Tranche 2 Application Worksheet.xlsx

Introduction

FY 2023 Shelter and Services Program (SSP) Application Worksheet Introduction

As part of the FY 2023 SSP application process, applicants must complete a formal application worksheet that addresses the evaluation criteria specified in the NOFO and provides additional information and certifications. SSP is authorized in the Consolidated Appropriations Act, 2023 (Pub. L. No. 117-328).

The Federal Emergency Managment Agency (FEMA) has developed guidelines that help ensure that submissions are organized in a consistent manner while addressing key data requirements. This application worksheet must be used by applicants to complete and submit their application. Failure to address these data elements in the prescribed format could potentially result in the rejection of the application worksheet from review consideration.

Applicants that are applying with subapplicants known at the time of submission must ensure their applications are inclusive of all subapplicant information that they wish FEMA to review and must be submitted by the deadline. All applicants are encouraged to review the FY 2023 SSP NOFO for details on the application submission process. Applications will be submitted through FEMA's Grants Outcomes (FEMA GO) System. Applicants should use this worksheet to prepare their application materials and as a reference guide throughout the application process. All pre-application materials, including this worksheet, should be completed prior to beginning an application in FEMA GO.

OMB No. 1660-0158 Expiration: 12/31/2023

PAPERWORK BURDEN DISCLOSURE NOTICE

Public reporting burden for this data collection is estimated to average 36 minutes per response. The burden estimate includes the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and submitting this form. You are not required to respond to this collection of information unless a valid OMB control number is displayed on this form. Send comments regarding the accuracy of the burden estimate and any suggestions for reducing the burden to: Information Collections Management, Department of Homeland Security, Federal Emergency Management Agency, 500 C Street. SW, Washington, DC 20472-3100, Paperwork Reduction Project (1660-0156) NOTE: Do not send your completed form to this address.

PRIVACY NOTICE

GENERAL: This information is being collected for the primary purpose of determining eligibility and administration of SSP and to ensure compliance with existing laws and regulations regarding SSP.

AUTHORITY: The collection of this information is authorized by the Consolidated Appropriations Act, 2023 and 2 CFR Part 200.

USES AND SHARING: FEMA will not share the information collected from POCs, including personally identifiable information, outside of the collecting agency. Further information regarding FEMA’s use and sharing of information can be found within the DHS/FEMA/PIA-013 Grant Management Programs Privacy Impact Assessment. The Department’s list of Privacy Impact Assessments can be found on the Department’s website at https://www.dhs.gov/privacy-impact-assessments.

EFFECTS OF NONDISCLOSURE: The disclosure of information on this form is voluntary; however, failure to provide the information requested may delay or prevent the organization from receiving grant funding.

End of Sheet

&G

Tab 1 Certifications

(e.g, Brown)

SSP Application Certifications Enter "X" to verify.

Specify the process on Step 4.

End of Sheet

Tab 2 Budget Guidance

Primary and secondary service costs must be entered into FEMA GO. However, due to system limitations, budget summary line items have field names in FEMA GO that are different from the primary and secondary service categories that are defined in the Notice of Funding Opportunity (NOFO).

The following crosswalk and guidance are supplemental to the FEMA GO instructions listed below and should be referred to only when an applicant is entering in their budget information into FEMA GO. Please note that construction costs should NOT be entered as Construction Costs but as Other > Renovations/Modifications (see Table 1: Crosswalk below).

All secondary services will be grouped under “Other” and must specify the relevant allowable activity category in the “Project Name” and “Project Description” in Step 3. See Appendix A of the NOFO for allowable activity categories (such as "Outreach information" or "Clothing," etc.).

Using Tab 3 Budget Worksheet, provide a detailed budget breaking out each cost item describing covered allowable activities. Please be as specific as possible with your descriptions to justify how each total was developed. Make sure to include this information directly in the FEMA GO application budget item Description field (i.e., steps 3 & 5). For example, in the budget item field for Shelter, you may describe costs by stating: "We will use 10 congregate shelters to house migrants," and you may demonstrate costs by showing a calculation such as: 435 beds x $12.50 x 6 months x 30 days = $978,750. Again, please briefly describe each budget Item and demonstrate how each budget Item was calculated in the Description field. Each item should be captured on Tab 3 of this Applicaiton Worksheet and then input into the FEMA GO system. For items being funded to subrecipients, please identify the name of the Subrecipient, followed by the line item details to denote which items are being funded for each subrecipient. (Example: "Subrecipient XYZ - Linen Sheets, QTY 50 per month, Funded for 6 months, subtotal: $3,000.00")

After completing Tab 3 Budget Worksheet, you should use the below instructions to enter that information into the FEMA GO system.

FEMA GO Instruction link: https://www.fema.gov/grants/guidance-tools/fema-go/startup

Table 1: Crosswalk

Tab 3: Budget Worksheet has included the appropriate FEMA GO crosswalk fields for each category in addition to the reference below

Primary Services (NOFO service category) Primary Services (FEMA GO Term)

II. How to Enter Primary Services Costs into FEMA GO

Step 1. Please select “No” in the “Grant request details” section pictured below. Note: select "No" even if you have Renovations/Modificatons.

Step 2. Once selected, click the blue box titled "Add activity." A new dialog box will open, then select "Project" and click on the blue "Add this activity" box.

Step 3. Please then specify which primary service cost in the "Project name" field and input the "Project desciption" as appropriate.

Step 4. Once completed, select the “+ Add an item” box and a new dialog box will open with the crosswalked terms from Table 1 in the drop-down menu. Please select the appropriate primary service cost from the associated term in the drop-down menu below (e.g., “Shelter” costs = “Contractual”).

Step 5. Once selected, a new dialog box will open. Appropriately update the “Quantity” and “Unit Price” fields. The total will automatically calculate in the “Unit total” field. Once completed, then select the blue “Add this item” box.

Step 6. Please then verify that the line item is correct in the next subsection titled "Overall Budget Summary".

Once verified, repeat steps 3–6 for the remaining primary service costs referring to Table 1 to appropriately crosswalk the NOFO service categories with FEMA GO terms.

III. How to Enter Secondary Services and Management & Administration Costs into FEMA GO

To enter both secondary services and management & administrations costs into FEMA GO:

Step A. Go back to “Project activity narrative” under the “Activity: Project” section.

Step B. Click “Add an item,” and select “Other” for all secondary services. In “Description,” describe which secondary service category you are adding. For example, select “Other” and then list in the description “Outreach information” and provide a summary of the cost items as appropriate. Select “Other” for “budget class” and fill in the quantity and unit price. Select “Add this item” to include it in your application.

Once verified, repeat steps A–B for the remaining secondary service costs, referring to Table 1 to appropriately crosswalk the NOFO service categories with FEMA GO terms.

End of Sheet

Tab 3 Budget Worksheet Fiscal Year 2023 (FY23) Shelter and Services Program

Instructions for Preparing the Application Budget Budget Narrative: Please state Budget Narrative information in the Item description fields below. Make sure to include a brief description of how your organization plans to use award funding to meet the goals and objectives of the program for each budget Category ("Activity" as referred to in FEMA GO) and each Line Item ("Cost Item" as referred to in FEMA GO). You should also include in the Item Description field the calculation you used in columns D–G to formulate your costs.

Budget Details: Make sure to clearly state quantities, unit prices, hourly rates, number of hours/days/months and any other descriptors that help account for the Category (Activity), Line Item (Cost Item), and total federal project costs as indicated below. For items that are for subrecipients, please identify the name (may be abbreviated, so long as it is identifiable) of the subrecipient for each line item associated with that subrecipient. (Example: "Subrecipient XYZ - Linen Sheets, QTY 50 per month, Funded for 6 months, subtotal: $3,000.00"). The more information that is included with each proposed line item, the more it will help determine allowable costs that align with the Shelter and Services Program guidelines.

Reminder: SSP makes federal funds available to enable non-federal entities to off-set allowable costs incurred for services associated with noncitizen migrant arrivals in their communities, within the project period, according to program requirements. All costs charged to awards covered by this NOFO must comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements at 2 C.F.R.

Part 200, unless otherwise indicated in the NOFO, or the terms and conditions of the award.

For more information on FY 2023 SSP program requirements, including allowable costs and funding use restrictions, please click here to find the following:

The Department of Homeland Security (DHS) Notice of Funding Opportunity (NOFO) Fiscal Year 2023 Shelter and Services Program https://www.fema.gov/grants/preparedness/shelter-services-program/

For SSP-specific questions or questions related to this application, please e-mail fema-ssp@fema.dhs.gov.

Shelter

Sample Budget Narrative Language: We will provide sleeping arrangements for 500 eligible noncitizen migrants, for 6 months, 7 nights a week. To accomplish this we need to purchase 500 beds at a cost of $100 a bed.

Requirements for Overnight Congregate Facility Allowable Costs:

Per diem per noncitizen migrant sheltered in an overnight congregate facility; applicants can request full per diem on the first and last days of any multiday stay (rate cannot exceed $12.50 per noncitizen migrant per day) OR rental costs of real property used for providing services covered under SSP.

Requirements for Hotel/Motel Allowable Costs:

Hotel/motel service provided for 45 days per individual or family (hotel/motel service cannot exceed 10% of the total funding requested by the applicant).

Hotel/motel room costs used to provide services should be reasonable based on the rate set by the U.S. General Services Administration (GSA) for the location plus necessary taxes and fees, or to the extent the costs do not exceed charges normally allowed by the applicant in its regular operations.)

Other allowable lodging related activities/costs include:

• Cots and beds, including pillows

• Temporary structures (e.g., tents)

• Linens (e.g., sheets, towels, wash cloths)

• Overnight shelter utilities (electricity, gas, water) (rate cannot exceed $10 per noncitizen migrant served per day)

• Non-overnight facility utilities (electricity, gas, water) (rate cannot exceed $5 per noncitizen migrant served per day)

• Maintenance and housekeeping (e.g., repair and cleaning supplies, shower maintenance)

• Contracted Services (e.g., security, laundry, trash pickup, cleaning services)

Subtotal Requested Amount for Other Allowable Lodging Related Activities

Food

Covers both direct food/meal-supportive purchases for noncitizen migrants recently released by DHS and indirect support of noncitizen migrants recently released by DHS by giving food/meal supportive items to other agencies that provide the direct services. Please indicate "Direct" or "Indirect" in the item description.

Other allowable Food related activities/costs include:

• Storage containers to separate bulk food purchases.

• Utensils (e.g., plates, forks, knives).

• Cookware (e.g., pots, pans).

• Maintenance and housekeeping (e.g., repair and cleaning supplies).

• Contracted Services (e.g., security, trash pickup, cleaning services).

Subtotal Requested Amount for Other Allowable Food Related Items/Costs

Transportation

Eligible transportation expenses from DHS facility to shelter include charter bus, taxi, mileage, etc. (mileage rate cannot exceed current GSA federal rate).

Rental/lease of multi passenger vans used only for the purpose of transportation of noncitizen migrants from DHS facility to shelter and service provider location.

Long distance transportation includes air, bus, or train expenses to move families and individuals within 45 days of their release by DHS to another city or state.

Only coach class fares are eligible when providing long distance transportation.

If tickets are purchased for individuals, airfare cannot exceed $700 per ticket.

• Transportation used must be the most cost-effective form

• Any form of contracted transportation services must meet the procurement standards in 2 C.F.R. Part 200.

• International transportation is not eligible to provide services for families and individuals within 45 days of their release by DHS, only services provided within the United States are allowed.

• Charter bus and other forms of grouped transportation should operate at a minimum of 75% capacity.

• Rideshare expenses may be included to move families and individuals between recipients even if not to their onward destination.

• If rideshares are purchased for individuals, total mileage cannot exceed 50 miles per ride

• All fares must be coach class on a commercial airline or train; any form of “luxury” transportation is not eligible (e.g., business or first class, limousine services, etc.).

• Parking (e.g., local street, airport).

• Interstate bus chartering is defined as the contracting of transportation, typically a bus, travelling from one state to another state. While this resource has the potential to be used effectively, interstate bus chartering can present severe humanitarian challenges for families and individuals released by DHS if implemented improperly and may result in transport to other states with no information or support, severe medical challenges, or misinformation about available resources at their destination.

o For interstate bus chartering to be considered an eligible expense, applicants must provide documentation of coordination, communication, and affirmative confirmation with a receiving jurisdiction or organization.

o Coordination includes, but is not limited to, a minimum of 48-hour (distance permitting) notice before arrival.

o An identified arrival time and location that is suitable for the receiving jurisdiction.

o A certification that all passengers are noncitizen migrants who have been released by DHS within the preceding 45 days.

o The identification of any critical unmet needs.

• The chartering of aircraft, watercraft, or other vehicle not specifically stated in this guidance is ineligible.

• If an individual within 45 days of their release by DHS presents themselves or is observed to have acute or severe medical issues, those must be addressed before engaging in long-distance travel or the associated charter will be considered ineligible.

Acute Medical Care

Examples of DME include: bariatric cots, wheelchairs, wheelchair ramps, walkers, commodes, toilet seats, IV-Poles, canes, crutches, handheld shower, shower chair, transfer boards, gait belt, gravity feeding set, assistive listening devices, headset, magnifying glass, communication cards, adaptive eating devices, bedside commode, elevated toilet seat, 3-in-one commode, shower mat non-slip, digital infrared thermometer, seated (Bariatric) walker, comfort box, small refrigerator for medications.

Subtotal Requested Amount for Lab testing

Personal Hygiene Supplies

Labor for Primary Services

Personnel necessary to manage cases to provide these services (coordinating initial transportation and onward destination movement).

Training for primary services (e.g., CDL-P training).

Staff time for primary services.

Secondary Services: Renovations or modifications to existing facilities

• Applications that include funding requests for renovations or modifications to existing facilities cannot exceed $250,000 for the entire application budget.

• SSP funding may only be used for those parts of the facility that are directly associated with providing services to noncitizen migrants released from DHS custody.

• Funding can be used for:

o Improvements to expand capacity and services and to address safety concerns. Renovations and modifications to existing facilities cannot change the existing footprint of the facility.

• Repairs to facilities to provide services (e.g., update bathroom/renovate kitchen) to make them safe and sanitary or compliant with local codes.

• Planning costs to support the SSP renovations or modifications to existing facilities are allowable. These planning activities include the following:

o Develop plans, protocols, or procedures for the operation and use related to new capabilities as a result of the renovations or modifications to existing facilities;

o Conduct physical security assessments;

o Analyze design and implementation of protection system (e.g., fire protection and suppression, atmospheric filtration, explosives mitigation) for renovations or modifications to existing facilities.

• Obtaining permits and completing inspections which are necessary for specified improvements.

Secondary Services: Clothing

Secondary Services: Outreach Information

Secondary Services: Translation Services

Secondary Services: Labor for Secondary Services

• Training for secondary services

• Staff time for secondary services

Management and Administration

(FEMA GO Crosswalked to Secondary Services: Other) **Please note Management & Administration is not a secondary service but should be entered into FEMA GO as a secondary service cost.**

Budget Narrative: Please describe how the funding will be used across the budget line items. Make sure to account for quantities, unit prices, hourly rates, number of hours/days/months and any other descriptors that help account for the overall cost.

Management & Administration costs are allowable and do not count as a primary or secondary service.

mailto:fema-ssp@FEMA.dhs.gov?subject=SSP%20Application%20Questionshttps://www.fema.gov/grants/preparedness/shelter-services-program/fy-23-nofohttps://www.fema.gov/grants/preparedness/shelter-services-program/ Tab 4 Subapplicant Information

To enter more Subapplicants, right click on row 22 in the worksheet and select "insert row" as appropriate

End of Sheet

Tab 5 Reserve Funding Request Fiscal Year 2023 (FY23) Shelter and Services Program

RESERVE FUNDING

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

Reminder: SSP makes federal funds available to enable non-federal entities to off-set allowable costs incurred for services associated with noncitizen migrant arrivals in their communities, within the project period, according to program requirements. All costs charged to awards covered by this NOFO must comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements at 2 C.F.R. Part 200, unless otherwise indicated in the NOFO, or the terms and conditions of the award.

For more information on FY 2023 SSP program requirements, including allowable costs and funding use restrictions, please follow the link below:

https://www.fema.gov/grants/preparedness/shelter-services-program/

For SSP-specific questions or questions related to this application, please e-mail fema-ssp@fema.dhs.gov.

Reserve Funding Consideration - Project Narrative

Project Narrative Instructions for Reserve Funding Consideration: In the field below, please describe how your organization would use, if awarded, any additional reserve funding to meet the objectives of the program. Identify the total amount (maximum $10,000,000) in reserve funding you are requesting and include detailed information on how you would plan to use the reserve funding to support SSP-allowable activities. Please be as detailed as possible.

**Please Note: this project narrative and any budget details should not be entered into FEMA GO at the time of application/amendment.**

Total Amount for Consideration from Reserve Funding Allocation:

https://www.fema.gov/grants/preparedness/shelter-services-program/fy-23-nofomailto:fema-ssp@FEMA.dhs.gov?subject=SSP%20Application%20Questionshttps://www.fema.gov/grants/preparedness/shelter-services-program/

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