FY21 PRPA Grant NOFO_508.pdf

FY 2021 PRPA NOFO

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

Fiscal Year (FY) 2021 Presidential Residence Protection Assistance (PRPA) Grant Program

NOTE: If you are going to apply for this funding opportunity and have not obtained an Employer Identification Number (EIN), a Data Universal Numbering System (DUNS) number, are not currently registered in the System for Award Management (SAM), or your SAM registration is not active, please take immediate action to obtain an EIN and DUNS Number, if applicable, and then register immediately in SAM or, if applicable, renew your SAM registration. It may take four 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: Grants Registration Information. Detailed information regarding DUNS, EIN, and SAM is also provided in Section D of this NOFO under the subsection titled “How to Register to Apply.” Detailed information regarding the time required for each registration is also provided in Section D of this NOFO under the subsection titled “Other Key Dates.”

Table of Contents A. Program Description

1. Issued By

2. Assistance Listings Number

3. Assistance Listings Title

4. Funding Opportunity Title

5. Funding Opportunity Number

6. Authorizing Authority for Program

7. Appropriation Authority for Program

8. Announcement Type

9. Program Category

10. Program Overview, Objectives, and Priorities

B. Federal Award Information

1. Available Funding for the NOFO: $12,700,000

2. Projected Number of Awards: 10-12

3. Period of Performance: 12 months

4. Projected Period of Performance Start Date(s): 10/01/2020

5. Projected Period of Performance End Date(s): 09/30/2021

6. Funding Instrument Type: Grant

C. Eligibility Information

1. Eligible Applicants

2. Cost Share or Match

D. Application and Submission Information

1. Key Dates and Times

2. Agreeing to Terms and Conditions of the Award

3. Address to Request Application Package http://www.grants.gov/web/grants/register.html

4. Steps Required to Obtain a Unique Entity Identifier, Register in the System for Award Management (SAM), and Submit an Application

5. Electronic Delivery

6. How to Register to Apply through Grants.gov

7. How to Submit an Initial Application to FEMA via Grants.gov

8. Submitting the Final Application in ND Grants

9. Timely Receipt Requirements and Proof of Timely Submission

10. Content and Form of Application Submission

11. Intergovernmental Review

12. Funding Restrictions and Allowable Costs

E. Application Review Information

1. Application Evaluation Criteria

2. Review and Selection Process

F. Federal Award Administration Information

1. Notice of Award

2. Administrative and National Policy Requirements

3. Reporting

4. Monitoring and Oversight

G. DHS Awarding Agency Contact Information

1. Contact and Resource Information

2. Systems Information

H. Additional Information

1. Termination Provisions

2. Period of Performance Extensions

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

4. Record Retention

5. Actions to Address Noncompliance

6. Audits

7. Payment Information

A. Program Description

1. Issued By

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

2. Assistance Listings Number 97.134

3. Assistance Listings Title Presidential Residence Protection Assistance (PRPA) Grant Program

4. Funding Opportunity Title FY 2021 Presidential Residence Protection Assistance Grant Program

5. Funding Opportunity Number

DHS-21-GPD-134-00-01

6. Authorizing Authority for Program Department of Homeland Security Appropriations Act, 2021 (Pub. L. No. 116-260).

(Applying Pub. L. No. 115-141 § 534(b)-(f) as revised in Pub. L. No. 116-260 § 530(b)).

7. Appropriation Authority for Program Department of Homeland Security Appropriations Act, 2021 (Pub. L. No. 116-260)

8. Announcement Type Initial

9. Program Category Preparedness: Other

10. Program Overview, Objectives, and Priorities

a. Overview The Fiscal Year (FY) 2021 Presidential Residence Protection Assistance (PRPA) Grant Program will provide Federal funds to reimburse state and local law enforcement agencies (LEAs) for law enforcement personnel costs incurred while protecting any non-governmental residence of the President that is designated or identified to be secured by the United States Secret Service (USSS) in accordance with Section 530 of the Department of Homeland Security Appropriations Act, 2021, which states in part:

SEC. 530. (a) For an additional amount for “Federal Emergency Management Agency—Federal Assistance”, $12,700,000, to remain available until September 30, 2022, exclusively for providing reimbursement of extraordinary law enforcement or other emergency personnel costs for protection activities directly and demonstrably associated with any residence of the President that is designated or identified to be secured by the United States Secret Service.

b. Objectives The objective of the FY 2021 PRPA Grant Program is to reimburse extraordinary costs incurred by LEAs while protecting the President’s residences. Among the five basic homeland security missions noted in the DHS Quadrennial Homeland Security Review, the FY 2021 PRPA Grant Program supports the goal to Prevent Terrorism and Enhance Security.

c. Priorities Reimbursing extraordinary costs incurred by LEAs while protecting the President’s residences during FY 2021.

B. Federal Award Information

1. Available Funding for the NOFO: $12,700,000

2. Projected Number of Awards: 10-12

3. Period of Performance: 12 months

Extensions to the period of performance are not allowed, per Pub. L. No. 116-260 § 530(b) (applying Pub. L. No. 115-141 § 534(b)(1) as revised in Pub. L. No. 116-260 § 530(b)).

4. Projected Period of Performance Start Date(s): 10/01/2020

5. Projected Period of Performance End Date(s): 09/30/2021

6. Funding Instrument Type: Grant

C. Eligibility Information

1. Eligible Applicants

Eligible applicants are limited to state and local LEAs, either directly or through the State Administrative Agency (SAA), that conducted protection activities associated with any non-governmental residence of the President of the United States designated or identified to be secured by the USSS.

The SAA may apply on behalf of one or more eligible state or local LEAs. If the SAA submits an application on behalf of any LEA, those LEAs covered under the SAA’s application cannot also apply directly to FEMA for funding under this NOFO. Multiple applications may result in a delay in reimbursement and/or an application to be denied funding. Coordination between the SAA and any eligible state or local LEA is therefore encouraged.

2. Cost Share or Match There is no cost share or match requirement for the FY 2021 PRPA Grant Program.

D. Application and Submission Information

1. Key Dates and Times

a. Application Start Date: 10/25/2021

b. Application Submission Deadline: 12/6/2021 at 5 PM ET

All applications must be received by the established deadline.

The Non-Disaster (ND) Grants System has a date stamp that indicates when an application is submitted. Applicants will receive an electronic message confirming receipt of their submission. For additional information on how an applicant will be notified of application receipt, see the subsection titled “Timely Receipt Requirements and Proof of Timely Submission” in Section D of this NOFO.

FEMA will not review applications that are received after the deadline or consider these late applications for funding. FEMA may, however, extend the application deadline on request for any applicant who can demonstrate that good cause exists to justify extending the deadline. Good cause for an extension may include technical problems outside of the applicant’s control that prevent submission of the application by the deadline, other exigent or emergency circumstances, or statutory requirements for FEMA to make an award.

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

A list of FEMA contacts can be found in Section G of this NOFO, “DHS Awarding Agency Contact Information.” For additional assistance using the ND Grants System, please contact the ND Grants Service Desk at (800) 865-4076 or NDGrants@fema.dhs.gov. The ND Grants Service Desk is available Monday through Friday, 9 a.m. – 6 p.m. ET. For programmatic or grants management questions, please contact your Program Analyst or Grants Specialist. If applicants do not know who to contact or if there are programmatic questions or concerns, please contact the Centralized Scheduling and Information Desk (CSID) by phone at (800) 368-6498 or by e-mail at askcsid@fema.dhs.gov, Monday through Friday, 9:00 AM – 5:00

PM ET.

c. Anticipated Funding Selection Date: No later than 12/31/2021

d. Anticipated Award Date: No later than 01/31/2022

e. Other Key Dates

Event Suggested Deadline for Completion Obtaining DUNS Number Four weeks before actual submission deadline Obtaining a valid EIN Four weeks before actual submission deadline Creating an account with login.gov Four weeks before actual submission deadline Registering in SAM or Updating SAM registration Four weeks before actual submission deadline

Registering in Grants.gov Four weeks before actual submission deadline Registering in ND Grants Four weeks before actual submission deadline Starting application in Grants.gov One week before actual submission deadline Submitting the final application in ND Grants By the submission deadline

2. Agreeing to Terms and Conditions of the Award mailto:NDGrants@fema.dhs.gov mailto:askcsid@fema.dhs.gov

By submitting an application, applicants agree to comply with the requirements of this NOFO and the terms and conditions of the award, should they receive an award.

3. Address to Request Application Package Initial applications are processed through the Grants.gov portal. Final applications are completed and submitted through FEMA’s Non-Disaster Grants (ND Grants) System.

Application forms and instructions are available at Grants.gov. To access these materials, go to Grants.gov.

4. Steps Required to Obtain a Unique Entity Identifier, Register in the System for Award Management (SAM), and Submit an Application Applying for an award under this program is a multi-step process and requires time to complete. Applicants are encouraged to register early as the registration process can take four weeks or more to complete. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required submission deadlines.

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

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

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

a. Apply for, update, or verify their Data Universal Numbering System (DUNS) number from Dun & Bradstreet and Employer Identification Number (EIN) from the Internal Revenue Service;

b. In the application, provide a valid DUNS number, which is currently the unique entity identifier;

c. Have an account with login.gov;

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

e. Create a Grants.gov account;

f. Add a profile to a Grants.gov account;

g. Establish an Authorized Organizational Representative (AOR) in Grants.gov;

h. Register in ND Grants

i. Submit an initial application in Grants.gov;

j. Submit the final application in ND Grants, including electronically signing applicable forms; and

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

Specific instructions on how to apply for, update, or verify a DUNS number or SAM registration or establish an AOR are included below in the steps for applying through Grants.gov.

https://www.grants.gov/ http://www.grants.gov/ https://www.login.gov/

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

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

5. Electronic Delivery DHS is participating in the Grants.gov initiative to provide the grant community with a single site to find and apply for grant funding opportunities. DHS encourages or requires applicants to submit their applications online through Grants.gov, depending on the funding opportunity.

For this funding opportunity, FEMA requires applicants to submit initial applications through Grants.gov and a final application through ND Grants.

6. How to Register to Apply through Grants.gov

a. General Instructions:

Registering and applying for an award under this program is a multi-step process and requires time to complete. Read the instructions below about registering to apply for FEMA funds. Applicants should read the registration instructions carefully and prepare the information requested before beginning the registration process. Reviewing and assembling the required information before beginning the registration process will alleviate last-minute searches for required information.

The registration process can take up to four weeks to complete. To ensure an application meets the deadline, applicants are advised to start the required steps well in advance of their submission.

Organizations must have a DUNS Number, EIN, and an active SAM registration.

Organizations must also have a Grants.gov account to apply for an award under this program.

Creating a Grants.gov account can be completed online in minutes, but DUNS and SAM registrations may take several weeks. Therefore, an organization's registration should be done in sufficient time to ensure it does not impact the entity's ability to meet required application submission deadlines. Complete organization instructions can be found on Grants.gov here:

Organization Registration.

mailto:askcsid@fema.dhs.gov https://www.grants.gov/web/grants/applicants/organization-registration.html

If individual applicants are eligible to apply for this grant funding opportunity, refer to Applicant Registration.

b. Obtain a DUNS Number:

All entities applying for funding, including renewal funding, must have a DUNS number from Dun & Bradstreet (D&B). Applicants must enter the DUNS number in the data entry field labeled "Organizational DUNS" on the SF-424 form. For more detailed instructions for obtaining a DUNS number, refer to: Obtain a DUNS Number.

Note: At some point, the DUNS Number will be replaced by a “new, non-proprietary identifier” requested in, and assigned by, SAM.gov. This new identifier is being called the Unique Entity Identifier (UEI), or the Entity ID. Grants.gov has begun preparing for this transition by educating users about the upcoming changes and updating field labels and references to the DUNS Number (the current identifier) within the Grants.gov system. Users should continue using the DUNS Number in UEI fields until further notice. To learn more about SAM’s rollout of the UEI, please visit UEI Update.

c. Obtain Employer Identification Number In addition to having a DUNS number, all entities applying for funding must provide an EIN.

The EIN can be obtained from the IRS by visiting: Apply for an EIN.

d. Create a login.gov account:

Applicants must have a login.gov account in order to register with SAM or update their SAM registration. Applicants can create a login.gov account here: Create Your Account.

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

e. Register with SAM:

In addition to having a DUNS number, all organizations applying online through Grants.gov must register with SAM. Failure to register with SAM will prevent your organization from applying through Grants.gov. SAM registration must be renewed annually. For more detailed instructions for registering with SAM, refer to Register with SAM.

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

I. ADDITIONAL SAM REMINDERS

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

SAM registration should be completed at the very beginning of the application period and should be renewed annually to avoid being “INACTIVE.” Please allow plenty of time before the grant application submission deadline to obtain a DUNS number and then to register in SAM. It may be four weeks or more after an applicant submits the SAM https://www.grants.gov/web/grants/applicants/registration.html https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html https://gsa.gov/entityid https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online https://secure.login.gov/sign_up/enter_email?request_id=34f19fa8-14a2-438c-8323-a62b99571fd3 https://www.sam.gov/SAM/pages/public/loginFAQ.jsf https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html registration before the registration is active in SAM, and then it may be an additional 24 hours before FEMA’s system recognizes the information.

It is imperative that the information applicants provide is correct and current. Please ensure that your organization’s name, address, 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. Payment under any FEMA award is contingent on the recipient’s having a current SAM registration.

II. HELP WITH SAM

The SAM quick start guide for new recipient registration and SAM video tutorial for new applicants are tools created by the General Services Administration (GSA) to assist those registering with SAM. If applicants have questions or concerns about a SAM registration, please contact the Federal Support Desk at Service Portal or call toll free (866) 606-8220.

f. Create a Grants.gov Account:

The next step in the registration process is to create an account with Grants.gov. Applicants must know their organization's DUNS number to complete this process. For more information, follow the on-screen instructions or refer to Applicant Registration.

See also Section D.8 in this NOFO, “Submitting the Final Application in ND Grants,” for instructions on how to register early in ND Grants.

g. Add a Profile to a Grants.gov Account:

A profile in Grants.gov corresponds to a single applicant organization the user represents (i.e., an applicant) or an individual applicant. If you work for or consult with multiple organizations and have a profile for each, you may log in to one Grants.gov account to access all of your grant applications. To add an organizational profile to your Grants.gov account, enter the DUNS Number for the organization in the DUNS field while adding a profile.

For more detailed instructions about creating a profile on Grants.gov, refer to Add Profile.

h. EBiz POC Authorized Profile Roles:

After you register with Grants.gov and create an Organization Applicant Profile, the organization applicant's request for Grants.gov roles and access is sent to the EBiz POC. The EBiz POC will then log in to Grants.gov and authorize the appropriate roles, which may include the Authorized Organization Representative (AOR) role, thereby giving you permission to complete and submit applications on behalf of the organization. You will be able to submit your application online any time after you have been assigned the AOR role.

For more detailed instructions about creating a profile on Grants.gov, refer to EBiz Authorizes Profile Roles.

i. Track Role Status:

To track your role request, refer to Track Profile Role Status.

j. Electronic Signature:

When applications are submitted through Grants.gov, the name of the organization applicant with the AOR role that submitted the application is inserted into the signature line of the https://www.fsd.gov/fsd-gov/home.do https://www.grants.gov/web/grants/applicants/registration.html https://www.grants.gov/web/grants/applicants/registration/add-profile.html https://www.grants.gov/web/grants/applicants/registration/authorize-roles.html https://www.grants.gov/web/grants/applicants/registration/authorize-roles.html https://www.grants.gov/web/grants/applicants/registration/track-role-status.html application, serving as the electronic signature. The EBiz POC must authorize individuals who are able to make legally binding commitments on behalf of the organization as an AOR;

this step is often missed, and it is crucial for valid and timely submissions.

7. How to Submit an Initial Application to FEMA via Grants.gov Standard Form 424 (SF-424) is the initial application for this NOFO.

Grants.gov applicants can apply online using a workspace. A workspace is a shared, online environment where members of a grant team may simultaneously access and edit different web forms within an application. For each Notice of Funding Opportunity, you can create individual instances of a workspace. Applicants are encouraged to submit their initial applications in Grants.gov at least seven days before the application deadline.

In Grants.gov, applicants need to submit the following forms:

• SF-424, Application for Federal Assistance

• Grants.gov Lobbying Form, Certification Regarding Lobbying

Below is an overview of applying on Grants.gov. For access to complete instructions on how to apply for opportunities using Workspace, refer to Workspace Overview.

a. Create a Workspace:

Creating a workspace allows you to complete it online and route it through your organization for review before submitting.

b. Complete a Workspace Add participants to the workspace to work on the application together, complete all the required forms online or by downloading PDF versions, and check for errors before submission.

c. Adobe Reader:

If you decide not to apply by filling out webforms you can download individual PDF forms in Workspace so that they will appear similar to other Standard or DHS forms. The individual PDF forms can be downloaded and saved to your local device storage, network drive(s), or external drives, then accessed through Adobe Reader.

Note: Visit the Adobe Software Compatibility page on Grants.gov to download the appropriate version of the software at Adobe Software Compatibility.

d. Mandatory Fields in Forms:

In the forms, you will note fields marked with an asterisk and a different background color.

These fields are mandatory fields that must be completed to successfully submit your application.

e. Complete SF-424 Fields First:

The forms are designed to fill in common required fields across other forms, such as the applicant name, address, and DUNS number. To trigger this feature, an applicant must https://www.grants.gov/web/grants/applicants/workspace-overview.html https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html complete the SF-424 information first. Once it is completed, the information will transfer to the other forms.

f. Submit a Workspace:

An application may be submitted through workspace by clicking the “Sign and Submit” button on the Manage Workspace page, under the Forms tab. Grants.gov recommends submitting your application package at least 24-48 hours prior to the close date to provide you with time to correct any potential technical issues that may disrupt the application submission.

g. Track a Workspace:

After successfully submitting a workspace package, a Grants.gov Tracking Number (GRANTXXXXXXXX) is automatically assigned to the application. The number will be listed on the confirmation page that is generated after submission. Using the tracking number, access the Track My Application page under the Applicants tab or the Details tab in the submitted workspace.

h. Additional Training and Applicant Support:

For additional training resources, including video tutorials, refer to Applicant Training.

Grants.gov provides applicants 24/7 (except federal holidays) support via the toll-free number (800) 518-4726, email at support@grants.gov and the website at Grants Support Center. For questions related to the specific grant opportunity, contact the number listed in the application package of the grant you are applying for.

If you are experiencing difficulties with your submission, it is best to call the Grants.gov Support Center and get a ticket number. The Support Center ticket number will assist FEMA with tracking your issue and understanding background information on the issue.

8. Submitting the Final Application in ND Grants After submitting the initial application in Grants.gov, eligible applicants will be notified by FEMA and asked to proceed with submitting their complete application package in ND Grants. Applicants can register early with ND Grants and are encouraged to begin their ND Grants registration at the time of this announcement or, at the latest, seven days before the application deadline. Early registration will allow applicants to have adequate time to start and complete their applications.

Applicants needing assistance registering for the ND Grants system should contact ndgrants@fema.dhs.gov or (800) 865-4076. For step-by-step directions on using the ND Grants system and other guides, please see Non-Disaster Grants Management System.

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

https://www.grants.gov/web/grants/applicants/applicant-training.html mailto:support@grants.gov https://www.grants.gov/support.html https://www.grants.gov/support.html mailto:ndgrants@fema.dhs.gov https://www.fema.gov/grants/guidance-tools/non-disaster-grants-management-system https://www.grants.gov/forms/sf-424-family.html

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

9. Timely Receipt Requirements and Proof of Timely Submission As application submission is a two-step process, the applicant with the AOR role who submitted the application in Grants.gov will receive an acknowledgement of receipt and a tracking number (GRANTXXXXXXXX) from Grants.gov with the successful transmission of its initial application. This notification does not serve as proof of timely submission, as the application is not complete until it is submitted in ND Grants. Applicants can also view the ND Grants Agency Tracking Number by accessing the Details tab in the submitted workspace section in Grants.gov, under the Agency Tracking Number column. Should the Agency Tracking Number not appear, the application has not yet migrated from Grants.gov into the ND Grants System. Please allow 24 hours for your ND Grants application tracking number to migrate.

All applications must be received in ND Grants by 5 p.m. ET on the application deadline.

Proof of timely submission is automatically recorded by ND Grants. An electronic date/time stamp is generated within the system when the application is successfully received by ND Grants. Additionally, the applicant(s) listed as contacts on the application will receive a system-generated email to confirm receipt.

10. Content and Form of Application Submission

a. Standard Required Application Forms and Information

The following forms or information are required to be submitted in either Grants.gov or ND Grants. The Standard Forms (SF) are submitted either through Grants.gov, through forms generated in ND Grants, or as an attachment in ND Grants. Applicants may also access the SFs at SF-424 Family.

I. GRANTS.GOV

• SF-424, Application for Federal Assistance, initial application submitted through

Grants.gov

• Grants.gov Lobbying Form, Certification Regarding Lobbying, submitted through

Grants.gov

II. ND GRANTS

• SF-424A, Budget Information (Non-Construction), submitted via the forms generated by ND Grants o For construction under an award, submit SF-424C, Budget Information

(Construction), submitted via the forms generated by ND Grants, in addition to or instead of SF-424A

• SF-424B, Standard Assurances (Non-Construction), submitted via the forms generated by ND Grants o For construction under an award, submit SF-424D, Standard Assurances (Construction), submitted via the forms generated by ND Grants, in addition to or instead of SF-424B

• SF-LLL, Disclosure of Lobbying Activities, submitted via the forms generated by ND Grants https://www.grants.gov/web/grants/forms/sf-424-family.html

• Indirect Cost Agreement or Proposal, submitted as an attachment in ND Grants if the budget includes indirect costs and the applicant is required to have an indirect cost rate agreement or proposal. If the applicant does not have or is not required to have an indirect cost rate agreement or proposal, please see Section D.13 of this NOFO, “Funding Restrictions and Allowable Costs,” for further information regarding allowability of indirect costs and whether alternatives to an indirect cost rate agreement or proposal might be available, or contact the relevant FEMA staff identified in Section G of this NOFO, “DHS Awarding Agency Contact Information” for further instructions.

b. Program-Specific Required Forms and Information

• Application: Only one application (submitted initially via Grants.gov and subsequently via ND Grants), due no later than 12/6/ 2021, at 5 PM ET, is permitted for each applicant.

• Reimbursement Requests: Applicants should submit all reimbursement requests with their application in ND Grants no later than 12/6/2021, at 5 PM ET.

• Documentation: Documentation supporting reimbursement requests must be submitted as an attachment(s) in ND Grants. All four categories of documentation described below (Investment Narrative, Detailed Budget Spreadsheet, Disclosure of Pending Applications or Open Awards, Certifications) are required. Information in these documents will be used to evaluate allowable costs.

• Investment Narrative: The Investment Narrative, a written narrative distinct from the detailed Budget Spreadsheet, must include:

o A title;

o A list of each LEA covered under the application;

o Descriptions of the extraordinary law enforcement protection activities the LEA engaged in as they related to providing security during the FY 2021 PRPA Grant Program period of performance for the designated residences of the President;

o Descriptions of the financial burden these operational overtime costs have placed on the LEA; and o A list of any and all agreements and/or memoranda of understanding (MOU) that were enacted to establish the security-related activities undertaken to protect the designated residences.

The Investment Narrative must be double-spaced, using a standard 12-point font (Times New Roman is preferred) with 1-inch margins, and must not exceed 10 pages. Please number pages “1 of 10,” “2 of 10,” etc. If the Investment Narrative fails to comply with these length-related restrictions, FEMA may consider such noncompliance in review and in final award decisions.

The file should be named in the following format “[Name of LEA] 2021_PRPA Grant Program Narrative” or other similarly descriptive naming convention.

• Detailed Budget Spreadsheet: Include a detailed budget spreadsheet in Microsoft Excel that identifies each LEA listed in the Investment Narrative and provide the following columns of information for each law enforcement personnel seeking reimbursement for operational overtime or backfill overtime activities:

o Position/Rank;

o Compensation rate;

http://www.grants.gov/ https://portal.fema.gov/ https://portal.fema.gov/ https://portal.fema.gov/ o Overtime compensation rate;

o Fringe benefits;

o Dates overtime worked;

o Total number of hours overtime worked;

o Total amount of overtime cost requested; and o Indicate the Allocation Priority (Priority 1, 2, or 3).

In an effort to ensure Personally Identifiable Information (PII) is not unnecessarily used, applicants are not required to provide names or badge numbers for law enforcement personnel at the time of application. However, the detailed budget spreadsheets must be organized in a way that each law enforcement personnel is listed separately such that, during monitoring and audit, the reimbursements requested can be directly cross-walked to the source documents supporting the reimbursement. The file should be named in the following format:

“[Name of LEA] Detailed_Budget_Spreadsheet”

Note: Upon request by DHS/FEMA, evidence must be provided that supports the expenses submitted for reimbursement in the detailed budget spreadsheet (e.g., valid timecards that contain detailed descriptions of the services performed or other supporting documentation permitted under 2 C.F.R. § 200.430).

• Disclosure of Pending Applications or Open Awards: Each applicant shall disclose whether it or any LEA covered under the application has any pending applications or open awards for Federally funded grants or cooperative agreements that (1) include requests for funding to support the same investment narrative being proposed in the application under this NOFO; and (2) would cover any identical cost items outlined in the budget submitted to FEMA as part of the application under this NOFO.

The applicant shall disclose applications or requests made to FEMA or other Federal awarding agencies, and also applications for subawards of Federal funds (e.g., applications to other State agencies that subaward Federal funds).

Each applicant that has one or more pending applications or open awards as described above is to provide the following information about pending applications submitted within the last 12 months:

o The Federal awarding agency;

o The solicitation name and project name; and o The point of contact information at the applicable Federal awarding agency.

An applicant without any pending applications or open awards as described above must submit, as a separate attachment, a statement to this effect:

“[Applicant Name on SF-424] does not have any pending applications submitted within the last 12 months for Federally funded grants or cooperative agreements (or for subawards under Federal grants or cooperative agreements) that request funding to support the same investment being proposed in this application to FEMA and that would cover any identical cost items outlined in the budget submitted as part of in this application.”

The file should be named:

“[Name of LEA] Disclosure_of_Pending_Applications”

• Certifications: The applicant must include in their application a signed letter from the head of each state or local LEA for which reimbursement is requested. The certification letter must be addressed to the FEMA Administrator and certify that the protection activities were requested by the Director of the USSS, for all overtime for which reimbursement under the FY 2021 PRPA Grant Program is requested. The certifications must be included as separate attachments to the application in ND Grants.

The file should be named in the following format:

“[Name of LEA] Certification”

11. 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 Federal Register Executive Order 12372.

12. Funding Restrictions and Allowable Costs

All costs charged to awards covered by this NOFO must comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements at 2 C.F.R. Part 200, unless otherwise indicated in the NOFO or the terms and conditions of the award. This includes, among other requirements, that costs must be incurred, and products and services must be delivered, within the period of performance of the award. See 2 C.F.R. § 200.403(h) (referring to budget periods, which for FEMA awards is the same as the period of performance).

In general, the Cost Principles establish standards for the allowability of costs, provide detailed guidance on the cost accounting treatment of costs as direct or administrative costs, and set forth allowability principles for selected items of cost. More specifically, except as otherwise stated in this NOFO, the terms and condition of an award, or other program materials, costs charged to awards covered by this NOFO must be consistent with the Cost Principles for Federal Awards located at 2 C.F.R. Part 200, Subpart E. In order to be allowable, all costs charged to a FEMA award or applied to the cost share must be reasonable in nature and amount and allocable to the particular FEMA award.

Additionally, all costs charged to awards must comply with the grant program’s applicable statutes, policies, requirements in this NOFO as well as with the terms and conditions of the award. If FEMA staff identify costs that are inconsistent with any of these requirements, these costs may be disallowed, and FEMA may recover funds as appropriate, consistent with applicable laws, regulations, and policies.

As part of those requirements, grant recipients and subrecipients may only use federal funds or funds applied to a cost share for the purposes set forth in this NOFO and the terms and https://www.archives.gov/federal-register/codification/executive-order/12372.html conditions of the award, and those costs must be consistent with the statutory authority for the award.

Grant funds may not be used for matching funds for 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.

Specific to the FY 2021 PRPA Grant Program, the following additional restrictions shall apply:

• Costs incurred as a result of normal agency activities (e.g., salaries incurred during normal patrol hours for security operations, also known as “straight time”) are not allowable for reimbursement.

• Funding shall not be used for hiring new or additional personnel.

• Funding shall not be used for purchasing equipment.

• Indirect costs, such as fringe benefits, that are not dependent on hours worked and do not change if the employee works overtime are not allowable. See section D.12.c for additional information.

a. Pre-Award Costs Costs incurred prior to the Federal award date (the date when FEMA signs the grant award) are allowable, provided that such costs were incurred and obligated during the award’s period of performance and are otherwise allowable, consistent with the terms of this NOFO and the award letter. Costs incurred or obligated prior to October 1, 2020, are not allowable.

b. Management and Administration (M&A) Costs M&A costs are not allowable.

c. Indirect Facilities & Administrative (F&A) Costs Indirect costs are allowable under this program as described in this NOFO and per 2 C.F.R.

Part 200, including 2 C.F.R. § 200.414. Applicants with a current negotiated indirect cost rate agreement that desire to charge indirect costs to an award must provide a copy of their negotiated indirect cost rate agreement at the time of application. Not all applicants are required to have a current negotiated indirect cost rate agreement. Applicants that are not required by 2 C.F.R. Part 200 to have a negotiated indirect cost rate agreement but are required by 2 C.F.R. Part 200 to develop an indirect cost rate proposal must provide a copy of their proposal at the time of application. Applicants who do not have a current negotiated indirect cost rate agreement (including a provisional rate) and wish to charge the de minimis rate must reach out to the FEMA Grants Management Specialist for further instructions.

Applicants who wish to use a cost allocation plan in lieu of an indirect cost rate must also reach out to the FEMA Grants Management Specialist for further instructions. Per 2 CFR 200, Appendix VII, paragraph D.1.b, state and local governments are not permitted to use the de minimis rate without seeking and receiving FEMA’s approval of a case-by-case exception. Applicants who wish to request the case-by-case exception should reach out to their FEMA Grants Management Specialist for further instructions.

Post-award requests to charge indirect costs will be considered on a case-by-case basis and based upon the submission of an agreement or proposal as discussed above or based upon the de minimis rate or cost allocation plan, as applicable.

FEMA will review all indirect cost rate agreements under this program to determine whether it falls within the statutory limits on allowable costs under the PRPA Grant Program (see Allowable Costs section above). Per 2 C.F.R. § 200.414(c)(1), FEMA may deviate from an approved rate when required by Federal statute or regulation. The statute authorizing and appropriating the FY 2021 PRPA Grant Program requires this deviation. Per section 530 of the Department of Homeland Security Appropriations Act, 2021, Pub. L. No. 116-260, any indirect costs charged to the award must be in excess of the costs of normal and typical law enforcement operations and be directly attributable to the provision of protection services in keeping with the purpose of the PRPA Grant Program. Further, program funds may not be used to supplant state or local funds for personnel costs that would otherwise have been expended by a jurisdiction.

Overtime fringe benefit rates are typically lower than regular time fringe benefits because categories such as leave, disability insurance, and health insurance are not dependent on hours worked and do not change if the employee works overtime hours. Therefore, in cases where fringe benefits costs are included in an indirect cost rate agreement, those costs are only allowable for reimbursement as part of the indirect costs if they increase with overtime labor costs (e.g. Social Security, Unemployment Compensation, Worker’s Compensation, Retirement) and are attributable to extraordinary protection activities directly and demonstrably associated with any designated residence of the President. Also, in cases where fringe benefits costs are included in an indirect cost rate agreement, the fringe benefits cannot also be charged as a direct cost for reimbursement.

d. Other Direct Costs Operational overtime and backfill overtime activities are the only direct costs eligible for reimbursement. In accordance with the Program’s authorizing language, only “extraordinary law enforcement costs” are allowable. Such costs must be in excess of the costs of normal and typical law enforcement operations and be directly attributable to the provision of protection services in keeping with the purpose of the PRPA Grant Program. Further, program funds may not be used to supplant state or local funds for personnel costs that would otherwise have been expended by a jurisdiction.

E. Application Review Information

1. Application Evaluation Criteria

a. Programmatic Criteria

The following criteria will be used to determine whether claimed costs are allowable for reimbursement:

Table 1: Application Evaluation Criteria

Evaluation Criteria Source of Verification Were the costs incurred between October 1, 2020 and September 30, 2021? Detailed Budget Worksheet(s)

Were the costs incurred by law enforcement personnel? Investment Narrative, Detailed Budget Spreadsheet(s)

Evaluation Criteria Source of Verification Were the costs incurred for operational or backfill overtime?

Investment Narrative, Detailed Budget Spreadsheet(s)

Were the costs incurred extraordinary? Meaning, were costs over and above normal expenditures of the LEA, which cumulatively present a financial burden on the

LEA?

Investment Narrative, Detailed Budget Spreadsheet(s), Disclosure of Pending Applications or Open Awards

Were the costs incurred directly attributable to the protection of a non-governmental residence of the President designated or identified to be secured by the

USSS?

Investment Narrative, Detailed Budget Spreadsheet(s), USSS Validation

Were the costs incurred as the result of an official request by the Director of the USSS pursuant to section 3 or section 4 of the Presidential Protection Assistance Act of 1976 (Pub. L. No. 94-524)?

Certifications, USSS Validation

Does the applicant have any pending applications or open awards for Federally-funded grants or cooperative agreements that (1) include requests for funding to support the same Investment Narrative being proposed in the application under this NOFO, and (2) would cover any identical cost items outlined in the budget submitted to FEMA as part of the application under this NOFO?

Disclosure of Pending Applications or Open Awards

Has the applicant been approved for overtime or backfill overtime requests for the purposes outlined in this NOFO through any open FEMA grant award?

FEMA Official Grant Files

b. Financial Integrity Criteria

Prior to making a federal award, FEMA is required by 31 U.S.C. § 3354, as amended by the Payment Integrity Information Act of 2019, Pub. L. No. 116-117 (2020); 41 U.S.C. § 2313;

and 2 C.F.R. § 200.206 to review information available through any Office of Management and Budget (OMB)-designated repositories of governmentwide eligibility qualification or financial integrity information, including whether the applicant is suspended or debarred.

FEMA may also pose additional questions to the applicant to aid in conducting the pre-award risk review. Therefore, application evaluation criteria may include the following risk-based considerations of the applicant:

i. Financial stability.

ii. Quality of management systems and ability to meet management standards.

iii. History of performance in managing federal award.

iv. Reports and findings from audits.

v. Ability to effectively implement statutory, regulatory, or other requirements.

c. Supplemental Financial Integrity Criteria and Review

Prior to making a federal award where the anticipated total federal share will be greater than the simplified acquisition threshold, currently $250,000:

i. FEMA is required to review and consider any information about the applicant, including information on the applicant’s immediate and highest-level owner, subsidiaries, and predecessors, if applicable, that is in the designated integrity and performance system accessible through the System for Award Management (SAM), which is currently the Federal Awardee Performance and Integrity Information System (FAPIIS).

ii. An applicant, at its option, may review information in FAPIIS and comment on any information about itself that a federal awarding agency previously entered.

iii. FEMA will consider any comments by the applicant, in addition to the other information in FAPIIS, in 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. § 200.206.

2. Review and Selection Process FEMA will make award selections based on the eligibility criteria outlined in Section C, Eligibility Information. Funding allocations and award amounts will be determined by the priorities outlined below.

• Priority 1: Priority for allocation of funding will be to LEAs that incurred extraordinary law enforcement operational overtime costs while the President, First Lady, or their minor child were at the designated residence.

• Priority 2: Additional funding may be allocated…