US&R Task Force FY 2015 Readiness Cooperative Agreement Statement of Work

Appendix A
National Urban Search and Rescue Response System
US&R Task Force FY 2015 Readiness Cooperative Agreement
Statement of Work
I.

PURPOSE

The U. S. Department of Homeland Security (DHS) and the Federal Emergency
Management Agency (FEMA) are accountable to provide support and funding for the
maintenance and readiness of the National Urban Search and Rescue (US&R)
Response System (the System). The purpose of this Readiness Cooperative
Agreement is to support the continued development and maintenance of a national
urban search and rescue capability.
Specifically, this agreement provides a mechanism for distribution of Cooperative
Agreement funding for certain purposes in preparation of a Federal US&R capability for
disaster response. This Cooperative Agreement allows each Sponsoring Agency of a
System US&R task force the opportunity to maintain a high standard and condition of
operational readiness and includes guidance on key areas for task force management
to focus on continued preparedness efforts.
This Cooperative Agreement provides direction to the US&R task force Sponsoring
Agency for the use of funding to provide: administrative and program management,
training, support, equipment cache procurement, maintenance and storage.

II.

BACKGROUND

FEMA, in cooperation with other federal, state and local agencies created the System to
provide a national rescue capability that provides lifesaving resources to survivors of
structural collapse. When the System was developed in 1990, there was limited
capability in only a few states to perform this mission and no resources were available
for a coordinated national response.
In 1992, the Federal Response Plan (FRP) was published by FEMA and coordinated
activities with 26 federal agencies. The federal government’s response to disasters was
classified into 12 Emergency Support Functions (ESF). ESF #9 (Urban Search and
Rescue) was established with FEMA as the Primary Agency. FEMA maintains a
national consensus on standard operating procedures, organizational structure,
equipment, training and exercise requirements. Currently, 28 state and local
Sponsoring Agencies in 19 states participate in the System by making their task forces
available for national disaster response.
FEMA had no organic heavy rescue capability of its own and realized the best sources
for US&R knowledge and skills reside at the state and local level. The System was
developed and continues as a federal–state–local partnership, based on a
Memorandum of Agreement (MOA) and individual Response and Readiness

US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

Cooperative Agreements. While the MOAs provide the basic operational “Agreement”
between FEMA, the state and Sponsoring Agency, the individual Readiness
Cooperative Agreement provides the mechanism for distributing federal funds to the
Sponsoring Agencies of the System’s 28 US&R task forces for continued readiness
efforts.
In December 2004, the National Response Plan (NRP) was published by DHS which
integrated the Federal Response Plan into the NRP. The NRP has since been updated
in January 2008 and is now referred to as the National Response Framework (NRF). At
this time, ESF#9 was expanded and now encompasses urban, water-borne, and landbased search and rescue environments.

U.S. DEPARTMENT OF HOMELAND SECURITY
III.

FEMA OBJECTIVES

FEMA, through the Urban Search & Rescue (US&R) Branch and Grant Programs
Directorate, shall:
1. Provide oversight and funding to System Sponsoring Agencies to manage and
administer US&R task force affairs and activities in accordance with accepted
standard business practices.
2. Provide oversight and funding to train and exercise System personnel to safely
perform assigned US&R duties in accordance with established FEMA/US&R
approved standards and guidance.
3. Provide oversight and funding to acquire and maintain the equipment in accordance
with the US&R Equipment Cache List as approved by the US&R Branch.
4. Provide oversight and funding for the lease of space to provide offices, training
facilities and/or storage of vehicles and equipment, as needed.
5. Provide resources (e.g., staff, equipment, funding) to support readiness and standby
activities, subject to availability of funds (e.g., catastrophic planning, technical
assistance, mobilization exercises, etc.).
6. Provide a forum for discussion of strategic issues by hosting an annual Sponsoring
Agency Chief/Head meeting with the FEMA Administrator, or designee as well as
regularly scheduled meetings with the System’s Strategic Group.

IV.

APPROVALS

Advance approval must be obtained in writing from both the US&R Branch and the
FEMA Grants Assistance Officer for the following (in accordance with Grants
Management Policy and 2 CFR Part 200):
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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work






Approval for activities or expenditures not identified in the task force narrative
and budget, but are allowable within the scope of work for this Cooperative
Agreement (i.e., budget changes);
Requests for extension of the Period of Performance for this Cooperative
Agreement. (The Period of Performance for this Cooperative Agreement is
36 months to allow sufficient time to complete and execute the budget.
Extensions beyond this period of time will not be approved without a
compelling reason.)
Requests for spending Cooperative Agreement funds prior to the beginning of
this period of performance (“pre-award costs”)

Unauthorized expenditures may be denied and required to be reimbursed to FEMA.

U
. Sof .Cooperative
DEPAR
T M E Nfunds
T Oprovided
F H Othrough
M E Lthis
AN
D SEC
R Iactivity
TY
Use
Agreement
agreement
forUany
that occurs outside the United States and its territories is prohibited, unless authorized
by the US&R Branch, FEMA Grant Programs Directorate and FEMA International
Affairs prior to incurring costs for the activity.
V.

APPLICABLE LAWS AND POLICIES/ORDER OF PRECEDENCE

This award is subject to the laws and regulations of the United States. This Cooperative
Agreement incorporates the terms and requirements of any applicable Agency policies
and all US&R Program Directives issued by the US&R Branch, including those issued
during the term of this Cooperative Agreement.
Any inconsistency or conflict in terms and conditions specified in the award will be
resolved according to the following order of precedence: public laws, regulations
(including the US&R Interim-Final Rule at 44 CFR Part 208), applicable notices
published in the Federal Register, Executive Orders, OMB Circulars, agency award
conditions, the terms and conditions of the Sponsoring Agency’s Memorandum of
Agreement with FEMA, applicable DHS and FEMA policies, US&R Program Directives
and US&R General Memorandums.
Some of the terms and conditions contained herein may contain, by reference or
substance, a summary of the pertinent statutes, regulations, Executive Orders, or OMB
Circulars. To the extent that it is a summary, such provision is not in derogation of, or
an amendment to, any such statute, regulation, Executive Order, or OMB Circular.

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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

VI.

COOPERATIVE AGREEMENT FUNDING

The FY 2015 Cooperative Agreement basic total for each task force is $1,154,582. The
US&R Branch recommended allocations are outlined in Appendix C of this document.
Additional funds allocated to specific task forces are provided by the US&R Branch in
Appendices D, E, and F.
Each task force can apply for up to the amount allocated to their agency as shown in
Appendix D. All Sponsoring Agencies must submit supporting documentation with each
application.
The Period of Performance for the FY 2015 US&R Readiness Cooperative Agreement
funding
36Emonths.
Each
submit
U
. S . isD
PART
M Etask
N Tforce
O should
F HO
M Ebudget
L A N plans
D Scovering
E C U Ronly
I T12
Y
months for daily operation, such as salary expenses and lease costs within the period of
performance. However, the 36 month performance period is available for internal
acceptance of funds, cost to conduct training and procurement of equipment and
supplies. Should a continuing resolution impact the System’s appropriation within the
FY 2015 Cooperative Agreement period of performance, a waiver may be given by
FEMA to allow task forces to submit a budget change to cover daily operation such as
salary expenses and lease costs for more than a 12 month period.
VII.

FEMA/US&R BRANCH RESPONSIBILITY

1.

Review, approve, and adopt US&R-related products, including technical
manuals, operational procedures, training curriculum and supporting manuals,
meeting agendas and other requirements for the System.

2.

Coordinate and support meetings relating to System activities, to develop and
implement policies, procedures and System documents.

3.

Establish and disseminate policy and Program Directives for the System based
on 44 CFR Part 208 and with substantial involvement and input from the partner
sponsoring agencies and their members.

4.

In cooperation with the System’s Strategic Group, determine annual funding
levels for readiness activities.

5.

Purchase equipment and deliver to System task forces, based on need and
available funding.

6.

Review and/or approve expenditure reports, performance reports, personnel
records, training records, task force self-evaluation documents, equipment cache
and excess property inventories and other deliverables required by the US&R
Branch.

7.

Review and approve/disapprove in writing, in conjunction with the Grants
Assistance Officer, any cost deviations or budget revisions from those prescribed
in this agreement or from other FEMA established policies.
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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

8.

Implement the policy, criteria and procedure for task force evaluations. Distribute
an annual Task Force Self-Evaluation survey with 45-day submission suspense,
for completion by the task forces. Conduct a cooperative peer-based Readiness
Assessment Program (RAP), to include administrative readiness evaluations
(AREs) and operational readiness exercise evaluations (OREEs).

9.

Track, disseminate, and consistently update the status of recommendations
generated from the Advisory Organization to all System components.

10.

Based on various planning factors, the US&R Branch may alert or activate
System resources for activities associated with scheduled NSSEs. Task forces
activated
through
. D E Punder
A R Tthis
Msection
E N T will
Obe
F notified
H O Min Eadvance,
LAND
S E written
C U Ractivation
ITY
orders that will provide authorization for travel and to carryout activities of the
required operations. Prior to any activities under this section, the US&R Branch
will request cost estimates from identified task forces. This item would be funded
separately from annual Readiness Cooperative Agreement funding, but could be
either an amendment to this Cooperative Agreement or the Response
Cooperative Agreement.

U.S

11.

Provide at least one full-time US&R Branch staff member to serve as project
officer for each of the recognized Functional Groups within the Advisory
Organization to assist the Group leader in the administration of the Group.

VIII.

SPONSORING AGENCY RESPONSIBILITY AND REQUIREMENTS

Under this Readiness Cooperative Agreement, the Sponsoring Agency shall use
funding to prepare the task forces under the following categories: Administration/
Management, Training, Equipment, and Storage/Maintenance.
A.

ADMINISTRATION AND MANAGEMENT

1.

Provide sufficient staff for management and administration of task force day-today activities. This staff shall be responsible for program management, grants
management, financial management, administrative support, training
coordination and instruction, logistics management and property accountability.
These management responsibilities include, but are not limited to, task force
salaries and expenses coordination; record-keeping; inventory and maintenance
of the US&R equipment caches; communicating with task force members and
parties who support task force activities; and similar management and
administrative tasks.
Maintain a comparison of expenditures with budgeted amounts for each Federal
award, per 2 CFR Part 200.302. This includes maintaining a budget that reflects
budgeted versus actual expenditures, tracking back to the four budget categories
and nine object classes as detailed within their budget of their application on SF424A – Budget Information (Non-Construction Programs).

2.

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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

3.

Purchase equipment necessary to administer the task force. These items may
include but are not limited to, laptop and desktop computers, cellular
telephones/wireless tablets, personal communication devices (e.g., smart
phones), printers, scanners, copy machines, office furniture, video conference
capability, etc.

4.

Recruit, train and maintain a roster of personnel to enable complete staffing of a
Type I US&R task force. Positions shall be staffed from within the task force
organization, unless prior approval is given by the US&R Branch. The rostered
staffing level shall be a maximum 210 personnel, plus up to 10% allowable
staffing overage, to address attrition, Incident Support Team (IST) members, etc.
The
to roster
theLminimum
140
. Dtask
E Pforce
A R shall
T Mpursue
E N T theOgoal
F H
OME
A N D of
SE
C deployable
URITY
personnel; two deep at each of the 19 functional positions required for a Type I
configuration.

U.S
5.

The task force shall procure and maintain the required Hazardous Materials
(Hazmat) preparedness and response equipment and supplies and train
personnel according to current System policy. Doing so will allow the task force
to perform rescue operations in a contaminated environment, as defined in the
System’s Hazardous Materials (Hazmat) Concept of Operations.

6.

Ensure each task force member meets the necessary license, certification or
other professional qualification requirements of their assigned position at time of
deployment. Further ensure that the task force has the documentation on file to
verify currency.

7.

The task force may use funds to cover salary and travel for product research and
development efforts, when authorized by the US&R Branch who will coordinate
with the Grant Programs Directorate.

8.

The task force may use funds to cover salary and travel to enable task force
personnel to collaborate with federal, state, or other entities (e.g., other US&R
assets or emergency responders) to enhance the capabilities of the System.

9.

Ensure the task force is prepared for AREs by completing an internal selfevaluation operational readiness and preparedness survey (Phase I Evaluation)
as provided by the US&R Branch. The completed electronic copy of the selfevaluation shall be submitted as directed by the annual Program Directive.

10.

Submit to the US&R Branch the following items on one password-protected
compact disk (CD) by January 31st:
a. A current task force US&R equipment cache database in a Microsoft
Access-compatible database format. This database shall include both
equipment caches.
b. A current Time-Phased Force Deployment Data (TPFDD) form (“Aircraft
Loading Data”), in a format provided by the US&R Branch.
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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

c. A transportation plan including all vehicles and trailers for both a Type I
and Type III over-the-road configuration.
d. For the three task forces that maintain one of the Incident Support Team
(IST) equipment caches, submit an Annual Maintenance and Inventory
Log.
e. For the seven task forces that maintain one of the Hazmat Equipment
Push Packages (HEPP) caches, submit an Annual Maintenance and
Inventory Log.

11.

U.S

Ensure funds are properly allocated, accounted for, and reported for those task
force members who serve as Sponsoring Agency Chief Representatives,
Advisory
Group
. D E PGroup
A R TChair,
M E Deputy
N T OAdvisory
F HO
M E Chair,
L A NIST
D Representative,
SECURITY
Functional Group Leaders, Deputy Functional Group Leaders, Subgroup
Leaders, National and Divisional Task Force Representatives, Incident Support
Team leadership as appropriate and authorized by the US&R Branch. These
funds are intended to defray personnel salary, backfill, travel and other
administrative costs associated with these positions for assigned task forces in
accordance with Sponsoring Agency policies and Appendices D, E, F and G.

12.

Ensure timely reporting of expenditures for readiness activities carried out under
this agreement and timely delivery of Cooperative Agreement reporting. Refer to
Section IX, Reporting.

13.

As funding allows, ensure personnel salaries and expenses relating to task force
administration, development and training preparedness activities are paid in
accordance with established Sponsoring and Participating Agency
policies/practices and in a timely manner, but no later than 120 days after
completion of a training exercise. Appropriate personnel records shall be kept in
accordance with 2 CFR Part 200.

14.

Compliance with the National Incident Management System (NIMS) is a
condition for award of this Cooperative Agreement as outlined in Homeland
Security Presidential Directive 5, Managing Domestic Incidents. Sponsoring
Agencies must comply with the NIMS Implementation Activities established
annually by FEMA. Sponsoring Agencies must report NIMS compliance activities
in accordance with state and local NIMS guidance. Additionally, a certificate of
completion for each required course in accordance with current the Position
Descriptions must be located in each System task force member’s personnel
file. State offered NRF, NIMS, or equivalent certificates may be substituted for
those courses offered on the FEMA NIMS website provided they meet federal
NIMS standards. For further information on compliance and guidance, refer to
the following website: https://www.fema.gov/national-incident-managementsystem.

15.

Attend FEMA-sponsored or FEMA-approved System meetings, conferences, and
training sessions, or other events as directed by the US&R Branch as they relate
to the System. Other activities include on-site peer AREs, OREEs, quality
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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

assurance oversight of FEMA-sanctioned training courses, training with other
task forces, grants management training, non-federal search and rescue
meetings/activities (e.g., State Urban Search and Rescue (SUSAR) Alliance),
and research & development for equipment, as directed by the US&R Branch.
The US&R Branch is recommending allocation of certain funds as identified in
Appendix C for travel. All travel funds shall be accounted for under Management
and Administration and/or Training at the task force level.
16.

U.S

Provide complete medical evaluations and immunizations to task force members
as defined by the System’s Medical Subgroup. Medical screening should be
conducted, at a minimum, on a triennial basis for each task force member. Each
task force member must have a current Fit for Deployment form signed by the
examining
the S
medical
. D E P Aphysician
R T M on
E Nfile.
T This
O Fdocument
H O Malong
E L Awith
ND
E C Uevaluation
RITY
shall become part of each member’s personal medical record. Please refer to
the most current Program Directive.

17.

Expend at least 98% of the Cooperative Agreement funds for which the task
force has budgeted.

B.

TRAINING

1.

Provide System-related or System-required training for task force personnel,
including the delivery of local US&R training courses or other courses specifically
required by the System’s Position Descriptions or authorized by the US&R
Branch. This should include equipment specific training provided by the
manufacturer and authorized repair technician certification training to allow task
forces to have members certified to conduct manufacturer approved repairs inhouse.

2.

As funding permits, conduct at least one task force mobilization or deployment
exercise during the Cooperative Agreement period of performance. The task
force is encouraged to exercise as many task force members as possible during
this Cooperative Agreement.
a. A federal task force deployment is defined as a task force arriving at a
point of assembly during the period of performance and would satisfy this
requirement, as long as the Activation Order is filed with this Cooperative
Agreement Period of Performance.
b. Non-federal task force deployments could satisfy this requirement, but a
request to do so must be submitted to the US&R Branch for review and
approval.
c. If a task force is deployed, those funds originally set aside for a
deployment exercise may then be used for other System approved items
within the same budget category. This change must be addressed in the
Semi-Annual Performance Report. A budget change is only required
when funds are moved to another program budget category.

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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

3.

The task force should notify the US&R Branch of mobilization or full-scale
exercises as soon as the exercise is scheduled, but not later than 60 days before
the exercise begins. Notification should be brief, but include dates, scope of
exercise, number of participants, and other agencies involved. The intent of this
notification is to provide the US&R Branch planning information for AREs and
scheduling joint exercises with other DoD/federal Agencies. It does not take the
place of, and should not be confused with sanction request letters to obtain
FEMA approval of task force sponsored training and exercises in accordance
with the Training Program Administration Manual (TPAM), dated February 2013
(issued as US&R Program Directive 2013-005), or most current training manual.

4.

Submit an after-action report within 90 days of the completion of a mobilization or
full-scale
training
of D
more
consecutive
. D E Pexercise,
A R T MorEa N
T Oactivity
F H with
O Mduration
ELAN
S than
E C 24
UR
ITY
hours. Send the report to the attention of the US&R Branch Chief and written in
a format where lessons learned may be shared with other task forces in the
System.

U.S

5.

Ensure training and exercise activities of the task force meet System standards,
requirements and certifications. Ensure training records for all task force
personnel are kept in a central, secure location.

6.

Provide funding for expenses related to the acquisition, maintenance, training
and certification of Canine Search Teams. This statement is not related to the
funding provided to host canine evaluations.

7.

The task force is authorized to fund the acquisition, maintenance, training and
certification of Canine Search Teams – Human Remains Detection. This allows
the task force the ability to have this resource within the task force. Task force
support of this resource is voluntary.

8.

When authorized, ensure funds are distributed in support of hosting a System
Canine Search Team Certification Evaluation or Preparation, as identified in
Appendix E. When funding provided for the canine evaluations exceeds actual
costs, the excess allocated funds may be redirected to other System activities
that support the task force’s canine program under Items 6 & 7. If remaining
funds are used to cover costs under Items 6 and/or 7, provide this information
and the associated cost(s) in their Semi-Annual Performance Report submission.

9.

Provide third party grants management training to assigned task force Grant
Managers and Assistants who have not previously attended training. Grant
management training is mandatory for all task force Grants Managers and
Assistants. Grant management training is optional, but highly recommended, for
task force Program Managers and other key personnel assigned to System
administrative duties. Personnel should attend training from a facility that
provides a “Grants Certificate Program” and/or the US&R Grant Manager course.
The task force shall submit information regarding the program or classes to the
FEMA Grants Assistance Officer for written approval prior to registering or
attending any classes. The Grants Assistance Officer may be contacted for
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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

further information on classes offered. Examples of some grants management
courses are:
a. Managing Federal Grants and Cooperative Agreements for Recipients,
b. Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards: 2 CFR Part 200
c. Applying for Federal Grants and Cooperative Agreements
d. How to Prepare the Application Budget
e. Business Management Systems for Recipients
f. Audit of Federal Grants and Cooperative Agreements.
Every effort shall be made to attend continuing education by task force Grant
Managers and Assistants during the Cooperative Agreement to stay current with
regulation updates/changes.

U.S. DEPARTMENT OF HOMELAND SECURITY
10.

Provide appropriate database and systems training, as needed to task force
logistics and program management personnel to maintain personnel, equipment,
grant, financial and accountability records.

C.

EQUIPMENT

1.

The Sponsoring Agency is authorized to purchase equipment as listed in the
System’s most current approved FEMA Approved Equipment Cache List. Task
force personnel are reminded and directed not to exceed the current
manufacturer’s suggested retail price (MSRP), unless prior approval is received
in writing from the US&R Branch. Task force must follow Sponsoring Agency
procurement regulations, which are in accordance with 2 CFR Part 200, to
ensure reasonable prices are obtained. Special consideration is given to task
forces to purchase other equipment items in support of training, administrative,
and warehouse/maintenance needs. Any other equipment not specified above
can only be purchased after receiving written approval from the US&R Branch.

2.

Specific task forces are identified and provided funds to cover maintenance costs
of the IST “A”, “B” and “C” caches and medical kits. Cooperative Agreement
regulations apply to these funds and shall not be transferred to a Participating
Agency (See Appendix F).

3.

Specific task forces are also identified and provided funds to cover maintenance
costs of the seven HEPP caches in accordance with the most current version of
the System’s HEPP Concept of Operations, (See Appendix F). Cooperative
Agreement regulations apply to these funds and shall not be transferred to a
Participating Agency. These task forces are also required to submit an annual
HEPP maintenance cost estimate by October 30th of each year to the US&R
Branch’s Program Management Section Chief to assist with the budgeting for
future Cooperative Agreements, subject to the availability of funds. This cost
estimate shall be based on actual expenses incurred from the previous year and
any additional costs anticipated for the following year, as funding allows.

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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

4.

Task forces are to ensure that the full complement of Communications capability
that meets the requirements, per the current FEMA Approved Equipment Cache
List or any subsequent or interim cache list, has been purchased and/or identified
within the Sponsoring Agency for immediate deployment. This Communications
capability shall be maintained in a state of readiness for response. Service
agreements, as required, shall be in place for immediate use of equipment upon
activation. Communications capabilities shall be addressed in the following
priority order:
a. Satellite capability including satellite data via transportable .98-1.2M dish
system, mobile satellite data system(s), and handheld and mobile satellite
phones;
b. Radio UHF, VHF, 800MHz, Marine, and Air frequency capability, to

U . S . D Einclude
P A Rthe
TM
E N Tquantities
O F HofOportable
M E Lhandheld
A N D radio
S E Cunits;
U Rportable
ITY
required
base station(s), mobile and converti-com unit(s), and portable repeater(s);
and mobile radio units installed and operational in all task force prime
mover vehicles;
c. Cellular-based data and phone capability to include wireless mobile
hotspots and wireless phones.
Correcting deficiencies in task force communications capabilities remains a
priority within the FY2015 Cooperative Agreement Period of Performance.
5.

Purchase equipment necessary to conduct operations within the disciplines of
the task force (e.g., Communications, Search & Logistics). These items may
include but are not limited to, wireless tablets, personal communication devices
(e.g., smart phones), printers, etc.

6.

All equipment must be tracked as to its origin. Equipment that is procured
with this Cooperative Agreement funding shall be identified with the source,
cache list number and Cooperative Agreement number, in accordance with 2
CFR Part 200. Additionally, federal equipment shall be properly identified as to
the ownership and funding source (including Agency name and Cooperative
Agreement number or Disaster/contract number). The tracking can be
accomplished through procurement documents, through fields in a database, or
spreadsheet. It is the responsibility of each task force to develop a method of
tracking in accordance with this section. However, it should be a system that will
easily and quickly identify the information. Additionally, all procurement records
and receipts should be cross-referenced and coded with the Cooperative
Agreement number, cache list item number, Statement of Work section, or
source of origin, or a system to easily and quickly identify the information.

7.

Transportation equipment is authorized for purchase as part of this Cooperative
Agreement with prior approval from the US&R Branch and Grants Assistance
Officer in writing.

8.

Equipment and prime mover vehicles purchased with federal funds or provided
by FEMA shall be for the use of the System and shall not be used for normal
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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

day-to-day operations of the Sponsoring or Participating Agency for
purposes that do not directly support the task force. However, this requirement
does not preclude the Sponsoring Agency from using this equipment or vehicles
on a local, regional or state disaster response or under other extraordinary
circumstance. The US&R Branch Chief shall be notified immediately in writing of
any exceptional use of the two US&R equipment caches that diminish the
response capability of the task force. The Sponsoring Agency is responsible for
replacement, re-supply and or repair of equipment used or consumed during
activities not associated with the System and immediate return to a state of
readiness.
9.

U.S

Title for the original cache, vehicles, and all equipment purchased under the
Cooperative
theOtask
(2 D
CFRSPart
. D E P A Agreements
R T M E N reside
T O with
F H
M Eforces
LAN
E C200).
URITY

10.

Title to the FEMA (i.e., “Second Cache”) equipment cache, as well as the IST
and HEPP Caches, which were purchased and distributed to their respective task
forces by FEMA, resides with FEMA.

11.

Title for any equipment purchased under this Cooperative Agreement directly by
a task force shall reside with the task force.

12.

Should the task forces transfer, sell, or scrap any of the equipment and/or
vehicles, they are required to first ask for prior written approval and disposition
instructions from the US&R Branch and Grants Assistance Officer for all
federally-furnished equipment and all grant-purchased equipment with a single
item value over $5,000 (in accordance with 2 CFR Part 200 and FEMA Manual
119-7-1, or current edition at time of disposition).

13.

For the purpose of accountability and safety, System task force is authorized to
purchase an identification (ID) system, as long as they meet the requirements
outlined in US&R Program Directive 2006-019 – Accountability and Medical
Information Cards.

D.

MAINTENANCE AND STORAGE

1.

Maintain an accountability of property acquired under Cooperative Agreement
funding, distributed federal property and acquired federal excess property.
Provide an annual report to FEMA on the status of federal property on January
31st of each year, as part of the database submittal to the US&R Warehouse.
Conduct an inventory of federal property and property acquired under
Cooperative Agreement funding, in accordance with 2 CFR Part 200.

2.

Provide manufacturer’s recommended maintenance and repair to US&R
equipment acquired and specifically identified on the System’s current FEMA
Approved Equipment Cache List. Also, provide maintenance and repair to any
supplemental equipment as approved by FEMA, which was purchased with
FEMA funding and delivered to the task forces, purchased during a federal
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12

US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

System response, or was acquired with FEMA approval through the Federal
Excess Property Program. Task forces are expected to perform routine
maintenance of equipment to maintain a state of readiness.
3.

U.S

As part of the operational readiness of each task force, all US&R equipment shall
be maintained in an immediate state of readiness in a cache storage facility or
facilities. This may include planning and engineering and other costs for
development, maintenance, and/or lease of storage facilities and associated
equipment for US&R equipment and supplies. Any costs for upgrades to existing
warehouse facilities associated with this funding must be included in the budget
narrative or submitted as a budget change and be approved by the US&R
Branch and the Grants Assistance Officer prior to the start of any work. Task
force
theyH
are
on the
. D personnel
E P A R Tare
Mreminded,
E N T Oif F
O relying
M E Ltotally
AND
S ECooperative
CURITY
Agreement for funding leased warehouse space, they are not permitted to enter
into agreements for longer than the Period of Performance of the Cooperative
Agreement. However, contracts can be written with an available funds clause or
“option” years for protection. This Cooperative Agreement may not be used for
funding new capital construction. However, costs associated with leasing,
upgrading, minor renovations and modifications of existing warehouse facilities
that do not change the footprint of the structure are permitted.

4.

The day-to-day repair, maintenance, storage and administrative costs for all
equipment purchased or provided by FEMA will be accomplished via this
Cooperative Agreement funding provided and in accordance with the cost
principles (2 CFR Part 200). Refer to 2 CFR Part 200, Subpart E for specific
guidance on purchasing insurance.

IX.

REPORTING
The Sponsoring Agency shall use the following procedure for reporting. There
are several types of reports required for this agreement. Refer to Appendix H for
specific instructions and points of contact to submit all reports and deliverables.

A.

REQUIREMENTS

1.

Task Force Self-Evaluation: as identified in Section VIII, Subsections A.9 of
this document is due when directed by the US&R Branch, using the National
US&R Response System Task Force Self-Evaluation Scoresheet (FEMA Form
089-0-14).
Equipment Database CD submittal: as identified in Section VIII, Subsections
A. 10 and D. 1. Provide FEMA with an updated database of the task force US&R
equipment cache (both federally-owned and grant purchased). Also provide a
current TFPDD form, in a format provided by the US&R Branch and a
transportation plan including all vehicles and trailers for both a Type I and Type
III over-the-road configuration. Copy files onto one CD and forward the disk to
the US&R Branch by overnight carrier. This CD shall be submitted with a cover
letter addressed to the US&R Branch directed in Appendix H by January 31st.

2.

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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

Those task forces who have been identified to maintain one of the three ISTs
and/or one of the seven HEPP caches are also required to submit the inventory
of these caches as well.
3.

HEPP Maintenance Annual Cost Estimates: Those task forces who have been
identified to maintain one of the seven HEPP caches are required to submit an
annual HEPP maintenance cost estimate by October 30th of each year to the
US&R Branch’s Program Management Section Chief. This information will be
used to assist with the budgeting for future Cooperative Agreements, subject to
the availability of funds. This cost estimate shall be based on actual expenses
incurred from the previous year and any additional costs anticipated for the
following year, as funding allows.

U.S. DEPARTMENT OF HOMELAND SECURITY
4.

The Semi-Annual Performance Report is due to the US&R Branch for the
duration of this agreement and is a written report providing a narrative and
expenditures, as explained below.
a. The Sponsoring Agency shall electronically send a report semi-annually
by January 30th (covering the time period of July 1st through December
31st) and by July 30th (covering the time period of January 1st through
June 30th) of each year until the Cooperative Agreement is closed.
b. The Performance Report shall include task force accomplishments and
the total budgeted, expenditures and balance for the Cooperative
Agreement funding within the following areas:
Administration/Management, Training, Equipment, and
Maintenance/Storage.
c. Performance Narrative and Funds Report (FEMA Form 089-0-11) shall be
used.
d. Completed Performance Report shall be uploaded into the NDGrants
System, or as otherwise directed.
e. All changes, whether requiring prior approval or not, shall be noted in the
Performance Fund Reports and subsequent closeout documents.
f. The Final Performance Reports shall be included in the completed
closeout package and emailed to the US&R Branch and FEMA Grant
Programs Directorate, unless otherwise directed.

5.

The Federal Financial Report (FFR) SF-425, also referred to as the quarterly
financial report, is due within 30 days after each quarter ends. Each task force
will complete and submit a quarterly SF-425 through the Payment and Reporting
System (PARS). Future awards and fund drawdowns may be withheld if these
reports are delinquent. The quarters are separated as follows: October through
December, January through March, April through June, and July through
September.
Reporting periods and due dates:
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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work






6.

U.S

B.

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

Financial and Compliance Audit Report. Recipients that expend $750,000 or
more of federal funds during their fiscal year are required to submit an
organization-wide financial and compliance audit report. The audit must be
performed in accordance with the U.S. General Accountability Office,
Government Auditing Standards, located at
http://www.gao.gov/govaud/ybk01.htm, and 2 CFR Part 200, Subpart F, Audit
. D E P A R TAudit
M Ereports
N T are
O Fcurrently
HOM
E to
L the
A NFederal
D SE
CURITY
Requirements.
due
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 2015 Cooperative Agreement 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 Cooperative
Agreement.
CLOSEOUT REPORTS

The scope of work identified in the task force’s approved budget plan for the
Cooperative Agreement must be completed within the Period of Performance. The
task force will have 90 days after the Period of Performance to complete the final
payments, and prepare the closeout documents. If unable to complete the closeout
process by the due date, the task force must contact the Grant Programs Directorate
and US&R Branch to request an extension of the closeout period. At a minimum the
following closeout documents must be submitted:
1.

Cover Letter – Should address the closeout of the Cooperative Agreement and
the number. Please note any items that are not applicable. If the equipment
and/or supplies are maintained by the task force then they will need to include a
statement that the equipment/supplies will be used for their intended purpose of
the Cooperative Agreement, over the life cycle of the equipment/supplies.

2.

Final Performance Report should include a summary of qualitative
accomplishments that the Cooperative Agreement has made for the duration of
the grant period. Quantitative data shall be used to support any impact
statements. The report should be broken out into the four program categories:
Administrative/Management, Training, Equipment, and Storage/Maintenance,
with a total amount spent, by category.

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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

3.

Final Federal Financial Report (FFR): A standard government-wide FFR (SF425) is required.

4.

Equipment Inventory: This form is required if items purchased with federal
grant funds has a current fair market value of $5,000 or higher, per single item
must be reported. If the task force does not have any items to report that meet
the threshold, provide a copy of the form noting such or provide a statement in
the Performance Report or Cover Letter to indicate the same information.
Provide a statement expressing the intent to continue use of federallyfurnished Property for the System, as noted in the most recent equipment
CD submission.

5. . S Inventory
of R
Unused
grant
U
. DEPA
T M EorN Residual
T O F Supplies
H O M Epurchased
L A N Dwith
S federal
ECUR
I Tfunds,
Y

which in the aggregate exceed $5,000 must be reported. If the task force does
not have any residual supplies in the aggregate that exceeds $5,000, provide a
copy of the form noting such or provide a statement in the Performance Report or
Cover Letter to indicate the same information.

6.

Patent/Invention Disclosure: Provide a copy of the completed form if
applicable. If the task force does not have any patents or inventions provide a
copy of the form noting such or provide a statement in the Performance Report or
Cover Letter to indicate such.

7.

Refund Checks: If appropriate, a check should be made payable to FEMA to
return any federal funds drawn under the Cooperative Agreement but not
expended. This may also include interest earned in excess of the allowable $100
for state, local, and Indian Tribal Governments, or $250 for all others that are
allowable for administrative expenses, or any other appropriate financial
adjustment due FEMA, including Audit adjustments.

8.

Record Keeping/Retention: Retain records pursuant to the Cooperative
Agreement conditions. Cooperative Agreement records should include a copy of
the award document, Cooperative Agreement articles, ledgers, documentation of
expenditures, documentation-copies of cancelled checks, paid invoices, payrolls,
time and attendance records, contract records, etc. As a reminder, all Single
Audits must be completed covering the period of performance for the grant and
all Single Audit Findings must be resolved prior to the final closeout of the
Cooperative Agreement. Upon completion of all required actions, the submission
of all required items, and any appropriate financial adjustments and payments,
FEMA will advise the task force in writing when the award can be considered
closed out. This information must be kept for three years after the date of
submission of the final closeout documents or later date if the Sponsoring
Agency requires a longer record retention period. See 2 CFR Part 200.333
through 337 for further information about the items in this paragraph.

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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

C.

TIMELINES

1.

Task Force Self-Evaluation: Submitted as directed by the US&R Branch, by
way of a US&R Program Directive

2.

Equipment Database CD (including inventory of Federally-owned equipment,
HEPP Cache and IST Cache, where applicable) due January 31st to US&R
Warehouse, US&R Branch only.

3.

U.S

HEPP Maintenance Annual Cost Estimates: due from those task forces who
have
oneH
of O
theMseven
. D been
E P Aidentified
R T M to
E maintain
NT OF
E L HEPP
A N Dcaches,
S E Csubmit
U R I an
TY
annual HEPP maintenance cost estimate by October 30th of each year.

4.

The Semi-Annual Performance Report: due by January 30th and July 30th
each year during the Period of Performance.

5.

The Quarterly Federal Financial Report (FFR) – SF-425, due within 30 days
after the end of each quarter: January 30th, April 30th, July 30th, October 30th.

6.

Final Performance Report: due to FEMA within 90 days after the Period of
Performance expires.

7.

The Final Federal Financial Report (FFR), SF-425, due within 90 days after the
Period of Performance expires.

8.

Equipment Inventory and Inventory of Unused or Residual Supplies and
Tangible Personal Property Report (SF-428) due within 90 days after the
Period of Performance expires.

9.

Final Payment/Unexpended Funds: due within 90 days after the Period of
Performance expires.

Task forces must be current with all reports at the time of award of this Cooperative
Agreement.

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US&R Task Force FY 2015 Readiness Cooperative Agreement - Statement of Work

X.

TIME IS OF THE ESSENCE

FEMA is providing an annual Readiness Cooperative Agreement and it is strongly
recommended that the Sponsoring Agency seek expedited approval for the acceptance
and management of the Cooperative Agreement. The US&R Branch and Grant
Programs Directorate acknowledge the time-sensitive nature of processing and
awarding the Cooperative Agreement and will make every effort to expedite the
process. The U.S. Congress closely scrutinizes the timely spending of Readiness
Cooperative Agreement funds and failure to meet necessary requirements and time
frames may result in the loss of funding for this and future Cooperative Agreement
periods.
U
.S. DEPARTMENT OF HOMELAND SECURITY

The US&R Branch will ensure all necessary documentation is provided to all
eligible task forces:
B
C
D
E
F
G
H

US&R Response System Task Force Narrative Workbook (FEMA Form 089-0-10)
Cooperative Agreement Funding – Recommended Allocations
Task Force Allocations and Budget Totals
Administration Budget
Special Cache Allocations (HEPP, IST, Medical)
List of US&R Advisory Organization Members
Summary of Deliverables

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