining how accomplishing these independent projects will help achieve the overall goal.

Example 2

A community or organization may have more than one strategic goal depending on its audience or risk.

For example, a national organization may have a goal to reduce firefighter fatalities through a national outreach project. It may also have a goal studying the effectiveness of public education messages. The organization would create one project for firefighter safety initiatives and a second project for national public education efforts.

E. Application Review Information

Funding priorities and criteria for evaluating applications submitted under this NOFO are established by FEMA based on the recommendations from the Criteria Development

Panel, as well as applicable laws and regulations. Each year, FEMA convenes a panel of fire service professionals to develop funding priorities for the FP&S Grant Program. The panel makes recommendations about funding priorities as well as developing criteria for awarding grants.

The nine 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

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 Criteria Development Panel 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 Criteria Development Panel’s recommendations with respect to the priorities, direction, and criteria for awards.

Prior to making a federal award, the federal awarding agency is required by 31 U.S.C. §

3321 note, 41 U.S.C. § 2313, and 2 C.F.R. § 200.205 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 awards; (4) reports and findings from audits; and

(5) ability to effectively implement statutory, regulatory, or other requirements.

1. Supplemental Financial Integrity Review

If the anticipated federal share of a federal award will be greater than the simplified acquisition threshold, currently $250,000 (see 2 C.F.R. §

200.881):

Prior to making a federal award with a total amount of federal share greater than the simplified acquisition threshold, DHS is required to review and consider any information about the applicant that is in the designated integrity and performance

1 Pursuant to its authority at 2 C.F.R. § 200.102, the Office of Management and Budget (OMB) increased the simplified acquisition threshold to $250,000 on June 20, 2018. See OMB memorandum M-18-18 at https://www.whitehouse.gov/wp-content/uploads/2018/06/M-18-18.pdf.

https://www.whitehouse.gov/wp-content/uploads/2018/06/M-18-18.pdf system accessible through SAM (currently the Federal Awardee

Performance and Integrity Information System (FAPIIS)).

An applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that a federal awarding agency previously entered within the designated integrity and performance system accessible through

SAM.

FEMA will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, when making a judgment about the applicant’s integrity, business ethics, and record of performance under federal awards when completing the review of risk posed by applicants as described in 2 C.F.R. § 200.205, “Federal Awarding

Agency Review of Risk Posed by Applicants.”

2. Review and Selection Process

All applications submitted under this NOFO are competitively scored by no less than three members of the Peer Panel. Applications will also be evaluated through a series of internal FEMA review processes for completeness, adherence to programmatic guidelines, technical feasibility, costs/quantities, and anticipated effectiveness of the proposed project(s). The process by which applications will be reviewed is outlined below:

a. Peer Review Panels

i. Peer Review Panel Process – Fire Prevention and Safety Activity Projects

All FP&S activity applications will be evaluated by a peer review process. A panel of peer reviewers is comprised of fire service representatives recommended by the CDP. These peer reviewers will assess the merits of each project application 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 or shortcomings of the application, and document the findings. A consensus is not required.

ii. Peer Review Panel Process – Research and Development Activity Projects

The peer review process is comprised of a Fire Service Panel Review and a

Science Panel Review.

Fire Service Panel Review

All eligible project 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 projects 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 project 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. A consensus is not required.

Science Panel Review

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

b. Technical Evaluation Panel (TEP)

The highest ranked projects from both Activities will be deemed in the fundable range.

Applications that are in the fundable range will undergo a Technical Review by the

FEMA Program Office 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. Additionally, FEMA will review whether the project duplicates other federally funded research or prevention activities in order to avoid duplication.

Once the review process is complete, each project’s score will be determined and a final ranking of project applications will be created. FEMA will award grants based on this final ranking.

c. Narrative Evaluation Criteria

All complete and eligible applications are evaluated relative to FP&S Grant Program funding priorities (see information on the funding priorities in Appendix B –

Programmatic Information and Priorities, Section III. Funding Priorities).

The Narrative Statement of the application must provide specific details about the activity for which applicants seek funding, including budget details. The relative weight of the evaluation criteria used by the peer reviewers in the determination of the grant award, makes up the Narrative.

Applicants should save their work often as the electronic application includes a time-out feature. If no save activity is detected for a period of time, the application will time-out and all information that is not saved could be lost. Therefore, it is recommended that applicants type the Narrative Statement information offline using a word processing program to avoid losing any information.

Once the Narrative Statement is complete, applicants can then cut-and-paste the text into the appropriate sections within the Narrative Statement section of the online application.

Please note the Narrative Statement blocks do not allow for formatting. Do not type the

Narrative Statement using only capital letters. Additionally, do not include tables, special fonts (e.g., quotation marks, bullets), or graphs.

Space for the Narrative Statement is limited. While each element must have a minimum of 200 characters, each element will have a character limit which varies based on the questions being asked. Once the Narrative Statement is saved to the online application, log-out and then log back in to the application to verify that the information was successfully saved.

Peer Review Panelists will evaluate and score each activity based on the following narrative elements within each activity:

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

Financial Need (10%): Applicants must provide details in the Applicant

Information section of the application on the need for financial assistance to carry out the proposed project(s). Applicants may include 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 needs

(e.g., state assistance programs or other grant programs).

Vulnerability Statement (25%): 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. 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 the weak link was found) 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, reduced, or mitigated.

o For the purpose of the FY 2018 FP&S NOFO, 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 (25%): 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:

o Goals and objectives o Details regarding the methods and specific steps that will be used to achieve the goals and objectives o Timelines outlining the chronological project steps (this is critical for determining the likeliness of the project’s completion within the period of performance) o Where applicable, examples of marketing efforts to 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, or robots)

NOTE: For applicants proposing a complex project that may require a 24…