EOC Program Guidance

U.S. DEPARTMENT OF HOMELAND SECURITY

FISCAL YEAR 2009
EMERGENCY OPERATIONS CENTER
GUIDANCE AND APPLICATION KIT

DECEMBER 2008

U.S. DEPARTMENT OF HOMELAND SECURITY

Title of Opportunity: Emergency Operations Center (EOC) Grant Program
Funding Opportunity Number: DHS-09-GPD-052-1970
Federal Agency Name: FEMA Grant Programs Directorate (GPD)
Announcement Type: Initial
Dates: All competitive and non-competitive Investment Justifications should be
submitted by the eligible State, local, or tribal government’s principal EOC to the State
Administrative Agency (SAA) no later than 11:59 PM EST, February 6, 2009 to ensure
adequate time for a State review of competitive applications and consolidation of the
non-competitive Investment Justifications. Completed applications must be submitted
by the SAA electronically through www.grants.gov no later than 11:59 PM EST,
February 27, 2009.
Additional overview information: In Fiscal Year (FY) 2009, the EOC Grant Program
includes competitive funding available to all eligible State, tribal, and local government’s
principal EOC, as well as non-competitive funding available to designated EOC projects
throughout the Nation.

i

CONTENTS
Contents......................................................................................................................... 1
Part I. FUNDING OPPORTUNITY DESCRIPTION......................................................... 2
Part II. AWARD INFORMATION .................................................................................... 3
Part III. ELIGIBILITY INFORMATION ............................................................................ 5
A.
Eligible Applicants................................................................................... 5
B.
Cost Sharing ............................................................................................ 5
C.
Restrictions .............................................................................................. 5
Part IV. APPLICATION AND SUBMISSION INFORMATION ........................................ 6
A.
Address to Request Application Package ............................................. 6
B.
Content and Form of Application ........................................................... 6
C.
Submission Dates and Times ............................................................... 12
D.
Intergovernmental Review .................................................................... 12
E.
Funding Restrictions ............................................................................. 12
Part V. APPLICATION REVIEW INFORMATION ........................................................ 16
A.
Review Criteria....................................................................................... 16
B.
Review and Selection Process ............................................................. 16
C.
Anticipated Announcement and Award Dates .................................... 17
Part VI. AWARD ADMINISTRATION INFORMATION ................................................. 18
A.
Notice of Award ..................................................................................... 18
B.
Administrative and National Policy Requirements ............................. 18
C.
Reporting Requirements ....................................................................... 26
Part VII. FEMA CONTACTS......................................................................................... 29

1

PART I.

FUNDING OPPORTUNITY DESCRIPTION
The FY 2009 EOC Grant Program is intended to improve emergency management and
preparedness capabilities by supporting flexible, sustainable, secure, and interoperable
EOCs with a focus on addressing identified deficiencies and needs. The EOC Grant
Program is authorized by section 614 of the Robert T. Stafford Disaster Relief and
Emergency Assistance Act (42 U.S.C. 6196c) as amended by the Implementing
Recommendations of the 9/11 Commission Act of 2007 (Public Law 110-53). Funds for
the FY 2009 EOC Grant Program are appropriated under the Consolidated Security,
Disaster Assistance, and Continuing Appropriations Act, 2009 (Public Law 110-329).
The FY 2009 EOC Grant Program will provide $34,002,500 for construction or
renovation of a State, local, or tribal government’s principal EOC. Of this amount,
$21,645,000 in non-competitive funding has been appropriated for designated local
EOC projects throughout the Nation. The remaining $12,357,500 shall be allocated
competitively to eligible State, local, or tribal government’s principal EOCs. Eligible
EOCs requesting competitive funding may request up to $1,000,000 for
construction projects or up to $250,000 for renovation projects through the
FY 2009 EOC Grant Program.
During the FY 2008 EOC Grant Program, FEMA received a total of 675 individual EOC
project applications from State, local, and tribal governments. FEMA was able to select
22 EOC projects for the $14,572,500 of available FY 2008 funding. Recognizing the
limited amount of competitive funding available, consideration will be given to EOC
projects that are not already receiving EOC construction and renovation funding through
the FY 2008 EOC Grant Program, FY 2009 non-competitive EOC Grant Program, or
FY 2009 Emergency Management Performance Grant (EMPG). This grant program is
also not intended to fund the construction or renovation of State, local, or tribal fusion
centers.
“Construction,” as defined in this program, refers to building a new facility or any
changes to the footprint of an existing facility, while “renovation” refers to internal
improvements to an existing facility. Note: Construction or renovation projects
requested and funded under the EOC Grant Program must directly support EOC
mission goals and cannot supplant projects/activities funded under the Homeland
Security Grant Program (HSGP) or EMPG.
Fully capable emergency operations facilities at the State and local levels are an
essential element of a comprehensive national emergency management system and
are necessary to ensure continuity of operations and continuity of government in major
disasters or emergencies caused by any hazard.

2

PART II.

AWARD INFORMATION
This section summarizes the award period of performance and the total amount of
funding available under the FY 2009 EOC Grant Program, describes the basic
distribution method used to determine final grant awards, and identifies all eligible
applicants for FY 2009 non-competitive funding.
Award Period of Performance
The period of performance of this grant is 36 months. Extensions to the period of
performance will be considered only through formal requests to FEMA with specific and
compelling justifications why an extension is required.
Available Funding
The FY 2009 EOC Grant Program will provide $34,002,500 for construction or
renovation of a State, local, or tribal government’s principal EOCs. Of this amount,
$21,645,000 in non-competitive funding has been appropriated for designated local
EOC projects throughout the Nation. The remaining $12,357,500 shall be allocated
competitively to eligible State, local, or tribal government’s principal EOCs. Eligible
EOCs requesting competitive funding may request up to $1,000,000 for
construction projects or up to $250,000 for renovation projects through the
FY 2009 EOC Grant Program.
Under the FY 2009 EOC Grant Program, competitive and non-competitive EOCs
may propose only one construction or renovation Investment Justification.
Please see Table 1 for the designated EOCs eligible to receive non-competitive funding.

3

Table 1. FY 2009 EOC Grant Program Non-Competitive Allocations
State
Arkansas

California

Florida

Georgia
Illinois
Indiana
Kentucky
Louisiana
Michigan
New Jersey
New York
North Carolina
Oregon
Pennsylvania
Texas
Vermont
Virginia
Washington
Wisconsin
Total

EOC Recipient
Sebastian County
American Red Cross, Sacramento Sierra Chapter
City of Bell Gardens
City of Cudahy
City of Half Moon Bay
City of Rialto
City of Rio Vista
San Diego Unified School District
San Francisco Police Department
City of Coral Springs
City of Miami Beach
Lake County
Marion County
Sarasota County
Town of Pomona Park
Douglas County
Cook County
Spencer County Commissioners
Crittenden County
Tensas Parish Police Jury
City of Detroit
County of Atlantic
Hudson County
Village of Bellerose
North Carolina Department of Crime Control and Public Safety
City of Gladstone
Northumberland County, Department of Public Safety
City of Del Rio
Vermont Emergency Management Agency
Chesterfield County
City of Richmond
Snohomish County
Village of Poynette

4

FY 2009 Allocation
$750,000
$35,000
$175,000
$50,000
$750,000
$225,000
$150,000
$400,000
$1,000,000
$550,000
$1,000,000
$1,000,000
$750,000
$1,000,000
$300,000
$500,000
$1,000,000
$1,000,000
$750,000
$750,000
$1,000,000
$750,000
$1,000,000
$200,000
$1,000,000
$60,000
$1,000,000
$500,000
$1,000,000
$250,000
$750,000
$1,000,000
$1,000,000
$21,645,000

PART III.

ELIGIBILITY INFORMATION
A. Eligible Applicants
The Governor of each State and territory is required to designate a SAA to apply for and
administer the funds awarded under the FY 2009 EOC Grant Program. The SAA is the
only eligible entity able to apply for the available funding on behalf of each
eligible State, local, and tribal government’s principal EOC.
To be eligible to receive FY 2009 EOC Grant Program funding, applicants must meet
NIMS compliance requirements. The NIMSCAST will be the required means to report
FY 2008 NIMS compliance for FY 2009 preparedness award eligibility. All State and
territory grantees were required to submit their compliance assessment via the
NIMSCAST by September 30, 2008 in order to be eligible for FY 2009 preparedness
programs. The State or territory department/agency grantee reserves the right to
determine compliance reporting requirements of their sub-awardees (locals) in order to
disperse funds at the local level.
For FY 2009 there are no new NIMS compliance objectives. If FY 2008 NIMS
compliance was reported using NIMSCAST and the grantee has met all NIMS
compliance requirements, then NIMSCAST will only require an update in FY 2009.
Additional information on achieving compliance is available through the FEMA National
Integration Center (NIC) at http://www.fema.gov/emergency/nims/.
B. Cost Sharing
The FY 2009 EOC Grant Program has a 75 percent Federal and 25 percent grantee
cost share cash- or in-kind match requirement. Unless otherwise authorized by law,
Federal funds cannot be matched with other Federal funds. In accordance with 48
U.S.C. 1469a, match requirements are waived for the U.S. Territories of American
Samoa, Guam, the U.S. Virgin Islands, and the Commonwealth of the Northern Mariana
Islands. FEMA administers cost sharing requirements in accordance with 44 CFR
§13.24, which is located at
http://www.access.gpo.gov/nara/cfr/waisidx_07/44cfrv1_07.html.
C. Restrictions
Please see Part IV.E. for Management & Administration (M&A) limits and
allowable/unallowable costs guidance.

5

PART IV.

APPLICATION AND SUBMISSION
INFORMATION
A. Address to Request Application Package
DHS participates in the Administration’s e-government initiative. As part of that
initiative, all applications must be filed using the Administration’s common electronic
“storefront” -- grants.gov. Eligible SAAs must apply for funding through this portal,
accessible on the Internet at http://www.grants.gov. To access application forms and
instructions, select “Apply for Grants,” and then select “Download Application Package.”
Enter the CFDA and/or the funding opportunity number located on the cover of this
announcement. Select “Download Application Package,” and then follow the prompts to
download the application package. To download the instructions, go to “Download
Application Package” and select “Instructions.” If you experience difficulties or have any
questions, please call the grants.gov customer support hotline at (800) 518-4726.
B. Content and Form of Application
1. On-line application. The on-line application must be completed and submitted
using grants.gov after Central Contractor Registry (CCR) registration is confirmed.
The on-line application includes the following required forms and submissions:
•
•
•
•
•
•
•

Competitive Investment Justifications from each eligible State, local, tribal
government’s principal EOC
Prioritization of Competitive Investment Justifications (in rank order) in FEMAprovided template
Non-competitive Investment Justifications from designated local EOCs
Standard Form 424, Application for Federal Assistance
Standard Form 424C, Budget Information – Construction Form (if applicable)1
Standard Form 424D, Assurances – Construction Programs (if applicable)
Standard Form LLL, Disclosure of Lobbying Activities

The program title listed in the Catalog of Federal Domestic Assistance (CFDA) is
“Emergency Operations Centers.” The CFDA number is 97.001.
2. Application via grants.gov. DHS participates in the Administration’s e-government
initiative. As part of that initiative, all applicants must file their applications using the
1

The SAA does not need to collate the individual State, local, and tribal EOC applicants’ SF-424C included in the
individual Investment Justifications.

6

Administration’s common electronic “storefront” -- grants.gov. Eligible SAAs must
apply for funding through this portal, accessible on the Internet at
http://www.grants.gov.
3. DUNS number. The applicant must provide a Dun and Bradstreet Data Universal
Numbering System (DUNS) number with their application. This number is a required
field within grants.gov and for CCR Registration. Organizations should verify that
they have a DUNS number, or take the steps necessary to obtain one, as soon as
possible. Applicants can receive a DUNS number at no cost by calling the dedicated
toll-free DUNS Number request line at (866) 705-5711.
4. Valid Central Contractor Registry (CCR) Registration. The application process
also involves an updated and current registration by the applicant. Eligible
applicants must confirm CCR registration at http://www.ccr.gov, as well as apply for
funding through grants.gov at the time of application.
5. Investment Justification. As part of the FY 2009 EOC Grant Program application
process, both competitive and non-competitive applicants must develop a formal
Investment Justification that addresses the construction or renovation Investment
proposed for funding and demonstrate how the selected review criteria and
proposed EOC project information will improve emergency management and
preparedness capabilities. Under the FY 2009 EOC Grant Program, competitive
and non-competitive EOCs may propose only one construction or renovation
Investment Justification.
FEMA has developed guidelines that establish the required Investment Justification
content and helps ensure that submissions are organized in a consistent manner
while addressing key data requirements. Failure to address these data elements
in the prescribed format, including the strict formatting guidelines, will result
in the rejection of the Investment Justification from review consideration.
The Investment Justification must: 1) Be created and submitted in Microsoft Word
(*.doc) or text (*.text); 2) Not exceed five (5) single-spaced pages, in 12 point
Times New Roman font, with a minimum of 1” margins. The eligible EOC is
required to adhere to and include the following section headings, page restrictions,
character limitations and scoring criteria within the Investment Justification.
Separate attachments will neither be accepted, nor reviewed. Additionally,
scanned or imaged applications will not be accepted. Applications must use the
following file naming convention when submitting required documents as part of the
FY 2009 EOC: “FY 2009 EOC - .”
The Investment Justifications must be sent electronically to the SAA no later than
11:59 PM EST, February 6, 2009 to ensure adequate time for a State review of
EOC applications.

7

FY 2009 EOC Grant Program Investment Justification and Scoring Criteria
Question

Scoring Criteria

I. APPLICANT INFORMATION
Investment Heading:
• Emergency Operations Center Name
• FY 2009 EOC Grant Program Project Name
• Indicate whether a State, Local, or Tribal EOC
• Indicate whether a competitive or non-competitive EOC
• Dun and Bradstreet Number2
• Identify any FY 2008 EOC Grant Program funding
received, including amount, or any FY 2009 noncompetitive EOC Grant Program funding designated
• Identify any FY 2009 EMPG funding allocated, including
amount
• Investment Type: Construction or Renovation3
• Total Cost of proposed EOC Project
o Requested FY 2009 EOC Grant Program Federal
funds4 (0.75 x total cost of proposed project)
o Grantee matching funds (0.25 x total cost of
proposed project)

This information is for informational
purposes only and will not be scored

Match Requirement:
• Response Instructions: Describe how the 25% program
match requirement for the FY 2009 EOC Grant Program
award will be met
(800 Character Max not including spaces)
II. OVERALL
Overall Purpose of Investment:
• Response Instructions: Describe at a high level what will
be implemented and accomplished by this Project
Investment.

(1,800 Character Max not including spaces)
III. NEEDS ASSESSMENT
Needs Assessment:
• Response Instructions: Certify that a facility assessment
has been conducted (to include the date and conductor of
assessment). Outline how the project will address the
identified deficiencies or needs identified in the
assessment. Address the impact of project (loss of
services) on population/risk.

The response describes what will be
implemented and accomplished by this
Investment.

The response describes how the project
will address identified deficiencies and
needs.

(1,800 Character Max not including spaces)

2

FY 2009 EOC applications can only be submitted with a current and valid Dun and Bradstreet Data Universal
Numbering System (DUNS) number; pending DUNS number will not be accepted
3
“Construction” as defined in this program, refers to building a new facility or any changes to the footprint of an
existing facility, while “renovation” refers to internal improvement to an existing facility.”
4
An EOC may request up to $1,000,000 for a construction project or up to $250,000 for a renovation project.

8

Question
IV. INVESTMENT IMPACT
Investment Impact:
• Response Instructions: Describe how the project will
enhance emergency management capabilities for the
State, local, or tribal applicant; also noting how the project
will be accomplished in a cost effective manner.

(1,500 Character Max not including spaces)
V. PRE-EXISTING PLANNING
Pre-Existing Planning
• Facility Assessment Response Instructions: Describe
any pre-existing planning that has taken place relative to
the deficiencies noted in the facility assessment,
including:
ƒ Architectural plans developed
ƒ Permits in Place
ƒ Explanation of proposed project including design
criteria to address the identified hazards and
threats
• Describe any pre-existing planning that has taken place
relative to the proposed project.
• Hazard-Resistance Guidance Response Instructions:
Describe hazard-resistance design guidance utilized as
part of the pre-existing planning, such as, but not limited
to:
ƒ FEMA 426/452 for identifying and mitigating manmade and terrorist threats
ƒ FEMA 361 and FEMA 543 for identifying and
mitigating flood and wind hazards
ƒ FEMA 310 (ASCE 31) and FEMA 356 for
identifying and mitigating seismic hazards
• Deficiencies/Needs Response Instructions: Describe
any current activities that have taken place relative to
rectifying the deficiencies or needs identified in the
assessment.
(2,200 Character Max not including spaces)

9

Scoring Criteria

The response describes how the
Investment will mitigate needs and
deficiencies outlined in the Needs
Assessment portion of the Investment
Justification.

The response describes how the Facility
Assessment and Hazard –Resistance
Guidance have helped identify and
mitigate against the needs and
deficiencies described in the Investment
challenges portion of the Investment
Justification.

Question

Scoring Criteria

VI. FUNDING PLAN
Funding Plan:
• Response Instructions: This section will focus solely on
the amount of Federal funds being requested for this
construction or renovation project (up to $1,000,000 for
construction projects or up to $250,000 for
renovation projects).
ƒ Applicants must make funding requests that are
reasonable and justified by direct linkages to
activities outlined in this particular Investment.
•
•

Budget Narrative – Each State, local, and tribal EOC
applicant must outline proposed costs in the categories
identified in the budget detail worksheet.
Budget Detail Worksheet – Each State, local, and tribal
EOC applicant must complete and attach the SF 424C:
Budget Information – Construction Programs available at:

The response references the appropriate
activities and outlines estimated costs
used specifically for the Investment.

http://www.grants.gov/agencies/aapproved_standard_forms.jsp#1

Note: Investments will be evaluated on the expected impact
on security relative to the amount of the Investment (i.e., cost
effectiveness).
(800 Character Max not including spaces)
VII. FUNDING SOURCES
Supplemental Funding:
• Response Instructions: In addition to the required cashor in-kind match, discuss other funding sources (e.g.,
non-FY 2009 EOC Grant Program funds, public or private
agreements, future fiscal year grants) that you plan on
utilizing for the implementation and/or continued
sustainment of this Investment.
ƒ If no other funding resources have been identified
beyond the required cash match, or if none are
necessary, provide rationale as to why the
requested FY 2009 EOC Grant Program funding
is sufficient for the implementation and
sustainment of this Investment.
(800 Character Max not including spaces)

10

The response addresses aggregate funds
required and provides rationale for what is
estimated to be sufficient funding for
implementation and sustainment of
Investment.

Question
VIII. INVESTMENT CHALLENGES
Investment Challenges:
• Response Instructions: List and identify potential
challenges to effective implementation of this Investment
over the period of performance. Provide a brief
description of how each challenge will be addressed and
mitigated, and indicate a probability of occurrence (high,
medium, or low). Be sure to address the following:
ƒ The necessary steps and stages that will be
required for successful implementation of the
Investment;
ƒ Identify areas of possible concern or potential
pitfalls in terms of Investment implementation;
and,
ƒ Explain why those areas present the greatest
challenge to a successful Investment
implementation.
(2,000 Character Max not including spaces)
IX. PROJECT MANAGEMENT
Project Management:
• Response Instructions: Explain how the management
team members will organize and work together in order to
successfully manage the Investment.
(2,000 Character Max not including spaces)
X. MILESTONES
Milestones:
• Response Instructions: Provide descriptions of up to 10
major milestones that are critical to the success of the
Investment;
ƒ Milestones are for this discrete Investment –
those that are covered by the requested FY 2009
EOC Grant Program funds and will be completed
over the period of performance for the grant;
ƒ Milestones should be kept to high-level, major
tasks that will need to occur;
ƒ Identify the planned start date associated with the
identified milestone. The start date should reflect
the date at which the earliest action will be taken
to start achieving the milestone;
ƒ Identify the planned completion date when all
actions related to the milestone will be completed
and overall milestone outcome is met; and,
ƒ List any relevant information that will be critical to
the successful completion of the milestone (such
as those examples listed in the question text
above).
(1,000 Character Max not including spaces)

11

Scoring Criteria

The information provided will be scored
based on the indication of an
understanding of the Investment’s risk,
including cost and schedule.

Response describes, at a high-level, the
roles and responsibilities of the
management team, governance
structures, and subject matter expertise
required to manage the Investment.

Milestones collectively present a clear
sequence of events that will allow the
Investment to reach its objectives for this
period of performance.

C. Submission Dates and Times
Completed applications must be submitted electronically through www.grants.gov no
later than 11:59 PM EDT, February 27, 2009. Late applications will neither be
considered, nor reviewed. Upon successful submission, a confirmation e-mail message
will be sent with a grants.gov tracking number, which is needed to track the status of the
application.
D. Intergovernmental Review
Executive Order 12372 requires applicants from State and local units of government or
other organizations providing services within a State to submit a copy of the application
to the State Single Point of Contact (SPOC), if one exists, and if this program has been
selected for review by the State. Applicants must contact their State SPOC to
determine if the program has been selected for State review. Executive Order 12372
can be referenced at http://www.archives.gov/federal-register/codification/executiveorder/12372.html. The names and addresses of the SPOCs are listed on OMB’s home
page available at: http://www.whitehouse.gov/omb/grants/spoc.html.
E. Funding Restrictions
FY 2009 EOC Grant Program funds may only be expended for EOC construction or
renovation costs. Allowable costs include EOC design, construction, and renovation
costs including, but not limited to, hardening of the structure and building envelope to
resist natural and man-made hazards (requirements above code minimums are
allowable) and the hardening of systems to better resist damage and contamination
from natural and man-made events. Funds must be spent in compliance with rules and
regulations noted in this EOC Grant Program Guidance and Application Kit. In addition,
planning costs to support the EOC construction or renovation activities are allowable.
1. Management and Administrative (M&A) Costs Guidance
M&A activities are those defined as directly relating to the management and
administration of EOC Grant Program funds, such as financial management and
monitoring. A maximum of up to three percent of FY 2009 EOC Grant Program
funds awarded may be retained by the State and any funds retained are to be used
solely for management and administrative purposes associated with the award.
Subgrantees may also use a maximum of up to three percent of the FY 2009 EOC
Grant Program funds to be used solely for management and administrative purposes
associated with the award.
2. Allowable Costs
EOC Grant Program funds may only be expended for EOC construction or
renovation costs. Funds must be spent in compliance with rules and regulations
noted in this EOC Grant Program Guidance and Application Kit.

12

Planning
Planning costs to support the EOC construction or renovation activities are
allowable. These planning activities include the following:
• Developing plans, protocols, or procedures for the operation and use related
to new capabilities as a result of the construction or renovation
• Conducting physical security assessments
• Ensuring EOC continuity of operations
• Analyzing constructed or renovated space to support the design and
implementation of protection systems (e.g., fire protection and suppression,
atmospheric filtration, explosives mitigation)
Equipment
Only equipment integral to EOC construction and renovation activities is allowable.
The allowable equipment categories for FY 2009 EOC Grant Program are listed on
the web-based version of the Authorized Equipment List (AEL) on the Responder
Knowledge Base (RKB), which is sponsored by FEMA at https://www.rkb.us.
The Standardized Equipment List (SEL) is located at this site as well. In some
cases, items on the SEL are not allowable under EOC or will not be eligible for
purchase unless specific conditions are met. Unless otherwise stated, equipment
must meet all mandatory regulatory and/or FEMA-adopted standards to be eligible
for purchase using these funds. In addition, agencies will be responsible for
obtaining and maintaining all necessary certifications and licenses for the requested
equipment.
The select allowable equipment includes equipment from the following AEL
categories:
• Explosive Device Mitigation and Remediation (Category 2)
• Information Technology (Category 4)
• Cyber-Security Enhancement Equipment (Category 5)
• Interoperable Communications Equipment (Category 6)
• Power Equipment (Category 10)
• CBRNE Reference Materials (Category 11)
• Physical Security Enhancement Equipment (Category 14)
• CBRNE Logistical Support Equipment (Category 19)
• Other Authorized Equipment (Category 21)
If State agencies and/or local governments have questions concerning the eligibility
of equipment not specifically addressed in the AEL, they should contact their FEMA
Headquarters Program Analyst at (800) 368-6498 for clarification.
States that are using FY 2009 EOC Grant Program funds to purchase Interoperable
Communications Equipment (Category 6) must consult SAFECOM’s coordinated
grant guidance which outlines standards and equipment information to enhance
interoperable communications. This guidance can be found at
http://www.safecomprogram.gov. Additionally, grantees are encouraged to
13

coordinate with other State and local partners in integrating their interoperable
communications plans and projects as outlined in each State’s State Interoperable
Communications Plan, which were submitted to DHS in December 2007 as part of
the DHS/Department of Commerce’s Public Safety Interoperable Communications
(PSIC) Grant Program.
Construction and Renovation
“Construction,” as defined in this program, refers to building a new facility or any
changes to the footprint of an existing facility, while “renovation” refers to internal
improvements to an existing facility. As noted previously, eligible competitive EOCs
may request up to $1,000,000 for construction projects or up to $250,000 for
renovation projects through the FY 2009 EOC Grant Program. Non-competitive
EOCs have been allocated a designated amount of funding, which may be applied
entirely towards construction or renovation projects without the cap noted above.
FY 2009 EOC grantees using funds for construction projects must comply with the
Davis-Bacon Act. Grant recipients must ensure that their contractors or
subcontractors for construction projects pay workers employed directly at the worksite no less than the prevailing wages and fringe benefits paid on projects of a
similar character. Additional information, including Department of Labor wage
determinations, is available from the following website:
http://www.dol.gov/esa/programs/dbra/.
All proposed construction and renovation activities must undergo an Environmental
and Historic Preservation (EHP) review, including approval of the review from
FEMA, prior to undertaking any action related to the project. Any applicant that is
proposing a construction project under the FY 2009 EOC should pay special
attention to the EHP requirements contained in Part VI (B, 5.7) of the Guidance.
Failure of a grant recipient to meet these requirements may jeopardize Federal
funding.
3. Unallowable Costs
FY 2009 EOC Grant Program funds may not be spent towards organization,
training, or exercises costs. In addition, FY 2009 EOC Grant Program funds may
not be spent towards:
•

•
•

Expenditures for items such as general-use software (word processing,
spreadsheet, graphics, etc), general-use computers and related equipment
(other than for allowable M&A activities, or otherwise associated
preparedness or response functions), general-use vehicles, licensing fees,
weapons systems and ammunition
Costs to support the hiring of emergency managers or the hiring of sworn
public safety officers for the purposes of fulfilling traditional public safety
duties or to supplant traditional public safety positions and responsibilities
Activities unrelated to the completion and implementation of EOC
construction or renovation

14

•

Other items not in accordance with the portions of the AEL and allowable
costs listed above

15

PART V.

APPLICATION REVIEW INFORMATION
A. Review Criteria
FEMA recognizes that each State, local, and tribal jurisdiction has unique emergency
management needs. Construction and renovation projects will be reviewed based on
how well they address the following criteria:
•
•
•

State-identified priorities
Quality of justification
Preexisting planning

Applications will be reviewed for completeness, adherence to programmatic guidelines,
feasibility, and how well the Investment Justification addresses the improvement of
emergency management and preparedness capabilities.
Recognizing the limited amount of competitive funding available, consideration will be
given to EOC projects that are not already receiving construction and renovation
funding through the FY 2008 EOC Grant Program, FY 2009 non-competitive EOC Grant
Program, or FY 2009 EMPG.
B. Review and Selection Process
Applications will be reviewed in two phases to leverage local knowledge and
understanding of the applicant’s emergency management and preparedness
capabilities, while also ensuring coordination and alignment with Federal, State, and
local preparedness efforts.
•

State Review: All competitive and non-competitive Investment Justifications should
be submitted by the eligible State, local, or tribal government’s principal EOC to the
SAA no later than 11:59 PM EST, February 6, 2009 to ensure adequate time for a
State review of competitive applications and consolidation of the non-competitive
Investment Justifications.
The SAA, in coordination with the State Emergency Management Agency, will
review all Investment Justifications to score and prioritize the competitive projects
and review the non-competitive projects. The SAA has the discretion to include
other State, tribal, or local government representatives to participate in the State
review.

16

FEMA will provide the SAA the Prioritization of Competitive Investment Justifications
template, which will allow the SAA to provide the scores from the State Review
along with a prioritized list of EOC projects, ranked in consideration of two factors:
•
•

Need – The relative need for the EOC compared to the other applicants
Impact – The potential impact of the EOC Investment on achieving maximum
emergency management and preparedness capabilities at minimal cost

The method by which an SAA chooses to review Investments using the two factors
is at the discretion of the SAA and State Emergency Management Agency, provided
the output of the State Review is:
•
•
•

Completed Prioritization of Competitive Investment Justifications
template
Competitive Investment Justifications
Non-competitive Investment Justifications.

The completed template must be submitted to FEMA with the applicable Investment
Justifications no later than 11:59 PM EDT, February 27, 2009.
•

National Review
The highest-scoring and highest-priority competitive Investment Justifications will be
reviewed by a National review panel, to include FEMA headquarters and regional
staff and peer subject matter experts. FEMA will use the results of the reviews to
make competitive funding recommendations to the Secretary of Homeland Security.
In addition, the non-competitive Investment Justifications will be reviewed by the
National review panel to ensure the proposed project is properly substantiated.
NOTE: Upon award, the recipient may only fund construction and renovation
activities that were included in the FY 2009 EOC Grant Program Investment
Justification submitted to FEMA and evaluated through the National review
process. In addition, release of non-competitive EOC Grant Program funding
is subject to successful completion and approval of Investment Justifications.

C. Anticipated Announcement and Award Dates
FEMA will evaluate and act on applications in a timeframe consistent with the
Consolidated Security, Disaster Assistance, and Continuing Appropriations Act, 2009
(Public Law 110-329). Awards will be made on or before September 30, 2009.

17

PART VI.

AWARD ADMINISTRATION INFORMATION
A. Notice of Award
Upon approval of an application, the grant will be awarded to the grant recipient. The
date that this is done is the “award date.” Notification of award approval is made
through the Grants Management System (GMS). Once an award has been approved, a
notice is sent to the authorized grantee official. The grantee must follow the directions
in the notification and log into GMS to access the award documents. The authorized
grantee official should carefully read the award and special condition documents. If you
do not receive a notification, please contact your Program Analyst for your award
number. Once you have the award number, contact the GMS Help Desk at (888) 5499901, option 3, to obtain the username and password associated with the new award.
The period of performance is 36 months. Any unobligated funds will be deobligated at
the end of the 90 day close-out period. Extensions to the period of performance will be
considered only through formal requests to FEMA with specific and compelling
justifications why an extension is required.
B. Administrative and National Policy Requirements
1. State Preparedness Report. The Post-Katrina Emergency Management Reform
Act of 2006 (Public Law 109-295) requires any State that receives Federal
preparedness assistance to submit a State Preparedness Report to DHS. FEMA will
provide additional guidance on the requirements for updating State Preparedness
Reports. Receipt of this report is a prerequisite for applicants to receive any
FY 2009 DHS preparedness grant funding.
2. Standard Financial Requirements. The grantee and any subgrantee shall comply
with all applicable laws and regulations. A non-exclusive list of regulations
commonly applicable to DHS grants is listed below:
2.1 -- Administrative Requirements.
• 44 CFR Part 13, Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments
• 2 CFR Part 215, Uniform Administrative Requirements for Grants and
Agreements with Institutions of Higher Education, Hospitals, and Other
Non-Profit Organizations (OMB Circular A-110)

18

2.2 -- Cost Principles.
• 2 CFR Part 225, Cost Principles for State, Local, and Indian Tribal
Governments (OMB Circular A-87)
• 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular
A-21)
• 2 CFR Part 230, Cost Principles for Non-Profit Organizations (OMB
Circular A-122)
• Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles
and Procedures, Contracts with Commercial Organizations
2.3 -- Audit Requirements.
• OMB Circular A-133, Audits of States, Local Governments, and Non-Profit
Organizations
2.4 -- Duplication of Benefits. There may not be a duplication of any federal
assistance, per A-87, Basic Guidelines Section C.3 (c), which states: Any cost
allocable to a particular Federal award or cost objective under the principles
provided for in this Circular may not be charged to other Federal awards to
overcome fund deficiencies, to avoid restrictions imposed by law or terms of the
Federal awards, or for other reasons. However, this prohibition would not
preclude governmental units from shifting costs that are allowable under two or
more awards in accordance with existing program agreements.
3. Non-supplanting Requirement. Grant funds will be used to supplement existing
funds, and will not replace (supplant) funds that have been appropriated for the
same purpose. Applicants or grantees may be required to supply documentation
certifying that a reduction in non-Federal resources occurred for reasons other than
the receipt or expected receipt of Federal funds.
4. Technology Requirements.
4.1 -- National Information Exchange Model (NIEM). FEMA requires all
grantees to use the latest NIEM specifications and guidelines regarding the use
of Extensible Markup Language (XML) for all grant awards. Further information
about the required use of NIEM specifications and guidelines is available at
http://www.niem.gov.
4.2 -- Geospatial Guidance. Geospatial technologies capture, store, analyze,
transmit, and/or display location-based information (i.e., information that can be
linked to a latitude and longitude). FEMA encourages grantees to align any
geospatial activities with the guidance available on the FEMA website at
http://www.fema.gov/grants.
4.3 -- 28 CFR Part 23 guidance. FEMA requires that any information
technology system funded or supported by these funds comply with 28 CFR Part
23, Criminal Intelligence Systems Operating Policies, if this regulation is
determined to be applicable.

19

5. Administrative Requirements.
5.1 -- Freedom of Information Act (FOIA). FEMA recognizes that much of the
information submitted in the course of applying for funding under this program or
provided in the course of its grant management activities may be considered law
enforcement sensitive or otherwise important to national security interests. While
this information under Federal control is subject to requests made pursuant to the
Freedom of Information Act (FOIA), 5 U.S.C. §552, all determinations concerning
the release of information of this nature are made on a case-by-case basis by the
FEMA FOIA Office, and may likely fall within one or more of the available
exemptions under the Act. The applicant is encouraged to consult its own State
and local laws and regulations regarding the release of information, which should
be considered when reporting sensitive matters in the grant application, needs
assessment and strategic planning process. The applicant may also consult
FEMA regarding concerns or questions about the release of information under
State and local laws. The grantee should be familiar with the regulations
governing Sensitive Security Information (49 CFR Part 1520), as it may provide
additional protection to certain classes of homeland security information.
5.2 -- Protected Critical Infrastructure Information (PCII). The PCII Program,
established pursuant to the Critical Infrastructure Information Act of 2002 (Public
Law 107-296) (CII Act), created a new framework, which enables State and local
jurisdictions and members of the private sector to voluntarily submit sensitive
information regarding critical infrastructure to DHS. The Act also provides
statutory protection for voluntarily shared CII from public disclosure and civil
litigation. If validated as PCII, these documents can only be shared with
authorized users who agree to safeguard the information.
PCII accreditation is a formal recognition that the covered government entity has
the capacity and capability to receive and store PCII. DHS encourages all SAAs
to pursue PCII accreditation to cover their State government and attending local
government agencies. Accreditation activities include signing a memorandum of
agreement (MOA) with DHS, appointing a PCII Officer, and implementing a selfinspection program. For additional information about PCII or the accreditation
process, please contact the DHS PCII Program Office at pcii-info@dhs.gov.
5.3 -- Compliance with Federal civil rights laws and regulations. The
grantee is required to comply with Federal civil rights laws and regulations.
Specifically, the grantee is required to provide assurances as a condition for
receipt of Federal funds that its programs and activities comply with the following:
•

Title VI of the Civil Rights Act of 1964, as amended, 42. U.S.C. 2000 et.
seq. – no person on the grounds of race, color, or national origin will be
excluded from participation in, be denied the benefits of, or be otherwise
subjected to discrimination in any program or activity receiving Federal
financial assistance.

20

•

Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 794
– no qualified individual with a disability in the United States, shall, by
reason of his or her disability, be excluded from the participation in, be
denied the benefits of, or otherwise be subjected to discrimination in any
program or activity receiving Federal financial assistance.

•

Title IX of the Education Amendments of 1972, as amended, 20 U.S.C.
1681 et. seq. – discrimination on the basis of sex is eliminated in any
education program or activity receiving Federal financial assistance.

•

The Age Discrimination Act of 1975, as amended, 20 U.S.C. 6101 et. seq.
– no person in the United States shall be, on the basis of age, excluded
from participation in, denied the benefits of or subjected to discrimination
under any program or activity receiving Federal financial assistance.

Grantees must comply with all regulations, guidelines, and standards adopted
under the above statutes. The grantee is also required to submit information, as
required, to the DHS Office for Civil Rights and Civil Liberties concerning its
compliance with these laws and their implementing regulations.
5.4 -- Services to limited English proficient (LEP) persons. Recipients of
FEMA financial assistance are required to comply with several Federal civil rights
laws, including Title VI of the Civil Rights Act of 1964, as amended. These laws
prohibit discrimination on the basis of race, color, religion, natural origin, and sex
in the delivery of services. National origin discrimination includes discrimination
on the basis of limited English proficiency. To ensure compliance with Title VI,
recipients are required to take reasonable steps to ensure that LEP persons have
meaningful access to their programs. Meaningful access may entail providing
language assistance services, including oral and written translation, where
necessary. The grantee is encouraged to consider the need for language
services for LEP persons served or encountered both in developing their
proposals and budgets and in conducting their programs and activities.
Reasonable costs associated with providing meaningful access for LEP
individuals are considered allowable program costs. For additional information,
see http://www.lep.gov.
5.5 -- Integrating individuals with disabilities into emergency planning.
Section 504 of the Rehabilitation Act of 1973, as amended, prohibits
discrimination against people with disabilities in all aspects of emergency
mitigation, planning, response, and recovery by entities receiving financial
assistance from FEMA. In addition, Executive Order 13347, Individuals with
Disabilities in Emergency Preparedness signed in July 2004, requires the
Federal Government to support safety and security for individuals with disabilities
in situations involving disasters, including earthquakes, tornadoes, fires, floods,
hurricanes, and acts of terrorism. Executive Order 13347 requires the Federal
government to encourage consideration of the needs of individuals with

21

disabilities served by State, local, and tribal governments in emergency
preparedness planning.
FEMA has several resources available to assist emergency managers in
planning and response efforts related to people with disabilities and to ensure
compliance with Federal civil rights laws:
•

Comprehensive Preparedness Guide 301 (CPG-301): Interim
Emergency Management Planning Guide for Special Needs
Populations: CPG-301 is designed to aid tribal, State, territorial, and
local governments in planning for individuals with special needs. CPG301 outlines special needs considerations for: Developing Informed
Plans; Assessments and Registries; Emergency Public
Information/Communication; Sheltering and Mass Care; Evacuation;
Transportation; Human Services/Medical Management; Congregate
Settings; Recovery; and Training and Exercises. CPG-301 is available
at http://www.fema.gov/pdf/media/2008/301.pdf.

•

Guidelines for Accommodating Individuals with Disabilities in
Disaster: The Guidelines synthesize the array of existing accessibility
requirements into a user friendly tool for use by response and recovery
personnel in the field. The Guidelines are available at
http://www.fema.gov/oer/reference/.

•

Disability and Emergency Preparedness Resource Center: A webbased “Resource Center” that includes dozens of technical assistance
materials to assist emergency managers in planning and response efforts
related to people with disabilities. The “Resource Center” is available at
http://www.disabilitypreparedness.gov.

•

Lessons Learned Information Sharing (LLIS) resource page on
Emergency Planning for Persons with Disabilities and Special
Needs: A true one-stop resource shop for planners at all levels of
government, non-governmental organizations, and private sector entities,
the resource page provides more than 250 documents, including lessons
learned, plans, procedures, policies, and guidance, on how to include
citizens with disabilities and other special needs in all phases of the
emergency management cycle.
LLIS.gov is available to emergency response providers and homeland
security officials from the Federal, State, and local levels. To access
the resource page, log onto http://www.LLIS.gov and click on
Emergency Planning for Persons with Disabilities and Special Needs
under Featured Topics. If you meet the eligibility requirements for
accessing Lessons Learned Information Sharing, you can request
membership by registering online.

22

5.6 -- Compliance with the National Energy Conservation Policy and Energy
Policy Acts. In accordance with the Consolidated Security, Disaster Assistance,
and Continuing Appropriations Act, 2009 (Public Law 110-329), grant funds must
comply with the following two requirements:
•

None of the funds made available shall be used in contravention of the
Federal buildings performance and reporting requirements of
Executive Order 13123, part 3 of title V of the National Energy
Conservation Policy Act (42 USC 8251 et. Seq.), or subtitle A of title I
of the Energy Policy Act of 2005 (including the amendments made
thereby).

•

None of the funds made available shall be used in contravention of
section 303 of the Energy Policy Act of 1992 (42 USC13212).

5.7 -- Environmental and Historic Preservation Compliance. FEMA is
required to consider the potential impacts to the human and natural environment
of projects proposed for FEMA funding. FEMA, through its Environmental and
Historic Preservation (EHP) Program, engages in a review process to ensure that
FEMA-funded activities comply with various Federal laws including: National
Environmental Policy Act, National Historic Preservation Act, Endangered
Species Act, and Executive Orders on Floodplains (11988), Wetlands (11990)
and Environmental Justice (12898). The goal of these compliance requirements
is to protect our nation’s water, air, coastal, wildlife, agricultural, historical, and
cultural resources, as well as to minimize potential adverse effects to children
and low-income and minority populations.
The grantee shall provide any information requested by FEMA to ensure
compliance with applicable Federal EHP requirements. Any project with the
potential to impact EHP resources cannot be initiated until FEMA has completed
its review. Grantees may be required to provide detailed information about the
project, including the following: location (street address or map coordinates);
description of the project including any associated ground disturbance work,
extent of modification of existing structures, construction equipment to be used,
staging areas, access roads, etc.; year the existing facility was built; natural,
biological, and/or cultural resources present in the project vicinity; visual
documentation such as site and facility photographs, project plans, maps, etc;
and possible project alternatives.
For certain types of projects, FEMA must consult with other Federal and State
agencies such as the U.S. Fish and Wildlife Service, State Historic Preservation
Offices, and the U.S. Army Corps of Engineers, as well as other agencies and
organizations responsible for protecting natural and cultural resources. For
projects with the potential to have significant adverse effects on the environment
and/or historic properties, FEMA’s EHP review and consultation may result in a
substantive agreement between the involved parties outlining how the grantee

23

will avoid the effects, minimize the effects, or, if necessary, compensate for the
effects.
Because of the potential for significant adverse effects to EHP resources or
public controversy, some projects may require an additional assessment or
report, such as an Environmental Assessment, Biological Assessment,
archaeological survey, cultural resources report, wetlands delineation, or other
document, as well as a public comment period. Grantees are responsible for the
preparation of such documents, as well as for the implementation of any
treatment or mitigation measures identified during the EHP review that are
necessary to address potential adverse impacts. Grantees may use these funds
toward the costs of preparing such documents and/or implementing treatment or
mitigation measures. Failure of the grantee to meet Federal, State, and local
EHP requirements, obtain applicable permits, and comply with any conditions
that may be placed on the project as the result of FEMA’s EHP review may
jeopardize Federal funding.
Recipient shall not undertake any project having the potential to impact EHP
resources without the prior approval of FEMA, including but not limited to
communications towers, physical security enhancements, new construction, and
modifications to buildings, structures and objects that are 50 years old or
greater. Recipient must comply with all conditions placed on the project as the
result of the EHP review. Any change to the approved project scope of work will
require re-evaluation for compliance with these EHP requirements. If ground
disturbing activities occur during project implementation, the recipient must
ensure monitoring of ground disturbance, and if any potential archeological
resources are discovered, the recipient will immediately cease construction in
that area and notify FEMA and the appropriate State Historic Preservation
Office. Any construction activities that have been initiated without the
necessary EHP review and approval will result in a non-compliance finding
and will not be eligible for FEMA funding.
For more information on FEMA’s EHP requirements, SAAs should refer to
FEMA’s Information Bulletin #271, Environmental Planning and Historic
Preservation Requirements for Grants, available at
http://ojp.usdoj.gov/odp/docs/info271.pdf. Additional information and resources
can also be found at http://www.fema.gov/plan/ehp/ehp-applicant-help.shtm.
5.8 -- Robert T. Stafford Disaster Relief and Emergency Assistance Act,
Public Law 93-288, as amended, 42 U.S.C. 5121-5206, and Related
Authorities. Awards of funding under this program are subject to the Robert T.
Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-288), as
amended. Specifically, 42 U.S.C. 5196, Subtitle A, Powers and Duties, Section
611, Detailed Functions of Administration, Subsection (j)(9), Financial
Contributions, requires recipients of funds under Title VI of the Stafford Act for
construction projects to comply with the Davis-Bacon Act. Additionally, 42 U.S.C.

24

5206 requires all recipients of funds under the Stafford Act to comply with the
Buy American Act (41 U.S.C. 10a et seq.).
5.9 -- Royalty-free License. Applicants are advised that FEMA reserves a
royalty-free, non-exclusive, and irrevocable license to reproduce, publish, or
otherwise use, and authorize others to use, for Federal government purposes: (a)
the copyright in any work developed under an award or sub-award; and (b) any
rights of copyright to which an award recipient or sub-recipient purchases
ownership with Federal support. Award recipients must agree to consult with
FEMA regarding the allocation of any patent rights that arise from, or are
purchased with, this funding.
5.10 -- FEMA GPD Publications Statement. Applicants are advised that all
publications created with funding under any grant award shall prominently
contain the following statement: "This document was prepared under a grant
from FEMA’s Grant Programs Directorate, U.S. Department of Homeland
Security. Points of view or opinions expressed in this document are those of the
authors and do not necessarily represent the official position or policies of
FEMA’s Grant Programs Directorate or the U.S. Department of Homeland
Security."
5.11 -- Equipment Marking. Applicants are advised that, when practicable, any
equipment purchased with grant funding shall be prominently marked as follows:
"Purchased with funds provided by the U.S. Department of Homeland Security."
5.12 -- Disadvantaged Business Requirement. Applicants are advised that, to
the extent that recipients of a grant use contractors or subcontractors, such
recipients shall use small, minority, women-owned or disadvantaged business
concerns and contractors or subcontractors to the extent practicable.
5.13 -- National Preparedness Reporting Compliance. The Government
Performance and Results Act (Public Law 103-62) (GPRA) requires that the
Department collect and report performance information on all programs. For
grant programs, the prioritized Investment Justifications and their associated
milestones provide an important tool for assessing grant performance and
complying with these national preparedness reporting requirements. FEMA will
work with grantees to develop tools and processes to support this requirement.
FEMA anticipates using this information to inform future-year grant program
funding decisions. Award recipients must agree to cooperate with any
assessments, national evaluation efforts, or information or data collection
requests, including, but not limited to, the provision of any information required
for the assessment or evaluation of any activities within their grant agreement.
This includes any assessments, audits, or investigations conducted by the
Department of Homeland Security, Office of the Inspector General, or the
Government Accountability Office.

25

C. Reporting Requirements
Reporting requirements must be met throughout the life of the grant. Please note that
FEMA Payment and Reporting System (PARS) contains edits that will prevent access to
funds if reporting requirements are not met on a timely basis.
1. Financial Status Report (FSR) -- required quarterly. Obligations and
expenditures must be reported on a quarterly basis through the FSR, which is due
within 30 days of the end of each calendar quarter (e.g., for the quarter ending
March 31, FSR is due no later than April 30). A report must be submitted for every
quarter of the period of performance, including partial calendar quarters, as well as
for periods where no grant activity occurs. Future awards and fund draw downs may
be withheld if these reports are delinquent. The final FSR is due 90 days after the
end date of the performance period.
FSRs must be filed online through the PARS.
Reporting periods and due dates:
• October 1 – December 31; Due January 30
• January 1 – March 31; Due April 30
• April 1 – June 30; Due July 30
• July 1 – September 30; Due October 30
2. Categorical Assistance Progress Report (CAPR). Following an award, the
awardees will be responsible for providing updated obligation and expenditure
information on a semi-annual basis. The applicable SAAs are responsible for
completing and submitting the CAPR reports. Awardees should include a statement
in the narrative field of the CAPR that reads: See BSIR.
The CAPR is due within 30 days after the end of the reporting period (July 30 for the
reporting period of January 1 through June 30; and January 30 for the reporting
period of July 1 though December 31). Future awards and fund drawdowns may be
withheld if these reports are delinquent.
CAPRs must be filed online at https://grants.ojp.usdoj.gov. Guidance and
instructions can be found at https://grants.ojp.usdoj.gov/gmsHelp/index.html.
Required submission: CAPR (due semi-annually).
3. Initial Strategy Implementation Plan (ISIP). Following an award, the awardees will
be responsible for providing updated obligation and expenditure information to meet
the pass-through requirement. The applicable SAAs are responsible for completing
and submitting the ISIP online.
Required submission: ISIP (due within 45 days of the award date).

26

4. Biannual Strategy Implementation Reports (BSIR). Following an award, the
awardees will be responsible for providing updated obligation and expenditure
information on a semi-annual basis. The applicable SAAs are responsible for
completing and submitting the BSIR reports which is a component of the CAPR.
The BSIR submission will satisfy the narrative requirement of the CAPR. SAAs are
still required to submit the CAPR with a statement in the narrative field that reads:
See BSIR.
The BSIR is due within 30 days after the end of the reporting period (July 30 for the
reporting period of January 1 through June 30; and January 30 for the reporting
period of July 1 though December 31). Updated obligations and expenditure
information must be provided with the BSIR to show progress made toward meeting
strategic goals and objectives. Future awards and fund drawdowns may be withheld
if these reports are delinquent.
Required submission: BSIR (due semi-annually).
5. Financial and Compliance Audit Report. Recipients that expend $500,000 or
more of Federal funds during their fiscal year are required to submit an organizationwide financial and compliance audit report. The audit must be performed in
accordance with the U.S. General Accountability Office, Government Auditing
Standards, located at http://www.gao.gov/govaud/ybk01.htm, and OMB Circular A133, Audits of States, Local Governments, and Non-Profit Organizations, located at
http://www.whitehouse.gov/omb/circulars/a133/a133.html. Audit reports are
currently due to the Federal Audit Clearinghouse no later than nine months after the
end of the recipient’s fiscal year. In addition, the Secretary of Homeland Security
and the Comptroller General of the United States shall have access to any books,
documents, and records of recipients of FY 2009 EOC Grant Program assistance for
audit and examination purposes, provided that, in the opinion of the Secretary or the
Comptroller, these documents are related to the receipt or use of such assistance.
The grantee will also give the sponsoring agency or the Comptroller, through any
authorized representative, access to, and the right to examine all records, books,
papers or documents related to the grant.
The State shall require that sub-grantees comply with the audit requirements set
forth in OMB Circular A-133. Recipients are responsible for ensuring that subrecipient audit reports are received and for resolving any audit findings.
Monitoring
Grant recipients will be monitored periodically by FEMA staff, both programmatically
and financially, to ensure that the project goals, objectives, performance requirements,
timelines, milestone completion, budgets, and other related program criteria are being
met. Programmatic monitoring may also include the Regional Federal Preparedness
Coordinators, when appropriate, to ensure consistency of project Investments with
Regional and National goals and policies, as well as to help synchronize similar
Investments ongoing at the Federal, State, and local levels.

27

Monitoring will be accomplished through a combination of office-based reviews and onsite monitoring visits. Monitoring will involve the review and analysis of the financial,
programmatic, performance and administrative issues relative to each program and will
identify areas where technical assistance and other support may be needed.
The recipient is responsible for monitoring award activities, to include sub-awards, to
provide reasonable assurance that the Federal award is administered in compliance
with requirements. Responsibilities include the accounting of receipts and
expenditures, cash management, maintaining of adequate financial records, and
refunding expenditures disallowed by audits.
Grant Close-Out Process
Within 90 days after the end of the period of performance, grantees must submit a final
FSR and final CAPR detailing all accomplishments throughout the project. After these
reports have been reviewed and approved by FEMA, a close-out notice will be
completed to close out the grant. The notice will indicate the project as closed, list any
remaining funds that will be deobligated, and address the requirement of maintaining
the grant records for three years from the date of the final FSR. The grantee is
responsible for returning any funds that have been drawndown but remain as
unliquidated on grantee financial records.
Required submissions: (1) final SF-269a, due 90 days from end of grant period;
and (2) final CAPR, due 90 days from the end of the grant period.

28

PART VII.

FEMA CONTACTS
This section describes several resources that may help applicants in completing a
FEMA grant application and to help in submission of projects that will have the highest
impact on reducing risks.
1. Centralized Scheduling & Information Desk (CSID) Help Line. CSID is a nonemergency resource for use by emergency responders across the nation. CSID is a
comprehensive coordination, management, information, and scheduling tool
developed by DHS through FEMA for homeland security terrorism preparedness
activities. CSID provides general information on all FEMA grant programs and
information on the characteristics of CBRNE, agro-terrorism, defensive equipment,
mitigation techniques, and available Federal assets and resources.
CSID maintains a comprehensive database containing key personnel contact
information for homeland security terrorism preparedness programs and events.
These contacts include personnel at the Federal, State and local levels. CSID can
be contacted at (800) 368-6498 or askcsid@dhs.gov. CSID hours of operation are
from 8:00 am–6:00 pm (EST), Monday-Friday.
2. Grant Programs Directorate (GPD). FEMA GPD will provide fiscal support,
including pre- and post-award administration and technical assistance, to the grant
programs included in this solicitation. FEMA GPD, in coordination with the FEMA
Regions, will also provide programmatic support to grantees to ensure EOC grants
funds are expended and managed appropriately, as well as in coordination with
EMPG funding where appropriate. Additional fiscal 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.
3. FEMA Regions. FEMA Regions provide grant management support for FY 2009
EOC Grant Program grant awards after FEMA GPD issues the award. These
contacts include:
FEMA Region I
FEMA Region II
FEMA Region III
FEMA Region IV
FEMA Region V
FEMA Region VI
FEMA Region VII
FEMA Region VIII

(617) 832-4752
(212) 680-3647
(215) 931-5586
(770) 220-5304
(312) 408-5395
(940) 898-5575
(816) 283-7084
(303) 235-4625

29

FEMA Region IX
FEMA Region X

(510) 627-7021
(425) 487-4693

4. GSA’s State and Local Purchasing Programs. The U.S. General Services
Administration (GSA) offers two efficient and effective procurement programs for
State and local governments to purchase products and services to fulfill homeland
security and other technology needs. The GSA Schedules (also referred to as the
Multiple Award Schedules and the Federal Supply Schedules) are long-term,
indefinite delivery, indefinite quantity, government-wide contracts with commercial
firms of all sizes.
•

Cooperative Purchasing Program
Cooperative Purchasing, authorized by statute, allows State and local
governments to purchase a variety of supplies (products) and services under
specific GSA Schedule contracts to save time, money, and meet their
everyday needs and missions.
The Cooperative Purchasing program allows State and local governments to
purchase alarm and signal systems, facility management systems, firefighting
and rescue equipment, law enforcement and security equipment, marine craft
and related equipment, special purpose clothing, and related services off of
Schedule 84 and Information Technology products and professional services
off of Schedule 70 and the Consolidated Schedule (containing IT Special Item
Numbers) only. Cooperative Purchasing for these categories is authorized
under Federal law by the Local Preparedness Acquisition Act (Public Law
110-248) and Section 211 of the E-Government Act of 2002 (Public Law 107347).
Under this program, State and local governments have access to GSA
Schedule contractors who have voluntarily modified their contracts to
participate in the Cooperative Purchasing program. The U.S. General
Services Administration provides a definition of State and local governments
as well as other vital information under the frequently asked questions section
on its website at http://www.gsa.gov/cooperativepurchasing.

•

Disaster Recovery Purchasing Program
GSA plays a critical role in providing disaster recovery products and services
to Federal agencies. Now State and Local Governments can also benefit
from the speed and savings of the GSA Federal Supply Schedules.
Section 833 of the John Warner National Defense Authorization Act for Fiscal
Year 2007 (Public Law 109-364) amends 40 U.S.C. §502 to authorize GSA to
provide State and Local governments the use of ALL GSA Federal Supply
Schedules for purchase of products and services to be used to facilitate
recovery from a major disaster declared by the President under the Robert T.
Stafford Disaster Relief and Emergency Assistance Act or to facilitate
recovery from terrorism or nuclear, biological, chemical, or radiological
attack.
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GSA provides additional information on the Disaster Recovery Purchasing Program
website at http://www.gsa.gov/disasterrecovery.
State and local governments can find a list of contractors on GSA’s website,
http://www.gsaelibrary.gsa.gov, denoted with a
or
symbol.
Assistance is available from GSA on the Cooperative Purchasing and Disaster
Purchasing Program at the local and national levels. For assistance at the local
level, visit http://www.gsa.gov/csd to find a local customer service director in your
area. For assistance at the national level, contact Tricia Reed at
tricia.reed@gsa.gov or (571) 259-9921. More information is available on all GSA
State and local programs at: www.gsa.gov/stateandlocal.
5. Homeland Security Preparedness Technical Assistance Program. The
Homeland Security Preparedness Technical Assistance Program (HSPTAP)
provides direct support assistance on a first-come, first-served basis (and subject to
the availability of funding) to eligible organizations to enhance their capacity and
preparedness to prevent, protect against, respond to, and recover from terrorist and
all hazard threats. In addition to the risk assessment assistance already being
provided, FEMA also offers a variety of other direct support assistance programs.
More information can be found at http://www.fema.gov/about/divisions/pppa_ta.shtm.
6. Lessons Learned Information Sharing (LLIS) System. LLIS is a national, online,
secure website that houses a collection of peer-validated lessons learned, best
practices, AARs from exercises and actual incidents, and other relevant homeland
security documents. LLIS facilitates improved preparedness nationwide by providing
response professionals with access to a wealth of validated front-line expertise on
effective planning, training, equipping, and operational practices for homeland
security.
The LLIS website also includes a national directory of homeland security officials, as
well as an updated list of homeland security exercises, events, and conferences.
Additionally, LLIS includes online collaboration tools, including secure email and
message boards, where users can exchange information. LLIS uses strong
encryption and active site monitoring to protect all information housed on the
system. The LLIS website is https://www.LLIS.gov.
7. Information Sharing Systems. FEMA encourages all State, regional, local, and
Tribal entities using FY 2009 funding in support of information sharing and
intelligence fusion and analysis centers to leverage available Federal information
sharing systems, including Law Enforcement Online (LEO) and the Homeland
Security Information Network (HSIN). For additional information on LEO, contact the
LEO Program Office at leoprogramoffice@leo.gov or (202) 324-8833. For additional
information on HSIN and available technical assistance, contact the HSIN Help Desk
at (703) 674-3003.

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