NOFO - FY23 Cybersecurity Awareness Campaign.pdf

The Department of Homeland Security (DHS)

Notice of Funding Opportunity (NOFO)

FY’23 Cybersecurity Awareness Campaign

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 (Optional)

10. Program Overview, Priorities, Goals, Objectives, and Tasks

11. Performance Measures

B. Federal Award Information

1. Available Funding for the NOFO: $549,996.00

2. Projected Number of Awards (Optional): One (1)

3. Period of Performance: 29 Months

4. Projected Period of Performance Start Date(s): 9/30/2023

5. Projected Period of Performance End Date(s): 2/28/2026

6. Initial Budget Period: 9/30/2023 to 9/29/2024

Budget Period 29/30/2024 to 9/29/2025

Budget period 39/30/2025 to 2/28/2026

7. Funding Instrument Type: Cooperative Agreement

C. Eligibility Information

1. Eligible Applicants

2. Applicant Eligibility Criteria

3. Other Requirements

4. Other Eligibility Criteria/Restrictions (If applicable)

5. Cost Share or Match

D. Application and Submission Information

1. Key Dates and Times

2. Agreeing to Terms and Conditions of the Award

3. Address to Request Application Package

4. Unique entity identifier and System for Award Management (SAM)

5. Steps Required to Submit an Application, Unique Entity Identifier, and System for Award Management (SAM)

6. Electronic Delivery

7. How to Register to Apply through Grants.gov

8. How to submit an Application to DHS via Grants.gov

9. Timely Receipt Requirements and Proof of Timely Submission

10. Content and Form of Application Submission

11. Other Submission Requirements

E. Application Review Information

1. Application Evaluation Criteria

2. Review and Selection Process

F. Federal Award Administration Information

1. Notice of Award

2. Notice of Not Selection for Award

3. Administrative and National Policy Requirements

4. Reporting

5. DHS Awarding Agency Contact Information

6. Other Information

All entities wishing to do business with the federal government must have a unique entity identifier (UEI). The UEI number is issued by the SAM system. Information about requesting a UEI 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

A. Program Description

1. Issued By U.S. Department of Homeland Security (DHS), Cybersecurity and Infrastructure Security Agency

(CISA)

2. Assistance Listings Number 97.128

3. Assistance Listings Title Cybersecurity Awareness Campaign

4. Funding Opportunity Title Cybersecurity Awareness Campaign

5. Funding Opportunity Number

DHS-23-CISA-128-CSA001

6. Authorizing Authority for Program Homeland Security Act of 2002, Pub. L. No. 107-296, § 102(b)(2) (codified as amended at 6 U.S.C. § 112(b)(2))

7. Appropriation Authority for Program Consolidated Appropriations Act, 2023, Pub. L. No. 117-328, Division F – Department of Homeland Security Appropriation Act, 2023, Title III Protection, Preparedness, Response, and Recovery, Cybersecurity and Infrastructure Security Agency

8. Announcement Type Initial, Year 1 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

9. Program Category N/A

10. Program Overview, Priorities, Goals, Objectives, and Tasks

a. Overview

As America's Cyber Defense Agency, CISA leads the national effort to understand, manage, and reduce risk to our critical infrastructure from both cyber and physical threats.

Our nation faces unprecedented cybersecurity risks that can affect our day-to-day lives, economy, and national security. In alignment with the Department of Homeland Security's Strategic Plan for Fiscal Years 2020-2024 | Homeland Security (dhs.gov), it is essential to prepare for and protect against these risks, and we must also provide awareness concerning the importance of safeguarding our Nation’s critical infrastructure from malicious cyber activity and how individuals can secure their sensitive data and stay safe online.

The primary focus of the FY 2023 Cybersecurity Awareness Campaign (the Campaign) is to provide awareness to the Nation concerning cybersecurity risks and provide messaging, tools, and resources that encourage the American public, business and industry to reduce their exposure to online risks and malicious actors. Through strategies both implemented during Cybersecurity Awareness Month in October, and encouraged throughout the year, the campaign seeks to improve the public’s understanding of cyber threats as well as amplify opportunities Americans can leverage to strengthen their own cybersecurity posture and encourage year-round discussion, engagement, and actions we must all take every day to reduce cyber risk to ourselves and those we care about.

The campaign aligns with the Department of Homeland Security Strategic Plan for 2020- 2024 by supporting Goal 3: Security Cyberspace and Critical Infrastructure and Goal 5:

Strengthen Preparedness and Resilience. Additionally, it also aligns to the 2023-2025 CISA Strategic Plan by supporting Goal 2: Risk Reduction and Resilience and Goal 3: Operational Collaboration.

The Cybersecurity Awareness Campaign serves to further the Administration’s National Cybersecurity Strategy that builds on the work in support of Executive Order 14028 (Improving the Nation’s Cybersecurity) and National Security Memorandum 5 (Improving Cybersecurity for Critical Infrastructure Control Systems), among other efforts and initiatives; and support the National Security Strategy’s vision of unprecedented government collaboration with civil society, private industry, and our international allies and partners.

Through implementation of the CISA Strategic Plan (2023-2025), (https://www.cisa.gov/resources-tools/resources/2023-2025-strategic-plan), CISA is working to ensure that the cyber and physical infrastructure that Americans rely on every hour of every day is safe, secure, and resilient, and through Strategic Plan, Goal 2, we reduce risks to, and strengthen resilience of, America’s critical infrastructure.

Consistent with the Strategic Plan, Cybersecurity Awareness Month, held annually in October, supports our strategic goals to: ensure the cyber defense of the Nation by helping to spearhead the national effort to ensure defense and resilience of cyberspace; encourage efforts to reduce risks to, and strengthen resilience of, America’s critical infrastructure; and help strengthen whole-of-nation operational collaboration and information sharing, especially https://www.dhs.gov/publication/department-homeland-securitys-strategic-plan-fiscal-years-2020-2024?topics=all https://www.dhs.gov/publication/department-homeland-securitys-strategic-plan-fiscal-years-2020-2024?topics=all https://www.cisa.gov/resources-tools/resources/2023-2025-strategic-plan through our efforts to optimize collaborative planning and implementation of stakeholder engagements and partnership activities, streamlining stakeholder access to and use of appropriate CISA programs, products, and services, and enhance information sharing with CISA’s partnership base.

b. Goals and Objectives

• Goals This cooperative agreement supports the CISA Cybersecurity Awareness Campaign of which Cybersecurity Awareness Month held annually during October, is a focal point of the messaging and activities to accomplish the following Goals and encourage year-round actions to reduce such risks:

i. Goal 1: Strengthen the security and resilience of critical infrastructure.

ii. Goal 2: Assess and counter evolving cybersecurity risks through actions that promote threat risk reduction.

iii. Goal 3: Build a national culture of preparedness for all Americans, ensuring equity and accessibility in our efforts to increase online and digital safety.

iv. Goal 4: Build stakeholder relationships that encourage and support data-driven actions by governments, the private sector, tribes, non-profits, and the public that reduce cybersecurity risk.

v. Goal 5: Reinforce the importance of secure by default and secure by design industry practices that do not place the first line of cyber threat risk reduction on those with the least capabilities and resources.

vi. Goal 6: Encourage activities supported by data which result in key behavior change that reduce cyber risk.

October 2023, marks the 20th Cybersecurity Awareness Month and the campaign will execute a research and data-driven strategy that supports implementation of specific programs, activities, and outreach efforts that encourage year-round changes in behaviors that reduce cyber risk, and that are supported through messaging, materials and products throughout both Cybersecurity Awareness Month and throughout the year.

• Objectives The following objectives will support the goals of the Cybersecurity Awareness Campaign:

i. Objective 1: Educate the public, small businesses, and industry about the dangers of cyber threats and key actions that can be taken to mitigate risks.

ii. Objective 2: Promote sustainable cybersecurity and encourage the technology industry to provide secure-by-default technology products with strong security features right out of the box, without added costs; and technology that is secure-by-design, purposefully developed, built, and tested to significantly reduce the number of exploitable flaws before they are introduced into the market for broad use.

iii. Objective 3: Identify effective approaches to increase cybersecurity awareness among the general public and target audiences, including vulnerable populations and those with disabilities that may make it challenging to take actions that reduce risk.

iv. Objective 4: Build relationships and coalitions across cybersecurity stakeholders to support Cybersecurity Awareness Month.

v. Objective 5: Develop a baseline from which we can begin to measure the impact Cybersecurity Awareness Month campaign strategies and messaging has on changing behavior, increasing public awareness of cybersecurity risk.

vi. Objective 6: Contribute to the agency’s efforts to build a culture of preparedness, by informing and empowering communities and individuals to obtain the skills and take the preparatory actions necessary to become more resilient against threats and hazards Americans face.

c. Tasks

• Strategy Development o Assess current and future cybersecurity awareness needs for the general public, as well as for targeted segments based on susceptibility to cyber threats and receptivity to adopting cybersecurity practices.

o Perform market research to determine target audiences’ interests, needs and barriers to adopting cybersecurity best practices to inform design and execution of Cybersecurity Awareness Campaign (the Campaign), culminating in Cybersecurity Awareness Month in October, to address cybersecurity risk most effectively. Further promote an annual Cybersecurity Awareness Campaign, that includes development of a coordinated strategy to engage partners and raise the visibility of CISA’s Cybersecurity Awareness Month (October), to include tailored activities for specific audiences.

o Measure, analyze and report on the effectiveness of awareness efforts and associated outcomes, to include:

Developing a methodology for measuring the Campaign’s Cybersecurity

Awareness Month outreach and outcomes.

Establishing baselines for awareness and actions associated with the

Campaign’s Cybersecurity Awareness Month o Conduct research to measure behavior changes due to the Cybersecurity Awareness

Month exposure/saturation to determine program effectiveness and measurement of project, group and/or individual activities that encourage cybersecurity risk reduction actions by the targeted audiences so they might be used throughout the year. Such research may include:

Identification of changes influenced by campaign promotion and specific events, or tactics executed Analysis of broad shifts in public attitudes or policies, measured through independent studies, government surveys, or polls o Analysis and identification of activities that encourage cyber risk reduction by targeted audiences o Viable applicants must ensure they address capabilities and approach to driving behavior change among wide-ranging audiences. Capturing the number of hits on websites and relevant social media platforms

• Cybersecurity Awareness Month Materials Production o In coordination with CISA, create aligned, visually engaging, action oriented and outcome driven cybersecurity awareness collateral that can be leveraged by diverse stakeholder groups and serve as a repository for cybersecurity awareness-related activities and collateral that can be launched for cybersecurity awareness month and used throughout the year.

o Develop and execute creative website content and additional communication mediums for dissemination and promotion of cybersecurity messaging.

o Develop and execute digital content and additional communication mediums for dissemination and promotion of cybersecurity messaging, ensuring complete alignment within and produce visually engaging, action oriented and outcome driven cybersecurity awareness collateral applicable for launch during cybersecurity awareness month and can be utilized year-round.

• Stakeholder Engagement and Outreach o Development of an all-encompassing engagement strategy to include stakeholder and partnership mapping, engagement campaign planning and execution of activities undertaken during the Campaign’s Cybersecurity Awareness Month seeking to increase awareness and utilization of CISA’s products and services, through CISA’s integration of public and private sector considerations, requirements, and objectives in mission planning.

o Establish formal and informal partnerships with key cybersecurity stakeholder groups to reach target audiences and communities, which includes facilitating both new and improved partnerships, to execute a comprehensive Cybersecurity Awareness Campaign reaching across a wide range of audiences and communications channels during Cybersecurity Awareness Month.

o Develop a coordinated messaging effort with public and private sector partners.

o Establish and maintain a professional partnership and engagement tracking mechanism, which is accessible and developed in coordination with CISA’s Cybersecurity Awareness Campaign team o The recipient must address how it will coordinate and collaborate with stakeholder groups in creative ways (e.g., current, and potential campaign partners), which span the public, tribal, non-profit, and public and private sectors. This includes how the recipient will coordinate with existing cybersecurity awareness work being conducted by CISA and other federal agencies.

• Cross-promotion of Cybersecurity Resources o Utilize, incorporate, and promote DHS/CISA cybersecurity programs/resources wherever applicable and relevant.

o Align awareness/outreach efforts to the CISA Strategic Plan, CISA/SED

Stakeholder Engagement Plan, CISA’s new Public Awareness Program, and CISA messaging, for long-term success, and create new and innovative ideas, content, and strategies for the Campaign’s Cybersecurity Awareness Month that can be utilized throughout the year.

• Execute Cybersecurity Awareness Month Activities o Secure and conduct media engagement to promote Cybersecurity Awareness

Campaign, and associated, available resources, to increase cybersecurity actions amongst the general public and target segments.

o The recipient will be required to organize, execute, and reach audiences with in-person events across the country, web-based outreach and use multiple media channels (from traditional media to social media).

o Create, produce, and disseminate the Campaign’s Cybersecurity Awareness Month materials to include partner toolkits, web content, public service announcements, social media content, graphics and print materials supporting identified themes.

o Plan and produce targeted events to promote the month in geographically diverse locations with a variety of themes and audience targets, including a “Cybersecurity Awareness Month kick-off” event.

• Program Management o Provide CISA with timely reports that accurately reflect the recipient’s progress toward agreed-upon awareness program goals as determined by CISA and the recipient throughout the period of performance.

o Determine contingency plans for unexpected program changes.

o In coordination with CISA, develop an after-action report that identifies successes, highlights key metrics of the campaign, lessons-learned and best-practices, and areas to build on for future years, draft to be delivered by November 30, following Cybersecurity Awareness Month.

o In coordination with CISA, provide the number, a list for, and all points of contact for all stakeholders by partner type, who participate in the Campaign’s Cybersecurity Awareness Month.

o In coordination with CISA provide a list and examples of all material, posts, key messages, and other external facing materials in support of cybersecurity awareness month.

11. Performance Measures The recipient will show the impact of its Cybersecurity Awareness Campaign activities through collection, measurement, tracking and reporting of key metrics that provide feedback on the breadth of the campaign’s outreach and efforts made by the recipient to meet the goals and objectives of the cooperative agreement. Reporting must be through cumulative year-end datasheet reporting of the following performance metrics:

a. Strengthen the security and resilience of critical infrastructure

• Number and list of Cybersecurity Awareness Campaign key messages offered related to cybersecurity occurrences to critical infrastructure information, technology systems and/or infrastructure control systems security.

• Types of Cybersecurity Awareness Campaign outreach engagements/instances targeted toward the critical infrastructure security stakeholder audience.

• Actual or estimated number and demographic of critical infrastructure security community stakeholder groups reached through each type of outreach engagement/instance sorted by Critical Infrastructure Sector, CISA Region, State, Local, Tribal, Territorial, Private Sector, and international affiliation.

b. Assess and counter evolving cybersecurity risks

• Number Cybersecurity Awareness Campaign key messages offered related to reducing cybersecurity risks.

• Actual or estimated number and demographics of community stakeholder groups reached through each type of outreach engagement/instance sorted by CISA Region, Federal State, Local, Tribal, Territorial, Non-Profits, Private Sector, and International Affiliation.

• Number Cybersecurity Awareness Campaign key messages offered related to sustainable cybersecurity and for the technology industry to provide secure-by-default technology products and technology that is secure-by-design.

c. Assess support of efforts to build a national culture of preparedness

• Number of Cybersecurity Awareness Campaign key communications related to general public.

• Number of Cybersecurity Awareness Campaign key communications products provided to general public by type/medium.

• Research effort and types of Cybersecurity Awareness Campaign measurement tools used to measure changes in behavior toward cybersecurity.

• Percent increase of social media activities in Q1 FY ‘24 over Q4 FY ‘23, amplifying cyber risk reduction activities and messaging from cybersecurity awareness month.

• Estimated number and demographic of partners and stakeholders reached through each type of outreach engagement/instance, sorted by CISA Region, Federal, State, Local, Tribal, Territorial, Private Sector, and international affiliation.

• Number of new partnerships formed through Cybersecurity Awareness Campaign activities.

• Types of Cybersecurity Awareness Campaign outreach engagements/instances targeted toward the general public computer user audience.

• Estimated number of general public reached through outreach.

• Number and types of Cybersecurity Awareness Campaign measurement tools used to measure changes in behavior toward cybersecurity.

d. Provide metrics to determine the effectiveness of the awareness campaign messaging efforts, including but not limited to:

• Impressions

• Customer engagement

• Reach and frequency

• Social reach for CISA’s social media channels

• Traditional Media placement and audience

• Reputation

• Search and interest volume

• Site traffic

B. Federal Award Information

1. Available Funding for the NOFO: $549,996.00

2. Projected Number of Awards: One (1)

3. Period of Performance: 29 Months

An extension to the period of performance is allowable. Refer to Section 6.

4. Projected Period of Performance Start Date(s): 9/30/2023

5. Projected Period of Performance End Date(s): 2/28/2026

6. Initial Budget Period: 9/30/2023 to 9/29/2024

Budget Period 2 9/30/2024 to 9/29/2025 Budget period 3 9/30/2025 to 2/28/2026

• There will be up to three budget periods for the Federal Award, which are the following:

9/30/2023 to 9/29/2024; 9/30/2024 to 9/29/2025; and 9/30/2025 to 2/28/2026.

• The available funding for the NOFO described above is for the initial 12-month budget period from 9/30/2023 to 9/29/2024.

• Funding for non-competitive renewal awards for the second and third budget periods is conditioned on the availability of funds, satisfactory performance by the recipient, program authority, compliance with the terms and conditions of the Federal Award, and a DHS/CISA determination that continued funding is in the best interests of the federal government.

• A recipient may only carry forward unobligated balances from one budget period to a subsequent budget period with prior written approval of DHS/CISA

7. Funding Instrument Type: Cooperative Agreement

DHS/CISA will exercise substantial programmatic involvement in the federal award through collaboration, participation, and other involvement in activities performed by the recipient in carrying out the scope of work. This will include the following:

a. CISA will facilitate the recipient’s collaboration with CISA and DHS’s key cybersecurity awareness partners, including such collaboration associated with the development of consistent cybersecurity awareness messaging and related concepts. All communication with any office within DHS must be coordinated through the designated Program Officer.

b. CISA will facilitate the participation of DHS officials and subject matter experts in workshops, conferences, or other project-related events, including but not limited to the Campaign’s Cybersecurity Awareness Month events, as requested by the recipient. CISA will coordinate with the applicant as necessary on such participation.

c. CISA must review and approve project materials before the recipient disseminates the materials, including:

• Publications, brochures, presentation materials, products, documents, websites (or portions thereof), social media presence and activities, or other cybersecurity awareness collateral produced under this award that is to be shared with the public. Forty-five (45) days prior to the publishing or releasing such material, the recipient must submit a complete draft to the DHS Program Officer for review and approval.

• Agendas for meetings, seminars, workshops, and conferences. Forty-five (45) days prior to the event, the recipient must submit draft agendas and handouts to the DHS Program Officer for review and approval.

d. If the recipient receives an invitation to present related information at a conference that is not listed in the approved project or budget narrative justification, and the activity will further the objectives of the campaign, the recipient must seek the DHS Program Officer’s review and approval of its participation.

e. The recipient must notify the DHS Program Officer and Grants Officer in writing within three (3) business days of the receipt of any such invitation. The notification, which may be transmitted by email, will consist of, at minimum:

i. The invitation, and

ii. A written justification explaining how participation in the conference furthers the mission of the project funded by the federal award.

C. Eligibility Information

1. Eligible Applicants Nonprofit organizations, other than institutions of higher education, with an effective ruling letter from the U.S. Internal Revenue Service granting tax exemption under Section 501(c)(3) of the Internal Revenue Code of 1986.

2. Applicant Eligibility Criteria Applicants whose mission is dedicated to promoting cybersecurity-related awareness and safe behavior online, and any proposed subrecipient, must provide documentation of non-profit status and tax exemption under Section 501(c)(3). Any of the following constitutes acceptable proof of non-profit status:

• A reference to the applicant organization’s listing in the Internal Revenue Service’s (IRS) most recent list of tax-exempt organizations described in section 501(c)(3) of the IRS Code.

• A copy of a currently valid IRS tax exemption certificate.

In addition, DHS will not consider multiple applications from a single organization serving as the lead. If more than one application is submitted by a single organization as the lead, the later in time will be considered, unless the later application clearly indicates a unique role for that organization, other than as lead for this activity.

3. Other Requirements

• Deadlines. DHS will not accept late applications. Without exception, applications must be received by Grants.gov on or before the deadline in this announcement or they will not be considered.

• Application relevance. Applications that do not address the purpose of this announcement will not be considered.

• Compliance and completeness. Applications must substantially comply with the application submission instructions and requirements in this announcement, or they will not be considered.

• Funding limits. Applications with a budget exceeding the available federal funding will not be considered.

4. Other Eligibility Criteria/Restrictions (If applicable) Non-Responsive Applications: An application will be deemed non-responsive and not considered for review if:

a. The budget request for the initial budget period exceeds the maximum of $549,996 (direct and indirect costs), unless the applicant is voluntarily contributing non-federal funding.

b. The Project Narrative exceeds 15 pages (Note: The page limit does not include any of the attachments or forms).

c. The Project Narrative does not include each of the specified headings in the order identified in Section D.

d. The Application does not include one or more of the required forms or documents listed under Section D. The required forms and documents are:

• Form SF-424 – Application for Federal Assistance

• Form SF-424A – Budget

• Form SF-424B – Assurances – Non-Construction Programs

• Certification Regarding Lobbying

• Budget Narrative

• Project Abstract

• Project Narrative

• Project Plan

• Documentation of 501(c)(3) non-profit status

e. Applications rejected by Grants.gov for unregistered AOR will be disqualified and will not be considered for competition.

5. Cost Share or Match There is no non-federal cost-share or matching requirement under the cooperative agreement. An applicant may pledge voluntarily committed cost-sharing in its proposed budget for the application, although voluntary cost-sharing will play no role in DHS/CISA’s selection process. If DHS/CISA accepts the voluntary cost-sharing when issuing the Federal Award, the voluntary cost-share becomes a binding obligation.

D. Application and Submission Information

1. Key Dates and Times

Application Start Date: 07/03/2023

a. Application Submission Deadline: 08/03/2023 at 11:59:59 PM Eastern Daylight Time

All applications must be received by the established deadline.

b. Anticipated Funding Selection Date: 09/15/2023

c. Anticipated Award Date: 09/30/2023

d. Other Key Dates (If applicable)

Event Suggested Deadline for Completion Initial Registration at SAM.gov (includes UEI issuance)

Four weeks before actual submission deadline

Obtaining a valid EIN Four weeks before actual submission deadline Updating SAM registration Four weeks before actual submission deadline Starting application in Grants.gov Two weeks before actual submission deadline

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 must be submitted in electronic format only. Application forms and instructions are available at Grants.gov.

To access these materials, go to http://www.grants.gov. Select “Applicants” then “Apply for Grants.” In order to obtain the application package, select “Download a Grant Application Package.” Enter the Assistance Listing (formerly CFDA) and/or the funding opportunity number located on the cover of this NOFO, select “Download Package,” and then follow the prompts to download the application package.

For a hardcopy of the full NOFO, please email a request to:

Lisa Johnson Lisa.Johnson1@hq.dhs.gov

In addition, the following Telephone Device for the Deaf (TDD) and/or Federal Information Relay Service (FIRS) number available for this Notice is 1-800-518-4726 (Grants.gov Help Desk).

Applications will be processed through the Grants.gov portal.

If you experience difficulties accessing information or have any questions, please call Grants.gov customer support at 1-800-518-4726.

4. Unique entity identifier and 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 in its application.

c. Continue to always maintain an active SAM registration with current information during the

Federal Award process.

5. Steps Required to Submit an Application, Unique Entity Identifier, and System for Award Management (SAM) To apply for an award under this program, all applicants must:

a. Have an account with https://login.gov/

b. Register for, update, or verify their SAM account and ensure the account is active and

Employer ID Number (EIN) before submitting the application.

c. Create a Grants.gov account.

d. Add a profile to a Grants.gov account.

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

f. Submit application in Grants.gov.

g. Continue to maintain an active SAM registration with current information, including information on a recipient’s immediate and highest-level owner and subsidiaries, as well on all predecessors that have been awarded a federal contract or grant within the last 3 years, if applicable, at all times during which it has an active federal award or an application or plan under consideration by a federal awarding agency.

Applicants are advised that DHS 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 DHS 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 http://www.grants.gov/ mailto:Lisa.Johnson1@hq.dhs.gov

SAM registration is expired at the time of application, expires during application review, or expires any other time before award, DHS 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.

The Standard Language for Using Grants.gov to Apply is provided to aid in fulfilling these requirements (if applicable), based off of https://www.grants.gov/web/grants/grantors/grantor-standard-language.html.

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, the DHS Grants and Financial Assistance Division requires applicants to submit applications through Grants.gov.

7. How to Register to Apply through Grants.gov

a. Instructions: Registering in Grants.gov is a multi-step process. Read the instructions below about registering to apply for DHS 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. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required application submission deadlines.

Organizations must have a Unique Entity Identifier (UEI) Number with an active System for Award Management (SAM) registration, and Grants.gov account to apply for grants.

If individual applicants are eligible to apply for this grant funding opportunity, then you may begin with step 3, Create a Grants.gov account, listed below.

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

1) Register with SAM: All organizations applying online through Grants.gov must register with the System for Award Management (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:

https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html.

https://www.grants.gov/web/grants/applicants/organization-registration.html https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html

2) Create a Grants.gov Account: The next step is to register an account with Grants.gov. Follow the on-screen instructions or refer to the detailed instructions here: https://www.grants.gov/web/grants/applicants/registration.html.

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

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

https://www.grants.gov/web/grants/applicants/registration/add-profile.html.

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

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

https://www.grants.gov/web/grants/applicants/registration/authorize-roles.html.

5) 5) Track Role Status: To track your role request, refer to:

https://www.grants.gov/web/grants/applicants/registration/track-role-status.html.

6) Electronic Signature: When applications are submitted through Grants.gov, the name of the organization applicant with the AOR role that submitted the application is inserted into the signature line of the application, serving as the electronic signature. The EBiz POC must authorize people who are able to make legally binding commitments on behalf of the organization as a user with the AOR role; this step is often missed, and it is crucial for valid and timely submissions.

8. How to submit an Application to DHS via Grants.gov Grants.gov applicants can apply online using Workspace. Workspace is a shared, online environment where members of a grant team may simultaneously access and edit different webforms within an application. For each NOFO, you can create individual instances of a workspace.

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

https://www.grants.gov/web/grants/applicants/workspace-overview.html.

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

b. Complete a Workspace: Add participants to the workspace to work on the application together, complete all the required forms online or by downloading PDF versions, and check for errors before submission. The Workspace progress bar will display the state of https://www.grants.gov/web/grants/applicants/registration.html https://www.grants.gov/web/grants/applicants/registration/add-profile.html https://www.grants.gov/web/grants/applicants/registration/authorize-roles.html https://www.grants.gov/web/grants/applicants/registration/track-role-status.html https://www.grants.gov/web/grants/applicants/workspace-overview.html your application process as you apply. As you apply using Workspace, you may click the blue question mark icon near the upper-right corner of each page to access context-sensitive help.

c. Adobe Reader: If you decide not to apply by filling out webforms you can download individual PDF forms in Workspace. The individual PDF forms can be downloaded and saved to your local device storage, network drive(s), or external drives, then accessed through Adobe Reader.

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

https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html.

d. Mandatory Fields in Forms: In the forms, you will note fields marked with an asterisk and a different background color. These fields are mandatory fields that must be completed to successfully submit your application.

e. Complete SF-424 Fields First: The forms are designed to fill in common required fields across other forms, such as the applicant’s name, address, and UEI number. To trigger this feature, an applicant must complete the SF-424 information first. Once it is completed, the information will transfer to the other forms.

f. Submit a Workspace: An application may be submitted through workspace by clicking the Sign and Submit button on the Manage Workspace page, under the Forms tab.

Grants.gov recommends submitting your application package at least 24-48 hours prior to the close date to provide you with time to correct any potential technical issues that may disrupt the application submission.

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

For additional training resources, including video tutorials, refer to:

https://www.grants.gov/web/grants/applicants/applicant-training.html.

Applicant Support: Grants.gov provides applicants 24/7 support via the toll-free number 1-800-518-4726 and email at support@grants.gov. For questions related to the specific grant opportunity, contact the number listed in the application package of the grant to which you are applying.

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

9. Timely Receipt Requirements and Proof of Timely Submission

a. Online Submission. All applications must be received by 11:59:59 PM EDT time on the due date established for each program. Proof of timely submission is automatically recorded by Grants.gov. An electronic date/time stamp is generated within the system when the application is successfully received by Grants.gov. The applicant with the AOR role who submitted the application will receive an acknowledgement of receipt and a tracking number (GRANTXXXXXXXX) from Grants.gov with the successful https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html https://www.grants.gov/web/grants/applicants/applicant-training.html transmission of their application. This applicant with the AOR role will also receive the official date/time stamp and Grants.gov Tracking number in an email serving as proof of their timely submission.

When DHS successfully retrieves the application from Grants.gov, and acknowledges the download of submissions, Grants.gov will provide an electronic acknowledgment of receipt of the application to the email address of the applicant with the AOR role who submitted the application. Again, proof of timely submission shall be the official date and time that Grants.gov receives your application. Applications received by Grants.gov after the established due date for the program will be considered late and will not be considered for funding by DHS.

Applicants using slow internet, such as dial-up connections, should be aware that transmission can take some time before Grants.gov receives your application. Again, Grants.gov will provide either an error or a successfully received transmission in the form of an email sent to the applicant with the AOR role attempting to submit the application.

The Grants.gov Support Center reports that some applicants end the transmission because they think that nothing is occurring during the transmission process. Please be patient and give the system time to process the application.

10. Content and Form of Application Submission

Required Forms

Complete the required forms in accordance with the application instructions on Grants.gov. If submitting any information that is deemed proprietary, privileged, confidential, or financial, please denote the beginning and ending of such information with asterisks (*).

1. Form SF-424 – Application for Federal Assistance: Complete the SF-424 application form.

This form may be completed on the Grants.gov website or it can be completed offline in its entirety. NOTE: Applications submitted through Grants.gov must use the SF-424 provided by Grants.gov. The SF-424 application form can only be viewed and downloaded once Adobe Reader has been installed. The SF-424 application form on Grants.gov is formatted so applicants are only required to complete fields which are indicated with an asterisk (*) and color coded. Once the application is complete, close the document (you will then be prompted to save changes or not).

2. Form SF-424A – Budget: Complete the budget for the initial budget period in its entirety.

Provide budget amounts by object class (salaries, fringe, travel, indirect, etc.). Funds may be requested if the item and amount are necessary to perform the proposed work and are not precluded by the cost principles or program funding restrictions.

3. Certifications/Assurances: Applicants must submit:

a. Form SF-424B – Assurances – Non-Construction Programs; and

b. Certification Regarding Lobbying. If paragraph two of the certification applies, then complete and submit the SF-LLL Disclosure of Lobbying which is provided as an optional form in the application package.

By signing and submitting an application under this announcement, the applicant is providing:

• Certification Regarding Drug-Free Workplace Requirements (see Attachment B);

• Certification Regarding Debarment, Suspension, and Other Responsibility Matters –

Primary Covered Transactions (see Attachment C); and

• Certification that the applicant is not delinquent on any federal debt.

Required Documents

4. Budget Narrative: See also Restrictions on Use of Award Funds.

Budget Table Provide your budget request in a table format. This must be provided either in the same document as the budget narrative or uploaded as a separate document under the “Other Attachments” form found under the “Optional Documents” section of the application package.” Include all budget categories, as listed in the budget narrative section. Under each category, list the line items requested. See a sample table below.

Note: This sample table shows the Personnel category only. Applicants must provide information on all budget categories.

Budget Table

Year 1 Total Category and Item

In Ki nd

DHS Total

In-kind DHS Total 1.

Personnel-

1 FTE

$X $X $X

$X $X $X TOTAL

Personnel

$X $X $X

$X $X $X

Show a total of all requested federal grant funds. This total should match the total listed on the project abstract. Budget categories below should add up to this total.

The Budget Narrative describes costs associated with each object class category in the SF-424A and must include the following information.

a. Personnel: Costs of employee salaries and wages. For each staff person, provide the name (if known), title, time commitment to the project as a percentage of a full-time equivalent (FTE), annual salary, and salary allocated to the federal award. Do not include the costs of consultants. Consultants are to be included under “Contractual.”

b. Fringe Benefits: Costs of employee fringe benefits unless treated as part of an approved indirect cost rate. Provide the method used to calculate the proposed rate amount. If a fringe benefit rate has been negotiated with, or approved by, a cognizant federal agency for indirect costs, provide a copy of the fringe benefit rate agreement. If no fringe benefit rate agreement exists, provide a breakdown of the amounts and percentages that comprise fringe benefit costs such as health insurance, FICA, retirement insurance, taxes, etc.

c. Travel: Costs of federal award-related travel by employees of the applicant organization (do not include costs of contractor or consultant travel). For each proposed trip, provide the purpose, number of travelers, travel origin and destination, number of days, and a breakdown of costs for airfare, lodging, meals, car rental, and incidentals. The basis for the meals, car rental, and incidentals must be provided, such as past trips, current quotations, Federal Travel Regulations, etc. Foreign travel is not permitted.

d. Equipment: Equipment costs are not allowed.

e. Supplies: Costs of all tangible personal property other than equipment. Specify general categories of supplies and their costs. Show computations and provide other information which supports the amount requested.

f. Contractual: Costs of all contracts for services and goods except for those that belong under other object class categories. Include third party evaluation contracts (if applicable) and contracts with secondary recipient organizations. Identify proposed contractor work and the cost of each contractor. This will also include all costs for any subawards.

g. Upon award, the recipient must provide a detailed budget for each contractor that is expected to perform work estimated to be $25,000 or more, or 50% of the total work effort, whichever is less.

• Identify each planned contractor and its total proposed budget. Each contractor's budget and supporting detail should be included as part of the applicant's budget narrative.

• Provide the following information for each planned contract: a brief description of the work to be contracted; the number of quotes solicited and received, if applicable;

the cost or price analysis performed by the applicant; names and addresses of the contractors tentatively selected and the basis for their selection; e.g., unique capabilities (for sole source subcontracts), low bidder, delivery schedule, technical competence; type of contract and estimated cost and fee or profit; and, affiliation with the applicant, if any.

• Recipient may be required to make pre-award review and procurement documents available to DHS in accordance with 2 C.F.R. § 200.325.

• All required contract clauses must be included in any contract.

h. If a subrecipient is proposed under the federal award, applicants must provide a separate subrecipient budget narrative and table following the same format and with the same level of detail as that of the applicant (i.e., by Object Class Category/Cost Classification).

Each subrecipient budget and supporting detail should be separate from the applicant’s budget narrative.

h. Other Direct Costs: Any other items proposed as direct costs. Provide an itemized list with costs and state the basis for each proposed item.

i. Indirect Costs: Indirect costs are allowable under this program as described in 2 C.F.R.

Part 200, including 2 C.F.R. § 200.