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Opportunity for Funding for Disaster Case Management in Puerto Rico

Announcement Date: June 1, 2018
Application Deadline: June 17, 2018
Submissions should be sent to: Rachel.Cychosz@FEMA.DHS.gov

Scope and Background

In September 2017, Puerto Rico was impacted by Hurricane Maria and received a major disaster declaration for all 78 municipalities. The infrastructure—power, water, transportation—was severely impacted by the high winds and storm surge. Many parts of the island were difficult to reach other than by helicopter for several weeks or months after the storm, leaving significant portions of the population without immediate assistance. More than 1 million residents of Puerto Rico registered for FEMA assistance, and significant unmet needs have been identified across the island, including but not limited to housing shortages, increased unemployment, access to affordable food, access to medical supplies and prescriptions, mental and behavioral health needs, and continued infrastructure impacts.

FEMA is soliciting proposals from eligible, qualified organizations with experience in providing disaster case management services and who have existing staff and/or facilities on the island of Puerto Rico or connections to organizations on the island, to implement and provide disaster case management in support of disaster survivors in the Commonwealth of Puerto Rico. Provider organizations (recipients) will be selected to provide services to a population of approximately 23, 000 across the 78 municipalities. 

FEMA will serve as both the managing entity and the award oversight agency for this program and be assigned to the FEMA Region II office and the Joint Recovery Office/Long-Term Recovery Office in Puerto Rico.

Disaster Case Management will be provided through the traditional approach of outreach to individual survivor households and in coordination with local communities, as well as through the new Community Recovery Center (CRC) initiative. CRCs are being set up across the island and are intended to foster a localized, community-based one-stop shop approach to disaster recovery. These facilities will enable local communities to tailor recovery programs, resources, and services for unmet needs and sustain a preparedness posture to better integrate federal supportive services with Commonwealth, municipal, and community resources to enhance resiliency and facilitate disaster recovery.

Disaster Case Management is an integral component of the CRC structure. Survivors with self-identified unmet needs will be triaged through DCMs who will then direct them to resources within in the CRC, make referrals to external resources, and schedule long-term disaster case management as needed. Recipient(s) will be required to assign staff to provide case management at these facilities and/or Disaster Recovery Centers, as well as to meet with survivors in their communities, at their homes, etc.

Program Description

The Disaster Case Management (DCM) Program is a federally funded supplemental program administrated by the Department of Homeland Security’s (DHS) Federal Emergency Management Agency (FEMA).  In accordance with Section 426 of the Robert T. Stafford Disaster Relief and Emergency Act (Stafford Act), the President may provide case management services, including financial assistance, to State or Local government agencies or qualified private organizations to provide such services to victims of major disasters to identify  and address unmet needs(42 U.S.C. § 5189d). 

For purposes of this program a qualified private organization is defined as any non-governmental agency or entity that currently has an effective ruling letter from the U.S. Internal Revenue Service, granting tax exemption under Sections 501(c); (d); or (e) of Internal Revenue Code of 1954, or satisfactory evidence from the State that the nonrevenue producing organization or entity is a nonprofit one organized or doing business under state law and that has experience providing case management services.

Federal Definition of Disaster Case Management

DCM is a time-limited process that involves a partnership between a case manager and a disaster survivor (also known as a client) to develop and carry out a Disaster Recovery Plan. This partnership provides the client with a single point of contact to facilitate access to a broad range of resources.  The process involves an assessment of the client’s verified disaster-caused unmet needs, development of a goal-oriented plan that outlines the steps necessary to achieve recovery, organization and coordination of information on available resources that match the disaster-caused unmet needs, the monitoring of progress toward reaching the recovery plan goals, and when necessary, client advocacy.

Purpose of Disaster Case Management Program

The DCM Program, in partnership with the affected State, local government and/or Indian tribe, enables a whole community approach through funding support to voluntary, faith-based and nonprofit organizations. The DCM Program is intended to be a supplemental program that promotes: (a) effective delivery of post-disaster case management services, (b) partner integration, (c) provider capacity building, and (d) recipient level program development. The program provides funding and technical assistance, when requested and approved, to ensure holistic services to disaster survivors.

Definition of a Disaster-Caused Unmet Need

A disaster-caused unmet need is an un-resourced item, support, or assistance that has been assessed and verified by representatives from the State, Tribal, local, and Federal governments and/or voluntary and faith-based organizations as necessary for the survivor to recover from the disaster. Disaster survivor resources may include insurance payments, Federal disaster assistance (i.e. FEMA Individual and Households Program (IHP) grants, and Small Business Administration (SBA) Disaster Loans), state assistance, voluntary agency/faith based assistance and personal resources.  Unmet needs may also include basic immediate emergency needs such as food, clothing, shelter or first aid and long-term needs such as financial, physical, emotional or spiritual well-being.

Federal Award Information

FEMA anticipates awarding to qualified private organizations experienced in providing disaster case management to individuals and families impacted by disaster. Award amounts will be based on the number of survivors that the organization expects to serve.  

This DCM program is expected to be awarded no later than July 15, 2018 and last for a period of 12 months. Recipients will have the option to request an extension in writing to the period of performance, with or without additional funding, for up to, but no longer than an additional 12 months with justification.

Recipient(s) will be required to use a uniform system of record platform and other data tools to manage cases. FEMA will add the cost of the system, based on the staffing levels/size of the recipient(s)’ program, to the award when issued. 

Funding will be awarded as a cooperative agreement between FEMA and the award recipient.

As party to the cooperative agreement, FEMA will:

  • Coordinate with, including monitoring and oversight of, the recipient(s) to ensure the DCM program(s) is (are) integrated with broader Commonwealth and Federal priorities for recovery in Puerto Rico.
  • Coordinate with the recipient(s) to develop and support communication and collaboration with other recipients.
  • Approve modifications to implementation plans, communication guidelines, and monitoring and evaluation plans, to ensure that any modifications support the comprehensive delivery of service under the DCM award.
  • Support recipient(s) to ensure integration/connection to other Federal recovery programs.
  • Coordinate with recipient(s) to define an after-action process to identify lessons learned for future implementation of this program.
  • Establish clear expectations and objectives for site visits in collaboration with recipient(s).
  • Establish minimum data requirements and reporting timelines.
  • Provide the recipient case manager(s) assigned to CRCs and/or DRCs with access to office equipment, including but not limited to, printers, copiers, and/or fax machines, and basic office supplies.

Facilities

FEMA will provide recipient case managers with workspace to meet with survivors in facilities including, but not limited to, Community Recovery Centers to support the survivor intake and case management processes and to address the disaster-related unmet needs of survivors who visit these locations. FEMA may provide workspace for recipient management staff on a case-by-case basis. Recipients will be required to assign case managers to CRC locations during all facility operating hours; specific staffing requirements will be coordinated with the FEMA program office. For budget planning purposes, this requirement should not exceed the standard Case Manager to Survivor ratio.
If additional facility workspace is needed, include these requirements and estimated costs as part of the project budget.

Staffing

Staffing should be based on the established ratios that FEMA has outlined in the DCM Program Guidance, as follows:
Case Managers: 35:1 Clients to Case Managers
The Disaster Case Manager serves as a primary point of contact, assisting the Client in planning and coordinating necessary services and resources to address the client’s complex disaster recovery needs in order to re-establish normalcy. Disaster Case Managers rely on the Client to play an active or lead role in their own recovery.
Case Manager Supervisors: 10:1 Case Managers to Supervisors
The Case Manager Supervisor is responsible for supervising Case Managers and DCM operations at the local level. Duties include the supervision of other local staff, direct coordination with the Program Manager, instituting standard documentation practices consistent identification of applicable of resources for individuals and families. This position will work closely with the local Long Term Recovery Groups and communities. This position will also ensure the case managers are presenting case information in a confidential manner to obtain funding support for necessary unmet needs for disaster survivor recovery.
Construction Cost Analysts: 200:1 Clients to Construction Cost Analysts
The Construction Cost Analyst position works closely with the Case Manager to review and analyze cost estimates for repairs and/or rebuilds of the primary residence of a disaster survivor.
Data Analysts: 15:1 Case Managers to Data Analysts
The Data Analyst is responsible for collecting, monitoring, and submitting necessary data to the Program Manager.
Program Manager: One (1) per provider*
The Program Manager is responsible for coordinating administrative functions of the program, establishing and maintaining working relationships with and assisting in serving as program’s liaison to all parties involved in the program, including program staff, federal partners, other state agencies, service provider agencies, State VOAD, and long term recovery groups.
Monitoring and Data Manager: One (1) per provider*
The Monitor/Data Manager reports directly to the Program Manager. The Monitor/Data Manager is responsible for oversight of all data collection and forms related to the DCMP. The Monitoring/Data Manager will work closely with the Program Manger to develop reports, data collection instruments, forms and update the web site.
Finance Manager: One (1) per provider*
The Finance Manager is responsible for monitoring all financial aspects of the DCM program and advising the Program Manager and Service Providers on program budget.
Administrative Assistant: One (1) per provider*
The Administrative Assistant provides support to the Program Management team and reports directly to the Program Manager.
Resource Coordinator: One (1) per provider*
The Disaster Resource Coordinator is responsible for identifying, allocating, and managing resources for DCM clients, as well as developing a strategy for resources for the duration of the program.
Training Coordinator: One (1) per provider*
The Training Coordinator provides support to the Program Management team and works under the direction of the Program Manager.
Child Coordinator: One (1) per provider*
The child coordinator supports the full range of necessary health, mental health, and other social services assistance for families. This role mitigates interruptions in service delivery while improving the capability for children to transition from program to program without interruption throughout the recovery process. Returning children to their daily routines promotes stability and minimizes the long term effects on emotional, mental, and physical development while building resilience within families and resulting in stronger, healthier, and better prepared communities. 
Functional Needs Coordinator: One (1) per provider*
The Functional Needs coordinator provides technical support to the provider, works with the Program Manager and provides Case Managers with guidance and resources for the Functional Needs clients.
*Additional positions may be requested with justification of need and roles/responsibilities, but are not guaranteed.
Recipient(s) will be required to provide Case managers to staff CRC locations when they are open, specific staffing needs will be coordinated with the FEMA program office. For budget planning purposes, this requirement should not exceed the standard Case Manager to Survivor ratio.

Eligibility Information

Eligible Applicants

This is open to any nongovernmental agency or entity that currently has an effective ruling letter from the U.S. Internal Revenue Service, granting tax exemption under Sections 501(c), (d), or (e) of the Internal Revenue Code of 1954, or satisfactory evidence from the Commonwealth of Puerto Rico that the nonrevenue producing organization or entity is a nonprofit organized or doing business under State law that is able to demonstrate the following:

  • 501 (C)(3) status, registered to do business in Puerto Rico;
    • Previous performance implementing similar programs;
    • Experience working with diverse populations including people whose primary language is Spanish;
    • Staff with bilingual capabilities to interact with survivors in both Spanish and English as required;  
    • Relevant partnerships and key relationships with the Puerto Rican Community or established personnel or facilities within the Commonwealth of Puerto Rico; and
    • Capacity, as described in their application narrative, to support disaster case management in Puerto Rico.

If awarded, recipient(s) may sub-contract and/or sub-award to other organizations to support disaster case management services in their area of responsibility. When procuring property and services under a Federal grant, the non-Federal entity must follow the same policies and procedures it uses for procurements from its non-Federal funds.  The non-Federal entity must ensure that every purchase order or other contract includes any clauses required by Federal statutes and executive orders and their implementing regulations. 44 CFR 13.36.

Cost Sharing/Matching

Federal award is funded out of the Disaster Relief Fund (DRF) under the major disaster declaration for the Commonwealth of Puerto Rico, DR-4339. This program is 100% federally funded; there is no cost share.

Content and Form of Application Submission

DCM Program Application for Federal award package must include the following:

  • Completed and signed Standard Form 424, Application for Federal Assistance
  • Completed and signed Standard Form 112-0-3, Standard Assurances (Non-construction)
  • Completed and signed Standard Form 112-0-8, Budget Information (Non-construction)
  • Confirmation of established Payment Management System/Smartlink account and a System for Award Management (SAM) unique entity identifier (see sec. V. d.)
  • Completed FEMA Budget Workbook
  • Completed Application Narrative, including:
    • Municipalities to serve
    • Capability and capacity of organization to provide DCM (including existing services being provided)
    • Staffing plan
    • Implementation and Outreach strategy
    • Initial DCM work plan
    • Training strategy
    • Plan for programmatic and financial monitoring and quality control, to include internal controls
    • Strategy for allocation, management, and sharing of resources
    • Budget Narrative

Funding Restrictions

FEMA may authorize direct costs under the DCM Program.  2 C.F.R. 200 allows certain costs incurred by recipient(s) in carrying out Federal awards.  OMB Circular A-87 defines direct costs as those that can be identified specifically with a particular final cost objective.  Examples of direct costs include salaries and wages for personnel (e.g., finance director) and the cost of materials acquired specifically for the purpose of the award.  For further detail on allowable costs, see table below.

FEMA may not authorize indirect costs.  2 C.F.R. 200 defines indirect costs as those: (a) incurred for a common or joint purpose benefiting more than one cost objective, and (b) not readily assignable to the cost objectives specifically benefitted, without effort disproportionate to the results achieved.  Some examples of indirect costs would include general administration of the recipient department or agency; and depreciation on buildings and equipment.

FEMA does not authorize the use of funds for construction, renovation, or purchase of property, including land and real estate.  Any non-program related purchases are also not authorized.  Prior authorization from FEMA is needed for purchases not described in this announcement.

Federal funds are to be used for the purpose set forth in the DCM Program Award, and must be consistent with the statutory authority for the award.  Federal funds may not be used for matching funds for other Federal grants/cooperative agreements, lobbying, or intervention in Federal regulatory or adjudicatory proceedings.  In addition, Federal funds cannot be used to sue the Federal government or any other government entity.

Allowable Costs vs. Unallowable Costs

Budget Category

Allowable  Expenses

Unallowable Expenses

Personnel

Salaries and wages for typical DCM Positions:
Case Managers [35:1 Clients to Case Managers]
Case Manager Supervisors [10:1 Case Managers to Supervisors]
Construction Cost Analysts [200:1 Clients to Construction Cost Analysts]
Data Analysts [15:1 Case Managers to Data Analysts]
Program Manager [1]
Monitoring and Data Manager [1]
Finance Manager [1]
Administrative Assistant [1]
Resource Coordinator [1]
Training Coordinator [1]
Child Coordinator [1]
Functional Needs Coordinator [1]

 

Fringe Benefits

Fringe benefits are allowable at the rate allowable by state law.  Fringe benefits are for the personnel listed in the budget and only for the percentage of time devoted to the project.

Fringe benefit costs above the customary fringe benefit rate for temporary recipient and local provider staff.

Travel

  • Mileage reimbursement for Case Managers for travel to and from location of disaster survivors

NOTE: Although some case managers will be located in CRCs and/or DRCs, funding should be included to cover transportation costs to visit survivors in their communities, at their homes, etc.

  • Attend on-going case management trainings
  • All travel costs must be in accordance with existing travel policy guidelines or Federal travel rates and guidelines
  • Providing transportation for survivors
  • Rental or leasing of vehicles

Equipment

Equipment means an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost which equals or exceeds the lesser of the capitalization level established by the governmental unit for financial statement purposes, or $5000.

Laptops OR tablets and cell phones with internet/connectivity are approved.  Additional equipment requires pre-approval from FEMA.

 

Contractual

For contracted consultants, the maximum FEMA reimbursement rate is $750 per day, which includes equipment, supplies, lodging, and travel costs.

All consultant costs must be included as part of the daily rate of $750.

Supplies

  • Supplies include any materials that are expendable or consumed during the course of the project
  • Supply items must be less than $5000
  • Justification is required for each item
  • Refreshments for meetings and trainings
  • Video and recording devices, televisions and other types of video production equipment

Other

The budget may identify costs that are unique to the declared disaster area but do not fall into one of the budget sub-categories

Note: Costs must not be identified as miscellaneous (i.e., they must be described in detail).

  • Transportation for survivors
  • Direct financial assistance for survivors
 

CATEGORIES TYPICALLY LISTED AS "OTHER"

Other:
Telephone and Utilities

Telephone and utility costs directly billed to the DCM program

Telephone and utility charges not directly related to the DCM program.   

Other:

  • Advertising costs associated with the recruitment of personnel required for the DCM program
  • Background Checks for Case Managers
  • FEMA will pay licensing fee for technology platform  

NOTE: FEMA will require the same system of record be used across all recipient(s) and will add this to the amount of the Federal award. This does not need to be included in the budget.

FEMA will not provide funding for a media campaign or web site development.

Unique entity identifier System for Award Management (SAM) and PMS/Smartlink Account Establishment

Per 2 C.F.R. §200, each applicant is required to:

  • Be registered in SAM before submitting its application
  • Registration can be completed: https://www.sam.gov;
  • Provide a valid unique entity identifier in its application; and
  • Continue to maintain an active SAM registration with current information at all times during which it has an active Federal award or an application or plan under consideration by a Federal awarding agency.

FEMA may not make a Federal award to an applicant until the applicant has complied with all applicable unique entity identifier and SAM requirements and, if an applicant has not fully complied with the requirements by the time the FEMA is ready to make a Federal award, the Federal awarding agency may determine that the applicant is not qualified to receive a Federal award and use that determination as a basis for making a Federal award to another applicant.

Establishment of a Payment Management System (PMS)/Smartlink Account
In order to accept Federal funding under this program, recipient(s) must have an account set up in the Federal government Payment Management System or smartlink. This is recommended to be done prior to or concurrently with submitting your application for Federal award to avoid any delays in receipt of funding.

Registration for a PMS/Smartlink account can be done here: https://pms.psc.gov/  

Submission Dates and Times

Completed applications must be submitted electronically to Rachel.Cychosz@fema.dhs.gov as a .pdf with all applicable forms and attachments not later than 12 midnight EST on June 17, 2018.

Late submissions will not be reviewed.

Applicants will receive a confirmation email within 24 hours of receipt of their application. If this confirmation is not received, the applicant should contact the FEMA Points of Contact listed at the end of this announcement as soon as possible to ensure there were no issues with the transmission of the applicant’s submission.

Application Review Information

Announcement and Award Dates

Applications Due: June 17, 2018
Anticipated Award Date: July 1, 2018

Review and Selection Process

FEMA will review all applications by a selection committee including staff from the Joint Field Office (JFO), FEMA Region II, and FEMA Headquarters. Following receipt of the application to ensure that all eligibility requirements have been met:

  • Within 7 days of the submission deadline for award applications, the selection committee will make a recommendation for approval and denial of received applications.
  • Within 21 days of the submission deadline for award applications, FEMA Headquarters will review and approve or deny the selected applications.
  • If the application is approved, FEMA HQ will notify the Senate Appropriations Committee for the statutorily required §507 notification process for Federal awards over $1M. 
  • Following congressional notification, the FEMA Region II Grants Officer will issue the Notice of Award and associated terms and condition to the selected recipients.

Specialized Acquisition Threshold

Any award under this opportunity will exceed the Specialized Acquisition Threshold (SAT) as defined by 2 CFR 200.88.

Prior to making a Federal award with a total amount of Federal share greater than the simplified acquisition threshold, FEMA is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);

The applicant(s), at their option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that a Federal awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;

FEMA will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant's integrity, business ethics, and record of performance under Federal awards when completing the review of risk posed by applicants as described in § 200.205 Federal awarding agency review of risk posed by applicants.

Federal Award Administration Information

Federal Award Notices

Approved Applicants. The Notice of Award (NOA) signed by the Region II Grants Division Director is the authorizing document to begin work and will be provided electronically to the authorized representative of the qualified private organization as provided in the application. The NOA will require the return of a signed 76-10A (agreement) to the FEMA grants officer. Following receipt of the signed agreement, FEMA will obligate the funding.

Funding will be awarded on a reimbursable basis to recipients based on receipts and invoices submitted. There is no set period for reimbursement, requests for reimbursement can be submitted at the convenience of the recipient.

Advance funding. If required, will be handled in accordance with 2 CFR §200.305. All requests for Advance Payments should be submitted using Standard Form 270 and include a detailed line item budget and narrative justification. The budget should include supporting documents, for example, quotes, invoices, etc. that justify the request. 

Drawdowns. Drawdowns from Payment Management System (PMS) (also known as Smartlink) will be reimbursements for expenses. A Standard Form 270 will be required to be submitted for all drawdowns, these can be submitted as frequently as required to ensure funding is available for all activities. All drawdowns should include supporting documents, for example: quotes, invoices, receipts, etc. that justify the request.

Non-Approved Applicants. Notification will be made electronically no later than June 30, 2018 to all applicants that were not selected for funding.

Appeals. Pursuant to section 423 of the Stafford Act (42 U.S.C. 5189a), any decision regarding eligibility or the amount of assistance under this program may be appealed.  The applicant may appeal FEMA's decision to deny the Federal award application, or the amount of the Federal award, to the FEMA Assistant Administrator, Recovery Directorate at 500 C Street, SW, Washington, DC 20472 or electronically, in writing within 60 days from the date of notification of the application decision. The decision of the Assistant Administrator, Recovery Directorate is final agency action and is not subject to further appeal. 

Reporting Requirements

Recipient(s) will submit programmatic reports to the FEMA Program Officer and financial reports to the Regional Grant representative assigned. Reports are required on a monthly basis and some data may be requested more frequently in coordination with CRC and/or DRC activity. Monthly programmatic updates and all quarterly reports are stored for 3 years from the submission of the final expenditures.
If awarded, recipients will be responsible for meeting specific, identified reporting deadlines and requirements and participating in quarterly monitoring visits from FEMA grants and program staff, including:

Monthly reports.
Monthly reports will be requested beginning 30 days from the start of the program and should include the following aggregate data at a minimum:

  • Number of client contacts, clients on wait lists, calls referred.
  • Number of cases opened and cases closed, including reason for closure.
  • Number of clients with pending and completed needs assessments and number of clients with pending and completed individual recovery plans.
  • Number of referrals made and to what resources.
  • Number of case managers hired, on boarded, and trained/performing full services.
  • Trends in unmet needs.
  • Current resources available to meet survivor needs.

Monthly reports should include monthly data as well as cumulative data for the duration of the program. Reporting templates will be provided during award for recipient(s) use.

Site Visits

During quarterly site visits, recipients will be required to report on the following:

  • Program objectives
  • Status of Planned Activities from Past Period and Future Planned Activities
  • Data Summary
  • Budget Narrative Overview
  • Challenges/Issues Encountered
  • Changes to implementation or work plan
  • Aggregate Data on program activities – cases opened, cases closed (and why), needs identified, needs addressed

Financial Reporting

The recipient shall submit the Federal Finance Report (SF-425) within 30 days of the end of each quarter (2 CFR 200.327).  That recipient shall submit the SF-425 for every quarter of the period of performance, including partial calendar quarters during the life cycle, regardless of the level of activity in that quarter.  This requirement continues until the end of the period of performance (POP).  In addition, the recipient should submit monthly progress updates to FEMA that include a brief narrative on the status of the DCM Program goals and objectives, any programmatic and fiscal challenges, and solutions applied to resolve the challenges.

Reporting Periods and Due Dates

Quarter 1: October 1 – December 31; Due January 30
Quarter 2: January 1 – March 31; Due April 30
Quarter 3: April 1 – June 30; Due July 30
Quarter 4: July 1 – September 30; Due October 30

Closeout Reporting

The closeout process will include an accounting of any remaining funds that must be de-obligated, and will address the maintenance of Federal award records.  The recipient is responsible for returning any funds drawn down but that remain as un-liquidated on recipient’s financial records.

Within 90 days after the expiration or termination of the Federal award program, the recipient must submit all financial, performance, and other reports required as a condition of the grant. (2 CFR 200.243)  The following documents, if not previously provided, should be submitted to FEMA for the Grant Closeout Process:

  • Demobilization Plan
  • Final Program Report
  • Final Financial Report SF-425

Documentation and Auditing

Recipient(s) is (are) subject to audit by DHS/FEMA program and Office of Inspector General Personnel. All records associated with the Federal award, both electronic and hard copy must be stored for a period of three years from the date of submission of the final expenditure report.  (2 CFR 200.333)  FEMA may initiate administrative action to recover improper payments for up to 3 years after the submission of the Final Audit Closeout Report. 42 U.S.C. 5205.

Terms and Conditions

All awards are subject to the Department of Homeland Security Standard Terms and Conditions 2018, issued April 9, 2018, available at https://www.dhs.gov/sites/default/files/publications/Fiscal%20Year%2018%20DHS%20Standard%20Terms%20and%20Conditions%20Version%208.1%20-%20Dated%2004-09-2018.pdf.

Recipients may also be subject to special terms and conditions in addition to the standard terms and conditions, including, but not limited to:

  • Funding may be withheld if instances of non-compliance exist or program expenditures and program implementation are not aligned, as determined jointly by FEMA grants and program staff.
  • Within 10 calendar days of receipt of the NOA to recipient(s), recipient(s) must return the signed 76-10A to FEMA grants officer.
  • Within 10 calendar days of receipt of the NOA to recipient(s), recipient(s) must return a completed and signed standard form 270 with justification for any advance funding requested.
  • Within 15 calendar days of submission of a signed 76-10A, recipient(s) must provide FEMA with a detailed Case Closure Strategy and Demobilization Plan.
    • Within 30 calendar days of submission of a signed 76-10A, recipient(s) must provide FEMA with a training schedule and curriculum for FEMA review. Any subsequent changes made to the schedule and/or content after approval will require additional FEMA review.
    • Within 30 calendar days of submission of a signed 76-10A, recipient(s) must submit a staffing, implementation, communications, outreach, resource, and management plan.
    • Within 60 days of submission of a signed 76-10A, recipient(s) must hire 50% of their staff.  New hires should be hired locally, or willing to relocate, to the area that they are serving and commit to the entire period of performance of the Federal award.
  • Recipient(s) will be required to staff CRCs and/or DRCs to assist with intake and address immediate needs of survivors.
    • Within 30 calendar days of the submission of a signed 76-10A, recipient(s) must provide a staffing plan for case managers staffing the CRCs and/or DRCs.
  • Within 90 calendar days of the submission of a signed 76-10A, recipient(s) must provide a monitoring and/or evaluation plan and schedule.
  • Recipient(s) must participate in weekly coordination calls and quarterly monitoring visits.
  • Within 30 calendar days of the submission of a signed 76-10A, recipient(s) and FEMA will collaborate to develop monthly and quarterly fiscal and programmatic reports, to include data collection plan that demonstrates the programs social return on investment.

Administrative and National Policy Requirements

All legal considerations remain in effect as specified in the Disaster Case Management Program Interim Guidance, September 2017.

Last Updated: 
06/04/2018 - 09:58