PKG00254903-instructions.pdf

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

Securing the Cities Program (STC)

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.

Table of Contents A. Program Description Issued By Assistance Listings Number (formerly Catalog of Federal Domestic Assistance Number) Assistance Listings Title (formerly CFDA Title) Notice of Funding Opportunity Title NOFO Number Authorizing Authority for Program Appropriation Authority for Program Program Type Program Overview, Objectives, and Priorities Performance Metrics B. Federal Award Information Award Amounts, Important Dates, and Extensions Funding Instrument Substantial Involvement C. Eligibility Information Eligible Applicants Eligibility Criteria Maintenance of Effort (MOE) Cost Share or Match D. Application and Submission Information Key Dates and Times Other Key Dates Address to Request Application Package Content and Form of Application Submission

1. Project Narrative http://www.grants.gov/web/grants/register.html

Notice of Funding Opportunity (NOFO) DN-STC-19-001-064843 /DN-STC-19-001

2. Budget Narrative and Justification

3. Management Process Description

4. Mandatory Files:

5. SF 424A Budget

6. Project Narrative

7. Budget Narrative (Justification) File(s)

8. Certifications/Assurances

9. Optional Forms:

Unique Entity Identifier and System for Award Management (SAM) Electronic Delivery How to Register to Apply through Grants.gov How to Submit an Application to DHS via Grants.gov Timely Receipt Requirements and Proof of Timely Submission Funding Restrictions Supplanting of Funds Management and Administration (M&A) Costs Indirect Facilities & Administrative (F&A) Costs Other Submission Requirements E. Application Review Information Application Evaluation Criteria Review and Selection Process Supplemental Financial Integrity Review F. Federal Award Administration Information Notice of Award Administrative and National Policy Requirements Reporting Financial Reports Program Performance Reporting Requirements Final Performance Reports Close Out Reporting Requirements Disclosing Information per 2 C.F.R. § 180.335 G. DHS Awarding Agency Contact Information Contact and Resource Information H. Additional Information Extensions Financial Risk Assessment Evaluation Applicant Disclosure of Risk Status Obligation by DHS/GFAD

A. Program Description

Issued By U.S. Department of Homeland Security (DHS), Countering Weapons of Mass Destruction Office

Assistance Listings Number (formerly Catalog of Federal Domestic Assistance Number) 97.106

Assistance Listings Title (formerly CFDA Title) Securing the Cities Program

Notice of Funding Opportunity Title Securing the Cities Program, 2019 STC: Phoenix, AZ; San Francisco, CA; Denver, CO;

Miami, FL; Atlanta, GA; Seattle, WA

NOFO Number

DN-STC-19-001-064843 /DN-STC-19-001

Authorizing Authority for Program Section 1928 of the Homeland Security Act of 2002, as amended (6 U.S.C. 596b).

Appropriation Authority for Program Department of Homeland Security Appropriations Act, 2018 (Pub. L. No. 115-141), Title IV Research, Development, Training, and Services; Domestic Nuclear Detection Office; Federal Assistance.

Department of Homeland Security Appropriations Act, 2019 (Pub. L. No. 116-6), Title IV Research, Development, Training, and Services; Countering Weapons of Mass Destruction;

Federal Assistance.

Program Type Existing

Program Overview, Objectives, and Priorities The STC program seeks to reduce the risk of a successful deployment of a weapon of mass destruction or the movement of materials into major metropolitan areas and regions of the nation. Support includes assistance in developing and integrating local or regional programs into a national detection structure, guiding the development of Concepts of Operations (CONOPs) and standard operating procedures, providing radiological/nuclear (R/N) detection equipment, providing training and exercise products to ensure detection is integrated into day-to-day activities and that partners are proficient in the detection mission area. Capability is defined as trained and equipped personnel who are proficient in the use of R/N detection equipment and guided by detection and response protocols.

The STC Program supports the ‘Prevent Terrorism and Enhance Security’ Mission Area as specified in the 2018 Quadrennial Homeland Security Review and is a prevention program as defined in Presidential Policy Directive – 8 (PPD-8).

The STC Program has three primary goals:

o Enhance regional capabilities to detect, analyze, report, and interdict radiological and nuclear materials that could be used by an adversary;

o Achieve a unified approach to defense that leverages federal, state, local, tribal, and territorial assets providing defense in depth in large geographic regions; and o Maximize deployment of primary screening equipment to state, local, tribal, and territorial agencies to support federal CWMD priorities and speed response by federal assets.

To accomplish the above goals, the STC Program has the following objectives:

Objective 1: Provide technical assistance to build nuclear detection capabilities. Assist State, local, and tribal governments in developing local radiological/nuclear detection capability resulting in awareness, equipment, training, technical support, exercises, and capability development. The Countering Weapons of Mass Destruction Office (CWMD) will use a common strategy in each STC implementation that will then be tailored for the particular requirements of that area. This strategy will put in place a comprehensive structure for developing all architectural elements and will encompass all elements of capability development.

Objective 2: Provide a common information sharing environment. Establish information connectivity among domestically deployed detection systems and Federal, State, local, tribal, private and regional data analysis centers, to include connectivity for technical reachback and adjudication support. Information exchange is critical to reducing the risk of any terrorist attack. An Operations Plan will document coordination practices among partners and with CWMD. Additionally, an Information Exchange Plan will ensure that proper and effective information sharing practices and policies are institutionalized within the region with respect to the STC Program.

Objective 3: Use a regional approach to coordinate activities and resources for all participating agencies. Establish administrative infrastructure to support a nuclear detection program.

Objective 4: Establish coordination mechanisms between operational partners within a national concept of operations. An Operations Plan that supports the Domestic Detection

Concept of Operations1 and has concurrence from all principal STC partners is the key document defining coordination within and outside the region. Further, an Information Exchange Plan is required to document the intended methodology for exchanging information between partners, other STC implementations, and the Federal Government. All secondary screening alarms must be reported via STC approved mechanisms, in accordance with the Domestic Detection CONOPS.

By and through the lead agency/recipient, DHS provides assistance to regional partners to:

o Closely coordinate planning, operations, and information exchange between regional partners, CWMD, and other Federal agencies.

o Conduct training and exercises to further the nuclear detection mission in the region and gain proficiency in detection operations.

o Develop a robust mobile architecture and equipment set for both land and maritime pathways focused on steady-state operations that is flexible enough to surge to enhanced detection postures.

o Execute an information exchange methodology so that multiple STC regions may exchange data amongst each other, CWMD, and other Federal partners.

o Achieve better integration of Federal, State, and local capabilities allowing regional support to national operations, in accordance with the Domestic Detection CONOPS.

CWMD will provide the Domestic Detection CONOPS to grant recipients along with templates for regional and local operational plans and procedures.

DHS has selected six (6) eligible regions under this announcement, and each selected region will partner with DHS for an overall program period of performance of up to ten years (subject to extension). The funding provided through this NOFO will only be for the first year of the anticipated overall period of performance. Funding for additional years will be subject to funds availability. Additionally, awardees who wish to receive additional continuation awards under this program will be required to submit additional application and budget materials to DHS for its consideration prior to receiving additional awards. DHS will consider the applicant’s additional application and budget materials, as well as the awardee’s prior compliance with requirements of the cooperative agreement, when determining whether to award additional funds. All additional awards of funding under this program will be at DHS’s discretion, and additional funding is not guaranteed.

Performance Metrics

Section I of the NOFO Appendix 1 details performance measures. The STC Program Management Office will monitor regional progress against the measures on a quarterly basis to determine progress in meeting the above objectives.

1 DHS CWMD worked with the Federal Bureau of Investigation and the Department of Energy to create the Domestic Detection CONOPS to facilitate an effective “whole of government” response among mission partners to detect and communicate about potential or actual threats involving R/N materials within the United States. DHS will provide the Domestic Detection CONOPS to grant recipients as a basis for planning their regional CONOPS.

B. Federal Award Information

Award Amounts, Important Dates, and Extensions Available Funding for the NOFO: $12,000,000.00

Projected number of Awards: Six (6)

Period of Performance: Overall anticipated period of performance totaling one hundred and twenty (120) months, to be allocated amongst ten (10) twelve

(12) month budget periods. Funding for the first budget period will be provided under this NOFO. Should further funding become available for additional budget periods, applicants will need to submit additional applications and budget materials for continuation awards to support additional budget periods.

Extensions are allowable. See Section H, Additional Information – Extension.

Projected Period of Performance Start Date(s): Budget period start date:

11/01/2019

Projected Period of Performance End Date(s): Budget period end date:

10/30/2029

Funding Instrument Cooperative Agreement.

Substantial Involvement DHS intends an overall ten-year program period of performance with incremental funding to build an R/N detection program in each eligible STC region. During the period of performance, continuation applications will be required to receive annual funding and/or equipment replacements.

1. The STC Program requires substantial DHS involvement with awardee (“recipient” or “lead agency”) to include:

o DHS and recipient will collaborate or jointly participate in the performance of the assisted activities.

o DHS has highly prescriptive requirements limiting recipient’s discretion with respect to scope of services offered, organizational structure, staffing, mode of operation, and other management processes, coupled with close DHS monitoring or operational involvement during performance.

o DHS requires regional coordination between the STC local program office and the STC Federal program office. DHS will provide a federal employee to each STC region to work with the STC local program office.

o Generally, CWMD will work with recipients to identify the appropriate equipment for their operations and procure that equipment for them. At its discretion, CWMD may provide monetary assistance for the procurement of equipment by the recipient, if CWMD determines that monetary assistance is in the Government’s best interest as a means to meet the needs of an applicant in a particular instance. CWMD will work with the lead agency and the FBI Level 5 Stabilization Team to determine which regional agencies will be trained and equipped to conduct secondary screening.

2. DHS responsibilities under the cooperative agreement, in addition to the required monitoring and technical assistance, include the following. DHS will:

o Work with recipients to identify the appropriate equipment for specific regional operations and procure identified equipment for the region. Primary screening equipment procured by DHS will become the property of the recipients. Secondary screening equipment will remain the property of the Federal Government, loaned to the recipients for their use as long as they participate in the STC program, or until the equipment needs to be replaced.

DHS will replace equipment if doing so is in the Government’s best interest, based upon the recipient’s need, funds availability, and operational/logistical resources.

o Assist in the establishment of Federal interagency partnerships, collaboration and cooperation for carrying out the project.

o Provide training and training materials for participating jurisdictions and provide updates to eligible training courses, subject to availability of funds.

o Provide technical assistance to STC partners in developing regional Operations Plan.

o Attend and participate in appropriate meetings initiated by State and local stakeholders, including meetings of the STC committees, subcommittees, and working groups as applicable. Subject matter experts may periodically attend, participate and advise the local program managers as necessary.

o Provide technical assistance workshops as deemed necessary by DHS.

C. Eligibility Information

Eligible Applicants Consistent with the Homeland Security Act of 2002 (“HSA”) (Pub. L. 107-296), as amended by section 2(a)(10) of the Countering Weapons of Mass Destruction Act of 2018 (Pub. L.

115-387), codified at 6 U.S.C. 596b., subsection 1928(c), the Secretary of Homeland Security has designated eligible STC Program implementation cities/regions from among the FEMA Administrator’s designated section 2003’s high-risk urban areas that are located in the proximity of FBI Level 5 Stabilization Teams2 (STAB 5). The STC eligibility requirement is based on Urban Area Security Initiative (UASI) eligibility; however, CWMD has added the

2 The FBI administers the Stabilization Program to train and equip teams of law enforcement and technical experts from federal, state, and local agencies to identify, isolate, diagnose, and provide render safe options for an improvised nuclear device or a radiological dispersal device. Level 5 teams have the greatest capability of the teams in the Stabilization Program.

Stabilization Team proximity to the eligibility requirements as a way to synchronize with the FBI in critical areas of the country by leveraging partnerships and unique capabilities that the FBI has established in these regions. Proximity with the regions supported by Level 5 Stabilization Teams also allows the STC Program to better protect population centers by shifting focus from the adversary’s potential targets to include the threat pathways into and within the region and the United States.

In FY19 STC is expanding to all of the following eligible UASI/STAB 5 regions that were not previous recipients under the STC Program: Phoenix, AZ; San Francisco, CA; Denver, CO; Miami, FL; Atlanta, GA; Seattle, WA. Each STC Program UASI recipient will choose its lead agency (applicant) and submit only one application for its region, which will encompass the UASI as well as its regional partners. The following entities within eligible Urban Area Security Initiative (UASI) areas may apply directly to DHS under this solicitation:

o State government(s) (non-operational) o City or township governments o County governments o Others (see below for clarification)

The applicant is termed the lead agency (applicant).

Eligibility Criteria Eligible lead agencies (applicant) include government entities residing within the FEMA defined UASI regions defined above. UASI working group and/or Council of Governments are eligible as lead agency (applicant). Interstate and state agencies that support the UASI region may be a principal partner; however, interstate agencies may not serve as lead agency (applicant). “Other” eligible lead agencies include law enforcement, first response, or emergency management agencies that are part of the city, township, or county included in the UASI regions defined above.

DHS envisions three levels of participants:

o Lead agency (applicant);

o Principal partners (the region’s law enforcement agencies, fire services, radiation health agency, special district government entities such as regional transit authorities, Native American tribal government [federally recognized], and maritime components including members of the Area Maritime Security Committee [AMSC], if applicable); and o Sub-partners (agencies that are represented by a principal partner).

The application must clearly identify the lead agency and all principal partners. It is crucial to the success of the program for each principal partner to assign personnel sufficient rank and possessing necessary authority to be able to make decisions for their organizations. Sub-partners should also be included in the resulting regional nuclear detection program, but do not need to be identified in a region’s application. The application may involve jurisdictions beyond the FEMA defined UASI area, provided that the lead agency is within the UASI area, in order to ensure alignment with the area supported by the local Level 5 Stabilization Team. The Project Plan must identify all such jurisdictions.

Maintenance of Effort (MOE) There is no statutory maintenance-of-effort (MOE) requirement associated with this award of the funding in this Notice.

Cost Share or Match There is no cost share or matching requirement associated with this award of the funding in this Notice.

D. Application and Submission Information

Key Dates and Times Application Start Date: 09/05/2019

Application Submission Deadline: 10/21/2019 at 23:59:59 Eastern Daylight Time

Late applications are neither reviewed nor considered

Anticipated Funding Selection Date: 11/42019

Anticipated Award Date: 11/18/2019

Other Key Dates

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 write or fax a request to:

Janet Bailey Office of Procurement Operations (MGMT I OPO) 245 Murray Lane SW Mail Stop 0115 Washington, D.C. 20528-0115 Phone: 202-447-0362 Email: Janet.Bailey@hq.dhs.gov

Applications will be processed through the Grants.gov portal. Hard copies will not be accepted.

Content and Form of Application Submission **IMPORTANT!** To avoid submission errors you must ONLY CREATE, SAVE, & SUBMIT application in an Adobe Reader version compatible with Grants.gov documents. Applications packages should be prepared using the same version of Adobe Reader.

Applications must be submitted electronically through Grants.gov. If the applicant encounters difficulties, please contact the Grants.gov Help Desk at 1-800-518-4726 to report the problem and obtain assistance with the system.

Event Suggested Deadline For Completion Obtaining DUNS Number Four weeks before actual submission deadline Obtaining a valid EIN Four weeks before actual submission deadline Updating SAM registration Four weeks before actual submission deadline Starting application in Grants.gov One week before actual submission deadline http://www.grants.gov/

Once the application is submitted and accepted in Grants.gov, applicant should email Janet.Bailey@hq.dhs.gov and Marcus.Bay@hq.dhs.gov and provide the Grants.gov tracking number shown on your submission receipt.

To submit an application through Grants.gov, applicants must use Adobe Reader. You must use a version of Adobe Reader that is compatible with Grants.gov. Adobe Reader is available from Grants.gov at no charge.

The applicant must have a DUNS number to submit an application through Grants.gov.

The application consists of three sections: the Project Narrative, the Budget Description, and the Management Process Description. The applicant must fully and completely address all the items in each of the three sections of the application. As this is a non-competitive award, CWMD personnel and the DHS Grants Office will work closely with each applicant to complete the application.

1. Project Narrative Principal Partners: Application must identify the lead agency (applicant) and all participating principal jurisdictions (“principal partners”) taking into account eligibility information above and include type of organization (city, county, etc.), organization name, total number of sworn officers/first responders, street address, city, county, state, and zip code. Provide a primary contact person for each principal partner, including name, telephone, and email. Primary points of contact should be of sufficient rank and possessing the necessary authority to be able to make decisions for their organizations.

Memorandums of Understanding (MOUs) and Letters of Commitment: The applicant must provide letters of commitment signed by an authorized representative of each principal partner indicating their intention to participate in the regional STC implementation. The letters of commitment should be addressed to the lead agency (applicant). Letters of Commitment are sufficient for the application but, upon award, the awardee must provide signed MOUs between the lead applicant and each principal partner. MOUs will include (but are not limited to) verbiage indicating:

o Willingness to work in a coordinated fashion with CWMD and regional partners;

o Details dealing with transfer of equipment ownership between lead agency and principal partners when applicable;

o Willingness to exchange law enforcement sensitive nuclear detection information and programmatic data among principal partners and CWMD; and o Willingness to share lessons learned from operational and training deployments.

Applicants are advised that signed MOUs trigger the release of funds and should speak only to administrative requirements. MOUs should not be overly complex or prescriptive. The lead agency (applicant) does not need a MOU with DHS but does need MOUs with all principal partners. DHS requires all signed MOUs to be delivered to the Grants Officer and the STC Program Manager within six months of award. See Appendix 1, Section M, MOU Template.

Existing Capability: Capability, in this sense, is comprised of appropriately trained and equipped personnel, proficient in the use of radiation detection equipment, and guided by detection and response protocols. Describe the existing nuclear detection capabilities of each principal partner:

o Equipment: Make, model, and quantity o Training: Number of personnel trained for each equipment type o Exercises: R/N Detection drills and exercises held over last three years o R/N Detection Operations Plan: Summarize existing protocols and coordination mechanisms o Sustainment: Describe funding source for existing equipment repair, training, and exercises o Information Exchange: Describe any current protocols, systems, and agreements for sharing situational information, alarm reports, and instrument data, especially as it relates to R/N detection o Mutual Aid: Describe existing law enforcement or first responder mechanisms for mutual aid or coordinated operations between principal partners

Need for Assistance: Bearing in mind the goals and objectives of DHS/CWMD, explain proposed new capabilities for the region and why financial and non-monetary assistance to support these capabilities is needed. Applicant must commit to sharing nuclear detection information among principal partners and with CWMD. Describe how assistance acquired through this funding opportunity will enable principal partners to proceed together with development of the regional detection approach/architecture.

Coordination with other Federal Programs: If applicable, describe how activities under the STC Program will complement, but not duplicate, activities under other U.S.

government-funded programs.

Management Experience: Describe the applicant’s experience in managing a regional effort that includes State, county, and local government entities, and other interstate or intrastate entities.

Project Description: Supply a detailed scope of work for assistance requested through this funding opportunity. This scope of work should harmonize with the Budget Narrative and Justification (see item below). At a minimum, the scope must include:

o Regional goals and objectives linked to STC Program goals and objectives listed in Section A: Notice of Funding Opportunity Description.

o The specific activities to meet each regional goal and objective.

o Metrics for success in meeting each regional objective. Provide a list of key performance indicators that you intend to use to measure progress against objectives listed in Section A.

o Plan of Actions and Milestones (POAM) or Gantt chart with detailed descriptions showing work tasks and project milestones associated with each major STC task.

Include estimated dates for the beginning of regional training and exercises, operations plan development, commencement of information exchange between principal partners and CWMD, and, assuming the lead agency were to procure equipment with its funds, equipment selection, estimated procurement timelines, and deployment. This document must provide sufficient detail to allow DHS to evaluate the project schedule. A brief list of bullet points containing vague timeframes, with little or no explanation or illustration of task dependencies is unacceptable. This POAM or Gantt chart with detailed description will form the basis of the Regional Implementation Plan.

o How the architecture will be designed for steady state operations and be capable of surging to enhanced steady state and search operations.

The documents listed below are the artifacts to codify the local implementation of STC.

They are not due with the application; however, working drafts of these documents are due to the STC Federal Program Manager by the time period indicated after the validation date.

The validation date will be set after award and will correspond with the region’s emplacement of a local initial STC Program Manager. DHS expects work to commence on each of these documents early in the implementation process. Documents such as the Information Exchange Plan and the Life-Cycle Sustainment Plan are significant efforts and will require at least twelve to eighteen months to complete. Each document will indicate concurrence by all STC principal partners. The STC Program Office will provide templates and significant assistance in the production of these documents as required:

o Regional Strategic Plan – six (6) months from validation date.

o Regional Organizational Chart – six (6) months from validation date.

o Committee Charters (if applicable) – six (6) months from validation date.

o Regional Implementation Plan – nine (9) months from validation date.

o Regional Operations Plan – twelve (12) months from validation date.

o Regional Multi-Year Training and Exercise Plan – twelve (12) months from validation date.

o Information Exchange Plan – eighteen (18) months from validation date.

o Life-Cycle Sustainment Plan – twenty-four (24) months from validation date.

Once finalized, each of the above documents should be placed in a periodic review cycle to update as the program matures.

2. Budget Narrative and Justification In the initial application, the applicant must provide detailed budget numbers for year one, with rough order of magnitude numbers for years two through ten listing approximate breakdown of funding within the respective task areas of planning and organization, equipment, training, and exercises.

DHS recommends the recipient establish a STC Program office to manage the day-to-day administration of the program. This office should initially consist of a qualified full-time program manager and other part-time personnel required to locally manage the program (i.e.

part-time financial specialist familiar with grant administration, a part-time program analyst familiar with nuclear detection operations, and administrative specialists to perform clerical duties). The applicant will be provided initial funding to hire a full-time region-wide program manager to coordinate STC activities in the recipients’ cities for a minimum of two

(2) years. CWMD will also hire a full-time CWMD employee who will assume the full-time responsibilities of the program manager with oversight of all STC Program recipients. At the end of the two (2) years, CWMD anticipates that most of the regional program management functions will be performed by the CWMD regional federal employee. The recipient will continue to have program management responsibilities associated with their role as applicant.

In the third year, the recipient may apply to CWMD for funding for some program management staff support to perform functions that are not covered by the CWMD regional federal employee. The recipient must provide justification for each specific personnel need.

Each year, three (3) months before the end of the current period of performance, before incremental funding is added, DHS requires a detailed budget submission showing how the added funding will be used and how the scope and the activities of the project will be supported by these additions.

Describe the key personnel and their activities, as well as how funds will be allocated to project activities. The budget narrative must include a full budget justification (see Section G, Sample Budget Format - of this announcement for cost categories to be addressed in the budget justification).

DHS strongly encourages applicants to use a budget justification format that documents the proposed budget by major task/activity and apply the object class categories listed in Section C of this announcement. For a sample budget format that might be helpful to applicants see Appendix 1, Section L, Sample Budget Format.

3. Management Process Description Applicant must designate an initial region-wide program manager and provide a description of how participants will be organized to ensure unified effort resulting in a coordinated regional plan. Wiring diagrams depicting relationships would be appropriate. In addition to addressing the items listed above in the Project Narrative, the applicant must submit a Management Process Description explaining the working arrangements among all of the principal partners, including the applicant, and with the CWMD program manager beginning in year three.

DHS requires a lead agency (applicant) that distributes funding and equipment/services to principal partners; however, other models proposed in the Management Process Description portion of the application will be considered provided that other models ensure proper handling of Federal funds/assets/property and record keeping.

The Management Process Description should include the following items but is not limited to:

o How each principal partner will receive assistance (which can include equipment, training, and technical assistance).

o The arrangements for the implementation and administration of sub-awards.

Describe the proposed business process for sub-awarding and describe payment procedures for sub-awardees. Describe property management processes.

o The roles and responsibilities of principal partners, including, but not limited to:

o What activities they agree to undertake.

o What resources (if any) each party intends to bring to the project.

o How differences in the implementation of a regional approach will be resolved among principal partners.

4. Mandatory Files:

1. SF 424 – Application for Federal Assistance

Applicants must complete an SF 424 application form. This form may be completed while on the Grants.gov Web site or it can be completed offline in its entirety. NOTE:

Applications submitted through Grants.gov must use the SF 424 provided by Grants.gov.

The SF 424 application form can only be viewed and downloaded once Adobe Reader has been installed. The SF 424 application form on Grants.gov is formatted so applicants are only required to complete fields which are indicated with an asterisk (*) and color coded. Once the application is complete, close the document (you will then be prompted to save changes or not).

5. SF 424A Budget Applicants must complete the budget in its entirety. Applicants must provide budgets by object class (salaries, fringe, travel, indirect, etc.). Funds may be requested as long as the item and amount are necessary to perform the proposed work and are not precluded by the cost principles or program funding restrictions.

6. Project Narrative Project narrative as described above in Section D1.

7. Budget Narrative (Justification) File(s)

a. Attach your budget narrative and justification files (including separate budgets for each proposed sub-award or subcontract) to the form named “Budget-V1.1” in the application package. If you need to add more documents than this form will allow (i.e. sub-award budgets), please use the optional “Attachments” form to attach the additional files (see below).

b. Budget detail is required for:

1) Personnel: Costs of employee salaries and wages.

Justification: Identify the project director or principal investigator, if known.

For each staff person, provide the title, time commitment to the project (in months), time commitment to the project (as a percentage or full-time equivalent), annual salary, grant salary, wage rates, etc. Do not include the costs of consultants.

2) Fringe Benefits: Costs of employee fringe benefits unless treated as part of an approved indirect cost rate.

Justification: Provide the method used to calculate the proposed rate amount. If a fringe benefit has been negotiated with, or approved by, a Federal government cognizant agency, provide a copy of the agreement. If no rate agreement exists, provide a breakdown of the amounts and percentages that comprise fringe benefit costs such as health insurance, FICA, retirement insurance, taxes, etc. Identify the base for allocating these fringe benefit expenses.

3) Travel: Costs of project-related travel by employees of the applicant organization (does not include costs of sub-contractor or consultant travel).

Justification: For each proposed trip, provide the purpose, number of travelers, travel origin and destination, number of days and a breakdown of costs for airfare, lodging, meals, car rental, and incidentals. The basis for the airfare, lodging, meals, car rental, and incidentals must be provided, such as past trips, current quotations, Federal Travel Regulations, etc.

4) Equipment: Generally, CWMD will work with recipients to identify the appropriate equipment for their operations and procure that equipment for them.

At its discretion, CWMD may instead provide monetary assistance for the procurement of equipment by the recipient if CWMD determines that is in the Government’s best interest as a means to meet the needs of an applicant in a particular instance. Primary screening equipment will become the property of the recipients. Other equipment will remain the property of the Federal Government, loaned to the recipients for their use as long as they participate in the STC Program, or until they need to be replaced. CWMD will replace equipment as deemed necessary.

5) Supplies: Costs of all tangible personal property other than that included under the Equipment category.

Justification: Specify general categories of supplies and their costs. Show computations and provide other information that supports the amount requested.

6) Contractual: Costs of all contracts for services and goods except for those that belong under other categories such as equipment, supplies, etc. Include third party evaluation contracts (if applicable) and contracts with secondary recipient organizations.

Justification: Demonstrate that all procurement transactions will be conducted in a manner to provide, to the maximum extent practical, open and free competition.

Identify proposed sub-award/sub-contractor work and the cost of each sub-award/sub-contractor. Provide a detailed budget for each sub-awardee that is expected to perform work estimated to be $25,000 or more, or 50% of the total work effort, whichever is less. The sub-awardee budget(s) should provide the same level of detail as that of the applicant (i.e., by Object Class Category/Cost Classification). In addition, the following information must be provided:

Subcontracts - Identify each planned subcontractor and its total proposed budget.

Each subcontractor's budget and supporting detail should be included as part of the applicant's budget narrative. In addition, the applicant will provide the following information for each planned subcontract: a brief description of the work to be subcontracted; the number of quotes solicited and received, if applicable; the cost or price analysis performed by the applicant; names and addresses of the subcontractors tentatively selected and the basis for their selection; e.g., unique capabilities (for sole source subcontracts), low bidder, delivery schedule, technical competence; type of contract and estimated cost and fee or profit; and affiliation with the applicant, if any.

Recipient may be required to make pre-award review and procurement documents available to DHS, including request for proposals or invitations for bids, independent cost estimates, etc. This may include procurements expected to exceed the simplified acquisition threshold fixed at 41 USC 134 (currently set at $250,000) and expected to be awarded without competition or only one bid or offer is received in response to a solicitation.

Sub-awardees – Identify each planned sub-awardee and its total proposed budget. Each sub- awardee’s budget and supporting detail should be separate from the applicant’s budget narrative.

All required flow down provisions in the award must be included in any subcontract or sub- award.

7) Other Direct Costs: Any other items proposed as direct costs. Provide an itemized list with costs, and state the basis for each proposed item (e.g., exercises).

8) Indirect Costs: Provide a copy of the latest rate agreement negotiated with a cognizant Federal agency. If the applicant organization is in the process of initially developing or renegotiating a rate, upon notification that an award will be made, it should immediately develop a tentative indirect cost rate proposal based on its most recently completed fiscal year, in accordance with the cognizant agency's guidelines for establishing indirect cost rates and submit it to the cognizant agency. Applicants awaiting approval of their indirect cost proposals may also request indirect costs. When an indirect cost rate is requested, those costs included in the indirect cost pool should not also be charged as direct costs to the award. Also, if the applicants are requesting a rate that is less than what is allowed under the program, the authorized representative of the applicant’s organization must submit a signed acknowledgement that the applicant is accepting a lower rate than allowed.

8. Certifications/Assurances.

a. Applicants must submit:

1) SF 424B – Assurances – Non-construction Programs.

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

b. By signing and submitting an application under this announcement, the applicant is providing: Certification Regarding Debarment, Suspension, and Other Responsibility Matters – Primary Covered Transactions (see Attachment A); and Certification Regarding Drug-Free Workplace Requirements (see Attachment B).

DRUG-FREE WORKPLACE ACT. Requires the recipient to publish a statement about its drug-free workplace program and give a copy of the statement to each employee (including consultants and temporary personnel) who will be involved in award- supported activities at any site where these activities will be carried out. Also, place(s) where work is being performed under the award (i.e., street address, city, state and zip code) must be maintained on file. The recipient must notify the Grants Officer of any employee convicted of a violation of a criminal drug statute that occurs in the workplace. (41 U.S.C. 701 et seq.)

DEBARMENT AND SUSPENSION. Executive Orders (E.O.) 12549 and 12689 provide protection from fraud, waste, and abuse by debarring or suspending those persons that deal in an irresponsible manner with the Federal government. The recipient must certify that they are not debarred or suspended from receiving Federal assistance.

FEDERAL DEBT STATUS. The recipient may not be delinquent in the repayment of any Federal debt. Examples of relevant debt include delinquent payroll or other taxes, audit disallowances, and benefit overpayments. (OMB Circular A-129)

9. Optional Forms:

Attachments Form – use this form to attach other documents if you need another place to electronically attach portions of your application.

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 federal awarding agency.

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

& 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 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.

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