oppDHS-18-MT-023-08-02-cfda97.023-instructions.pdf

The Department of Homeland Security (DHS)

Notice of Funding Opportunity (NOFO)

FY 18 Community Assistance Program-State Support Services Element

NOTE: If you are going to apply for this funding opportunity and have not obtained a Data Universal Numbering System (DUNS) number and/or are not currently registered in the System for Award Management (SAM), please take immediate action to obtain a DUNS Number, if applicable, and then to register immediately in

SAM. It may take 4 weeks or more after you submit your SAM registration before your registration is active in SAM, then an additional 24 hours for Grants.gov to recognize your information. Information on obtaining a DUNS number and registering in SAM is available at Grants.gov. Detailed information regarding DUNS and SAM is also provided in Section D of this NOFO, subsection, Content and Form of

Application Submission.

A. Program Description

Issued By

U.S. Department of Homeland Security (DHS) Federal Emergency Management Agency

(FEMA), Federal Insurance & Mitigation Administration (FIMA), Risk Mitigation

Directorate.

Catalog of Federal Domestic Assistance (CFDA) Number

97.023

CFDA Title

Community Assistance Program – State Support Services Element (CAP-SSSE)

Notice of Funding Opportunity Title

FY 18 Community Assistance Program-State Support Services Element

NOFO Number

FEMA Region FEMA Region

1 DHS-18-MT-023-01-01 6 DHS-18-MT-023-06-01

2 DHS-18-MT-023-02-01 7 DHS-18-MT-023-07-01

3 DHS-18-MT-023-03-01 8 DHS-18-MT-023-08-01

4 DHS-18-MT-023-04-01 9 DHS-18-MT-023-09-01

5 DHS-18-MT-023-05-01 10 DHS-18-MT-023-10-01

Authorizing Authority for Program

The National Flood Insurance Act of 1968 (Pub. L. No. 90-448), as amended, (42 § 4001 et seq.).

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

Appropriation Authority for Program

The Department of Homeland Security Appropriations Act, 2018 (Pub. L. No. 115-141), Title III Protection, Preparedness, Response and Recovery, Federal Emergency

Management Agency, National Flood Insurance Fund.

Program Type

New

Program Overview, Objectives, and Priorities

The Community Assistance Program – State Support Services Element (CAP- SSSE) program provides funding to States to provide technical assistance to communities in the

National Flood Insurance Program (NFIP) and to evaluate community performance in implementing NFIP floodplain management activities. CAP-SSSE aligns with and supports Presidential Policy Directive 8 - to Strengthen National Preparedness and

Resilience.

Objectives

To fund the provision of technical assistance to communities in the National

Flood Insurance Program; and

To enable States to evaluate community performance in implementing National

Flood Insurance Program floodplain management activities

Priorities

In Fiscal Year 2018, the CAP-SSSE program will focus on conversion to Non-Disaster

(ND) Grants, and compliance of substantial damage and State development in the Special

Flood Hazard Area (SFHA). While training, Community Rating System (CRS), and other technical assistance activities remain important components of the program’s overall community assistance strategy, a credible compliance and enforcement program is essential to meet the program’s goals of flood loss reduction, and to support the community.

Performance Metrics

States must meet the national metric of 93% map adoptions for those communities that receive Letters of Final Determination (LFDs) in their state. In addition, States must have contact with a designated percentage of the participating communities in their State by Community Assistance Visits (CAV) s, Community Assistance Contacts (CAC) s, General Technical Assistance (GTA), Ordinance Assistance or Workshops. The percentage of contacts will be negotiated with the FEMA Regional CAP Coordinator and defined in the SOW. In order to promote CAP-SSSE transformation success, the States will attend at least one CAP Transformation engagement activity; the HM Workshop at

EMI, ASFPM State Coordinators Session with FIMA, or the Video Teleconference

(VTC) planned for the fall of 2018.

B. Federal Award Information

Award Amounts, Important Dates, and Extensions

Available Funding for the NOFO: $15,283,800

Projected number of Awards: 53

Period of Performance: 21 months

An extension to the Period of Performance for this program is allowed. For details on the requirements for requesting an extension to the Period of Performance, please refer to Section H of this announcement

Projected Period of Performance Start Date: 10/01/2017

Projected Period of Performance End Date: 06/30/2019

Funding Instrument

Cooperative Agreement

Each state receiving a CAP-SSSE award will sign a cooperative agreement with

FEMA describing the terms of the award, including responsibilities of the grant recipient. There is substantial FEMA Regional Office involvement throughout the performance of the CAP-SSSE Cooperative Agreements. Overall, FEMA reserves the authority to manage and direct recipient actions. The FEMA Regional Office determines the appropriate number of activities and ensures performance metrics are being met.

FEMA maintains the following approval authorities on activities conducted by grant recipients:

FEMA retains the authority to decide whether to admit communities to the NFIP, including determinations related to State-reviewed, community-submitted ordinances supporting a community’s application.

FEMA requires states receiving CAP-SSSE awards to incorporate a mandatory Flood Insurance Rate Map (FIRM) adoption rate of 93% or higher into their CAP-SSSE cooperative agreements. This requirement helps to ensure that communities applying to join the NFIP have an adopted flood ordinance referencing the most current updated flood map.

FEMA collaborates with States, but retains final approval as to which communities receive State-provided training and technical assistance funded under the CAP-SSSE.

FEMA requires all States to conduct Community Assistance Visits and approves the annual number States will conduct. FEMA retains final approval for the community locations for these visits, based on application of FEMA’s priority list and after consultation with the States.

FEMA approves compliance follow-up actions conducted by States and requires advance approval before any follow-up actions that lead towards

FEMA placing a community on probation or suspension from the NFIP.

FEMA retains final approval for States affected by Declared Disasters to provide CAP technical assistance to communities and negotiates these levels with States.

FEMA provides continuous technical assistance and feedback to States on the conduct of CAP activities.

FEMA requires detailed activity descriptions and approvals of State recipient’s selections for sub-contracts to achieve program goals.

FEMA requires State recipient’s close collaboration with FEMA mitigation staff for the purpose of monitoring all aspects of the recipient’s performance of program activities.

FEMA must approve State requests to vary or substitute activities performed including staffing, overtime, and other management processes of the State recipient.

FEMA may exercise its authority to stop a State’s funded activity immediately if the State fails to meet one or more of the above conditions

C. Eligibility Information

Eligible Applicants

All 50 states, the District of Columbia, and the territories of Puerto Rico and the US

Virgin Islands are eligible to apply for CAP-SSSE funding.

Eligibility Criteria

State agencies designated by statute or Governor’s declaration as a National Flood

Insurance Program State Coordinating Agency as described in 44 C.F.R. § 60.25.

Other Eligibility Criteria N/A

Maintenance of Effort (MOE)

There is No Maintenance of Effort (MOE) requirement.

Cost Share or Match

There is a 25 percent non-federal cost match required for all recipients of CAP- SSSE funds with no restrictions on the types of costs allowed (e.g., in-kind contribution).

For a cost match the recipient contribution is calculated based on the federal contribution as: Percent recipient contribution multiplied by the value of the federal contribution in US dollars.

For example, the CAP-SSSE requires a 25% cost match. If the federal contribution is

$100,000 the recipient contribution is calculated as (0.25) X

$100,000 = $25,000.

D. Application and Submission Information

Key Dates and Times

Date Posted to Grants.gov:

Application Submission Deadline:

Anticipated Funding Selection Date:

Anticipated Award Date:

05/30/2018

07/30/2018 at 11:59 PM ET

07/31/2018

No Later than 09/30/2018

Applications that are not submitted within the stated Application Submission Deadline will not be reviewed or considered for funding. System issues with the Grants.gov or other unforeseeable circumstances that are out of the applicants’ control will be taken into consideration with regards to the stated Application Submission Deadline of this

NOFO.

Other Key Dates

The chart below presents suggested deadlines for completing the steps required for a successful application submission prior to the deadline. These dates are only recommendations as applicants are responsible for planning far enough in advance to complete their application. Failure of an applicant to comply with any of the required steps before the deadline for submitting their application may disqualify their application from funding.

Address to Request Application Package

Application forms and instructions are available at Grants.gov on the Workspace application platform. To access the application package, select “Applicants” then “Apply for Grants” followed by “Get Application Package.” Enter the Funding Opportunity

Number or Opportunity Package ID located in this NOFO. Select “Apply” and then

“Create Workspace.” Follow the prompts to download the instructions and begin the application.

Event Suggested Deadline For Completion

Obtain DUNS Number Four weeks before actual submission deadline

Obtain a valid EIN Four weeks before actual submission deadline

Update SAM registration Four weeks before actual submission deadline

Submit initial application in

Grants.gov

One week before actual submission deadline

Submit final application in ND

Grants

One week before actual submission deadline http://www.grants.gov/web/grants/register.html

For a hardcopy of the full NOFO, please e-mail julie.grauer@fema.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: (800) 462-7585

Initial Applications will be processed through the Grants.gov portal and the final and complete application will be processed through ND Grants.

Content and Form of Application Submission

Applying for an award under this program is a multi-step process and requires time to complete. Applicants should start the required application submission steps well in advance of their submission. Failure of an applicant to comply with any of the required steps before the deadline for submitting their application may disqualify their application from funding.

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

1. Applying for, updating or verifying their DUNS Number

2. Applying for, updating or verifying their EIN Number

3. Updating or verifying their SAM Number

4. Establishing an Authorized Organizational Representative (AOR) in Grants.gov

5. Submitting an initial application in grants.gov, and

6. Submitting the complete application in ND Grants

Unique Entity Identifier and System for Award Management (SAM)

All applicants for this award must:

1. Be registered in SAM before submitting its application;

2. Provide a valid DUNS number in its application; and

3. 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 DHS FAO.

DHS may not make a federal award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time DHS is ready to make a federal 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 Apply is provided to aid in fulfilling these requirements:

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 applicants to submit their applications online through Grants.gov.

mailto:julie.grauer@fema.dhs.gov

How to Register to Apply through Grants.gov

1. Instructions: 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 Data Universal Numbering System (DUNS) Number, 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, refer to the Application Registration page.

Organization applicants can find complete instructions online.

2. Obtain a DUNS Number: All entities applying for funding, including renewal funding, must have a Data Universal Numbering System (DUNS) number from

Dun & Bradstreet (D&B). Applicants must enter the DUNS number in the data entry field labeled "Organizational DUNS" on the SF-424 form.

Detailed instructions for obtaining a DUNS number are available online.

3. Register with SAM: In addition to having a DUNS number, 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.

Detailed instructions for registering with SAM are available online.

4. Create a Grants.gov Account: The next step in the registration process is to create an account with Grants.gov. Applicants must know their organization's DUNS number to complete this process.

For more information, follow the on-screen instructions.

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

Detailed instructions about creating a profile on Grants.gov are available online.

6. 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 https://www.grants.gov/web/grants/applicants/registration.html https://www.grants.gov/web/grants/applicants/organization-registration.html https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html https://www.grants.gov/web/grants/applicants/registration.html https://www.grants.gov/web/grants/applicants/registration/add-profile.html 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.

Detailed instructions about creating a profile on Grants.gov are available online.

7. Track Role Status: You can track your role request online.

8. 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 individuals who are able to make legally binding commitments on behalf of the organization as an AOR; this step is often missed and it is crucial for valid and timely submissions.

How to Submit an Initial 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 web forms within an application. For each funding opportunity announcement

(FOA), you can create individual instances of a workspace.

Below is an overview of applying on Grants.gov. Access to complete instructions on how to apply for opportunities using Workspace are available online.

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

2. 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.

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

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

4. 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.

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

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

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.

7. Track a Workspace: After successfully submitting a workspace package, a

Grants.gov Tracking Number (GRANTXXXXXXXX) is automatically assigned to the application. The number will be listed on the Confirmation page that is generated after submission. Using the tracking number, access the Track My

Application page under the Applicants tab or the Details tab in the submitted workspace.

Additional training resources, including video tutorials, are available online.

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 you are applying for.

If you are experiencing difficulties with your submission, it is best to call the Grants.gov

Support Center and get a ticket number. The Support Center ticket number will assist the

DHS with tracking your issue and understanding background information on the issue.

Submitting an Initial Application in Grants.gov

The initial application cannot be started or submitted in Grants.gov unless the applicant’s registration in SAM is confirmed.

The initial application in grants.gov requires completing Standard Form 424 (SF424), Application for Federal Assistance. Application forms and instructions are available at

Grants.gov. Applicants must now use the grants.gov Workspace to apply. The

Workspace is a shared, online environment where members of a grant team may simultaneously access and edit different web forms within an application. For each

NOFO you can create individual instances of a workspace.

Applicants are encouraged to submit their initial application in Grants.gov at least 7 days before the final application deadline.

In addition, Grants.gov recommends submitting application packages through the workspace 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.

Applications submitted through Grants.gov constitute an electronically signed application. When submitting the application through Grants.gov, the name of the applicant’s AOR will be inserted into the signature line of the application.

Submitting the Final Application in Non Disaster Grants System (ND Grants)

After submitting the initial application in Grants.gov eligible applicants will be notified by DHS/FEMA and asked to proceed with submitting their complete application package in ND Grants. Applicants can register early with ND Grants and are encouraged to begin their ND Grants registration at the time of this announcement. Early registration will allow applicants to have adequate time to start and complete their application.

In ND Grants applicants will be prompted to submit all of the information contained in the following forms:

https://www.grants.gov/web/grants/applicants/applicant-training.html mailto:support@grants.gov http://www.grants.gov/web/grants/register.html http://www.grants.gov/web/grants/register.html https://portal.fema.gov/ file:///C:/Users/sheath/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/TROS8IAK/at%20https:/portal.fema.gov

Standard Form 424A, Budget Information (Non-construction)

Standard Form 424B, Standard Assurances (Non-construction)

Grants.gov Lobbying Form

Standard Form LLL, Disclosure of Lobbying Activities (if the grantee has engaged or intends to engage in lobbying activities), as well as

Assure compliance with all Standard and Special Terms and Conditions, before being eligible to receive an award under this program.

These forms can be found at Grants.gov under the Forms tab.

Applicants are also required to submit the following in ND Grants:

Statement of Work:

A summary (narrative) of an applicant’s Statement of Work for cooperative agreement funding that identifies the strategies, goals, and proposed activities from the Eligible Activities identified in Appendix A with any priorities identified by the Region.

Detailed Budget

The applicant must provide a Detailed Budget for the funds requested. The

Detailed Budget must be submitted with the grant application as a file attachment within the ND Grants system at https://portal.fema.gov. The budget must be complete, reasonable, and cost-effective in relation to the proposed activities. The budget should provide the basis of computation of all activity-related costs, and any appropriate narrative.

If revision of the work plan or required forms is required as a result of the negotiation process (discussions between FEMA and Applicant following the submission of the application), these documents may be re-submitted directly by email to the appropriate

FEMA Regional CAP-SSSE Program Manager and Grants Specialist. This review and negotiation process may continue until a complete, compliant, and reasonable application is met and approved by the FEMA Regional CAP-SSSE Program Manager and Grants

Specialist.

Funds will not be made available for obligation, expenditure, or drawdown until the applicant’s budget and budget narrative have been approved by FEMA.

Applicants will also be required to assure compliance with all Standard and Special

Terms and Conditions before being eligible to receive an award under this program.

If you need assistance registering for the ND Grants system, please contact ndgrants@fema.gov or (800) 865-4076.

Timely Receipt Requirements and Proof of Timely Submission

Online Submissions. All applications must be received by 07/30/2018 at 11:59 PM ET 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 http://www.grants.gov/web/grants/register.html https://portal.fema.gov/ mailto:ndgrants@fema.gov role who submitted the application will receive an acknowledgement of receipt and a tracking number (GRANTXXXXXXXX) from Grants.gov with the successful 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. 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.

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.

Funding Restrictions

Federal funds made available through this award may only be used for the purpose set forth in this award and must be consistent with the statutory authority for the award.

Award funds may not be used for matching funds for any other Federal grants/cooperative agreements, lobbying, or intervention in Federal regulatory or adjudicatory proceedings. In addition, federal funds may not be used to sue the federal government or any other government entity.

CAP-SSSE funds cannot be used for: conducting floodplain studies, developing floodplain maps, supporting/maintaining web-based digital mapping platforms, Association of State Floodplain Managers (ASFPM) or other professional association dues/memberships. CAP-SSSE funds cannot be used to duplicate/reimburse states for state-required and state-funded (through appropriation or permit fee income) review activities, such as state permitting.

Recipients must request prior approval for budget and program plan revisions in accordance with 2 CFR 200.308.

Recipients are encouraged to have at least one full-time person dedicated to CAP-SSSE to ensure adequate coordination and communication with the FEMA Regional Office and help maintain NFIP expertise and capability. CAP-SSSE funds can only be used to http://www.fws.gov/policy/library/rgeo12372.pdf http://www.fws.gov/policy/library/rgeo12372.pdf reimburse state staff for negotiated, eligible activities that they complete within the period of performance.

If a recipient does not maintain the necessary expertise and capability to conduct CAP-

SSSE activities, the Region and recipient are required to develop a remedial plan. If the necessary expertise and capability has not been developed by the recipient, the following year’s CAP-SSSE funding may be reduced or withheld.

Pre-Award costs

Pre-award costs incurred prior to or before the period of performance start date established in the Notice of Award are not allowed and will not be considered. However, costs incurred between the established period of performance start date stated in the

Notice of Award and the award date will be considered so long as the applicant includes them with all appropriate budget information in the application, and the costs are otherwise allowable under this program. FEMA will approve any pre-award costs that are authorized for this program by including them in the Notice of Award.

Management and Administration (M&A) Costs.

Management and Administration costs are NOT allowed under this program.

Management and Administration activities are those defined as directly relating to the management and administration of CAP-SSSE funds, such as financial management, monitoring, and application development.

Indirect Facilities & Administrative (F&A) Costs.

Indirect costs are allowable under this program as described in 2 C.F.R. §200.414. With the exception of recipients who have never received a negotiated indirect cost rate as described in 2 C.F.R. § 200.414(f), recipients must have an approved indirect cost rate agreement with their cognizant Federal agency to charge indirect costs to this award. A copy of the approved rate (a fully executed, agreement negotiated with the applicant’s cognizant federal agency) is required at the time of application and must be provided to

FEMA before indirect costs are charged to the award.

Direct Costs

Planning related costs are allowed under this program.

Training related costs are allowed under this program.

Personnel costs for eligible activities are allowed under this program.

Exercise related costs are NOT allowed under this program.

Equipment costs are allowed under this program.

Support for Enhanced Information Technology (IT) equipment

Domestic travel costs are allowed under this program

International travel is NOT an allowable cost under this program unless approved in advance otherwise by the managing Federal agency.

Construction and renovation costs are NOT allowed under this program.

CAP-SSSE encourages the purchase and use of IT tools including computers (Desktops and Laptops), cameras, and printer/scanners for performing all aspects of State

Coordinator duties related to the Community Assistance Program. The goal is to move away from printing paper products (including printed maps), to using and transferring products digitally. For example, FEMA encourages a recipient to use a Laptop with

National Flood Hazard Layer (NFHL) mapping overlay onto Google Earth (or other platform) when conducting a Community Assistance Visit (CAV), rather than using printed paper maps. A Desktop and Laptop hardware and software configuration to seamlessly manage these and other activities is an approved expense subject to justification of reasonableness.

Please refer to Appendix A for Eligible Activities for the CAP-SSSE and more specific information on allowable costs for these activities.

Other Cost Requirements

Environmental Planning and Historic Preservation (EHP) Compliance

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

Other Submission Requirements

N/A

E. Application Review Information

Application Evaluation Criteria

Prior to making a federal award, the DHS FAO is required by 31 U.S.C. § 3321 and 41

U.S.C. § 2313 to review information available through any OMB-designated repositories of government wide eligibility qualification or financial integrity information. Therefore, application evaluation criteria may include the following risk based considerations of the applicant:

1. Financial stability.

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

3. History of performance in managing federal award.

4. Reports and findings from audits.

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

6. The SOW will define the State’s agreement to meet the following performance metrics:

i. 93% adoption rate for communities receiving LFD.

ii. Contact a percentage of participating communities by CAV, CAC, Ordinance Assistance, GTA, or Workshop.

iii. Participate in at least 1 CAP Transformation engagement activity.

Applications will be reviewed to ensure conformance with the Eligibility Criteria in

Section C of this NOFO and Application Submission in D. Applicants that do not meet eligibility or application submission requirements will be removed from consideration.

Applications will be reviewed to verify that the State recipient meets the 25 percent non-federal cost match required for all recipients of CAP-SSSE funds. However, there are no restrictions on the types of costs allowed for the match (e.g., in-kind contribution)

Review and Selection Process

FEMA Regional Offices staff, professionally and technically qualified in floodplain management will evaluate applications and select applicants for funding. Applicants are encouraged to review CAP-SSSE requirements and eligible activities available at: https://www.fema.gov/community-assistance-program-state-support-services-element.

Applicants will be evaluated and selected for funding based on their ability to demonstrate the following:

Expertise in floodplain management or the ability to attain expertise in floodplain management through participation in the CAP-SSSE program;

The ability to develop, implement and manage floodplain management activities;

Proposed projects are compatible with CAP-SSSE priorities and requirements;

and

Proposed costs are complete, reasonable and cost-effective in relation to proposed projects and tasks.

If the anticipated Federal award amount will be greater than the simplified acquisition threshold, currently $150,000 (see 2 CFR §200.88), the following applies

i. “Prior to making a federal award with a total amount of federal share greater than the simplified acquisition threshold, DHS is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM, currently Federal Awardee Performance

Integrity Information System (FAPIIS).

ii. An applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information https://www.fema.gov/community-assistance-program-state-support-services-element https://www.fema.gov/community-assistance-program-state-support-services-element http://www.fema.gov/plan/prevent/floodplain/fema_cap-ssse.shtm about itself that a federal awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM.

iii. DHS will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant’s integrity, business ethics, and record of performance under federal awards when completing the review of risk posed by applicants as described in 2 CFR § 200.205 federal awarding agency review of risk posed by applicants.”

F. Federal Award Administration Information

Notice of Award

Notification of award approval is made by the FEMA Regional Office to the Grants recipient. The awardee should follow the directions in the notification to accept the award. The “award date” for this program will be the date FEMA approves the award.

Recipients must accept their awards no later than 60 days from the award date. The recipient shall notify the awarding agency of its intent to accept and proceed with work under the award, or provide a written notice of intent to decline. Funds will remain on hold until the recipient accepts the award. Failure to accept the grant award within the

60-day timeframe may result in a loss of funds.

Administrative and National Policy Requirements

All successful applicants for DHS grant and cooperative agreements are required to comply with DHS Standard Terms and Conditions.

The applicable DHS Standard Terms and Conditions will be for the last year specified at that URL, unless the application is for a continuation award. In that event, the terms and conditions in effect for the fiscal year that award was originally made will apply.

Before accepting the award, the AOR should carefully read the award package for instructions on administering the grant award and the terms and conditions associated with responsibilities under federal awards. Recipients must accept all conditions in this

NOFO as well as any special terms and conditions in the Notice of Award to receive an award under this program.

Reporting

Recipients are required to submit various financial and programmatic reports as a condition of their award acceptance. FEMA may withhold future awards and fund drawdowns if these reports are delinquent.

Federal Financial Reporting Requirements.

Recipients must report obligations and expenditures on a quarterly basis through the FFR

(SF-425) to DHS/FEMA. Recipients must file the FFR electronically using the Payment and Reporting System (PARS). Award recipients must submit an FFR quarterly throughout the period of performance, including partial calendar quarters, as well as for periods where no grant award activity occurs. FEMA may withhold future awards and http://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions fund drawdowns if these reports are delinquent, demonstrate lack of progress, or are insufficient in detail.

The Federal Financial Reporting Form (FFR) (SF-425) is available here:

https://www.grants.gov/web/grants/forms/post-award-reporting-forms.html

Financial and Compliance Audit Report

For audits of fiscal years beginning on or after December 26, 2014, recipients that expend

$750,000 or more from Federal funding sources during their fiscal year are required to submit an organization-wide financial and compliance audit report. The audit must be performed in accordance with the requirements of Government and Accountability

Office’s (GAO) Government Auditing Standards, located at http://www.gao.gov/govaud/ybk01.htm, and the requirements of Subpart F of 2 C.F.R.

Part 200, located at http://www.ecfr.gov/cgi-bin/text-idx?SID=55e12eead565605b4d529d82d276105c&node=2:1.1.2.1.1.6&rgn=div6

Program Performance Reporting Requirements.

Recipients are responsible for providing updated performance reports in Microsoft Word on a quarterly basis. The report is due within 30 days after the end of the reporting period. Recipients must submit it as an attachment to the ND Grants system. Performance

Progress Report must include information on those jurisdictions which completed an assessment and the jurisdictions which are planning an assessment for the next reporting period.

Performance Reporting Periods and Due Dates

The following reporting periods and due dates apply for the CAP-SSSE program.

Reporting Period Report Due Date

October 1 – December 31 January 30

January 1 – March 31 April 30

April 1 – June 30 July 30

July 1 – September 30 October 30

Recipients are responsible for providing updated quarterly performance reports. The narrative reports must be submitted within 30 days after the end of the reporting period electronically to the recipient’s Regional CAP-SSSE Program Coordinator.

Community Information System (CIS)

Mandatory: State recipients must use the CIS to enter and update information on ordinance adoption, CAVs and CACs, training, general technical assistance, and updating all other fields they are authorized to update. Updates within the CIS are to be made as tasks are accomplished.

https://www.grants.gov/web/grants/forms/post-award-reporting-forms.html http://www.gao.gov/govaud/ybk01.htm http://www.ecfr.gov/cgi-bin/text-idx?SID=55e12eead565605b4d529d82d276105c&node=2:1.1.2.1.1.6&rgn=div6 http://www.ecfr.gov/cgi-bin/text-idx?SID=55e12eead565605b4d529d82d276105c&node=2:1.1.2.1.1.6&rgn=div6

FEMA will use quarterly CIS reports and state narratives to measure state progress on the above activities and to approve funding drawdowns. There will be no exceptions in

FY18.

Close Out Reporting Requirements.

Within 90 days after the end of the period of performance, or after an amendment has been issued to close out a grant, whichever comes first, recipients must submit a final

FFR and final progress report detailing all accomplishments and a qualitative summary of the impact of those accomplishments throughout the period of performance.

If applicable, an inventory of all construction projects that used funds from this program must be reported with the final progress report.

After these reports have been reviewed and approved by <DHS FAO>, a close-out notice will be completed to close out the grant. The notice will indicate the period of performance as closed, list any remaining funds that will be de-obligated, and address the requirement of maintaining the grant records for three years from the date of the final

FFR.

The recipient is responsible for returning any funds that have been drawn down but remain as unliquidated on recipient financial records.

G. DHS Awarding Agency Contact Information

Contact and Resource Information

Contact and Resource Information

For Program Questions: Contact information for each FEMA Region can be found at:

For Financial and Administrative Questions: Contact for each FEMA Region at:

For Environmental Planning and Historic Preservation Questions: OEHP provides guidance and information about the EHP review process to FEMA programs and its recipients and sub-recipients. All inquiries and communications about EHP compliance for FEMA grant projects or the EHP review process should be sent to:

Portia Ross

400 C Street, SW

Washington, DC 20472

(303-386 2316)

Portia.ross@fema.dhs.gov

H. Additional Information

Extensions

Extensions to the initial period of performance identified in the award will be considered only through formal, written requests to the recipient’s respective Regional Office and must contain specific justifications as to why an extension is required.

mailto:Portia.ross@fema.dhs.gov

Recipients are advised to coordinate with the Regional Office CAP-SSSE Coordinator well in advance, when preparing an extension. All extension requests must address the following:

1. Grant Program, Fiscal Year, and award number;

2. Reason for delay – this must include details of the legal, policy, or operational challenges being experienced that prevent the final outlay of awarded funds by the applicable deadline;

3. Current status of the activity/activities;

4. Approved period of performance termination date and new project completion date;

5. Amount of funds drawn down to date;

6. Remaining available funds, both Federal and non-Federal;

7. Budget outlining how remaining Federal and non-Federal funds will be expended;

8. Plan for completion including milestones and timeframes for achieving each milestone and the position/person responsible for implementing the plan for completion; and

9. Certification that the activity/activities will be completed within the extended period of performance without any modification to the original Statement of

Work approved by FEMA.

Awardees should submit all proposed extension requests to DHS/FEMA for review and approval no later than 60 days prior to the end of the Period of Performance.

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

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

Form 1199A, Direct Deposit Form.

Grant Award recipients will be monitored programmatically and financially on an annual and as needed basis by FEMA staff to ensure that the activities and project goals, objectives, performance requirements, timelines, milestone completion, budgets, and other related program criteria are being met.

Monitoring

Monitoring may be accomplished through either a desk-based review or on-site monitoring visits, or both. Monitoring will involve the review and analysis of the financial, programmatic, performance, compliance and administrative processes, policies, activities, and other attributes of each Federal assistance award and will identify areas where improvement is needed and provide technical assistance.

Appendix A: FY 2018 CAP-SSSE Eligible Activities

FEMA Regional Offices are to determine the appropriate levels of effort in each activity to ensure that performance metrics are being met. FEMA is requiring activities 1, 2, & 3

(denoted by *), and encouraging the others, as described below.

1. Community Information System * (CIS) Entry: CIS entry is mandatory, State CAP-

SSSE grant recipients must use CIS to enter and update information on ordinance adoption, CAVs and CACs, training, general technical assistance, and update all other fields in CIS that document their grant activities. Updates within the CIS are to be made as tasks are accomplished, and will be monitored on a monthly basis. FEMA will use quarterly CIS reports along with State narratives to measure progress on the eligible activities and to approve funding drawdowns.

2. Community Assistance Visits* (CAV) and Community Assistance Contacts (CAC):

States participating in CAP-SSSE are required to conduct CAVs and CACs. States will be required to incorporate the risk-based prioritization as described in the

“National Flood Insurance Program (NFIP) Guidance for Conducting Community

Assistance Contacts and Community Assistance Visits FEMA F-776/April 2011”.

Selection of CACs and CAVs: The Regions will work with each State to determine the number of CAVs and CACs to be conducted and to ensure that selection is based on the risk-based approach. A risk based approach is intended to help ensure that limited staff resources are applied to the communities most in need of a CAV or CAC in each fiscal year in a cost-effective manner. The selection of CACs and CAVs to be conducted shall continue to use the CAV Tier 1 Prioritization Tool as guidance for determining which communities should receive a CAV. While Selection of CAVs using the Tier 1 tool is required, States and Regions may select Tier 2 communities for CAVs, with justification added to the CAV Comment Field in CIS. Until the Tier 1 Tool is updated nationally, Regions and States may update the tool for their State as appropriate based on more recent risk and demographic data. The Tier 1 CAV selection process must not be affected by the

Regional Closed CAV Metric.

Closed CAV Metric: Each Regional Office has determined a metric for the percent of

CAVs that must be closed within a set period of time. States must include the number of

CAVs to be closed in the cooperative agreement. States must provide appropriate follow-up to CAVs and CACs by providing technical assistance to correct program deficiencies and remedy violations to the maximum extent possible. States must coordinate with the

Regional Office to clarify the necessary follow-up actions to be provided. States must refer community compliance problems that they are unable to resolve to the Regional

Office. All CAVs and CACs must be entered into CIS so that FEMA can monitor this important floodplain management activity. Regions and States are encouraged to make maximum use of the CAC process and other contacts with communities to identify potential compliance problems and needs for technical assistance.

Special Attention to Mechanical, Electrical, and Utility Equipment and Flood

Openings: The NFIP Evaluation (https://www.fema.gov/national-flood-insurance-program-evaluation) identified that the most common type of violation found in the

Study’s quantitative assessment of building compliance were mechanical and utility equipment located below the Base Flood Elevation (BFE) and openings that do not meet requirements at 44 CFR 60.3(c)(5). These two types of violations accounted for 50 percent of the violations found within the sample. To improve enforcement of these requirements, special consideration and attention should be paid to mechanical, utility and openings requirements during CAVs.

3. Floodplain Management Regulation Assistance*: Assisting…