FY23 SSP Amended NOFO_FINAL.pdf

FY 2023 Shelter and Services Program Back to the Top

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

Fiscal Year 2023 Shelter and Services Program (Amended)

Amendment 00001: The purpose of this amendment is to update the NOFO for information about Tranche 2

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 on SAM’s Entity Registration webpage.

Grants.gov registration information can be found on the Grants.gov Register webpage.

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.

Table of Contents Planned UEI Updates in Grant Application Forms:

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

11. Performance Measures

B. Federal Award Information

1. Available Funding for the NOFO

2. Period of Performance

3. Projected Period of Performance Start Date(s:

4. Projected Period of Performance End Date(s)

5. Funding Instrument Type

C. Eligibility Information

1. Eligible Applicants

2. Applicant Eligibility Criteria

3. Subapplicant Eligibility Criteria

4. Other Eligibility Criteria/Restrictions

5. Maintenance of Effort (MOE) https://www.dhs.gov/publication/department-homeland-securitys-strategic-plan-fiscal-years-2020-2024 https://www.fema.gov/about/strategic-plan https://go.fema.gov/login

6. Cost Share or Match D. Application and Submission Information

1. Key Dates and Times

a. Application Start Date

b. Application Submission Deadline

c. 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. Steps Required to Obtain a Unique Entity Identifier, Register in the System for Award

Management (SAM), and Submit an Application

6. Electronic Delivery

7. How to Register to Apply

a. General Instructions:

b. Obtain an 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:

8. Submitting the Final Application

9. Submitting an Amendment

10. Timely Receipt Requirements and Proof of Timely Submission

11. Content and Form of Application Submission

a. Program-Specific Required Forms and Information

12. Other Submission Requirements

13. Intergovernmental Review

14. 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. Security Review

b. Subrecipient Process

c. Review and Selection Process

F. Federal Award Administration Information

1. Notice of Award

2. Pass-Through Requirements

3. 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

4. Reporting

a. Financial Reporting Requirements

b. Programmatic Performance Reporting Requirements

c. Closeout Reporting Requirements

d. Additional Reporting Requirements

5. Monitoring and Oversight G. DHS Awarding Agency Contact Information

1. Contact and Resource Information

a. Program Office Contact

b. FEMA Grants Information Desk

c. Grant Programs Directorate (GPD) Award Administration Division

d. Equal Rights

e. 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. Financial Assistance Programs for Infrastructure

a. Build America, Buy America Act

b. Waivers

c. Definitions

8. Record Retention

a. Record Retention Period

b. Types of Records to Retain

9. Actions to Address Noncompliance

10. Audits

12. Payment Information

13. Whole Community Preparedness

14. Appendices

A. Program Description

1. Issued By

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

2. Assistance Listings Number

97.141

3. Assistance Listings Title Shelter and Services Program

4. Funding Opportunity Title

Fiscal Year 2023 Shelter and Services Program

5. Funding Opportunity Number

DHS-23-GPD-141-00-99

6. Authorizing Authority for Program

Consolidated Appropriations Act, 2023, Pub. L. No. 117-328, Division F – Department of Homeland Security Appropriations Act, 2023, Title II Security, Enforcement, and Investigations, U.S. Customs and Border Protection, Operations and Support

Consolidated Appropriations Act, 2023, Pub. L. No. 117-328, Division F – Department of Homeland Security Appropriations Act, 2023, Title III Protection, Preparedness, Response, and Recovery, Federal Emergency Management Agency, Federal Assistance

7. Appropriation Authority for Program Consolidated Appropriations Act, 2023, Pub. L. No. 117-328, Division F – Department of Homeland Security Appropriations Act, 2023, Title II Security, Enforcement, and Investigations, U.S. Customs and Border Protection, Operations and Support

Consolidated Appropriations Act, 2023, Pub. L. No. 117-328, Division F – Department of Homeland Security Appropriations Act, 2023, Title III Protection, Preparedness, Response, and Recovery, Federal Emergency Management Agency, Federal Assistance

8. Announcement Type Modification

9. Program Category CBP Human Services

10. Program Overview, Objectives, and Priorities

a. Overview In fiscal year (FY) 2022, the U.S. Customs and Border Protection (CBP) encountered nationwide 2,766,582 noncitizen migrants seeking entry into the United States. This represented approximately a 41% increase when compared to the previous fiscal year. As of May 1, 2023, nationwide encounters exceeded 1 million for the calendar year to date. Monthly encounters between U.S. Border Patrol agents and noncitizens attempting to cross into the United States at the southwest land border (SWB) (California, Arizona, New Mexico, and Texas) were at historically high levels. Since the beginning of FY 2020, 85% of all nationwide encounters of noncitizens encountered by CBP have occurred at the SWB of the United States.

The present-day irregular migration of noncitizens is unprecedented. The unprecedented number of migrants in local communities, particularly those communities of the SWB, are drawing down the capacity of non-federal entities to make available humanitarian services.

The Department of Homeland Security (DHS) has committed to bolstering the capacity of non-federal entities to receive noncitizens for a temporary period not to exceed 45 days after they have been processed by CBP. DHS has also committed to ensuring appropriate coordination with and support for state, local, and community leaders to help mitigate increased impacts to their communities as outlined in the DHS Plan for Southwest Border Security and Preparedness, issued on April 26, 2022, and updated on Dec. 13, 2022.

This Shelter and Services Program (SSP) makes available federal funds to eligible recipients and subrecipients for costs associated with providing shelter and other eligible services to noncitizen migrants who have been encountered and released by DHS.1 Recipients of SSP may also seek grant funds for renovations or costs associated with modifications to existing facilities in support of individuals who have recently been released from the custody of CBP. Refer to Appendix A of the NOFO for allowable activities.

SSP makes federal funds available to enable non-federal entities to off-set allowable costs incurred for services associated with noncitizen migrant arrivals in their communities. The SSP supports the FY 2020–2024 DHS Strategic Plan, Goal 5: Strengthen Preparedness and Resilience, Objective 5.1: Build a National Culture of Preparedness, and the 2022-2026 FEMA Strategic Plan Goal 3: Promote and Sustain a Ready FEMA and Prepared Nation.

b. Objectives

• To provide funding to non-federal entities that serve noncitizen migrants recently released from DHS custody to temporarily provide shelter, food, transportation, acute medical care, personal hygiene supplies, and labor necessary to manage cases to provide these services; and, 1 The term Encounter as used in this announcement means: An encounter is an apprehension by a U.S. Border Patrol (Title 8) Agent or a determination of inadmissibility by a CBP Officer at a Port of Entry (Title 8).

https://www.grants.gov/ https://www.dhs.gov/sites/default/files/2022-12/22_1213_plcy_update-sw-border-security-preparedness.pdf https://www.fema.gov/media-library/assets/documents/181607 https://www.fema.gov/sites/default/files/documents/fema_contract-provisions-guide_6-14-2021.pdf https://www.fema.gov/sites/default/files/documents/fema_contract-provisions-guide_6-14-2021.pdf

• To provide funding to non-federal entities to increase their capacity to temporarily shelter noncitizen migrants recently released from DHS custody, including renovations and modifications to existing facilities.

c. Priorities The safe, orderly, and humane release of noncitizen migrants from DHS short-term holding facilities.

11. Performance Measures Performance measures for SSP recipients are:

Number of meals provided;

Number of nights of lodging provided;

Number of noncitizen migrants transported;

Number of acute medical care items provided, by type;

Number of personal hygiene supplies provided, by type; and Number of hours of labor paid to manage cases to provide these services.

FEMA will calculate and analyze the above metrics through a review of programmatic performance reports and award monitoring to ensure that the funds are expended for their intended purpose and achieve the stated outcomes in the grant application.

B. Federal Award Information

1. Available Funding for the NOFO: $ 363,800,000

During the first tranche of funding, $291,040,000 is available. $77,303,836 will be made available later in a second tranche of funding, which allows for flexibilities in additional eligible candidates and allocations with the same overarching purpose and allowable activities.

This modification makes available $77,303,836 for the Second Tranche of funding under this

NOFO.

In addition, $10 million of the $77.3 million for the Second Tranche is being reserved for allocation prior to the end of September 2023 eligible applicants from the First Tranche and Second Tranche to account for rapidly changing trends and operational considerations. This reserve funding will be allocated based on operational considerations including, but not limited to: an eligible applicant’s location at the Southwest Border (California, Arizona, New Mexico, Texas); data from CBP on migrant encounters, releases, and demographics; and recent reports, trends, policies, and information on migrant flows and migration patterns from federal sources involved in day-to-day operations in the Southwest Border. These operational considerations have the following order of priority: 1) the applicant’s location at the Southwest Border and CBP data on noncitizen migrant encounters, releases, and demographics; 2) recent reports, projection estimates, and trends from federal sources; and 3) policies and information on migrant flows and migration patterns from federal sources involved in day-to-day operations at the Southwest Border. To apply for this reserve funding, eligible applicants from the Second Tranche can submit an application for up to $10 million above their allocation listed in the table below titled Second Tranche, and eligible applicants from the First Tranche can amend their award for the reserve funding of up to $10 million (Refer to Section D.9 Submitting an Amendment).

Funding in the initial NOFO is allocated to eligible applicants listed in the below table. In the event eligible applicants request more than their allocation, or in future amendments to the NOFO, funding will be prioritized for primary services and then for secondary services (see Appendix A).

Funding in the modified NOFO is allocated to eligible applicants in the table listed below titled Second Tranche.

Eligible applicants for the FY 2023 SSP are identified in the table below. The allocations were based on release and destination data received from CBP (over the time period of October 1, 2022 to May 21, 2023) and Emergency Food and Shelter Program – Humanitarian (EFSP-H) requests made in FY 2023. SSP replaces EFSP-H humanitarian relief funding provided to non-federal entities. If eligible applicants do not accept their allocation for the first tranche of funding, that amount will be rolled into the second tranche of funding and re-allocated.

For the Second Tranche of funding: in the event a Second Tranche eligible applicant does not apply for its full allocation or FEMA does not issue an award to an eligible applicant for other reasons, the Secretary of Homeland Security will combine these funds with the reserve funding discussed above and reallocate the funding in accordance with the criteria set forth for the reserve funding.

First Tranche (Table reflects amendments previously made on June 30, 2023)

Eligible Applicant Jurisdiction FY 2023 SSP Allocation

World Hunger Ecumenical Task Force, Inc

Cochise County, AZ $150,000

World Hunger Ecumenical Task Force, Inc

Maricopa County, AZ $4,282,153

Pima County Grants Management Pima County, AZ $8,364,948 World Hunger Ecumenical Task Force, Inc

Yuma County, AZ $11,093,294

Catholic Charities, Diocese of San Diego

Imperial County, CA $5,790,150

County of Riverside Riverside County, CA $10,769,659 Catholic Charities, Diocese of San Diego

County of San Diego, CA $15,126,396

Colorado Division of Homeland Security and Emergency Management

Arapahoe County, CO $1,243,567

City/County of Denver Denver County, CO $8,617,637 District of Columbia Department of Human Services

District of Columbia $3,754,111 https://www.grants.gov/web/grants/forms/planned-uei-updates.htm

United Way National Capital Region

District of Columbia $1,437,413

United Way Miami Miami-Dade County, FL $3,234,554 City of Atlanta Fulton County, GA $3,637,132 City of Chicago Cook County, IL $10,575,801 Illinois Department of Human Service

Sangamon County, IL $19,363,557

St. John Parish St. John Parish, LA $750,000 United Way Worldwide of Southern Maine

Cumberland, ME $497,229

City of Boston Suffolk, MA $1,984,463 Hennepin County Hennepin County, MN $1,289,593 United Way of Southwest New Mexico

Dona Ana County, NM $10,418,082

Colores United/Mariposa Ranch Luna County, NM $1,502,640 NYC Office of Management and Budget

Manhattan, NY $104,678,007

Catholic Charities Archdiocese of San Antonio, Inc.

Bexar County, TX $5,688,925

City of San Antonio Bexar County, TX $13,051,737 United Way San Antonio Bexar County, TX $5,795,360 City of Brownsville Cameron County, TX $4,406,622 Catholic Charities Dallas Dallas County, TX $1,472,076 Catholic Charities of the Rio Grande Valley

Hidalgo County, TX $4,818,032

City of McAllen Hidalgo County, TX $5,229,994 City of El Paso Office of Emergency Management (OEM)

El Paso City, TX $7,168,856

El Paso County El Paso County, TX $2,447,252 Laredo Fire Department Webb County, TX $5,961,992 Laredo - Texas Catholic Social Service

Webb County, TX $6,438,769

Total $291,040,000

Second Tranche

Eligible Applicant Jurisdiction FY 2023 SSP Allocation

World Hunger Ecumenical Task Force, Inc (Maricopa County, AZ) Maricopa County, AZ $3,017,534

Pima County Pima County, AZ $2,634,497 County of Riverside Riverside County, CA $1,917,516 Catholic Charities, Diocese of San Diego San Diego, CA $12,793,700

State of Colorado Arapahoe County, CO $391,691

City/County of Denver Denver County, CO $391,691 District of Columbia District of Columbia $1,160,480 City of Atlanta Fulton County, GA $1,222,232 City of Chicago Cook County, IL $2,163,472 State of Illinois Sangamon County, IL $2,647 Louisiana Advocates for immigrants in Detention Shreveport, LA $132,798

Hennepin County Hennepin County, MN $512,978 St. James Social Service Corporation Newark, NJ $33,766

City of Albuquerque Albuquerque, NM $269,582 United Way of Southwest New Mexico Dona Ana County, NM $2,466,017

Taurus Associates, Inc. Addisleigh Park, NY $155,250 The Campaign Against Hunger Brooklyn, NY $655,551 Jericho Road Community Health Center Buffalo, NY $44,452

NYC Office of Management and Budget Manhattan, NY $2,201,736

City of Philadelphia Philadelphia, PA $912,057 Bishop Enrique San Pedro Ozanam Center Brownsville, TX $256,273

Good Neighbor Settlement House Brownsville, TX $1,250,466 Iglesia Bautista West Brownsville Brownsville, TX $43,157 Team Brownsville Brownsville, TX $39,067 City of Brownsville Cameron County, TX $469,617 La Posada Providencia Cameron County, TX $55,326 Lawyers for Good Government Foundation Cameron County, TX $39,911

Annunciation House, Inc. El Paso, TX $313,461 Catholic Diocese of El Paso El Paso, TX $346,639 El Paso Baptist Association El Paso, TX $41,780 El Paso County El Paso, TX $13,178,752 El Pasoans Fighting Hunger Food Bank El Paso, TX $323,305

Episcopal Diocese of the Rio Grande El Paso, TX $49,004

Opportunity Center for The Homeless El Paso, TX $124,916

Reynolds House Non Profit Corporation El Paso, TX $35,465

St. Ignatius Church El Paso, TX $301,957 The Salvation Army (El Paso, TX) El Paso, TX $140,208 United Way of El Paso County El Paso, TX $5,070

Catholic Charities of the Diocese of Laredo Harris County, TX $1,322,015

Catholic Charities of the Rio Grande Valley Hidalgo County, TX $512,196

City of McAllen Hidalgo County, TX $1,550,604 Catholic Charities of the Archdiocese of Galveston-Houston

Houston/Harris County, TX $882,388

Holding Institute, Inc. Laredo, TX $3,689,296 Mission: Border Hope Maverick County, TX $2,342,435 Salvation Army Corps Center McAllen, TX $230,850 City of San Antonio San Antonio, TX $1,610,378 Corazon Ministries, Inc. San Antonio, TX $246,517 Episcopal Diocese of West Texas San Antonio, TX $320,638 Interfaith Welcome Coalition San Antonio, TX $407,228 San Antonio Food Bank San Antonio, TX $2,372,643 Travis Park United Methodist San Antonio, TX $406,872 United Way of San Antonio and Bexar County San Antonio, TX $28,247

City of Laredo Webb County, TX $1,287,508 Reserve $10,000,000 Total $77,303,836

2. Period of Performance: 31 Months

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

FEMA awards under most programs, including this program, 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.”

3. Projected Period of Performance Start Date(s): March 1, 2023

4. Projected Period of Performance End Date(s): Sept. 30, 2025

5. Funding Instrument Type: Grant

C. Eligibility Information

1. Eligible Applicants

The applicants identified in the tables in Section B.1 Available Funding for the NOFO are the only entities eligible to submit SSP applications to DHS/FEMA, including those applications submitted on behalf of eligible subapplicants. Eligible applicants may change with the second tranche of funding.

2. Applicant Eligibility Criteria Each eligible applicant may submit only one SSP grant application to FEMA. Eligible applicants included in both tranches of funding will need to amend their application from the first tranche to incorporate funding from the second tranche (Refer to Section D.9 Submitting an Amendment).

An eligible applicant through their application must demonstrate their capacity, either internally or through a partnership, to carry out each SSP allowable activity for which they propose funding.

Funding will not be provided to any applicant that charges any noncitizen migrant for services.

3. Subapplicant Eligibility Criteria Under the FY 2023 SSP, eligible subapplicants may apply to and receive subawards from a non-federal entity that is applying for and receiving an SSP award directly from FEMA.

Subapplicants must meet the following criteria to be eligible:

1. Are one of the following entities:

a. Local governments as defined by 2 C.F.R. § 200.1;

b. Indian Tribes as defined by 2 C.F.R. § 200.1;

c. Nonprofit organizations as defined by 2 C.F.R. § 200; and,

d. The 50 states of the United States, the District of Columbia, the Commonwealth of Puerto Rico, and any agency or instrumentality thereof exclusive of local governments (the term “state” or “state government” where used in this NOFO refers to these entities).

2. Must have the capacity to perform each SSP allowable activity proposed by the applicant to be performed by the subapplicant.

Subapplicants must work directly with non-federal entities applying for SSP funding to be included in an application. An eligible subapplicant may not receive more than one subaward from a non-federal entity that received an SSP award directly from FEMA.

4. Other Eligibility Criteria/Restrictions Not applicable

5. Maintenance of Effort (MOE) Maintenance of Effort is not required.

6. Cost Share or Match Cost share or match is not required or allowed.

D. Application and Submission Information

1. Key Dates and Times

a. Application Start Date: Tranche 1: 2 p.m. ET on June 12, 2023 Tranche 2: 12 p.m. ET on Aug. 21, 2023

b. Application Submission Deadline: Tranche 1: No later than 5 p.m. ET on July 12, 2023 Tranche 2: No later than 12 p.m. ET on Sept. 11, 2023

All applications must be received by the established deadline.

FEMA’s Grants Outcomes System (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 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” in Section D.9 of this NOFO.

FEMA will not review applications that are received or applications that are amended 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, “DHS Awarding Agency Contact Information.” For technical assistance with the FEMA GO system, please contact the FEMA GO Helpdesk at femago@fema.dhs.gov or (877) 585-3242, Monday through Friday, 9:00 AM – 6:00 PM Eastern Time (ET). For programmatic or grants management questions, please contact your Program Analyst or Grants Management Specialist. If applicants do not know who to contact or if there are programmatic questions or concerns, please contact the FEMA Grants Information Desk) by phone at (800) 368-6498 or by e-mail fema-grants-news@fema.dhs.gov, Monday through Friday, 9 a.m.–5 p.m. ET.

c. 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 http://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions mailto:fema-grants-news@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. To access the system, go to

FEMA GO.

Hard copies of the NOFO can be downloaded at Grants.gov or obtained via email from the Awarding Office points of contact listed in Section G of this NOFO, “DHS Awarding Agency Contact Information” or by TTY (800) 462-7585.

4. Requirements: Obtain a Unique Entity Identifier (UEI) and Register in the System for Award Management (SAM) Each applicant, unless they have a valid exception under 2 CFR 25.110, must:

a. Be registered in Sam.Gov before application submission.

b. Provide a valid Unique Entity Identifier (UEI) in its application.

c. Continue to always maintain an active System for Award Management (SAM) registration with current information during the Federal Award process.

5. 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 Unique Entity Identifier (UEI) number and Employer Identification Number (EIN) from the Internal Revenue Service;

b. In the application, provide an UEI number;

c. Have an account with login.gov;

Event Suggested Deadline for Completion 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 GO Prior to beginning application Submitting complete application in

FEMA GO

By the submission deadline https://sam.gov/content/home?redirect=%2F https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online https://www.fapiis.gov/fapiis/

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

e. 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;

f. Submit the complete application in FEMA GO; and

g. 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.

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 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 fema-grants-news@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.

6. 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.

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

7. 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 an UEI number, an EIN, an active System for Award Management (SAM) registration and Grants.gov account to apply for grants.

b. Obtain an UEI Number:

All entities applying for funding, including renewal funding, prior to April 4, 2022, 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.

c. Obtain Employer Identification 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 Employer Identification Number (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 by visiting login.gov.

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:

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. Organizations will be issued a UEI number with the completed SAM registration. For more detailed instructions for registering with SAM, refer to Step 2: Register with SAM.

https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html https://www.whitehouse.gov/wp-content/uploads/2020/04/SPOC-4-13-20.pdf https://www.whitehouse.gov/wp-content/uploads/2020/04/SPOC-4-13-20.pdf https://www.login.gov/?request_id=34f19fa8-14a2-438c-8323-a62b99571fd3 https://www.sam.gov/SAM/pages/public/loginFAQ.jsf https://www.archives.gov/federal-register/codification/executive-order/12372.html

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 an 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, and 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.

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 the https://www.fsd.gov/gdit_tss/?id=gdit_tss_landingor call toll free (866) 606-8220.

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; and

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

8. 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.10 of this NOFO, “Content and Form of Application Submission.” The Standard Forms (SF) may be accessed in the https://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions?id=gdit_tss_landing https://www.fema.gov/media-library/assets/documents/181607 https://www.fema.gov/media-library/assets/documents/181607

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 the subsection titled “Content and Form of Application Submission” under Section D of this NOFO.

9. Submitting an Amendment Eligible applicants in Tranche 2 that were also an eligible applicant in Tranche 1 do not need to submit a new application. Instead, they must submit an amendment to their Tranche 1 award and include program-specific required forms and information for the Tranche 2 portion of their funding. Please refer to the subsection titled “Content and Form of Application Submission” under Section D of this NOFO. For step-by-step instructions on how to submit an amendment, see the FEMA GO Request an Amendment guide.

10. Timely Receipt Requirements and Proof of Timely Submission All applications and amendments 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 serving as proof of their timely submission on the date and time that FEMA GO received the application.

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.

11. Content and Form of Application Submission

The following forms or information are required to be submitted via FEMA GO. The Standard Forms (SF) are also available at SF-424 family on Grants.gov.

• SF-424, Application for Federal Assistance

• Grants.gov Lobbying Form, Certification Regarding Lobbying

• SF-424A, Budget Information (Non-Construction) o For construction under an award, submit SF-424C, Budget Information (Construction), in addition to or instead of SF-424A

• SF-424B, Standard Assurances (Non-Construction) o For construction under an award, submit SF-424D, Standard Assurances

(Construction), in addition to or instead of SF-424B https://www.fema.gov/sites/default/files/documents/fema_policy-405-143-1-prohibition-covered-services-equipment-gpd.pdf https://www.fema.gov/sites/default/files/documents/fema_go-request-amendment-guide.pdf https://www.fema.gov/grants/guidance-tools/environmental-historic

• SF-LLL, Disclosure of Lobbying Activities

• 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, the applicant must submit their indirect cost agreement or proposal in FEMA GO. 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.

Generally, applicants have to submit either the non-construction forms (i.e., SF-424A and SF-424B) or construction forms (i.e., SF-424C and SF-424D), meaning that applicants that only have construction work and do not have any non-construction work need only submit the construction forms (i.e., SF-424C and SF-424D) and not the non-construction forms (i.e., SF-424A and SF-424B), and vice versa. However, applicants who have both construction and non-construction work under this program need to submit both the construction and non-construction forms.

a. Program-Specific Required Forms and Information

The following program-specific forms or information are required to be submitted in FEMA

GO:

• Application Worksheet: Additional certifications for the funds requested, budget instructions on how to provide a detailed justification for each cost item, and any subapplicant information known at the time of application submission. Applicants must upload their completed worksheet to the Project Worksheet section in FEMA GO as an Excel file with the naming convention SSP_Application_Worksheet.

• For applicants with known nonprofit organization subapplicants only: Submit evidence entity(ies) meet definition of nonprofit organization in 2 CFR 200.1; for example, submit an IRS Form 990 for all entities included in your application if they (the subapplicant(s)) have previously filed one. Applicants must upload subapplicant IRS Form 990s to the Additional Attachment (General Attachment) section in FEMA GO as a PDF with the naming convention SSP_IRS_990_Form. If there is more than one subapplicant, please combine all IRS Form 990s into one document.

• For renovations or modifications to rented real property only: If an applicant or subapplicant is requesting funding for renovations or modifications to rented real property, submit rental agreement addressing space, any limitations of use, and rental period. Applicants must upload documents to the Additional Attachment (General Attachment) section in FEMA GO as a PDF with the naming convention SSP_Rental_Property. Upload one document for each individual rental agreement.

• For Reimbursement Funding Requests only:

o Alien Registration Number (A-Number) or evidence of DHS processing

(e.g., I-94, I-385, I-860, I-862): A summary list reporting A-Numbers (where available), names, corresponding DHS release dates of the served population, and corresponding service dates of the served population. Please do not send copies of the forms themselves. Applicants must use the provided A Number Submission Template to populate the information, then upload to the Project Worksheet Section in FEMA as an Excel file with the naming convention SSP_ANumber_Worksheet. Note: This information will be required when recipients draw down funds.

o Proof of Purchase Documentation:

For each requested allowable activity service category (See Appendix

A), provide one example of proof of payment (e.g. cancelled check, credit card statement, etc.) and a receipt reflecting the purchase.

Applicants must upload proofs of payment and receipts to the Additional Attachment (General Attachment) section in FEMA GO as a PDF with the naming convention SSP_Costs_Under_5000. Upload one document inclusive of all proofs of payment and receipts less than $5,000. In the document, identify which proofs of payment and receipts are for which allowable activity service category.

For each purchase or allowable cost of $5,000 or more, provide proof of payment and a receipt reflecting the purchase or other documentation demonstrating calculation and allocation of cost in accordance with 2 CFR Part 200, Subpart E. Applicants must upload proofs of payment and receipts to the Additional Attachment (General Attachment) section in FEMA GO as a PDF with the naming convention SSP_Costs_Over_5000. Upload one document inclusive of all proofs of payment and receipts $5,000 or more. In the document, identify which proofs of payment and receipts are for which allowable activity service category (See Appendix A).

Note: This information will be required when recipients draw down funds.

• For Amendments Only:

o Application worksheet: If the applicant has changes to the Application Worksheet for Tranche 2, they must upload their completed worksheet to the Project Worksheet section in FEMA GO as an Excel file with the naming convention SSP_Application_Worksheet. Applicants must provide detailed justifications for each additional budgeted item included in the amendment.

o For applicants with known nonprofit organization subapplicants who are additional for Tranche 2 only: Submit evidence entity(ies) meet definition of nonprofit organization in 2 CFR 200.1. For example, submit an IRS Form 990 for all entities included in your application if they (the subapplicant(s)) have previously filed one. Applicants must upload subapplicant IRS Form 990s to the Additional Attachment (General Attachment) section in FEMA GO as a PDF with the naming convention SSP_IRS_990_Form. If there is more than one subapplicant, please combine all IRS Form 990s into one document.

o For renovations or modifications to rented real property only: If an applicant or subapplicant is requesting Tranche 2 funding for renovations or modifications to rented real property, submit rental agreement addressing space, any limitations of use, and rental period. Applicants must upload documents to the Additional Attachment (General Attachment) section in FEMA GO as a PDF with the naming convention SSP_Rental_Property.

Upload one document for each individual rental agreement.

o For Tranche 2 Reimbursement Funding Requests only:

Alien Registration Number (A-Number) or evidence of DHS processing (e.g., I-94, I-385, I-860, I-862): A summary list reporting A-Numbers (where available), names, corresponding DHS release dates of the served population, and corresponding service dates of the served population. Please do not send copies of the forms themselves.

Applicants must use the provided A Number Submission Template to populate the information, then upload to the Project Worksheet Section in FEMA as an Excel file with the naming convention SSP_ANumber_Worksheet. Note: This information will be required when recipients draw down funds.

Proof of Purchase Documentation:

• For each requested allowable activity service category (See

Appendix A), provide one example of proof of payment (e.g.

cancelled check, credit card statement, etc.) and a receipt reflecting the purchase. Applicants must upload proofs of payment and receipts to the Additional Attachment (General Attachment) section in FEMA GO as a PDF with the naming convention SSP_Costs_Under_5000. Upload one document inclusive of all proofs of payment and receipts less than $5,000. In the document, identify which proofs of payment and receipts are for which allowable activity service category.

• For each purchase or allowable cost of $5,000 or more, provide proof of payment and a receipt reflecting the purchase or other documentation demonstrating calculation and allocation of cost in accordance with 2 CFR Part 200, Subpart E. Applicants must upload proofs of payment and receipts to the Additional Attachment (General Attachment) section in FEMA GO as a PDF with the naming convention SSP_Costs_Over_5000.

Upload one document inclusive of all proofs of payment and receipts $5,000 or more. In the document, identify which proofs of payment and receipts are for which allowable activity service category (See Appendix A).

• Note: This information will be required when recipients draw down funds.

12. Other Submission Requirements

Notice to applicants applying with known nonprofit organizations with 501(c) (3) IRS status subapplicants:

For nonprofit organizations that have been approved as exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, FEMA may request a copy of IRS’s approval of the applicant’s or subapplicant’s tax exempt status (e.g., a determination letter or affirmation letter).

Applicants requesting pre-award costs must follow the instructions outlined in Section D.13.b. Pre-Award Costs.

13. 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 Intergovernmental Review (SPOC List)).

14. 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…