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Contract No. 2015-2655
7/1,0/2015 Award Package U.S. Department of Homela 2015 -2655 Washington, D.C. 20472 FEMA 1�XD Mr.Gary Gorman Columbia Heights 825 41 st Ave N E Columbia Heights, Minnesota 55421 -2910 Re: Grant No.EMW- 2014 -FH -00780 Dear Mr. Gorman: Congratulations, on behalf of the Department of Homeland Security, your application for financial assistance submitted under the Fiscal Year (FY) 2014 Staffing for Adequate Fire and Emergency Response (SAFER) Grant has been approved in the amount of $335,282.00. As a condition of this award, you are required to contribute a cost match in the amount of $0.00 of non - Federal funds, or 0 percent of the Federal contribution of $335,282.00. Before you request and receive any of the Federal funds awarded to you, you must establish acceptance of the award through the Assistance to Firefighters Grant Programs' a -grant system. By accepting this award, you acknowledge that the terms of the following documents are incorporated into the terms of your award: • Summary Award Memo • Agreement Articles (attached to this Award Letter) • Obligating Document (attached to this Award Letter) • FY 2014 Staffing for Adequate Fire and Emergency Response (SAFER) Grant Funding Opportunity Announcement. Please make sure you read, understand, and maintain a copy of these documents in your official file for this award. Prior to requesting Federal funds, all recipients are required to register in the System for Award Management (SAM.gov). As the recipient, you must register and maintain current information in SAM.gov until you submit the final financial report required under this award or receive the final payment, whichever is later. This requires that the recipient review and update the information annually after the initial registration, and more frequently for changes in your information. There is no charge to register in SAM.gov. Your registration must be completed on -line at https: / /www.sam.gov /portal /public /SAM /. It is your entity's responsibility to have a valid DUNS number at the time of registration. In order to establish acceptance of the award and its terms, please follow these instructions: Step 1: Please go to httl2s: / /portal.fema.gov to accept or decline your award. This will take you to the Assistance to Firefighters eGrants system. Enter your User Name and Password as requested on the login screen. Your User Name and Password are the same as those used to complete the application on -line. Once you are in the system, the Status page will be the first screen you see. On the right side of the Status screen, you will see a column entitled Action. In this column, please select the View Award Package from the drop down menu. Click Go to view your award package and indicate your acceptance or declination of award. PLEASE NOTE: your period of performance has begun. If you wish to accept your grant, you should do so immediately. When you have finished, we recommend printing your award package for your records. Step 2: If you accept your award, you will see a link on the left side of the screen that says "Update 1199A" in the Action column. Click this link. This link will take you to the SF- 1199A, Direct Deposit Sign -up Form. Please complete the SF -1199A on -line if you have not done so already. When you have finished, you must submit the form electronically. Then, using the Print 1199A Button, print a copy and take it to your bank to have the bottom portion completed. Make sure your application number is on the form. After your bank has filled out their portion of the form, you must fax a copy of the form to FEMA's SF -1199 Processing Staff at 301 - 998 -8699. You should keep the original form in your grant files. After the faxed version of your SF 1199A has been reviewed you will receive an https:// eservices. fema. gov /FemaFireGranYfiregrartrjsp/fire admirVawards/ spec /view awardjp ackage. do? agrcernenrtNo= EMw- 2014FH- 00780&priritaward =... 2/19 7/10+2015 Award Package email indicating the form is approved. Once approved you will be able to request payments online. If you have any questions or concerns regarding your 1199A, or the process to request your funds, please call (866) 274 -0960. Sincerely, Brian E. Kamoie Assistant Administrator Grant Programs Directorate https:ll eservices. fema. go vlFemaFireGranttfiregranUsp.(fire admirVawardslspectview award_package. do? agreementNo-EMW- 2014FH- 00780&printaward =... 3119 7/90/2015 Award Package Summary Award Memo SUMMARY OF ASSISTANCE ACTION STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE GRANTS Application INSTRUMENT: GRANT AGREEMENT NUMBER: EMW- 2014 -FH -00780 GRANTEE: Columbia Heights DUNS NUMBER: 556467579 AMOUNT: $335,282.00, Hiring Project Description The purpose of the Staffing for Adequate Fire and Emergency Response Program is to protect the health and safety of the public and firefighting personnel against fire and fire- related hazards. After careful consideration, FEMA has determined that the recipient's project or projects submitted as part of the recipient's application, and detailed in the project narrative as well as the request details section of the application - including budget information - was consistent with the Staffing for Adequate Fire and Emergency Response Grant program's purpose and worthy of award. The projects approved for funding are indicated by the budget or negotiation comments below. The recipient shall perform the work described in the grant application for the recipient's approved project or projects as itemized in the request details section of the application and further described in the grant application narrative. The content of the approved portions of the application — along with any documents submitted with the recipient's application - are incorporated by reference into the terms of the recipient's award. The recipient may not change or make any material deviations from the approved scope of work outlined in the above referenced sections of the application without prior written approval, via amendment request, from FEMA. Period of Performance 01- JAN -16 to 31- DEC -17 Amount Awarded The amount of the award is detailed in the attached Obligating Document for Award. The following are the budgeted estimates for object classes for this grant (including Federal share plus recipient match): Personnel: $230,348.00 Fringe Benefits $104,934.00 Travel $0.00 Equipment $0.00 Supplies $0.00 Contractual $0.00 Construction $0.00 Other $0.00 Indirect Charges $0.00 Total $335,282.00 https: lleservic-es. fema .govIFemaFireGranttfiregrarytrjsp(fire admirgawardslspecMiew _awardj)ackage.do ?agreenentNo= EMW- 2014-FH- 0078OWirrtavuard =... 4119 7/10/2015 Award Package NEGOTIATION COMMENTS IF APPLICABLE (max 8000 characters) Any questions pertaining to your award package, please contact your GPD Grants Management Specialist: Sharon Cargo at sharon.cargo @dhs.gov. FEMA Officials Program Officer: The Program Specialist is responsible for the technical monitoring of the stages of work and technical performance of the activities described in the approved grant application. If you have any programmatic questions regarding your grant, please call the AFG Help Desk at 866 - 274 -0960 to be directed to a program specialist. Grants Assistance Officer: The Assistance Officer is the Federal official responsible for negotiating, administering, and executing all grant business matters. The Officer conducts the final business review of all grant awards and permits the obligation of federal funds. If you have any questions regarding your grant please call ASK -GMD at 866- 927 -5646 to be directed to a Grants Management Specialist. Grants Operations POC: The Grants Management Specialist shall be contacted to address all financial and administrative grant business matters for this grant award. If you have any questions regarding your grant please call ASK -GMD at 866- 927 -5646 to be directed to a specialist. ADDITIONAL REQUIREMENTS (IF APPLICABLE) (max 8000 characters) Any questions pertaining to your award package, please contact your GPD Grants Management Specialist: Sharon Cargo at sharon.cargo@dhs.gov. https: / /eservices. fema. gov /FemafireGrard/firegrartrjsp/fire admiNawards /spec/ view_ award_package. do? agreementNo= EMW- 2014FH- 00780&prirrtaward =... 5119 7/10/2015 Award Package Agreement Articles Z-4`' T!!� F U.S. Department of Homeland Security FEMA Washington, D.C. 20472 AGREEMENT ARTICLES STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE (SAFER) Grants GRANTEE: Columbia Heights PROGRAM: Staffing for Adequate Fire and Emergency Response (SAFER) - Hiring AGREEMENT NUMBER: EMW- 2014 -FH -00780 AMENDMENT NUMBER: TABLE OF CONTENTS Article I Assurances, Administrative Requirements and Cost Principles Article II Acknowledgement of Federal Funding from DHS Article III Activities Conducted Abroad Article IV Age Discrimination Act of 1975 Article V Americans with Disabilities Act of 1990 Article VI Best Practices for Collection and Use of Personally Identifiable Information (PII) Article VII Title VI of the Civil Rights Act of 1964 Article VIII Civil Right Act of 1968 Article IX Copyright Article X Debarment and Suspension Article XI Drug -Free Workplace Regulations Article X I I Duplication of Benefits Article XIII Energy Policy and Conservation Act Article XIV Reporting Subawards and Executive Compensation Article XV False Claims Act and Program Fraud Civil Remedies Article XVI Federal Debt Status Article XVII Fly America Act of 1974 Article XVIII Hotel and Motel Safety Act of 1990 Article XIX Limited English Proficiency (Civil Rights Act of 1964, Title VI) Article XX Lobbying Prohibitions https:lleservices.fema.gov /Fern aFireGranUriregrantrjspffire _admiril awardsl speclview _award_Dackaue,do ?agreementNo = ENIw -2014 FH- 00780&printaward =... 6119 7/10/2015 The administrative requirements and cost principles that apply to DHS award recipients originate from: 2 C.F.R. Part 200, Uniform Administrative Requirement, Cost Principles, and Audit Requirements for Federal Awards, as adopted by DHS at 2 C.F.R. Part 3002. II. Acknowledgement of Federal Funding from DHS All recipients must acknowledge their use of federal funding when issuing statements, press releases, requests for proposals, bid invitations, and other documents describing projects or programs funded in whole or in part with Federal funds. III. Activities Conducted Abroad All recipients must ensure that project activities carried on outside the United States are coordinated as necessary with appropriate government authorities and that appropriate licenses, permits, or approvals are obtained. IV. Age Discrimination Act of 1975 All recipients must comply with the requirements of the Age Discrimination Act of hVs: / /eservices. fema. gov /FemaFireGrarrt/firegrantrjsp/fire admir✓ awards / spec /view awardj)ackage. do? agrcementNo= EMW- 2014FH- 00780&prirrtaward =... 7/19 Award Package Article XXI Non - supplanting Requirement Article XXII Patents and Intellectual Property Rights Article XXIII Procurement of Recovered Materials Article XXIV Contract Provisions for Non - federal Entity Contracts under Federal Awards Article XXV SAFECOM Article XXVI Terrorist Financing E.O. 13224 Article XXVI I Title IX of the Education Amendments of 1972 (Equal Opportunity in Education Act) Article XXVII Trafficking Victims Protection Act of 2000 Article XXIX Rehabilitation Act of 1973 Article XXX USA Patriot Act of 2001 Article XXXI Use of DHS Seal, Logo and Flags Article XXXII Whistleblower Protection Act Article XXXIII DHS Specific Acknowledgements and Assurances Article XXXIV System of Award Management and Universal Identifier Requirements Article XXXV Animal Welfare Act of 1966 Article XXXVI Protection of Human Subjects Article XXXVII Incorporation by Reference of Funding Opportunity Announcement Article XXXVII I Acceptance of Post Award Changes I. Assurances, Administrative Requirements and Cost Principles Recipients of DHS federal financial assistance must complete OMB Standard Form 424B Assurances — Non - Construction Programs. Certain assurances in this document may not be applicable to your program, and the awarding agency may require applicants to certify additional assurances. Please contact the program awarding office if you have any questions. The administrative requirements and cost principles that apply to DHS award recipients originate from: 2 C.F.R. Part 200, Uniform Administrative Requirement, Cost Principles, and Audit Requirements for Federal Awards, as adopted by DHS at 2 C.F.R. Part 3002. II. Acknowledgement of Federal Funding from DHS All recipients must acknowledge their use of federal funding when issuing statements, press releases, requests for proposals, bid invitations, and other documents describing projects or programs funded in whole or in part with Federal funds. III. Activities Conducted Abroad All recipients must ensure that project activities carried on outside the United States are coordinated as necessary with appropriate government authorities and that appropriate licenses, permits, or approvals are obtained. IV. Age Discrimination Act of 1975 All recipients must comply with the requirements of the Age Discrimination Act of hVs: / /eservices. fema. gov /FemaFireGrarrt/firegrantrjsp/fire admir✓ awards / spec /view awardj)ackage. do? agrcementNo= EMW- 2014FH- 00780&prirrtaward =... 7/19 7/10/2015 Award Package 9975 (42 U.S.C. § 6101 et seg.), which prohibits discrimination on the basis of age in any program or activity receiving Federal financial assistance. V. Americans with Disabilities Act of 1990 All recipients must comply with the requirements of Titles I, 11, and II I of the Americans with Disabilities Act, which prohibits recipients from discriminating on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §„ 12101- 12213). VI. Best Practices for Collection and Use of Personally Identifiable Information (PII) All recipients who collect PII are required to have a publically- available privacy policy that describes what PII they collect, how they use the PII, whether they share PII with third parties, and how individuals may have their PII corrected where appropriate. Award recipients may also find as a useful resource the DHS Privacy Impact Assessments: Privacy Guidance and Privacy template respectively. VII. Title VI of the Civil Riahts Act of 1964 All recipients must comply with the requirements of Title VI of the Civil Rights Act of 1964 (42 U.S.C. & 2000d et seq.), which provides that no person in the United States will, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. Implementing regulations for the Act are found at 6 C.F.R. Part 21 and 44 C.F.R. Part 7. VIII. Civil Rights Act of 1968 All recipients must comply with Title Vlll of the Civil Rights Act of 1968, which prohibits recipients from discriminating in the sale, rental, financing, and advertising of dwellings, or in the provision of services in connection therewith, on the basis of race, color, national origin, religion, disability, familial status, and sex (42 U.S.C. 3601 et s� Mc..), as implemented by the Department of Housing and Urban Development at 24 C.F.R. Part 100. The prohibition on disability discrimination includes the requirement that new multifamily housing with four or more dwelling units —i.e., the public and common use areas and individual apartment units (all units in buildings with elevators and ground -floor units in buildings without elevators) —be designed and constructed with certain accessible features (see 24 C.F.R. & 100.201). IX. Copyright All recipients must affix the applicable copyright notices of 17 U.S.C. §§ 401 or 402 and an acknowledgement of Government sponsorship (including award number) to any work first produced under Federal financial assistance awards, unless the work includes any information that is otherwise controlled by the Government (e.g., classified information or other information subject to national security or export control laws or regulations). X. Debarment and Suspension All recipients must comply with Executive Orders 12549 and 12689, which provide protection against waste, fraud and abuse by debarring or suspending those persons deemed irresponsible in their dealings with the Federal government. XI. Drug -Free Workplace Regulations https: lleservices. fema. gav IFemaFireGranttfiregrartrjsptfire omirilawardslspect view _awardj3ackage.do ?agreamentNo =E .SAW- 2014FH- 00780&prirrtaward =... 8/19 7/10/2015 Award Package All recipients must comply with the Drug -Free Workplace Act of 1988 (41 U.S.C. § 701 of sea.), which requires that all organizations receiving grants from any Federal agency agree to maintain a drug -free workplace. DHS has adopted the Act's implementing regulations at 2 C.F.R Part 3001. XII. Duplication of Benefits Any cost allocable to a particular Federal award provided for in 2 C.F.R. Part 200, Subpart E may not be charged to other Federal awards to overcome fund deficiencies, to avoid restrictions imposed by Federal statutes, regulations, or terms and conditions of the Federal awards, or for other reasons. However, this prohibition would not preclude the non - Federal entity from shifting costs that are allowable under two or more Federal awards in accordance with existing Federal statutes, regulations, or the terms and conditions of the Federal awards. XIII. Energy Policy and Conservation Act All recipients must comply with the requirements of 42 U.S.C. § 6201 which contain policies relating to energy efficiency that are defined in the state energy conservation plan issues in compliance with this Act. XIV. Reporting Subawards and Executive Compensation a. Reporting of first -tier subawards. 1. Applicability. Unless you are exempt as provided in paragraph d. of this award term, you must report each action that obligates $25,000 or more in Federal funds that does not include Recovery funds (as defined in section 1512(a)(2) of the American Recovery and Reinvestment Act of 2009, Pub. L. 111 -5) for a subaward to an entity (see definitions in paragraph e. of this award term). 2. Where and when to report. i. You must report each obligating action described in paragraph a.1. of this award term to http.lAvww.fsrs.gov. ii. For subaward information, report no later than the end of the month following the month in which the obligation was made. (For example, if the obligation was made on November 7, 2010, the obligation must be reported by no later than December 31, 2010.) 3. What to report. You must report the information about each obligating action that the submission instructions posted at httpJAvww.fsrs.gov specify. b. Reporting Total Compensation of Recipient Executives. 1. Applicability and what to report. You must report total compensation for each of your five most highly compensated executives for the preceding completed fiscal year, if- i. the total Federal funding authorized to date under this award is $25,000 or more; Mips: / /eservices. Tema. gov /FemaFireGranVfiregrartUsp/fire admintawards/ spec /view award_package. do? agreementNo-EMW- 2014FH- 00780&prirdaward--... 9119 7/1 01201 5 Award Package ii. in the preceding fiscal year, you received— (A) 80 percent or more of your annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and (B) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and iii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http:// www .sec.gov/answers/execomp.htm.) 2. Where and when to report. You must report executive total compensation described in paragraph b.1. of this award term: i. As part of your registration profile at https.IAvww.sam.gov. ii. By the end of the month following the month in which this award is made, and annually thereafter. c. Reporting of Total Compensation of Subrecipient Executives. 1. Applicability and what to report. Unless you are exempt as provided in paragraph d. of this award term, for each first -tier subrecipient under this award, you shall report the names and total compensation of each of the subrecipient's five most highly compensated executives for the subrecipient's preceding completed fiscal year, if- i. in the subrecipient's preceding fiscal year, the subrecipient received (A) 80 percent or more of its annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and (B) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and Federal financial assistance subject to the Transparency Act (and subawards); and ii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation Mps: / /eservices.fema.gov /Fem aFi reGrantlfiregrantrjsp/fire_admi r✓ awards/ spectview _awardj)ackage.do ?agreementN o=EM W -2014 FH-00780&printaward. . . 10/19 7/10/2015 Award Package information, see the U.S. Security and Exchange Commission total compensation filings at http:// www .sec.gov/answers/execomp.htm.) 2. Where and when to report. You must report subrecipient executive total compensation described in paragraph c.1. of this award term: i. To the recipient. ii. By the end of the month following the month during which you make the subaward. For example, if a subaward is obligated on any date during the month of October of a given year (i.e., between October 1 and 31), you must report any required compensation information of the subrecipient by November 30 of that year. d. Exemptions If, in the previous tax year, you had gross income, from all sources, under $300,000, you are exempt from the requirements to report: i. Subawards, and ii. The total compensation of the five most highly compensated executives of any subrecipient. e. Definitions. For purposes of this award term: 1. Entity means all of the following, as defined in 2 C F R part 25: i. A Governmental organization, which is a State, local government, or Indian tribe; ii. A foreign public entity; iii. A domestic or foreign nonprofit organization; iv. A domestic or foreign for - profit organization; v. A Federal agency, but only as a subrecipient under an award or subaward to a non - Federal entity. 2. Executive means officers, managing partners, or any other employees in management positions. 3. Subaward.- i. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. ii. The term does not include your procurement of property and services needed to carry out the project or program (for further explanation, see Sec. — .210 of the attachment to OMB Circular A- 133, "Audits of States, Local Governments, and Non - Profit Organizations "). https:lleser ices. fema. gov /FemaFireGrantlfiregrartrjsptfire admirVawards /spec/ view_ awardimckage. do? agreementNo= EMW- 2014FH- 00780&prirdaward... 11/19 7/1012015 Award Package iii. A subaward may be provided through any legal agreement, including an agreement that you or a subrecipient considers a contract. 4. Subrecipient means an entity that: i. Receives a subaward from you (the recipient) under this award; and ii. Is accountable to you for the use of the Federal funds provided by the subaward. 5. Total compensation means the cash and noncash dollar value earned by the executive during the recipient's or subrecipient's preceding fiscal year and includes the following (for more information see 17 CFR 229.402(c)(2)): L Salary and bonus. ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R), Shared Based Payments. iii. Earnings for services under non- equity incentive plans. This does not include group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of executives, and are available generally to all salaried employees. iv. Change in pension value. This is the change in present value of defined benefit and actuarial pension plans. v. Above - market earnings on deferred compensation which is not tax - qualified. vi. Other compensation, if the aggregate value of all such other compensation (e.g. severance, termination payments, value of life insurance paid on behalf of the employee, perquisites or property) for the executive exceeds $10,000. XV. False Claims Act and Proaram Fraud Civil Remedies All recipients must comply with the requirements of 31 U.S.C. §3729 which set forth that no recipient of federal payments shall submit a false claim for payment. See also 38 U.S.C. § 3801 -3812 which details the administrative remedies for false claims and statements made. XVI. Federal Debt Status All recipients are required to be non - delinquent in their repayment of any Federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowances, and benefit overpayments. See OMB Circular A -129 and form SF- 424B, item number 17 for additional information and guidance. XVII. Fly America Act of 1974 All recipients must comply with Preference for U.S. Flag Air Carriers: (air carriers holding certificates under 49 U.S.C. § 41102) for international air transportation of people and property to the extent that such service is available, in accordance with https:// eservices. fema .gau /FemaFireGranVfiregraritrjsptfire admiMawards/spectview award oackaae. do? agreementNo=EMW- 2014FH- 00780&printaward... 12/99 7/1((2015 Award Package the International Air Transportation Fair Competitive Practices Act of 1974 (49 U.S.C. 4 0118) and the interpretative guidelines issued by the Comptroller General of the United States in the March 31, 1981, amendment to Comptroller General Decision 8- 138942. XVI II. Hotel and Motel Fire Safety Act of 1990 In accordance with Section 6 of the Hotel and Motel Fire Safety Act of 1990,15 U.S.C. �2225a, all recipients must ensure that all conference, meeting, convention, or training space funded in whole or in part with Federal funds complies with the fire prevention and control guidelines of the Federal Fire Prevention and Control Act of 1974, as amended, 15 U.S.C. §2225. XIX. Limited English Proficiency (Civil Rights Act of 1964. Title VIl All recipients must comply with the Title Vl of the Civil Rights Act of 1964 (Title VI) prohibition against discrimination on the basis of national origin, which requires that recipients of federal financial assistance take reasonable steps to provide meaningful access to persons with limited English proficiency (LEP) to their programs and services. Providing meaningful access for persons with LEP may entail providing language assistance services, including oral interpretation and written translation. In order to facilitate compliance with Title VI, recipients are encouraged to consider the need for language services for LEP persons served or encountered in developing program budgets. Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency (August 11, 2000), requires federal agencies to issue guidance to recipients, assisting such organizations and entities in understanding their language access obligations. DHS published the required recipient guidance in April 2011, DHS Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons, 76 Fed. Reg. 21755 - 21768, (April 18, 2011). The Guidance provides helpful information such as how a recipient can determine the extent of its obligation to provide language services; selecting language services; and elements of an effective plan on language assistance for LEP persons. For additional assistance and information regarding language access obligations, please refer to the DHS Recipient Guidance https: / /www dhsgov/ guidance - published - help - department- supported- organizations- provide - meaningful- access - people - limited and additional resources on http://www.lep.gov. XX. Lobbying Prohibitions All recipients must comply with 31 U.S.C. §1352, which provides that none of the funds provided under an award may be expended by the recipient to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any Federal action concerning the award or renewal. XXI. Non - supplanting Requirement All recipients who receive awards made under programs that prohibit supplanting by law must ensure that Federal funds do not replace (supplant) funds that have been budgeted for the same purpose through non - Federal sources. Where federal statues for a particular program prohibits supplanting, applicants or recipients may be required to demonstrate and document that a reduction in non - Federal resources occurred for reasons other than the receipt of expected receipt of Federal funds. XXII. Patents and Intellectual Property Rights https: / /eservices. fema. gw /FemaFireGranttfiregrantrspffire admirilawardsl spec /view award_package. do? agreementNo-EMW- 2014FH- 00780&printaward... 13(19 7/1012015 Award Package Unless otherwise provided by law, recipients are subject to the Bayh -Dole Act, Pub. L. No. 96 -517, as amended, and codified in 35 U.S.C. � 200 et seq. All recipients are subject to the specific requirements governing the development, reporting, and disposition of rights to inventions and patents resulting from financial assistance awards are in 37 C.F.R. Part 401 and the standard patent rights clause in 37 C.F.R. § 401.14. XXIII. Procurement of Recovered Materials All recipients must comply with section 6002 of the Solid waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. Part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired by the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. XXIV. Contract Provisions for Non-federal Entity Contracts under Federal Awards a.Contracts for more than the simplified acquisition threshold set at $150.000. All recipients who have contracts exceeding the acquisition threshold currently set at $150,000, which is the inflation adjusted amount determined by Civilian Agency Acquisition Council and the Defense Acquisition Regulation Council as authorized by 41 U.S.C. §1908, must address administrative, contractual, or legal remedies in instance where contractors violate or breach contract terms and provide for such sanctions and penalties as appropriate. b.Contracts in excess of $10.000. All recipients that have contracts exceeding $10,000 must address termination for cause and for convenience by the non - Federal entity including the manner by which it will be effected and the basis for settlement. XXV. SAFECOM All recipients who receive awards made under programs that provide emergency communication equipment and its related activities must comply with the SAFECOM Guidance for Emergency Communication Grants, including provisions on technical standards that ensure and enhance interoperable communications. XXVI. Terrorist Financing E.O. 13224 All recipients must comply with U.S. Executive Order 13224 and U.S. law that prohibit transactions with, and the provisions of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of recipients to ensure compliance with the E.O. and laws. https: l/ eservices. fema. govIFemaFireGranYfiregrargsptfire adrnirilawards /spec/ view_ awardj)ackage. do? agreemerdNo= EMW- 2014FH- 0©780$yprintaward... 14119 7/10/2015 Award Package XXVI I. Title IX of the Education Amendments of 1972 (Equal Opportunity in Education Act) All recipients must comply with the requirements of Title IX of the Education Amendments of 1972 (20 U.S.C. § 1681 et se q.), which provides that no person in the United States will, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any educational program or activity receiving Federal financial assistance. Implementing regulations are codified at 6 C.F.R. Part 17 and 44 C.F.R. Part 19 XXVIII. Trafficking Victims Protection Act of 2000 All recipients must comply with the requirements of the government -wide award term which implements Section 106(g) of the Trafficking Victims Protection Act (TVPA) of 2000, as amended (22 U.S.C. § 7104). This is implemented in accordance with OMB Interim Final Guidance, Federal Register, Volume 72, No. 218, November 13, 2007. Full text of the award term is located at 2 CFR 1§ 75.15. XXIX. Rehabilitation Act of 1973 All recipients of must comply with the requirements of Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. § 794, as amended, which provides that no otherwise qualified handicapped individual in the United States will, solely by reason of the handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. These requirements pertain to the provision of benefits or services as well as to employment. XXX. USA Patriot Act of 2001 All recipients must comply with requirements of the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act), which amends 18 U.S.C. §§ 175- -175c. Among other things, the USA PATRIOT Act prescribes criminal penalties for possession of any biological agent, toxin, or delivery system of a type or in a quantity that is not reasonably justified by a prophylactic, protective, bona fide research, or other peaceful purpose. XXXI. Use of DHS Seal. Logo and Fins All recipients must obtain DHS's approval prior to using the DHS seal(s), logos, crests or reproductions of flags or likenesses of DHS agency officials, including use of the United States Coast Guard seal, logo, crests or reproductions of flags or likenesses of Coast Guard officials. XXXII. whistleblower Protection Act All recipients must comply with the statutory requirements for whistleblower protections (if applicable) at 10 U.S.0 § 2409, 41 U.S.C. 4712, and 10 U.S.C. & 2324, 41 U.S.C. §§ 4304 and 4310. XXXIII. DHS Specific Acknowledgements and Assurances https: / /eservices. fema. gov /FemaFireGranttfiregrantrjsptfire admirilawards /Spectview awardj)ackage. do? agreementNo-EMW- 2014-FH- 00780&prirtavard... 15✓19 7/10/2015 Award Package All recipients must acknowledge and agree —and require any sub - recipients, contractors, successors, transferees, and assignees acknowledge and agree —to comply with applicable provisions governing DHS access to records, accounts, documents, information, facilities, and staff. 1. Recipients must cooperate with any compliance review or complaint investigation conducted by DHS. 2. Recipients must give DHS access to and the right to examine and copy records, accounts, and other documents and sources of information related to the grant and permit access to facilities, personnel, and other individuals and information as may be necessary, as required by DHS regulations and other applicable laws or program guidance. 3. Recipients must submit timely, complete, and accurate reports to the appropriate DHS officials and maintain appropriate backup documentation to support the reports. 4. Recipients must comply with all other special reporting, data collection, and evaluation requirements, as prescribed by law or detailed in program guidance. 5. If, during the past three years, the recipient has been accused of discrimination on the grounds of race, color, national origin (including limited English proficiency), sex, age, disability, religion, or familial status, the recipient must provide a list of all such proceedings, pending or completed, including outcome and copies of settlement agreements to the DHS awarding office and the DHS Office of Civil Rights and Civil Liberties. 6. In the event any court or administrative agency makes a finding of discrimination on grounds of race, color, national origin (including limited English proficiency), sex, age, disability, religion, or familial status against the recipient, or the recipient settles a case or matter alleging such discrimination, recipients must forward a copy of the complaint and findings to the DHS Component and /or awarding office. The United States has the right to seek judicial enforcement of these obligations. XXXIV. System of Award Management and Universal Identifier Requirements A. Requirement for System of Award Management Unless exempted from this requirement under 2 CFR 25.110, you as the recipient must maintain the currency of your information in the SAM until you submit the final financial report required under this award or receive the final payment, whichever is later. This requires that you review and update the information at least annually after the initial registration, and more frequently if required by changes in your information or another award term. B. Requirement for unique entity identifier If authorized to make subawards under this award, you: https:ll eservices. fema. govIFernaFireGranVfiregrartrjsptfire admir ✓ awards /spec/ view_ swardj)ackage. do? agreerneritNo= EMW- 2014-FH- 00780&priritaward... 16/19 7/10/2015 Award Package 1. Must notify potential subrecipients that no entity (see definition in paragraph C of this award term) may receive a subaward from you unless the entity has provided its unique entity identifier to you. 2. May not make a subaward to an entity unless the entity has provided its unique entity identifier to you. C. Definitions For purposes of this award term: 1. System of Award Management(SAM) means the Federal repository into which an entity must provide information required for the conduct of business as a recipient. Additional information about registration procedures may be found at the SAM Internet site (currently at http: //www.sam.gov). 2. Unique entity identifier means the identifier required for SAM registration to uniquely identify business entities. 3. Entity, as it is used in this award term, means all of the following, as defined at 2 CFR part 25, subpart C: a. A Governmental organization, which is a State, local government, or Indian Tribe; b. A foreign public entity; c. A domestic or foreign nonprofit organization; d. A domestic or foreign for - profit organization; and e. A Federal agency, but only as a subrecipient under an award or subaward to a non - Federal entity. 4. Subaward. a. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. b. The term does not include your procurement of property and services needed to carry out the project or program (for further explanation, see 2 CFR 200.330). c. A subaward may be provided through any legal agreement, including an agreement that you consider a contract. 5. Subrecipient means an entity that: a. Receives a subaward from you under this award; and b. Is accountable to you for the use of the Federal funds provided by the subaward. https: / /eservices.fema,gov /Fem aFi reGranttfiregrartrjsptfire_adm irVawardsl spec 1view_awardj)ackage.do ?agreementN o= EM W- 2014-FH- 00780&printaward... 17/19 7//012015 Award Package XXXV. Animal Welfare Act of 1966 All recipients of financial assistance will comply with the requirements of the Animal Welfare Act, as amended (7 U.S.C. §2131 et seq.), which requires that minimum standards of care and treatment be provided for vertebrate animals bred for commercial sale, used in research, transported commercially, or exhibited to the public. Recipients must establish appropriate policies and procedures for the humane care and use of animals based on the Guide for the Care and Use of Laboratory Animals and comply with the Public Health Service Policy and Government Principles Regarding the Care and Use of Animals. XXXVI. Protection of Human Subjects All recipients of financial assistance will comply with the requirements of the Federal regulations at 45 CFR Part 46, which requires that recipients comply with applicable provisions /law for the protection of human subjects for purposes of research. Recipients must also comply with the requirements in DHS Management Directive 026 -04, Protection of Human Subjects, prior to implementing any work with human subjects. For purposes of 45 CFR Part 46, research means a systematic investigation, including research, development, testing, and evaluation, designed to develop or contribute to general knowledge. Activities that meet this definition constitute research for purposes of this policy, whether or not they are conducted or supported under a program that is considered research for other purposes. The regulations specify additional protections for research involving human fetuses, pregnant women, and neonates (Subpart B); prisoners (Subpart C); and children (Subpart D). The use of autopsy materials is governed by applicable State and local law and is not directly regulated by 45 CFR Part 46. XXXVII. Incorporation by Reference of Funding Opportunity Announcement The Funding Opportunity Announcement for this program is hereby incorporated into your award agreement by reference. By accepting this award, the recipient agrees that all allocations and use of funds under this grant will be in accordance with the requirements contained in the Funding Opportunity Announcement. XXXVII. Acceptance of Post Award Changes In the event FEMA determines that changes are necessary to the award document after an award has been made, including changes to period of performance or terms and conditions, recipients will be notified of the changes in writing. Once notification has been made, any subsequent request for funds will indicate recipient acceptance of the changes to the award. If you have questions about these procedures, please contact the AFG Help Desk at 1- 866 - 274 -0960, or send an email to firegrants[c)-dhs.gov. https:// eservices. fema. gov lFemaFireGranttfiregrartrjsptfire admintawards/ spectview _awardDackage.do ?agreemenrtNo=EMW- 2014- FH- 00780&prirrtaward... 18/19 7/10/2015 Award Package FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARD /AMENDMENT 1. AGREEMENT NO, 2. AMENDMENT 3. RECIPIENT NO. 4. TYPE OF 5. CONTROL NO. EMW- 2014 -FH -00780 NO. 41- 6005069 ACTION WX02758N2015T 0 AWARD 6. RECIPIENT NAME AND 7. ISSUING OFFICE AND ADDRESS 8. PAYMENT OFFICE AND ADDRESS ADDRESS Grant Programs Directorate FEMA, Financial Services Branch Columbia Heights 500 C Street, S.W. 500 C Street, S.W., Room 723 825 41 st Ave NE Washington DC, 20472 Washington DC, 20472 Columbia Heights POC: Christine Torres 202 - 786 -9512 Minnesota, 55421 -2910 9. NAME OF RECIPIENT PHONE NO. 10. NAME OF PROJECT COORDINATOR PHONE NO. PROJECT OFFICER 7637068152 Catherine Patterson 1- 866- 274 -0960 Gary Gorman 11. EFFECTIVE DATE OF 12. METHOD OF 13. ASSISTANCE ARRANGEMENT 14. PERFORMANCE PERIOD THIS ACTION PAYMENT Cost Sharing From:01- JAN -16 To:31- DEC -17 01- JAN -16 SF -270 Budget Period From:16- APR -15 To:30- SEP -15 15. DESCRIPTION OF ACTION a. (Indicate funding data for awards or financial changes) PROGRAM CFDA NO. ACCOUNTING DATA PRIOR AMOUNT CURRENT CUMULATIVE NAME (ACCS CODE) TOTAL AWARDED THIS TOTAL NON - ACRONYM XXXX- XXX- xxxxxx- AWARD ACTION AWARD xxxxx- xxxx- xxXX -X + OR ( -> FEDERAL COMMITMENT SAFER 97.083 2015- F4- C211- P4310000- $0.00 $335,282.00 $335,282.00 $0.00 4101 -D TOTALS $0.00 $335,282.00 $335,282.00 $0.00 b. To describe changes other than funding data or financial changes, attach schedule and check here. N/A 16a. FOR NON - DISASTER PROGRAMS: RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT TO FEMA (See Block 7 for address) SAFER recipients are not required to sign and return copies of this document. However, recipients should print and keep a copy of this document for their records. 16b. FOR DISASTER PROGRAMS: RECIPIENT IS NOT REQUIRED TO SIGN This assistance is subject to terms and conditions attached to this award notice or by incorporated reference in program legislation cited above. 17_ RECIPIENT SIGNATORY OFFICIAL (Name and Title) DATE N/A N/A 18. FEMA SIGNATORY OFFICIAL (Name and Title) DATE Rosalie Vega 23- JUN -15 https: / /eservices. fema. gov/ FemaFireGranttfiregrantrjsplfire __admiNawards/ spec /view awardj)ackage.do ?agreemeritNo-EMW- 2014- FH- 00780&printaward... 19119 I SAFER Hiring Grant User Guide Table of Contents Introduction................................................................................................................... ............................... 2 GrantFile ........................................................................................................................ ............................... 2 E -grant Application Portal Access .................................................................................. ............................... 2 AwardPackage ................................................................................................................ ..............................3 Pointsof Contact ............................................................................................................. ..............................3 E- grants Mail Center ....................................................................................................... ..............................4 SAM.gov Registration ..................................................................................................... ............................... 5 1199ADirect Deposit Form ............................................................................................. ..............................6 StaffingMaintenance Number ........................................................................................ ..............................7 Periodof Performance .................................................................................................... ..............................8 SAFERPersonnel Roster .................................................................................................. ..............................9 PaymentRequests ......................................................................................................... .............................11 Quarterly Performance Reports ..................................................................................... .............................14 NFPA1710 and 1720 ...................................................................................................... .............................17 SF -425 Federal Financial Report .................................................................................... .............................17 Amendments.................................................................................................................. .............................19 Closeout......................................................................................................................... .............................19 1 2 Introduction The purpose of this guide is to help you effectively manage your Staffing for Adequate Fire and Emergency Response (SAFER) hiring grant. This guide explains how to complete required grant reports, request reimbursement, and comply with grant requirements. Anyone involved in administering this grant should read this guide. If you have not already done so, please review the Funding Opportunity Announcement (FOA) and the Frequently Asked Questions for your grant award. These documents are available at http: / /www.fema.gov /staffing- adequate- fire - emergency- responsE- grants- documents. If you still have questions after reading the FOA and this guide, you should first contact the Help Desk at 866 - 274 -0960 or send an email to firegrants @dhs.gov. If the Help Desk cannot answer your question, you will then be referred to a SAFER Program Office Point of Contact (POC). Please be ready to provide your grant number if you contact either the Help Desk or your SAFER POC. This guide is arranged in chronological order. Please use the Table of Contents to find a topic. Grant File Your department is required to maintain a file, notebook, or binder for this SAFER grant. The following documents should be kept in the file: • Funding Opportunity Announcement (FOA) and FAQs; • grant application; • award document; • advertisements for SAFER - funded positions; • documentation of hiring practices or procedures; • payroll records used to request reimbursement; • documentation that medical physicals were given or certifications achieved; and • paper copies of important communications regarding the grant. As stated in the FOA, your department must retain grant files and supporting documentation for three years after receipt of the official notification that the grant has been closed. Please note that FEMA can ask to review your grant file. E -grant Application Portal Access You may access your SAFER grant through the E -grant application portal link at http://www.fema.gov/E- grant- application- access. At the bottom of the webpage, select "Continue to the E -grant Application Portal." Use your department's user ID and password to log into the E -grant system. Each department should have one user ID and password to access all Assistance to Firefighters Grant (AFG) awards and applications. The user ID and password may need to be made available to several people at your department, including the Primary POC and designated alternates. If you forgot your user ID and /or password, please follow the directions at: https: / /edit.fem a.gov/ assistance - firefighters - grant - program- most - frequently- asked - questions 3 Please note that the E -grant system only supports Internet Explorer browsers 6.0 or higher. You will not be able to access the system using any other browser. To prevent issues, you should not have multiple windows open when accessing the E -grant system. If at any time you experience an issue with the E -grant system or it does not appear to work as explained in this guide, please contact the Help Desk. Award Package Follow these steps to access your SAFER grant award package: • Log into the E -grant application portal. • On the "Status" screen, scroll down until you find your SAFER grant. • Select "View Award Packages" from the drop -down menu in the "Action" column, and click "Go." • You will arrive at the "Award Status" page, which provides links to "View Award Package" and "Print Award Package ". The "Award Status" page also contains your SAFER grant number, award amount, and award notification date. • Be sure to carefully read your entire Award Package as it contains valuable information pertaining to proper management of your grant. Points of Contact Profile POC There is only one Profile Point of Contact (POC) for your department in the E- grants system. Updating the Profile POC on one grant will cause the Profile POC to be changed on all other department grants submitted under the same user ID. If you do not wish to do this, consider changing the Primary POC or one of the Alternate Contacts instead (see below). The Profile POC will receive automated e-mail messages from AFG, so this individual should be able to check and respond to messages frequently. Follow these steps to update the information for the Profile POC: • Log into the E -grant application portal. • On the "Status" screen, select the "Edit Profile" link at the top right side of the screen. • Update any of the following fields: • Personal Information (Title, First Name, Last Name) • Address (Street, City, State, Zip code) • Additional Address (Street, City, State, Zip code) • Contact (Organization, Business Phone, Home phone, Mobile Phone, Email) • Identity Confirmation Information (Date of Birth, Mother's Maiden Name) • Click "Submit." • You will receive a confirmation screen that your profile has been updated. • If you would like to update the password associated with the user Id, you can click on "password" on the left side of the screen. After updating the password, click "Submit." • To update the system with your changes, click on the "Authorized Applications" link on the upper left -hand side of the "Thank You" page, and then click on "Firefighter's Grants." 4 Primary POC and Alternate Contacts While there is only one Profile POC for your department, you can assign different contacts to different AFG grants. In the SAFER application, your department was required to list a Primary POC and two Alternate Contacts. The Primary POC should bean officer, member, or employee of your department that has the authority to make decisions on and to act upon this grant. Alternate Contacts must be familiar with the grant and must be able to answer any questions relative to the grant in the event that Primary Point of Contact is unavailable. Follow these steps to change or update the Primary POC or Alternate Contacts: • Log into the E -grant application portal. • On the "Status" screen, scroll down until you find your SAFER grant. • Select "Manage Grant" from the drop -down menu in the "Action" column, and click "Go." • Click on "Update Alternate Contacts" on the menu bar on the left side of the screen. • Click on "Create New Request." • Use the text box to explain which contact you would like to replace or what contact information you would like to update. Be sure to follow the instructions listed on the screen and provide the name, title, primary and secondary phone numbers as well as the email address for the new contact person. • At the bottom of the page, enter your password, check the box, and select "Save and Continue." • Review your information and select "Submit Request." • Once submitted, this request can take several weeks to process because it must be entered manually into the application by grants management staff. You can check to see if the change is made by looking at the application. To access the application, select "View Application" from the pull down menu in the "Action" column of the grant status page. Please note that you will not be able to submit any payment requests, performance reports, or amendments while this revision request is pending. Payment Request POC You can list a unique POC in connection with each Payment Request (refer to that section below). This POC will not receive automated a -mails from E- grants. Quarterly Performance Report POC You can list a unique POC in connection with each Quarterly Performance Report (refer to that section below). This POC will not receive automated emails from E- grants. E- grants Mail Center The Profile POC will receive automated a -mails from the E- grants system. All system - generated a -mails are stored in the E- grants Mail Center. If you receive an e-mail directly from your SAFER Program Office POC, that e -mail will not be stored in the E- grants Mail Center. After you log into E- grants, select "Mail Center" in the upper right corner of the "Status" page. You will arrive at the "New Messages" page. This page shows messages that have not yet been read. You can access messages that have been read by selecting "Old Messages" on the top left side of the screen. Next to the "Old Messages" link, you will find a "Sent Messages" link. The "Sent Messages" screen 4 contains a record of all the a -mails that your department has sent to AFG staff through the E- grants system. All three pages in the Mail Center contain a "Compose Message" link. You may use this feature to send the SAFER Program Office staff a message about your grant. If you do so, please make sure you specify the number of your SAFER grant in the message. Your message will be forwarded to your SAFER Program Office POC. You may also contact your POC directly by telephone or e-mail, if you already have their contact information. If you are the Profile POC and you are not receiving automated a -mails from the E- grants system, please follow the instructions at: http://www.fema.gov/ assistance - firefighters - grant - program- most- freguently- asked- questions. To prevent blocked e- mails, you can update your computer's browser security settings to receive email from firegrants @dhs.gov, afg @dhs.gov, and EOPS @dhs.gov. Please note, however, that email addresses with a ".ci" extension may not accept system - generated emails. SAM.gov Registration System for Award Management (SAM) is an official government registration system that is required for all recipients of federal funding Registration with SAM is free and active for one year. FEMA will not process any payment requests, revision requests, or amendments if you do not have an active SAM registration or if there is a mismatch between the information in SAM, the information in your application, and the information on your 1199A Direct Deposit Form. The following information must match: • Organization's name • Address • DUNS (Data Universal Numbering System) number • EIN (Employer Identification Number) • Banking information (type of account, routing number, and account number) If the above information changes during the course of this grant, you will need to: • Update your SAM registration at www.sam.gov • Update your 1199A Direct Deposit Form (see instructions below) • Update your application o To update your application please contact 866 - 927 -5646 to be directed to a Grant Management Specialist. If you need assistance with SAM: • Visit the AFG System for Award Management Resource Page at: http: / /www.fema.gov /rules- tools /system- award - management • Visit www.sam.gov and click on the "Help" link • Contact the Federal Support Desk at https: / /www.fsd.gov • Call (866) 606 -8220 (toll -free) to speak with a representative If you need assistance with DUNS, call 1- 866 - 705 -5711 or visit http: / /fedgov.dnb.com /webform. Your organization should use one DUNS number for all FEMA applications and grants. 1199A Direct Deposit Form In order to receive grant funds, you must complete an 1199A Direct Deposit Form. There is one form for all AFG grants and you may list only one bank account on the form. The form is stored in E- grants. You may need to consult with your department's financial office or treasurer to complete the form. Please remember that the information you provide on the form must match the information you entered in SAM.gov (see above). Follow these steps to submit your first 1199A Direct Deposit Form: • Log into the E -grant application portal. • On the "Status" screen, find your first AFG grant, select "Update SF- 1199a" from the drop -down menu in the "Action" column, and click "Go." • After completing the form, click "Save and Continue" and then select "Submit." • Select "Print SF- 1199a," and bring a copy of the form to your department's bank. • The "Person Entitled to Payment" will need to sign the form and your bank will need to complete Section 3 (bottom portion). • Once the form is complete, please fax it to Cathy Clarke at 301 - 998 -8699 or send it by e-mail attachment to Cathy. Clarke @associates.fema.dhs.gov. You should keep the original form in your grant file. • Please allow 7 business days for the form to be processed. If you have any questions, you can contact Cathy Clarke, the Help Desk, or your SAFER Program Office POC. Follow these steps to view the department's 1199A Direct Deposit Form (after it has been submitted): • Log into the E -grant application portal • On the "Status" screen, find your department's first AFG grant award. • Select "View 1199A" from the drop -down menu in the "Action" column, and click "Go." • You will arrive at the "Direct Deposit Sign -up Form" page. This page will show a list of all the AFG grants associated with your 1199A Direct Deposit Form. You will also see the 1199A Direct Deposit form in the "read only" view. Follow these steps to update the form1199A Direct Deposit Form: • Log into the E -grant application portal. • On the "Status" screen, find your recently- awarded SAFER grant, select "Update SF- 1199a" from the drop -down menu in the "Action" column, and click "Go." o If that feature is not available, check the drop -down menu to your first award from AFG. If you do not find an "Update SF- 1199a" link there, please contact Cathy Clarke and request that the form be released to you for correction. She may be reached at Cathy .Clarke @associates.fema.dhs.gov or 301998 -8648. • Update the 1199A Direct Deposit Form in E- grants once you are able to access it through the "Update SF- 1199a" feature. After completing the form, click "Save and Continue" and then select "Submit." If you receive a confirmation message, no further action required. However, if you are directed to "Print SF- 1199a," you will need to print a copy of the form and bring it to your department's bank. The "Person Entitled to Payment" will need to sign the form and your bank will need to complete Section 3 (bottom portion). Once the form is complete, please fax it to Cathy Clarke at 301 - 998 -8699 or send it by e -mail attachment to Cathy. Clarke @associates.fema.dhs.gov. You should keep the original form in your grant file. • Please allow 7 business days for the form to be processed. If you have any questions, you can contact Cathy Clarke, the Help Desk, or your SAFER Program Office POC. Remember, if you made any corrections to your 1199A Direct Deposit Form, you will have to make the corresponding changes to your SAM.gov registration. Staffing Maintenance Number During the grant period of performance, your department is required to fill SAFER - funded positions and maintain operational staffing at the level that existed on the date of award as well as the number of awarded SAFER positions. This requirement is referred to as the "staffing maintenance number." The staffing maintenance number must be maintained for the entire period of performance, regardless of when all grant funds are depleted. Pre -SAFER Roster In order to determine your department's staffing maintenance number, your SAFER Program Office POC will request that you complete and submit a "Pre -SAFER Roster." The Pre -SAFER Roster must include the name and rank of all paid operational /firefighting personnel, in support of the department's NFPA 1710 or NFPA 1720 compliance, who were in full -time or job -share positions on the date of award. The date of award can be found on the award notification e-mail in the E- grants Mail Center. You may also list administrative personnel on the roster, but they will not be included in the staffing maintenance number. Volunteer personnel, administrative civilian, and paid -on- call /stipend personnel do not need to be included on the list. A position is considered operational if it supports NFPA 1710 or NFPA 1720 compliance more than 50% of the time. For example, your department may employ an inspector that is qualified as a firefighter but his or her primary assignment is to conduct inspections. The inspector could respond to a large fire if called upon but that is not their primary duty. If that is the case, that position is considered administrative and not operational. The pre -SAFER roster also requests information about vacancies that occurred after the date of grant award. Using the appropriate columns, please report the date an individual left the department and the reason for their departure. If the department was awarded a retention grant, please mark "yes" next to their name in the last column. If the department was not awarded a retention grant, leave the last column blank. After you submit the Pre -SAFER roster, your SAFER Program Office POC will review it and confirm the staffing maintenance number with you. You will not be able to request payment or complete quarterly performance reports until your staffing maintenance number is established. Vacancies Once the staffing maintenance number is established, you are required to maintain that staffing level throughout the period of performance by taking active and timely steps to fill any positions vacated through attrition, resignation, or termination. The SAFER Program Office considers 6 months to be a reasonable timeframe for filing vacancies. You should contact your SAFE R Program Office POC if you are not able to fill the vacant positions in that amount of time, or if you are experiencing lengthy hiring delays. M Waiver of the Staffing Maintenance Number If you are unable (due to documentable economic hardship) to fill firefighting positions that are vacated through attrition (e.g., resignation, retirement), you may submit a waiver. An approved waiver would decrease the staffing maintenance number by the number of positions that you are not able to fill. You would be required to maintain the revised staffing maintenance number for the duration of the grant. In order to qualify for this waiver, the economic hardship must affect the entire public safety sector in your jurisdiction, not solely the fire department. Waivers will not be granted for SAFER - funded positions. Contact your SAFER Program Office POC to discuss the waiver and receive the complete waiver instructions. Be prepared to include, at minimum, the following information in the waiver request: • The number of positions that have been vacated since being awarded the SAFER grant; • The circumstances under which the position(s) were vacated and the date the vacancies occurred; • A description of why the department is unable to fill the vacancies; • An explanation of how the change in staffing will affect your department's ability to meet NFPA 1710 or 1720; and • A statement, on letterhead, from the local governing body affirming that the inability to fill vacant positions extends to the entire public safety sector in the jurisdiction, not just the fire department. Important: If you fail to maintain the required staffing level, your grant may be placed in a default status and terminated. You may lose remaining federal funds awarded under this grant or be asked to pay back funds that have been drawn down. Lay -offs during the period of performance are not permitted. If you have questions about completing the Pre -SAFER Roster, the waiver, or about the staffing maintenance number in general, please contact your SAFER Program Office POC. Period of Performance Your department has a period of 180 days after the date your application was approved for award to fill the awarded SAFER positions. This is known as the "recruitment period." Your grant period of performance (POP) starts after the recruitment period ends and lasts a total of two years. You can find your grant POP in a number of places in the E -grant system, including in the Award Package and on the SAFER Payment Request(s) screen. If your department hired the SAFER positions before the end of the 180 day recruitment period (or if you were awarded retention positions), you can start the POP early. Contact your SAFER Program Office POC to discuss this option. Your contact will direct you to submit an amendment request in E- grants to change the start date (refer to the amendment section). Starting the performance period early will allow you to submit a payment request in the E- grants system before the 180 -day recruitment period ends. Salary and benefit costs incurred during the 180 -day recruitment period are eligible for reimbursement, even if you do not submit an amendment to start your POP early. If your department did not hire the firefighters within the 180 -day recruitment period, there will be no change to the POP start date. You cannot submit a request to delay the start of the period of performance, regardless of when the SAFER positions are hired. In some cases, you may be allowed to extend your period of performance. Extensions to the period of performance are not guaranteed and will be reviewed on a case -by -case basis. Extensions to the period 8 of performance will only be granted when, due to circumstances beyond your department's control, you cannot complete the grant activities within the original performance period. POP extensions are not automatic if you have excess grant funds. A POP extension request must address the following: • Grant program, fiscal year, and award number; • Reason for delay —this must include details of the legal, policy, or operational challenges being experienced that prevent the final outlay of awarded funds by the applicable deadline; • Current status of the activity /activities; • Approved period of performance termination date and new project completion date; • Amount of funds drawn down to date; • Remaining available funds, both federal and non - federal; • Budget outlining how remaining federal and non - federal funds will be expended; • Plan for completion including milestones and timeframes for achieving each milestone and the position /person responsible for implementing the plan for completion; • Certification that the activity /activities will be completed within the extended period of performance without any modification to the original Statement of Work approved by FEMA; and • Potential impacts if FEMA does not approve the extension request or approves the request for a shorter period of time than requested. You should contact your SAFER Program Office POC to discuss the POP extension (also refer to the "amendment" section of this guide). Extension requests should be submitted as close to the end of the POP as possible (but no more than 60 days prior to the end of the POP). Prior to submitting the extension request the grant must be current on payment requests and required reporting (refer to applicable sections of this guide). Note that you do not have to request an extension if you only need to complete reports or request payment after your end date. You will have an automatic 90 -day window after the end of your grant to request reimbursement for salary and benefit expenses incurred during the POP. SAFER Personnel Roster The SAFER Personnel Roster is a list of the individuals hired to fill the awarded SAFER positions. The list is stored in E- grants and can be updated after the period of performance starts. Only the personnel hired, rehired, and /or retained under the SAFER grant should be listed. Do not enter employees hired prior to award, hired under another SAFER grant, hired using department funding, or hired using local grants. Follow these steps to complete the SAFER Personnel Roster: • Log into the E -grant application portal. • On the "Status" screen, find your SAFER grant. • Select "Manage Grant" from the drop -down menu in the "Action" column, and click "Go." • You will arrive at the SAFER Payment Request(s) screen. • Scroll to the bottom of the page and select the "SAFER Personnel Roster" button. • You will arrive at the "SAFER Personnel Roster" screen. Select the "Add New Employee" to begin the process of completing the Roster. Complete the information requested. Fields marked with an asterisk ( *) are required. o The "Employee ID" field maybe the badge number or some other unique identifier used by your department. Do not provide the Social Security Number. VJ 10 o In the "Annual Salary" and "Annual Benefits" fields, please enter the actual amounts, regardless of the amounts used in the application or award. If the annual salary or benefit amounts differ from the awarded amount, please use the comments section of the first payment request to explain why. Include certification pay or incentive pay in the annual salary amount. The annual salary number is the amount paid directly to the firefighter. The annual benefit number is the amount paid by the department on the firefighter's behalf (such as workers compensation, retirement, and insurance). • After you complete the required fields for the first position, select the "Save and Continue" button at the bottom of the screen. • You will arrive back at the "SAFER Personnel Roster" screen. • If you need to edit the information you just entered, select "Update" in the Action column. Or, you can select the "Add New Employee" button. • Once you are finished, select the "Return to Payment Request(s)" button. Removing or Replacing SAFER Positions If a SAFER - funded position leaves the department or is moved to the department's local payroll, you must first "remove" the employee from the SAFER Personnel Roster before adding their replacement to the roster. Please do not remove a firefighter from the SAFER Personnel Roster until you are ready to immediately replace them with another firefighter (one that is hired after the date of grant award). You will not be able to request reimbursement for any time that a SAFER position is vacant. Vacancies generate unused grant funds. Unless your department has a valid explanation for SAFER vacancies, you will not be permitted to use remaining grant funds through a period of performance extension. Remember that extensions are reviewed on a case by case basis and not guaranteed. To remove an employee from the SAFER Personnel Roster, follow the steps below: • From the main SAFER Personnel Roster screen, note the system- generated SAFER position number (far left column of the main SAFER roster screen) for the employee you wish to remove; you will need it in when entering the replacement firefighter. Click on "Update" in the Action column on the far right of the screen. • On the update screen, indicate "Yes" to the question "Has the employee left the department (or been moved to the department's budget) ?" Enter the date the employee either left the department, or was transferred to the department's budget and provide an explanatory comment in the box provided. • Fill in the remaining information requested • Click on "Save and Continue" at the bottom of the screen. This employee will now appear in red on the screen. • Then add the replacement firefighter. From the main SAFER roster screen, click the "Add New Employee" button. • The first question will ask if this is a replacement employee - indicate "Yes." • The next question will ask what position number this new firefighter is replacing. From the drop - down menu, select the position number noted in step 1 above. • Complete the rest of the required information - name, annual salary, benefits, etc. • Click on "Save and Continue" at the bottom of the screen. • This procedure will allow you to request reimbursement for both the vacating firefighter and the replacement firefighter if they were both employed during the applicable time period, provided their employment periods do not overlap. 10 11 • When you are finished, click "Return to Payment Request(s)." The SAFER Personnel Roster should be updated any time there are changes to annual salary and benefit amounts, or when a firefighter is removed or replaced from the SAFER grant. Job - shared Positions If your SAFER grant includes job- shared positions, you should complete the "Full Name" field in the SAFER Personnel Roster with the "position number." Then, in the comments section of the payment request, please list all the individuals that filled that position, the number of hours they worked, and their payroll amounts during the timeframe of the request. Payment Requests You will need to submit a payment request through the E- grants system in order to receive SAFER grant funds. When can you submit a payment request? You may submit a payment request after the POP has started (referto the Period of Performance section above). You will not be able to submit a payment request if: • You have a pending amendment, payment request, or revision request in the E- grants system; • You do not have an established staffing maintenance number; • You have SF -425 Federal Financial Report(s) that have not been submitted; • You have Quarterly Performance Report(s) that have not been submitted; • You do not have an approved 1199A Direct Deposit Form (see 1199A Direct Deposit Form section); • Your banking information has changed (see 1199A Direct Deposit Form section); or • You have one or more overdue AFG closeout reports (see Closeout section). If you have any outstanding reports due, you will see red text on the "SAFER Payment Request(s)" screen directing you to submit the reports. The payment request module will be available immediately after the overdue reports are submitted. How frequently should you submit a payment request? You may submit for reimbursement of eligible expenses as often as needed but at least quarterly. Failure to request funds in a timely manner creates the appearance that there is no immediate need for funds. You should request funds for immediate needs, or for salary and benefit costs that have already been paid or incurred. You may also submit a payment request for funds up to 30 days in advance (but not beyond the end of the POP). If you do this, you will need to use the comments section of the request to explain how the amounts were determined. If you receive payment in advance, you may not keep it in your bank more than 30 days. As noted above, you can only submit one payment request at a time. You will need to wait for one payment to be approved before you can submit the next request. 11 12 What period of time should be covered by the payment request? You must submit reimbursement for full payroll periods rather than attempt to calculate the number of days worked in the period. This will reduce the number of calculations and the possibility of error. The amount of grant funds requested should be consistent with your department's payroll records during the dates covered by the payment request. If for some reason your department elects to draw less than the actual pay for the firefighters over the timeframe of the request, you will need to notify your SAFER Program Office POC. You should use the comments section of the payment request to explain why you are not requesting actual amounts. You should also note the actual pay and benefit amounts in the comment section for each firefighter. What expenses are eligible for reimbursement? You can request payment for actual payroll expenses, including salary and benefits. Only full -time firefighter positions will be funded. Full -time positions are those funded for at least 2,080 hours per year (e.g., 40 hours per week, 52 weeks per year). Only firefighters hired after the grant was awarded are eligible for SAFER reimbursement, unless you were awarded a grant to retain firefighters. Your department may also seek reimbursement for salary and benefits while new SAFER firefighters are in training, if they are employed full -time. Compensation for a firefighter's normal work schedule is reimbursable but overtime costs are not eligible under this grant (including overtime for holdovers, extra shifts, to attend training, etc.). Only costs for overtime that fire department routinely pay as a part of the base salary or a firefighter's regularly scheduled and contracted shift hours in order to comply with the Fair Labor Standards Act (FLSA) are eligible. If a SAFER firefighter is out on leave for any reason and you use another SAFER firefighter to fill their position, you will not be able to request reimbursement for that overtime cost. If your department pays all firefighters extra for working on holidays or for achieving certain certifications or education levels, that pay is reimbursable. If firefighters are paid a higher rate of pay from time to time by working at a higher rank (i.e. a firefighter works as a driver for several shifts), that cost is reimbursable. Costs for uniform allowances are also reimbursable if your department has contractually obligated to provide them. If the firefighters are required to produce receipts for purchasing the uniforms to receive the allowance, the cost is not reimbursable but if the firefighters receive the funds regardless of whether they purchase uniforms, it is reimbursable. If one of your SAFER employees is injured and your department's policy for all firefighters is to pay the difference between the disability pay and the firefighter's normal salary, that amount is reimbursable. The same principle applies to firefighters who may be deployed on military assignment. If your department pays a part of the deployed firefighter's salary while he or she is deployed, and it is your department's policy to do this for all firefighters, that pay is reimbursable. If either one of these situations occur, please provide an explanation in the comment section of the payment request. You may be asked to submit a copy of your department's policy or Standard Operating Procedure (SOP) as documentation. Anytime firefighters receive additional pay not included in their annual salary or benefits, an explanation must be provided in the comment section of the payment request. 12 13 How does SAFER define salary and benefits? Amounts paid directly to firefighters should be classified as salary. Benefits are costs incurred on behalf of the firefighters. Benefits are defined as follows in the program guidance: • Regular compensation paid to employees during periods of authorized absences from the job, such as vacation leave, sick leave, military leave, etc. These costs are absorbed by all organization activities in proportion to the relative amount of time or effort actually devoted to each. Employer contributions or expenses for social security, employee insurance, workmen's compensation, pension plan costs, and the like, whether treated as indirect costs or as direct costs, shall be distributed to particular awards and other activities in a manner consistent with the pattern of benefits accruing to the individuals or group of employees whose salaries and wages are chargeable. Overtime expenses, other than those meeting FLSA requirements, are not eligible as benefits costs. If your department does not use actual costs to report benefits, you should provide your SAFER Program Office POC with the method of calculation to be included in the permanent grant file. Follow these steps to submit a payment request: • Log into the E -grant application portal. • On the "Status" screen, find your SAFER grant. • Select "Manage Grant" from the drop -down menu in the "Action" column, and click "Go." • You will arrive at the SAFER Payment Request(s) screen. You can also arrive at this page by selecting the "Payment Request(s)" link on the left side of the screen. • Complete the SAFER Personnel Roster (refer to that section above). • Select the "Create New Payment Request" at the bottom of the page. • You will arrive at the "SAFER Request for Funds" screen. • Note that you cannot change the beginning date of the request. If this is your first request, the date will be auto - populated with the first day of the POP. In all future requests, it will be auto - populated with the day that follows the previous payment request. • Enter the end date of the request. This must be the last day worked by the SAFER firefighters during the last payroll period for which you are seeking reimbursement. This field must be completed with a date after the beginning date and before the end of the period of performance. • Scroll down until you see the "Create /Modify" button next to the Point of Contact (POC) section. Select the link, complete the fields marked with an asterisk ( *), and click "Save and Continue." o Enter information for the individual responsible for submitting payment requests at your department or entity. FEMA will contact this individual if there are questions regarding the payment request. No system generated email is sent to this address. This section of the Payment Request must be saved each time before the payment request can be submitted. • You will be redirected to the "SAFER Request for Funds" page. Notice that the status column next to the Point of Contact field now reads "Complete." • Next, select "Create /Modify" next to the "SAFER Personnel Roster" section. You will land on the "SAFER Personnel Roster" page. Review the information on the roster. If you need to make a change, select the "Update" link in the "Action" column. You can also select the "Add a New Employee" button. When you are done, select "Save and Continue." • You will be redirected to the "SAFER Request for Funds" page. Notice that the status column next to both the "Point of Contact" field and the "SAFER Personnel Roster" field now reads "Complete." 13 14 • Next, select "Create /Modify' next to the "Hiring" section. You will land on the "Request for Funds — Hiring" page. To request funds for an employee click on the "Update" link for that employee. You will land on the "Funds Request for Employee" page. Complete the fields marked with an asterisk ( *) and select "Save and Continue." o Notice that the first six boxes are auto - populated with the information you provided in the SAFER Personnel Roster. o Enter the actual salary and benefit amounts requested. If the amounts being requested include special pay such as FLSA allowed overtime, certification pay, holiday pay, etc., that is not already included in the annual salary and /or annual benefits shown in the SAFER Personnel Roster, you must indicate that information in the comments section for each applicable employee. Please be sure to provide details such as number of hours, the additional amounts requested, etc. o In general, the actual pay and benefits requested should be proportionate to the time period of the request (the time worked) and the annual salary and benefit amounts. • You will land on the "Request for Funds — Hiring" screen. Select the "Update" link for another employee, or select "Save and Continue." • You will be redirected to the "SAFER Request for Funds" page. The status column next to the "Point of Contact" field, the "SAFER Personnel Roster" field, and the "Hiring" field should not show "Complete." The amount requested should be auto - populated. • Scroll up to make sure that the end date is still entered. If not, enter the end date of the request. • Scroll back down the page and select the "Reimbursement" or the "Advance Drawdown" radio - button. • Use the comments section of the request to explain any issues with the request. You should also use this section to state the number of pay periods and types of costs included in the request. • Enter your password, check the box, and select "Save and Continue." • Verify that the information you entered is correct. If you need to make changes, select the "Go Back" button. Otherwise, select the "Submit Payment Request" button at the bottom of the page. Once you do so, you will see: "Congratulations, you have successfully submitted your funds request to FEMA." If you like, you can select the "Print Request for Funds" button. Then, select the "Return to Payments" button at the bottom of the page. • You will land on the "SAFER Payment Request(s)" page. The status of the payment should now read "pending." • You will receive notifications in the Mail Center if your payment has been released for correction, approved, or denied. o If the payment is "released," the request has been reviewed and returned to you for correction. The Primary POC and /or the payment request POC will be contacted by email with instructions for how to correct and resubmit the request. Quarterly Performance Reports Quarterly Performance Reports are a monitoring tool used by the SAFER Program Office to ensure you are meeting the staffing maintenance level requirement. The report provides the SAFER Program Office with a snap shot of how the SAFER - funded positions are helping your department meet the applicable NFPA standards. Since the period of performance is 2 years, you will need to submit 8 performance reports. The quarter begins on the first day of the period of performance (or 180 days after the date of award). Each quarter 14 15 lasts 90 days and the report is due within 30 days of the end of the quarter. The Primary POC will receive an e-mail notification from E- grants if you have overdue performance reports. Please note that you will not be able to request payment until you have submitted outstanding performance reports. Follow these steps to submit a performance reports: • Log into the E -grant application portal. • On the "Status" screen, find your SAFER grant. • Select "Manage Grant" from the drop -down menu in the "Action" column, and click "Go." • You will arrive at the SAFER Payment Request(s) screen. • Click on the " Report(s)" link on the left side of the screen. • You will arrive at the "SAFER SF -425 Semi - Annual Reports & Quarterly Performance Reports" screen. • Click on the "Quarterly Performance Report(s)" link. • You will arrive at the "Quarterly Performance Report(s)" screen. If you have a report that is due, you will see it listed on the page, along with a record of the reports you have previously submitted. • To complete a report, click on the "Update" link in the "Action" column. • You will arrive at the "Point of Contact" screen. Complete the required fields (those marked with an asterisk). Click "Save and Continue." If you have previously provided this information, you can simply check it for accuracy and select "Save and Continue." This section must be reviewed for accuracy and saved each time you submit a quarterly performance report. • You will arrive at the "Hiring Performance Report" screen. Complete the required fields (those marked with an asterisk). Your answers to the questions should be accurate as of the end date of the quarter. Please refer to the table below for help with specific report questions. Check the "Completed" box and click "Save and Continue." Do not mark the completed box until you are ready to submit the report. • You will arrive back at the " "Quarterly Performance Report(s)" landing page. Notice that the "Status" column of the report is now "SUBMITTED." The "Action" column now allows you to "View" the report you submitted, but you will not be able to edit the information. If you made a mistake and would like to edit the report, you can contact your SAFER Program Office POC and request that the report be released back to you for correction. Performance Report Question Helpful Tips Number of SAFER - funded positions from grant This field is pre - completed with the number of positions you were awarded. You do not have to answer this question. *1. How many of the SAFER - funded positions Your answer to this question should not exceed awarded under this grant are being filled with the number of positions awarded under this SAFER career (full -time or job- share) firefighters at the grant. If your positions are job- shared, answer this end of the quarter being covered in this report? question in terms of full -time positions, not (Note: For positions that are being job- shared, people. If a SAFER position is vacant as of the end count "one" for each full -time position, regardless of the quarter, decrease your answer accordingly. of how many firefighters are filling it [i.e., . do not This number should not include firefighters hired count the number of personnel filling each job- with other SAFER grants. share position individually]). *2. Are any of the SAFER - funded positions Answer "Yes" or "No" and indicate the number of reported above veterans? veterans hired to date under this grant. 15 16 If yes, please *3. What was the TOTAL operational staffing level Your answer should include all operational at the end of the quarter being covered in this positions, including SAFER positions. When report? (Note: this is the number all paid, full -time answering this question, you may want to refer or job -share operational positions as well as the back to the pre -SAFER roster you submitted at the number of SAFER- funded positions hired as of the start of the grant. Add any operational positions end of this quarter) that were added since the start of the grant. Job - shared positions count only as one regardless the number of personnel filling the position. * 4. Of the total operational staffing level indicated Your answer to this question will be compared to in the question above, how many paid, full -time or your established Staffing Maintenance Number. job -share operational /frontline positions are assigned to field or response apparatus that Your answer should include the SAFER personnel, directly support the department's NFPA 1710 or even if they are still in a training academy. 1720 compliance as indicated in the grant application? (Note: this information should include the SAFER - funded positions hired to date) * 5. Please describe any changes such as vacancies, If all the SAFER firefighters have not been hired, military deployments, reductions in staffing levels, explain when that will occur. If operational etc., in the SAFER - funded or non -SAFER (pre- personnel left the department during the quarter, SAFER) staffing levels during this reporting period. provide the vacancy dates, the reason they left, If the department has not filled all the SAFER- and a timeline for filling the vacancies. funded positions awarded under this grant, please provide details on the steps being taken and a Please also provide a brief explanation if your timeline to fill the position(s). department has hired additional, non -SAFER operational personnel. If the department is experiencing vacancies (both SAFER and non - SAFER) please provide details on the progress in filling any vacancies previously reported and the additional vacancies currently being reported. * I certify that no lay -offs have occurred during the Answer either "No lay -offs have occurred" or "Lay - period covered by this request offs have occurred" * How many actual structure fires, as reported to Answer the number you reported to the National NFIRS, did the department respond to during the Fire Incident Reporting System (NFIRS) quarter being covered in this report? *Of the structure fires indicated above, how many Your answer should correspond to the response did the department respond to in compliance with time and assembly standards outlined in NFPA NFPA 1710 or 1720 standards? 1710 Section 5.2.4.2 and NFPA 1720 Section 4.3 * Has the SAFER program improved the Answer "Yes" or "No ". department's compliance with the assembly and deployment standards in NFPA 1710, Section 5.2.4.2 or 1720, Section 4.3? *Please explain (click on Help Link for specific In answer to this question, you should discuss: information to be addressed in this narrative) • How the SAFER firefighters are being utilized by your department to improve NFPA standard compliance (this should be discussed in the first quarter in which the SAFER firefighters were hired, 16 17 NFPA 1710 and 1720 SAFER addresses the staffing and deployment sections of: • NFPA 1710, Section 5.2.4.2 (Initial Full Alarm Assignment Capability), which primarily applies to all- career fire departments and at the combination department's election; and • NFPA 1720 Section 4.3 (Staffing and Deployment), which primarily applies to all volunteer fire departments and combination departments that do not elect to comply with NFPA 1710. You may reference these NFPA standards at www.nfpa.org /SAFERActGrant. SF -425 Federal Financial Report The SF -425 Federal Financial Report is required of all recipients of federal funding. The report covers a semi - annual period based on the calendar year beginning with the period after the award is made. Grant recipients are required to submit an SF -425 throughout the entire period of performance of 17 and in any subsequent quarters during which their responsibilities or assignment was changed); • What improvements you have seen in your department's operational capabilities, e.g., what is your average response time now as compared to before SAFER; how many firefighters are you able to assemble on a structure fire now as compared to before SAFER? How does this compare to your goals for the SAFER grant? • Obstacles you are facing in your attempts to improve NFPA compliance, including the steps you are taking to overcome them. • Also, if you have experienced any success stories that you feel can be attributed to the increased staffing provided by SAFER, please feel free to include those, too. * Does the department foresee any obstacles in Answer "Yes" or "No ". executing the grant within the period of Examples of obstacles include, but are not limited performance? *If yes, please explain: to: • Inability to fill some or all SAFER - funded positions within the first two quarters of the period of performance; • Inability to retain SAFER - funded positions and /or minimum pre -SAFER staffing levels due to attrition; • The local governing body's decision that they will not help retain the SAFER funded position(s). You can use this text box to communicate any issue that you are experiencing with this grant. NFPA 1710 and 1720 SAFER addresses the staffing and deployment sections of: • NFPA 1710, Section 5.2.4.2 (Initial Full Alarm Assignment Capability), which primarily applies to all- career fire departments and at the combination department's election; and • NFPA 1720 Section 4.3 (Staffing and Deployment), which primarily applies to all volunteer fire departments and combination departments that do not elect to comply with NFPA 1710. You may reference these NFPA standards at www.nfpa.org /SAFERActGrant. SF -425 Federal Financial Report The SF -425 Federal Financial Report is required of all recipients of federal funding. The report covers a semi - annual period based on the calendar year beginning with the period after the award is made. Grant recipients are required to submit an SF -425 throughout the entire period of performance of 17 18 the grant. You must complete all due SF -425 reports before you can submit a request for funds (a payment request). The reporting period and due dates are: • January 1 —June 30; due by July 31 • July 1— December 31; due by January 31 Follow these steps to submit the SF -425: • Log into the E -grant application portal. • On the "Status" screen, find your SAFER grant. • Select "Manage Grant" from the drop -down menu in the "Action" column, and click "Go." • You will arrive at the SAFER Payment Request(s) screen. • Click on the " Report(s)" link on the left side of the screen. • You will arrive at the "SAFER SF -425 Semi - Annual Reports & Quarterly Performance Reports" screen. • Click on the link to "SF -425 Semi - annual Report(s)." • You will arrive at a page with a link to the SF -425 reports that are due. Click on the date of the report to begin working on the form. Start with the report that is due first. • Complete the required fields (those marked with an asterisk). Click "Save and Continue." • You will arrive at a page showing your completed SF -425 in "read -only" view. Review the answers you just entered. • If you need to make a correction, you can click the browser return button, or click the " Report(s)" link on the left side of the screen. • Once the report is submitted, it cannot be returned to you for correction. If you inadvertently submitted an incorrect report, please contact 866 - 927 -5646 to be directed to a Grant Management Specialist. • Enter your password, check the box, and select "Save and Continue." • You will be re- directed to the "SAFER SF -425 Semi - Annual Reports & Quarterly Performance Reports" landing page. If you would like to print the report you just submitted or submit additional federal financial reports, click the "SF -425 Semi - annual Report(s)" link. Then, click on the report you are interested in printing or submitting. For instructions on how to complete the SF -425, please visit: http: / /www.fema.gov /media- library /assets /documents /28389 ?id =6314 or call 866 - 927 -5646 to be directed to a Grant Management Specialist. Below are some additional tips that may help you complete the SF -425: • The report is cumulative and based on the total Federal grant funds received as of June 30 or December 31 of the applicable period. • Question 7: Select the department's basis of accounting (cash or accrual). You may need to consult with your jurisdiction's finance department, treasurer, bookkeeper or accountant to answer this question. • Question 10(b): Enter the amount of SAFER grant funds that you spent from the amount that you drew down during the period covered by the report. You may have withdrawn funds from your SAFER grant, but you did not spend the entire amount. If you have drawn funds as they were. expended, the answer to this question will be the amount of grant funds drawn down. If you submitted a payment request before June 30 or December 31 but did not receive the funds in your bank until after one of those dates, do not include those funds in the total. 18 19 • Question 10(e): Since there is no cost share or match required by this grant, the answer to this question should be the same amount that you entered in 10(b). • Question 10(f): Subtract the number in 10(e) from the number in 10(d) and put the result in 10(f). • Questions 10(i) and 100): Since there is no cost share or match required by this grant, the answer should be 0 for both of these questions. • Questions 10(I), (m), and (n): Since there is no program income under this grant, you can leave these fields completed with $0. • Question 12: If you have any additional information, enter it here. • Note: If this is your first federal financial report due for this grant and you have not drawn down any grant funds, enter 0 in response to questions 10(b), 10(e), 10(i) and 10(j). In Box 10(f) enter the same number as is displayed in 10(d) (total amount awarded). Amendments You will need to submit an amendment in E- grants in order to: • Request to start the period of performance early; • Request to extend the period of performance; or • Request a waiver of the staffing maintenance number. If you are interested in any of the above amendments, contact your SAFER Program Office POC by e -mail to receive instructions. Remember that you can contact your SAFER Program Office POC through the E- grants Mail Center, Your SAFER Program Office POC will respond with the criteria that you need to include in your amendment request and may ask that you send a draft of the request to them by e-mail for review. After your draft request is reviewed by the SAFER Program Office POC, you can submit the amendment request formally through E- grants. Follow these steps to submit an amendment in E- grants: • Log into the E -grant application portal. • On the "Status" screen, find your SAFER grant. • Select "Manage Grant" from the drop -down menu in the "Action" column, and click "Go." • Click the "Grant Amendment(s)" link on the left side of the screen. • Click "Create New Request." • When the text box opens, type in your request, following the instructions you received from your SAFER Program Office POC. o Remember to provide an exact date if you are requesting to change the period of performance (an exact new start date or exact new end date). • At the bottom of the page, enter your password, check the box, and select "Save and Continue." • Review your amendment request and select "Submit Amendment Request." • You can monitor the status of your amendment request on the "Grant Amendment(s)" page. Closeout You have 90 days after the period of performance ends to closeout your grant. You cannot incur additional expenses during this period of time, but you can submit outstanding reports and request final payment. 19 Mc You are also required to submit a closeout report. The SAFER closeout report is submitted and processed through E- grants. When the closeout module becomes available, the Primary POC will receive an e-mail notification through E- grants, so please make sure to keep the contact information for that person up to date. You can also sign up to receive e-mail alerts from AFG at http://www.fema.gov/e- mail -alert- archive. Follow these steps to access the closeout module in E- grants: • Log into the E -grant application portal. • On the "Status" screen, find your SAFER grant. • Select "Grant Closeout" from the drop -down menu in the "Action" column, and click "Go." • If the "Grant Closeout" option is not available, the closeout report for that grant is not available. After you close your grant, you will receive a formal closeout letter. Since FEMA processes thousands of closeout reports, it may take some time for you to receive the letter. If you drew down FEMA funds and you need to return them at the end of the grant, you will need to complete the "FEMA Return of Funds Form." The form and instructions are available at: http: / /www.fema.gov/ media - library /assets /documents /31261 ?id =7080 As mentioned above, your SAFER payment request will not be processed until you submit all available AFG closeout reports. If you have questions about the closeout report, please visit the AFG Closeout Report Tutorial at: http: / /www.fema.gov/ rules - tools / closeout - report- tutorial - closeout - report- sections. You can also contact the Help Desk at 866- 274 -0960 or send an email to firegrants @dhs.gov. i i7