PKG00253348-instructions.pdf

The Department of Homeland Security (DHS) Fiscal Year 2019

Notice of Funding Opportunity (NOFO) Southern Border Humanitarian Assistance

($30 Million) Emergency Food and Shelter National Board

Program

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 from Grants.gov at: http://www.grants.gov/web/grants/register.html. 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) / Recovery Directorate / Individual Assistance Division

Assistance Listings Number (formerly Catalog of Federal Domestic Assistance Number) 97.024

Assistance Listings Title (formerly CFDA Title) Emergency Food and Shelter National Board Program

Notice of Funding Opportunity Title Emergency Food and Shelter National Board Program (Supplemental Appropriations for Southern Border Humanitarian Assistance)

NOFO Number

DHS-19-DAD-024-00-02.

Authorizing Authority for Program Section 311 of the McKinney-Vento Homeless Assistance Act of 1987 (Pubic Law No:

100- 77, as amended) (42 U.S.C. §11341).

See https://www.govinfo.gov/content/pkg/USCODE-2017-title42/pdf/USCODE-2017-http://www.grants.gov/web/grants/register.html https://www.govinfo.gov/content/pkg/USCODE-2017-title42/pdf/USCODE-2017-title42-chap119-subchapIII-partA-sec11331.pdf https://www.govinfo.gov/content/pkg/USCODE-2017-title42/pdf/USCODE-2017-title42-chap119-subchapIII-partA-sec11331.pdf title42-chap119-subchapIII-partA-sec11331.pdf.

Appropriation Authority for Program Emergency Supplemental Appropriations for Humanitarian Assistance and Security at the Southern Border Act, 2019 (Public Law No: 116-26)

Program Type New

Program Overview, Objectives, and Priorities See EFSP Administration of Supplemental Funds under B. Federal Award Information for specifics relative to the administration of the $30 million for this NOFO to assist aliens released from the custody of DHS on or after January 1, 2019. This section provides information about the EFSP overall.

Congress established the Emergency Food and Shelter Program (EFSP) to supplement the work of local social service organizations within the United States, both public and nonprofit, to help people in need of emergency assistance.

The EFSP was established on March 24, 1983, with the signing of the “Job Stimulus Bill,” Pub.

L. No. 98-8. Congress was reacting to demands from charitable organizations across the country to help supplement the local food and shelter providers dealing with increasing demand for their services. Later it was authorized under the Stewart B. McKinney Homeless Assistance Act (Pub. L. No. 100-77 signed into law on July 22, 1987; subsequently reauthorized under Pub. L.

No. 100-628, signed into law on November 7, 1988). Public Law 106-400, enacted October 30, 2000, renamed the Stewart B. McKinney Homeless Assistance Act as the “McKinney-Vento Homeless Assistance Act.”

By statute, the EFSP is governed by a National Board that sets the program’s policies and procedures and determines the funding allocations to local communities across the country as well as the eligible uses of the funds. FEMA chairs the National Board, with membership that includes individuals nominated by six national nonprofit organizations named in the statute:

American Red Cross, Catholic Charities USA, The Jewish Federations of North America, National Council of the Churches of Christ in the USA, The Salvation Army, and United Way Worldwide. The program is administered at the community level by Local Boards whose membership mirrors the National Board, with a representative of local government replacing the National Board’s FEMA member. Local Boards also contain a homeless or formerly homeless representative and a Native American representative if the jurisdiction is located within or encompasses a Federally-recognized Native American reservation—or if a Native American population is in the jurisdiction—as well as other agencies active in assisting homeless and hungry persons in the community. Local Boards determine which LROs within their jurisdictions are to be awarded funds and the National Board disburses the funds directly to the LROs.

The EFSP makes available federal funds, through the program’s National Board, in an effort to assist people experiencing a severe economic crisis (not disaster-related [i.e., fires of any kind, https://www.govinfo.gov/content/pkg/USCODE-2017-title42/pdf/USCODE-2017-title42-chap119-subchapIII-partA-sec11331.pdf floods, tornadoes, etc. emergencies]). Therefore, EFSP funds are not to be used to provide emergency assistance for circumstances that are the immediate result of a disaster situation.

EFSP funds may be used to provide economic assistance in the long term, even if the current circumstances may have been impacted by an earlier disaster occurrence.

The EFSP supports FEMA’s 2018–2022 Strategic Plan, Strategic Goal 1: Build a Culture of Preparedness, by assisting people with emergency economic needs to stabilize and become self-reliant so they are better prepared should a natural disaster occur. The EFSP fosters public and private local social service organization partnerships to identify populations within communities for assistance prior to a disaster—such as the elderly, the physically disabled, and those in areas plagued with the highest financial insecurities—who may have the greatest challenges immediately after a disaster and when disaster assistance resources are exhausted.

National Board Responsibilities – The EFSP National Board is a restricted federal grant. All federal grants have terms and conditions that apply to all parties participating in the grant.

For the EFSP, all parties mean the National Board which is considered the Grantee or Recipient, and State Set-Aside Committees (SSAs), jurisdictions (Local Boards), and Local Recipient Organizations (LROs), which are considered the Sub-Recipients. The National Board’s operating principles are:

• Efficiency—fiscal administration, reporting and procedural guidance to Local Boards and LROs

• Accountability—good steward of taxpayers’ dollars through reasonable oversight and transparency

• Responsiveness—prioritize the allocation of supplemental funds to the neediest areas in the nation

• Partnership—promote and strengthen collaboration between non- profit organizations and public sector

• Facilitating—maximizing appropriate local decision-making through clear guidance and training

The National Board will:

1. Select jurisdictions or local recipient organizations that have experienced a significant influx of aliens released from the custody of the DHS on or after January 1, 2019. (See EFSP Administration of Supplemental Funds under B. Federal Award Information for further information.)

2. Make available the EFSP operational manual for use by SSAs, jurisdictions (Local Boards), and LROs. Guidance specific to reimbursing eligible jurisdictions or LROs, for costs incurred in providing services to aliens from the southern border released from the custody of DHS on or after January 1, 2019, will be made available by the National Board to SSAs and Local Boards within 30 days of FEMA awarding the grant funds to the National Board.

3. Provide copies of award notification materials to National Board member affiliates and other interested parties.

4. Secure board plan, certification forms and board roster from Local Boards. Secure

Second Payment Request and Interim Reports, as determined, and Final Reports from jurisdictions (Local Boards). Ensure jurisdictions (Local Boards) and LROs comply with established guidelines.

5. Distribute funds to selected LROs.

6. Review and grant requests for program variances submitted by jurisdictions (Local

Boards).

7. Establish an equitable system to accomplish the reallocation of unclaimed or unused funds including hearing special requests from SSAs and jurisdictions (Local Boards).

8. Ensure that funds are properly accounted for and that unused funds, and funds that must be returned due to compliance issues, are collected.

9. Provide consultation and technical assistance to SSAs, jurisdictions (Local Boards), and LROs regarding the program.

10. Compile reports from data received from the jurisdictions (Local Boards) and submit a detailed accounting of use for all program monies in the form of a report to FEMA.

11. Conduct compliance reviews of food and shelter expenditures made under this program for specified jurisdictions (Local Boards) and LROs. The National Board, DHS/FEMA, the National Board’s public accounting firm, and the DHS Office of the Inspector General (OIG) may also conduct an audit/review of these funds. The National Board is also responsible for monitoring jurisdiction (Local Board) and LRO compliance with 2 C.F.R. part 200, subpart F. Site reviews are performed for specific jurisdictions (Local Boards) and LROs participating in the program as part of monitoring.

FEMA Responsibilities – FEMA will:

1. Constitute a National Board consisting of individuals affiliated with American Red Cross; Catholic Charities USA; National Council of Churches of Christ in the USA;

The Jewish Federations of North America; The Salvation Army; United Way Worldwide; and the FEMA.

2. Chair the National Board, using parliamentary procedures and consensus by the

National Board as the mode of operation.

3. Provide policy guidance, monitoring and oversight, Federal coordination and staff assistance to the National Board.

4. Award the EFSP grant to the National Board.

5. Assist the Secretariat and Fiscal Agent in implementing the National Board Program.

6. Report to Congress on the year’s program activities through the U.S. Interagency

Council on Homelessness Annual Report.

7. Through the DHS OIG, and FEMA Office of the Chief Financial Officer (OCFO), monitor the National Board's annual audit of the program.

8. Monitor the overall administration and management of the grant expenditures.

9. Obtain reports from the Secretariat and Fiscal Agent, which provide detailed accounting of all program monies.

Performance Metrics The National Board is charged by Congress to provide emergency food and shelter to individuals in need through private non-profit organizations and local governments. The National Board shall require organizations to report assistance provided to aliens from the southern border with EFSP funding according to the following categories:

• Number of meals provided to those struggling with hunger and/or food insecurity

• Number of nights of lodging provided to the unsheltered

• Other eligible services under the EFSP after food and shelter assistance has been met

All expenditures must be for eligible purposes, delivered in adherence to program requirements, and thoroughly documented and reported. Organizations that do not meet all requirements must return their awarded funds and are barred from receiving future awards if any compliance exceptions are not resolved.

B. Federal Award Information

Award Amounts, Important Dates, and Extensions

Available Funding for the NOFO: $30,000,000

Projected number of Awards: 1

Period of Performance: 24 months

An extension to the period of performance may be allowed. Refer to Section H. Additional Information – Extensions of this announcement for additional information.

Projected Period of Performance Start Date(s): 01/01/2019

Projected Period of Performance End Date(s): 12/31/2020

Funding Instrument Grant

EFSP Administration of Supplemental Funds The EFSP Supplemental Appropriations for Southern Border Humanitarian Assistance is available for the purposes of helping aliens from the southern border that are released from the custody of DHS. The Emergency Food and Shelter Program National Board shall distribute such funds only to jurisdictions or LROs serving communities that have experienced a significant influx of such aliens and may be used to reimburse such jurisdictions or LROs for costs incurred in providing services to such aliens on or after January 1, 2019. The National Board’s existing funds delivery and administration structure will be used; however, the process and priorities for evaluating requests for reimbursement shall be modified by the National Board to meet the requirements of the supplemental appropriation (Public Law No. 116-26).

FEMA obtained data from U.S. Customs and Border Protection (CBP) and U.S. Immigration and Customs Enforcement (ICE) to ensure these southern border humanitarian assistance funds are targeted to communities experiencing a substantial influx of aliens released from DHS custody, and who have been providing supportive services to this population. Based on this data, FEMA has determined, of the total $30 million supplemental funds made available by the U.S. Congress, that $25 million shall be allocated by the National Board for the reimbursement of eligible services provided by jurisdictions and LROs to aliens from the southern border within the states of Texas, New Mexico, Arizona, and California. The remaining $5 million supplemental funds shall be allocated for the reimbursement of eligible services provided by jurisdictions and LROs to aliens from the southern border in all states nationwide (including southern border states).

In addition to the data obtained from CBP and ICE, the National Board will rely upon the program’s SSAs to provide information to substantiate need in determining jurisdictions where funds will be best allocated.

$25 Million Allocation

A $25 million allocation will be made available for the states of Texas, New Mexico, Arizona, and California. Awards from the $25 million allocation will be made to eligible jurisdictions and LROs within those states. FEMA shall coordinate with the National Board and cooperatively agree to several considerations that would prioritize funds to the most impacted areas.

These considerations include the following:

• All eligible applicants must demonstrate a significant influx of aliens, the volume of services they are providing, types of eligible services, etc.

• All applications shall be evaluated competitively, and not on a rolling basis.

• Initial reimbursements shall be prioritized to food and shelter expenses, since these are the most life sustaining.

• After all food and shelter expenses are reimbursed, the next tier of services (e.g.

toiletries, diapers, etc.) can be reimbursed (if there are any of the $25 million funds remaining).

$5 Million Allocation

For the remaining $5 million, jurisdictions and LROs in all U.S. states shall be eligible to apply for these relief funds. Organizations in states along the southern border (who have received funding from the $25 million allocation) may also apply for this funding. As with the $25 million allocation, FEMA shall coordinate with the National Board and cooperatively agree to several considerations that would prioritize funds to the most impacted areas.

These considerations include the following:

• All eligible applicants must demonstrate a significant influx of aliens, the volume of services they are providing, types of eligible services, etc.

• All applications shall be evaluated competitively, and not on a rolling basis.

• Initial reimbursements shall be prioritized to food and shelter expenses, since these are the most life sustaining.

• After all food and shelter expenses are reimbursed, the next tier of services (e.g.

toiletries, diapers, etc.) can be reimbursed (if there are any of the $25 million funds remaining).

C. Eligibility Information

Eligible Applicants The National Board for the Emergency Food and Shelter Program is the only eligible applicant.

Eligibility Criteria The Stewart B. McKinney Homeless Assistance Act of 1987 (Public Law No. 100-77, as amended), provides that EFSP funds shall only be awarded to the National Board for the Emergency Food and Shelter Program.

Other Eligibility Criteria Not applicable.

Maintenance of Effort (MOE)

Cost Share or Match

D. Application and Submission Information

Key Dates and Times

Date Posted to Grants.gov: 07/30/2019

Application Submission Deadline: 08/05/2019 at 11:59:59 p.m. EDT

Anticipated Funding Selection Date: 08/14/2019

The National Board’s application must be received by the established deadline. The Non- Disaster (ND) Grants System has a date stamp that indicates when an application is submitted. The National Board will receive an electronic message confirming receipt of the full application. In general, FEMA will not review applications that are not received by the deadline or consider them for funding. FEMA may, however, extend the application deadline on request for any applicant who can demonstrate that good cause exists to justify extending the deadline. Good cause for an extension may include technical problems outside of the applicant’s control that prevent submission of the application by the deadline, or other exigent or emergency circumstances.

If you experience technical issues, you must notify the DHS/FEMA Headquarters Program Manager for the EFSP as soon as possible. See Section H, DHS Awarding Agency Contact Information, for the Program Manager’s contact information.

Address to Request Application Package 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 Listings (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: Troy R. “Randy” Windham, Program Manager, at randy.windham@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.

The initial application will be processed through the Grants.gov portal and the complete application will be processed through the ND Grants System.

Content and Form of Application Submission

Applying for an award under this program is a multi-step process and requires time to complete.

To ensure that the application is submitted on time, the National Board is advised to start the required steps well in advance of its submission. Please review the table above under “Submission Dates and Other Key Dates and Times” for estimated deadlines to complete each of the steps listed below. Failure of the applicant to comply with any of the required steps before the deadline for submitting its application may disqualify its application from funding.

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

1. Applying for, updating or verifying the DUNS Number

2. Applying for, updating or verifying the EIN Number

3. Updating or verifying the SAM Number

4. Submitting the initial application in grants.gov, and

5. Submitting the complete application in ND Grants.

http://www.grants.gov/ mailto:randy.windham@fema.dhs.gov

The National Board will also be prompted to assure compliance with all Standard and Special Terms and Conditions before being eligible to receive an award under this program.

Unique Entity Identifier and System for Award Management (SAM)

To apply for this award, the National Board 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

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 to 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.

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: https://www.grants.gov/web/grants/applicants/registration.html

Organization applicants can find complete instructions here:

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

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.

For more detailed instructions for obtaining a DUNS number, refer to:

https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

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.

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

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 or refer to:

https://www.grants.gov/web/grants/applicants/registration.html

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 your grant applications. To add an organizational profile to your Grants.gov account, enter the DUNS Number for the organization in the DUNS field while adding a profile.

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

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

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 Authorized Organization Representative (AOR) role, thereby giving you permission to complete and submit applications on behalf of the organization. You will be able to submit 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-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/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 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

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

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

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 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 Notice of Funding Opportunity, 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

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 Webforms you can download individual PDF forms in Workspace so that they will appear similar to other Standard or DHS forms. The individual PDF forms can be downloaded and saved to your local device storage, network drive(s), or external drives, then accessed through Adobe Reader.

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

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

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.

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

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 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.

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

Submitting the Final Application in Non-Disaster Grants Systems (ND) Grants

After submitting the initial application in Grants.gov, the National Board will be notified by DHS/FEMA and asked to proceed with submitting its complete application package in ND Grants located at https://portal.fema.gov. The National Board can register early with ND Grants and is encouraged to begin its ND Grants registration at the time of this announcement. Early registration will allow the National Board adequate time to start and complete its application. In ND Grants applicants will be prompted to submit all the information contained in the following forms before being eligible to receive an award under this program.

In ND Grants, the National Board will be prompted to submit all the information contained in the forms bulleted below. The National Board should review these forms before applying to ensure it has all the information required. The forms are available in the Forms tab under SF- 424 Family through Grants.gov.

https://www.grants.gov/web/grants/applicants/applicant-training.html https://www.grants.gov/web/grants/applicants/applicant-training.html mailto:support@grants.gov https://portal.fema.gov/ http://www.grants.gov/web/grants/forms/sf-424-family.html#sortby%3D1 http://www.grants.gov/web/grants/forms/sf-424-family.html#sortby%3D1

• Standard Form 424A, Budget Information (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

The National Board will also be required to submit copies of the following in ND Grants:

• Program and Budget Narrative

• Program Work Plan

• Project Objectives

• Detailed budget

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 Midnight Eastern Daylight Time on the due date established for this 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 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 mailto:ndgrants@fema.gov 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.

(See https://www.archives.gov/federal-register/codification/executive-order/12372.html;

https://www.whitehouse.gov/wp-content/uploads/2017/11/SPOC-Feb.-2018.pdf).

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.

Pre-awards costs, dating back to 1/1/19, are allowable for costs only to the extent that they would have been allowable if incurred after the date of the federal award. Reimbursement to jurisdictions or LROs for eligible food and shelter costs in assisting aliens from the southern border released from DHS custody are allowable.

Management and Administration (M&A) Costs.

M&A Costs are used for activities directly related to administering the award. The National Board may use up to 5.0% of the total amount of the award for their M&A Costs, and the National Board may assign a portion of their M&A for sub-recipient management and administration. However, the combined total of M&A funds retained by the National Board and the amount assigned to sub-recipients shall not exceed 5.0% of the total award.

Indirect Facilities & Administrative (F&A) Costs.

Indirect costs are allowable under this program as described in 2 C.F.R. § 200.414. Except for 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.

Other Submission Requirements

E. Application Review Information

Application Evaluation Criteria Prior to making a federal award, FEMA is required by 31 U.S.C. § 3321 note, 41 U.S.C. § 2313, and 2 C.F.R. § 200.205 to review information available through any OMB-designated repositories of government wide eligibility qualification or financial integrity information.

https://www.archives.gov/federal-register/codification/executive-order/12372.html https://www.whitehouse.gov/wp-content/uploads/2017/11/SPOC-Feb.-2018.pdf

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.

The National Board’s application will be reviewed to ensure conformance with the Eligibility Information and Application and Submission Information in sections C and D, respectively, of this NOFO.

Review and Selection Process The National Board’s application will be evaluated and finalized for funding based on the following:

• Agreement to administer these supplemental funds according to the EFSP provisions found in the Emergency Supplemental Appropriations for Humanitarian Assistance and Security at the Southern Border Act, 2019.

• Agreement to administer these supplemental funds according to the requirements found in the EFSP Administration of Supplemental Funds section above found under B.

Federal Award Information.

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

Supplemental Financial Integrity Review If the anticipated federal share of a federal award will be greater than the simplified acquisition threshold, currently $250,000 (see Section 805 of the National Defense Authorization Act for Fiscal year 2008, Pub. L. No. 115-91, OMB Memorandum M-18-18 at https://www.whitehouse.gov/wp-content/uploads/2018/06/M-18-18.pdf):

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 the Federal Awardee Performance and 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 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 https://www.whitehouse.gov/wp-content/uploads/2018/06/M-18-18.pdf posed by applicants as described in 2 C.F.R. § 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 through the ND Grants system through an e-mail to the National Board’s authorized official listed in the initial application. The date of approval of the award is the “award date.”

The National Board’s authorized official should follow the directions in the notification to accept the award in the ND Grants System. The award must be accepted no later than 60 days from the award date. Funds will remain on hold until the National Board’s authorized official accepts the award and all other conditions of award have been satisfied. Failure to accept the grant award within the 60-day timeframe may result in a delay or loss of funds.

The National Board must pass-through all eligible funds awarded under the EFSP Supplemental Appropriations for Southern Border Humanitarian Assistance to eligible sub recipients within 30-calendar days of receipt of the 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, which are available online at:

DHS Standard Terms and Conditions

The applicable DHS Standard Terms and Conditions will be those in effect at the time the award was made.

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

The National Board is required to submit the Federal Financial Reporting Form (SF-425) and performance progress reports on a quarterly basis. Future awards and fund draw-downs may be withheld if these reports are delinquent.

The following reporting periods and due dates apply:

http://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions

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

Federal Financial Reporting Requirements.

The Federal Financial Reporting Form (FFR) is available online at: SF-425 OMB #4040-0014

Program Performance Reporting Requirements.

The National Board is responsible for providing updated performance reports on a quarterly basis. This requirement is met by the National Board’s own requirement that its Fiscal Agent, United Way Worldwide, provide program performance reports monthly to the National Board, which the Federal Emergency Management Agency chairs, at its monthly meetings.

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, the National Board 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. As part of the final report, the National Board must also submit the Tangible Personal Property Report (SF- 428), available at https://www.grants.gov/web/grants/forms/post-award-reporting-forms.html#sortby=1 to provide an inventory of all tangible personal property acquired using Emergency Food and Shelter Program funds.

After these reports have been reviewed and approved by the FEMA Program Office and Grant Programs Directorate, 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 may be de-obligated, and address the requirement of maintaining the grant records for three years from the date of the final FFR in accordance with 2 C.F.R. § 200.333.

Disclosing Information per 2 C.F.R. § 180.335 This reporting requirement pertains to disclosing information related to government-wide suspension and debarment requirements. Before a recipient enters into a grant award with a federal agency, the recipient must notify the federal agency if it knows if it or any of the recipient’s principals under the award fall under one or more of the four criteria listed at 2 C.F.R. § 180.335. At any time after accepting the award, if the recipient learns that it or any of its principals falls under one or more of the criteria listed at 2 C.F.R. § 180.335, the recipient must provide immediate written notice to the federal agency in accordance with 2 C.F.R. § 180.350.

https://www.grants.gov/web/grants/forms/post-award-reporting-forms.html#sortby%3D1

G. DHS Awarding Agency Contact Information

Contact and Resource Information For Program Questions About Applying for an Award For program questions when applying for the award contact FEMA’s Emergency Food and Shelter Program’s Program Manager, Troy R. “Randy” Windham, via email at Randy.Windham@fema.dhs.gov.

For Financial and Administrative Questions About Applying for an Award The FEMA Grant Programs Directorate’s Grant Operations Division’s Business Office provides financial support and technical assistance, such as for password resets and registration requests, questions regarding Form 1199A, payment status, amendments, closeouts, and tracking de-obligation and award amounts. Additional guidance and information can be obtained by contacting the FEMA Call Center at (866) 927-5646 or via e-mail to ASK-GMD@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 by the recipient in the ND Grants System and must contain specific and compelling justifications as to why an extension is required. 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) 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 Program Narrative approved by FEMA.

mailto:Randy.Windham@fema.dhs.gov mailto:GMD@dhs.gov