FY23 FPS NOFO_508c.pdf

FY 2023 FP&S NOFO

The Department of Homeland Security (DHS)

Notice of Funding Opportunity (NOFO)

Fiscal Year 2023 Fire Prevention and Safety (FP&S) Grant Program

All entities wishing to do business with the federal government must have a unique entity identifier (UEI). The UEI number is issued by the system. Requesting a UEI using Sam.gov can be found at: https://sam.gov/content/entity-registration.

Grants.gov registration information can be found at:

https://www.grants.gov/web/grants/register.html.

Planned UEI Updates in Grant Application Forms:

On April 4, 2022, the Data Universal Numbering System (DUNS) Number was replaced by a new, non-proprietary identifier requested in, and assigned by, the System for Award

Management (SAM.gov). This new identifier is the Unique Entity Identifier (UEI).

Additional Information can be found on Grants.gov:

https://www.grants.gov/web/grants/forms/planned-uei-updates.html

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

a. Overview

b. Objectives

c. Priorities

11. Performance Measures

B. Federal Award Information

1. Available Funding for the NOFO: $36 million

2. Projected Number of Awards : 100

3. Maximum Award Amount: $1,500,000

4. Period of Performance: 12-36 months

5. Projected Period of Performance Start Date(s): 08/01/2024 (will vary based on award date and activity type)

6. Projected Period of Performance End Date(s): 07/31/2025 – 07/31/2028 (will vary based on award date and activity type)

7. Funding Instrument Type: Grant https://sam.gov/content/entity-registration https://www.grants.gov/web/grants/register.html https://www.grants.gov/web/grants/forms/planned-uei-updates.html

C. Eligibility Information

1. Eligible Applicants

2. Applicant Eligibility Criteria

3. Other Eligibility Criteria/Restrictions

a. National Incident Management System (NIMS) Implementation

4. Maintenance of Effort (MOE)

5. Cost Share or Match

6. Economic Hardship Waivers D. Application and Submission Information

1. Key Dates and Times

a. Application Start Date: 03/11/2024 at 8 a.m. ET

b. Application Submission Deadline: 04/12/2024 at 5 p.m. ET

c. Anticipated Funding Selection Date: No later than 07/31/2024

d. Anticipated Award Date: Beginning on approximately 07/31/2024 and continuing thereafter until all FY 2023 FP&S Program grant awards are issued (but no later than

September 30, 2024)

e. Other Key Dates

2. Agreeing to Terms and Conditions of the Award

3. Address to Request Application Package

4. Requirements: Obtain a Unique Entity Identifier (UEI) and Register in the System for

Award Management (SAM)

5. Electronic Delivery

6. How to Register to Apply

a. General Instructions:

b. Obtain a UEI Number:

c. Obtain Employer Identification Number:

d. Create a login.gov account:

e. Register with SAM:

f. Register in FEMA GO, Add the Organization to the System, and Establish the AOR:

7. Submitting the Final Application

8. Timely Receipt Requirements and Proof of Timely Submission

9. Content and Form of Application Submission

a. Standard Required Application Forms and Information

b. Program-Specific Required Forms and Information

10. Funding Restrictions and Allowable Costs

a. Prohibitions on Expending FEMA Award Funds for Covered Telecommunications

Equipment or Services

b. Pre-Award Costs

c. Management and Administration (M&A) Costs

d. Indirect Facilities & Administrative (F&A) Costs

e. Other Direct Costs

E. Application Review Information

1. Application Evaluation Criteria

a. Programmatic Criteria

b. Financial Integrity Criteria

c. Supplemental Financial Integrity Criteria and Review

2. Review and Selection Process

a. Peer Review Panel Process

3. Narrative Evaluation Criteria

a. FP&S Activity

b. R&D Activity

4. Technical Evaluation Process (TEP)

F. Federal Award Administration Information

1. Notice of Award

2. Administrative and National Policy Requirements

a. DHS Standard Terms and Conditions

b. Ensuring the Protection of Civil Rights

c. Environmental Planning and Historic Preservation (EHP) Compliance

d. Federal Flood Risk Management Standard

e. Difference between Application Request and Award

f. Turndown Notifications

g. Human Subjects Research

h. R&D Activity – Research Terms and Conditions

3. Reporting

a. Other Financial Reporting Requirements

b. Programmatic Performance Reporting Requirements

c. Closeout Reporting Requirements

d. Additional Reporting Requirements

4. Monitoring and Oversight

G. DHS Awarding Agency Contact Information

1. Contact and Resource Information

a. Program Office Contact

b. FP&S Program Application Guidance Documents

c. FEMA-Grants-News

d. Grant Programs Directorate (GPD) Award Administration Division

e. Equal Rights

f. Environmental Planning and Historic Preservation

2. Systems Information

a. FEMA GO H. Additional Information

1. Termination Provisions

a. Noncompliance

b. With the Consent of the Recipient

c. Notification by the Recipient

2. Program Evaluation

3. Period of Performance Extensions

4. Disability Integration

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

6. Procurement Integrity

a. Important Changes to Procurement Standards in 2 C.F.R. Part 200

b. Competition and Conflicts of Interest

c. Supply Schedules and Purchasing Programs

d. Procurement Documentation

7. FEMA Financial Assistance Programs for Infrastructure

a. Build America, Buy America Act

8. Record Retention

a. Record Retention Period

b. Types of Records to Retain

9. Actions to Address Noncompliance

10. Audits

11. Payment Information

12. Whole Community Preparedness

13. Appendix A – FY 2023 FP&S Program Updates

14. Appendix B – Programmatic Information and Priorities

a. Ineligible Applications and/or Organizations

b. Supporting Definitions for this NOFO

c. Application Tips

d. Restrictions on Uses of Award Funds

e. Funding Priorities

15. Appendix C – Award Administration Information

a. Help FEMA Prevent Fraud, Waste, and Abuse

b. Economic Hardship Waivers of Cost Share and MOE

c. Grant Writer/Preparation Fees

d. Maintenance and Sustainment

e. Taxes, Fees, Levies, and Assessments

f. Excess Funds

g. Payments and Amendments

h. Disposition of Grant Funded Equipment

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

97.044

3. Assistance Listings Title

Assistance to Firefighter Grants (AFG)

4. Funding Opportunity Title

Fiscal Year 2023 Fire Prevention and Safety (FP&S) Grant

5. Funding Opportunity Number

DHS-23-GPD-044-00-97

6. Authorizing Authority for Program

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

7. Appropriation Authority for Program

Consolidated Appropriations Act, 2023, Pub. L. No. 117-328

8. Announcement Type

Initial

9. Program Category

Preparedness: Fire and Safety

10. Program Overview, Objectives, and Priorities

a. Overview

The Fiscal Year (FY) 2023 Fire Prevention and Safety (FP&S) Grant Program (hereafter referred to as the FP&S Program) is one of three grant programs that constitute the DHS and

FEMA’s focus on enhancing the safety of the public and firefighters with respect to fire and fire-related hazards. The FP&S Program provides financial assistance directly to eligible fire departments, national, regional, state, local, tribal, and non-profit organizations such as academic (e.g. universities), research foundations, public safety institutes, public health, occupational health, and injury prevention institutions for fire prevention programs and firefighter health and safety research and development such as clinical studies that address behavioral, social science, and cultural research.

The funding categories for FP&S are:

1. Community Risk Reduction;

2. Wildfire Risk Reduction;

3. Code Enforcement/Awareness;

4. Fire & Arson Investigation; and

5. National/State/Regional Programs and Projects.

The funding categories for R&D are:

1. Clinical Studies;

2. Technology and Product Development;

3. Database System Development;

4. Preliminary Studies; and,

5. Early Career Investigator.

Abstracts and results of research and development grants that have been funded under this program can be found at Fire Prevention and Safety | FEMA.gov.

The FP&S Program has awarded approximately $852 million in grant funding to provide critically needed resources to strengthen community fire prevention programs and enable scientific research on innovations that improve firefighter safety, health, and well-being. The

FP&S Program is part of a comprehensive set of measures authorized by Congress and implemented by DHS. Among the five basic homeland security missions noted in the DHS

Strategic Plan the FP&S Program supports the goal to Strengthen National Preparedness and

Resilience.

The 2022-2026 FEMA Strategic Plan creates a shared vision for the field of emergency management and sets an ambitious, yet achievable, path forward to unify and further professionalize emergency management across the country. The FP&S Program directly supports Goal 3, to Promote and Sustain a Ready FEMA and Prepared Nation. We invite all of our stakeholders and partners to also adopt these priorities and join us in building a stronger Agency and a more prepared and resilient nation.

b. Objectives

The objectives of the FP&S Program are to:

• Provide critically needed resources to support the reduction in residential fire risk, including access to smoke alarm installations and fire prevention education and training;

• Ensure that lives, property, and natural resources are protected from fire in the wildland urban interface (WUI) through increased community education and awareness programs;

• Provide support for the adoption and awareness of building codes;

• Assist recipients to aggressively investigate every fire through increased equipment, training, and personnel resources;

• Disseminate information on a national level to positively change firefighter safety, health, and well-being behaviors and decision-making; and

• Reduce firefighter line-of-duty fatalities and injuries through research to improve firefighter safety, health, or well-being.

c. Priorities

Information on program priorities and objectives for the FY 2023 FP&S Program can be found in Appendix B – Programmatic Information and Priorities of this NOFO.

https://www.fema.gov/grants/preparedness/firefighters/safety-awards/research-development https://www.dhs.gov/sites/default/files/publications/19_0702_plcy_dhs-strategic-plan-fy20-24.pdf https://www.dhs.gov/sites/default/files/publications/19_0702_plcy_dhs-strategic-plan-fy20-24.pdf https://www.fema.gov/about/strategic-plan

11. Performance Measures

The grant recipient is required to collect data to allow FEMA to measure performance of the awarded grant in support of the FP&S Program metrics, which are tied to the programmatic objectives and priorities. To measure performance, FEMA may request information throughout the period of performance. In its final performance report submitted at closeout, the recipient must submit sufficient information to demonstrate it has met the performance goal as stated in its award. FEMA will measure the recipient’s performance of the grant by comparing the number of items, supplies, projects, and activities needed and requested in its application with the number of items, supplies, projects, and activities acquired and delivered by the end of the period of performance using the following programmatic metrics:

a. FP&S Activity

• Community Risk Reduction:

1. Percent of target population receiving an intervention.

• Code Enforcement/Awareness:

1. Percent of properties inspected.

• Fire and Arson Investigation:

1. Percent of fires where cause is determined.

• National/State/Regional Programs and Projects:

1. Number of firefighters receiving interventions.

b. Research and Development (R&D) Activities (All Categories)

1. Percent of project aims met.

B. Federal Award Information

1. Available Funding for the NOFO: $36 million1

2. Projected Number of Awards : 100

3. Maximum Award Amount: $1,500,000

4. Period of Performance: 12-36 months

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

Activity is generally 12 months. Eligible applicants who propose complex projects, 1 Note that this figure differs from the total amount appropriated under the Consolidated Appropriations Act, 2023, Pub. L. No. 117-328. In this FY 2023 FP&S NOFO, percentages of “available grant funds” refers to the total amount appropriated—$360,000,000—by Pub. L. No. 117-328 to meet the statutory requirements of § 33 of the

Federal Fire Prevention and Control Act of 1974, as amended (codified at 15 U.S.C. § 2229). As such, $36,000,000 will be allocated to the FP&S Program for FY 2023.

such as those under the National/Regional/State Programs and Projects category, may apply for up to a 24-month period of performance from the date of award. The period of performance for National Strategic Projects is 12 months.

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

Activity will be 12, 24, 36, or 48 months from the date of award.

Extensions to the period of performance are allowed. For additional information on period of performance extensions, please refer to Section H of this NOFO.

FEMA awards only include one budget period, so it will be same as the period of performance. See 2 C.F.R. § 200.1 for definitions of “budget period” and “period of performance.”

5. Projected Period of Performance Start Date(s): 08/01/2024 (will vary based on award date and activity type)

6. Projected Period of Performance End Date(s): 07/31/2025 – 07/31/2028 (will vary based on award date and activity type)

7. Funding Instrument Type: Grant

C. Eligibility Information

1. Eligible Applicants

a. FP&S Activity

Fire departments operating in any of the 50 states, as well as fire departments in the District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S. Virgin Islands, Guam, American Samoa, the Commonwealth of Puerto Rico2, or any federally recognized

Indian tribe or tribal organization. A fire department is an agency or organization having a formally recognized arrangement with a state, local, tribal, or territorial authority (city, county, parish, fire district, township, town, or other governing body) to provide fire suppression to a population within a geographically fixed primary first due response area.

National, regional, state, local, tribal and nonprofit interest organizations that are recognized for their experience and expertise in fire prevention and safety programs and activities are eligible applicants..

b. R&D Activity

National, state, local, federally recognized tribal, and non-profit organizations, such as academic (e.g., universities), research foundations, public safety institutes, public health, occupational health, and injury prevention institutions.

2 The District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of Puerto Rico are all defined as “States” in the Federal Fire Prevention and Control Act of 1974. See 15 U.S.C. § 2203(10).

Additional information on ineligible applications and organizations is in Appendix B –

Programmatic Information and Priorities of this NOFO.

An application submitted by an otherwise eligible non-federal entity (i.e., the applicant) may be deemed ineligible when the person that submitted the application is not: 1) a current employee, personnel, official, staff or leadership of the non-federal entity; and 2) duly authorized to apply for an award on behalf of the non-federal entity at the time of application.

Further, the Authorized Organization Representative (AOR) must be a duly authorized current employee, personnel, official, staff or leadership of the recipient and provide an email address unique to the recipient at the time of application and upon any change in assignment during the period of performance. Consultants or contractors of the recipient are not permitted to be the AOR of the recipient.

2. Applicant Eligibility Criteria

The FP&S Activity is designed to reach high-risk target groups and mitigate the incidence of death and injuries caused by fire and fire-related hazards. The five project categories eligible for funding under this activity are:

6. Community Risk Reduction;

7. Wildfire Risk Reduction;

8. Code Enforcement/Awareness;

9. Fire & Arson Investigation; and

10. National/State/Regional Programs and Projects.

Both private and public nonprofit organizations are eligible to apply for funding under this activity.

The R&D Activity is aimed at improving firefighter safety, health, or well-being through research and development that reduces firefighter fatalities and injuries. The five project categories eligible for funding under this activity are:

1. Clinical Studies;

2.Technology and Product Development;

3. Database System Development;

4. Preliminary Studies; and,

5. Early Career Investigator.

Both private and public non-profit organizations are eligible to apply for funding in this activity. Fire departments are not eligible to apply for funding in this Activity.

Each activity has its own application and eligibility requirements, as further outlined in

Appendix B – Programmatic Information and Priorities of this NOFO.

3. Other Eligibility Criteria/Restrictions

a. National Incident Management System (NIMS) Implementation

FP&S Program applicants are not required to comply with NIMS to apply for FP&S Program funding or to receive an FP&S Program award. Any applicant who receives a FY 2023 FP&S

Program award must achieve the level of NIMS compliance required by the Authority

Having Jurisdiction (AHJ) over the applicant’s emergency service operations (e.g., a local government) prior to the end of the grant’s period of performance.

b. National Fire Incident Reporting System (NFIRS)

NFIRS reporting is not a requirement to apply for any FP&S Program; however, fire departments that receive funding under this program must agree to provide information to the

NFIRS for the period of performance covered by the assistance. If a recipient does not currently participate in the incident reporting system and does not have the capacity to report at the time of the award, that recipient must agree to provide information to the system for the award performance period, commencing as soon as possible after they develop the capacity to report. Capacity to report to NFIRS must be established prior to the end of the performance period. The recipient may be asked by FEMA to provide proof of compliance in reporting to NFIRS. Any recipient that stops reporting to NFIRS during their grant’s period of performance may be subject to the remedies for noncompliance at 2 C.F.R. § 200.339, unless it has yet to develop the capacity to report to NFIRS, as described above.

Note: Although data collection is an important tool for understanding and justifying assistance, participation in other data sources, (E.g., National Fire Operations Reporting

System [NFORS]) does not satisfy the requirement for reporting to NFIRS.

4. Maintenance of Effort (MOE)

Pursuant to 15 U.S.C. § 2229(k)(3), an applicant seeking an FP&S Program grant shall agree to maintain, during the term of the grant, the applicant’s aggregate expenditures relating to activities allowable under this NOFO, at not less than 80% of the average amount of such expenditures in the two fiscal years prior to the fiscal year an FP&S Program grant is awarded.

In other words, an applicant agrees that if it receives a grant award, the applicant will keep its overall expenditures during the award’s period of performance for activities that could be allowable costs under this NOFO at a level that is at least 80% or more of the average of what the applicant spent on such costs for those activities in FYs 2021 and 2022. This includes those funded with non-federal funding for activities that could be allowable costs under this NOFO.

5. Cost Share or Match

Recipient cost sharing is generally required as described below and pursuant to 15 U.S.C.§

2229(k)(1). In general, eligible applicants shall agree to make available non-federal funds to carry out an FP&S Program award in an amount equal to not less than 5% of the grant award.

FEMA has developed a cost share calculator tool to assist applicants with determining their cost share. The cost share tool is available on the FEMA website at Fire Prevention and

Safety Documents.

https://www.fema.gov/emergency-managers/nims https://www.fema.gov/grants/preparedness/firefighters/safety-awards/documents https://www.fema.gov/grants/preparedness/firefighters/safety-awards/documents

Types of Cost Share

i. Cash (Hard Match): Cost share of non-federal cash is allowable for FP&S Program grants.

ii. In-kind (Soft Match): In-kind cost share is allowable for FP&S Program grants. This includes using the values for the following in-kind contributions to meet the cost share requirement:

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

• Provision of staff, facilities, services, materials, equipment.

In-kind is the value of something received or provided that does not have a cost associated with it. For example, where an in-kind match is permitted, then the value of donated services could be used to comply with the match requirement. Also, third party in-kind contributions may count toward satisfying match requirements, provided the recipient receiving the contributions expends them as allowable costs in compliance with provisions listed above.

Recipients who use in-kind contributions for their 5% cost share must comply with all applicable regulations and 2 C.F.R. Part 200 regarding matching or cost-sharing.

Applicants who are under consideration for award and plan to use in-kind as their method for cost sharing will be asked to submit their plan for documenting and verifying in-kind contributions prior to award. Please see 2 C.F.R. § 200.306, as applicable, for further guidance regarding cost matching.

The award budget will not account for any voluntary committed cost sharing or overmatch. The use of an overmatch is not given additional consideration when scoring applicants.

6. Economic Hardship Waivers

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

Information for additional information.

D. Application and Submission Information

1. Key Dates and Times

a. Application Start Date: 03/11/2024 at 8 a.m. ET

b. Application Submission Deadline: 04/12/2024 at 5 p.m. ET

All applications must be received by the established deadline.

FEMA’s Grants Outcomes (FEMA GO) System automatically records proof of timely submission and the system generates an electronic date/time stamp when FEMA GO successfully receives the application. The individual with the Authorized Organization

Representative role that submitted the application will also receive the official date/time stamp and a FEMA GO tracking number in an email serving as proof of their timely 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 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 the following: 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. For technical assistance with the FEMA GO system, please contact the FEMA GO Help Desk at

FEMAGO@fema.dhs.gov or (877) 611-4700, Monday through Friday, 8 a.m. – 6 p.m. ET.

For programmatic or grants management questions, please contact your Preparedness Officer or Grants Management Specialist. If applicants do not know who to contact or if there are programmatic questions or concerns, please contact the FP&S Program Help Desk by phone at (866) 274-0960 or by e-mail at FireGrants@fema.dhs.gov, Monday through Friday, 8 a.m.

– 4:30 p.m. ET.

c. Anticipated Funding Selection Date: No later than 07/31/2024

d. Anticipated Award Date: Beginning on approximately 07/31/2024 and continuing thereafter until all FY 2023 FP&S Program grant awards are issued (but no later than

September 30, 2024).

e. Other Key Dates

Event Suggested Deadline for Completion

Obtaining Unique Entity Identifier

(UEI) number

Four weeks before actual submission deadline

Obtaining a valid Employer

Identification Number (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 Organization in FEMA

Grants Outcomes (FEMA GO) System Prior to beginning application

Submitting the final application in

FEMA GO

One week before the submission deadline mailto:femago@fema.dhs.gov mailto:firegrants@fema.dhs.gov

2. Agreeing to Terms and Conditions of the Award

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

Applications are processed through the FEMA GO system.

Note: Hard copies of the application are not available. However, the Telephone Device for the Deaf (TDD) and/or Federal Information Relay Service (FIRS) number available for this notice is (800) 462-7585.

4. Requirements: Obtain a Unique Entity Identifier (UEI) and Register in the System for

Award Management (SAM)

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:

1. Apply for, update, or verify their Unique Entity Identifier (UEI) number and

Employer Identification Number (EIN) from the Internal Revenue Service;

2. In the application, provide an UEI number;

3. Have an account with login.gov;

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

5. Register in FEMA GO, add the organization to the system, and establish the

Authorized Organizational Representative (AOR). The organization’s electronic business point of contact (eBiz POC) from the SAM registration may need to be involved in this step. For step-by-step instructions, see the FEMA GO Startup Guide.

6. Submit the complete application in FEMA GO; and

7. Continue to always maintain an active SAM registration with current information 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.

Applicants are advised that FEMA may not make a federal award until the applicant has complied with all applicable 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 https://go.fema.gov/ https://www.login.gov/ https://www.fema.gov/sites/default/files/2020-07/fema-go_user-registration-login_reference-guide.pdf 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 obtaining an UEI number and completing SAM registration prior to receiving a federal award, the applicant must notify FEMA as soon as possible by contacting

FireGrants@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 an UEI number, if applicable, 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 applications through

FEMA GO.

6. How to Register to Apply

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 Unique Entity Identifier (UEI) number, Employer Identification

Number (EIN), and an active System for Award Management (SAM) registration.

b. Obtain a UEI Number:

All entities applying for funding, including renewal funding, must have a UEI number.

Applicants must enter the UEI number in the applicable data entry field on the SF-424 form.

For more detailed instructions for obtaining a UEI number, refer to: SAM.gov.

mailto:askcsid@fema.dhs.gov https://sam.gov/content/home

c. Obtain Employer Identification Number:

In addition to having a UEI number, all entities applying for funding must provide an

Employer Identification Number (EIN). The EIN can be obtained from the IRS by visiting:

Apply for an EIN Online.

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: login.gov sign up.

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, visit SAM.gov | Home.

e. Register with SAM:

In addition to having a UEI number, all organizations must register with SAM. Failure to register with SAM will prevent your organization from applying. SAM registration must be renewed annually and must remain active throughout the entire grant life cycle.

For more detailed instructions for registering with SAM.gov visit Applicant Registration | grants.gov.

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 past 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 UEI number and then to register in SAM. It may be four weeks or more after an applicant submits the SAM 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, UEI number, and Employer

Identification Number, or EIN, are up to date in SAM and that the UEI 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.

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-a62b99571fd.

https://secure.login.gov/sign_up/enter_email?request_id=34f19fa8-14a2-438c-8323-a62b99571fd3 https://sam.gov/content/home?api_key=ROEXk2SBBROUbVQ4L38wSJsGEvZ3oWtLxva9h0zV https://www.grants.gov/web/grants/applicants/registration.html https://www.grants.gov/web/grants/applicants/registration.html

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 or call toll free (866)

606-8220 Monday - Friday 8 a.m. to 8 p.m. ET.

f. Register in FEMA GO, Add the Organization to the System, and Establish the AOR:

Applicants must register in FEMA GO and add their organization to the system. The organization’s electronic business point of contact (eBiz POC) from the SAM registration may need to be involved in this step. For step-by-step instructions, see the FEMA GO Startup

Guide.

Note: FEMA GO will support only the most recent major release of the following browsers:

• Google Chrome

• Internet Explorer

• Mozilla Firefox

• Apple Safari

• Microsoft Edge

Users who attempt to use tablet type devices or other browsers may encounter issues with using FEMA GO.

7. Submitting the Final Application

Applicants will be prompted to submit the standard application information and any program-specific information required as described in Section D of this NOFO, “Content and

Form of Application Submission.” The Standard Forms (SF) may be accessed in 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.

After submitting the final application, FEMA GO will provide either an error message or a successfully received transmission in the form of an email sent to the AOR that submitted the application. Applicants using slow internet connections, such as dial-up connections, should be aware that transmission can take some time before FEMA GO receives your application.

For additional application submission requirements, including program-specific requirements, please refer to Section D.9: Content and Form of Application Submission of this NOFO.

8. Timely Receipt Requirements and Proof of Timely Submission

All applications must be completed in FEMA GO by the application deadline. FEMA GO automatically records proof of timely submission and the system generates an electronic date/time stamp when FEMA GO successfully receives the application. The individual with the Authorized Organization Representative (AOR) role that submitted the application will also receive the official date/time stamp and a FEMA GO tracking number in an email https://sam.gov/content/about/contact https://www.fema.gov/media-library/assets/documents/181607 https://www.fema.gov/media-library/assets/documents/181607 https://www.grants.gov/forms/sf-424-family.html serving as proof of their timely submission on the date and time that FEMA GO received the

Applicants who experience system-related issues will be addressed until 3:00 PM ET on the date applications are due. No new system-related issues will be addressed after this deadline. Applications not received by the application submission deadline will not be accepted.

Applicants using unreliable internet connections, such as dial-up connections, should be aware that submission can take some time before FEMA GO receives your application.

FEMA GO will display red validation errors if areas that need additional information to submit the application. Once your application is successfully submitted your application status will change from “pending submission” to “submitted to FEMA”. The FEMA GO

Support Center reports that some applicants end the submission because they think that nothing is occurring during the submission process. Do not do this as it may cause your application to fail to be submitted and consequently not be considered for funding. Please give the system time to process the application.

9. Content and Form of Application Submission

a. Standard Required Application Forms and Information

The following forms or information are required to be submitted via FEMA GO. The

Standard Forms (SF) are also available on Grants.gov; SF-424.

1. SF-424, Application for Federal Assistance

2. Grants.gov Lobbying Form, Certification Regarding Lobbying

3. SF-424A, Budget Information (Non-Construction)

4. SF-424B, Standard Assurances (Non-Construction)

5. SF-LLL, Disclosure of Lobbying Activities

6. Indirect Cost Agreement or Proposal 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.10- Funding Restrictions and Allowable Costs of this

NOFO 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- DHS Awarding Agency

Contact Information of this NOFO for further instructions.

b. Program-Specific Required Forms and Information

R&D Activity Formatting Requirements

I. NARRATIVE STATEMENT – FIRE SERVICE PANEL EVALUATION CRITERIA

Each project must be supported by one Narrative Statement in response to the Fire

Service Panel Evaluation Criteria. The Narrative Statement must follow the order of the Fire Service Panel Evaluation Criteria listed within this NOFO. The Fire Service

Panel Narrative Statement is limited to 5 pages per project and must be attached as a separate document in the FEMA GO application. Any additional pages after the first

5 will not be reviewed.

https://www.grants.gov/web/grants/forms/sf-424-family.html

Note: Fire service reviewers may reference the Science Panel Narrative Statement or the Appendix document but will score the Narrative Statement provided in response to the Fire Service Panel Evaluation Criteria.

The contact information (e-mail address and telephone number) for the PI must be provided on the first page of the Narrative Statement.

II. NARRATIVE STATEMENT – SCIENCE PANEL EVALUATION CRITERIA

Each project must also be supported by one Narrative Statement in response to the

Science Panel Evaluation Criteria. The Narrative Statement must follow the order of the Science Panel Evaluation Criteria listed within this NOFO. The Science Panel

Narrative Statement is limited to 20 pages per project and must be attached as a separate document in the FEMA GO application. Any additional pages after the first

20 will not be reviewed. The first page of the Narrative Statement must include an abstract of approximately 300 words that addresses purpose and aims, relevance, methods, and anticipated outcomes. All narrative text, including pertinent footnotes, must be in the Narrative Statement. The contact information (e-mail address and telephone number) for the PI must be provided on the first page of the Narrative

Statement. Tables and figures may be included in either the Narrative Statement or the Appendix document.

III. APPENDIX - SCIENCE PANEL EVALUATION CRITERIA

Each project must be supported by one Appendix document. The Appendix is limited to 25 pages per project. Any additional pages after the first 25 will not be reviewed.

The Appendix may include, as appropriate, data collection instruments, additional tables and figures, illustrations, specifications for product designs, biosketches, and letters of commitment and role descriptions from partners. Additionally, if this project is a resubmission, applicants may use the Appendix to address how they adapted the proposal to address reviewer concerns from a previous year.

IV. NARRATIVE STATEMENTS AND APPENDIX FORMATTING

The Narrative Statements and the Appendix document must use the following style and formatting:

• Font: Times New Roman or Arial

• Font Size: 11 point or larger

• Page Dimensions: Page dimensions must be 8.5” x 11” or smaller

• Margins: All margins (top, bottom, left, and right) must be at least 1”

• Header: The header on each page of the Narrative Statements and the

Appendix must contain:

o PI (surname) o Institution name (abbreviated) o Project Short Tittle o Page Number

V. APPENDIX - BIOGRAPHICAL SKETCH

A biographical sketch (biosketch) for the PI and lead scientists, as well as other key personnel listed in the budget, are to be included in the Appendix, but are limited to a maximum of two pages per biosketch. Applicants are strongly encouraged to follow the biosketch sample below.

Early Career Investigator projects must include the biosketch of the mentor(s) and a signed letter of commitment from the mentor(s) on their organization’s letterhead.

Biosketch Sample for R&D Projects:

The applicant is limited to a maximum of two pages per biosketch.

• Font Size: 11 point or larger

• Font Type: Times New Roman or Arial

• Page Count: Two (maximum)

• Must be completed by PI or Co-PI(s)

NAME

(Last, First, Middle)

POSITION TITLE

Institution/Organization

EDUCATION/TRAINING (Begin with baccalaureate or other initial professional education, such as nursing, and include postdoctoral training.)

INSTITUTION AND LOCATION

DEGREE

(if applicable)

YEAR(s)

FIELD OF

STUDY

Each biosketch should include:

• Positions. List all selected appointments or other professional positions held, beginning with the present position and include years, title, organization, city, state, and country.

• Service. Include selected positions held on advisory committees or other working groups, including all Federal Government advisory committees or other public working groups, beginning with the most recent.

• Honors. Include selected honors received in the past 10 years beginning with the most recent.

• Peer-reviewed publications. Include selected peer-reviewed publications in the past ten years, beginning with the most recent.

• Other publications. Include selected documents produced in the past ten years, beginning with the most recent.

• Research Support. List funding sources and amounts for all ongoing and selected completed research projects (federal and non-federal support) for the past ten years.

10. 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 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.

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

In addition to the subsections below, please see Appendix B – Programmatic Information and

Priorities, Section d. Restrictions on Uses of Award Funds for additional information on funding restrictions and allowable costs.

a. Prohibitions on Expending FEMA Award Funds for Covered Telecommunications

Equipment or Services

Recipients and subrecipients of FEMA federal financial assistance are subject to the prohibitions described in section 889 of the John S. McCain National Defense Authorization

Act for Fiscal Year 2019 (FY 2019 NDAA), Pub. L. No. 115-232 (2018) and 2 C.F.R. §§ https://www.congress.gov/bill/115th-congress/house-bill/5515/text?format=txt https://www.congress.gov/bill/115th-congress/house-bill/5515/text?format=txt

200.216, 200.327, 200.471, and Appendix II to 2 C.F.R. Part 200. Beginning August 13, 2020, the statute – as it applies to FEMA recipients, subrecipients, and their contractors and subcontractors – prohibits obligating or expending federal award funds on certain telecommunications and video surveillance products and contracting with certain entities for national security reasons.

Guidance is available at FEMA Policy #405-143-1 - Prohibitions on Expending FEMA

Award Funds for Covered Telecommunications Equipment or Services

Additional guidance is available at Contract Provisions Guide: Navigating Appendix II to

Part 200 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards

(fema.gov).

Effective August 13, 2020, FEMA recipients and subrecipients may not use any FEMA funds under open or new awards to:

• Procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system;

• Enter into, extend, or renew a contract to procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system; or

• Enter into, extend, or renew contracts with entities that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.

I. REPLACEMENT EQUIPMENT AND SERVICES

FEMA grant funding may be permitted to procure replacement equipment and services impacted by this prohibition, provided the costs are otherwise consistent with the requirements of the NOFO.

II. DEFINITIONS

Per section 889(f)(2)-(3) of the FY 2019 NDAA and 2 C.F.R. § 200.216, covered telecommunications equipment or services means:

i. Telecommunications equipment produced by Huawei Technologies

Company or ZTE Corporation, (or any subsidiary or affiliate of such entities);

ii. For the purpose of public safety, security of Government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by

Hytera Communications Corporation, Hangzhou Hikvision Digital

Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities);

iii. Telecommunications or video surveillance services provided by such entities or using such equipment; or

iv. Telecommunications or video surveillance equipment or…