fy2015-csepp- final.pdf

The Department of Homeland Security Notice of Funding Opportunity

Chemical Stockpile Emergency Preparedness Program

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/documents/19/18243/SAM_New_Grantee_Registration.pdf/8bf1c182 -8d35-47e0-99e2-a263fa3d9005

A. Notice of Funding Opportunity Description

Issued By U.S. Department of Homeland Security Federal Emergency Management Agency, National Preparedness Directorate, Technological Hazards Division

Catalogue of Federal Domestic Assistance (CFDA) Number 97.040

CFDA Title Chemical Stockpile Emergency Preparedness Program (CSEPP)

Notice of Funding Opportunity Title

NOFO Number

DHS-15-NPD-040-000-99.

Authorizing Authority for Program

Department of Defense Authorization Act of 1986, Title 14, Part B, Section 1412, Public Law 99-145 (50 U.S.C § 1521).

Appropriation Authority for Program

Consolidated Appropriations Act, 2014, (Pub. L. No. 113-76).

The Consolidated and Further Continuing Appropriations Act, 2015, (Pub. L. No.

113-235)

Program Type

Continuation http://www.grants.gov/documents/19/18243/SAM_New_Grantee_Registration.pdf/8bf1c182-8d35-47e0-99e2-a263fa3d9005 http://www.grants.gov/documents/19/18243/SAM_New_Grantee_Registration.pdf/8bf1c182-8d35-47e0-99e2-a263fa3d9005

Program Overview, Objectives, and Priorities In 1985, Congress directed the Department of Defense (DoD) to dispose of its lethal unitary (pre-mixed) chemical agents and munitions while providing “maximum protection for the environment, the general public, and the personnel who are involved.”

CSEPP is funded under the chemical demilitarization program, a major defense acquisition program executed by the Army. CSEPP augments the Army’s Chemical Materials Activity (CMA), whose mission is to safely store the stockpile by ensuring maximum protection to its workers, the public, and the environment. The Assistant Secretary of the Army for Acquisition, Logistics and Technology (ASA [ALT]) Joint Program Executive Office—Chemical and Biological Defense (JPEO-CBD) is responsible for overseeing CSEPP execution.

CSEPP resides within the Technological Hazards Division (THD) of the National Preparedness Directorate of FEMA. FEMA’s role is executed through a national office at FEMA Headquarters and the FEMA regional program offices where chemical installations are located.

The objectives of the program are:

To establish and enhance emergency preparedness in nearby communities, including community alert and warning systems and protective action strategies.

To institute protective measures and hazard mitigation strategies at the chemical stockpile sites (the Army installations) to lessen the vulnerability of the storage structures and their contents to any internally or externally generated accidents.

CSEPP contributes to the National Preparedness Goal by assessing and preparing for the risks that are most relevant and urgent for each Chemical Stockpile site community, which in turn strengthens the Nation’s collective security and resilience to incidents.

B. Federal Award Information

Award Amounts, Important Dates, and Extensions Available Funding for the FY 2015 CSEPP Cooperative Agreement: $12,531,336

Projected Number of Awards: Two (2)

Period of Performance: Twenty-four (24) months

Extensions to the period of performance will be considered only through formal requests to FEMA with specific and compelling justifications as to why an extension is required. Refer to the Extension Policy narrative in Part H of this document for additional information.

Projected Period of Performance Start Date: 10/01/2014

Projected Period of Performance End Date: 09/30/2016

Funding Instrument: Cooperative Agreement

There will be substantial FEMA involvement in the activities of the recipient throughout the period of performance. FEMA’s involvement in post-award activity will be to provide ongoing programmatic and technical guidance and support to the CSEPP recipients to ensure that the programmatic goals are achieved.

Specifically, FEMA will maintain the authority to direct, or suspend the recipient’s federally funded activity where FEMA deems the activity inconsistent with, or counter to the purposes and goals of the program.

FEMA will require the recipient to obtain FEMA approval of any one stage of program activity before recipients can begin work on a subsequent stages or steps

FEMA will review and retain final approval authority of recipient’s selections for contracts or sub-grants to achieve program goals.

FEMA will maintain final approval of recipient’s key personnel who will be working on activities funded through the CSEPP Cooperative Agreement.

FEMA will limit the recipient’s discretion over the scope of the services performed, the recipient’s organizational structure, staffing, mode of operation, and other management processes of the recipient.

Overall, FEMA will provide direct oversight of the recipient’s activities to ensure that the activities enhance emergency preparedness programs in communities near the two U.S. Army chemical weapons stockpile sites as identified by the Department of Defense.

C. Eligibility Information

Eligible Applicants

Government of the State of Colorado

Government of the Commonwealth of Kentucky

Eligibility Criteria

Pursuant to 50 U.S.C. § 1521(e)(2)(A), the Department of Defense has identified the State of Colorado and the Commonwealth of Kentucky as the two jurisdictions being at risk resulting from the storage of lethal chemical agents and munitions at military installations in the continental United States.

Other Eligibility Criteria

Emergency Management Assistance Compact (EMAC) Membership In support of the National Preparedness Goal (Goal), recipients must belong to, be located in, or act as a temporary member state of EMAC.

National Incident Management System (NIMS) Implementation Prior to allocation of any Federal preparedness awards in FY 2015, recipients must ensure and maintain adoption and implementation of NIMS. Emergency management and incident response activities require carefully managed resources (personnel, teams, facilities, equipment and/or supplies) to meet incident needs. Utilization of the standardized resource management concepts such as typing, credentialing, and inventorying promote a strong national mutual aid capability needed to support delivery of core capabilities. Additional information on resource management and NIMS resource typing definitions and job titles/position qualifications is on DHS/FEMA’s website under available under http://www.fema.gov/resource-management-mutual-aid.

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

Emergency Operations Plan (EOP) Recipients must update their EOP at least once every two years to comply with Comprehensive Preparedness Guide (CPG) 101 Version 2.0, Developing and Maintaining Emergency Operations Plans. Recipients will use the Unified Reporting Tool (URT) to report their compliance with this reporting requirement.

Maintenance of Effort

There is no maintenance of effort requirement.

Cost Share or Match

There is no cost share or match requirement.

D. Application and Submission Information

Submission Date and Other Key Dates and Times

Anticipated Application Start Date: 04/01/2015 http://www.fema.gov/resource-management-mutual-aid

Application Submission Deadline: 04/302015 at 11:59 PM local time or when all eligible applications have been received

Anticipated Funding Selection Date: 5/1/2015 or one business day after all eligible applications have been received

Anticipated Award Date: no later than 05/08/2015

Application packages must be received by the appropriate FEMA Regional offices via mail, electronic submittal, or personal/courier delivery by the date and time specified as the deadline for submission. Late applications will be considered only if notification of a late submission is provided to the FEMA Regional CSEP Program Manager prior to the submission deadline, stating the circumstances leading to the late submission. Determination of submission date and time will be made by the FEMA Program Manager based upon electronic time/date stamps or by the stamped time/date receipt on mail or personal/courier delivery submissions. Regional offices will confirm receipt of all applications via telephone, e-mail or regular mail.

Other Key Dates

Address to Request Application Package

Application forms and instructions are available through a program-specific web application called CSEPPWebCA (https://www.cseppwebca.net) or from the FEMA Regional office.

FEMA Region IV National Preparedness Division/CSEPP Section Attn: Robert Madden 3003 Chamblee Tucker Road Atlanta, GA 30341

(770) 220-5478 Terry.Madden@fema.dhs.gov

FEMA Region VIII National Preparedness Division/CSEPP Section Attn: Cheryl Layman Denver Federal Center Bldg. 710

Event Suggested Deadline For Completion Obtaining Dun and Bradstreet Universal Numbering System (DUNS) Number

One week before actual submission deadline

Obtaining a valid Employer Identification Number (EIN)

One week before actual submission deadline

Updating System for Award Management (SAM) registration

One week before actual submission deadline https://www.cseppwebca.net/ mailto:Terry.Madden@fema.dhs.gov

Box 25267 Denver, CO 80225-0267

(303) 235-4761 Cheryl.Layman@fema.dhs.gov

Hard copies of the NOFO can be downloaded from the common electronic “storefront” grants.gov or obtained via email from the applicant’s FEMA Regional CSEPP Program Manager.

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

Content and Form of Application Submission Applying for an award under this program is a multi-step process and requires time to complete. To ensure that an application is submitted on time applicants are advised to start the required steps well in advance of their submission. Applicants should allow at least 15 business days (three weeks) to complete the steps of applying listed below.

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

The steps involved in applying for an award under this program are:

1. Applying for, updating or verifying their DUNS Number

2. Applying for, updating or verifying their EIN Number

3. Updating or verifying their SAM Number

4. Creating the required documents for the application from CSEPPWebCA

5. Submitting the complete application

A complete application package must be printed from CSEPPWebCA, signed, and submitted in hard copy or electronically to the applicants FEMA Regional CSEPP Program Manager. The required documents for the application include:

a. SF 424, Application for Federal Assistance (attach Indirect Cost Agreement, if reimbursements for indirect costs are requested)

b. SF 425, Federal Financial Report

c. Program Narrative Statement

d. SF 112-0-3, Summary Sheet for Assurances and Certifications (Parts I, II, III, and IV)

e. Work Plans for all CSEPP-funded personnel

f. Request for Funding Worksheets

Dun and Bradstreet Universal Numbering System (DUNS) Number, Employer Identification Number (EIN) System for Award Management (SAM) mailto:Cheryl.Layman@fema.dhs.gov

1. Obtain a Dun and Bradstreet Data Universal Numbering System (DUNS)

Number The applicant must provide a DUNS number with their application. This number is a required field for all subsequent steps in the application submission.

Applicants should verify they have a DUNS number, or take the steps necessary to obtain one.

Applicants can receive a DUNS number at no cost by calling DUNS number request line at (866) 705-5711. FEMA cannot assist applicants with questions related to obtaining a current DUNS number.

2. Obtain an Employer Identification Number (EIN) FEMA requires both the EIN and a DUNS number prior to the issuance of a funding award and, for grant award payment; both are also required to register with SAM (see below). The EIN base for an organization is the IRS Tax ID number, for individuals it is their social security number, both of which are nine-digit numbers. Organizations and individuals submitting their applications must correctly identify the EIN from the DUNS since both are 9-digit numbers. If these numbers are not correctly identified in the application, this may result in a delay in the issuance of the funding award and/or incorrect payment to a recipient organization.

Organization applicants applying for an EIN should plan on a minimum of 2 full weeks to obtain an EIN.

If you need assistance registering an EIN, please go to http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Apply-for-an-Employer-Identification-Number-(EIN)-Online. FEMA cannot assist applicants with questions related to obtaining a current EIN.

3. Register with the System for Award Management (SAM) Payments are contingent on the information provided in SAM and must be completed by the applicant at http://www.sam.gov. 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 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.

SAM registration is a multi-step process including validating your EIN with the Internal Revenue Service (IRS) to obtain a Commercial and Government Entity (CAGE) code. The CAGE code is only valid for one year after issuance and must be current at the time of application. If you need assistance registering with SAM, please go to https://www.fsd.gov/ or call 866-606-8220. FEMA cannot assist applicants with questions related to obtaining a current CAGE code.

Applicants are, therefore, encouraged to register early. The registration process can take four weeks or more to be completed. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required submission deadlines.

http://www.irs.gov/Businesses/Small-Businesses-%26-Self-Employed/Apply-for-an-Employer-Identification-Number-(EIN)-Online http://www.irs.gov/Businesses/Small-Businesses-%26-Self-Employed/Apply-for-an-Employer-Identification-Number-(EIN)-Online http://www.irs.gov/Businesses/Small-Businesses-%26-Self-Employed/Apply-for-an-Employer-Identification-Number-(EIN)-Online http://www.sam.gov/ https://www.fsd.gov/

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

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

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).

Names and addresses of the SPOCs are maintained at the Office of Management and Budget’s website at http://www.whitehouse.gov/omb/grants_spoc to ensure currency.

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 governmental entity.

CSEPP recipients may only fund activities and projects that were included in the FY 2015 CSEPP application package that was submitted and approved by FEMA.

Activities and projects may include the sustainment of capabilities supported by previous CSEP Program funds.

General restrictions on the use of CSEPP award funds are found in Appendices A and B.

CSEPP-specific allowable cost policies are provided in Table B-1 of Appendix B.

Management and Administration

Management and Administration (M&A) activities are those directly related to managing and administering the award such as financial management and monitoring. M&A costs are allowable but must be negotiated with the respective Region. Refer to Table B-1 in Appendix B for guidance on allowable costs.

Indirect (Facilities & Administrative (F&A)) Costs http://www.fws.gov/policy/library/rgeo12372.pdf http://www.whitehouse.gov/omb/grants_spoc

Recipients must submit an indirect cost agreement, requesting indirect costs as part of their application package to the FEMA Regional Office. The approved indirect cost agreement must be submitted with the Application for Federal Assistance (SF 424).

Other Submission Requirements

Environmental Planning and Historic Preservation (EHP) Compliance As a Federal agency, FEMA is required to consider the effects of its actions on the environment and/or historic properties to ensure that all activities and programs funded by the agency, including grants-funded projects, comply with Federal EHP regulations, laws and Executive Orders as applicable. Recipients and sub-recipients propose projects that have the potential to impact the environment, including but not limited to construction of communication towers, modification or renovation of existing buildings, structures and facilities, or new construction including replacement of facilities, must participate in the FEMA EHP review process. The EHP review process involves the submission of a detailed project description that explains the goals and objectives of the proposed project along with supporting documentation so that FEMA may determine whether the proposed project has the potential to impact environmental resources and/or historic properties. In some cases, FEMA is also required to consult with other regulatory agencies and the public in order to complete the review process. The EHP review process must be completed before funds are released to carry out the proposed project. FEMA will not fund projects that are initiated without the required EHP review.

Program Narrative The program narrative for non-construction programs provides a brief description of the objective, approach, and results or benefits expected to be obtained from the assistance as outlined in 2 CFR Part 200.

A program narrative statement must be prepared for each applicable CSEPP National Benchmark (CNB). Guidance for preparing narratives in the Cooperative Agreement is found in the Help Pre-Award Section of CSEPPWebCA. A suggested template for CNB program narratives is available from the Regional CSEPP Program Manager.

Narratives should be constructed in accordance with the following guidance from 2 CFR Part 200:

i. Objective (Goal)

Performance goal is defined as “a target level of performance expressed as a tangible, measurable objective, against which actual achievement can be compared, including a goal expressed as a quantitative standard, value, or rate” (2 CFR Section 200.76). In other words, the measure associated with this program should monitor ongoing progress toward program success and it should be compared against a target that defines when success is achieved.

ii. Approach (Plan of Action)

a. Outline a plan of action pertaining to the scope and detail of how the proposed work will be accomplished for each Cooperative Agreement program.

b. Cite factors that might accelerate or decelerate the work and your reason for taking this approach as opposed to others.

c. Describe any unusual features of the program such as design or technological innovations, reductions in cost or time, or extraordinary social and community involvement.

d. Provide projections of the accomplishments to be achieved through the Cooperative Agreement. List a schedule, in chronological order, of accomplishments.

e. Identify the kinds of data to be collected and maintained and discuss the criteria to be used to evaluate the results and successes of the project.

f. Explain the methodology that will be used to determine if the needs identified and discussed are being met and if the results and benefits identified are being achieved.

g. List each organization, consultant, or other key individuals who will work on the project, along with a short description of the nature of their effort or contribution.

iii. Results or Benefits Expected (Expected Outcomes)

Identify results and benefits to be derived with respect to the emergency preparedness capabilities of the recipient/sub-recipient.

iv. Work Plans

a. Each CSEPP employee must submit an annual work plan using

CSEPPWebCA. In developing work plans, the following must be considered:

1. Fully CSEPP-funded positions are restricted in their availability to perform non-CSEPP activities and must work full time on CSEPP.

2. CSEPP-funded employees can respond and support emergencies or disasters within their jurisdictions for a period of up to two weeks.

3. For federally declared disasters, employees’ time should be charged directly to the disaster code for the entire time worked.

4. If a position is partially funded by CSEPP, the recipient/sub-recipient must ensure that the individual’s time performing

CSEPP-related work is proportional to the percentage paid by

CSEPP.

b. Identify tasks to be performed by the individual staffing each fully or partially CSEPP-funded position.

1. Describe tasks in measureable terms.

2. Identify expected results of task performance.

3. Identify schedules for performance of tasks.

c. If there is no other agreement in place, FEMA will offer to extend funding for preparedness-focused activities through the end of the quarter in which demilitarization ends (rather than just up to the exact date that demilitarization operations end). After that point, all funded CSEPP personnel must have clearly defined closeout roles in their annual work plans.

E. Application Review Information

Criteria Applications will be reviewed to ensure conformance with the Eligibility Criteria in Section C of this NOFO and Section D Content and Form of Application Submission. Applicants that do not meet eligibility requirements will be removed from consideration.

Review and Selection Process

Submitted applications will undergo a complete content review within their respective FEMA Region. Each FEMA Regional CSEP Program Manager will be responsible for coordinating the review of the completed application package for their respective state. Applications will be selected for funding that clearly demonstrate the applicant's ability to enhance emergency preparedness programs in communities near the two U.S. Army chemical weapons stockpile sites. More detailed guidance on applicable community emergency preparedness capabilities is provided in Section C of Appendix B.

F. Federal Award Administration Information

Notice of Award

The FEMA Regional Offices will provide an award package to the recipient.

Award packages will include an award letter, SF 112-0-7, and the Articles of Agreement (see Appendix A). The award letter is the authorizing document for the award and will be sent to the signatory of the recipient’s application package via postal mail and electronically. The SF 112-0-7 must be signed by the recipient and returned to FEMA before the recipient can draw down funds.

Administrative and National Policy Requirements All successful applicants for all DHS grant and cooperative agreements are required to comply with DHS Standard Administrative Terms and Conditions, which are available here:

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

Before accepting the award, the authorized official should carefully read the award package for instructions on administering the grant award and the terms and conditions associated with responsibilities under Federal Awards. Recipients must accept all conditions in this NOFO as well as any Special Terms and Conditions in the Notice of Award to receive an award under this program.

Reporting

Reporting requirements must be met throughout the life of each open Cooperative Agreement. Any reports or documents prepared as a result of this Cooperative Agreement shall be in compliance with Federal “plain English” policies, directives, etc. (See http://www.plainlanguage.gov for more information.)

Federal Financial Reporting Requirements The Federal Financial Report (FFR) form is available here:

http://www.whitehouse.gov/sites/default/files/omb/grants/approved_forms/SF- 425.pdf, SF-425 OMB #00348-0061.

Obligations and expenditures must be reported on a quarterly basis through the FFR (SF-425). The FFR is due within 30 days of the end of each calendar quarter (e.g., for the quarter ending March 31, the FFR is due no later than April 30). A report must be submitted for every quarter of the period of performance, unless a waiver is granted. If there is no activity during a calendar quarter, the recipient must transmit a performance report noting the inactivity. Future awards and fund drawdowns may be withheld if these reports are delinquent. The final FFR is due 90 days after the end date of the performance period. FFRs must be filed electronically through CSEPPWebCA.

Program Performance Reporting Requirements

CSEPPWebCA is used for quarterly financial and performance reporting.

Quarterly expenditure reports must be completed before the recipient can report on performance information.

The recipient is responsible for quarterly performance reporting within CSEPPWebCA. The recipient can require sub-recipients to provide performance data using the CSEPP Cooperative Agreement quarterly worksheet in the Tools section of CSEPPWebCA or another tool as negotiated with FEMA. The sub-recipient can upload performance reporting worksheets to the CSEPPWebCA Filing Cabinet.

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

Performance reporting is required for each funded benchmark for all open Cooperative Agreements that have expended and/or unexpended funds in the quarter being reported. CSEPPWebCA will automatically determine which benchmarks must be reported.

Quarterly financial and performance reporting is to be performed on the following schedule:

October 1–December 31; Due January 30

January 1–March 31; Due April 30

April 1–June 30; Due July 30

July 1–September 30; Due October 30

Closeout FEMA will close out the grant award when it determines that all applicable administrative actions and all required work of the CSEPP award have been completed by the recipient. This section summarizes the actions that the recipient must take to complete the closeout process in accordance with 2 C.F.R. § 200.343 at the end of the grant’s period of performance or the issuance of a Grant Amendment Notice issued to close out the grant.

Within 90 days after the end of the period of performance, or after an amendment has been issued to close out a grant, whichever comes first, recipients must submit a final FFR and final progress report detailing all accomplishments and a qualitative summary of the impact of those accomplishments throughout the period of performance, as well as the following documentation:

1) Final request for payment, if applicable;

2) SF-425 –Final Federal Financial Report;

3) SF-PPR – Final Performance Progress Report;

4) A qualitative summary of the impact of accomplishments throughout the entire period of performance. Summary is submitted to the respective Regional Program Manager in a Word document;

5) SF-428 – Tangible Personal Property Report – Inventory of all tangible personal property acquired using funds from this award; and.

6) Other documents required by program guidance or terms and conditions of the award.

If applicable, an inventory of all construction projects that used funds from this program has to be reported using the Real Property Status Report (Standard Form SF 429) available at http://www.whitehouse.gov/sites/default/files/omb/grants/approved_forms/sf- 429.pdf.

Additionally, the recipient must liquidate all obligations incurred under the CSEPP award no later than 90 calendar days after the end date of the period of http://www.whitehouse.gov/sites/default/files/omb/grants/approved_forms/sf-428.pdf;

http://www.whitehouse.gov/sites/default/files/omb/grants/approved_forms/sf-429.pdf http://www.whitehouse.gov/sites/default/files/omb/grants/approved_forms/sf-429.pdf performance or issuance of a Grant Amendment Notice that closes out the award, whichever comes first. Recipients who do not liquidate their obligations within this time period may have the costs of their unliquidated obligations disallowed.

Recipients are also responsible for promptly returning to FEMA the balance of any funds that have been drawn down, but remain unliquidated.

After these reports have been reviewed and approved by the Regional CSEPP Program Office, a close-out notice will be completed to close out the grant. The notice will indicate the period of performance as closed, list any remaining funds the recipient has not drawn down that will be deobligated, and address requirements for record retention, and disposition and reporting requirements for any equipment or real property purchased using CSEPP grant funding.

In addition, CSEPP recipients are responsible for closing out all sub-grants made under the CSEPP award as described in 2 C.F.R. § 200.343. CSEPP recipients must ensure that they complete the closeout of these sub-awards in time to submit all necessary documentation and information to FEMA during the closeout of their own grant award.

G. DHS Awarding Agency Contact Information

Contact and Resource Information

CSEPP is administered at FEMA Headquarters in partnership with the CSEPP Regional Offices.

Office of Environmental Planning and Historic Preservation (OEHP) OEHP provides guidance and information about the EHP review process to FEMA programs and its recipients and sub-recipients. All inquiries and communications about EHP compliance for FEMA grant projects or the EHP review process should be sent to emily.blanton@fema.dhs.gov.

Program Office Contact FEMA Headquarters, FEMA CSEPP Program Office (Washington D.C., EST) Terrance Hobbs, Branch Chief, (703) 605-1379; Terry.Hobbs@fema.dhs.gov Jonathan Evans, Financial Management Specialist, (202) 802-2457;

Jonathan.Evans@fema.dhs.gov

FEMA Region Contacts FEMA Regions will provide fiscal support, including pre- and post-award administration, monitoring, and technical assistance.

Region IV (Atlanta, EST)

Robert Madden, FEMA CSEPP Program Manager, (770) 220-5478;

Terry.Madden@fema.dhs.gov mailto:emily.blanton@fema.dhs.gov

Sandra McNease, FEMA Assistance Officer, (229) 225-4636;

Sandra.McNease@fema.dhs.gov

Region VIII (Denver, MST)

Cheryl Layman, Acting FEMA CSEPP Program Manager, (303) 235- 4761; Cheryl.Layman@fema.dhs.gov Crystal Lehnhardt, FEMA Assistance Officer, (303) 235-4858;

Crystal.Lehnhardt@fema.dhs.gov

H. Additional Information In addition to SMARTLINK, FEMA utilizes the Payment and Reporting System (PARS) for financial reporting, invoicing and tracking payments. Additional information can be obtained at https://isource.fema.gov/sf269/execute/LogIn?sawContentMessage=true .

DHS/FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT) method of payment to Recipients. To enroll in the DD/EFT, the Recipient must complete a Standard Form 1199A, Direct Deposit Form.

Extensions

A recipient may not obligate CSEPP funds after the expiration of the specified period of performance unless that period is extended by the FEMA Regional Assistance Officer.

Extensions are allowed. A recipient may make a formal written request, no later than 60 days prior to expiration of the period of performance, for authority to extend the period of performance and/or carry some or all of the unobligated funds forward during the extended period to complete the approved Cooperative Agreement projects. The request for an extension must provide adequate justification for the action requested that includes the following information:

Reason for delay

Current status of the activity/activities

Remaining available Federal funds

Budget outlining how remaining Federal funds will be expended

Plan for completion, including milestones and timeframes for achieving each milestone, the position/person responsible for implementing the plan for completion, and extended period of performance date requested

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

A recipient must have submitted all required financial status reports and performance reports before the FEMA Regional Assistance Officer will process a request for an extension.

https://isource.fema.gov/sf269/execute/LogIn?sawContentMessage=true

The FEMA Regional Assistance Officer and the FEMA CSEPP Regional Program Manager will analyze the recipient’s justification and make the determination whether to extend the performance period.

If the FEMA Regional Office is still reviewing the request at the end of the performance period and no determination has been made, no further activity should be undertaken until written notification is received from the FEMA Regional Assistance Officer.

The recipient/sub-recipients may continue to liquidate obligated funds.

The FEMA Regional Office will not initiate closeout of the Cooperative Agreement while a decision is pending.

One extension of the initial performance period of a Cooperative Agreement can be made by the FEMA Regional Assistance Officer in coordination with the FEMA CSEPP Regional Program Manager; subsequent extensions must receive concurrence of the FEMA Headquarters Program Office.

Extensions require explicit prior FEMA Headquarters Program Office approval when:

The terms and conditions of the Federal award prohibit the extension

The extension requires additional Federal funds

The extension involves any change in the approved objectives or scope of the project

Performance periods may be extended even if no funds remain available for obligation in order to complete Cooperative Agreement management activities.

Monitoring 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 will be accomplished through a combination of desk-based reviews and on-site monitoring visits. Monitoring will involve the review and analysis of the financial, programmatic, performance, and administrative issues relative to each program and will identify areas where technical assistance and other support may be needed.

The recipient is responsible for monitoring award activities, to include sub-awards, to provide reasonable assurance that the Federal award is administered in compliance with requirements. Responsibilities include the accounting of receipts and expenditures, cash management, maintaining of adequate financial records, and refunding expenditures disallowed by audits.

CSEPP expenditure reports will be monitored by FEMA, the recipient, and sub-recipients to identify any funding that may not be used and could be available either to reallocate for CSEPP requirements within the state or to return to FEMA for other CSEPP requirements.

Appendix A: Articles of Agreement

Federal Emergency Management Agency Agreement Articles – Chemical Stockpile Emergency Preparedness Program (CSEPP) Cooperative Agreement (CFDA # 97.040)

Recipient: ______________________________________________________________

Agreement Number: _________________ Amendment Number: ________________

Designated Agency: ____________________________________________________

Performance Period Using Operations and Maintenance (O&M) Funds:

Period of Federal Obligational Availability, When Using Operation and Maintenance (O&M)

Funds, Ends On: ______________________________________________________________

Performance Period Using Procurement Funds: _____________________________

Period of Federal Obligational Availability, When Using Procurement Funds, Ends

On: ___________________________________________________________________

ARTICLE I – PROGRAM DESCRIPTION

The recipient shall perform the work described in the Program Narrative Statement, work plans, funding requests, and financial forms that meet the application requirements of 2 CFR Part 200, which was included as part of the application package and made part of these Cooperative Agreement Articles.

ARTICLE II – PERIOD OF PERFORMANCE

This Cooperative Agreement takes on the award date estimated to be April 1, 2015.

ARTICLE III – AMOUNT AWARDED

The tasks approved in CSEPPWebCA are to be undertaken by the recipient utilizing the funds identified on SF 112-0-7.

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Fiscal Year 2015 CSEPP Cooperative Agreement Guidance: Super Circular Edition

ARTICLE IV – REQUEST FOR ADVANCE/REIMBURSEMENT

The recipient shall be paid in advance using the Department of Health and Human Services (HHS) SMARTLINK System or the Payment and Reporting System (PARS), provided it maintains or demonstrates the willingness and ability to maintain procedures to minimize the time elapsing between the transfer of the funds and their disbursement by the recipient. When these requirements are not met, the recipient will be required to use the reimbursement method as the preferred funding method.

ARTICLE V – FEMA OFFICIALS

FEMA officials for this Cooperative Agreement are as follows:

1. The FEMA CSEPP Regional Program Manager is (insert name here).

2. The FEMA Regional Assistance Officer is (insert name here).

ARTICLE VI – TERMS AND CONDITIONS

The specific terms and conditions of this agreement are as follows:

A. The recipients of CSEPP funding must use CSEPPWebCA for preparing, managing, and quarterly reporting on their CSEPP Cooperative Agreement.

B. States and local governments must continue to meet the minimum requirements for the National Incident Management System (NIMS).

C. The tasks approved in CSEPPWebCA are to be undertaken by the recipient utilizing the funds identified on SF 112-0-7.

D. For jurisdictions requesting indirect costs, an approved indirect cost agreement (IDC) or an approved cost allocation plan must be submitted at the beginning of each Federal fiscal year as an attachment to the state’s Request for Federal Assistance. Once the indirect cost agreement or cost allocation plan is filed, there will be no adjustments to the rate for the duration of the Cooperative Agreement.

E. The funds for the Cooperative Agreement shall only be used to cover allowable costs that are incurred during the agreement period. If obligations are included in the claimed Cooperative Agreement costs, adequate records shall be maintained to disclose fully the date and amount incurred and the date and amount of subsequent payment. Obligations claimed in one Cooperative Agreement period shall be excluded from expenditures claimed in prior or subsequent periods.

F. The recipient shall follow prior approval requirements found in 2 CFR Section 200.407.

For non-construction Cooperative Agreements, transfers of funds between total direct cost categories in the approved budget shall receive the prior approval of FEMA when such transfers exceed 10 percent of the total budget.

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G. No transfer of funds to agencies other than those identified in the approved Cooperative Agreement application shall be made without prior approval of FEMA.

H. The recipient shall submit financial reports 30 days after the end of each quarter.

Reporting dates are January 30, April 30, July 30, and October 30. Final financial reports are due 90 days after the close of the Cooperative Agreement. Copies of the Federal Financial Report (FFR) (SF-425) are to be submitted to the FEMA Regional Office, Attn:

Assistance Officer.

I. The recipient shall submit performance reports for each funded CSEPP National Benchmark 30 days after the end of each quarter. Reporting dates are January 30, April 30, July 30, and October 30. The final performance report is due 90 days after the close of the Cooperative Agreement. Copies of the performance report are to be submitted to the FEMA Regional Office, Attn: Assistance Officer.

J. The recipient shall transfer to FEMA the appropriate share, based on the Federal support percentage, of any refund, rebate, credit, or other amounts arising from the performance of this agreement, along with accrued interest, if any. The recipient shall take necessary action to effect prompt collection of all monies due or which may become due and to cooperate with FEMA in any claim or suit in connection with amounts due. When reporting CSEPP Program Income, the amount is to be deducted from total allowable costs to determine the net allowable costs committed to the Cooperative Agreement by FEMA and the recipient. The recipient shall use any program income as required by this Cooperative agreement and 2 CFR § 200.307(e)(1).

K. Prior to the start of any construction activity, the recipient shall ensure that all applicable Federal, state, or tribal government and local permits and clearances are obtained to include environmental planning and historic preservation compliance.

L. The recipient may copyright any original work developed under this agreement. FEMA reserves a royalty-free, nonexclusive, and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use, the work for government purposes. Any publication resulting from work performed under this agreement shall include an acknowledgement of FEMA financial support and a statement that the publication does not necessarily reflect FEMA views.

M. No subsequent Cooperative Agreements, monetary increase amendments, or time extension amendments will be approved unless all overdue financial or performance reports have been submitted by the recipient to the appropriate Regional Office. The recipient agrees, by accepting the funds in the aforementioned Cooperative Agreement from FEMA, to comply with all the provisions of 2 CFR § 200.313, which states “[a] physical inventory must be taken and the results reconciled with the property records at least once every two years.” Upon request, these inventory records shall be provided to

FEMA.

N. CSEPP funds may not be used to fund other programs required by other laws for existing needs. CSEPP funds may not be used to supplant other forms of emergency management funding. An example of the inappropriate use of CSEPP funds would be charging all or a substantial portion of personnel costs or Emergency Operations Center (EOC) costs to

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CSEPP when they should be and/or were previously part of the ongoing emergency management budget.

O. For cost allocation projects, CSEPP is not necessarily responsible for any or all of the maintenance or replacement costs. Although CSEPP may have paid for certain equipment in its entirety, if that equipment is being used for non-CSEPP activities, CSEPP is only obligated to pay the portion of Operations and Maintenance (O&M) costs commensurate to its CSEPP use.

P. CSEPP funds may not be commingled with other non-CSEPP funds. In keeping with the intent of the congressional appropriations, and to assure proper programmatic accountability, CSEPP funds must at all times remain separate and apart from any other FEMA or non-FEMA funding sources. Funds from each awarded Cooperative Agreement must remain separate, distinct, and cannot be commingled with funding from other Cooperative Agreements.

Q. CSEPP personnel positions fully funded by CSEPP are restricted in their availability to perform non-CSEPP activities and must work full time on CSEPP. CSEPP-funded employees can respond and support emergencies or disasters within their jurisdictions for a period of up to two weeks. When a position is only partially funded by CSEPP, this should be reflected in the work plan, and the supervisor is responsible and accountable for ensuring that the individual’s time performing for CSEPP is in direct proportion to the percent paid by CSEPP.

R. Forecasting ahead, if a recipient estimates that it will have unobligated funds remaining at the end of the performance period, the recipient should report this to the FEMA Regional Office at the earliest possible time and ask for instructions.

S. Recipients will participate annually in the national CSEPP exercise program. The states will use the web-based Homeland Security Exercise and Evaluation Program (HSEEP) Corrective Action Program (CAP), or HSEEP CAP, to track all Findings Requiring Corrective Actions (FRCAs). Users should use existing DHS/CAP guidance to implement this program.

T. To assist in fully integrating HSEEP into the CSEPP exercise program, all CSEPP funded employees who evaluate CSEPP exercises must complete the following HSEEP Independent Study (IS) Courses: IS-120.a, An Introduction to Exercises, and IS-130, Exercise Evaluation and Improvement Planning. All CSEPP-funded employees who plan exercises must complete L-146, Homeland Security Exercise and Evaluation Program (HSEEP) Training Course. A copy of the certificate should be forwarded to the State CSEPP Program Manager by the end of the Federal fiscal year.

ARTICLE VII – OTHER TERMS AND CONDITIONS

A. All recipients and sub-recipients must follow the applicable requirements of 2 C.F.R. Part 200, Subpart F – Audit Requirements.

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B. FEMA will conduct on-site monitoring visits to review both the program and financial progress of the Cooperative Agreement’s activities. Technical assistance will be provided upon request. As a result of these on-site visits, FEMA will make recommendations and/or adjustments as needed.

ARTICLE VIII – GOVERNING PROVISIONS

The following are hereby incorporated into this agreement by reference.

The recipient and any sub-recipients shall comply with all applicable laws and regulations. A non-exclusive list of laws and regulations commonly applicable to FEMA grants is listed below for reference only:

Section 1412 of the Department of Defense Authorization Act of 1986, (Pub. L. No. 99-145), as amended (50 U.S.C §§ 1521)

Applicable Provisions of Title 44 of the Code of Federal Regulations (CFR)

Note: The requirements established under 44 CFR Part 13 and the previous Office of Management and Budget Circulars have been superseded by DHS adoption of 2 CFR Part 200 for all funds awarded on or after December 26, 2014.

2 C.F.R. Part 200

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Appendix B: Program-Specific Guidance

The following sections provide guidance specific to the Chemical Stockpile Emergency Preparedness Program.

A. Definitions Period of availability (Appropriations Period):

• Funds that are appropriated by Congress stipulate the period during which they are available for obligation.

• Funds are available for obligation to the recipient during the entire fiscal year(s) for which they are appropriated.

• No reallocation or change in scope can be made to the Cooperative Agreement after the expiration of the appropriation.

Period of performance:

• The period of time shown in the Agreement Articles during which the recipient is expected to perform the activities and obligate the funds included in the approved Cooperative Agreement.

• A recipient may not obligate CSEPP funds either before or after the expiration of the specified period of performance unless that period is extended by the FEMA Regional Office.

• The recipient has up to 90 days following the expiration of the period of performance to liquidate valid obligations made during the performance period.

• Period of performance means the time during which the non-Federal entity may incur new obligations to carry out the work authorized under the Federal award. The Federal awarding agency or pass-through entity must include start and end dates of the period of performance in the Federal award (see §§ 200.210 Information contained in a Federal award paragraph (a)(5) and § 200.331 Requirements for pass-through entities, paragraph (a)(1)(iv)).

Unliquidated obligations are valid obligations incurred by the recipient during the stated period of performance for which payment has not occurred.

Unobligated balances are that portion of the funds that have not been obligated by the recipient. They are determined by deducting the cumulative obligations from the cumulative funds authorized.

Pass-through entity is an eligible state government that provides a sub-award to sub-recipients to carry out part of the Chemical Stockpile Emergency Preparedness Program (CSEPP).

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Closeout means the process by which FEMA or the pass-through entity determines that all applicable administrative actions and all required…