Agenda packet — Salinas City Council, June 16, 2026 (part 5 of 5)

3. Program Description ................................................................................................................. 11 A. Background, Program Purpose, and Program History .......................................................... 11 B. Goals and Objectives ............................................................................................................. 12 C. Program Rationale ................................................................................................................. 12 D. Federal Assistance Type ........................................................................................................ 13 1221
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E. Performance Measures and Targets ...................................................................................... 13 F. Program-Specific Unallowable Costs ................................................................................... 13 G. General Funding Requirements ............................................................................................. 13 H. Indirect Costs (Facilities and Administrative Costs) ............................................................. 14 I. Management and Administration (M&A) Costs ................................................................... 14 J. Pre-Award Costs .................................................................................................................... 14 K. Beneficiary Eligibility ........................................................................................................... 15 L. Participant Eligibility ............................................................................................................ 15 M. Authorizing Authority ........................................................................................................... 15 N. Appropriation Authority ........................................................................................................ 15 O. Budget Period ........................................................................................................................ 15 P. Prohibition on Covered Equipment or Services .................................................................... 15

4. Application Contents and Format ............................................................................................. 15 A. Pre-Application, Letter of Intent, and White Papers ............................................................. 15 B. Application Content and Format ........................................................................................... 15 C. Application Components ....................................................................................................... 16 D. Program-Specific Required Documents and Information ..................................................... 16 E. Post-Application Requirements for Successful Applicants ................................................... 16

5. Submission Requirements and Deadlines ................................................................................. 16 A. Address to Request Application Package .............................................................................. 16 B. Application Deadline ............................................................................................................. 18 C. Pre-Application Requirements Deadline ............................................................................... 18 D. Post-Application Requirements Deadline ............................................................................. 19 E. Effects of Missing the Deadline ............................................................................................ 19

6. Intergovernmental Review ........................................................................................................ 19 A. Requirement Description and State Single Point of Contact ................................................ 19

7. Application Review Information .............................................................................................. 19 A. Threshold Criteria .................................................................................................................. 19 B. Application Criteria ............................................................................................................... 20 C. Financial Integrity Criteria .................................................................................................... 20 D. Supplemental Financial Integrity Criteria and Review ......................................................... 21 E. Reviewers and Reviewer Selection ....................................................................................... 21 F. Merit Review Process ............................................................................................................ 21 G. Final Selection ....................................................................................................................... 25

8. Award Notices .......................................................................................................................... 25 A. Notice of Award .................................................................................................................... 25 B. Pass-Through Requirements .................................................................................................. 26 C. Note Regarding Pre-Award Costs ......................................................................................... 26 D. Obligation of Funds ............................................................................................................... 26 E. Notification to Unsuccessful Applicants ............................................................................... 26

9. Post-Award Requirements and Administration ........................................................................ 26 A. Administrative and National Policy Requirements ............................................................... 26 B. DHS Standard Terms and Conditions ................................................................................... 27 C. National Incident Management System (NIMS) Implementation ........................................ 28 D. Financial Reporting Requirements ........................................................................................ 28 E. Programmatic Performance Reporting Requirements ........................................................... 28 1222
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F. Closeout Reporting Requirements ......................................................................................... 29 G. Disclosing Information per 2 C.F.R. § 180.335 .................................................................... 29 H. Reporting of Matters Related to Recipient Integrity and Performance ................................. 30 I. Single Audit Report ............................................................................................................... 30 J. Monitoring and Oversight ..................................................................................................... 30 K. Program Evaluation ............................................................................................................... 31 L. Additional Performance Reporting Requirements ................................................................ 32 M. Termination of Federal Award .............................................................................................. 32 M. Best Practices .......................................................................................................................... 34 N. Payment Information ................................................................................................................ 34 O. Immigration Conditions ........................................................................................................... 36

10. Other Information ................................................................................................................... 36 A. Period of Performance (POP) Extension ............................................................................... 36 B. Other Information ..................................................................................................................... 37

11. Appendix A – FY 2025 SAFER Program Updates ................................................................ 43

12. Appendix B – Programmatic Information and Priorities ........................................................ 43 A. Ineligible Applications and Organizations ............................................................................ 43 B. Supporting Definitions for this NOFO .................................................................................. 44 C. Application Tips .................................................................................................................... 48 D. Funding Limitation ................................................................................................................ 49 E. Funding Priorities .................................................................................................................. 49 F. Hiring Activity Overview ...................................................................................................... 50 G. R&R Activity – Fire Departments Overview ........................................................................ 51 H. R&R Activity – National, State, Local, Territorial, or Federally Recognized Tribal Nation Volunteer Firefighter Interest Organizations (Interest Organizations) Overview ................. 54 I. Eligible and Ineligible Costs and Requirements ................................................................... 55

13. Appendix C – Award Administration Information ................................................................. 64 A. Help FEMA Prevent Fraud, Waste and Abuse ...................................................................... 64 B. Grant Writer and Preparation Fees ........................................................................................ 64 C. Maintenance and Sustainment ............................................................................................... 65 D. Taxes, Fees, Levies and Assessments ................................................................................... 65 E. Excess Funds ......................................................................................................................... 66 F. Payments and Amendments .................................................................................................. 66 G. Disposition of Grant-Funded Equipment .............................................................................. 68 H. Post-Award Recipient Responsibilities ................................................................................. 68 1223
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1. Basic Information
A. Agency Name U.S. Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), Resilience/Grant Programs Directorate (GPD)
B. NOFO Title Fiscal Year (FY) 2025 Staffing for Adequate Fire and Emergency Response (SAFER) Grant
C. Announcement
Type
Initial
D. Funding
Opportunity Number
DHS-25-GPD-083-00-99
E. Assistance Listing
Number

97.083
F. Expected Total
Funding
$324 million
G. Anticipated
Number of Awards
190 awards
H. Expected Award
Range
N/A
I. Projected
Application Start
Date
May 19, 2026 at 8 a.m. ET
J. Projected
Application End Date
June 22, 2026 at 5 p.m. ET
K. Anticipated
Funding Selection
Date
No later than September 30, 2026
L. Anticipated
Award Date
Beginning on approximately September 14, 2026, and continuing thereafter until all FY 2025 SAFER Program grant awards are issued (but no later than September 30, 2026).

M. Projected Period
of Performance Start
Date
N/A1
N. Projected Period
of Performance End
Date
N/A
O. Executive
Summary
The FY 2025 SAFER Grant Program, known as the SAFER Program, is one of three grant programs from DHS and FEMA that improve 1 FEMA funds SAFER Program awards on a rolling basis; as such, the date the FEMA Assistant Administrator for the Grant Programs Directorate signs the obligating document dictates the unique Period of Performance start and end dates for each award.
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public and firefighter safety related to fire hazards. The SAFER Program provides funding directly to fire departments and volunteer firefighter organizations to increase the number of firefighters. This funding supports communities in meeting industry standards, achieving 24-hour staffing, and ensuring adequate protection from fire hazards while supporting the traditional missions of fire departments.

Since its launch in 2005, the SAFER Program has awarded approximately $6.1 billion in grants. These funds have been used to hire new firefighters, convert part-time or paid-on-call firefighters to full-time roles, and recruit and retain volunteer firefighters. For examples of how this program has made a difference, visit the Assistance to Firefighters Grants Program page on FEMA.gov.

P. Agency Contact a. Fire Grants Program Office Contact The Fire Grants Program Help Desk provides technical assistance to applicants for the online completion and submission of applications into FEMA Grants Outcomes (FEMA GO), answers questions
concerning applicant eligibility, recipient responsibilities, and helps in the programmatic administration of awards. The Fire Grants Program Help Desk can be contacted at (866) 274-0960 or by email at [email protected]. Normal hours of operation are Monday through Friday, 8:00 a.m. – 4:30 p.m. ET.

Guidance documents such as application tutorials, Self-Evaluation Guides, and Frequently Asked Questions (FAQs) are also provided to further explain the current SAFER Program, assist with the online grant application, and highlight lessons learned and changes for FY 2025. For more details, please visit the SAFER Program website. b. FEMA Grants News
This channel provides general information on all FEMA grant programs and maintains a comprehensive database containing key personnel contact information at the federal, state, and local levels.

FEMA Grants News Team is reachable at fema-grants[email protected] OR (800) 368-6498, Monday through Friday, 9 a.m. – 5 p.m. ET.
c. Grant Programs Directorate (GPD) Award Administration Division
GPD’s Award Administration Division (AAD) provides support regarding financial matters and budgetary technical assistance. AAD can be contacted at [email protected].
d. FEMA Regional Offices
Assistance to Firefighters Grants Regional Contacts also may provide fiscal support, including pre- and post-award administration and technical assistance. Assistance to Firefighters Grants Regional Office 1225
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contacts are available at Assistance to Firefighters Grants Regional Contacts | FEMA.gov.
e. Civil Rights
Consistent with Executive Order 14173, Ending Illegal Discrimination & Restoring Merit-Based Opportunity, the FEMA Integration and Coordination Division (ICD) is responsible for ensuring compliance with and enforcement of federal civil rights obligations in connection with programs and services conducted by FEMA. They are reachable at [email protected].
f. Environmental Planning and Historic Preservation
The FEMA Office of Environmental Planning and Historic Planning (OEHP) provides guidance and information about the EHP review process to FEMA programs and recipients and subrecipients. Send any inquiries regarding compliance for FEMA grant projects under this NOFO to [email protected].
g. Payment and Reporting System
FEMA uses FEMA GO for financial reporting, invoicing, and tracking payments. The Direct Deposit/Electronic Funds Transfer (DD/EFT) method of payment is used for recipients. For any questions about the system, contact the FEMA GO Helpdesk at [email protected] or (877) 585-3242, Monday through Friday, 9 a.m. – 6 p.m. ET. h. FEMA GO
For technical assistance with the FEMA GO system, please contact the FEMA GO Helpdesk at [email protected] or (877) 585-3242, Monday through Friday, 9 a.m. – 6 p.m. ET.

2. Eligibility
A. Eligible
Entities/Entity Types
Only the following entities or entity types are eligible to apply. a. Applicants
• Fire departments; and
• National, regional, state, local, tribal and nonprofit interest organizations2 representing the interests of volunteer
firefighters are eligible to receive a SAFER Program award under the Recruitment and Retention (R&R) Activity.
2 The District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of Puerto Rico are all defined as “States” in the Federal Fire Prevention and Control Act of 1974. See 15 U.S.C. § 2203(10).
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See Section A of Appendix B – Programmatic Information and Priorities for additional information on ineligible applications and organizations.
b. Subapplicants
Subapplicants and subawards are not allowed.

Subapplicants should not have foreign nationals or noncitizens included. If a subapplicant has foreign nationals, they must be properly vetted and must adhere to all government statutes, policies and procedures including “staff American, stay in America” and security requirements.

B. Project Type
Eligibility
a. Unallowable Project Types
• Under the Recruitment and Retention (R&R) Activity,
applications that request a Staffing Needs Assessment or Risk Assessment project are precluded from applying for additional R&R-related activities.
• FEMA will not fund any projects, activities or line items that are covered under a department's normal operating budget.

Federal funding may not be used to supplant (i.e., replace) an existing activity or program.
• Applicants may not use award funds for matching funds for any other federal grants or cooperative agreements, for lobbying, or for intervention in federal regulatory or
adjudicatory proceedings.

Applicants may not use federal funds to sue the Federal Government or any other government entity.
b. Allowable Project Types

1. Hiring Activity
The Hiring Activity provides grants to support fire departments in hiring new firefighters or converting part-time or paid-on-call firefighters to full-time positions. However, national, regional, state, local, Tribal Nation, and nonprofit organizations that represent volunteer firefighters are not eligible for SAFER Program awards under the Hiring Activity.

2. R&R Activity
The R&R Activity provides grants to help fire departments recruit and retain volunteer firefighters trained in firefighting and emergency response operations. Career fire departments are not eligible for funding under the R&R Activity.
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Each activity has its own application and eligibility requirements, as further outlined in Appendix B – Programmatic Information and Priorities of this NOFO.

C. Requirements for
Personnel, Partners,
and Other Parties
An application submitted by an otherwise eligible non-federal entity (i.e., the applicant) may be deemed ineligible when the person that submitted the application is not: 1) a current employee, personnel, official, staff, or leadership of the non-federal entity; and 2) duly authorized to apply for an award on behalf of the non-federal entity at the time of application.

Further, the Authorized Organization Representative (AOR) must be a duly authorized current employee, personnel, official, staff, or leadership of the recipient and provide an email address unique to the recipient at the time of application and upon any change in assignment during the period of performance (POP). Consultants or contractors of the recipient are not permitted to be the AOR of the recipient.

Subapplicants should not have foreign nationals or noncitizens included. If a subapplicant has foreign nationals, they must be properly vetted and must adhere to all government statues, polices, and procedures including “staff American, stay in America” and security requirements.

Subapplicants/subrecipients must submit short bios and resumes. This should include the type of entity, organizational leadership, and board members along with the both the names and addresses of the individuals. Resumes are subject to approval.

D. Maximum
Number of
Applications
The maximum number of applications that can be submitted is one application per activity.

E. Additional
Restrictions
a. POP Restrictions

1. Hiring Activity
The POP for applications funded under the Hiring Activity will be 36 months.

A default 180-day recruitment period begins when FEMA approves an application for an award under this activity.

The 36-month POP automatically starts after the 180-day recruitment period, regardless of whether the recipient has hired the requested firefighters. The POP cannot start later than 180 days after the award date.
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If a recipient can hire all SAFER Program-funded firefighters during the 180-day recruitment period, the POP may begin at that time. In these instances, recipients must submit an amendment requesting that the POP start before the end of the 180-day recruitment period if they wish to begin the period early.

2. R&R Activity
The POP for applications funded under the R&R Activity will be 12, 24, 36 or 48 months.

A default 90-day recruitment period begins when FEMA approves the application for award under this activity. This period allows each recipient time to gather resources, initiate processes, and finalize contracts needed to implement SAFER Program activities before the start of the POP. By the start of the POP, the recipient should be fully prepared to implement all awarded activities and begin drawing down awarded funds. The recipient can only expend funds within the POP.

The POP automatically starts after the 90-day recruitment period ends, regardless of whether the recipient has begun implementing its grant award. The POP cannot start later than 90 days after the award date.

If a recipient can begin its recruitment or retention activities during the 90-day recruitment period, the POP may begin at that time. In these instances, recipients must submit an amendment requesting that the POP start before the end of the 90-day recruitment period if they wish to begin the period early.

Extensions to the POP are allowed for R&R Activity grants only.

Recipients must submit all proposed extension requests to FEMA for review and approval at least 120 days before the end of the POP to allow sufficient processing time.

For additional information on POP extensions, please refer to Section

10.A.
b. National Incident Management System (NIMS) Implementation SAFER Program applicants are not required to comply with NIMS to apply for SAFER Program funding or to receive a SAFER Program award. Any applicant who receives an FY 2025 SAFER Program award must achieve the level of NIMS compliance required by the Authority Having Jurisdiction (AHJ) over the applicant’s emergency service operations (e.g., a local government), before the end of the grant’s POP.
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Applicants/subapplicants or recipients/subrecipients are required to certify their compliance with federal statutes, DHS directives, polices, and procedures.

F. References for
Eligibility Factors
within the NOFO
Please see the following references provided below:

1.“Responsiveness Review Criteria” subsection
2 “Threshold Criteria” subsection
3 “Application Criteria” subsection

4. FEMA may/will request financial information such as
Employer Identification Number (EIN) and bank information as part of the potential award selection. This will apply to everyone prospered, including subrecipients.

5. “Supplemental Financial Integrity Criteria and Review” subsection

6. Appendix B – Programmatic Information and Priorities G. Cost Sharing
Requirement
For Hiring Activity grants, applicants selected for this award must commit to an acceptable cost share agreement. Otherwise, they will not be funded.

For R&R Activity grants, there is no cost share requirement.

Please see Application Criteria for more information.

H. Cost Share
Description, Type
and Restrictions
For Hiring Activity grants, recipients are required to contribute 25% of the actual costs incurred in each of the first and second years of the grant; and 65% of the actual costs incurred in the third year of the grant.

In the first and second years of the grant, the amount of federal funding may not exceed 75% of the usual annual cost of a first-year firefighter in that department at the time the grant application was submitted; and in the third year of the grant the amount of federal funding may not exceed 35% of the usual annual cost of a first-year firefighter in that department.

The “usual annual cost” includes a firefighter’s base salary (excluding non-Fair Labor Standards Act overtime) and standard benefits package (including the average annual cost of health, dental, and vision insurance; FICA; life insurance; retirement and/or pension contributions; etc.) offered by the fire department to first-year firefighters.

For R&R Activity grants, there is no cost share requirement. 1230
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I. Cost Sharing
Calculation Example
Assuming that the usual annual cost of a first-year firefighter in a department at the time of the grant application is $120,000 per year and the department actually incurred $100,000 per year in each year of the grant, the following cost share requirements and position cost limits would apply:

1. Cost Share Requirement: The grant recipient is required to contribute $25,000 in Year 1; $25,000 in Year 2; and $65,000 in Year 3.

2. Position Cost Limit: The amount of federal funding cannot exceed $90,000 in Year 1; $90,000 in Year 2; and $42,000 in Year 3.

J. Required
information for
verifying Cost Share
FEMA does not require recipients to demonstrate availability of cost share funds at the time of application. However, before FEMA issues an award, it may contact potential awardees to determine whether the recipient possesses the necessary non-federal funding.
a. Minimum Budget Requirement
In accordance with 15 U.S.C. § 2229a(c)(2), in order to be eligible for SAFER Program funding, applicants are required to certify that their annual budget for fire-related programs and emergency response has not been reduced below 80% of the applicant’s average funding level in the three years prior to the application date. As part of each SAFER application, applicants are required to provide their total annual operating budget for the current fiscal year and the three years prior.

3. Program Description
A. Background, Program Purpose, and Program History
The FY 2025 SAFER Grant Program is one of three grant programs that constitute DHS and FEMA’s focus on protecting the public and firefighters from fire and fire-related hazards. The SAFER Program provides funding directly to fire departments and volunteer firefighter interest organizations to assist in increasing the number of firefighters to help communities meet industry minimum standards and attain 24-hour staffing to provide adequate fire protection from fire and fire-related hazards, and to fulfill traditional missions of fire departments. Since 2005, the SAFER Program has awarded approximately $6.1 billion in grant funding to provide critically needed resources to hire new, additional firefighters (or to change the status of part-time or paidon-call firefighters to full-time firefighters), as well as recruitment and retention of volunteer firefighters. Information about success stories for this program can be found at Assistance to Firefighters Grants Program | FEMA.gov.

The SAFER Program is part of a comprehensive set of measures authorized by Congress and implemented by DHS. In awarding grants, the FEMA Administrator is required to consider:
• The findings and recommendations of the Technical Evaluation Panel; 1231
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• The degree to which an award will reduce deaths, injuries, and property damage by reducing the risks associated with fire-related and other hazards; • The extent of an applicant’s need for a SAFER Program grant and the need to protect the United States as a whole; and
• The number of calls requesting or requiring a firefighting or emergency medical response received by an applicant.

B. Goals and Objectives
Goal: To enhance local fire departments’ abilities to comply with staffing, response, and operational standards established by the National Fire Protection Association (NFPA 1710 or NFPA 1720).3
Objectives: The objectives of the SAFER Program are to provide funding to communities so they can:

• Increase the number of firefighters to meet industry minimum standards; • Increase the number of trained personnel assembled at the incident scene; • Attain 24-hour staffing to improve deployment capabilities; and • Fulfill traditional missions of fire departments (respond to emergencies and provide adequate fire protection from fire and fire-related hazards).

Priorities: Information on program priorities and objectives for the FY 2025 SAFER Program can be found in Appendix B – Programmatic Information and Priorities of this NOFO.

C. Program Rationale
The SAFER Program represents part of a comprehensive set of measures authorized by Congress and implemented by DHS. Among the six DHS Missions noted in the Department of Homeland Security's Strategic Plan, the SAFER Program supports Mission Five: Build a Resilient Nation and Respond to Incidents. By increasing the number of trained firefighters, the SAFER Program improves deployment capabilities to respond to emergencies and provide adequate protection from fire and fire-related hazards. The SAFER Program also aims to support objectives outlined under Mission Five in the Strategic Plan including:
• Objective 5.1: Coordinate Federal Response to Incidents • Objective 5.2: Strengthen National Resilience
• Objective 5.4: Enhance Training and Readiness of First Responders Through these objectives, FEMA creates a vision for the field of emergency management and sets an ambitious, yet achievable, path forward to unify and further professionalize emergency 3 NFPA 1710 and 1720 are lapsing in 2026 and will be consolidated under the proposed NFPA 1750. FEMA is working with the NFPA Standards Council to evaluate deployment of fire suppression operations. No decisions have been made, and FEMA will issue additional guidance when more information becomes available. Although the goal of the grant is to increase compliance with NFPA 1710 or 1720, 24-hour staffing is not a requirement of the SAFER Program.
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management across the country. We invite all our stakeholders and partners to join us in building a more prepared and resilient nation.

D. Federal Assistance Type
Grant
E. Performance Measures and Targets
Grant recipients must collect data to help FEMA evaluate the performance of SAFER Program grants. These metrics align with the program’s objectives and priorities. FEMA may request performance data throughout the grant’s POP. At closeout, recipients must submit a final performance report with enough information to show they met the performance goals outlined in their award.

FEMA will assess performance by comparing the items, supplies, projects and activities requested in the application to those acquired and delivered by the end of the performance period. The following program metrics will be used:
• Hiring Activity:

1. Percentage of “majority career” SAFER Program recipients’ structural fire responses that complied with National Fire Protection Association (NFPA) 1710 structural response standards.

2. Number of full-time career firefighter positions filled. • R&R Activity:

1. Percentage of “majority volunteer” SAFER Program recipients’ structural fire responses that complied with National Fire Protection Association (NFPA) 1720 structural response standards.

2. Number of operational volunteer firefighters who have joined a department.

The target for these measures is the number of firefighters hired and the resulting improvement in compliance with NFPA 1710 or 1720 standards. FEMA will assess how the addition of new firefighters increased compliance with the relevant NFPA standards.

F. Program-Specific Unallowable Costs
Construction costs are not allowable under the SAFER Program. Construction includes major alterations to a building that changes the profile or footprint of the structure.

Modifications to facilities described in Appendix B – Programmatic Information and Priorities are not categorized as construction costs for general award purposes and may be eligible for funding. However, these activities may be considered 'construction' for procurement, environmental protection, or historic preservation purposes.

Please see Appendix B – Programmatic Information and Priorities for additional information on funding restrictions and allowable costs.

G. General Funding Requirements
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Costs charged to federal awards (including federal and non-federal cost share funds) must comply with applicable statutes, rules and regulations, policies, this NOFO, and the terms and conditions of the federal award. This includes, among other requirements, that costs must be incurred, and products and services must be delivered within the budget period. 2 C.F.R. § 200.403(h).

Recipients may not use federal funds or any cost share funds for the following activities:

1. Matching or cost sharing requirements for other federal grants and cooperative agreements (see 2 C.F.R. § 200.306).

2. Lobbying or other prohibited activities under 18 U.S.C § 1913 or 2 C.F.R. § 200.450.

3. Prosecuting claims against the federal government or any other government entity (see 2 C.F.R. § 200.435).

H. Indirect Costs (Facilities and Administrative Costs) Indirect costs are allowed for recipients.

Indirect costs (IDC) are costs incurred for a common or joint purpose benefitting more than one cost objective and not readily assignable to specific cost objectives without disproportionate effort. Applicants with a current negotiated IDC rate agreement who want to charge indirect costs to a federal award must provide a copy of their IDC rate agreement with their applications.

Not all applicants are required to have a current negotiated IDC rate agreement. Applicants that are not required to have a negotiated IDC rate agreement, but are required to develop an IDC rate proposal, must provide a copy of their proposal with their applications. Applicants without a current negotiated IDC rate agreement (including a provisional rate) and wish to charge the de minimis rate must reach out to FEMA for further instructions. Applicants who wish to use a cost allocation plan in lieu of an IDC rate proposal must reach out to FEMA for further instructions.

As it relates to the IDC for subrecipients, a recipient must follow the requirements of 2 C.F.R. §§ 200.332 and 200.414 in approving the IDC rate for subawards.

I. Management and Administration (M&A) Costs
M&A costs are allowed only under the R&R Activity and are not allowed under the Hiring Activity.

Recipients may use up to 3% of the federal share of SAFER Program funds for M&A costs directly related to managing and administering the SAFER award, such as financial management and monitoring. These costs must be based on actual expenses or known contractual costs.

Requests based on simple percentages of the award or unsupported estimates will not be approved or reimbursed. Salaries and fringe benefits for personnel directly supporting the grant do not need to be included in the M&A budget line item.

M&A are not overhead costs but are necessary direct costs incurred in direct support of the federal award or as a consequence of it, such as travel, meeting-related expenses, and salaries of full/part-time staff in direct support of the program. As such, M&A costs can be itemized in financial reports.

J. Pre-Award Costs
The following pre-award costs are allowable:
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1. Fees for grant writers (capped at $1,500 of federal funds per application).

Generally, grant funds cannot be used to pay for products and services contracted for or obligated prior to the effective date of the award.

See Appendix C – Award Administration Information for further information regarding grant writer fees and Section 10.B. Other Information for general procurement under grants requirements.

K. Beneficiary Eligibility
There are no program requirements to be an eligible beneficiary. This NOFO and any subsequent federal awards create no rights or causes of action for any beneficiary.

L. Participant Eligibility
There are no program requirements to be an eligible participant. This NOFO and any subsequent federal awards create no rights or causes of action for any participant.

M. Authorizing Authority
Section 34 of the Federal Fire Prevention and Control Act of 1974, Pub. L. No. 93-498, as amended (15 U.S.C. § 2229a).

N. Appropriation Authority
Full-Year Continuing Appropriations and Extensions Act, 2025, Pub. L. No. 119-4, § 1101.

O. Budget Period
There will be only a single budget period with the same start and end dates as the POP.

P. Prohibition on Covered Equipment or Services
Recipients, sub-recipients, and their contractors or subcontractors must comply with the prohibitions set forth in Section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019, which restrict the purchase of covered telecommunications and surveillance equipment and services. Please see 2 C.F.R. §§ 200.216, 200.327, 200.471, and Appendix II to 2 C.F.R. Part 200, and FEMA Policy #405-143-1 - Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services for more information.

4. Application Contents and Format
A. Pre-Application, Letter of Intent, and White Papers
Pre-applications, letters of intent, and white papers are not required to be eligible to apply.

B. Application Content and Format
Applications are processed through the FEMA GO system. To access the system, go to https://go.fema.gov/.

Specific formatting guidelines can be found on page 21 of this NOFO. 1235
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Additional application and program guidance documents such as Fact Sheets, Self Evaluation Sheets, and an Application Checklist are available at the SAFER Program website.

C. Application Components
The following forms or information are required to be submitted via FEMA GO. The Standard Forms (SF) are also available at Forms | Grants.gov.
• SF-424, Application for Federal Assistance
• Grants.gov Lobbying Form, Certification Regarding Lobbying • SF-424A, Budget Information (Non-Construction)
• SF-424B, Standard Assurances (Non-Construction)
• SF-LLL, Disclosure of Lobbying Activities
D. Program-Specific Required Documents and Information
The following program-specific document is required to be submitted as an attachment in FEMA GO for each regional project under the R&R Activity:

1. Regional host applicants and participating partner agencies must execute a Memorandum of Understanding (MOU), or equivalent document signed by the host and all participating organizations participating in the award.

E. Post-Application Requirements for Successful Applicants Applicants likely to be funded may receive a request for additional information by email prior to award. Applicants must respond to the request to move forward with the grant review process.

5. Submission Requirements and Deadlines
A. Address to Request Application Package
Applications are processed through the FEMA GO system. To access the system, go to https://go.fema.gov/.

Steps Required to Apply for An Award Under This Program and Submit an Application:

All applicants must:
a. Apply for, update, or verify their Unique Entity Identifier (UEI) number and EIN from the Internal Revenue Service;
b. In the application, provide an UEI number;
c. Have an account with login.gov;
d. Register for, update, or verify their System for Award Management (SAM) account and ensure the account is active before submitting the application; e. Register in FEMA GO, add the organization to the system, and establish the AOR. The organization’s electronic business point of contact (eBiz POC) from the SAM registration may need to be involved in this step. For step-by-step instructions, see https://www.fema.gov/media-library/assets/documents/181607; f. Submit the complete application in FEMA GO; and
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g. 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. As part of this, applicants must also provide information on an applicant’s immediate and highest-level owner and subsidiaries, as well as on all predecessors that have been awarded federal contracts or federal financial assistance within the past three years, if applicable.

Per 2 C.F.R. § 25.110(a)(2)(iv), if an applicant is experiencing exigent circumstances that prevents it from obtaining an UEI number and completing SAM registration before receiving a federal award, the applicant must notify FEMA as soon as possible. Contact fema-grants[email protected] and provide the details of the exigent circumstances.

How to Register to Apply:

General Instructions:

Registering and applying for an award under this program is a multi-step process and requires time to complete. Below are instructions for registering to apply for FEMA funds. Read the instructions carefully and prepare the requested information before beginning the registration process. Gathering the required information before starting the process will alleviate last-minute searches for required information.

The registration process can take up to four weeks to complete. To ensure an application meets the deadline, applicants are advised to start the required steps well in advance of their submission.

Organizations must have a UEI number, EIN, and an active SAM registration.

Obtain a UEI Number:

All entities applying for funding, including renewal funding, must have a UEI number.

Applicants must enter the UEI number in the applicable data entry field on the SF-424 form. For more detailed instructions for obtaining a UEI number, refer to SAM.gov.

Obtain Employer Identification Number:

In addition to having a UEI number, all entities applying for funding must provide an EIN. The EIN can be obtained from the Internal Revenue Service (IRS) by visiting https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employeridentification-number-ein-online.

Create a login.gov account:

Applicants must have a login.gov account in order to register with SAM or update their SAM registration. Applicants can create a login.gov account at https://secure.login.gov/sign_up/enter_email?request_id=34f19fa8-14a2-438c-8323- a62b99571fd.

Applicants only have to create a login.gov account once. For existing SAM users, use the same email address for both login.gov and SAM.gov so that the two accounts can be linked. 1237
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For more information on the login.gov requirements for SAM registration, refer to https://www.sam.gov/SAM/pages/public/loginFAQ.jsf.

In addition to having a UEI number, all organizations must register with SAM. Failure to register with SAM will prevent your organization from applying through FEMA GO. SAM registration must be renewed annually and must remain active throughout the entire grant life cycle.

For more detailed instructions for registering with SAM, refer to: Register with SAM Note: per 2 C.F.R. § 25.200 , applicants must also provide the applicant’s immediate and highest-level owner, subsidiaries, and predecessors that have been awarded federal contracts or federal financial assistance within the past three years, if applicable.

Applicants must register in FEMA GO and add their organization to the system. The organization’s eBiz POC from the SAM registration may need to be involved in this step. For step-by-step instructions, see: FEMA GO Startup Guide
Note: FEMA GO will support only the most recent major release of the following browsers:
• Google Chrome;
• Mozilla Firefox;
• Apple Safari; and
• Microsoft Edge.

Applicants using tablet type devices or other browsers may encounter issues with using FEMA GO.

Submitting the Final Application:

Applicants will be prompted to submit the standard application information, and any programspecific information required. SFs may be accessed in the Forms tab under the: SF-424 Family | Grants.gov.

Applicants should review these forms before applying to ensure they are providing all required information.

After submitting the final application, FEMA GO will provide either an error message, or an email to the submitting AOR confirming the transmission was successfully received.

B. Application Deadline
June 22, 2026 at 5 p.m. ET
C. Pre-Application Requirements Deadline
Not applicable.
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D. Post-Application Requirements Deadline
Not applicable.

E. Effects of Missing the Deadline
All applications must be completed in FEMA GO by the application deadline. FEMA GO automatically records proof of submission and generates an electronic date/time stamp when FEMA GO successfully receives an application. The submitting AOR will receive via email the official date/time stamp and a FEMA GO tracking number to serve as proof of timely submission prior to the application deadline.

Applicants experiencing system-related issues have until 3 p.m. ET on the date applications are due to notify FEMA. No new system-related issues will be addressed after this deadline.

Applications not received by the application submission deadline will not be accepted.

6. Intergovernmental Review
A. Requirement Description and State Single Point of Contact An intergovernmental review may be required. Applicants must contact their state’s Single Point of Contact (SPOC) to comply with the state’s process under Executive Order 12372.

7. Application Review Information
A. Threshold Criteria
FEMA reviews a random sample of applications to check for duplication, including narrative statements and statistical data. All narrative statements must be specific and unique to the applicant, and all statistical data must be accurate. Applications with narrative statements that substantially duplicate content from other applications or contain inaccurate data that could mislead reviewers may be disqualified. Any discovery of falsification, fabrication or plagiarism will result in disqualification.

Note: FEMA evaluates each application based on its merit, accuracy and how well the narrative reflects the applicant’s unique circumstances, risks and needs. FEMA also considers how selecting the applicant advances the SAFER Program’s goal of helping fire departments improve staffing and deployment to respond to emergencies and protect communities from fire-related hazards.

During the review process, including the technical review stage, FEMA may request additional documentation, such as:
• Official or certified documents demonstrating the claimed financial need; • A needs assessment report, survey, or other documentation showing the applicant’s unique project objectives;
• A risk analysis explaining how the project addresses the applicant’s specific needs and aligns with the SAFER Program’s purpose;
• Additional information or evidence detailing the applicant’s risks; and • Any other information needed to evaluate the funding request. 1239
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Important: Funding is not guaranteed for any applicant.

B. Application Criteria
FEMA sets funding priorities and evaluation criteria for SAFER Program applications based on recommendations from the Criteria Development Panel (CDP). Each year, FEMA brings together a panel of fire service professionals to establish these priorities and criteria. The panel provides input on funding priorities and helps develop the criteria used to award grants.

The nine major fire service organizations represented on the panel are:
• International Association of Fire Chiefs
• International Association of Fire Fighters
• National Volunteer Fire Council
• National Fire Protection Association
• National Association of State Fire Marshals
• International Association of Arson Investigators
• International Society of Fire Service Instructors
• North American Fire Training Directors
• Congressional Fire Service Institute
CDP and Application Evaluation
The CDP advises FEMA on creating or updating funding priorities and developing criteria for awarding grants. This NOFO reflects the CDP’s recommendations regarding priorities, direction, and award criteria.

See subsection 7.F., “Merit Review Process” for a description of the narrative evaluation criteria that peer review panelists use to score each SAFER application.

C. Financial Integrity Criteria
Before making an award, FEMA is required to review the Office of Management and Budget (OMB)-designated databases for applicants’ eligibility and financial integrity information. This is required by the Payment Integrity Information Act of 2019 (Pub. L. No. 116-117, § 2 (2020)), 41 U.S.C. § 2313, and the “Do Not Pay Initiative” (31 U.S.C. 3354). For more details, please see 2 C.F.R. § 200.206.

Thus, the Financial Integrity Criteria may include the following risk-based considerations of the applicant:

1. Financial stability.

2. Quality of management systems and ability to meet management standards.

3. History of performance in managing federal award.

4. Reports and findings from audits.

5. Ability to effectively implement statutory, regulatory or other requirements. 1240
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D. Supplemental Financial Integrity Criteria and Review Before making an award expected to exceed the simplified acquisition threshold, defined at 41 U.S.C. § 134,over the POP:

1. FEMA is required by 41 U.S.C. § 2313: to review or consider certain information found in SAM.gov. For details, please see 2 C.F.R. § 200.206(a)(2).

2. An applicant may review and comment on any information in the responsibility/qualification records available in SAM.gov.

3. Before making decisions in the risk review required by 2 C.F.R. § 200.206, FEMA will consider any comments by the applicant.

E. Reviewers and Reviewer Selection
A panel of peer reviewers is comprised of fire service representatives recommended by the CDP.

Peer reviewers are subject matter experts recommended by the nine major fire service organizations. In their role as Special Government Employees, peer reviewers must certify and observe Federal Conflict of Interests rules.

F. Merit Review Process
SAFER Program applications are reviewed through a multi-phase process. All applications are electronically pre-scored and ranked based on how well they align with the funding priorities outlined in this NOFO.

Applications with the highest pre-score rankings per activity are then scored competitively by no less than three members of a Peer Review Panel.

Applications will also be evaluated through a series of internal FEMA review processes for completeness, adherence to programmatic guidelines, technical feasibility, costs/quantities, and anticipated effectiveness of the proposed project(s). Below is the process by which applications will be reviewed:
a. Pre-Scoring Process
Applications are electronically pre-scored based on program priorities outlined in Appendix B – Programmatic Information and Priorities as well as responses to activity-specific questions in the online application. Application Narratives are not reviewed during the pre-scoring process. 'Request Details' and 'Budget' information must align with program guidance and statutory funding limitations. The pre-score accounts for 50 % of the total application score under the Hiring Activity and 30 % under the R&R Activity.
b. Peer Review Panel Process
Applications with the highest rankings from the pre-scoring process will undergo a Peer Review Panel process. A panel of peer reviewers is composed of fire service representatives recommended by the CDP. Peer reviewers will assess the merits of each application based on the narrative statement on the requested activity. The evaluation elements listed in the “Narrative Evaluation Criteria” below will be used to calculate the narrative’s score for each activity requested. Panelists will independently score each requested activity within the application, discuss the merits and shortcomings of the application with their peers, and document the 1241
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findings. A consensus is not required. The panel score is 50 % of the total application score under the Hiring Activity, and 70 % of the total application score under the R&R Activity.

FEMA ranks all complete applications based on how well they align with the program priorities for the specific activity. Responses to the activity-specific questions in the application are used to determine each application’s ranking relative to these priorities.

The Narrative Statements in the application must include specific details about the requested activity, including budget information. Peer reviewers evaluate these narrative elements using weighted criteria, as described below, to determine the grant award.

Peer Review Panelists will evaluate and score each activity based on the following narrative elements within each activity.

1. Hiring Activity
The panel score is 50 % of the total application score. • Project Description (30%):
o Why does the department need the positions requested in this application? o How will the positions requested in this application be used within the department (e.g., fourth firefighter on engine, open a new station, eliminate browned out stations, reduce overtime)?
o What unique and specific services will the requested positions provide to the fire department and community?
o How will funds awarded through this grant enhance the department’s ability to protect critical infrastructure within the primary response area? • Impact on Daily Operations (30 %):
o How are the community and the current firefighters employed by the department at risk without the positions requested in this application? o How will that risk be unequivocally reduced if awarded? • Financial Need (30 %):
o Provide an income versus expenses breakdown of the department’s current annual budget.
o Describe the department’s precise budget shortfalls and inability to address financial needs without federal assistance.
o Describe what other actions the department has taken to obtain funding elsewhere (e.g., state assistance programs, other grant programs). o Discuss how the critical functions of the department are uniquely affected without this funding.
• Cost Benefit (10 %):
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o Describe the unique and specific benefits (e.g., quantifying the anticipated savings and efficiencies) the department and community will realize if awarded the positions requested in this application.

2. R&R Activity (Fire Departments)
The panel score is 70 % of the total application score. • Project Description (30 %):
o Describe the unique problems and issues the department is experiencing in recruiting new volunteer firefighters.
o Describe the problems and issues the department is experiencing in retaining current members.
o Describe the precise implementation plan, including the goals, objectives, methods, specific steps, and timelines to directly address the identified problems or issues. o Describe the current marketing plan already in place, or the marketing program to be put in place with or without grant funds.
o Describe how the program will be uniquely evaluated for its impact on identified recruitment and retention problems and issues. Describe how the overall effectiveness of the grant will be measured.
o Describe the unique and specific services the new volunteer firefighters, retention of current volunteer firefighters, or both, will provide for the fire department(s) and community.
o If the grant request will have a regional impact, discuss how the regional partners will benefit and which activities they will benefit from.
o If the grant request includes executive or management positions, define the purpose of all requested positions and personnel expenditures.
• Impact on Daily Operations (30 %):
o Clearly describe how the community and current volunteer firefighters in the department are at risk without the items or activities requested in this application. o Explain how the awarded funding will directly and effectively reduce the identified risk.
o Describe the specific impact that recruiting new volunteer firefighters, retaining current volunteer firefighters, or both will have on the department’s compliance with NFPA standards.
• Financial Need (30 %):
o Provide an income versus expenses breakdown of the department’s current annual budget.
o Describe the department’s precise budget shortfalls and its inability to address financial needs without federal assistance.
o Describe what other actions the department has taken to obtain funding elsewhere (e.g., state assistance programs, other grant programs), and how similar projects have been funded in the past.
o Discuss how the critical functions of the department are uniquely affected without this funding.
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• Cost Benefit (10 %):
o Describe the unique and specific benefits (e.g., quantifying the anticipated savings and efficiencies) the department and community will realize if awarded the items or activities requested in this application.

3. R&R Activity (National, state, local, or federally recognized tribal volunteer firefighters interest organizations)
The panel score is 70 % of the total application score. • Project Description (30 %):
o Explain the challenges and issues faced by the fire departments that the organization aims to assist with this grant in recruiting new volunteer firefighters. o Describe the problems and issues the same departments are experiencing in retaining current members.
o Describe the organization’s implementation plan, including the goals, objectives, methods, specific steps, and timelines to directly address the problems or issues identified.
o Describe the current marketing plan already in place, or the marketing program to be put in place with or without grant funds.
o Explain how the program will be evaluated to measure its impact on the recruitment and retention challenges faced by the fire departments participating in this grant. o Describe how the overall effectiveness of the grant will be measured. o Describe the specific services the new volunteer firefighters, retention of current volunteer firefighters, or both, will provide for the fire departments participating in this application and their respective communities.
o Describe the organization’s procurement practices and the timelines outlining chronologically the steps to complete the activities requested. • Impact on Daily Operations (30 %):
o Describe how the fire departments participating in this application and their current volunteer firefighters and communities are at risk without the items or activities requested in this application.
o Explain how funding will reduce that risk.
o Describe the impact that the recruitment of new volunteer firefighters, the retention of current volunteer firefighters, or both, will have on the NFPA compliance of the fire departments participating in this application.
• Financial Need (30 %):
o Provide an income versus expenses breakdown of the organization’s current annual budget.
o Describe the organization’s particular budget shortfalls and the inability to address the financial needs without federal assistance.
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o Describe the other actions the organization has taken to obtain funding elsewhere (e.g., state assistance programs, other grant programs), and how similar projects have been funded in the past.
o Discuss how the critical functions of the organization are affected without this funding.
• Cost Benefit (10 %):
o Describe the specific benefits (e.g., quantifying the anticipated savings and efficiencies) the fire departments participating in this application and their communities will realize if awarded the items or activities requested in this application.

The Narrative Statement blocks do not allow for formatting. Do not type the Narrative Statements using only capital letters. Additionally, do not include tables, special characters, or fonts (e.g., quotation marks, bullets), or graphs. Space for the Narrative Statement is limited.

While each element must have a minimum of 200 characters, the maximum number of characters varies based on the questions being asked.

G. Final Selection
a. Technical Evaluation Process (TEP)
The highest-ranking applications from both activities will be considered within the fundable range. Applications that are in the fundable range will undergo both a Technical Review by a subject-matter expert as well as a FEMA Program Office review before being recommended for award. The FEMA Program Office will assess the request with respect to costs, quantities, feasibility, eligibility, and recipient responsibility before recommending any application for award.

During the TEP, information in Appendix B - Programmatic Information and Priorities is used to make final corrections to any request not meeting program eligibility requirements. This is not a scored phase of the application process. Requests may be recommended for partial funding or disqualification based on TEP findings.

8. Award Notices
A. Notice of Award
The Authorized Organization Representative should carefully read the federal award package before accepting the federal award. The federal award package includes instructions on administering the federal award as well as terms and conditions for the award.

By submitting an application, applicants agree to comply with the prerequisites stated in this NOFO and the material terms and conditions of the federal award, should they receive an award.

FEMA will provide the federal award package to the applicant electronically via FEMA GO.

Award packages include an Award Letter, Summary Award Memo, Agreement Articles, and Obligating Document. An award package notification email is sent via the grant application system to the submitting AOR.
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Recipients must accept their awards no later than 30 days from the award date. Recipients shall notify FEMA of their intent to accept the award and proceed with work via the FEMA GO system.

Funds will be held until the recipient accepts the award via FEMA GO and all other conditions of the award have been satisfied, or until the award is otherwise rescinded. Not accepting a grant award within the specified timeframe may result in a loss of funds. Recipients may request additional time to accept the award if needed.

During the review process for a SAFER Program award, FEMA may have modified the application request(s). These modifications will be identified in the award package provided upon the offer of an award. If the awarded activities, scope of work, or requested dollar amount(s) do not match the application as submitted, the recipient shall only be responsible for completing the activities funded by FEMA. The recipient is under no obligation to start, modify or complete any activities requested but not funded by the award. The award package will identify any differences under the approved scope of work section.

B. Pass-Through Requirements
Standard pass-through requirements in 2 C.F.R. Part 200 apply.

C. Note Regarding Pre-Award Costs
Even if pre-award costs are allowed, beginning performance is at the applicant and/or subapplicant’s own risk.

D. Obligation of Funds
E. The grant funds are obligated in accordance with applicable laws, and no later than upon award. Notification to Unsuccessful Applicants
FEMA GO will provide all applicants who do not receive a FY 2025 SAFER Program award with a turndown notification after September 30, 2026.

9. Post-Award Requirements and Administration
A. Administrative and National Policy Requirements
Presidential Executive Orders
Recipients must comply with the requirements of Presidential Executive Orders related to grants (also known as federal assistance and financial assistance), the full text of which are incorporated by reference.

Pursuant to the preliminary injunction order issued on November 21, 2025, in County of Santa Clara et al. v. Noem, et al., No. 25-cv-08330-WHO (N.D. Cal.), this requirement does not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect. If the preliminary injunction is stayed, vacated, or extinguished, this requirement will immediately become effective. Also, pursuant to the preliminary injunction order issued on November 21, 2025, in City of Chicago et al. v. Noem, et al., No. 25-CV-12765 (N.D. Ill.), this requirement does not apply to awards or subawards issued 1246
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to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect. If the preliminary injunction is stayed, vacated, or extinguished, this requirement will immediately become effective.

In accordance with Executive Order 14305, Restoring American Airspace Sovereignty (June 6, 2025), and to the extent allowed by law, eligible state, local, tribal and territorial grant recipients under this NOFO are permitted to purchase unmanned aircraft systems, otherwise known as drones, or equipment or services for the detection, tracking or identification of drones and drone signals, consistent with the legal authorities of state, local, tribal and territorial agencies.

Recipients must comply with all applicable federal, state and local laws and regulations, and adhere to any statutory requirements on the use of federal funds for such unmanned aircraft systems, equipment or services.

Subrecipient Monitoring and Management
Pass-through entities must comply with the requirements for subrecipient monitoring and management as set forth in 2 C.F.R. §§ 200.331-333.

B. DHS Standard Terms and Conditions
A recipient under this funding opportunity must comply with the DHS Standard Terms and Conditions in effect as of the date of the federal award, unless a term and condition specifically indicates otherwise. The DHS Standard Terms and Conditions are available online:

DHS Standard Terms and Conditions | Homeland Security. For continuation awards, the terms and conditions for the initial federal award will apply unless otherwise specified in the terms and conditions of the continuation award. The specific version of the DHS Standard Terms and Conditions applicable to the federal award will be in the federal award package.

A recipient under this funding opportunity must comply with the FY 2026 Department of Homeland Security Standard Terms and Conditions, with the following exceptions. The term titled “Communication and Cooperation with the Department of Homeland Security and Immigration Officials” and paragraph (2)(a)(ii) of the term titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” do not apply to any federal award under this funding opportunity.

Pursuant to the preliminary injunction order issued on November 21, 2025, in County of Santa Clara et al. v. Noem, et al., No. 25-cv-08330-WHO (N.D. Cal.), the following terms and conditions do not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect: (1) the term titled “Federal AntiDiscrimination Laws Material to the Government’s Payment Decisions Under the False Claims inAct”; and (2) the term titled “All Executive Orders Related to Grants”. If the preliminary injunction is stayed, vacated, or extinguished, both terms and conditions will immediately become effective. As stated above, paragraph (2)(a)(ii) of the term titled “Federal AntiDiscrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” of the DHS Standard Terms and Conditions will not apply even if the preliminary injunction is stayed, vacated, or extinguished.
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Pursuant to the preliminary injunction order issued on November 21, 2025, in City of Chicago et al. v. Noem, et al., No. 25-CV-12765 (N.D. Ill.), the following terms and conditions do not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect: (1) the term titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act”; and (2) the term titled “All Executive Orders Related to Grants”. If the preliminary injunction is stayed, vacated, or extinguished, both terms and conditions will immediately become effective. As stated above, paragraph (2)(a)(ii) of the term titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” of the DHS Standard Terms and Conditions will not apply even if the preliminary injunction is stayed, vacated, or extinguished.

Pursuant to the preliminary injunction order issued on October 31, 2025, in City of Seattle v.

Trump, et al., No. 2:25-cv-01435-BJR (W.D. Wa.), the following terms and conditions do not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect: the term titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act”. If the preliminary injunction is stayed, vacated, or extinguished, Paragraph C.XVII will immediately become effective. As stated above, paragraph (2)(a)(ii) of the term titled “Federal AntiDiscrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” of the DHS Standard Terms and Conditions will not apply even if the preliminary injunction is stayed, vacated, or extinguished.

C. National Incident Management System (NIMS) Implementation SAFER Program applicants are not required to comply with NIMS to apply for SAFER Program funding or to receive a SAFER Program award. Any applicant who receives an FY 2025 SAFER Program award must achieve the level of NIMS compliance required by the Authority Having Jurisdiction (AHJ) over the applicant’s emergency service operations (e.g., a local government), before the end of the grant’s POP. Applicants/subapplicants or recipients/subrecipients are required to certify their compliance with federal statutes, DHS directives, polices, and procedures.

D. Financial Reporting Requirements

1. Recipients must report obligations and expenditures through a federal financial report.

The Federal Financial Report (FFR) form, also known as Standard Form 425 (SF-425), is available online at: SF-425 OMB #4040-0014.

2. Recipients must submit the FFR semi-annually throughout the POP as detailed below:
• No later than July 30 (for the period January 1 – June 30) • No later than January 30 (for the period July 1 – December 31)

3. The final FFR is due within 120 days after the end of the POP.

FEMA may withhold future federal awards and cash payments if the recipient does not submit timely financial reports, or the financial reports submitted demonstrate lack of progress or provide insufficient detail.

E. Programmatic Performance Reporting Requirements
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1. A Performance Report must be submitted semi-annually throughout the POP. A tutorial is available here: https://www.fema.gov/sites/default/files/documents/FEMA_GO_SF425_and_PPR_User_Guide_508.pdf.

2. A Performance Report must include:
• A brief narrative of overall project(s) status;
• A summary of project expenditures; and
• A description of any potential issues that may affect project completion.

3. The Performance Report must be submitted through FEMA GO.

4. Performance Report Due Dates
• No later than July 30 (for the period January. 1 – June 30) • No later than January 30 (for the period July 1 – December 31) F. Closeout Reporting Requirements
Within 120 days after the end of the POP, or after an amendment has been issued to close out a federal award, recipients must submit the following:

1. The final request for payment, if applicable.

2. The final FFR.

3. The final progress report detailing all accomplishments.

4. A qualitative narrative summary of the impact of those accomplishments throughout the POP.

5. Other documents required by this NOFO, terms and conditions of the federal award, or other DHS Component guidance.

After FEMA approves these reports, it will issue a closeout notice. The notice will indicate the POP as closed, list any remaining funds to be de-obligated, and address the record maintenance requirement. Unless a longer period applies, such as due to an audit or litigation, for equipment or real property used beyond the POP, or due to other circumstances outlined in 2 C.F.R. § 200.334, this maintenance requirement is three years from the date of the final FFR.

Administrative Closeout
Administrative closeout is a mechanism for FEMA to unilaterally execute closeout of an award.

FEMA will use available award information in lieu of final recipient reports, per 2 C.F.R. § 200.344(h)-(i). It is an activity of last resort, and if FEMA administratively closes an award, this may negatively impact a recipient’s ability to obtain future funding.

Additional Reporting Requirements
Anytime there is a change in personnel for any of the awardees, their information needs to be submitted for approval (all the previous personal information identified).

G. Disclosing Information per 2 C.F.R. § 180.335
Before entering into a federal award, the applicant must notify FEMA if it knows that the applicant or any of the principals (as defined at 2 C.F.R. § 180.995) for the federal award:
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1. Are presently excluded or disqualified;

2. Have been convicted within the preceding three years of any of the offenses listed in § 180.800(a) or had a civil judgment rendered against you for one of those offenses within that time period;

3. Are presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with the commission of any of the offenses listed in § 180.800(a); or

4. Have had one or more public transactions (federal, state or local) terminated within the preceding three years for cause or default.

This is requirement is fully described in 2 C.F.R. §180.335.

Additionally, 2 C.F.R. § 180.350 requires recipients to provide immediate notice to FEMA at any time after entering a federal award if:

1. The recipient learns that either it failed to earlier disclose information as required by 2 C.F.R. § 180.335;

2. Due to changed circumstances, the applicant or any of the principals for the federal award now meet the criteria at 2 C.F.R. § 180.335 listed above.

H. Reporting of Matters Related to Recipient Integrity and Performance Appendix XII to 2 C.F.R. Part 200 states the terms and conditions for recipient integrity and performance matters used for this funding opportunity.

If the total value of all active federal grants, cooperative agreements, and procurement contracts for a recipient exceeds $10 million at any time during the POP:

1. The recipient must maintain the currency of information reported in SAM.gov about civil, criminal, or administrative proceedings described in paragraph 2 of Appendix XII;

2. The required reporting frequency is described in paragraph 4 of Appendix XII.

I. Single Audit Report
A recipient expending $1 million or more in federal awards (as defined by 2 C.F.R. § 200.1) during its fiscal year must undergo an audit. This may be either a single audit complying with 2 C.F.R. § 200.514 or a program-specific audit complying with 2 C.F.R. §§ 200.501 and 200.507.

Audits must follow 2 C.F.R. Part 200, Subpart F, 2 C.F.R. § 200.501, and the U.S. Government Accountability Office (GAO) Generally Accepted Government Auditing Standards.

J. Monitoring and Oversight
Per 2 C.F.R. § 200.337, DHS and its authorized representatives have the right of access to any records of the recipient or subrecipient pertinent to a federal award to perform audits, site visits, and any other official use. The right also includes timely and reasonable access to the recipient’s or subrecipient’s personnel for the purpose of interview and discussion related to such documents or the federal award in general.

Pursuant to this right and per 2 C.F.R. § 200.329, DHS may conduct desk reviews and make site visits to review and evaluate project accomplishments and management control systems as well 1250
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as provide any required technical assistance. Recipients and subrecipients must respond in a timely and accurate manner to DHS requests for information relating to a federal award.

FEMA staff will periodically monitor recipients to ensure compliance with federal regulations and FEMA requirements. This includes reviewing administrative processes, policies, procedures, budgets, and other award criteria. In addition to reviewing semi-annual financial and programmatic reports, FEMA may conduct enhanced monitoring through desk reviews, onsite visits, or both. Enhanced monitoring involves analyzing financial compliance, administrative processes, and program activities to identify areas where recipients may need technical assistance, corrective actions, or other support.

Financial and Programmatic Monitoring
FEMA’s monitoring strategy includes both financial and programmatic monitoring to ensure effective grant management, accountability, and transparency. These processes:
• Validate progress toward grant and program goals.
• Safeguard federal funds against fraud, waste and abuse. • Financial Monitoring focuses on compliance with statutory and regulatory requirements for grant administration.
• Programmatic Monitoring ensures progress toward project goals, addresses issues hindering success, and confirms compliance with the grant’s purpose.

Both processes include initial reviews of all open awards, with additional in-depth monitoring for grants that require extra attention.

Recipient Responsibilities
Recipients are responsible for:
• Accounting for receipts and expenditures.
• Managing cash and maintaining adequate financial records. • Reporting and refunding disallowed expenditures identified in audits. • Monitoring subrecipients, if acting as a pass-through entity.

Ensuring compliance with the terms and conditions of the award or subaward, including 2 C.F.R.

Part 200.

K. Program Evaluation
Title I of the Foundations for Evidence-Based Policymaking Act of 2018, Pub. L. No. 115-435 (2019) (Evidence Act), PUBL435.PS urges federal agencies to use program evaluation as a critical tool to learn, improve delivery, and elevate program service and delivery across the program lifecycle. Evaluation means “an assessment using systematic data collection and analysis of one or more programs, policies, and organizations intended to assess their effectiveness and efficiency.” Evidence Act, § 101 (codified at 5 U.S.C. § 311). OMB A-11, Section 290 (Evaluation and Evidence-Building Activities) further outlines the standards and practices for evaluation activities. Federal agencies are required to specify any requirements for 1251
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recipient participation in program evaluation activities (2 C.F.R. § 200.301). Program evaluation activities incorporated from the outset in the NOFO and program design and implementation allow recipients and agencies to meaningfully document and measure progress and achievement toward program goals and objectives, and identify program outcomes and lessons learned, as part of demonstrating recipient performance (2 C.F.R. § 200.301).

As such, recipients and subrecipients are required to participate in a Program Office (PO) or a DHS Component-led evaluation, if selected. This may be carried out by a third-party on behalf of the PO or the DHS Component. Such an evaluation may involve information collections including but not limited to, records of the recipients; surveys, interviews or discussions with individuals who benefit from the federal award, program operating personnel, and award recipients; and site visits or other observation of recipient activities, as specified in a DHS Component or PO-approved evaluation plan. More details about evaluation requirements may be provided in the federal award, if available at that time, or following the award as evaluation requirements are finalized. Evaluation costs incurred during the POP are allowable costs (either as direct or indirect) in accordance with 2 C.F.R. § 200.413.

Recipients and subrecipients are also encouraged, but not required, to participate in any additional evaluations after the POP ends, although any costs incurred to participate in such evaluations are not allowable and may not be charged to the federal award.

L. Additional Performance Reporting Requirements
Not Applicable.

M. Termination of Federal Award

1. The FY 2026 DHS Standard Terms and Conditions sets forth a term and condition entitled “Termination of a Federal Award.” The termination provision condition listed below applies to the grant award and the term and condition in the FY 2026 DHS Standard Terms and Conditions does not.

2. Termination of the Federal Award by FEMA
FEMA may terminate the federal award in whole or in part for one of the following reasons:
a. If the recipient or subrecipient fails to comply with the terms and conditions of the federal award.
b. With the consent of the recipient, in which case FEMA and the recipient must agree upon the termination conditions. These conditions include the effective date and, in the case of partial termination, the portion to be terminated.
c. If the federal award no longer effectuates the program goals or agency priorities. Under this provision, FEMA may terminate the award for these purposes if any of the following reasons apply:
i. If DHS/FEMA, in its sole discretion, determines that a specific award objective is ineffective at achieving program goals as described in this NOFO; 1252
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ii. If DHS/FEMA, in its sole discretion, determines that an objective of the award as described in this NOFO will be ineffective at achieving program goals or agency priorities;
iii. If DHS/FEMA, in its sole discretion, determines that the design of the grant program is flawed relative to program goals or agency priorities; iv. If DHS/FEMA, in its sole discretion, determines that the grant program is not aligned to either the DHS Strategic Plan, the FEMA Strategic Plan, or successor policies or documents;
v. If DHS/FEMA, in its sole discretion, changes or re-evaluates the goals or priorities of the grant program and determines that the award will be ineffective at achieving the updated program goals or agency priorities; or vi. For other reasons based on program goals or agency priorities described in the termination notice provided to the recipient pursuant to 2 C.F.R. § 200.341. vii. If the awardee falls out of compliance with the agency’s statutory or regulatory authority, award terms and conditions, or other applicable laws. d. For convenience, including, but not limited to, when the award no longer advances agency priorities or the national interest

3. Termination of a Subaward by the Pass-Through Entity The pass-through entity may terminate a subaward in whole or in part for one of the following reasons identified in 2 C.F.R. § 200.340:
a. If the subrecipient fails to comply with the terms and conditions of the federal award. b. With the consent of the subrecipient, in which case the pass-through entity and the subrecipient must agree upon the termination conditions. These conditions include the effective date and, in the case of partial termination, the portion to be terminated. c. If the pass-through entity’s award has been terminated, the pass-through recipient will terminate its subawards.

4. Termination by the Recipient or Subrecipient
The recipient or subrecipient may terminate the federal award in whole or in part for the following reason identified in 2 C.F.R. § 200.340: Upon sending FEMA or pass-through entity a written notification of the reasons for such termination, the effective date, and, in the case of partial termination, the portion to be terminated. However, if FEMA or the passthrough entity determines that the remaining portion of the federal award will not accomplish the purposes for which the federal award was made, FEMA or the pass-through entity may terminate the federal award in its entirety.

5. Impacts of Termination
a. When FEMA terminates the federal award before the POP ends due to the recipient’s material failure to comply with the terms and conditions of the federal award, FEMA will report the termination in SAM.gov in the manner described at 2 C.F.R. § 200.340(c). b. When the federal award is terminated in part or its entirety, FEMA or the pass-through entity and recipient or subrecipient remain responsible for compliance with the 1253
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requirements in 2 C.F.R. §§ 200.344 and 200.345.

6. Notification requirements
FEMA or the pass-through entity must provide written notice of the termination in a manner consistent with 2 C.F.R. § 200.341. The federal award will be terminated on the date of the notification unless stated otherwise in the notification.

7. Opportunities to Object and Appeal
Where applicable, when FEMA terminates the federal award, the written notification of termination will provide the opportunity and describe the process, to object and provide information challenging the action, pursuant to 2 C.F.R. § 200.342.

8. Effects of Suspension and Termination
The allowability of costs to the recipient or subrecipient resulting from financial obligations incurred by the recipient or subrecipient during a suspension or after the termination of a federal award are subject to 2 C.F.R. § 200.343.

M. Best Practices
Although not a requirement in the DHS Standard Terms and Conditions, as a best practice, entities receiving funds through this program should ensure that cybersecurity is integrated into the design, development, operation and maintenance of investments that impact information technology (IT) and/or operational technology (OT) systems. Additionally, “The recipient and subrecipient must … take reasonable cybersecurity and other measures to safeguard information including protected personally identifiable information (PII) and other types of information.” 2 C.F.R. § 200.303(e).

N. Payment Information
Recipients will submit payment requests in FEMA GO for FY 2025 awards under this program.

Instructions to Grant Recipients Pursuing Payments
FEMA reviews all grant payments and obligations to ensure allowability in accordance with 2 C.F.R. § 200.305. These measures will ensure funds are disbursed appropriately while continuing to support and prioritize communities who rely on FEMA for assistance. Once a recipient submits a payment request, FEMA will review the request. If FEMA approves a payment, FEMA GO will notify recipients and the payment will be delivered pursuant to the recipients’ SAM.gov financial information. If FEMA disapproves a payment, FEMA will inform the recipient.

Processing and Payment Timeline
FEMA must comply with regulations governing payments to grant recipients. See 2 C.F.R. § 200.305. For grant recipients other than states, 2 C.F.R. § 200.305(b)(3) stipulates that FEMA is to make payments on a reimbursement basis within 30 days of receiving the payment request, unless FEMA reasonably believes the request to be improper. For state recipients, 2 C.F.R. § 200.305(a) instructs that federal grant payments are governed by Treasury-State Cash 1254
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Management Improvement Act (CMIA) agreements ("Treasury-State agreement") and default procedures codified at 31 C.F.R. part 205 and Treasury Financial Manual (TFM) 4A-2000, "Overall Disbursing Rules for All Federal Agencies." See 2 C.F.R. § 200.305(a).

Treasury-State agreements generally apply to "major federal assistance programs” that are governed by 31 C.F.R. part 205, subpart A and are identified in the Treasury-State agreement. 31 C.F.R. §§ 205.2, 205.6. Where a federal assistance (grant) program is not governed by subpart A, payment and funds transfers from FEMA to the state are subject to 31 C.F.R. part 205, subpart B. Subpart B requires FEMA to "limit a funds transfer to a state to the minimum amounts needed by the state and must time the disbursement to be in accord with the actual, immediate cash requirements of the state in carrying out a federal assistance program or project.

The timing and amount of funds transfers must be as close as is administratively feasible to a state's actual cash outlay for direct program costs and the proportionate share of any allowable indirect costs." 31 C.F.R. § 205.33(a). Nearly all FEMA grants are not “major federal assistance programs.” As a result, payments to states for those grants are subject to the "default” rules of 31 C.F.R. part 205, subpart B.

If additional information is needed, a request for information will be issued by FEMA to the recipient; recipients are strongly encouraged to respond to any additional FEMA request for information inquiries within three business days. If an adequate response is not received, the request may be denied, and the entity may need to submit a new reimbursement request; this will re-start the 30-day timeline.

Submission Process
All non-disaster grant program reimbursement requests must be reviewed and approved by FEMA before drawdowns.

For all non-disaster reimbursement requests (regardless of system), please ensure submittal of the following information:

1. Grant ID / Award Number

2. Total amount requested for drawdown

3. Purpose of drawdown and timeframe covered (must be within the award performance period)

4. Subrecipient Funding Details (if applicable).
• Is funding provided directly or indirectly to a subrecipient? o If no, include statement “This grant funding is not being directed to a subrecipient.”
• If yes, provide the following details:
o The name, mission statement, and purpose of each subrecipient receiving funds, along with the amount allocated and the specific role or activity being reimbursed. o Whether the subrecipient’s work or mission involves supporting aliens, regardless of whether FEMA funds support such activities.
o Whether the payment request includes an activity involving support to aliens. 1255
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o Whether the subrecipient has any diversity, equity, and inclusion practices.4

5. Supporting documentation to demonstrate that expenses are allowable, allocable, reasonable, and necessary under 2 C.F.R. Part 200 and in compliance with the grant’s NOFO, award terms, and applicable federal regulations.

O. Immigration Conditions
The term titled “Communication and Cooperation with DHS and Immigration Officials” and paragraph (2)(a)(ii) of the term titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” in the FY 2026 DHS Standard Terms and Conditions do not apply to any federal award under this funding opportunity.

10. Other Information
A. Period of Performance (POP) Extension
Extensions to the POP are allowed for R&R Activity grants only.

Recipients should consult with their FEMA point of contact for requirements related to a performance period extension.

Extension requests will be granted only due to compelling legal, policy or operational challenges. Extension requests will only be considered for the following reasons:

1. Contractual commitments by the recipient or subrecipient with vendors that prevent completion of the project, including delivery of equipment or services, within the existing POP;

2. The project must undergo a complex environmental review that cannot be completed within the existing POP;

3. Projects are long-term by design, and therefore acceleration would compromise core programmatic goals; or

4. Where other special or extenuating circumstances exist.

Pursuant to the preliminary injunction order issued on November 21, 2025, in County of Santa Clara et al. v. Noem, et al., No. 25-cv-08330-WHO (N.D. Cal.),  the DHS Standard Term and Condition titled "Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act" does not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect. If the preliminary injunction is stayed, vacated, or extinguished, the term will immediately become effective.

Pursuant to the preliminary injunction order issued on November 21, 2025, in City of Chicago et al. v. Noem, et al., No. 25-CV-12765 (N.D. Ill.), the DHS Standard Term and Condition titled "Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act" does not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect. If the preliminary injunction is stayed, vacated, or extinguished, the term will immediately become effective.

Pursuant to the preliminary injunction order issued on October 31, 2025, in City of Seattle v. Trump, et al., No. 2:25-cv-01435-BJR (W.D. Wa.), the DHS Standard Term and Condition titled "Anti-Discrimination" does not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect. If the preliminary injunction is stayed, vacated, or extinguished, the term will immediately become effective.

As stated above, Paragraph(2)(a)(ii) of the DHS Standard Term and Condition titled "Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act" will not apply even if any of these preliminary injunctions are stayed, vacated, or extinguished.
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Recipients must submit all proposed extension requests to FEMA for review and approval at least 120 days before the end of the POP to allow sufficient processing time. The review process can take up to 30 days or longer. Recipients should factor this review period into the timing of when to submit a request for an extension. Extensions are typically granted for no more than a six-month period.

All extension requests must address the following:

1. The grant program, fiscal year, and award number;

2. The reason for delay – including details of the legal, policy, or operational challenges that prevent final outlay of awarded funds by the deadline;

3. Current status of the activity or activities;

4. Approved POP termination date and new project completion date;

5. Amount of funds drawn down to date;

6. Remaining available funds, both federal and non-federal, if applicable;

7. Budget outlining how remaining federal and non-federal funds will be expended;

8. Plan for completion, including milestones and timeframes for achieving each milestone and the individual responsible for completing the plan;

9. Certification that the activity or activities will be completed within the extended POP without any modification to the original statement of work, as described in the original statement of work and as approved by FEMA.

B. Other Information
a. Environmental Planning and Historic Preservation (EHP) Compliance FEMA is required to consider effects of its actions on the environment and historic properties to ensure that activities, grants and programs funded by FEMA, comply with federal EHP laws, Executive Orders, regulations and policies.

Recipients and subrecipients proposing projects with the potential to impact the environment or cultural resources, such as the modification or renovation of existing buildings, structures, and facilities, and/or new construction and/or replacement of buildings, structures and facilities, must participate in the FEMA EHP review process. This includes conducting early engagement to help identify EHP resources, such as threatened or endangered species, historic properties, or communities with environmental concerns; submitting a detailed project description with supporting documentation to determine whether the proposed project could impact EHP resources; and identifying mitigation measures and/or alternative courses of action that may lessen impacts to those resources.

FEMA is sometimes required to consult with other regulatory agencies and the public to complete the review process. Federal law requires EHP review to be completed before federal funds are released to carry out proposed projects. FEMA may not be able to fund projects that are not in compliance with applicable EHP laws, Executive Orders, regulations, and policies.

FEMA may recommend mitigation measures and/or alternative courses of action to lessen impacts to EHP resources and bring the project into EHP compliance.

EHP guidance is found at Environmental Planning and Historic Preservation. The site contains links to documents identifying agency EHP responsibilities and program requirements, such as 1257
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implementation of the National Environmental Policy Act and other EHP laws, regulations and Executive Orders. DHS and FEMA EHP policy is also found in the EHP Directive & Instruction.

All FEMA actions, including grants, must comply with National Flood Insurance Program (NFIP) criteria or any more restrictive federal, state or local floodplain management standards or building code (44 C.F.R. § 9.11(d)(6)). For actions located within or that may affect a floodplain or wetland, the following alternatives must be considered: a) no action; b) alternative locations; and c) alternative actions, including alternative actions that use natural features or nature-based solutions. Where possible, natural features and nature-based solutions shall be used. If not practicable as an alternative on their own, natural features and nature-based solutions may be incorporated into actions as minimization measures.

The GPD EHP screening form is located at
https://www.fema.gov/sites/default/files/documents/fema_ehp-screening_form_ff-207-fy-21- 100_5-26-2021.pdf.
b. Procurement Integrity
When purchasing under a FEMA award, recipients and subrecipients must comply with the federal procurement standards in 2 C.F.R. §§ 200.317-200.327. To help determine whether an action is a procurement or instead a subaward, please consult 2 C.F.R. § 200.331.

For detailed guidance on the federal procurement standards, recipients and subrecipients should refer to various materials issued by FEMA’s Procurement Disaster Assistance Team (PDAT).

Additional resources, including an upcoming trainings schedule can be found on the PDAT Website: https://www.fema.gov/grants/procurement.

Under 2 C.F.R. § 200.317 when procuring property and services under a federal award, States (including territories) and Indian Tribes, must follow the same policies and procedures they use for procurements from their non-federal funds; additionally, states and Indian Tribes must now follow 2 CFR §200.322, regarding domestic preferences for Procurements and 2 CFR§ 200.327 regarding required contract provisions.

Local government and nonprofit recipients or subrecipients must have and use their own documented procurement procedures that reflect applicable state, local, tribal and territorial (SLTT) laws and regulations, provided that the procurements conform to applicable federal law and the standards identified in 2 C.F.R. Part 200.

1. Important Changes to Procurement Standards in 2 C.F.R. Part 200 On April 22, 2024, OMB updated various parts of Title 2 of the Code of Federal Regulations, among them the procurement standards. These revisions apply to all FEMA awards with a federal award date or disaster declaration date on or after October 1, 2024, unless specified otherwise. The changes include updates to the federal procurement standards, which govern how FEMA award recipients and subrecipients must purchase under a FEMA award.

More information on OMB’s revisions to the federal procurement standards can be found in Purchasing Under a FEMA Award: 2024 OMB Revisions Fact Sheet.

2. Competition and Conflicts of Interest
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2 CFR §200.319(b) , applicable to local government and nonprofit recipients or subrecipients, requires that contractors that develop or draft specifications, requirements statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements. FEMA considers these actions to be an organizational conflict of interest and interprets this restriction as applying to contractors that help a recipient or subrecipient develop its grant application, project plans, or project budget. This prohibition also applies to the use of former employees to manage the grant or carry out a contract when those former employees worked on such activities while they were employees of the recipient or subrecipient.

Under this prohibition, unless the recipient or subrecipient solicits for and awards a contract covering both development and execution of specifications (or similar elements as described above), and this contract was procured in compliance with 2 C.F.R. §§ 200.317-200.327, federal funds cannot be used to pay a contractor to carry out the work if that contractor also worked on the development of those specifications. This rule applies to all contracts funded with federal grant funds, including pre-award costs, such as grant writer fees, as well as post- award costs, such as grant management fees.

In addition to organizational conflicts of interest, situations considered to be restrictive of competition include, but are not limited to:
• Placing unreasonable requirements on firms for them to qualify to do business; • Requiring unnecessary experience and excessive bonding; • Noncompetitive pricing practices between firms or between affiliated companies; • Noncompetitive contracts to consultants that are on retainer contracts; • Specifying only a “brand name” product instead of allowing “an equal” product to be offered and describing the performance or other relevant requirements of the procurement; and
• Any arbitrary action in the procurement process.

Under 2 C.F.R§ 200.318(c)(1) , local government and nonprofit recipients or subrecipients are required to maintain written standards of conduct covering conflicts of interest and governing the actions of their employees engaged in the selection, award, and administration of contracts. No employee, officer or agent may participate in the selection, award, or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest. Such conflicts of interest would arise when the employee, officer or agent, any member of his or her immediate family, his or her partner, or an organization that employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the recipient or subrecipient may neither solicit nor accept gratuities, favors or anything of monetary value from contractors or parties to subcontracts. However, the recipient or subrecipient may set standards for situations in which the financial interest is not substantial, or the gift is an unsolicited item of nominal value. The recipient’s or subrecipient’s standards of conduct must provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents. 1259
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Under 2 C.F.R. 200.318(c)(2), if the local government and nonprofit recipient or subrecipient has a parent, affiliate, or subsidiary organization that is not a SLTT government, the recipient or subrecipient must also maintain written standards of conduct covering organizational conflicts of interest. Organizational conflict of interest means that because of a relationship with a parent company, affiliate, or subsidiary organization, the recipient or subrecipient is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization.

The recipient or subrecipient must disclose in writing any potential conflicts of interest to FEMA or the pass-through entity in accordance with applicable FEMA policy.

3. Supply Schedules and Purchasing Programs
Generally, a recipient or subrecipient may seek to procure goods or services from a federal supply schedule, state supply schedule, or group purchasing agreement.

Information about GSA programs for states, Indian Tribes, and local governments, and their instrumentalities, can be found at Purchasing Resources and Support for State and Local Governments.pdf

Examples of the types of documents that would cover this information include but are not limited to:
• Solicitation documentation, such as requests for quotes, invitations for bids, or requests for proposals;
• Responses to solicitations, such as quotes, bids, or proposals; • Pre-solicitation independent cost estimates and post-solicitation cost/price analyses on file for review by federal personnel, if applicable;
• Contract documents and amendments, including required contract provisions; and • Other documents required by federal regulations applicable at the time a grant is awarded to a recipient.
c. Financial Assistance Programs for Infrastructure

1. Recipients and subrecipients must comply with FEMA’s implementation requirements of the Build America, Buy America Act (BABAA), which was enacted as part of the Infrastructure Investment and Jobs Act §§ 70901-70927, Pub. L. No. 117-58 (2021); and Executive Order 14005, Ensuring the Future is Made in All of America by All of America’s Workers. See also 2 C.F.R. Part 184, Buy America Preferences for Infrastructure Projects and Office of Management and Budget (OMB), Memorandum M-24-02, Implementation Guidance on Application of Buy America Preference in Federal Financial Assistance Programs for Infrastructure. 1260
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None of the funds provided under this program may be used for a project for infrastructure unless the iron and steel, manufactured products, and construction materials used in that infrastructure are produced in the United States.

The Buy America preference only applies to articles, materials, and supplies that are consumed in, incorporated into, or affixed to an infrastructure project. As such, it does not apply to tools, equipment, and supplies, such as temporary scaffolding, brought to the construction site and removed at or before the completion of the infrastructure project. Nor does a Buy America preference apply to equipment and furnishings, such as movable chairs, desks, and portable computer equipment, that are used at or within the finished infrastructure project but are not an integral part of the structure or permanently affixed to the infrastructure project.

To see whether a particular FEMA federal financial assistance program is considered an infrastructure program and thus required to implement FEMA’s Build America, Buy America requirements, please see Programs and Definitions: Build America, Buy America Act | FEMA.gov

2. Waivers
When necessary, recipients (and subrecipients through their pass-through entity) may apply for, and FEMA may grant, a waiver from these requirements.

A waiver of the domestic content procurement preference may be granted by the agency awarding official if FEMA determines that:
• Applying the domestic content procurement preference would be inconsistent with the public interest, or
• The types of iron, steel, manufactured products, or construction materials are not produced in the United States in sufficient and reasonably available quantities or of a satisfactory quality, or
• The inclusion of iron, steel, manufactured products, or construction materials produced in the United States will increase the cost of the overall project by more than 25%.

The process for requesting a waiver from the Buy America preference requirements can be found on FEMA’s website at: "Buy America" Preference in FEMA Financial Assistance Programs for Infrastructure | FEMA.gov.

3. Definitions
For definitions of the key terms of the Build America, Buy America Act, please visit Programs and Definitions: Build America, Buy America Act | FEMA.gov. a. Mandatory Disclosures
The non-Federal entity or applicant for a federal award must disclose, in a timely manner, in writing to the federal awarding agency or pass-through entity all violations of federal criminal law involving fraud, bribery or gratuity violations potentially affecting the federal award, 2 CFR §200.113 .
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b. Adaptive Support
Pursuant to Section 504, of the Rehabilitation Act of 1973 , recipients of FEMA financial assistance must ensure that their programs and activities do not discriminate against qualified individuals with disabilities.
c. Record Retention

1. Record Retention Period
Financial records, supporting documents, statistical records, and all other non-federal entity records pertinent to a federal award generally must be maintained for at least three years from the date the final FFR is submitted. See 2 C.F.R. §200.334. Further, if the recipient does not submit a final FFR and the award is administratively closed, FEMA uses the date of administrative closeout as the start of the general record retention period.

The record retention period may be longer than three years or have a different start date in certain cases.

2. Types of Records to Retain
FEMA requires that recipients and subrecipients maintain the following documentation for federally funded purchases:
• Specifications
• Solicitations
• Competitive quotes or proposals
• Basis for selection decisions
• Purchase orders
• Contracts
• Invoices
• Canceled checks
d. Actions to Address Noncompliance
Non-federal entities receiving financial assistance funding from FEMA are required to comply with requirements in the terms and conditions of their awards or subawards, including the terms set forth in applicable federal statutes, regulations, NOFOs and policies. Throughout the award lifecycle or even after an award has been closed, FEMA or the pass-through entity may discover potential or actual noncompliance on the part of a recipient or subrecipient.

In the case of any potential or actual noncompliance, FEMA may place special conditions on an award per 2 C.F.R.§ 200.208 and 2 C.F.R.§ 200.339. FEMA may place a hold on funds until the matter is corrected, or additional information is provided per 2 C.F.R.§ 200.339. or it may do both. Similar remedies for noncompliance with certain federal civil rights laws are authorized pursuant to 44 C.F.R. Part 7 and 44 C.F.R. Part 19 or other applicable regulations.

If the noncompliance is not able to be corrected by imposing additional conditions or the recipient or subrecipient refuses to correct the matter, FEMA may take other remedies allowed under 2 C.F.R.§ 200.339.
e. Audits
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FEMA grant recipients are subject to audit oversight from multiple entities including the DHS Office of the Inspector General (OIG), the Government Accountability Office (GAO), the passthrough entity, or independent auditing firms for single audits, and may cover activities and costs incurred under the award. Auditing agencies such as the DHS OIG, the GAO, and the passthrough entity (if applicable), and FEMA in its oversight capacity, must have access to records pertaining to the FEMA award.

11. Appendix A – FY 2025 SAFER Program Updates
Appendix A contains a brief list of changes between FY 2024 and FY 2025 to the SAFER Program. The FY 2025 SAFER Program NOFO contains some changes to definitions, descriptions, and priority categories. Changes include:
• Under Definitions
o Clarification regarding roles and responsibilities for Grant Administrators, Program Managers and R&R Coordinators.
o Clarification regarding Explorer, Cadet, or Mentoring Programs. • R&R Activity – Eligible Costs: Medium Priority
o Training supplies and nominal stipends are now eligible costs to support an explorer, cadet, or mentoring program.
o Medium Priority wellness program costs are not eligible unless paired with a request for a High Priority Wellness and Fitness cost (e.g. physicals). Eligible Medium Priority wellness program costs are now limited to those described in the R&R Activity – Eligible Costs: Medium Priority table.
• Excess funds restrictions have been updated.

12. Appendix B – Programmatic Information and Priorities Appendix B contains details on SAFER Program information and priorities. Reviewing this information may help applicants make their application(s) more competitive.

A. Ineligible Applications and Organizations
Volunteer and combination fire departments may apply for both the Hiring Activity and the R&R Activity, but they must submit separate applications for each. Applicants are limited to one application per activity per application period. If an applicant submits more than one application for the same activity during a single period, FEMA will disqualify both applications.

If two or more of the following entities have separate funding streams, personnel rosters, and EINs but share the same facilities, FEMA considers them separate organizations for FY 2025 SAFER Program eligibility:
• Fire departments
• National, state, local, federally recognized Tribal Nation, and nonprofit interest organizations
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However, if two or more organizations sharing facilities apply for the same activity (e.g., Hiring of Firefighters), FEMA may review and compare their applications to determine eligibility and avoid duplicating benefits.

Federal employees are prohibited from participating in any capacity (paid or unpaid) in the development of applications submitted under this program.

Examples of Ineligible Applications and Organizations
The following are ineligible to apply:
• For-profit organizations, federal agencies, and individuals • Fire departments that are federal entities or contracted by the federal government and solely responsible for fire suppression on federal installations or land • Fire departments that are not independent entities but are part of, controlled by, or under the operational command of a larger department, agency, or Authority Having Jurisdiction (AHJ) o Exception: If a fire department is part of the same legal entity as a municipality or other government organization and meets eligibility criteria, the municipality or organization may apply on behalf of the fire department. The application must clearly state that the fire department is part of the same legal entity. • State or local agencies, subsets of governmental entities, or authorities that do not meet the requirements defined by 15 U.S.C. § 2229a(a)(1)(A) and (a)(2). • Ambulance services, emergency medical service organizations, rescue squads, auxiliaries, dive teams, and urban search and rescue teams.
• Non-federal airport or port authority fire departments whose sole responsibility is fire suppression on airport grounds or port facilities, unless they have a formally recognized agreement to provide fire suppression on a first-due basis outside the airport or port.

Duplicate Applications
If an applicant submits two or more applications for the same activity, both may be disqualified.

Exception for Multi-Agency Applications
An entity applying on behalf of other organizations (e.g., multiple fire departments under the same county, city, borough, parish, or municipality) may request similar or identical costs. The application must clearly state which costs (including quantities) are for each agency or organization.

B. Supporting Definitions for this NOFO
Attrition is a gradual reduction in work force without laying off personnel, e.g., when workers resign or retire and are not replaced.

Authority Having Jurisdiction (AHJ) is that person or office charged with enforcing the NFPA codes (Per NFPA101-2024 Edition: Life Safety Code).
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Automatic Aid is a plan developed between two or more fire departments for immediate joint response on first alarms (Per NFPA 1710 – 2020 edition and NFPA 1720 – 2020).

Benefits, as defined in 2 C.F.R. § 200.431, means the regular compensation paid to employees during periods of authorized absences from the job, e.g., vacation leave, sick leave, military leave. Benefits may include employer contributions or expenses for social security, employee insurance, workmen’s compensation, and pension plan costs, and the like, whether treated as indirect costs or as direct costs, and are also eligible and shall be distributed to 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.

Career Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that has an all-paid force of firefighting personnel other than paid-on-call firefighters.

Combination Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that has paid firefighting personnel and volunteer firefighting personnel. FEMA considers a fire department with firefighting personnel paid a stipend, regardless of the amount, on a per event basis, or paid on- call, to be a combination fire department. This includes non-fire emergency medical service personnel of the department.

Emergency Medical Services Organization is a public or private organization that provides direct emergency medical services, including medical transport, and are not eligible for SAFER grant funding.

Explorer, Cadet or Mentoring Program, also known as a junior firefighter program, is a program conducted by a fire department to introduce youths between the ages of 15 and 18 to the fire service. Such programs teach basic firefighting skills, provide opportunities for mentorship by adult career and volunteer firefighters, and encourage future participation in the fire service.

An explorer, cadet or mentoring program is a valuable volunteer firefighter recruitment tool because it grows the local population of individuals with basic firefighter training and interest in supporting their local fire department. Programs must be conducted in accordance with state and federal labor law and explorers, cadets, or junior firefighters should not engage in fireground/scene operations other than providing support or auxiliary work outside the operational area.

Fire Department is an agency or organization that has a formally recognized arrangement with a state, territory, local government, or Tribal Nation authority (city, county, parish, fire district, township, town, village or other governing body) to provide fire suppression on a first-due basis to a fixed geographical area. Fire departments may be comprised of members who are volunteer, career, or a combination of volunteer and career.

Firefighter is an individual having the legal authority and responsibility to engage in fire suppression; employed by a fire department of a municipality, county, fire district, or state, engaged in the prevention, control and extinguishing of fires; and responding to emergency situations in which life, property or the environment is at risk. This individual must be trained in fire suppression, but may also be trained in emergency medical care, hazardous materials awareness, rescue techniques, and any other related duties provided by the fire department. 1265
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Grant Administrator is an individual who is responsible for managing the financial and administrative aspects of grants supporting R&R projects or programs designed to benefit combination or majority volunteer fire departments. This role ensures compliance with grant terms, oversees budgeting and reporting, and facilitates the effective use of grant funds to achieve program objectives. The Grant Administrator serves as the liaison between the funding agency, program staff, and fire departments to ensure transparency and accountability.

Initial Full Alarm Assignment is the personnel, equipment, and resources ordinarily dispatched upon notification of a structural fire.

Majority Career departments are considered majority career if more than 50 % of the active firefighting membership is salaried staff.

Majority Volunteer departments are considered majority volunteer if more than 50 % of the active firefighting membership is NOT compensated for service other than a nominal stipend and insurance.

Mutual Aid is a written intergovernmental agreement between agencies or jurisdictions stating that they will assist one another on request by furnishing personnel, equipment or expertise in a specified manner (NFPA 1710 Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Career Fire Departments, 2020 edition; and NFPA 1720 Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Volunteer Fire Departments, 2020 Edition).

National, State, Local or Federally Recognized Tribal Organizations that Represent the Interests of Volunteer Firefighters are organizations that support or represent the interests of firefighters in front of legislative bodies at the local, state, tribal or federal level. Such organizations include, but are not limited to, state or local firefighter or fire chiefs’ associations, and volunteer firefighter relief organizations and associations. FEMA shall make the final determination as to whether an applicant is an appropriate volunteer firefighter interest group.

The District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of Puerto Rico are all defined as “States” in the Federal Fire Prevention and Control Act of 1974. See 15 U.S.C. § 2203(10).

New Recruit is a volunteer that joins the department with the intent to serve as a firefighter, after the recipient is notified of the grant award (the date of the award notification email in FEMA GO).

Nominal Stipend is a stipend that does not exceed 20 % of what the fire department would otherwise pay to hire a full-time firefighter to perform the services for which the stipend is provided.

Whether a stipend falls above or below the 20 % threshold may be determined in one of two ways. Departments that maintain paid full-time firefighters on their payrolls may compare the 1266
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stipend to the salary they pay a full-time firefighter who performs similar services to determine whether the stipend is more or less than 20 % of that salary.

Departments that do not maintain full time firefighters on their payrolls may make the determination based on a comparison to the salary paid to a full-time firefighter in a neighboring jurisdiction, elsewhere in the state or ultimately the nation, and may also utilize data from the U.S. Department of Labor’s Bureau of Labor Statistics. A nominal stipend may also include reimbursements to volunteer firefighters for approximate out-of- pocket expenses they incur.

If a stipend paid exceeds 20 % of the prevailing wage calculated as described above, then the firefighter receiving compensation would not qualify as a volunteer and is considered an employee who may be covered by the Fair Labor Standards Act (FLSA) minimum wage and overtime provisions.

Operational Budget is the funding supporting fire-related programs or emergency response activities (e.g., salaries, maintenance, equipment, apparatus).

Operational Position is a position with a primary assignment (more than 50 % of time) on a fire suppression vehicle, regardless of collateral duties, in support of the department's NFPA 1710 or NFPA 1720 compliance.

Paid-on-Call is defined as firefighters who are paid a stipend for each event to which they respond. Paid-on-call firefighters may be considered paid firefighters or volunteer firefighters, depending on whether the stipend they receive is a nominal stipend. For the purposes of this SAFER Program, a department whose membership is composed of all volunteer firefighters, including any paid-on-call firefighters who receive only a nominal stipend, will be considered a volunteer fire department. Also, for the purposes of this SAFER Program, a department composed of any paid-on-call firefighters who receive more than a nominal stipend will be considered a combination fire department. Also refer to the definition of a nominal stipend.

Part-Time Firefighter is a firefighter who works less than 40 hours per week. When more than one part-time firefighter shares a position that results in work in excess of 40 hours per week, FEMA considers that shared assignment to be a Full-Time Equivalent position that must be accounted for in the staffing information provided in the application.

Primary First Due is a geographic area surrounding a fire station in which a company from that station is projected to be first to arrive on the scene of an incident.

Program Manager is an individual who oversees the planning, execution and evaluation of R&R projects or programs designed to benefit combination and majority volunteer fire departments. This role ensures that all program activities align with organizational goals, comply with funding requirements, and achieve measurable outcomes. The Program Manager acts as a central point of coordination, managing resources, timelines, and stakeholder relationships to ensure program success.
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R&R Coordinator is an individual who is responsible for developing, implementing and managing strategies to recruit and retain volunteer firefighters within combination and majority volunteer fire departments. This role focuses on outreach, engagement, and support initiatives to ensure the sustainability of volunteer staffing levels. Key responsibilities include organizing recruitment campaigns, conducting retention-focused activities, addressing barriers to volunteer participation, and fostering a positive environment within the fire department.

Salary is a fixed payment made by an employer to an employee to compensate for a regular work schedule. Typically, the payment is made monthly, biweekly or weekly, but often expressed as an annual sum. The salary structure should be documented in writing by the employer. Note: Only costs for overtime that an employer routinely pays as a part of a firefighter’s regularly scheduled and contracted shift hours to comply with FLSA are eligible salary costs under the Hiring Activity.

State, as defined in 6 U.S.C. § 101(17), is defined as any of the 50 states, the District of Columbia, Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of the Northern Mariana Islands.

Staffing and Deployment is the minimum staffing requirements to ensure enough members are available to operate safely and effectively as defined in NFPA 1710 and 1720.

Supplanting is to replace or take place of funds that would otherwise be available from state or local sources, or the Bureau of Indian Affairs.

Tuition Assistance is only eligible for reimbursement of undergraduate and graduate studies, vocational/technical training, certification, and job training programs for the member of the department and not a spouse nor a dependent.

Volunteer Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that has an all-volunteer force of firefighting personnel.

C. Application Tips
The following information may be useful when preparing a competitive application:
• NFPA – “FREE ACCESS”: As part of its commitment to enhancing public safety and supporting the emergency responder, the NFPA makes its codes and standards available online for free. Please visit http://www.nfpa.org/freeaccess. • For the most competitive applications, select those local need(s) that most closely align with one or more SAFER Program funding priorities.
• Applications differ based on the applicant type. For example, the Hiring Activity application will be different from the fire department application for the R&R Activity; the R&R application will be different for a fire department than an interest organization.

Be sure to select the appropriate applicant type when applying. • When filling out the online application, applicants are required to provide basic demographic information regarding their organization and the community served and 1268
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must provide detailed information regarding the items or activities for which they are seeking funding.
• If awarded, the application request(s) may be modified during the award review process; if the awarded activities, Scope of Work, or amount(s) do not match the application as submitted, the grant recipient shall only be responsible for completing the activities funded. The grant recipient is under no obligation to start, modify or complete any activities requested, but not funded by this award. Please review the Award Package.

D. Funding Limitation
Specific funding parameters are either required by law or are the outcome of recommendations from the CDP. Each requirement is identified below, followed by the source of the requirement noted in parentheses:
• A total of 10 % of the funding appropriated for FY 2025 SAFER Program awards is set aside for the recruitment and retention of volunteer firefighters (15 U.S.C. § 2229a(a)(2)). o No more than 33 % of the total amount allocated for the recruitment and retention of volunteers can be awarded to national, state, local, territorial, or federally recognized tribal organizations that represent the interests of volunteer firefighters (CDP).
• A total of 10 % of funding appropriated for FY 2025 SAFER Program awards is set aside for grants awarded to all volunteer or majority volunteer departments for hiring of firefighters (15 U.S.C. § 2229a(a)(1)(H)).
o A majority volunteer fire department is one that more than half its personnel do not receive financial compensation for their services, other than life, health and worker’s compensation insurance, or a nominal stipend payment, including certain paid-on-call personnel. Although applications are normally awarded based on total score (high to low), to meet this 10% statutory set aside, the SAFER Program Office may be required to fund an application that meets the criteria for the set aside instead of a higher-scoring application that does not meet the set aside criteria (15 U.S.C. § 2229a(a)(1)(H)).
o If FEMA awards less than 10 % of the funds available for the hiring of firefighters to volunteer and majority volunteer fire departments, it must transfer the remaining funds to provide grants for the recruitment and retention of volunteer firefighters (15 U.S.C. § 2229a(a)(1)(H)).

E. Funding Priorities
a. Meeting the National Standards
FEMA prioritizes bringing non-compliant (NFPA 1710 or 1720) departments into compliance in the most cost-effective manner.

FEMA will ask applicants general questions about the NFPA standard they are attempting to meet as well as their current ability to meet that standard (without the use of overtime).

FEMA will also ask applicants to indicate what their ability will be to meet that same standard if awarded grant funds. Having additional firefighters on staff should improve a local fire 1269
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department’s ability to comply with the staffing, response and operational standards that enhance community and firefighter safety.

Applications resulting in the largest percentage increases in compliance with the relevant section of NFPA 1710 (for career departments) or 1720 (for volunteer departments) receive higher prescores than applications resulting in smaller percentage increases in compliance.

Note: SAFER Program grants focus only on the Deployment, or Staffing and Deployment sections of these two standards, respectively.
• NFPA 1710 Assembly Requirements – Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Career Fire Department (Section 5.2.4.1 – Single-Family Dwelling Initial Full Alarm Assignment Capability, Section 5.2.3.1 – Engine Companies, 3.3.53 Rapid Intervention Crew). This standard applies primarily to career fire departments and combination departments if the combination department chooses it. • NFPA 1720 Assembly Requirements – Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Volunteer Fire Departments (Section 4.3 – Staffing and Deployment, Section 4.6 Initial Firefighting Operations). This standard applies primarily to allvolunteer fire departments, but it may also apply to combination departments if the combination department does not choose to comply with the NFPA 1710 standard.

F. Hiring Activity Overview
Hiring Activity grants help volunteer, combination and career fire departments improve or restore staffing levels for better emergency response and safer incident scenes. FEMA provides these grants directly to fire departments, offering financial support to hire new firefighters (“New Hires”) and expand their frontline workforce.

All the following are considerations in prescoring and peer review determinations: High (H), Medium (M), Low (L)
a. Compliance with NFPA Standards
The tables below identify the priority levels for current and new compliance with the NFPA 1710/1720 standards discussed in Appendix B Section E. Funding Priorities of this NOFO.

Current (Pre-Award) 1710/1720 Compliance Priorities
H Never or 0% M Half of the time or 40-59%
H Rarely or 1-19% L Very often or 60-79%
M Sometimes or 20-39% L Most of the time or 80-100%
New (Post-Award) 1710/1720 Compliance Priorities
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H Always or 91-100% M Half of the time or 40-59%
H Most of the time or 80-90% L Sometimes or 20-39%
M Very often or 60-79% L Rarely or 0-19%
b. Call Volume and Population Served
Department call volume and population served are both factors in the initial application evaluation. Departments responding to a higher number of incidents and departments that protect a larger jurisdiction will receive higher consideration than those departments responding to fewer incidents and protecting smaller jurisdictions.
c. Firefighter Health Measures
The health and well-being of firefighters is of paramount importance. Therefore, applicants who indicate they will provide newly hired firefighters with an entry-level physical and receive immunizations and who indicate they will provide annual medical exams receive higher consideration than applicants who do not specify that these benefits will be provided. To qualify for this higher consideration, the physicals must be consistent with those required under NFPA 1580 Chapter 13, Occupational Medical: Evaluations (NFPA 1582).

Entry-Level Medical Exams
H NFPA 1582-compliant physicals M Non-NFPA 1582-compliant physicals Annual Medical Exams
H NFPA 1582-compliant physicals M Non-NFPA 1582-compliant physicals d. Training Requirements
Applicants receive higher pre-scores if the personnel funded under the grant will meet the minimum Emergency Medical Services (EMS) training and certification requirements prescribed by the AHJ.

G. R&R Activity – Fire Departments Overview
R&R Activity grants help fire departments recruit and keep volunteer firefighters trained in firefighting and emergency response. These increase the number of skilled, certified, and capable firefighters who can safely respond to emergencies in the department’s service area.

The following are considerations in prescoring and peer review determinations. Program priorities are listed as: High (H), Medium (M), Low (L) a. Compliance with NFPA Standards
The highest priority is to assist departments experiencing a high rate of turnover and that have staffing levels significantly below the ideal staffing level required to comply with NFPA standards 1710 or 1720 as discussed in Appendix B – Programmatic Information and Priorities, Funding Priorities of this NOFO.
b. Volunteer Membership
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Departments or organizations with the highest percentage of volunteers are prioritized for recruitment and retention support. Applicants with mostly volunteer members or a large number of volunteer firefighters will receive greater consideration.

Percentage of Volunteer Firefighters
H 91-100% M 41-50%
H 81-91% M 31-40%
H 71-80% L 21-30%
H 61-70% L 11-20%
M 51-60% L 1-10%
c. Call Volume
Department call volume is a factor in the initial evaluation. Departments responding to a higher number of incidents receive higher consideration.
d. Firefighter Health Measures
Applicants who commit to providing newly recruited firefighters with an entry-level physical, immunizations, and annual medical exams will receive higher consideration. These physicals must meet the standards outlined in NFPA 1582, Chapter 13: Occupational Medical Evaluations.

Additionally, applicants who offer worker’s compensation or Accidental Death & Dismemberment (AD&D) benefits to their members will receive higher consideration compared to those who do not specify these benefits.

Entry-Level Medical Exams
H NFPA 1582-compliant physicals M Non-NFPA 1582-compliant physicals Annual Medical Exams
H NFPA 1582-compliant physicals M Non-NFPA 1582-compliant physicals e. Firefighter Training and Certification Requirements
Firefighter
H Both Firefighter (FF) II/Emergency
Medical Technician (EMT)
M FF I
H FF II L First Responder
M Both FF I/EMT
f. R&R Coordinator/Program Manager/Grant Administrator
R&R Coordinator
H Applicants who currently have an R&R coordinator, program manager, or grant administrator in place
M Applicants who request grant funding for an R&R coordinator, program manager, or grant administrator’s position
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L Applicants who do not have, or are not requesting, an R&R coordinator, program manager, or grant administrator
g. Regional Requests
Applications that will have a direct regional or local benefit beyond the immediate boundaries of the applicant’s first-due area will receive higher consideration.

A regional request is an opportunity for an eligible R&R Activity organization to act as a host and apply for funding on behalf of itself and any number of other participating R&R Activity eligible organizations. Regional activities should achieve cost effectiveness, support regional efficiency and resilience, and have a direct regional or local benefit to more than one local jurisdiction (county, parish, town, township, city, or village). Direct regional or local benefit means that other eligible organizations will receive a portion of the grant-awarded funds, and will receive and/or share items purchased with those funds The community identification characteristic, the organizational status of the applicant, and the permanent resident population should be entered for the host entity, regardless of the composition of the participating partners.

Regional populations served are the aggregate of the geographically fixed areas of the host and participating partner organizations.

Neither the regional host nor any participating partner is prevented from also applying on behalf of their own organization for SAFER funding. However, the regional host or participating partner must not apply for a project or activity that conflicts with or duplicates another project or activity that the host or participating partner already benefits from, or will benefit from if awarded.

Applicants must certify that the organizations participating in the application have not received grants for similar items, activities or projects.

In completing the application, the host applicant must include a list of all participating organizations, including a point of contact and phone number for each organization that will directly benefit from the regional project if they receive the grant.

To apply for a regional project, the host organization must agree, if awarded, to be responsible for all aspects of the grant. This includes, but is not limited to, cost share, accountability for the assets, and all reporting requirements in the regional application.

All participants of a regional application must comply with SAFER Program requirements. Upon notification by the SAFER Program Office, the host agency shall not distribute grant-funded assets or provide grant-funded contractual services to non-compliant partner organizations. The host and the delinquent partners will be notified by the SAFER Program Office of their specific non-compliance.

Regional host applicants and participating partner agencies must execute a Memorandum of Understanding (MOU), or equivalent document signed by the host and all participating organizations participating in the award. The MOU must specify the individual and mutual 1273
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responsibilities of the host and participating partners, the host’s and participants’ level of involvement in the project(s), the participating partners’ EINs, and the proposed distribution of all grant-funded assets or contracted services. Any entity named in the application as benefiting from the award must be an eligible SAFER Program organization and must be a party to the MOU or equivalent document. Copies of the MOU or equivalent document must be submitted as an attachment in the application.

H. R&R Activity – National, State, Local, Territorial, or Federally Recognized Tribal Nation Volunteer Firefighter Interest Organizations (Interest Organizations) Overview Grants awarded under this R&R Activity are to applicants who identify as an Interest Organization. These grants are intended to create an aggregate increase in the number of trained, certified, and competent firefighters capable of safely responding to emergencies on behalf of the fire departments being represented. For this reason, projects that are comprehensive in nature and based on a clear needs assessment, implementation plan, evaluation plan, and have, or will establish, fire service partnerships will receive higher consideration.

In completing the application, the applicant must include data that approximates the characteristics of the entire region and all fire departments affected by the grant. If awarded, recipients may be required to provide documentation of each fire department’s consent to participate in the application. Applicants must also certify that they will ensure the fire departments participating in this application have not received grants for similar items/activities.

The following identifies the elements that the applications will be evaluated on during the prescoring process. Automated (pre-score) evaluation scores represent 30 % of the total application score.

All the following are considerations in pre-scoring and peer review determinations. Program priorities are listed as: High (H), Medium (M), Low (L) a. Compliance with NFPA Standards
The highest priority is to assist departments experiencing a high rate of turnover that have staffing levels significantly below the ideal staffing level required to comply with NFPA standards 1710 or 1720 as discussed in Appendix B – Programmatic Information and Priorities, Funding Priorities of this NOFO. Interest Organizations that currently have the lowest recruitment and retention rates among the entire region and all fire departments benefitting from the grant funds receive higher consideration for funding. b. R&R Coordinator/Program Manager/Grant Administrator
R&R Coordinator
H Applicants who currently have a coordinator, program manager, or grant administrator in place
M Applicants who request grant funding for a coordinator, program manager, or grant administrator’s position
L Applicants who do not have, nor are not requesting, a coordinator, program manager, or grant administrator
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c. Needs Assessment
Needs Assessment
H Applicants with projects based on a needs
assessment
L Applicants with projects that are not based
on a needs assessment
d. Fire Service Partnerships
Fire Service Partnerships
H Applicants who have, or will establish, fire
service partnerships as part of this project
L Applicants who will not have, nor
establish, fire service partnerships as part
of this project
I. Eligible and Ineligible Costs and Requirements
Regardless of the eligibility of any costs requested or the results of the review of the application conducted in accordance with Section 7 Application Review Information of this NOFO, FEMA reserves the right to approve the activities requested in an application in whole or in part.

Hiring Activity – Eligible Costs and Requirements
Eligible Costs:
• Salary and associated benefits (actual payroll expenses) for the positions funded under the SAFER Program grant are eligible. Costs are reimbursable if they are included as part of the standard package, available to all operational firefighter positions, contractually obligated, and reimbursed via payroll. Refer also to the definitions in Appendix B – Programmatic Information and Priorities, Supporting Definitions for this NOFO or this NOFO.
• Compensation for a firefighter’s normal, contracted work schedule is reimbursable, but overtime costs are not eligible for reimbursement by the SAFER Program grant award (including overtime for holdovers, extra shifts, to attend training, etc.). Only costs for overtime that the fire department routinely pays as a part of the base salary or a firefighter’s regularly scheduled and contracted shift hours, to comply with FLSA, are eligible. For more information on FLSA, please visit the U.S. Department of Labor. • Salaries and benefits of firefighters hired with SAFER Program funding while they are engaged in initial recruit training are eligible.

Eligibility Requirements:
• Only firefighters hired after the SAFER Program grant offer of award (“New Hires”) are eligible for grant funding.
• Only full-time positions are eligible for funding. A full-time position is one position that is funded for at least 2,080 hours per year, e.g., 40 hours per week, 52 weeks per year.
• SAFER Program grant funds will only pay for operational positions, whose primary assignment (greater than or equal to 50 % of the time) is on a fire suppression vehicle, regardless of collateral duties.
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Hiring Activity – Eligible Costs and Requirements
• Only volunteer and mostly volunteer fire departments may hire individuals to fill officer-level positions (e.g., chief, fire inspector, training officer, safety officer) in addition to their primary operational assignment.
• Funds received under the SAFER Program must not be used to replace funds that would be available from state or local sources, or from the Bureau of Indian Affairs, but shall be used to increase the amount of funding that would, in the absence of Federal funds received, be made available from state or local sources, or funds supplied by the Bureau of Indian Affairs.

Hiring Activity - Ineligible Costs
• Salaries and benefits for full-time firefighters who were employees at the time of grant award are ineligible.
• Salaries and benefits for job‐sharing positions (e.g., utilizing more than one person to fill a full‐time SAFER Program‐funded position) are ineligible. • SAFER Program funding may not be used to fund promotions for existing members (i.e., to promote a current member by placing the member in a new SAFER Programfunded position with a higher salary). • Pre-application costs, such as grant writer fees, administrative hiring costs (e.g., physicals, medical exams, background checks, etc.), and indirect costs associated with hiring firefighters are ineligible.
• Costs to train and equip firefighters (e.g., personal protective equipment or Turnout Gear) are ineligible unless they are salaries and benefits for firefighters hired under the SAFER Program while they are engaged in training.
• Costs for additional benefits such as uniform allowances, education stipends, meal allowance, etc., are ineligible unless they are contractually obligated, included as part of the standard benefits package for all employees, and reimbursed via payroll. • Costs of annual physicals or medical exams are ineligible. • Overtime costs are ineligible unless they are costs that the fire department routinely pays as a part of the base salary or a firefighter’s regularly scheduled and contracted shift hours to comply with the Fair Labor Standards Act (FLSA). • M&A costs.
• Indirect costs.

R&R Activity – Eligibility Requirements
• Applicants must clearly connect the requested activities to the specific recruitment or retention challenges they aim to address. FEMA will not approve funding for any budget item unless the applicant provides enough detail showing how it will improve recruitment and retention. Costs must be reasonable, as determined by FEMA. • Applicants who propose to focus on retention of volunteers will receive equal consideration as applicants focusing on recruitment of volunteers. A focus on retention may include providing incentives for volunteer firefighter members to continue service in a fire department.
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R&R Activity – Eligibility Requirements
• SAFER Program grant funds may only be used for volunteer firefighters who are involved with, or trained in, the operations of firefighting and emergency response. • FEMA recommends that departments consult their AHJ or the department’s legal counsel to understand the full legal and financial implications involved with implementing or sustaining programs that offer benefits or financial awards to firefighters (e.g., stipends, Length of Service Award Program (LOSAP), or Retirement Program).
• All grant-related purchases and activities must be incurred, received and completed within the POP. The period of coverage or service delivery on all contracts and agreements may not begin prior to or extend beyond the POP of the grant. FEMA may permit prorated costs to be charged to the grant for training courses that begin during the period of performance but end after the POP ends.
• All funded activities under the R&R Activity must be governed by formally adopted Standard Operating Procedures (SOPs). Minimally, these SOPs should specify who qualifies for each of the incentives, specific requirements for earning the incentives, and the disposition of the awarded incentives if an individual fails to fulfill the stipulations. FEMA may ask for copies of SOPs before or after being awarded. • Funds received under the SAFER Program must not be used to replace funds that would be available from state or local sources, or from the Bureau of Indian Affairs, but shall be used to increase the amount of funding that would, in the absence of Federal funds received, be made available from state or local sources, or funds supplied by the Bureau of Indian Affairs.

R&R Activity – Eligible Costs: High Priority
• Costs to conduct a staffing needs assessment to determine the operational staff and support necessary for the fire department to perform its duties safely and effectively.

This may include costs for data collection supplies, hiring contractors or personnel to gather and analyze data, and purchasing software programs. o Note: If a staffing needs assessment is requested and the application is selected for funding, the staffing needs assessment will be the only activity that will be funded. • Costs to support a R&R Coordinator, a Program Manager, and/or a Grant Administrator (including reasonable salary, fringe benefits, contract support, supplies, travel, etc.).
o Note: Computers for these positions are low priority items. • Marketing Program to recruit new volunteer firefighters, such as:
o Media advertising (e.g., television, radio, social media); o Print advertising (e.g., newspapers, billboards, signs, banners, brochures, flyers); and, o LED/electronic sign. Note: This is a high priority item only when included as part of a comprehensive marketing program. Only one LED/electronic sign is allowed per applicant and 75% of usage must be dedicated to R&R activities. Allowable costs may be limited to reasonable amounts as determined by FEMA. Additional restrictions apply (for details see Section 10.B.a. Environmental Planning and Historic Preservation (EHP) Compliance of this NOFO).
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R&R Activity – Eligible Costs: High Priority
o Note: If requesting funds to recruit new members, a marketing plan must be in place, or the application must show a marketing plan will be implemented either with grant funds (requested as a line item) or that the applicant will implement a marketing plan using existing department resources.
• New Member Costs may include:
o Entry-level physical exam for each new recruit;
o Annual physicals for newly recruited members; and
o Station duty uniforms.
• Wellness and Fitness for Existing Members. Wellness and Fitness costs of an annual exam may include:
o Physical exams;
o Job-related immunization;
o Periodic Physical Exam/Health Screening;
o Behavioral health;
o Traditional therapies and preventative care facilitated by a licensed mental health or physical healthcare provider; and
o Cancer Screening Program to meet NFPA 1582.
o Note: All grant-funded physicals (except those for explorers/cadets) must meet NFPA 1582 standards (Chapter 9, Occupational Medical Evaluation). • Employee Assistance Program (EAP) to provide behavioral health training for coping with fire service duties.
• New Recruit Basic Training: Training required by the Authority Having Jurisdiction (AHJ) to meet minimum firefighter certification (e.g., CPR, First Responder, EMT, FF1, FF2) that is not covered under the department’s normal operating budget is eligible.
o Reimbursement is also eligible for members' lost wages, mileage/transportation costs, lodging, and per diem while attending required basic training. o Note: Mileage/transportation, lodging and per diem costs must comply with the department’s written travel policies and procedures. If no policies are established, reimbursement will be at the federal government rate.
• Leadership or Career Development Training: Leadership or career development training, when used as a retention incentive and not covered under the department’s normal operating budget, is eligible.
o Reimbursement is also eligible for members' lost wages, mileage/transportation costs, lodging, and per diem while attending leadership/career development training or conferences.
o Note: Mileage/transportation, lodging, and meal costs must comply with the department’s written travel policies and procedures. If no policies are established, reimbursement will be at the federal government rate.
o To be eligible, courses must provide Continuing Education Units (CEU) or certificates of completion.
• Instructor/train-the-trainer training that is not covered under a department’s normal operating budget.
• Reimbursement to members for lost wages, mileage and transportation costs, lodging costs, and per diem while attending instructor/train-the-trainer training are also eligible. 1278
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R&R Activity – Eligible Costs: High Priority
o Note: Costs for mileage/transportation, lodging, and per diem must comply with the department’s written travel policies and procedures. If policies are not established, costs will only be reimbursed at the federal government rate. • Tuition assistance for higher education (including books, lab fees and student fees). o Coursework or certifications in this category should be more advanced than what departments typically fund for required minimum-staffing requirements and specific to an accredited university or trade school program.
o Courses are not limited to firefighter training or education. o Only tuition payments for classes offered and taken during the POP are allowable. o Computers for individual students are not eligible for funding. o Payments for student loans are not eligible for funding. o Recipients must provide internal policies that explain how funding is administered. o Allowable costs may be limited to reasonable amounts, as determined by FEMA. • Personal Protective Equipment (PPE) or Turnout Gear.
o PPE may only be funded for new firefighters that join the department after the date of grant award, that successfully pass an NFPA 1582-compliant physical, and that are certified as “fit for duty.” PPE purchased with SAFER Program funding must be utilized by adequately trained staff.
o Funds are available to acquire Occupational Safety and Health Administration-required and NFPA-compliant PPE for firefighting personnel. In addition, PPE must meet any national or state standards and increase firefighter safety. Failure to meet these requirements may result in ineligibility for PPE funding. Copies of NFPA standards may be reviewed at http://www.nfpa.org/freeaccess.
o Only actual costs for PPE are allowed.
o Allowable costs may be limited to reasonable amounts, as determined by FEMA. o To receive payment, recipients must provide the following documentation to support the purchase of PPE:
 Proof of cost (e.g., invoices) and proof of payment (e.g., canceled checks, bank statements, electronic funds transfers) for PPE.
 Proof that the firefighter(s) have passed an NFPA 1582-compliant physical and are certified as “fit for duty.”
o Eligible PPE Costs:
 Only one set of PPE for structural and wildland firefighting per each new recruit.
 The SAFER Program considers a complete set of structural PPE to be composed of one self-contained breathing apparatus (SCBA) mask or face piece, one pair of pants, one coat, one helmet, two hoods, one pair of boots, two pairs of gloves, one pair of suspenders, and one pair of goggles. In those jurisdictions where additional PPE, like Personal Safety or Rescue Bailout Systems are statutorily required, the SAFER Program will consider all statutorily required items to be part of a complete PPE set.  The SAFER Program considers a complete set of wildland PPE to be comprised of one pair of pants, one coat, one jumpsuit, one helmet, one pair of boots, one pair of gloves, one pair of suspenders, one pair of goggles, one fire shelter, one web gear, one backpack, and one canteen or other hydration system. 1279
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R&R Activity – Eligible Costs: High Priority
• LOSAP or Retirement Program:
o Establishment of a new LOSAP or Retirement Program.
o Increasing coverage of an existing LOSAP or Retirement Program to include new recruits.

R&R Activity – Eligible Costs: Medium Priority
• Nominal stipends, as defined under Appendix B – Programmatic Information and Priorities, Supporting Definitions for this NOFO in this NOFO for volunteer firefighters who are involved with, or trained in, the operations of firefighting and emergency response (e.g., Pay-per-Call, Points Based System, etc.). Stipends may only be provided for participation in operational (firefighting) activities, such as duty shifts, operational training, or responding to incidents.
o Food vouchers may be used for nominal stipends if the Narrative supports their use as an effective recruitment and retention tool for the department. However, food vouchers must be issued through formally adopted SOPs.
o Award recipients must maintain records of all food vouchers including firefighter name, amount, date received, and signature of the receiving firefighter. o Gift cards may not be used for nominal stipends. For information on gift cards, see Low Priority – Awards/Incentives below.
o Only actual costs for stipends are allowed.
o Allowable costs may be limited to reasonable amounts as determined by FEMA. • Costs to support explorer, cadet, or mentoring programs, such as:
o Only one set of station duty uniforms (the SAFER Program considers one set of station duty uniform as one pair of pants, one shirt, one hat, and one pair of boots) for each newly recruited cadet/explorer per the department’s documented uniform policy.
o Training (Non-Immediate Danger to Life and Health [IDLH]), including training supplies.
o One set of structural or wildland PPE as defined above for each new cadet/explorer that joins the department after the date of grant award, with the following two exceptions: 1) SCBA mask/face pieces are not eligible because PPE for explorers/cadets may not be used in an IDLH atmosphere, and 2) physicals for explorers/cadets are not required to meet NFPA 1582.
o One introductory physical exam per each newly recruited explorer/cadet. o Nominal stipends, when governed by a formally adopted SOP and provided consistent with applicable state and federal labor laws. • Insurance packages (e.g., AD&D, workers compensation, disability, health, dental, life).
• Exercise equipment is limited to no more than $10,000 total per grant award. • Wellness programs. Wellness program costs are only eligible for funding if the application also requests funding for a High Priority Wellness and Fitness cost (e.g. physical exams). Wellness program costs may include:
o Candidate physical ability evaluation;
o Injury/illness rehab;
o Formal fitness, injury prevention; or
o International Association of Fire Fighters (IAFF) or IAFC peer fitness trainer program.
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R&R Activity – Eligible Costs: Low Priority
• New Member Costs. Only one set of station duty uniforms for new firefighters that join the department after the date of grant award, per the department’s documented uniform policy. The SAFER Program considers one set of station duty uniforms as one pair of pants, one shirt, one hat, and one pair of boots. Class A or B uniforms (e.g., Dress Uniforms) and badges are not eligible costs.
• American National Standards Institute-approved retro-reflective highway apparel. • PPE gear bags.
• Costs for advanced training not currently covered under the department’s operating budget (e.g., extrication training, specialized equipment training, swift water rescue, etc.). Advanced training requests are only eligible for members who have already met the minimum firefighter certifications required by the AHJ and must closely correlate to the applicant’s recruitment and retention goals. o Reimbursement to members for lost wages, mileage and transportation costs, lodging costs, and per diem while attending advanced training are also eligible. o Note: Costs for mileage and transportation costs, lodging costs, and per diem must comply with the department’s written travel policies and procedures. If policies are not established, costs will only be reimbursed at the federal government rate.
• Two computers (including monitor, keyboard, mouse) and printer for grantappointed R&R Coordinator, Program Manager, and/or Grant Administrator. • Awards or Incentive program for participation in operational (firefighting) activities, such as operational training or responding to incidents (e.g., gift cards for top responders, non-uniform clothing).
o Non-uniform clothing is only eligible as part of an award program. Nonuniform clothing is limited to a shirt, jacket or pullover. Class A or B uniforms (e.g., Dress Uniforms) are not eligible costs. o A logbook for the purchase and issuance of gift cards is required. The logbook must include name of recipient, date, amount of card, reason for issuance, and signature of recipient. Gift cards should be issued to operational firefighters who have completed the minimum firefighter training required by the AHJ. • LED/electronic sign when it is not included as part of a comprehensive marketing program.
• Fire service association membership fees.
• Projector or screen to support classroom training.
• Payments for housing or rent for volunteers at or near the fire station. • Other costs associated with new recruits (background checks, aptitude tests, etc.). • Station modifications, remodeling or renovation of existing facilities. o Remodeling or renovations to an existing facility are allowable (e.g., converting space into bunkroom) and must directly relate to the identified recruitment or retention problems or issues being addressed with the grant. The renovations must be minor interior alterations not to exceed $10,000 total per grant award. o Remodeling or renovations may not change the footprint or profile of the building. 1281
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R&R Activity – Eligible Costs: Low Priority
o A request for modifications to facilities may require EHP review (for details see Section 10.B.a. Environmental Planning and Historic Preservation (EHP) Compliance of this NOFO). Recipients are encouraged to have completed as many steps as possible for a successful EHP Review in support of their proposal for funding, including coordination with their State Historic Preservation Office to identify potential historic preservation issues and to discuss the potential for project effects, and compliance with all state and EHP laws and requirements.

Preservation Office to identify potential historic preservation issues and to discuss the potential for project effects, and compliance with all state and EHP laws and requirements.
o Written approval must be provided by FEMA before using any SAFER Program funds for remodeling or renovation. If awarded funds for remodeling or renovation, recipients may be required to submit evidence of approved zoning ordinances, architectural plans, any other locally required planning permits, and a notice of interest.

R&R Activity – Eligible Costs: Non-Prioritized Costs
• M&A costs up to 3 % of the total awarded amount in accordance with 2 C.F.R. Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. M&A costs must be identifiable and directly related to the implementation and management of the SAFER Program grant. Salaries and fringe benefits for personnel directly supporting the grant are not required to be included in the M&A budget line item.
• Indirect costs for national, state, local or federally recognized Tribal Nation volunteer firefighter interest organizations that are expended pursuant to Section 3.H.

Indirect Costs (Facilities and Administrative Costs).
• Up to $1,500 in grant writer fees for application preparation but not grant administration. The fee must have been paid between 90 days before the publication date of this NOFO and up to 30 days of the end of the application period and prior to any contact with SAFER Program Office staff or an Offer of Award. For details see Appendix C – Award Administration Information, Grant Writer/Preparation Fees. • Audit costs proportional to the total SAFER Program award. Recipients of multiple federal funding sources can only charge a pro rata share of the audit cost(s) to the SAFER Program award, and they must be incurred during the POP.

R&R Activity – Ineligible Costs
This list is not exhaustive:
• Salary and benefits for firefighters.
• Retroactive payments or recognition for operational services or non-operational activities (including payments, gift cards, recruitment bonuses, or stipends for recruiting firefighters) rendered prior to the grant award. • Costs incurred (including the delivery of goods or services) outside of the period of performance except for grant writer fees; see Appendix C – Award Administration Information, Grant Writer/Preparation Fees. 1282
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R&R Activity – Ineligible Costs
• Fire suppression equipment.
• Vehicles.
• Fire simulators, fire evolution, or fire training props (e.g., burn trailers, forcible entry, rescue/smoke maze, flashover simulators).
• Supplies, expendables, or “one time” use items such as foam, fuel/propane, breaching materials (e.g., wood or sheetrock).
• Sirens, warning lights for fire department or private vehicles, or other outdoor warning devices.
• Communication equipment and monthly expenses including cell phones, pagers, portable radios, or Computer-aided Dispatch systems.
• Video cameras or recording equipment.
• Photographs or photographer services, unless part of a marketing contract for recruitment of new members.
• Intruder alerting systems and deployment notification systems. • Payments for travel to or participation in leisure or social activities such as theater tickets, entertainment tickets, and trips (e.g., professional sporting events).
• Costs associated with award banquets, such as food, photographers, refreshments, entertainment, or rental facilities. Reimbursement for actual awards (e.g., plaques and trophies) is eligible.
• Costs for food or refreshments that are not part of a conference or training hosted by the grant recipient (food vouchers can be requested as a nominal stipend but must be provided only under formally adopted SOPs).
• Costs for training currently covered under the department’s operating budget (e.g., tuition or instructor fees for department-mandated, basic-level training). • Tuition assistance for family members of the volunteer. • Services at a member’s personal residence (e.g., internet access, plowing of driveways).
• Furniture (except for newly converted bunkrooms), televisions, fixtures, appliances (e.g., refrigerators), and entertainment equipment. • “Giveaways” for recruitment events, such as stickers, pencils, pens, t-shirts, cups, mugs, or balloons.
• Fees for courses and training that are available free of charge on the internet or at state or local training facilities (e.g., NIMS 100, 700, 800). • Costs for fuel. Costs for travel to training or other eligible activities are reimbursed through mileage rates.
• Gym Memberships.
• Payments for student loans.
• Mileage reimbursement for responding to incidents or periodic operational training at the fire house. Mileage reimbursement is allowed for other types of training as explained under eligible costs.
• Station internet access or user fees and equipment to install internet, such as routers. • Continued funding of an existing (or previously funded through the SAFER Program) LOSAP or Retirement Program.
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R&R Activity – Ineligible Costs
• Computers in common areas or individual computers for training or education. • Copiers and printers.
• Incentives for career firefighters within the recipient’s fire department. • Ineligible explorer, cadet, mentoring program expenditures:
o SCBAs, including masks/face pieces.
o Anything involving the IDLH atmosphere.
o Any activities precluded by the AHJ.
• Ineligible PPE expenditures:
o Three-quarter length rubber boots.
o SCBAs (not including SCBA masks or face pieces).
o PASS Devices.
o Spare cylinders.
o Bomb disposal suits.
o PPE for hazardous materials and other specialized incidents. o More than one set of structural or wildland PPE per newly recruited member (within the period of performance).
• PPE for existing members, R&R Coordinator, Program Manager, and/or Grant Administrator.

13. Appendix C – Award Administration Information
Appendix C contains detailed information on SAFER Program Award Administration.

Reviewing this information may help recipients in the programmatic and financial administration of their award(s).

A. Help FEMA Prevent Fraud, Waste and Abuse
If applicants or recipients have information about instances of fraud, waste, abuse or mismanagement involving FEMA programs or operations, they should contact the DHS OIG Hotline at (800) 323-8603, by fax at (202) 254-4297, or email to [email protected].

B. Grant Writer and Preparation Fees
Fees for grant writers may be included as a pre-award expenditure. For grant writer fees to be eligible as a pre-award expenditure, the services must be competitively sourced, specifically identified, and listed within the “Grant Request Details” section of the application and must satisfy the requirements under 2 C.F.R. § 200.458. FEMA will only consider reimbursements for application preparation, not administration, up to $1,500 peryear. Grant writer fees must be paid between the 90 days beforethe publication date of this NOFO and up to 30 days after the application period closes. For the grant writer fees held either on retainer or subscription basis to be an eligible pre-award cost, the claimed retainer or subscription must have been competitively secured, and the costs are limited to the start of the appropriation period for the underlying award and meet the requirements under 2 C.F.R. § 200.458. Fees payable on a contingency basis are not an eligible expense.
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Pursuant to 2 C.F.R. Part 180, recipients may not use federal grant funds to reimburse any entity, including a grant writer or preparer, if that entity is presently suspended or debarred by the federal government from receiving funding under federally-funded grants or contracts.

Recipients must verify that the contractor is not suspended or debarred from participating in specified federal procurement or non-procurement transactions pursuant to 2 C.F.R. § 180.300.

Before submitting the application, please review all work produced by grant writers or other third parties for accuracy. By submitting the application, applicants are certifying all information contained therein is true and an accurate reflection of the organization. Regardless of the applicant’s intent, the submission of information that is false or misleading may result in consequences imposed by FEMA. These consequences may include, but are not limited to, the submitted application not being considered for award, temporary withholding of funding under the existing award pending investigation, or referral to the DHS OIG.

The following documentation shall be provided to FEMA upon request:

1. A copy of the grant writer’s contract for services;

2. A copy of the invoice or purchase order;

3. A copy of the canceled check (front and back); and

4. Evidence that the services were competitively procured.

Failure to provide the requested documentation may result in the grant writer fee being deemed ineligible and the grant reduced accordingly.

Note: FEMA requires that all applicants identify the following as “Application Participants” in the “Contact Information” section of the application: Any individual or organization that assisted with the development, preparation, or review of the application to include drafting or writing the narrative and budget; whether that person, entity, or agent is compensated or not; and whether the assistance took place before submitting the application.

C. Maintenance and Sustainment
The use of FEMA Preparedness Grant funds for the cost of repairs or replacement, as well as maintenance contracts, warranties, and user fees may be allowable.

Routine upkeep and the supplies, expendables, or one-time use items that support routine upkeep (e.g., gasoline, tire replacement, routine oil changes, monthly inspections, or grounds and facility maintenance) are the responsibility of the recipient and may not be funded with SAFER Program funding.

Generally, when purchasing a maintenance agreement, service contract, or extended warranty for systems or equipment, the period of coverage provided under such a plan may not extend beyond the period of performance of the grant with which the agreement, warranty or contract is purchased.

D. Taxes, Fees, Levies and Assessments
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Taxes, fees, levies or assessments that the recipient is legally required to pay and are directly related to any eligible SAFER Program acquisition activity may be charged to a SAFER Program award pursuant to 2 C.F.R. § 200.470. These charges shall be identified and enumerated in the SAFER Program application narrative, as well as the “Grant Request Details” section of the acquisition activity.

Any avoidable and unreasonable costs that result from the action or inaction of a recipient (or recipient’s agent) or that prevent that recipient from enjoying any lawful exemption, waiver or reduction of any tax, fee, levy or assessment directly related to any eligible SAFER Program acquisition activity are not chargeable to any SAFER Program award.

Example: Governmental entities and Public Safety Agencies are exempt from some Federal Communications Commission (FCC) fees, but only if the eligible organization submits an exemption or waiver request to the FCC.

E. Excess Funds
FEMA expects recipients to complete awarded activities within the budget allocated. However, excess funds may remain after completing the original project described in the recipient’s award.

This may be due to cost savings from under-budget acquisition activities or competitive procurement processes. These excess funds are to generally be deobligated and may not be used for additional activities.

FEMA may consider exceptions if urgent and compelling needs are identified that directly relate to a demonstrated event(s) impacting the health and safety of the department's firefighters, such as a presidentially declared disaster. Requests must be submitted at least 120 days before period of performance expiration.

Note: The opportunity for excess funds is limited when the Scope of Work is changed via an amendment such as reduction in quantities.

F. Payments and Amendments
SAFER Program payment requests from non-federal entities will be governed by applicable federal regulations in effect at the time a grant is awarded to the recipient and may be either advances or reimbursements. Recipients should not expend funds until all special conditions listed on the grant award document have been met, including completion of EHP review, and the request for payment in FEMA GO has been approved. Recipients should draw down funds based upon immediate disbursement requirements; however, FEMA strongly encourages recipients to draw down funds as close to disbursement or expenditure as possible to avoid accruing interest.

Non-federal entities should keep detailed records of all transactions involving the grant. FEMA may at any time, request copies of any relevant documentation and records, including purchasing documentation along with copies of cancelled checks for verification. See, e.g., 2 C.F.R. §§ 200.318(i), 200.334, 200.337.

Advances
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Recipients shall be paid in advance, provided they maintain or demonstrate the willingness and ability to maintain procedures to minimize the time elapsing between the transfer of funds and disbursement by the recipient (not to exceed 30 days), and their financial management systems meet the standards for fund control and accountability established in 2 C.F.R. Part 200. The recipient shall include all applicable source documentation such as invoices, purchase orders, contracts, etc., to support the costs associated with the advance SAFER Program payment requests. EHP review requirements must be met before advanced payments are made.

Reimbursement
Payment by reimbursement is the preferred method when the requirements to be paid in advance, pursuant to 2 C.F.R. § 200.305, cannot be met. In accordance with U.S. Department of Treasury regulations at 31 C.F.R. Part 205, if applicable, the recipient shall maintain procedures to minimize the time elapsing between the transfer and disbursement of fundsAs a prerequisite of SAFER Program approval for reimbursement requests, recipients shall submit all applicable source documentation, including payroll records, timecards, contracts, invoices, purchase orders, and proof of payment (e.g., canceled checks, bank statements, electronic funds transfers) to support the costs associated with each payment request.

Rebates
Recipients shall disburse program income, rebates, refunds, contract settlements, audit recoveries, and interest earned on such funds before requesting additional cash payments, in accordance with 2 C.F.R. § 200.305.

Payment Requests During Closeout
Recipients may submit reimbursement payment requests only during the 120 days following the end of the award’s period of performance, as part of the closeout reconciliation process under 2 C.F.R. § 200.344. These requests must be for reimbursement payments only, as no other types of payment requests are allowed after the period of performance has expired. The expenditure must have been obligated and received during the award’s period of performance. The request must include clear and specific information certifying that the reimbursement is for an obligation properly incurred during the active period of performance.

FEMA may request supporting documentation for the reimbursement at any time for review.

Amendments
FEMA may approve SAFER Program award amendments on a case-by-case basis for the following reasons:
• Extending the period of performance to complete the scope of work under the Recruitment and Retention (R&R) Activity.
• Changes to the activity, mission, retroactive approval (pre-award), or closeout issues. 1287
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• Budget changes, including adding funds to the award or non-closeout deobligation of funds.
• Changes to key personnel.

Amendment requests must be submitted through FEMA GO and include specific, compelling justifications for the change. Amendments or changes to the scope of work may require additional Environmental and Historic Preservation (EHP) review. FEMA strongly encourages recipients to use grant funds promptly to align with SAFER goals and objectives.

Deobligation of Funds
Recipients may return unused funds (e.g., funds drawn down but not used or award funding never requested) before the end of the award’s period of performance. To do this, recipients must submit an amendment through FEMA GO and include the following:
• A statement that the unliquidated funds are not needed to fulfill the grant’s obligations or mission.
• Confirmation that they understand the returned funds will be deobligated and unavailable for future expenses.

Deobligating funds will reduce the federal portion of the grant and the recipient’s cost share obligation. FEMA will confirm deobligation requests with all points of contact. Once confirmed, FEMA will hold the approved request for 14 days to allow the recipient time to reconsider before processing the deobligation.

G. Disposition of Grant-Funded Equipment
A recipient must use, manage and dispose of SAFER Program-funded equipment in accordance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 C.F.R. § 200.313. Except for state governments, when original or replacement equipment acquired under a SAFER Program award is no longer needed for the original project, program, or other activities currently or previously supported by a federal awarding agency, the recipient must request disposition instructions from FEMA. FEMA strongly recommends contacting the SAFER Help Desk before disposing of SAFER -funded equipment.

H. Post-Award Recipient Responsibilities
Once awarded, recipients under the Hiring Activity must submit a pre-SAFER Program roster of paid operational firefighting personnel who were employees at the time of the award. This roster, which supports NFPA 1710 or NFPA 1720 standards, will be compared to the names of SAFER Program-funded positions to ensure that the funded firefighters are new employees.

The SAFER Program Office will work with recipients to establish the correct staffing maintenance number. The staffing maintenance number is a sum of the number of paid operational firefighting personnel who were employees at the time of award and the number of SAFER Program-funded positions. Recipients must agree to maintain this staffing level throughout the period of performance by actively and promptly filling any vacancies. 1288
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Staffing Maintenance and Layoffs
• Recipients who lay off operational personnel during the period of performance will be considered in default of their grant, and the award will be terminated. In such cases, recipients may be required to return federal funds received under the grant. • If recipients face a documented economic hardship that prevents them from backfilling non-SAFER Program operational positions vacated through attrition (e.g., resignation, retirement), they may petition FEMA for a waiver of the staffing maintenance requirements.
• Applicants and recipients should actively coordinate and collaborate with their local and state authorities to help ensure and prioritize the commitment of future non-federal investments in order to sustain staffing capabilities once an award’s period of performance ends.

Waiver Conditions
• Approved waivers allow recipients to reduce and reestablish the staffing maintenance numbers agreed to at the time of the award by the number of positions they cannot fill. • The economic hardship must affect the entire public safety sector in the recipient’s jurisdiction, not just the fire department.
• FEMA will not grant waivers for SAFER -funded positions. • Recipients who fail to maintain required staffing levels risk losing federal funds awarded under the grant.

Volunteer Firefighting and Anti-Discrimination
Recipients must agree that firefighters hired under these grants will not be discriminated against or prohibited from participating in volunteer firefighting activities in another jurisdiction during off-duty hours.

Veteran Recruitment
FEMA strongly encourages recipients to actively seek, recruit, and hire military veterans to increase their department’s ranks, whenever practicable. 1289
City of Salinas
Legislation Text
200 Lincoln Ave., Salinas,
CA 93901
www.salinas.gov
File #: ID#26-288, Version: 1
Authorization to submit FY 2025 Fire Prevention and Safety Grant Application for Commercial Inspection Program
Approve a Resolution authorizing the Salinas Fire Department to submit a FY 2025 Fire Prevention and Safety Grant application which has a local match requirement for a Commercial Inspection Program.

City of Salinas Page 1 of 1 Printed on 6/13/2026
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CITY OF SALINAS

COUNCIL STAFF REPORT
DATE: JUNE 16, 2026
DEPARTMENT: SALINAS FIRE DEPARTMENT
FROM: SAMUEL KLEMEK, FIRE CHIEF
TITLE: AUTHORIZATION TO SUBMIT FY 2025 FIRE PREVENTION AND

SAFETY GRANT APPLICATION FOR COMMERCIAL

INSPECTION PROGRAM
RECOMMENDED MOTION:

A motion to approve a Resolution authorizing the Salinas Fire Department to submit a FY 2025 Fire Prevention and Safety Grant application which has a local match requirement for a Commercial Inspection Program.

EXECUTIVE SUMMARY:

The Fire Department seeks authorization to apply for up to $1,500,000 in Federal Emergency Management Agency (FEMA) Fire Prevention and Safety (FP&S) Grant funding to establish a comprehensive Commercial Inspection Program. The grant would support personnel, training, equipment, and administrative resources needed to increase inspection capacity, improve fire and life-safety code compliance, and strengthen community risk reduction efforts. If awarded, the funding would allow the Department to move beyond primarily state-mandated and permit-related inspections toward a more comprehensive annual commercial inspection program. The FP&S program requires a local cost share of at least five percent of the total grant award.

BACKGROUND:

The FY 2025 Fire Prevention and Safety (FP&S) Grant Program provides funding for community risk reduction and fire prevention activities that improve public and firefighter safety. The Salinas Fire Department is seeking grant funding to establish its Commercial Inspection Program, and address inspection demands across commercial, multifamily residential, educational, healthcare, assembly, industrial, and special-hazard occupancies.

Current Fire Prevention Bureau staffing is limited primarily to state-mandated inspections, such as schools, healthcare, jails, hotels and permitting activities, limiting the Department’s ability to conduct annual commercial inspections. Recent inspections have identified recurring fire and lifesafety hazards, including impaired fire protection systems, blocked exits, improper combustible storage, and inadequate emergency planning. The proposed project aims to increase inspection coverage, improve code compliance, reduce repeat violations, and strengthen fire protection system maintenance as identified in the “2023 Salinas Fire Department Master Plan”, “2019 1291
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“Salinas Fire Department Community Risk Assessment and Standards of Cover”, and “The Salinas Plan”.

Grant-funded staffing would expand the Department’s inspection capacity, strengthen follow-up and enforcement efforts, improve data management and reporting, and support the establishment of a sustainable annual inspection program. By increasing proactive fire prevention activities and improving compliance with fire and life-safety codes, the project is expected to reduce community risk, decrease the likelihood and severity of fires, minimize property and economic losses, enhance life safety for residents and businesses, and provide safer conditions for firefighters during emergencies. The grant requires a local cost share of five percent of the total award and, if awarded, would support a one-year project period anticipated to begin in FY26-27.

CEQA CONSIDERATION:

Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).

CALIFORNIA GOVERNMENT CODE §84308 APPLIES:

No.

STRATEGIC PLAN INITIATIVE:

This action supports the City Council strategic goals of public safety, fiscal sustainability, and organizational effectiveness by seeking outside funding to maintain and improve emergency response capacity, firefighter safety, community risk reduction, and emergency medical service delivery.

DEPARTMENTAL COORDINATION:

The Fire Department will coordinate with the City Manager’s Office, Finance Department, City Attorney’s Office, and Human Resources Department.

FISCAL AND SUSTAINABILITY IMPACT:

Approval of the resolution authorizes submission of the grant application with a local match requirement. If awarded, staff will return to Council for approval to accept the award, delegate authority to the City Manager to negotiate and execute grant agreements and all documents necessary to effectuate the grant, and request authorization to appropriate the required local match or ongoing personnel costs.

Fund General Ledger Number
(Operating/CIP)
General Ledger Account
Name
Remaining Budget
Appropriation
Amount Requested

NA NA NA NA NA
ATTACHMENTS:
• Resolution
• FY 2025 FP&S NOFO
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RESOLUTION NO.

RESOLUTION AUTHORIZING THE SALINAS FIRE DEPARTMENT TO SUBMIT A FY 2025 FIRE PREVENTION AND SAFETY GRANT APPLICATION FOR

COMMERCIAL INSPECTION PROGRAM
WHEREAS, the Federal Emergency Management Agency (FEMA) administers the Fire Prevention and Safety (FP&S) Grant Program to support community risk reduction, fire prevention activities, and initiatives that improve public and firefighter safety, and the grant program provides an opportunity to secure federal funding for personnel, training, equipment, and administrative resources necessary to establish a comprehensive Commercial Inspection Program; and WHEREAS, current Fire Prevention Bureau staffing is primarily dedicated to statemandated inspections and permitting activities, limiting the Department’s ability to conduct comprehensive annual commercial inspections; and
WHEREAS, the City of Salinas desires to apply for up to $1,500,000 in grant funding which has a local match requirement of not less than five percent (5%) of the total grant award amount, to establish a Commercial Inspection Program ; and NOW, THEREFORE, BE IT RESOLVED that the Salinas City Council authorizes the Fire Chief, or designee, to prepare and submit an application to the Federal Emergency Management Agency (FEMA) for the FY 2025 Fire Prevention and Safety (FP&S) Grant Program in an amount not to exceed $1,500,000 for the establishment of a Commercial Inspection Program.

PASSED AND APPROVED this 16th day of June, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
_______________________
Dennis Donohue, Mayor
ATTEST:
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_________________________
Patricia M. Soratos, City Clerk
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The Department of Homeland Security (DHS)
Notice of Funding Opportunity (NOFO)
Fiscal Year (FY) 2025 Fire Prevention and Safety (FP&S) Grant Program Fraud, waste, abuse, mismanagement and other criminal or noncriminal misconduct related to this program may be reported to the Office of Inspector General (OIG) Hotline. The toll-free numbers to call are 1 (800) 323-8603 and TTY 1 (844) 889-4357.

Contents

1. Basic Information........................................................................................................................ 4 A. Agency Name ............................................................................................................................. 4 B. NOFO Title ................................................................................................................................ 4 C. Announcement Type .................................................................................................................. 4 D. Funding Opportunity Number .................................................................................................... 4 E. Assistance Listing Number ........................................................................................................ 4 F. Expected Total Funding ............................................................................................................. 4 G. Anticipated Number of Awards ................................................................................................. 4 H. Expected Award Range ............................................................................................................. 4 I. Projected Application Start Date ................................................................................................. 4 J. Projected Application End Date .................................................................................................. 4 K. Anticipated Funding Selection Date .......................................................................................... 4 L. Anticipated Award Date ............................................................................................................. 4 M. Projected Period of Performance (POP) Start Date .................................................................. 5 N. Projected POP End Date ............................................................................................................ 5 O. Executive Summary ................................................................................................................... 5 P. Agency Contact .......................................................................................................................... 5

2. Eligibility .................................................................................................................................... 6 A. Eligible Entities/Entity Types .................................................................................................... 6 B. Project Type Eligibility .............................................................................................................. 7 C. Requirements for Personnel, Partners, and Other Parties .......................................................... 8 D. Maximum Number of Applications ........................................................................................... 8 E. Additional Restrictions ............................................................................................................... 9 F. References for Eligibility Factors within the NOFO ................................................................ 10 G. Cost Sharing Requirement ....................................................................................................... 10 H. Cost Share Description, Type and Restrictions ....................................................................... 10 I. Cost Sharing Calculation Example............................................................................................ 11 J. Required information for verifying Cost Share ........................................................................ 11

3. Program Description ................................................................................................................. 11 A. Background, Program Purpose, and Program History .......................................................... 11 B. Goals and Objectives ............................................................................................................. 12 C. Program Rationale ................................................................................................................. 12 D. Federal Assistance Type ........................................................................................................ 13 E. Performance Measures and Targets ...................................................................................... 13 1295
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F. Program-Specific Unallowable Costs ................................................................................... 13 G. General Funding Requirements ............................................................................................. 13 H. Indirect Costs (Facilities and Administrative Costs) ............................................................. 14 I. Management and Administration (M&A) Costs ................................................................... 14 J. Pre-Award Costs .................................................................................................................... 14 K. Beneficiary Eligibility ........................................................................................................... 15 L. Participant Eligibility ............................................................................................................ 15 M. Authorizing Authority ........................................................................................................... 15 N. Appropriation Authority ........................................................................................................ 15 O. Budget Period ........................................................................................................................ 15 P. Prohibition on Covered Equipment or Services .................................................................... 15

4. Application Contents and Format ............................................................................................. 15 A. Pre-Application, Letter of Intent, and Whitepapers .............................................................. 15 B. Application Content and Format ........................................................................................... 15 C. Application Components ....................................................................................................... 15 D. Program-Specific Required Documents and Information ..................................................... 16 E. Post-Application Requirements for Successful Applicants ................................................... 16

5. Submission Requirements and Deadlines ................................................................................. 16 A. Address to Request Application Package .............................................................................. 16 B. Application Deadline ............................................................................................................. 19 C. Pre-Application Requirements Deadline ............................................................................... 19 D. Post-Application Requirements Deadline ............................................................................. 19 E. Effects of Missing the Deadline ............................................................................................ 19

7. Application Review Information .............................................................................................. 19 A. Threshold Criteria .................................................................................................................. 19 B. Application Criteria ............................................................................................................... 20 C. Financial Integrity Criteria .................................................................................................... 21 D. Supplemental Financial Integrity Criteria and Review ......................................................... 21 E. Reviewers and Reviewer Selection ....................................................................................... 21 F. Merit Review Process ............................................................................................................ 21 G. Final Selection ....................................................................................................................... 28

8. Award Notices .......................................................................................................................... 29 A. Notice of Award .................................................................................................................... 29 B. Pass-Through Requirements .................................................................................................. 29 C. Note Regarding Pre-Award Costs ......................................................................................... 29 D. Obligation of Funds ............................................................................................................... 29 E. Notification to Unsuccessful Applicants ............................................................................... 29

9. Post-Award Requirements and Administration ........................................................................ 29 A. Administrative and National Policy Requirements ............................................................... 30 B. DHS Standard Terms and Conditions ................................................................................... 31 C. Financial Reporting Requirements ........................................................................................ 33 D. Programmatic Performance Reporting Requirements ........................................................... 33 E. Closeout Reporting Requirements ......................................................................................... 33 F. Disclosing Information per 2 C.F.R. § 180.335 .................................................................... 35 1296
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G. Reporting of Matters Related to Recipient Integrity and Performance ................................. 35 H. Single Audit Report ............................................................................................................... 35 I. Monitoring and Oversight ..................................................................................................... 35 J. Program Evaluation ............................................................................................................... 36 K. Additional Performance Reporting Requirements ................................................................ 36 Not applicable. .............................................................................................................................. 36 L. Termination of Federal Award .............................................................................................. 36 M. Best Practices ........................................................................................................................ 38 N. Payment Information ............................................................................................................. 38 O. Immigration Conditions ........................................................................................................... 40

10. Other Information ................................................................................................................... 40 A. POP Extension ....................................................................................................................... 40 B. Other Information .................................................................................................................. 41

11. Appendix A – FY 2025 FP&S Program Updates ................................................................... 47

12. Appendix B – Programmatic Information and Priorities ........................................................ 48 A. Supporting Definitions for this NOFO ..................................................................................... 48 B. Funding Priorities ..................................................................................................................... 49

13. Appendix C – Award Administration Information ................................................................. 57 A. Help FEMA Prevent Fraud, Waste, and Abuse ....................................................................... 58 B. Grant Writer and Preparation Fees ........................................................................................... 58 C. Maintenance and Sustainment ................................................................................................. 59 D. Taxes, Fees, Levies, and Assessments ..................................................................................... 59 E. Excess Funds ............................................................................................................................ 59 F. Payments and Amendments ..................................................................................................... 60 G. Disposition of Grant Funded Equipment ................................................................................. 61 1297
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1. Basic Information
A. Agency Name U.S. Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), Resilience/Grant Programs Directorate (GPD)
B. NOFO Title Fiscal Year (FY) 2025 Fire Prevention and Safety (FP&S) Grant Program
C. Announcement
Type
Initial
D. Funding
Opportunity Number
DHS-25-GPD-044-00-97
E. Assistance Listing
Number

97.151
F. Expected Total
Funding
$32.4 million
G. Anticipated
Number of Awards
100 awards
H. Expected Award
Range
$1 – $1.5 million*
*The total amount of funding a recipient may receive under an FP&S Program award is limited to a maximum federal share of $1.5 million set by § 33(d)(2) of the Federal Fire Prevention and Control Act of 1974, Pub. L. 93-498, as amended (15 U.S.C. § 2229(d)(2)).

Research & Development (R&D) Activity applicants applying under the Early Career Investigator category are limited to a maximum federal share of $600,000 per project.

I. Projected
Application Start
Date
May 19, 2026 8 a.m. ET
J. Projected
Application End Date
June 22, 2026 5 p.m. ET
K. Anticipated
Funding Selection
Date
No later than August 31, 2026
L. Anticipated
Award Date
Beginning on approximately September 14, 2026 and continuing thereafter until all FY 2025 FP&S Program grant awards are issued (but no later than September 30, 2026).
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M. Projected Period
of Performance
(POP) Start Date
August 31, 2026 (will vary based on award date and activity type) N. Projected POP
End Date
August 31, 2027 – August 31, 2030 (will vary based on award date and activity type)
O. Executive
Summary
The focus of the FY 2025 FP&S Grant Program is to
help protect the public and firefighters from fire and fire-related hazards. The FP&S Grant Program provides grants directly to eligible entities for fire prevention programs and firefighter safety, health or well-being research and development.

Guidance documents such as application tutorials, Self-Evaluation Guides, and Frequently Asked Questions (FAQs) are also provided to further explain the current FP&S program, assist with the online grant application, and highlight lessons learned and changes for FY 2025.

For more details, please visit the FP&S Program website. b. FEMA Grants News
This channel provides general information on all FEMA grant programs and maintains a comprehensive database containing key personnel contact information at the federal, state, and local levels.

FEMA Grants News Team is reachable at fema-grants[email protected] OR (800) 368-6498, Monday through Friday, 9:00 AM – 5:00 PM ET.
c. GPD Award Administration Division
GPD’s Award Administration Division (AAD) provides support regarding financial matters and budgetary technical assistance. AAD can be contacted at [email protected].
d. FEMA Regional Offices
Assistance to Firefighters Grants Regional Contacts also may provide fiscal support, including pre- and post-award administration and technical assistance. Assistance to Firefighters Grants Regional Office contacts are available at Assistance to Firefighters Grants Regional Contacts | FEMA.gov.
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e. Civil Rights
Consistent with Executive Order 14173, Ending Illegal Discrimination & Restoring Merit-Based Opportunity, the FEMA Integration and Coordination Division (ICD) is responsible for ensuring compliance with and enforcement of federal civil rights obligations in connection with programs and services conducted by FEMA. They are reachable at [email protected].
f. Environmental Planning and Historic Preservation (EHP) The FEMA Office of Environmental Planning and Historic
Preservation (OEHP) provides guidance and information about the EHP review process to FEMA programs and recipients and
subrecipients. Send any inquiries regarding compliance for FEMA grant projects under this NOFO to FEMA-OEHP[email protected]. g. FEMA GO
For technical assistance with the FEMA GO system, please contact the FEMA GO Helpdesk at [email protected] or (877) 585-3242, Monday through Friday, 9:00 AM – 6:00 PM ET.

2. Eligibility
A. Eligible
Entities/Entity Types
Only the following entities or entity types are eligible to apply. a. Applicants

1. FP&S Activity
Fire departments operating in any of the 50 states, as well as fire departments in the District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S. Virgin Islands, Guam, American Samoa, the Commonwealth of Puerto Rico,1
or any federally
recognized Indian tribe or tribal organization. A fire department is an agency or organization having a formally recognized arrangement with a state, local, tribal, or territorial authority (city, county, parish, fire district, township, town, or other governing body) to provide fire suppression to a population within a geographically fixed primary first due response area. National, regional, state, local tribal Nation and nonprofit interest organizations that are recognized for their experience and expertise in fire prevention and safety programs and activities are eligible applicants.
1 The District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of Puerto Rico are all defined as “States” in the Federal Fire Prevention and Control Act of 1974. See 15 U.S.C. § 2203(10).
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Both private and public nonprofit organizations are eligible to apply for funding under this activity.

2. R&D Activity
National, state, local, federally recognized Tribal Nation and nonprofit organizations, such as academic (e.g., universities), research foundations, public safety institutes, public health, occupational health, and injury prevention institutions.

Both private and public non-profit organizations are eligible to apply for funding in this activity. Fire departments are not eligible to apply for funding in this activity.

Each activity has its own application and eligibility requirements, as further outlined in Appendix B – Programmatic Information and Priorities of this NOFO.
b. Subapplicants
Subapplicants and subawards are allowed for both activities.

Subapplicants should not have foreign nationals or noncitizens included. If a subapplicant has foreign nationals, they must be properly vetted and must adhere to all government statutes, policies, and procedures including “staff American, stay in America” and security requirements.

B. Project Type
Eligibility
a. Unallowable Project Types
Please see Appendix B – Programmatic Information and Priorities of this NOFO for additional information on unallowable project types. b. Allowable Project Types

1. FP&S Activity
The FP&S Activity is designed to reach high-risk target groups2 and mitigate the incidence of death and injuries caused by fire and firerelated hazards. The five project categories eligible for funding under this activity are:

1. Community Risk Reduction;

2. Wildfire Risk Reduction;

3. Code Enforcement/Awareness;
2 Per 15 U.S. Code § 2229(j)(3)(A) FEMA shall give priority to applicants who focus on prevention of injuries to high-risk groups from fire. Applicants may choose the following options within the application to include children under 14, adults over 65, firefighters, people with disabilities (e.g., deaf/hard-of hearing), college/university housing, low-income families/neighborhoods, geographic area and/or other populations. 1301
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4. Origin and Cause Investigation; and

5. National/State/Regional Programs and Projects.

2. R&D Activity
The R&D Activity is aimed at improving firefighter safety, health, or well-being through research and development that reduces firefighter fatalities and injuries. The four project categories eligible for funding under this activity are:

1. Clinical Studies;

2. Technology and Product Development;

3. Preliminary Studies; and

4. Early Career Investigator.

C. Requirements for
Personnel, Partners,
and Other Parties
An application submitted by an otherwise eligible non-federal entity (i.e., the applicant) may be deemed ineligible when the person that submitted the application is not: 1) a current employee, personnel, official, staff or leadership of the non-federal entity; and 2) duly authorized to apply for an award on behalf of the non-federal entity at the time of application.

Further, the Authorized Organization Representative (AOR) must be a duly authorized current employee, personnel, official, staff or leadership of the recipient and provide an email address unique to the recipient at the time of application and upon any change in assignment during the POP. Consultants or contractors of the recipient are not permitted to be the AOR of the recipient.

FEMA employees are prohibited from serving in any capacity (paid or unpaid) on the development of any proposal submitted under this program.

Subapplicants should not have foreign nationals or noncitizens included. If a subapplicant has foreign nationals, they must be properly vetted and must adhere to all government statues, polices, and procedures including “staff American, stay in America” and security requirements.

D. Maximum
Number of
Applications
The maximum number of applications that can be submitted under the FP&S Program is:
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1. One application per eligible entity, per activity (up to one application under the FP&S Activity and up to one application under the R&D Activity).

Each application may include up to three projects. Each project within an application must be presented separately as a free-standing proposal. Each project requires its own separate supporting budget and narrative statement.

If an applicant submits two or more applications for the same activity, both applications may be disqualified.

This is different from when an entity is applying on behalf of other organizations that are agencies or instrumentalities of the applicant (e.g., multiple fire departments under the same county, city, borough, parish or other municipality).

In that situation, the applicant may request similar or the same costs as long as the application clearly states which costs (including quantities) are for which agency/instrumentality.

This is permissible even if that entity submits multiple applications across regional versus direct applications.

E. Additional
Restrictions
a. POP Restrictions
The POP may be between 12 and 48 months.

1. FP&S Activity
The POP for projects funded under the FP&S Activity is generally 12 months. Eligible applicants who propose complex projects may apply for up to a 24-month POP from the date of award.

2. R&D Activity
The POP for projects proposed under the R&D Activity will be 12, 24, 36, or 48 months from the date of award.
b. National Emergency Response Information System (NERIS) NERIS reporting is not required to apply for the FP&S Program.

However, fire departments receiving funding must agree to report to NFIRS or NERIS during the performance period. If unable to report at the time of the award, recipients must establish reporting capacity within 24 months and report for at least 12 months once capable.

FEMA may request proof of compliance, and noncompliance during the performance period may result in remedies under 2 C.F.R. § 200.339. Nonaffiliated emergency medical services (EMS) organizations and SFTAs are exempt from NFIRS/NERIS reporting requirements.
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c. National Incident Management System (NIMS) Implementation FP&S Program applicants are not required to comply with NIMS to apply for FP&S Program funding or to receive an FP&S Program award. Any applicant who receives a FY 2025 FP&S Program award must achieve the level of NIMS compliance required by the Authority Having Jurisdiction (AHJ) over the applicant’s emergency service operations (e.g., a local government) before the end of the grant’s performance period.

Applicants/subapplicants or recipients/subrecipients are required to certify their compliance with federal statutes, DHS directives, polices, and procedures.

F. References for
Eligibility Factors
within the NOFO
Please see the following references provided below:

1. “Responsiveness Review Criteria” subsection

2. “Financial Integrity Criteria” subsection

3. “Supplemental Financial Integrity Criteria and Review” subsection

4. Appendix B – Programmatic Information and Priorities

5. FEMA may request financial information such as Employer Identification Number (EIN) and bank information as part of the potential award selection. This will apply to everyone prospered, including subrecipients.

G. Cost Sharing
Requirement
Applicants selected for this award must agree to an acceptable cost share agreement. Otherwise, they will not be funded.

Please see Section 7.B “Application Criteria” for more information.

H. Cost Share
Description, Type
and Restrictions
Recipient cost sharing is generally required as described below and under 15 U.S.C.§ 2229(k)(1). In general, eligible applicants shall agree to make available non-federal funds to carry out an FP&S Program award in an amount equal to not less than 5 percent of the grant award.
a. Types of Cost Share
Cash (Hard Match): Cost share of non-federal cash is allowable for FP&S Program grants.

In-kind (Soft Match): In-kind cost share is allowable for FP&S Program grants, including the value of the following:
• Complementary activities (such as providing additional smoke alarms for installation or education materials for public education); and
• Provision of staff, facilities, services, materials, equipment. 1304
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In-kind is the value of something received or provided that does not have a cost associated with it. For example, the value of donated services could be used to comply with the match requirement. Also, third party in-kind contributions may count toward satisfying match requirements, if the recipient expends them as allowable costs.

Recipients who use in-kind contributions for their 5 percent cost share must comply with all applicable regulations and 2 C.F.R. § 200.306 regarding matching or cost-sharing.

I. Cost Sharing
Calculation Example
FEMA has developed a cost share calculator tool to assist applicants with determining their cost share. The is available on the FEMA website at Fire Prevention and Safety Documents.

J. Required
information for
verifying Cost Share
Applicants must submit their plan for cost share within the Request Details (Budget) section of the grant application.

Maintenance of Effort
Pursuant to 15 U.S.C. § 2229(k)(3), an applicant seeking an FP&S Program grant shall agree to maintain, during the term of the grant, the applicant’s aggregate expenditures relating to activities allowable under this NOFO, at not less than 80 percent of the average amount of such expenditures in the two FYs before the FY an FP&S Program grant is awarded.

Applicants must submit budget reports for the year they are applying, as well as the two years prior.

In other words, an applicant agrees that if it receives a grant award, the applicant will keep its overall expenditures during the award’s POP for activities that could be allowable costs under this NOFO at a level that is at least 80% or more of the average of what the applicant spent on such costs for those activities in FY 2023 and 2024. This includes those funded with non-federal funding for activities that could be allowable costs under this NOFO.

3. Program Description
A. Background, Program Purpose, and Program History
The FY 2025 FP&S Grant Program is one of three grant programs that constitute the DHS and FEMA’s focus on enhancing the safety of the public and firefighters with respect to fire and firerelated hazards. The FP&S Program provides financial assistance directly to eligible fire departments, national, regional, state, local, tribal and non-profit organizations such as academic (e.g. universities), research foundations, public safety institutes, public health, occupational health, and injury prevention institutions for fire prevention programs and firefighter safety, health, or well-being research and development. The funding categories for FP&S are:
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1. Community Risk Reduction;

2. Wildfire Risk Reduction;

3. Code Enforcement/Awareness;

4. Origin and Cause Investigation; and

5. National/State/Regional Programs and Projects.

The funding categories for R&D are:

1. Clinical Studies;

2. Technology and Product Development;

3. Preliminary Studies; and,

4. Early Career Investigator.

Abstracts and results of research and development grants that have been funded under this program can be found at Fire Prevention and Safety | FEMA.gov.

B. Goals and Objectives
Goal: The goal of the FP&S Program is to enhance the safety of the public and firefighters with respect to fire and fire-related hazards by providing grants to eligible fire departments, national, regional, state, local, tribal and non-profit organizations such as academic (e.g., universities) institutions, research foundations, public safety institutes, public health, occupational health, and injury prevention institutions. The FP&S Program strives to strengthen community fire prevention programs and enable innovative solutions to improve firefighter safety, health, and well-being.

Objectives: The objectives of the FP&S Program are to provide resources to:
• Reduce community fire risk through assessments, education and tools; • Reduce wildfire risk through property assessments, education, and fuel reduction; • Increase code awareness, adoption, reinstatement and enforcement; • Increase fire origin and cause investigations;
• Enhance the safety of the public and firefighters through national programs that aim to improve behaviors and decision-making regarding fires; and • Increase research to improve firefighter safety, health or well-being.

Priorities: Information on program priorities and objectives for the FY 2025 FP&S Program can be found in Appendix B – Programmatic Information and Priorities of this NOFO.

C. Program Rationale
The FP&S Program represents part of a comprehensive set of measures authorized by Congress3 and implemented by DHS. By enhancing the safety of the public and firefighters with respect to fire and fire-related hazards, the FP&S program provides critically needed resources to strengthen community fire prevention programs and enables scientific research on innovations that improve firefighter safety, health and well-being. 3 Section 33 of the Federal Fire Prevention and Control Act of 1974, Pub. L. No. 93-498, as amended (15 U.S.C. § 2229).
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Through these objectives, FEMA creates a vision for the field of emergency management and sets an ambitious, yet achievable, path forward to unify and further professionalize emergency management across the country. We invite all our stakeholders and partners to join us in building a more prepared and resilient nation.

D. Federal Assistance Type
Grant
E. Performance Measures and Targets
Grant recipients must collect data to help FEMA evaluate the performance of FP&S Program grants. These metrics align with the program’s objectives and priorities. FEMA may request performance data throughout the grant’s POP. At closeout, recipients must submit a final performance report with enough information to show they met the performance goals outlined in their award.

FEMA will assess performance by comparing the items, supplies, projects, and activities requested in the application to those acquired and delivered by the end of the performance period. The following program metrics will be used:
• FP&S Activity:
o Community Risk Reduction: Percentage of target population receiving an intervention. See Section 2.B., Footnote 2, defining certain categories of high-risk target populations for whom the FP&S Program shall give priority under 15 U.S.C. § 2229.
o Wildfire Risk Reduction: Percentage of target population receiving an intervention. o Code Enforcement/Awareness: Percentage of properties inspected. o Origin and Cause Investigation: Percentage of fires where cause is determined. o National/State/Regional Programs and Projects: Number of firefighters receiving interventions.
• R&D Activity:
o All Categories: Percentage of research project aims met.

The target for these measures is set by each applicant within the grant application. For example, “we plan to install smoke alarms in 500 households, reaching a total of 2,000 individuals.” In this case, the measure would be which percentage of 500 households were able to install smoke alarms.

F. Program-Specific Unallowable Costs
Please see Appendix B – Programmatic Information and Priorities for additional information on funding restrictions and allowable costs.

G. General Funding Requirements
Costs charged to federal awards (including federal and non-federal cost share funds) must comply with applicable statutes, rules and regulations, policies, this NOFO, and the terms and conditions of the federal award. This includes, among other requirements, that costs must be 1307
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incurred, and products and services must be delivered within the budget period. 2 C.F.R. § 200.403(h).

Recipients may not use federal funds or any cost share funds for the following activities:

1. Matching or cost sharing requirements for other federal grants and cooperative agreements (see 2 C.F.R. § 200.306).

2. Lobbying or other prohibited activities under 18 U.S.C. § 1913 or 2 C.F.R. § 200.450.

3. Prosecuting claims against the federal government or any other government entity (see 2 C.F.R. § 200.435).

H. Indirect Costs (Facilities and Administrative Costs) Indirect costs are allowed for recipients and subrecipients.

Indirect costs (IDC) are costs incurred for a common or joint purpose benefitting more than one cost objective and not readily assignable to specific cost objectives without disproportionate effort. Applicants with a current negotiated IDC rate agreement who desire to charge indirect costs to a federal award must provide a copy of their IDC rate agreement with their applications.

As it relates to the IDC for subrecipients, a recipient must follow the requirements of 2 C.F.R. §§ 200.332 and 200.414 in approving the IDC rate for subawards.

I. Management and Administration (M&A) Costs
M&A costs are allowed.

Recipients may use up to 3% of the federal share of FP&S Program funds for M&A costs directly related to managing and administering the FP&S award, such as financial management and monitoring. These costs must be based on actual expenses or known contractual costs.

J. Pre-Award Costs
The following pre-award costs are allowable:

1. Fees for grant writers (capped at $1,500 of federal funds per application). 1308
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Generally, grant funds cannot be used to pay for products and services contracted for or obligated before the effective date of the award.

See Appendix C – Award Administration Information for further information regarding grant writer fees and Section 10.B Other Information for general procurement under grants requirements.

K. Beneficiary Eligibility
There are no program requirements to be an eligible beneficiary. This NOFO and any subsequent federal awards create no rights or causes of action for any beneficiary.

L. Participant Eligibility
There are no program requirements to be an eligible participant. This NOFO and any subsequent federal awards create no rights or causes of action for any participant.

M. Authorizing Authority
Section 33 of the Federal Fire Prevention and Control Act of 1974, Pub. L. No. 93-498, as amended (15 U.S.C. § 2229).

N. Appropriation Authority
Full-Year Continuing Appropriations and Extensions Act, 2025, Pub. L. No. 119-4, § 1101.

O. Budget Period
There will be only a single budget period with the same start and end dates as the POP.

P. Prohibition on Covered Equipment or Services
Recipients, subrecipients, and their contractors or subcontractors must comply with the prohibitions set forth in Section 889 of the John S. McCain National Defense Authorization Act for FY 2019, which restrict the purchase of covered telecommunications and surveillance equipment and services. Please see 2 C.F.R. §§ 200.216, 200.327, 200.471, and Appendix II to 2 C.F.R. Part 200, and FEMA Policy #405-143-1 - Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services for more information.

4. Application Contents and Format
A. Pre-Application, Letter of Intent, and Whitepapers
Pre-applications, letters of intent, and whitepapers are not required to be eligible to apply.

B. Application Content and Format
Applications are processed through the FEMA GO system. To access the system, go to https://go.fema.gov/.

Additional application and program guidance documents are available at the FP&S Program website.

C. Application Components
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The following forms or information are required to be submitted via FEMA GO. The Standard Forms (SF) are also available at Forms | Grants.gov.
• SF-424, Application for Federal Assistance
• Grants.gov Lobbying Form, Certification Regarding Lobbying • SF-424A, Budget Information (Non-Construction)
• SF-424B, Standard Assurances (Non-Construction)
• SF-LLL, Disclosure of Lobbying Activities
D. Program-Specific Required Documents and Information
The following program-specific document is required to be submitted as an attachment in FEMA GO for each regional project under the FP&S Activity:

The following program-specific documents are required to be submitted as attachments in FEMA GO for each project under the R&D Activity:

1. No more than a five-page Narrative Statement that responds to the Fire Service Panel Evaluation Criteria;

2. No more than a 20-page Narrative Statement that responds to the Science Panel Evaluation Criteria; and

3. No more than a 35-page Appendix.

The required formatting and content instructions for these documents can be found in the Tips and Guidelines for FP&S R&D Applicants.

E. Post-Application Requirements for Successful Applicants Applicants likely to be funded may receive a request for additional information by email before award. Applicants must respond to the request to move forward with the grant review process.

5. Submission Requirements and Deadlines
A. Address to Request Application Package
Applications are processed through the FEMA GO system. To access the system, go to https://go.fema.gov/.

Steps Required to Apply For An Award Under This Program and Submit an Application:

To apply for an award under this program, all applicants must:
a. Apply for, update, or verify their Unique Entity Identifier (UEI) number and EIN from the Internal Revenue Service (IRS);
b. In the application, provide an UEI number;
c. Have an account with login.gov;
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d. Register for, update or verify their System for Award Management (SAM) account and ensure the account is active before submitting the application; e. Register in FEMA GO, add the organization to the system, and establish the AOR. The organization’s electronic business point of contact (eBiz POC) from the SAM registration may need to be involved in this step. For step-by-step instructions, see https://www.fema.gov/media-library/assets/documents/181607; f. Submit the complete application in FEMA GO; and
g. 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. As part of this, applicants must also provide information on an applicant’s immediate and highest-level owner and subsidiaries, as well as on all predecessors that have been awarded federal contracts or federal financial assistance within the last three years, if applicable.

How to Register to Apply:

General Instructions:

Registering and applying for an award under this program is a multi-step process. Below are instructions for registering to apply for FEMA funds. Read them carefully and prepare the requested information before beginning the registration process. Gathering the required information before starting the process will alleviate last-minute searches for required information.

The registration process can take up to four weeks to complete. To ensure an application meets the deadline, applicants are advised to start the required steps well in advance of their submission.

Organizations must have a UEI number, EIN and an active SAM registration.

Obtain a UEI Number:

All entities applying for funding, including renewal funding, must have a UEI number.

Applicants must enter the UEI number in the applicable data entry field on the SF-424 form. For more detailed instructions for obtaining a UEI number, refer to SAM.gov.

Obtain EIN:

In addition to having a UEI number, all entities applying for funding must provide an EIN. The EIN can be obtained from the IRS by visiting https://www.irs.gov/businesses/small-businessesself-employed/apply-for-an-employer-identification-number-ein-online.

Create a login.gov account:
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Applicants must have a login.gov account in order to register with SAM or update their SAM registration. Applicants can create a login.gov account at https://secure.login.gov/sign_up/enter_email?request_id=34f19fa8-14a2-438c-8323- a62b99571fd.

Applicants only have to create a login.gov account once. For existing SAM users, use the same email address for both login.gov and SAM.gov so that the two accounts can be linked.

For more information on the login.gov requirements for SAM registration, refer to https://www.sam.gov/SAM/pages/public/loginFAQ.jsf.

Applicants must register in FEMA GO and add their organization to the system. The organization’s eBiz point of contact (POC) from the SAM registration may need to be involved in this step. For step-by-step instructions, see: FEMA GO Startup Guide Note: FEMA GO will support only the most recent major release of the following browsers:

Google Chrome;
Mozilla Firefox;
Apple Safari; and
Microsoft Edge.

Applicants using tablet type devices or other browsers may encounter issues with using FEMA GO.

Submitting the Final Application:

Applicants will be prompted to submit the standard application information, and any programspecific information required. SFs may be accessed in the Forms tab under the: SF-424 Family | Grants.gov.

Applicants should review these forms before applying to ensure they are providing all required information.
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After submitting the final application, FEMA GO will provide either an error message, or an email to the submitting AOR confirming the transmission was successfully received.

B. Application Deadline
06/22/2026 5:00 p.m. Eastern Time
C. Pre-Application Requirements Deadline
Not applicable.

D. Post-Application Requirements Deadline
Not applicable.

Applicants experiencing system-related issues have until 3:00 PM ET on the date applications are due to notify FEMA. No new system-related issues will be addressed after this deadline. Applications not received by the application submission deadline will not be accepted.

7. Application Review Information
A. Threshold Criteria
If two or more entities have different funding streams, personnel rosters, and EINs but share the same facilities, FEMA considers them as being separate organizations for the purposes of FY 2025 FP&S Program eligibility.

FEMA will review applications for duplication of benefits if two or more organizations share facilities and each submit an application in the same activity.

FEMA reviews a random sample of applications to check for duplication, including narrative statements and statistical data. All narrative statements must be specific and unique to the applicant, and all statistical data must be accurate. Applications with narrative statements that substantially duplicate content from other applications or contain inaccurate data that could mislead reviewers may be disqualified. Any discovery of falsification, fabrication or plagiarism will result in disqualification.
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Note: FEMA evaluates each application based on its merit, accuracy and how well the narrative reflects the applicant’s unique circumstances, risks and needs.

Examples of ineligible applications and/or organizations include:
• For-profit organizations, federal agencies, and individuals • Fire departments that are a Federal Government entity, or contracted by the Federal Government, and are solely responsible under a formally recognized agreement for suppression of fires on federal installations or land
• Fire departments that are not independent entities but are part of, controlled by, or under the day-to-day operational command and control of a larger department, agency or AHJ o However, if a fire department is considered to be the same legal entity as a municipality or other governmental organization, and otherwise meets the eligibility criteria, that municipality or other governmental organization may apply on behalf of that fire department as long as the application clearly states that the fire department is considered part of the same legal entity • Non-federal airport or port authority fire departments whose sole responsibility is the suppression of fires on the airport grounds or port facilities, unless the airport/port fire department has a formally recognized arrangement with the local jurisdiction to provide fire suppression on a first-due basis outside the confines of the airport or port facilities.

B. Application Criteria
FEMA sets funding priorities and evaluation criteria for FP&S Program applications based on recommendations from the Criteria Development Panel (CDP). Each year, FEMA brings together a panel of fire service professionals to establish these priorities and criteria. The panel provides input on funding priorities and helps develop the criteria used to award grants.

More detailed information may be found in 7.F: Merit Review Process.

C. Financial Integrity Criteria
Before making an award, FEMA is required to review Office of Management and Budget (OMB)-designated databases for applicants’ eligibility and financial integrity information. This is required by the Payment Integrity Information Act of 2019 (Pub. L. No. 116-117, § 2 (2020)), 41 U.S.C. § 2313, and the “Do Not Pay Initiative” (31 U.S.C. 3354). For more details, please see 2 C.F.R. § 200.206.

Thus, the Financial Integrity Criteria may include the following risk-based considerations of the applicant:

1. Financial stability;

2. Quality of management systems and ability to meet management standards;

3. History of performance in managing federal award;

4. Reports and findings from audits; and

5. Ability to effectively implement statutory, regulatory or other requirements.

D. Supplemental Financial Integrity Criteria and Review Before making an award expected to exceed the simplified acquisition threshold, defined at 41 U.S.C. § 134, over the POP:

1. FEMA is required by 41 U.S.C. § 2313: to review or consider certain information found in SAM.gov. For details, please see 2 C.F.R. § 200.206(a)(2).

2. An applicant may review and comment on any information in the responsibility/qualification records available in SAM.gov.

3. Before making decisions in the risk review required by 2 C.F.R. § 200.206, FEMA will consider any comments by the applicant.

E. Reviewers and Reviewer Selection
A panel of peer reviewers is comprised of fire service representatives recommended by the CDP.

Peer reviewers are subject-matter experts recommended by the nine major fire service organizations. In their role as Special Government Employees, peer reviewers must certify and observe Federal Conflict of Interests rules.

F. Merit Review Process
a. Peer Review Panel Process
FP&S Program applications go through the following Peer Review Panel process:

1. FP&S Activity
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Peer reviewers will independently grade each narrative statement within each project. The evaluation elements listed in the “Narrative Evaluation Criteria” below will be used to calculate the score for each project. If needed, peer reviewers will meet as a team to discuss the merits and/or shortcomings of the application. A consensus is not required.

2. R&D Activity
The Peer Review Panel process is composed of a Fire Service Panel Review and a Science Panel Review. Narratives within the application will be evaluated through the following processes:
• Fire Service Panel Review: All eligible project applications will first be reviewed and scored by a panel of fire service experts to assess the need and priority for the research results and the likelihood that the results would be implemented by the fire service in the United States. If needed, peer reviewers will meet as a team to discuss the merits and/or shortcomings of the application. A consensus is not required. The highest scoring projects will be deemed to be in the “competitive range” and will be forwarded to the second level of project review, which is the scientific panel review process. • Science Panel Review: This panel will be comprised of scientists and technology experts who have expertise pertaining to the subject matter of the proposal. Scientific reviewers will independently score projects in the competitive range and, if necessary, discuss the merits or shortcomings of the project to reconcile any major discrepancies identified by fellow reviewers. A consensus is not required. Scientific peer review evaluations will impact the ranking of a project for funding.
b. Narrative Statements
The FP&S Activity and the R&D Activity have different Narrative Statement requirements (see below). Narrative Statements must provide specific details about the activity for which the applicant seeks funding.

During the review process, including the technical review stage, FEMA may request additional documentation.

1. FP&S Activity
Peer review panelists will evaluate and score each project based on the following narrative elements:
• Financial Need (Fire Departments – 10%; Interest Organizations – 0%):
o Applicants must describe with particularity their unique financial need in the Applicant Information section of the application and detail how consistent it is with their need for financial assistance to carry out the proposed project(s).

Applicants may include other unsuccessful attempts to acquire financial assistance. Applicants should provide detail about the applicant’s operating budget, including a high-level breakdown of the budget, the applicant’s inability to address financial needs without federal assistance, and other actions the applicant has taken to meet their needs (e.g., state assistance programs or other grant programs).
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o While interest organizations do not receive points for their financial need, this information is necessary to holistically evaluate and understand the applicant’s financial need in comparison to similarly situated applicants. • Commitment to Hazard (Fire) Mitigation (Fire Departments only – 5%):
o Fire department applicants that can demonstrate their commitment and proactive posture to reducing fire risk will receive higher consideration. Applicants must explain their code adoption and enforcement (to include Wildland Urban Interface [WUI] and commercial/residential sprinkler code adoption and enforcement) and hazard mitigation strategies (including whether or not the jurisdiction has a FEMA-approved hazard mitigation strategy). Applicants can also demonstrate their commitment to reducing fire risk by applying to implement fire mitigation strategies (code adoption and enforcement) via this application. • Vulnerability Statement (Fire Departments – 15%, Interest Organizations – 25%):
o The assessment of fire risk is essential in the development of an effective project goal, as well as meeting FEMA’s goal to reduce risk by conducting a risk assessment as a basis for action. Vulnerability is a “weak link,” demonstrating high-risk behavior, living conditions, or any type of high-risk situation. The Vulnerability Statement should include a detailed description of the steps taken to determine the vulnerability and identify the target audience. The methodology for determination of vulnerability (i.e., how the vulnerability was found) should be discussed in-depth in the application’s Narrative Statement. o The specific vulnerability that will be addressed with the proposed project can be established through a formal or informal risk assessment. FEMA encourages using local statistics to illustrate the applicant’s particular vulnerability, rather than national statistics.
o In a clear, concise statement, the applicant should summarize the precise vulnerability the project will address, including who is at risk, what the risks are, where the risks are, and how the risks can be prevented, reduced or mitigated. o For the purpose of this NOFO, formal risk assessments consist of the use of software programs or recognized expert analysis that assess risk trends. o Informal risk assessments could include an in-house review of available data (e.g., NFIRS) to determine fire loss, burn injuries, or loss of life over a period of time, and the factors that are the cause and origin for each occurrence, including a lack of adoption or enforcement of certain codes.
• Project Description (Fire Departments – 20%, Interest Organizations – 25%):
o Applicants must describe in detail not only the project components but also how the proposed project addresses the identified capability gap due to financial need and/or the specific vulnerabilities identified in the vulnerability statement. The following information should be included:
 Project components;
 Review of any existing programs or models that have been successful;  Detailed description of how the proposed project components fill the identified capability gap; and
 If working with Fire Service Partners/Organizations, identify each partner/organization and the role(s) they will fill in the successful completion of the proposed project.
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• Implementation Plan (Fire Departments – 25 percent, Interest Organizations – 30 percent):
o Each project proposal should include nuanced details on the implementation plan that discusses the proposed project’s goals and objectives. The following information should be included to support the implementation plan:
 Goals and objectives;
 Details regarding the methods and specific steps that will be used to achieve the goals and objectives;
 Timelines outlining the chronological project steps (this is critical for determining the likelihood of the project’s completion within the POP);  Where applicable, examples of marketing efforts to promote the project, who will deliver the project (e.g., effective partnerships), and the manner in which materials or deliverables will be distributed;
 Requests for props (i.e., tools used in educational or awareness demonstrations), including specific goals, measurable results, and details on the frequency for which the prop will be utilized. Applicants should include information describing the efforts that will be used to reach the high-risk audience and/or the number of people reached through the proposed project (examples of props include safety trailers, puppets or costumes); and
 Where human subjects are involved, indicate whether the project has obtained exemption from the Institutional Review Board (IRB) (for details see Section

9.A.a – Human Subjects Research of this NOFO).
o Note: Applicants proposing a complex project that may require a 24-month POP should include significant justification and details in the implementation plan that justify the applicant’s need for a POP of more than 12 months. • Evaluation Plan (Fire Departments – 15%, Interest Organizations – 15%:
o Projects should include a plan for evaluation of effectiveness and identify measurable and quantifiable goals. Applicants seeking to carry out awareness and educational projects, for example, should identify how they intend to determine that there has been an increase in knowledge about fire hazards, or measure a change in the safety behaviors of the audience. Applicants should demonstrate how they will measure risk at the outset of the project in comparison to how much the risk decreased after the project is finished. There are many ways to measure the knowledge gained about fire hazards, including the use of surveys, pre- and post-tests, or documented observations. Applicants are encouraged to attend training on evaluation methods, such as the National Fire Academy’s “Demonstrating Your Fire Prevention Program’s Worth.”
o Note: In addition to a detailed evaluation plan as described above, if awarded, grant recipients are required to report on specific performance metrics through performance reports and at closeout (for details see Section 3.E - Performance Measures and Targets of this NOFO).
• Cost-Benefit (Fire Departments – 10%, Interest Organizations – 5%) o Projects will be evaluated and scored by the Peer Review Panelists based on how well the applicant addresses the fire prevention needs of the department or organization in an economic and efficient manner. The applicant should show how it will maximize the level of funding that goes directly into the delivery of the project. The costs 1318
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associated with the project also must be reasonable for the target audience that will be reached, and a description should be included of how the anticipated project benefit(s) (quantified if possible) outweighs the cost(s) of the requested item(s). The application should provide justification for all costs included in the project to assist the Technical Evaluation Panel with their review.

2. R&D Activity
Peer review panelists will evaluate and score each project based on the following narrative elements:

Fire Service Panel Evaluation Criteria
• Purpose (25%)
o Applicants should clearly identify the specific benefits of the proposed research project to improve firefighter safety, health or well-being. The discussion should include: the specific risk to firefighter safety, health or well-being that the project will address; the expected benefits of the project, including how the project could prevent, reduce, or mitigate the specific risk; the gaps in knowledge that will be addressed; and the general project methods planned to produce the intended results. Preliminary Studies projects should include a general description as to the intended larger followon project. • Potential Impact (15%)
o Applicants should discuss the potential impact of the research outcome/product on firefighters. Applicants should discuss who will benefit directly from the research outcome/product, i.e., the entire fire service or specific portions (career, volunteer, structural, wildland, fire investigators, etc.). The discussion should be supported by describing the specific type(s) of impact to the safety, health or well-being of the identified group from use of the results in practice.
• Implementation by Fire Service (25%)
o Applicants should discuss how the outcomes/products of this research, if successful, are likely to be widely/nationally adopted and accepted by the fire service as changes that enhance firefighter safety, health or well-being. The discussion should include the burden of implementation at the fire department level (such as an increase in expenses or changes to operations) and the organizations, manufacturers and/or others that will need to be involved to aid the adoption process. • Barriers (15%)
o Applicants should identify and discuss potential fire service and other barriers to successfully completing the project on schedule, including contingencies and strategies to deal with barriers if they materialize. This may include barriers that could inhibit the proposed fire service participation in the project, or project components most likely to cause delay in successful completion. o If applying under Early Career Investigator, applicants should discuss potential barriers specific to that project, such as if the principal investigator (PI) does not receive the expected mentorship.
• Partners (20%)
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o Applicants should recognize that participation of the fire service as a partner in the research from development to dissemination is regarded as an essential part of all projects. Describe the fire service partners and contractors that will support the project to accomplish the objectives. The specific roles and contributions of the partners to the project also should be described. Partnerships should be formed with national fire-related organizations and local and regional fire departments appropriate for the project. Letters of support and letters of commitment to actively participate in the project should be included in the Appendix attachment. Generally, participants of a diverse population, including both career and volunteer firefighters, are expected to facilitate acceptance of results nationally. In cases where this is not practical, due to the nature of the project or other limitations, these circumstances should be clearly explained.

Science Panel Evaluation Criteria
• Project Purpose, Goals, Objectives, or Specific Aims (All Applicants – 15%) o Applicants should address how the purpose, goals, objectives, or specific aims of the project will lead to results that will improve firefighter safety, health or well-being.

Describe the specific goals, objectives or specific aims for each year of the project.

The project's goals, objectives and specific aims should be measurable and fit with the project's design and activities to achieve the project outcome. • Literature Review (All Applicants – 10%)
o Applicants should provide a literature review that is relevant to the project’s goals, objectives, and specific aims. The relevant citations should be placed in the narrative text and the complete references listed at the end of the Narrative Statement (and not in the Appendix) of the application. The review should be of sufficient depth to make it clear that the proposed project is necessary, adds to an existing body of knowledge, is different from current and previous studies, and offers a unique contribution.

Applicants may consider previously funded R&D Activity projects. • Project Methods (Early Career Investigator Applicants – 15%, All Other Applicants – 20%)
o Applicants should provide a description of how the project will be carried out, including demonstration of the overall scientific and technical rigor and the merit of the project. Appropriate study design and qualitative and/or quantitative methods should align with study goals, objectives and specific aims. The timing and flow of the study should be explained as well as the sampling and sample size specifics.

Detailed descriptions of study processes such as recruiting participants, developing materials, acquiring equipment, building test structures, or arranging for test sites should be included. The roles and responsibilities of the research team must be described, including the relevant sub-contractors and sub-awardees involved in the project. Applicants should provide supporting information for the research team in the Appendix, including bio sketches and budget information (for details see Tips and Guidelines). Plans to recruit and retain human subjects, where applicable, should be described. Where human subjects are involved, describe plans for submission to the IRB (for details see Section 9.A - Human Subjects Research of this NOFO). 1320
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• Project Measurements (Early Career Investigator Applicants – 15%, All Other Applicants – 20%)
o Applicants should provide evidence of the technical rigor and merit of the project, such as data pertaining to validity, reliability and sensitivity (where established) of the facilities, equipment, instruments, standards and procedures that will be used to carry out the research. The applicant should discuss the data to be collected to evaluate the performance methods, technologies and products proposed to enhance firefighter safety, health or well-being. The applicant should demonstrate that the measurement methods and equipment selected for use are appropriate and sufficient to successfully deliver the proposed project objectives. • Project Analysis (Early Career Investigator Applicants – 15%, All Other Applicants – 20%)
o The applicant should indicate the planned approach for analysis of the data obtained from measurements, questionnaires or computations. Specify within the analytic plan the statistical methods that will be used for each type of data, including qualitative data if appropriate. It should be clear that the PI and research team have the expertise to perform the planned analysis and defend the results in a peer review process. The adequacy of the number of participants, samples, or tests to address the research question should be discussed.
• Dissemination and Implementation (All Applicants – 15%) o Applicants should indicate dissemination plans for both scientific and firefighter audiences (e.g., via publications, conferences and websites). Also, assuming positive results and where applicable, indicate future steps that would support dissemination and implementation throughout the fire service. Describe work with stakeholders and fire service partners to support dissemination. These plans are likely to be beyond the current project, so those features of the research activity that will facilitate future dissemination and implementation should be discussed.
• Mentoring (Early Career Investigator Applicants Only – 15%) o An important factor in the evaluation of Early Career Investigator projects is the participation of a mentor(s) in the project. A mentor for the PI should be an experienced researcher in areas appropriate to the research project and be able to provide support to the PI for ongoing development of knowledge and skills throughout the project. The mentor needs to have relationships with the fire service community sufficient to assist the PI in building relationships with fire departments and fire service organizations. The mentor should support the applicant from defining the project and submitting the application for funding through the completion of a funded project. The applicant should identify the mentor(s) that has agreed to support the applicant and the proposed mentoring plan. In the plan, the applicant should discuss the role of the mentor(s) in the project and the expected benefits of the mentoring relationship to the applicant and the project. A biographical sketch and letter of commitment/support from the mentor(s) are required to be included in the Appendix document.

Additional Considerations:
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The following considerations are not scored but may impact the evaluation of the entire application. This information may be used by FEMA during technical review prior to making funding decisions.
• Cost vs. Benefit: Cost vs. benefit in this evaluation element refers to the costs of the grant for the R&D project vs. the benefits that are projected for firefighters who would have improved safety, health or well-being. Applicants should demonstrate a high benefit for the cost incurred and effective utilization of federal funds for research activities. • Financial Need: In the Applicant Information section of the application, applicants must provide details on the need for federal financial assistance to carry out the proposed project(s). Included in the description might be other unsuccessful attempts to acquire financial assistance. Applicants should provide details about the organization’s operating budget, including a high-level breakdown of the budget; the organization’s inability to address financial needs without federal assistance; and other actions the organization has taken to meet their staffing needs (e.g., state assistance programs, other grant programs).

G. Final Selection
a. Technical Evaluation Process (TEP)
The highest scoring project(s) for both activities will be considered within the fundable range.

Projects that are in the fundable range will undergo a Technical Review by the FEMA Program Office before being recommended for award. The FEMA Program Office will assess the request with respect to costs, quantities, feasibility, eligibility, and recipient responsibility before recommending any application for award. Additionally, FEMA will review whether the project duplicates other federally funded research or prevention activities. Once the TEP is complete, a final ranking of projects will be created. FEMA will award grants based on this final ranking and the ability to meet statutorily required funding limitations outlined in Appendix B - Programmatic Information and Priorities of this NOFO.

FEMA may not make a federal award until the applicant has complied with all applicable SAM requirements. Therefore, an applicant’s SAM registration must be active not only at the time of application, but also during the application review period and when FEMA is ready to make a federal award. Further, as noted above, an applicant’s or recipient’s SAM registration must remain active for the duration of an active federal award. If an applicant’s SAM registration is expired at the time of application, expires during application review, or expires any other time before award, FEMA may determine the applicant is not qualified to receive a federal award and use that as a basis for making a federal award to another applicant.

In awarding grants, the FEMA Administrator is required to consider:
• The findings and recommendations of the Technical Evaluation Panel; • The degree to which an award will reduce deaths, injuries, and property damage by reducing the risks associated with fire-related and other hazards; • The degree to which an award will improve firefighter safety, health or well-being both in the short term and long term; and
• The extent of an applicant’s need for an FP&S Program grant and the need to protect the United States as a whole.
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8. Award Notices
A. Notice of Award
The AOR should carefully read the federal award package before accepting the federal award.

The federal award package includes instructions on administering the federal award as well as terms and conditions for the award.

By submitting an application, applicants agree to comply with the prerequisites stated in this NOFO and the material terms and conditions of the federal award, should they receive an award.

FEMA will provide the federal award package to the applicant electronically via FEMA GO.

Recipients must accept their awards no later than 30 days from the award date. Recipients shall notify FEMA of their intent to accept the award and proceed with work via the FEMA GO system.

Funds will remain on hold until the recipient accepts the award via FEMA GO and all other conditions of the award have been satisfied, or until the award is otherwise rescinded. Failure to accept a grant award within the specified timeframe may result in a loss of funds.

During the review process for an FP&S Program award, FEMA may have modified the application request(s). These modifications will be identified in the award package provided upon the offer of an award. If the awarded activities, scope of work, or requested dollar amount(s) do not match the application as submitted, the recipient shall only be responsible for completing the activities funded by FEMA. The recipient is under no obligation to start, modify, or complete any activities requested but not funded by the award. The award package will identify any differences under the approved scope of work section.

B. Pass-Through Requirements
Standard pass-through requirements in 2 C.F.R. Part 200 apply.

C. Note Regarding Pre-Award Costs
Even if pre-award costs are allowed, beginning performance is at the applicant and/or subapplicant’s own risk.

D. Obligation of Funds
The grant funds are obligated in accordance with applicable laws, and no later than upon award.

E. Notification to Unsuccessful Applicants
FEMA GO will provide all applicants who do not receive an FY 2025 FP&S Program award with a turndown notification after September 30, 2026.

9. Post-Award Requirements and Administration
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A. Administrative and National Policy Requirements
Presidential Executive Orders
Recipients must comply with the requirements of Presidential Executive Orders related to grants (also known as federal assistance and financial assistance), the full text of which are incorporated by reference.

Pursuant to the preliminary injunction order issued on November 21, 2025, in County of Santa Clara et al. v. Noem, et al., No. 25-cv-08330-WHO (N.D. Cal.), this requirement does not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect. If the preliminary injunction is stayed, vacated, or extinguished, this requirement will immediately become effective. Also, pursuant to the preliminary injunction order issued on November 21, 2025, in City of Chicago et al. v. Noem, et al., No. 25-CV-12765 (N.D. Ill.), this requirement does not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect. If the preliminary injunction is stayed, vacated, or extinguished, this requirement will immediately become effective.

Recipients must comply with all applicable federal, state, and local laws and regulations, and adhere to any statutory requirements on the use of federal funds for such unmanned aircraft systems, equipment or services.

Subrecipient Monitoring and Management
Pass-through entities must comply with the requirements for subrecipient monitoring and management as set forth in 2 C.F.R. §§ 200.331-333.

Human Subjects Research
The information in this section pertains to both FP&S Activity and R&D Activity applications with projects that include human subjects. See Appendix B – Programmatic Information and Priorities for more information on eligible projects involving human subjects. DHS/FEMA has a responsibility to ensure that mechanisms and procedures are in place to protect the safety of human subjects in DHS/FEMA-supported research. DHS requirements are set forth in 6 C.F.R.

Part 46. A grant recipient must agree to meet all DHS requirements for projects using human subjects (and ensure any subrecipients or subcontractors meet those requirements) before implementing any work with human subjects.

For the definition of “research” and “human subjects,” please see Appendix B – Programmatic Information and Priorities. If a project involves human subjects, the project must undergo review by an Institutional Review Board (IRB). The IRB must provide an approval or exemption determination. In addition, the DHS Compliance Assurance Program Office (CAPO) must 1324
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review and concur with the IRB approval or exemption determination. Both IRB approval/exemption and DHS CAPO concurrence must precede any project activities involving human subjects.
a. R&D Activity – Research Terms and Conditions
These Research Terms and Conditions implement the requirements of the Uniform Guidance (2 C.F.R § 200) issued by the OMB as it applies to research-related grants made by federal awarding agencies to institutions of higher education and nonprofit organizations, and consistent with government-wide research policy.
• Responsible and Ethical Conduct of Research - Applicants must have a plan in place to provide appropriate training and oversight in the responsible and ethical conduct of research to undergraduates, graduate students, and postdoctoral researchers who will be supported by FP&S Program funds to conduct research. Training plans should comply with federal laws covering the use of humans in research, and establish procedures for investigating and reporting research misconduct, conflicts of interest, and for managing recipient’s responsibilities under a federal award consistent with the ethical principles of the Belmont Report. (See the National Research Act, Pub. L. 93-348 and the Federal policy for the Protection of Human Subjects or the “Common Rule,” codified at 6 C.F.R.

Part 46.) Training plans are subject to review by the FP&S Program, upon request. The recipient shall ensure that these requirements flow down to all subrecipients or are otherwise appropriately addressed in the subaward.
• Academic Technology Transfer and Commercialization of University Research - Any institution of higher education, such as defined in section 101(A) of the Higher Education Act of 1965 (20 U.S.C. § 1001(a)), that receives FP&S Program support and has received at least $25 million in total federal research grants in the most recently completed federal FY must keep, maintain and make available upon request information concerning its general approach to and mechanisms for transfer of technology and commercialization of research results.
• Annual Meeting - The recipient agrees to participate in each two-day annual meeting that may take place during the POP and should include the primary staff involved with the grant (example: PI and one researcher). The award recipient also agrees to notify and allow participation/attendance by FP&S Program Office staff at key meetings involving grant activities.
• Acknowledgement - For any publication that results from FEMA grant-supported research, the award recipient must include an acknowledgment of FEMA grant support and the grant award number. If the award recipient issues any press releases concerning the outcome of the funded research, FEMA must be notified in advance to allow for coordination.
• Publications - The award recipient agrees to provide full public access to any peer reviewed scholarly publications directly arising from research funded by the Federal Government in whole or in part under this award. This shall be accomplished by the recipient providing FEMA the final published documents no later than 12 months after their initial publication for republication by FEMA, in keeping with FEMA’s rights under 2 C.F.R. §200.315(b).

B. DHS Standard Terms and Conditions
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A recipient under this funding opportunity must comply with the DHS Standard Terms and Conditions in effect as of the date of the federal award, unless a term and condition specifically states otherwise. The DHS Standard Terms and Conditions are available online: DHS Standard Terms and Conditions | Homeland Security. For continuation awards, the terms and conditions for the initial federal award will apply unless otherwise specified in the terms and conditions of the continuation award. The specific version of the DHS Standard Terms and Conditions applicable to the federal award will be in the federal award package. http://www.dhs.gov/publication/dhs-standard-terms-and-conditions A recipient under this funding opportunity must comply with the FY 2026 Department of Homeland Security Standard Terms and Conditions, with the following exceptions. The term titled “Communication and Cooperation with the Department of Homeland Security and Immigration Officials” and paragraph (2)(a)(ii) of the term titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” do not apply to any federal award under this funding opportunity.

Pursuant to the preliminary injunction order issued on November 21, 2025, in City of Chicago et al. v. Noem, et al., No. 25-CV-12765 (N.D. Ill.), the following terms and conditions do not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect: (1) the term titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act”; and (2) the term titled “All Executive Orders Related to Grants”. If the preliminary injunction is stayed, vacated, or extinguished, both terms and conditions will immediately become effective. As stated above, paragraph (2)(a)(ii) of the term titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” of the DHS Standard Terms and Conditions will not apply even if the preliminary injunction is stayed, vacated or extinguished.

Pursuant to the preliminary injunction order issued on October 31, 2025, in City of Seattle v.

Trump, et al., No. 2:25-cv-01435-BJR (W.D. Wa.), the following terms and conditions do not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect: the term titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act”. If the 1326
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preliminary injunction is stayed, vacated, or extinguished, this term and condition will immediately become effective. As stated above, paragraph (2)(a)(ii) of the term titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” of the DHS Standard Terms and Conditions will not apply even if the preliminary injunction is stayed, vacated or extinguished.

C. Financial Reporting Requirements

1. Recipients must report obligations and expenditures through a federal financial report.

The Federal Financial Report (FFR) form, also known as SF-425, is available online at:

SF-425 OMB #4040-0014.

2. Recipients must submit the FFR semi-annually throughout the POP as detailed below:
• No later than July 30 (for the period Jan. 1 – June 30) • No later than January 30 (for the period July 1 – Dec. 31)

3. The final FFR is due within 120 days after the end of the POP.

FEMA may withhold future federal awards and cash payments if the recipient does not submit timely financial reports or the financial reports submitted demonstrate lack of progress or provide insufficient detail.

D. Programmatic Performance Reporting Requirements

1. A Performance Report must be submitted semi-annually throughout the POP. A tutorial is available here: https://www.fema.gov/sites/default/files/documents/FEMA_GO_SF425_and_PPR_User_Guide_508.pdf.

2. A Performance Report must include:
• A brief narrative of overall project(s) status indicating progress toward project objectives;
• A summary of project expenditures;
• A summary of any products from research activities;
• A description of any potential issues that may affect project completion; and • Other information specific to the Activities awarded.

3. The Performance Report must be submitted through FEMA GO.

4. Performance Report Due Dates
• No later than July 30 (for the period Jan. 1 – June 30) • No later than January 30 (for the period July 1 – Dec. 31) E. Closeout Reporting Requirements
Within 120 days after the end of the POP, or after an amendment has been issued to close out a federal award, recipients must submit the following:

1. The final request for payment, if applicable.

2. The final FFR.

3. The final progress report detailing all accomplishments. 1327
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4. A qualitative narrative summary of the impact of those accomplishments throughout the POP.

5. Other documents required by this NOFO, terms and conditions of the federal award, or other DHS Component guidance.

Also, pass-through entities are responsible for closing out those subawards as described in 2 C.F.R. § 200.344; subrecipients are still required to submit closeout materials within 90 calendar days of the subaward POP end date. When a subrecipient completes all closeout requirements, pass-through entities must promptly complete all closeout actions in time for the recipient to submit all necessary documentation and information to FEMA during the closeout of their prime award. The recipient is responsible for returning any balances of unobligated or unliquidated funds that have been drawn down that are not authorized to be retained per 2 C.F.R. § 200.344(e).

Administrative Closeout
Administrative closeout is a mechanism for FEMA to unilaterally execute closeout of an award.

Additional Reporting Requirements – R&D Activity
As part of the closeout report, R&D Activity recipients must provide a minimum of ten (10) pages that emphasize results derived from the funded project. The format for this document should include the following sections:
• Describe the purpose of the research and the relevance of the results and products to the safety, health, or well-being of firefighters.
• List the specific aims of the research project. After each aim provide the following:
o Describe the study design;
o Describe the procedures/measures to achieve the aim;
o Mention any deviation from the original grant aims or methods; and o State the main outcome for each aim.
• Discuss the general outcome(s) of the entire project. • Discuss implications for policy, practice, safety, health or well-being of firefighters from completion of the project.
• State the highlights of dissemination activities completed or in process • Include a brief listing and description of the partners involved in the conduct of the research.
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Anytime there is a change in personnel for any of the awardees and/or subrecipients, their information needs to be submitted for approval (all the previous personal information identified).

F. Disclosing Information per 2 C.F.R. § 180.335
Before entering into a federal award, the applicant must notify FEMA if it knows that the applicant or any of the principals (as defined at 2 C.F.R. § 180.995) for the federal award:

1. Are presently excluded or disqualified;

2. Have been convicted within the preceding three years of any of the offenses listed in § 180.800(a) or had a civil judgment rendered against you for one of those offenses within that time period;

3. Are presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with the commission of any of the offenses listed in § 180.800(a); or

4. Have had one or more public transactions (federal, state or local) terminated within the preceding three years for cause or default.

This is requirement is fully described in 2 C.F.R. §180.335.

Additionally, 2 C.F.R. § 180.350 requires recipients to provide immediate notice to FEMA at any time after entering a federal award if:

1. The recipient learns that it failed to earlier disclose information as required by 2 C.F.R. § 180.335; or

2. Due to changed circumstances, the applicant or any of the principals for the federal award now meet the criteria at 2 C.F.R. § 180.335 listed above.

G. Reporting of Matters Related to Recipient Integrity and Performance Appendix XII to 2 C.F.R. Part 200 states the terms and conditions for recipient integrity and performance matters used for this funding opportunity.

If the total value of all active federal grants, cooperative agreements, and procurement contracts for a recipient exceeds $10 million at any time during the POP:

1. The recipient must maintain the currency of information reported in SAM.gov about civil, criminal, or administrative proceedings described in paragraph 2 of Appendix XII;

2. The required reporting frequency is described in paragraph 4 of Appendix XII.

H. Single Audit Report
A recipient expending $1,000,000 or more in federal awards (as defined by 2 C.F.R. § 200.1) during its FY must undergo an audit. This may be either a single audit complying with 2 C.F.R. § 200.514 or a program-specific audit complying with 2 C.F.R. §§ 200.501 and 200.507. Audits must follow 2 C.F.R. Part 200, Subpart F, 2 C.F.R. § 200.501, and the U.S. Government Accountability Office (GAO) Generally Accepted Government Auditing Standards.

I. Monitoring and Oversight
Per 2 C.F.R. § 200.337, DHS and its authorized representatives have the right of access to any records of the recipient or subrecipient pertinent to a federal award to perform audits, site visits, 1329
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and any other official use. The right also includes timely and reasonable access to the recipient’s or subrecipient’s personnel for the purpose of interview and discussion related to such documents or the federal award in general.

Pursuant to this right and per 2 C.F.R. § 200.329, DHS may conduct desk reviews and make site visits to review and evaluate project accomplishments and management control systems as well as provide any required technical assistance. Recipients and subrecipients must respond in a timely and accurate manner to DHS requests for information relating to a federal award.

J. Program Evaluation
Title I of the Foundations for Evidence-Based Policymaking Act of 2018, Pub. L. No. 115-435 (2019) (Evidence Act), PUBL435.PS urges federal agencies to use program evaluation as a critical tool to learn, improve delivery, and elevate program service and delivery across the program lifecycle. Evaluation means “an assessment using systematic data collection and analysis of one or more programs, policies, and organizations intended to assess their effectiveness and efficiency.” Evidence Act, § 101 (codified at 5 U.S.C. § 311). OMB A-11, Section 290 (Evaluation and Evidence-Building Activities) further outlines the standards and practices for evaluation activities. Federal agencies are required to specify any requirements for recipient participation in program evaluation activities (2 C.F.R. § 200.301). Program evaluation activities incorporated from the outset in the NOFO and program design and implementation allow recipients and agencies to meaningfully document and measure progress and achievement towards program goals and objectives, and identify program outcomes and lessons learned, as part of demonstrating recipient performance (2 C.F.R. § 200.301).

As such, recipients and subrecipients are required to participate in a Program Office (PO) or a DHS Component-led evaluation, if selected. This may be carried out by a third-party on behalf of the PO or the DHS Component. Such an evaluation may involve information collections including but not limited to, records of the recipients; surveys, interviews or discussions with individuals who benefit from the federal award, rogram operating personnel, and award recipients; and site visits or other observation of recipient activities, as specified in a DHS Component or PO-approved evaluation plan. More details about evaluation requirements may be provided in the federal award, if available at that time, or following the award as evaluation requirements are finalized. Evaluation costs incurred during the POP are allowable costs (either as direct or indirect) in accordance with 2 C.F.R. § 200.413.

K. Additional Performance Reporting Requirements
Not applicable.

L. Termination of Federal Award

1. The FY 2026 DHS Standard Terms and Conditions sets forth a term and condition entitled “Termination of a Federal Award”. The termination provision condition listed below applies 1330
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to the grant award and the “Termination of a Federal Award” term and condition in the FY 2026 DHS Standard Terms and Conditions does not.

2. Termination of the Federal Award by FEMA
FEMA may terminate the federal award in whole or in part for one of the following reasons:
a. If the recipient or subrecipient fails to comply with the terms and conditions of the federal award.
b. With the consent of the recipient, in which case FEMA and the recipient must agree upon the termination conditions. These conditions include the effective date and, in the case of partial termination, the portion to be terminated.
c. If the federal award no longer effectuates the program goals or agency priorities. Under this provision, FEMA may terminate the award for these purposes for any of the following reasons:
i. If DHS/FEMA, in its sole discretion, determines that a specific award objective is ineffective at achieving program goals as described in this NOFO; ii. If DHS/FEMA, in its sole discretion, determines that an objective of the award as described in this NOFO will be ineffective at achieving program goals or agency priorities;
iii. If DHS/FEMA, in its sole discretion, determines that the design of the grant program is flawed relative to program goals or agency priorities; iv. If DHS/FEMA, in its sole discretion, determines that the grant program is not aligned to either the DHS Strategic Plan, the FEMA Strategic Plan, or successor policies or documents;
v. If DHS/FEMA, in its sole discretion, changes or re-evaluates the goals or priorities of the grant program and determines that the award will be ineffective at achieving the updated program goals or agency priorities; or vi. For other reasons based on program goals or agency priorities described in the termination notice provided to the recipient pursuant to 2 C.F.R. § 200.341. vii. If the awardee falls out of compliance with the agency’s statutory or regulatory authority, award terms and conditions, or other applicable laws. d. For convenience, including, but not limited to, when the award no longer advances agency priorities or the national interest.

4. Termination by the Recipient or Subrecipient
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The recipient or subrecipient may terminate the federal award in whole or in part for the following reason identified in 2 C.F.R. § 200.340: Upon sending FEMA or pass-through entity a written notification of the reasons for such termination, the effective date, and, in the case of partial termination, the portion to be terminated. However, if FEMA or the passthrough entity determines that the remaining portion of the federal award will not accomplish the purposes for which the federal award was made, FEMA or the pass-through entity may terminate the Federal award in its entirety.

5. Impacts of Termination
a. When FEMA terminates the federal award before the end of the POP due to the recipient’s material failure to comply with the terms and conditions of the award, FEMA will report the termination in SAM.gov in the manner described at 2 C.F.R. § 200.340(c).
b. When the federal award is terminated in part or its entirety, FEMA or the pass-through entity and recipient or subrecipient remain responsible for compliance with the requirements in 2 C.F.R. §§ 200.344 and 200.345.

M. Best Practices
Although not a requirement in the DHS Standard Terms and Conditions, as a best practice:

Entities receiving funds through this program should ensure that cybersecurity is integrated into the design, development, operation, and maintenance of investments that impact information technology and/ or operational technology systems. Additionally, “The recipient and subrecipient must take reasonable cybersecurity and other measures to safeguard information including protected personally identifiable information (PII) and other types of information.” 2 C.F.R. § 200.303(e).

N. Payment Information
Recipients will submit payment requests in FEMA GO for FY 2025 awards under this program.

Instructions to Grant Recipients Pursuing Payments
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FEMA reviews all grant payments and obligations to ensure allowability in accordance with 2 C.F.R. § 200.305. These measures ensure funds are disbursed appropriately while continuing to support and prioritize communities that rely on FEMA for assistance. Once a recipient submits a payment request, FEMA will review the request. If FEMA approves a payment, recipients will be notified by FEMA GO and the payment will be delivered pursuant to the recipients SAM.gov financial information. If FEMA disapproves a payment, FEMA will inform the recipient.

Processing and Payment Timeline
FEMA must comply with regulations governing payments to grant recipients. See 2 C.F.R. § 200.305. For grant recipients other than states, 2 C.F.R. § 200.305(b)(3) stipulates that FEMA is to make payments on a reimbursement basis within 30 days after receipt of the payment request, unless FEMA reasonably believes the request to be improper. For state recipients, 2 C.F.R. § 200.305(a) instructs that federal grant payments are governed by Treasury-State Cash Management Improvement Act (CMIA) agreements ("Treasury-State agreement") and default procedures codified at 31 C.F.R. part 205 and Treasury Financial Manual (TFM) 4A-2000, "Overall Disbursing Rules for All Federal Agencies." See 2 C.F.R. § 200.305(a).

Submission Process
All non-disaster grant program reimbursement requests must be reviewed and approved by FEMA prior to drawdowns.

For all non-disaster reimbursement requests (regardless of system), please ensure submittal of the following:

1. Grant ID / Award Number
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2. Total amount requested for drawdown

3. Purpose of drawdown and timeframe covered (must be within the award performance period)

4. Subrecipient Funding Details (if applicable).
• Is funding provided directly or indirectly to a subrecipient? o If no, include statement “This grant funding is not being directed to a subrecipient.”
• If yes, provide the following details:
o The name, mission statement, and purpose of each subrecipient receiving funds, along with the amount allocated and the specific role or activity being reimbursed. o Whether the subrecipient’s work or mission involves supporting aliens, regardless of whether FEMA funds support such activities.
o Whether the payment request includes an activity involving support to aliens. o Whether the subrecipient has any diversity, equity, and inclusion practices.4

5. Supporting documentation to demonstrate that expenses are allowable, allocable, reasonable and necessary under 2 C.F.R. Part 200 and in compliance with the grant’s NOFO, award terms, and applicable federal regulations.

O. Immigration Conditions

The term titled “Communication and Cooperation with the Department of Homeland Security and Immigration Officials” and paragraph (2)(a)(ii) of the term titled “Federal AntiDiscrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” in the FY 2026 DHS Standard Terms and Conditions do not apply to any federal award under this funding opportunity.

10. Other Information
A. POP Extension
4 Pursuant to the preliminary injunction order issued on November 21, 2025, in County of Santa Clara et al. v. Noem, et al., No. 25-cv-08330- WHO (N.D. Cal.),  the DHS Standard Term and Condition titled "Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act" does not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect. If the preliminary injunction is stayed, vacated, or extinguished, the term will immediately become effective.

Recipients should consult with their FEMA point of contact for requirements related to a performance period extension.

Extensions to the POP identified in the award will only be considered through formal, written requests via FEMA GO and must contain specific and compelling justifications as to why an extension is required. Recipients should request extensions sparingly and only under exceptional circumstances. Approval is not guaranteed. R&D Activity grants with a four-year POP are not expected to need an extension.

Extension requests will be granted only due to compelling legal, policy, or operational challenges. Extension requests will only be considered for the following reasons:

1. Contractual commitments by the recipient or subrecipient with vendors prevent completion of the project, including delivery of equipment or services, within the existing POP;

2. The project must undergo a complex environmental review that cannot be completed within the existing POP;

3. Projects are long-term by design, and therefore acceleration would compromise core programmatic goals; or

4. Where other special or extenuating circumstances exist.

Recipients must submit all proposed extension requests to FEMA for review and approval at least 120 days before the end of the POP to allow sufficient processing time. The review process can take up to 30 days or longer. Recipients should factor this review period into the timing of when to submit a request for an extension. Extensions are typically granted for no more than a six-month period.

All extension requests must address the following:

1. The grant program, FY, and award number;

2. Reason for the delay –including details of the legal, policy, or operational challenges that prevent the final outlay of awarded funds by the deadline;

3. Current status of the activity or activities;

4. Approved POP termination date and new project completion date;

5. Amount of funds drawn down to date;

6. Remaining available funds, both federal and, if applicable, non-federal;

7. Budget outlining how remaining federal and, if applicable, non-federal funds will be expended;

8. Plan for completion, including milestones and timeframes for achieving each milestone and the position or person responsible for implementing the plan for completion; and

B. Other Information
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a. EHP Compliance
FEMA is required to consider effects of its actions on the environment and historic properties to ensure that activities, grants and programs funded by FEMA, comply with federal EHP laws, Executive Orders, regulations and policies.

Recipients and subrecipients proposing projects with the potential to impact the environment or cultural resources, such as the modification, renovation and/or new construction of existing buildings, structures and facilities, must participate in the FEMA EHP review process. This includes conducting early engagement to help identify EHP resources, such as threatened or endangered species, historic properties, or communities with environmental concerns; submitting a detailed project description with supporting documentation to determine whether the proposed project has the potential to impact EHP resources; and, identifying mitigation measures and/or alternative courses of action that may lessen impacts to those resources.

FEMA is sometimes required to consult with other regulatory agencies and the public in order to complete the review process. Federal law requires EHP review to be completed before federal funds are released to carry out proposed projects. FEMA may not be able to fund projects that are not in compliance with applicable EHP laws, Executive Orders, regulations, and policies.

FEMA may recommend mitigation measures and/or alternative courses of action to lessen impacts to EHP resources and bring the project into EHP compliance.

EHP guidance is found at Environmental Planning and Historic Preservation. The site contains links to documents identifying agency EHP responsibilities and program requirements, such as implementation of the National Environmental Policy Act and other EHP laws, regulations, and Executive Orders. DHS and FEMA EHP policy is also found in the EHP Directive & Instruction.

All FEMA actions, including grants, must comply with National Flood Insurance Program (NFIP) criteria or any more restrictive federal, state, or local floodplain management standards or building code (44 C.F.R. § 9.11(d)(6)). For actions located within or that may affect a floodplain or wetland, the following alternatives must be considered: a) no action; b) alternative locations; and c) alternative actions, including alternative actions that use natural features or nature-based solutions. Where possible, natural features and nature-based solutions shall be used. If not practicable as an alternative on their own, natural features and nature-based solutions may be incorporated into actions as minimization measures.

The GPD EHP screening form is located at
https://www.fema.gov/sites/default/files/documents/fema_ehp-screening_form_ff-207-fy-21- 100_5-26-2021.pdf.
b. Procurement Integrity
When purchasing under a FEMA award, recipients and subrecipients must comply with the federal procurement standards in 2 C.F.R. §§ 200.317-200.327.. To assist with determining whether an action is a procurement or instead a subaward, please consult 2 C.F.R. § 200.331.

For detailed guidance on the federal procurement standards, recipients and subrecipients should refer to various materials issued by FEMA’s Procurement Disaster Assistance Team (PDAT).

Additional resources, including an upcoming trainings schedule can be found on the PDAT Website: https://www.fema.gov/grants/procurement.
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Under 2 C.F.R. § 200.317 when procuring property and services under a federal award, states (including territories) and Indian Tribes, must follow the same policies and procedures they use for procurements from their non-federal funds. Additionally, states and Indian Tribes must now follow 2 CFR §200.322, regarding domestic preferences for Procurements and 2 CFR§ 200.327 regarding required contract provisions.

More information on OMB’s revisions to the federal procurement standards can be found in Purchasing Under a FEMA Award: 2024 OMB Revisions Fact Sheet.

2. Competition and Conflicts of Interest
2 CFR §200.319(b) , applicable to local government and nonprofit recipients or subrecipients, requires that contractors that develop or draft specifications, requirements statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements. FEMA considers these actions to be an organizational conflict of interest and interprets this restriction as applying to contractors that help a recipient or subrecipient develop its grant application, project plans, or project budget. This prohibition also applies to the use of former employees to manage the grant or carry out a contract when those former employees worked on such activities while they were employees of the recipient or subrecipient.

In addition to organizational conflicts of interest, situations considered to be restrictive of competition include, but are not limited to:
• Placing unreasonable requirements on firms for them to qualify to do business; • Requiring unnecessary experience and excessive bonding; • Noncompetitive pricing practices between firms or between affiliated companies; • Noncompetitive contracts to consultants that are on retainer contracts; 1337
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• Specifying only a “brand name” product instead of allowing “an equal” product to be offered and describing the performance or other relevant requirements of the procurement; and
• Any arbitrary action in the procurement process.

Under 2 C.F.R. 200.318(c)(2), if the local government and nonprofit recipient or subrecipient has a parent, affiliate, or subsidiary organization that is not a SLTT government, the recipient or subrecipient must also maintain written standards of conduct covering organizational conflicts of interest. Organizational conflict of interest means that because of a relationship with a parent company, affiliate, or subsidiary organization, the recipient or subrecipient is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization.

The recipient or subrecipient must disclose in writing any potential conflicts of interest to FEMA or the pass-through entity in accordance with applicable FEMA policy.

Information about General Services Administration programs for states, Indian Tribes, and local governments, and their instrumentalities, can be found at Purchasing Resources and Support for State and Local Governments.pdf

4. Procurement Documentation
Per 2 C.F.R. § 200.318(i), local government and nonprofit recipients or subrecipients are required to maintain and retain records sufficient to detail the history of procurement covering at least the rationale for the procurement method, selection of contract type, contractor selection or rejection, and the basis for the contract price. States and Indian Tribes are reminded that for any cost to be allowable, it must be adequately documented per 2 CFR §200.403(g). 1338
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Examples of the types of documents that would cover this information include but are not limited to:
• Solicitation documentation, such as requests for quotes, invitations for bids, or requests for proposals;
• Responses to solicitations, such as quotes, bids, or proposals; • Pre-solicitation independent cost estimates and post-solicitation cost/price analyses on file for review by federal personnel, if applicable;
• Contract documents and amendments, including required contract provisions; and • Other documents required by federal regulations applicable at the time a grant is awarded to a recipient.
c. Financial Assistance Programs for Infrastructure

None of the funds provided under this program may be used for a project for infrastructure unless the iron and steel, manufactured products, and construction materials used in that infrastructure are produced in the United States.

The Buy America preference only applies to articles, materials, and supplies that are consumed in, incorporated into, or affixed to an infrastructure project. As such, it does not apply to tools, equipment, and supplies, such as temporary scaffolding, brought to the construction site and removed at or before the completion of the infrastructure project. Nor does a Buy America preference apply to equipment and furnishings, such as movable chairs, desks and portable computer equipment, that are used at or within the finished infrastructure project but are not an integral part of the structure or permanently affixed to the infrastructure project.

2. Waivers
When necessary, recipients (and subrecipients through their pass-through entity) may apply for, and FEMA may grant, a waiver from these requirements.

A waiver of the domestic content procurement preference may be granted by the agency awarding official if FEMA determines that:
• Applying the domestic content procurement preference would be inconsistent with the public interest, or
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• The types of iron, steel, manufactured products, or construction materials are not produced in the United States in sufficient and reasonably available quantities or of a satisfactory quality, or
• The inclusion of iron, steel, manufactured products, or construction materials produced in the United States will increase the cost of the overall project by more than 25 percent.

3. Definitions
For definitions of the key terms of the Build America, Buy America Act, please visit Programs and Definitions: Build America, Buy America Act | FEMA.gov. d. Mandatory Disclosures
The non-Federal entity or applicant for a federal award must disclose, in a timely manner, in writing to the federal awarding agency or pass-through entity all violations of federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the federal award, 2 CFR §200.113 .
e. Adaptive Support
Pursuant to Section 504, of the Rehabilitation Act of 1973 , recipients of FEMA financial assistance must ensure that their programs and activities do not discriminate against qualified individuals with disabilities.
f. Record Retention

The record retention period may be longer than three years or have a different start date in certain cases.

2. Types of Records to Retain
FEMA requires that recipients and subrecipients maintain the following documentation for federally funded purchases:
• Specifications
• Solicitations
• Competitive quotes or proposals
• Basis for selection decisions
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• Purchase orders
• Contracts
• Invoices
• Canceled checks
g. Actions to Address Noncompliance
Non-federal entities receiving financial assistance funding from FEMA are required to comply with requirements in the terms and conditions of their awards or subawards, including the terms set forth in applicable federal statutes, regulations, NOFOs, and policies. Throughout the award lifecycle or even after an award has been closed, FEMA or the pass-through entity may discover potential or actual noncompliance on the part of a recipient or subrecipient.

If the noncompliance is not able to be corrected by imposing additional conditions or the recipient or subrecipient refuses to correct the matter, FEMA may take other remedies allowed under 2 C.F.R.§ 200.339.
h. Audits
FEMA grant recipients are subject to audit oversight from multiple entities including the DHS OIG, the GAO, the pass-through entity, or independent auditing firms for single audits, and may cover activities and costs incurred under the award. Auditing agencies such as the DHS OIG, the GAO, and the pass-through entity (if applicable), and FEMA in its oversight capacity, must have access to records pertaining to the FEMA award.

11. Appendix A – FY 2025 FP&S Program Updates
Appendix A contains a brief list of changes between FY 2024 and FY 2025 to the FP&S Program. Changes to the FY 2025 FP&S Program NOFO include:
• Under Section 2.A. Eligible Entities/Entity Types, subapplicants and subawards are allowed.
• Under Appendix B.a. FP&S Activity Overview
o Added Wildfire Sprinkler Trailers and Tripod Sprinklers as examples of eligible Wildfire Risk Reduction projects when proposed as part of a WUI education/awareness effort.
o Added salary and overtime expenses paid to backfill for activities during Origin and Cause Investigator training as an eligible project.
o Removed fire extinguisher training for adults over the age of 65 from the list of Ineligible Projects and Items.
• Excess funds restrictions have been updated.
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12. Appendix B – Programmatic Information and Priorities Appendix B contains details on FP&S Program information and priorities. Reviewing this information may help applicants make their application(s) more competitive.

A. Supporting Definitions for this NOFO
Authority Having Jurisdiction (AHJ) is that person or office charged with enforcing the NFPA codes (Per NFPA101-2024 Edition: Life Safety Code).

Career Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that has an all-paid force of firefighting personnel other than paid-on-call firefighters.

Combination Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that has paid firefighting personnel and volunteer firefighting personnel. FEMA considers a fire department with firefighting personnel paid a stipend on a per-event basis, or paid on-call, to be a combination fire department.

Fire Department is an agency or organization that has a formally recognized arrangement with a state, territory, local government, or tribal authority (city, county, parish, fire district, township, town, village or other governing body) to provide fire suppression on a first-due basis to a fixed geographical area. Fire departments may be comprised of members who are volunteer, career, or a combination of volunteer and career.

Human Subject means a living individual about whom an investigator (whether professional or student) conducting research:

1. obtains information or biospecimens through intervention or interaction with the individual, and uses, studies or analyzes the information or biospecimens; or,

2. obtains, uses, studies, analyzes or generates identifiable private information or identifiable biospecimens.

Human subjects are the living participants involved in the testing of some object, measurement of physiologic or biologic process, providing an opinion about behavior, identifying personal behaviors, or participating in an intervention, either as a test or control person. Human subjects may be a healthy individual or a clinical patient.

Interest Organizations are national, regional, state, local, Tribal Nation and non-profit entities that are recognized for their experience and expertise in fire prevention and safety programs.

Primary First Due is a geographic area surrounding a fire station in which a company from that station is projected to be first to arrive on the scene of an incident.

Research means a systematic investigation, including development, testing, and evaluation, designed to develop or contribute to generalizable knowledge. Research should be conducted in accordance with suitable methodologies set by specific professional fields and academic disciplines. Any research involving human subjects must be reviewed by an IRB (for details see Section 9.A.a.- Human Subjects Research of this NOFO). Only projects determined by an IRB as exempt from further IRB oversight are eligible for FP&S activity funding under the 1342
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National/Regional/State Programs and Projects category.

State, as defined in 6 U.S.C. § 101(17), is any State of the United States, the District of Columbia, the Commonwealth of Puerto Rico, the Virgin Islands, Guam, American Samoa, the Commonwealth of the Northern Mariana Islands, and any possession of the United States Volunteer Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that has an all-volunteer force of firefighting personnel.

B. Funding Priorities
a. FP&S Activity Overview
FEMA desires to provide flexibility to applicants to design innovative strategies and/or unique proposals that reach for a higher level of safety for the public with respect to fire and fire-related hazards. All proposals, as part of the vulnerability statement, will be evaluated on how well the applicant demonstrates the understanding of their actual community fire and safety risks. A community risk assessment should be used to document the “risk” as a basis for mitigation. If the applicant has evidence of a community risk, the application should be based on solving the problem that will reduce the risk. A risk analysis should be the foundation of the application.

Category Priorities and Eligible Projects
The following tables list the eligible categories and priorities under the FP&S Activity.

Community Risk Reduction Category
Community Risk Reduction Category - Program Priorities
According to data available to FEMA and the U.S. Fire Administration, working smoke alarms and residential sprinklers greatly reduce the risk of fire casualties for the nation’s residents. Therefore, under this category there are three distinct, but equal, priorities. • Smoke Alarm Installations: Programs that target a specific high-risk population to conduct both door-to-door smoke alarm installations and provide home safety inspections, as part of a comprehensive home fire safety campaign. The comprehensive home fire safety campaign must also include an educational program that is delivered to the occupant at the time of the installation and inspection.

Installation may include combination smoke and carbon monoxide alarms.

Further, additional consideration will be given to applicants who incorporate supplies for deaf/hard-of-hearing alarm installations as part of their comprehensive installation and education effort (hardwiring of deaf/hard-of-hearing smoke alarms is eligible).

FEMA, through its FP&S Program, promotes the use of smoke alarms that are powered by non-removable, long-life batteries, and are enclosed within a tamperresistant housing. Applicants who do not plan on using smoke alarms powered by nonremovable, long-life batteries, and are not enclosed within a tamper-resistant housing, must address the rationale for using alternatives.
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Community Risk Reduction Category - Program Priorities
FEMA requires residential smoke and carbon monoxide detectors to be installed in accordance with the most recent NFPA 72 National Fire Alarm and Signaling Code.

For example, 2022 Edition of NFPA 72, Chapter 29, specifically section 29.7.1 for carbon monoxide detectors and section 29.8.1 for smoke detectors. • Sprinkler Awareness: Programs that include sprinkler awareness that affect the entire community in this effort, such as educating the public about sprinklers, promoting sprinklers, and demonstrating working models of sprinklers. Installation of sprinkler systems is only eligible if proposed as part of a sprinkler demonstration/educational effort.

Fire sprinkler trailers/side by side trailers for the purpose of public education are eligible. 75 percent of usage must be dedicated to public education. • Risk Assessments: Community-appropriate comprehensive risk assessments and risk reduction planning. WUI risk assessment projects should be applied for under this category.

Note: Applications that request a risk assessment are precluded from applying for or being awarded additional projects.

Community Risk Reduction - Examples of Other Eligible Projects • Smoke Alarms: Applicants who are unable to meet the above stated funding priority (door-to-door installations and home safety inspections) for this category are still eligible to apply for smoke alarms (or combination smoke and carbon monoxide [CO] alarms). This includes projects that encompass educational components that teach how smoke alarms work to provide early warning in case of a fire, while promoting the installation of smoke alarms and/or inspections to assure that previously installed smoke alarms are operational. Applicants who will not perform installation of the alarms should discuss in their Narrative Statement the methodology for ensuring that the alarms will be properly installed in accordance with the most recent NFPA 72 National Fire Alarm and Signaling Code. For example, 2022 Edition of NFPA 72, Chapter 29, specifically section 29.7.1 for carbon monoxide detectors and section

29.8.1 for smoke detectors. FEMA, through its FP&S Program, promotes the use of smoke alarms that are powered by non-removable, long-life batteries, and are enclosed within a tamper-resistant housing. Applicants who do not plan on using smoke alarms powered by non-removable, long-life batteries, and are not enclosed within a tamperresistant housing, must address the rationale for using alternatives. • Training: Local or regional projects to educate or train personnel in the area of public education are eligible under this activity.
• General Prevention/Awareness: Projects that include general prevention initiatives, including lock-box installation, CO detectors, address markers, cooking range technologies, etc., are eligible under this activity.
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Community Risk Reduction - Examples of Other Eligible Projects • Public Education: National or local projects that promote the reduction of injury due to fire or other safety hazards are eligible under this activity. Projects may include burn prevention, media/public relations campaigns, injury prevention, or other community risk reductions that could be justified in the Narrative Statement.

Educational props (educational tools), including fire extinguisher trainers, must be part of a comprehensive and detailed public safety education campaign.

An LED/electronic sign is eligible if it is part of a comprehensive and detailed public safety education campaign. Only one LED/electronic sign is allowed per applicant and 75 percent of usage must be dedicated to the comprehensive/detailed public education campaign. Additional restrictions apply (for details see Section 10.B.a - EHP Compliance of this NOFO).

Eligible items also include escape planning, model homes, and curriculum delivery tools. Projects that will deliver training to the public in the area of automatic external defibrillators (AEDs), Cardio-Pulmonary Resuscitation (CPR), or age-appropriate fire extinguisher training will be considered. However, if the projects are for fire department operational staff, these projects should be requested under the Assistance to Firefighters Grant (AFG) Program.

Fire safety trailers/houses for the purpose of educating the public on the basics of fire behavior and residential fire hazards are eligible and must be submitted under the Public Education Category. Seventy-five percent of usage must be dedicated public education.
• Juvenile Fire Setter Prevention Projects: Projects that are designed to mitigate the instances of fire set by children are eligible under this activity. Projects may have treatment and intervention components. The intervention components should be age appropriate.

Wildfire Risk Reduction
Wildfire Risk Reduction - Program Priority
Education and awareness programs that protect lives, property, and natural resources from fire in the WUI (not forestry), including Community Wildfire Protection Plans (CWPP) or programs supporting fire adapted community initiatives, should be applied for under this activity. Fuel reduction demonstrations, in a targeted location as part of an awareness and education effort, are considered but additional restrictions apply (for details see Section 10.B.a - EHP Compliance of this NOFO). Education and awareness programs should apply to the entire community such as educating the public about firerelated WUI risks, promoting fuel reduction, and may include a community Wood Chipper Program and/or External Home Sprinkler Kits.
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Wildfire Risk Reduction - Examples of Other Eligible Projects • External Home Sprinkler Kits - only eligible if proposed as part of a WUI education/awareness effort.
• Wood Chipper Programs - only eligible if proposed as part of a WUI education/awareness effort. Wood Chipper Programs may include contract services for fuel reduction or removal (community wood chipper) or renting wood chippers plus salary and benefits for employees with dedicated community wood chipper duties.

Wood Chippers may not be purchased through this grant program. • Wildfire Sprinkler Trailers and Tripod Sprinklers – only eligible if proposed as part of a WUI education/awareness effort.

Code Enforcement/Awareness Category
Code Enforcement/Awareness Category - Examples of Other Eligible Projects • Assistance for the adoption or awareness of building codes. • Support for conducting inspections or pre-planning (including personnel costs, software, supplies, and training assistance).
• Promotion of code enforcement to improve engineering and/or enacting fire-related ordinances for new construction.

Origin and Cause Investigation Category
Origin and Cause Investigation Category - Program Priority Projects that aim to investigate every fire.

Origin and Cause Investigation - Examples of Other Eligible Projects • Origin and cause investigation trailers (trailers
equipped to conduct/train to conduct fire origin
and cause investigations)
• Origin and cause investigation equipment
(including personal protective equipment)
• Origin and cause investigator training (including
salary and overtime expenses paid to backfill for
activities during investigator training).
• Origin and cause-related surveillance equipment
• Arson prevention training
• Personnel costs
• Educational materials
• Media equipment
• Cancer screenings
• Behavioral and/or mental
health
National/State/Regional Programs and Projects Category
Wildfire Risk Reduction - Program Priority
Note: WUI risk assessment projects should be applied for under the Community Risk Reduction, Risk Assessment Category.

Code Enforcement/Awareness Category - Program Priority
Projects that focus on first time or reinstatement of code adoption and code enforcement, including WUI fire codes for communities with a WUI-wildfire risk. See the U.S. Fire Administration Wildfire and the WUI resources for additional information. 1346
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National/State/Regional Programs and Projects - Program Priority Projects should aim to measurably change behavior and decision-making of the target audience. Projects should communicate and disseminate strategies to measurably effect change.

Projects may include, but are not limited to, the following:
• Projects that focus on residential fire issues, such as:
• Projects that reduce the fire fatality rate;
• Projects that advance the adoption and awareness of current building codes; and,
• Projects that focus on first-time or reinstatement of code adoption and code enforcement.
• Projects that focus on firefighter safety, health or well-being by dissemination and implementation of programs, policies or products from previous research studies that used rigorous scientific methods to determine effectiveness. • Other projects that do not include a research component, such as:
• Projects that address emerging fire risks associated with battery powered devices ;
• Projects that promote code enforcement to improve engineering and/or enacting fire-related ordinances for new construction;
• Projects that address abandoned building issue;
• Projects that improve occupational factors and
injury/illness/disease/death/behavior health.

Projects requiring IRB approval to work with human subjects are not eligible. Projects with an IRB exemption determination may be eligible (for details see Section 9.A - Human Subjects Research of this NOFO). Unless otherwise directed by the FP&S Program Office, the IRB exemption determination letter and IRB application must be provided at time of application.

Applicants proposing to interface with government databases must explain how the systems will interface or data exchange will occur. The narrative must also explain how this effort will not duplicate existing databases or previously funded efforts.

Ineligible Projects and Items
Applicants must correlate the activities for which funding is requested and the identified problems or issues to be addressed. FEMA will not fund a budget line item if an applicant does not provide sufficient information detailing how it will support FP&S Program objectives.

Allowable costs may be limited to reasonable amounts, as determined by FEMA.

The following table describes the projects and items that are ineligible under the FP&S Activity:
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Ineligible Projects and Items for FP&S Activity
• Educational props (e.g., tools that are
used in educational or awareness
demonstrations) that are not part of a
comprehensive educational program, a
planned educational effort, or lack
description of these elements
• Costumes and/or puppets that are not
part of a comprehensive educational
program
• AED, CPR, or fire extinguisher training
for operational staff
• Fire hydrants/dry hydrants, supplies,
labor, and installation costs
• Weather/disaster notification devices
(e.g., sirens)
• Intruder alerting systems and
deployment notification systems
• Driver simulator training tools that are
not part of a state or national education
effort that leads to driver certifications
compliant to NFPA 1002 or its
equivalent
• Sprinkler head caps
• Development of administrative
documents (e.g., Standard Operating
Procedures, manuals)
• Live animals
• Firearms
• Fire extinguisher training for children
under 14 years old
• Equipment that is considered
entertainment as opposed to educational
tools that are part of a comprehensive
program
• Fire extinguisher training that is not part
of a comprehensive
prevention/education program
• Vehicles (not including tow vehicles,
which are limited to $6,000 per
application)
• Dollar amount for giveaways (plastic
fire helmets, stickers, plastic badges,
coloring books, marketing items, etc.) is
limited to $2,500 per project (or $5,000
• Fire suppression or EMS equipment,
supplies, and vehicles
• Firefighter salary/overtime for fire
suppression and operational activities
• Fire extinguishers
• Firefighting training tools, props or
equipment, personal protective
equipment (PPE), fitness equipment,
immunizations, or firefighter physicals
(NOTE: PPE traditionally worn in fire
suppression may also be appropriate for
origin and cause investigation when a
risk for reignition exists, and is
allowable under the Origin and Cause
Investigation Category if justified in the
Narrative Statement)
• Trailers for the purpose of firefighting
training/suppression (such as burn
trailers or maze trailers)
• Installation of sprinkler systems that do
not include an educational/
demonstration component
• Suppression-related training including
Firefighter I, Firefighter II, wildland
firefighting, training exercises, or drills
for suppression or disasters activities
• Communication equipment, including
portable radios or computer-aided
dispatch (CAD) systems
• Community projects that include the use
of tot finder/child finder, seniors, or pet
finder decals
• Hydrant poles or markers
• Fire-retardant house gel(s)
• Alarm system and alarm system
installation
• Fire safety equipment (e.g., smoke
alarms, CO detectors, surge protectors)
that does not adhere to a fire service
recognized standard (e.g., non-UL,
listed, ANSI fire safety equipment)
• Equipment that has no intrinsic fire
prevention or life safety education
application
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Ineligible Projects and Items for FP&S Activity
for a regional project). The cap does not
apply to state or national projects. Safety
devices are not considered giveaways
(such as potholders) because the
intended purpose of the item is to
directly reduce risk or prevent injury.
• Inflatable bounce houses (this does not
include houses with non-inflatable
floors, commonly used in education
programs)
• Unmanned Aerial Vehicles (UAV),
drones, or related costs
• Creation of new databases
• Projects requiring IRB approval to work
with human subjects
• Code plan review stations
• Technology development/building of
virtual reality games/simulations
• Construction costs, including
constructing buildings or making major
alterations to a building that changes the
profile or footprint of the structure.
• Command Center Packages on fire
safety trailers
• Prescribed burns
• Fuel reduction equipment, such as
purchase of wood chippers
• Vegetation removal equipment
• Fuel or vegetation removal/reduction on
public land
• Entertainment: electronics, events, etc.
• Props (except as required for
educational programs)
• Robotics
• Demonstration tugboats
• Evacuation roads
• Ballistic vests
• Body cameras
• Remodeling/renovations to an existing
facility is only eligible if limited to
minor interior alterations costing less
than $10,000
• Other items or services that do not
directly support the FP&S Program
objectives
• Items/activities intended to be primarily
funded under the AFG Program or
Staffing to Adequate Fire and
Emergency Response (SAFER)
Program. Fire departments that wish to
carry out internal, local, firefighter
safety and well-being projects should
apply under the AFG Program.

Regional Project
A regional project is an opportunity for an eligible FP&S Activity organization to act as a host and apply for funding on behalf of itself and any number of other participating FP&S Activityeligible organizations. Regional activities should achieve cost effectiveness, support regional efficiency and resilience, and have a direct regional or local benefit to more than one local jurisdiction (county, parish, town, township, city or village). Direct regional or local benefit means that other eligible organizations will receive a portion of the grant awarded funds, will receive items purchased with the grant funds, or share an item purchased with grant funds.

Neither the regional host nor any participating partner is prevented from also applying on behalf of their own organization for any FP&S Activity or R&D Activity project; however, it cannot be 1349
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for the same item. For example, a department cannot apply for smoke alarms under its own organization and participate in a regional smoke alarm project.

Regional host applicants and participating partner agencies must execute a Memorandum of Understanding (MOU), or equivalent document signed by the host and all participating organizations participating in the award. The MOU must specify the individual and mutual responsibilities of the host and participating partners, the host’s and participants’ level of involvement in the project(s), the participating partners’ EINs, and the proposed distribution of all grant-funded assets or contracted services. Any entity named in the application as benefiting from the award must be an eligible FP&S Program organization and must be a party to the MOU or equivalent document. Copies of the MOU or equivalent document should be submitted as an attachment in the application.
b. R&D Activity Overview
The goal of the R&D Activity is to reduce firefighter line-of-duty fatalities and injuries through research to improve firefighter safety, health, or well-being. Projects that address the National Fire Service Research Agenda with respect to firefighter health and safety are strongly encouraged.

Additionally, the U.S. Fire Administrator, in partnership with the National Fallen Firefighters Foundation (NFFF), has identified critical issues facing the fire service that need immediate attention. For more information, please see the 2024 U.S. Fire Administrator’s Summit on Fire Prevention and Control Workgroup Report.

The following Special Emphasis Topics are not scored but may be used by application reviewers or by FEMA during technical review before making final funding decisions:
• Mental Health and Well-being – Projects that address firefighters' concerns with posttraumatic stress, depression, suicide and related issues. • Occupational Health - Projects that aim to understand the occupational health of firefighters, such as those that study the impact of chemical exposures on firefighter health, safety and well-being.
• WUI - Projects that aim to mitigate the safety and health hazards associated with wildland firefighting.
c. R&D Activity Project Eligibility Information
All proposed projects under the R&D Activity must address the potential for improvement in firefighter safety, health, or well-being both in the short term and long term. Proposed projects must also address the potential for a successful research outcome to be disseminated and implemented in the fire service and reduce firefighter fatalities or injuries. Applicants are strongly encouraged to seek partnerships with the fire service that will support the ongoing project efforts from design through dissemination and implementation.

The following are descriptions of the four R&D Activity categories. These categories are not listed in order of importance. This is not intended to be an all-inclusive list of projects that will 1350
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be considered. Applicants may also find the abstracts of previously funded R&D Activity projects on the FP&S Program Website.

Clinical Studies
This category includes projects that address behavioral or physiological and medical research activities.

Technology and Product Development
This category includes projects that result in outcomes that can enhance safety and effectiveness of firefighter activities. Projects can develop new technology or adapt existing products and technology to new uses.

Preliminary Studies
This category includes projects that may require information, evidence, experimentation, and study to justify a larger and complete project that can impact firefighter safety, health, or wellbeing. Preliminary studies may be proposed to obtain enough evidence to justify a future larger study.

Early Career Investigator
This category is defined by the qualifications of the PI and includes all types of research projects to improve firefighter safety, health, or well-being This category is reserved for projects led by a PI who received a terminal academic degree (a doctoral level, professional level, or equivalent advanced level research degree) or ended post-graduate training (such as a post-doctoral fellowship or residency, whichever date is later) within 10 years of the opening date of the application period and who has not been a PI on a previous FP&S Program award. These projects are limited to a maximum $600,000 federal share.

Ineligible Projects and Items
The following table describes projects and items that are ineligible under the R&D Activity.

R&D Activity Ineligible Projects and Items
• Projects that focus primarily on
curriculum development and delivery of
education or training materials.
• A descriptive project about the fire
service or any project without reduced
firefighter injury or enhanced firefighter
safety and effectiveness aims.
• Projects that emphasize funding for
service delivery.
• Projects with local emphasis and little or
no indication of application to the
broader fire service.
• Applications that include violations of
intellectual property.
• International travel to attend conferences
or disseminate results.
• Projects to purchase stock in any entity.

13. Appendix C – Award Administration Information
Appendix C contains detailed information on FP&S Program Award Administration. Reviewing this information may help recipients in the programmatic and financial administration of their award(s).
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A. Help FEMA Prevent Fraud, Waste, and Abuse
If applicants or recipients have information about instances of fraud, waste, abuse, or mismanagement involving FEMA programs or operations, they should contact the DHS OIG Hotline at (800) 323-8603, by fax at (202) 254-4297, or email [email protected].

B. Grant Writer and Preparation Fees
Fees for grant writers may be included as a pre-award expenditure. For grant writer fees to be eligible as a pre-award expenditure, the services must be competitively sourced, specifically identified, and listed within the “Grant Request Details” section of the application and must satisfy the requirements under 2 C.F.R. § 200.458. FEMA will only consider reimbursements for application preparation, not administration, up to $1,500 per annum. Grant writer fees must be paid between the 90 days prior to the publication date of this NOFO and up to 30 days after the application period closes. For grant writer fees held either on retainer or subscription basis to be an eligible pre-award cost, the claimed retainer or subscription must have been competitively secured, and the costs are limited to the start of the appropriation period for the underlying award and meet the requirements under 2 C.F.R. § 200.458. Fees payable on a contingency basis are not an eligible expense.

Pursuant to 2 C.F.R. Part 180, recipients may not use federal grant funds to reimburse any entity, including a grant writer or preparer, if that entity is presently suspended or debarred by the Federal Government from receiving funding under federally-funded grants or contracts.

Recipients must verify that the contractor is not suspended or debarred from participating in specified federal procurement or non-procurement transactions pursuant to 2 C.F.R. § 180.300.

Prior to submission of the application, please review all work produced by grant writers or other third parties for accuracy. By submitting the application, applicants are certifying all of the information contained therein is true and an accurate reflection of the organization, and that regardless of the applicant’s intent, the submission of information that is false or misleading may result in actions by FEMA. These actions include but are not limited to the submitted application not being considered for award, temporary withholding of funding under the existing award pending investigation, or referral to the DHS OIG.

The following documentation shall be provided to FEMA upon request:

1. A copy of the grant writer’s contract for services;

2. A copy of the invoice or purchase order;

3. A copy of the canceled check (front and back); and

4. Evidence that the services were competitively procured.

Failure to provide the requested documentation may result in the grant writer fee being deemed ineligible and the grant reduced accordingly.

Note: FEMA requires that all applicants identify the following as “Application Participants” in the “Contact Information” section of the application: Any individual or organization that assisted with the development, preparation, or review of the application to include drafting or writing the 1352
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narrative and budget; whether that person, entity, or agent is compensated or not; and whether the assistance took place prior to submitting the application.

C. Maintenance and Sustainment
The use of FEMA Preparedness Grant funds for the costs of repairs or replacement, as well as maintenance contracts, warranties, and user fees may be allowable.

Generally, when purchasing a maintenance agreement, service contract, or extended warranty for systems or equipment, the period of coverage provided under such a plan may not extend beyond the POP of the grant with which the agreement, warranty or contract is purchased.

D. Taxes, Fees, Levies, and Assessments
Taxes, fees, levies or assessments that the recipient is legally required to pay and are directly related to any eligible FP&S Program acquisition activity may be charged to an FP&S Program award pursuant to 2 C.F.R. § 200.470. These charges shall be identified and enumerated in the FP&S Program application narrative, as well as the “Grant Request Details” section of the acquisition activity.

Any avoidable and unreasonable costs that result from the action or inaction of a recipient (or recipient’s agent) or that prevent that recipient from enjoying any lawful exemption, waiver, or reduction of any tax, fee, levy or assessment directly related to any eligible FP&S Program acquisition activity, are not chargeable to any FP&S Program award.

Note: the opportunity for excess funds is limited when the Scope of Work is changed via an amendment such as reduction in quantities.
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F. Payments and Amendments
FP&S Program payment requests from non-federal entities will be governed by applicable federal regulations in effect at the time a grant is awarded to the recipient and may be either advances or reimbursements. Recipients should not expend funds until all special conditions listed on the grant award document have been met, including completion of EHP review, and the request for payment in FEMA GO has been approved. Recipients should draw down funds based upon immediate disbursement requirements; however, FEMA strongly encourages recipients to draw down funds as close to disbursement or expenditure as possible to avoid accruing interest.

Non-federal entities should keep detailed records of all transactions involving the grant. FEMA may at any time request copies of any relevant documentation and records, including purchasing documentation along with copies of canceled checks for verification. See, e.g., 2 C.F.R. §§ 200.318(i), 200.334, 200.337.

Advances
Recipients shall be paid in advance, provided they maintain or demonstrate the willingness and ability to maintain procedures to minimize the time elapsing between the transfer of funds and disbursement by the recipient (not to exceed 30 days), and the financial management systems that meet the standards for fund control and accountability as established in 2 C.F.R. Part 200.

The recipient shall include all applicable source documentation such as invoice(s), purchase orders, contracts, etc., to support the costs associated with the advance FP&S Program payment/drawdown request. EHP review requirements must be met before advanced payments.

Reimbursement
Payment by reimbursement is the preferred method when the requirements to be paid in advance, pursuant to 2 C.F.R. § 200.305, cannot be met. In accordance with U.S. Department of Treasury regulations at 31 C.F.R. Part 205, if applicable, the recipient shall maintain procedures to minimize the time elapsing between the transfer of funds and the disbursement of said funds. As a prerequisite of FP&S Program approval for reimbursement requests, recipients shall include proof of purchase, in the form of a canceled check or credit card transaction, active SAM.gov registration, and a final invoice(s) in each reimbursement FP&S Program payment/drawdown request.

Payment Requests During Closeout
Recipients may submit reimbursement payment requests only during the 120 days following the end of the award’s POP, as part of the closeout reconciliation process under 2 C.F.R. § 200.344.

These requests must be for reimbursement payments only, as no other types of payment requests are allowed after the POP has expired. The expenditure must have been obligated and received during the award’s POP. The request must include clear and specific information certifying that the reimbursement is for an obligation properly incurred during the active POP. 1354
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FEMA may request supporting documentation for the reimbursement at any time for review.

Amendments
FEMA may approve FP&S Program award amendments on a case-by-case basis for the following reasons:
• Extending the POP to complete the scope of.
• Changes to the activity, mission, retroactive approval (pre-award) or closeout issues. • Budget changes, including adding funds to the award or non-closeout deobligation of funds.
• Changes to key personnel.

Amendment requests must be submitted through FEMA GO and include specific, compelling justifications for the change. Amendments or changes to the scope of work may require additional EHP review. FEMA strongly encourages recipients to use grant funds promptly to align with FP&S program goals and objectives.

Deobligation of Funds
Recipients may return unused funds (e.g., funds drawn down but not used or award funding never requested) before the end of the award’s POP. To do this, recipients must submit an amendment through FEMA GO and include the following:
• A statement that the unliquidated funds are not needed to fulfill the grant’s obligations or mission.
• Confirmation that they understand the returned funds will be deobligated and unavailable for future expenses.

Deobligating funds will reduce the federal portion of the grant and the recipient’s cost share obligation. FEMA will confirm deobligation requests with all points of contact. Once confirmed, FEMA will hold the approved request for 14 calendar days to allow the recipient time to reconsider before processing the deobligation.

G. Disposition of Grant Funded Equipment
A recipient must use, manage and dispose of FP&S Program-funded equipment in accordance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 C.F.R. § 200.313. Except for state governments, when original or replacement equipment acquired under an FP&S Program award is no longer needed for the original project, program or other activities currently or previously supported by a federal awarding agency, the recipient must request disposition instructions from FEMA. FEMA strongly recommends contacting the Fire Grants Program Help Desk before disposing of FP&S Program-funded equipment.
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City of Salinas
Sublease Agreement—115, 119, and 125 East Lake Street—Victory Mission Page 1 of 9 June 2026

SUBLEASE AGREEMENT
115, 119, and 125 East Lake Street
THIS SUBLEASE AGREEMENT (“Sublease”) is made and entered into this 16th day of June 2026, by and between the City of Salinas, a California charter city and municipal corporation, hereinafter called the “City,” and Victory Mission, a California nonprofit religious Corporation, hereinafter called “Subtenant.”

RECITALS
WHEREAS, the City currently leases that real property and improvements located thereon (the “Premises”) consisting of approximately 3,600 rentable square feet of meeting and office space, and an adjacent parking lot, all located on an approximately .33 acre lot, located there at 115, 119, and 125 East Lake Street in the City of Salinas, California, County of Monterey (APNs 003-131-012-000 and 003-131-012-000), which is more particularly shown on Exhibit A, attached hereto and incorporated herein by reference; and WHEREAS, on November 4, 2015, the City entered into a ten (10) year Lease (the “City Lease”) for the abovedescribed Premises with Leon De Asis (“Property Owner”); and WHEREAS, on November 4, 2022, the City and the Property Owner extended the term of the City Lease for an additional ten (10) year period through November 30, 2033; and WHEREAS, the City has determined that the Premises is no longer necessary for City operations and the City will, therefore, cease operations within the Premises at the end of May 2026; and WHEREAS, the City has determined that the Subtenant’s use and occupancy of the Premises provides a benefit to the general public and helps maintain the health, safety, and welfare of the general public; and WHEREAS, Section 11 of the City Lease permits the City to sublease the Premises; and WHEREAS, the City desires to sublease the Property to the Subtenant for the term hereinafter provided and the Subtenant desires to accept such Sublease upon the terms and subject to the conditions contained herein.

NOW, THEREFORE, in consideration of the mutual covenants and agreements set forth in this Sublease, the parties agree as follows:

AGREEMENT

1. PREMISES. The City hereby subleases to the Subtenant and the Subtenant hereby subleases from the City, upon the terms and conditions herein set forth, that certain real property and all improvements, structures, and fixtures located thereon, situated at 115, 119, and 125 East Lake Street, Salinas, California (Monterey County Assessor’s Parcel Numbers 003-131-012-000 and 003-131-014-000), consisting generally of approximately 3,600 rentable square feet of meeting and office space, and an adjacent parking lot, and described more particularly in Exhibit A, which is attached and incorporated herein by reference (the “Premises”). The Subtenant accepts the Premises “as-is, where-is” following execution of the “Acceptance of the Subleased Premises” provided in Exhibit B to this Agreement.

2. TERM. This Sublease shall be for a term of approximately seventeen (17) months, commencing on June 17, 2026, ("Commencement Date"), and ending on September 1, 2027 (the “Term”), unless terminated earlier pursuant to the provision of this Sublease. Upon the expiration or the earlier termination of this Sublease, Subtenant shall peaceably vacate the Premises and any and all improvements located thereon and deliver the same to the City in at least as good a condition as it was delivered to Subtenant on the Commencement Date, reasonable wear and tear and casualty excepted.

The Subtenant acknowledges that the City’s Lease of the Premises shall expire on September 25, 2027, that the City Docusign Envelope ID: E34D1A2F-E9BC-8046-832B-C17ED98C11D2 1121356
City of Salinas
Sublease Agreement—115, 119, and 125 East Lake Street—Victory Mission Page 2 of 9 June 2026
does not intend to renew the City Lease, and that the City therefore cannot provide any extensions or renewals of this Sublease. In the event Subtenant does not vacate the Premises at the termination of the City Lease, Subtenant agrees to compensate City for any losses or costs (including, if applicable, reasonable attorney’s fees) sustained by the City as a result of Subtenant’s failure to vacate by the termination of the City Lease, including holdover rent due to the Property Owner from the City and any costs sustained by the City to remove Subtenant’s property from the Premises. Further, Subtenant agrees to hold City harmless for any losses it may sustain as a result of any actions taken by the Property Owner as a result of Subtenant’s failure to vacate the Premises at the termination of this sublease.

3. RENT. Commencing on the Commencement Date and continuing through the entire term of this Sublease, Subtenant shall pay to the City, as rent, the amount of one dollar and no cents ($1.00) per month (“Rent”) for the use and the possession of the Premises.

4. USE. Subtenant shall use the Premises for general office space for administrative program support and case management, including associated vehicle parking. Subtenant may alter said use to any lawful purpose, upon the written consent of the City, which consent shall not be unreasonably withheld. Uses allowed pursuant to this Sublease shall be for the duration of the Sublease only, and this Sublease shall not constitute a land use entitlement or permit for any use beyond the term of the Sublease.

5. COMPLIANCE WITH LAWS. Subtenant shall comply with all statutes, ordinances, regulations, and requirements of all governmental entities, both federal and state and county or municipal relating to Subtenant’s use and occupancy of the Premises, whether those statutes, ordinances, regulations, and requirements are now in force or are subsequently enacted.

6. TAXES AND ASSESSMENTS. This Sublease may create a taxable possessory interest, the timely payment of which, together with any other taxes or assessments imposed against Subtenant or the activities of Subtenant shall be paid by Subtenant before they become delinquent. The City shall be responsible for the payment of all real property assessments imposed on the Premises, including those imposed by any improvement district or special taxing authority.

7. UTILITIES. The Subtenant shall pay, and hold the City free and harmless from, all charges for the furnishing of gas, water, electricity, telephone service, garbage pickup and disposal, and other public utilities to the Premises during the term of this Sublease. Further, Subtenant shall provide its own custodial services for said Premises.

8. ALTERATIONS AND IMPROVEMENTS. Prior to occupancy, Subtenant acknowledges personal inspection of the Premises and of the surrounding areas and evaluation of the extent to which the physical condition of the Premises and of the surrounding area will or may affect the operation of the Premises. By signing the “Acceptance” provided in Exhibit B and attached hereto, the Subtenant has completed its evaluation and accepts the Subleased Premises in “As-is, Where-is” condition, provided that the City shall remove all of its personal property from the Premises prior to the Commencement Date. Subtenant shall not be permitted to make any alterations or improvements to the Premises. The City has made no other representations or warranties as to the condition of the Premises or to its fitness for the uses intended by the Subtenant. Subtenant shall make no demand upon the City for any improvements, rehabilitation, repairs or alterations of the Premises.

9. MAINTENANCE AND REPAIRS. Subtenant, at its sole cost, shall be solely responsible for keeping the Premises, and every part thereof, both inside and outside, clean and in good condition and repair, reasonable wear and tear excepted, and for all interior non-structural repairs and maintenance, including maintenance of telephone, plumbing, and electrical systems, and all appliances, lighting, and light bulbs, flooring, ceilings, walls, doors, door locks, door frames, windows, window locks, window frames, and the painted surfaces. Subject to the provisions of the next paragraph, Subtenant shall be responsible for all damage or destruction to the Premises caused by any act(s) of the Subtenant or by Subtenant’s employees, agents, licensees, and/or contractors.

If the Premises are totally or partially destroyed by fire, earthquake, accident, or other casualty to the extent that Docusign Envelope ID: E34D1A2F-E9BC-8046-832B-C17ED98C11D2 1122357
City of Salinas
Sublease Agreement—115, 119, and 125 East Lake Street—Victory Mission Page 3 of 9 June 2026
the Premises are so damaged as to materially and adversely affect Subtenant’s ability to conduct its normal business operations from the Premises, Subtenant shall notify City of such casualty within five (5) days of the occurrence. City shall contact Property Owner pursuant to the terms of the City Lease (including Section 9 of the City Lease). If the Property Owner elects to terminate the City Lease pursuant to Section 9 of the City Lease, this Sublease shall terminate as well on the same date that the City Lease is terminated. If the Property Owner provides notice that Property Owner is unable or unwilling to make the necessary repairs within 90 days, City shall provide Subtenant with a copy of such notice within five (5) days of receipt. Subtenant may thereafter within five (5) days following such notice request that City terminate the City Lease. If City elects to terminate the City Lease, this Sublease shall terminate on the same date as the City Lease. In either of the above cases, the Subtenant’s rent shall be reduced in an amount equal to the reduction in City’s rent under the City Lease. If Property Owner elects to repair and/or rebuild the Premises, and thereafter is able to complete such restoration within 90 days from the date of damage, then this Sublease will remain in full force and effect.

10. INDEMNIFICATION. Subtenant shall defend, hold harmless, and indemnify City and its officers, officials, employees, and volunteers, in addition to the Property Owner, from and against any and all liability, loss, damage, expense, and costs (including without limitation costs and fees of litigation) of every nature arising out of Subtenant’s negligent or intentional acts, Subtenant’s use and occupancy of the Premises, Subtenant’s performance hereunder, or Subtenant’s failure to comply with any of its obligations contained in this Sublease, except to the extent such loss or damage was caused by the negligence or willful misconduct of the City or the Property Owner.

11. INSURANCE. Subtenant shall, at its own cost and expense, maintain the insurance specified and required at Exhibit C hereto. City is not responsible for insuring Subtenant’s personal property located on the Premises.

12. HAZARDOUS SUBSTANCES. Subtenant shall store and handle any hazardous materials at the site materially in accordance with all statutes, ordinances, regulations, and requirements of all governmental entities, both federal and state and county or municipal relating to Subtenant’s use and occupancy of the Premises, whether those statutes, ordinances, regulations, and requirements are now in force or are subsequently enacted. Any damage or losses caused by the use or release of these materials at the site, whether or not caused by Subtenant’s negligence, shall be the responsibility of the Subtenant. Subtenant shall be solely responsible for the costs of cleanup and remediation of any spill or discharge of any hazardous substances during the Term of this Sublease including, but not limited to, gasoline and oil from vehicles not existing at the commencement of this Sublease. As required by law, Subtenant shall immediately notify the City in writing of any material release of hazardous substances during the Term of this Sublease occurring on or beneath the Premises.

13. ENTRY AND INSPECTION. Upon reasonable notice to Subtenant, the City shall have the right to enter the Premises at all reasonable times for the purpose of inspection, posting notices, or other lawful purposes. City agrees to act in good faith to minimize any disruption to Subtenant’s business during such visits.

14. REMOVAL OF PERSONAL PROPERTY; RESTORATION OF PROPERTY. Unless Subtenant and Property Owner mutually agree in writing upon an alternative arrangement, at the expiration or the earlier termination of this Sublease, Subtenant shall at its sole cost and expense remove all items of personal property placed in the Premises by Subtenant and shall clean the Premises such that the same is restored to at least as good as condition as it was at the time of commencement of this Sublease.

15. ASSIGNMENT AND SUBLETTING. Subtenant shall not encumber, assign, or otherwise transfer this Sublease, any right or interest in this Sublease, or any right or interest in the Premises or any improvements that may now or hereafter be constructed or installed on the Premises to any other person or entity, provided however, Subtenant will be allowed to freely assign this Sublease to an affiliate, purchaser, or successor by merger without obtaining the consent of City. In addition, Subtenant may sublease all or any part of the Premises to an affiliate or successor by merger without obtaining the consent of City. The Subtenant shall ensure that the terms and the conditions of this Sublease are incorporated into the terms and the conditions of any sublease or assignment, including the sublease from the Subtenant.

Docusign Envelope ID: E34D1A2F-E9BC-8046-832B-C17ED98C11D2 1123358
City of Salinas
Sublease Agreement—115, 119, and 125 East Lake Street—Victory Mission Page 4 of 9 June 2026

16. DEFAULT AND REENTRY. In the event of any breach of any obligation to be performed by Subtenant hereunder, including non-payment of rent, which is not cured within thirty (30) days of the date upon which notice of such breach is given to Subtenant, the City, in addition to any other rights or remedies as may be provided by law, shall have the right to terminate this Sublease, immediately reenter the Premises, without notice, and remove all persons and property from the Premises.

17. FORCE MAJEURE. If either party is unable to perform its duties under this Sublease due to acts of God, strikes, lockouts, labor disputes, inability to obtain labor, governmental restrictions, regulations or controls, civil commotion, fire or other casualty, emergency, or any other cause beyond the reasonable control of the party, such non-performing party shall be excused from performance by the other party, and shall not be in breach of this Sublease, for a period equal to any such prevention, delay or stoppage.

18. SUCCESSORS AND ASSIGNS. Except as otherwise provided for herein, the parties expressly agree that, subject to the terms of this Sublease, all terms and conditions of this Sublease shall extend to and be binding upon or inure to the benefit of the heirs, executors, administrators, personal representative, assigns and successors in interest of both the respective parties hereto.

19. ENTIRE AGREEMENT. This Sublease expresses the whole contract between the parties, there being no representations, warranties, or other understandings not here expressly set forth or provided. This Sublease may be executed in duplicate, each of which when so executed and delivered shall be deemed an original, but such duplicate together shall constitute but one and the same instrument.

20. AMENDMENTS. This Sublease may be amended at any time and from time to time, provided that no amendment to this Sublease shall be legally enforceable against the City or Subtenant unless it is in writing, executed and acknowledged by both parties.

21. NOTICES. All notices herein provided to be given, or which may be given, by either party to the other, shall be deemed to have been given fully, when made in writing and personally delivered as shown below, or deposited in the United States mail, certified, return receipt requested, postage prepaid, and addressed as follows:

City: City of Salinas Subtenant: Victory Mission
200 Lincoln Avenue Frank Green, III
Salinas, California 93901 Executive Director
Attn: Assistant City Manager 43 Soledad Street
Salinas, California 93901
w/copy to: City Attorney
200 Lincoln Avenue
Salinas, California 93901

22. WARRANTY OF RIGHT OF USE. The City warrants and represents that it has the sole and the exclusive right of occupation to the Premises such that it may enter into this Sublease. The City further warrants and represents that the execution, delivery, or performance of this Sublease will not conflict with or violate any other agreements by which the City is bound, or any law, rules, regulation, or ordinance by which the City is bound.

23. NON-DISCRIMINATION IN USE AND AVAILABILITY. Subtenant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and non-discrimination in the provision of any services or programs offered at the Premises.

24. AMERICANS WITH DISABILITIES ACT AND TITLE 24 COMPLIANCE. If required by law, Subtenant shall ensure and shall be responsible for ensuring that all building improvements and other improvements added by Subtenant to the Premises, if any, are compliant with the Americans with Disabilities Act and Title 24 of the California Code of Regulations and Subtenant shall be solely responsible for making any repairs or improvements necessary to bring such Subtenant improvements into compliance.

Docusign Envelope ID: E34D1A2F-E9BC-8046-832B-C17ED98C11D2 1124359
City of Salinas
Sublease Agreement—115, 119, and 125 East Lake Street—Victory Mission Page 5 of 9 June 2026

25. SIGNS AND ADVERTISING. Subtenant shall not place or erect any temporary or permanent signs or advertising upon the Premises which will cause damage or which will otherwise alter the physical structure of any structure or building located on the Premises. The placement or erection of any sign or advertising upon the Premises shall be in accordance with the requirements of the Salinas City Code, including the Salinas Zoning Code, in effect at the time such sign is proposed to be placed or erected. If applicable, Subtenant shall obtain a Sign Permit and, if appropriate, a Building Permit from the City’s Community Development Department prior to the placement or construction of any sign.

26. LIENS AND ENCUMBRANCES. Subtenant shall keep the Premises free and clear of any liens or encumbrances of any kind whatsoever created by Subtenant or any of its acts or omissions.

27. JURISDICTION. This Sublease shall be administered and interpreted under the laws of the State of California. Jurisdiction of litigation arising from this Sublease shall be in the State of California, in the County of Monterey, or in the appropriate federal court with jurisdiction over the matter. In case suit shall be brought to interpret or to enforce this Sublease, or because of the breach of any other covenant or provision herein contained, the prevailing party in such action shall be entitled to recover their reasonable attorney fees in addition to such costs as may be allowed by the court. City’s attorney fees, if awarded, shall be calculated at the market rate.

28. COUNTERPARTS. This Sublease may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute a single agreement.

29. FURTHER ASSURANCES. Both parties agree to take whatever action may be necessary to perform their respective and their mutual obligations under this Sublease.

30. RIGHTS AND OBLIGATIONS UNDER THIS SUBLEASE. By entering into this Sublease, the Parties do not intend to create any obligations express or implied other than those set out herein; further, this Sublease shall not create any rights in any party not a signatory hereto.

31. INVALIDITY. The invalidity or unenforceability of any provisions of this Sublease shall not affect the validity or enforceability of any other provision of this Agreement, which shall remain in full force and effect.

32. SURVIVAL. In no way shall the insurance requirements herein limit Subtenant’s indemnification obligations hereunder, and Subtenant’s indemnification obligations shall survive termination of this Sublease.

IN WITNESS WHEREOF, the undersigned, as authorized representatives of the parties, have entered into this Sublease as of the date first written above.

CITY OF SALINAS VICTORY MISSION
_______________________________ _______________________________ René Mendez, City Manager Frank Green III, Executive Director APPROVED AS FORM:
_______________________________
Christopher A. Callihan, City Attorney
Docusign Envelope ID: E34D1A2F-E9BC-8046-832B-C17ED98C11D2 1125360
City of Salinas
Sublease Agreement—115, 119, and 125 East Lake Street—Victory Mission Page 6 of 9 June 2026

EXHIBIT A

LEGAL DESCRIPTION
Real property in the Oty of Salinas, County of Monterey, State of California, described as follows:

PARCEL ONE: (APN: 003-131-012)

BEGINNING AT A POINT ON THE NORTH LINE OF LAKE STREET, FROM WHICH POINT THE

INTERSECTION OF THE NORTH LINE OF LAKE STREET WITH THE EAST UNE OF BRIDGE STREET BEARS S. 80° 13' WEST, 139.82 FEIT, AND RUNNING THENCE FROM SAID POINT OF BEGINNING, NORTH 9° 26½' WEST, 115.1FEET; THENCE NORTH 80° 13' EAST, 50 FEET TO A POINT; THENCE SOUTH 9° 26½' EAST, 115.1 FEET TO A POINT ON THE SAID NORTH LINE OF LAKE STREET; THENCE ALONG SAID LAST MENTIONED LINE; SOUTH 0° 13' WEST, 50 FEET TO THE PLACE OF BEGINNING.

EXCEPTING THEREFROM THAT PORTION THEREOF CONVEYED IN DEED FROM KIKUO R. ENDO, ET

UX, TO HOUSING AUTHORITY OF THE COUNTY OF MONTEREY, A BODY POLITIC, DATED FEBRUARY 14, 1952, RECORDED APRIL 4, 1952, IN BOOK 1372 OF OFFIOAL RECORDS, AT PAGE 150, PARTICULARLY DESCRIBED AS FOLLOWS:

A PORTION OF THAT CERTAIN 13.52 ACRE TRACT OF LAND CONVEYED BY DAVID JACKS TO E.P.

IVERSON BY DEED DATED FEBRUARY 28, 1891, RECORDED IN BOOK 31 OF DEEDS, AT PAGE 465, MONTEREY COUNTY RECORDS AND THAT PORTION OF SAID 13.52 ACRES TRACT OF LAND CONVEYED BY J. H. ANDERSON, ET Al, TO MARTIN IVERSON, ET UX, BY DEED DATED APRIL 1, 1921, RECORDED IN BOOK 180 OF DEEDS, AT PAGE 415, MONTEREY COUNTY RECORDS, PARTICULARLY DESCRIBED AS FOLLOWS:

BEGINNING AT A POINT IN THE COMMON BOUNDARY BETWEEN THE SAID MARTIN IVERSON

TRACT AND THAT CERTAIN LOT CONVEYED BY MARTIN IVERSON TO HASAMI EZAKI BY DEED DATED APRIL 12, 1928, RECORDED IN BOOK 308 OF OFFICTAL RECORDS, AT PAGE 175, FROM

WHICH THE COMMON CORNER OF THE SAID MARTIN IVERSON AND NASAMI EZAKI LOT IN THE NORTHERLY UNE OF LAKE STREET BEARS S. 9° 10' 30" E., 75.01 FEET, WHICH CORNER BEARS ALONG THE SAID STREET LINE N. 80° 25' E., 139.92 FEET; THENCE FROM SAID PLACE OF BEGINNING, FOLLOWING THE ABOVE MENTIONED COMMON BOUNDARY. (1) N. 9° 10' 30" W., 40.09 FEET; THENCE LEAVING SAID BOUNDARY LINE (2) N. 80° 25' E., 50.0 FEET; THENCE
(3) S. 9° 10' 30" E., 40.09 FEET; THENCE
(4) S. 80° 25' W., 50.0 FEET TO THE PLACE OF BEGINNING.

Docusign Envelope ID: E34D1A2F-E9BC-8046-832B-C17ED98C11D2 1126361
City of Salinas
Sublease Agreement—115, 119, and 125 East Lake Street—Victory Mission Page 7 of 9 June 2026
PARCEL TWO: (APN: 003-131-014)
BEGINNING AT A POINT ON THE NORTHERLY LINE OF LAKE STREET, DISTANT S. 80° 25' W., 275.99

FEET ALONG SAID LINE OF LAKE STREET FROM THE POINT OF INTERSECTION THEREOF WITH THE

WESTERLY LINE OF SHERWOOD STREET (NOW KNOWN AS CALIFORNIA STREET) AS SAID STREETS

ARE SHOWN ON THAT CERTAIN MONTEREY COUNTY HOUSING AUTHORITY MAP FILED IN THE OFFICE OF THE RECORDER OF MONTEREY COUNTY, STATE OF CALIFORNIA, FILED APRIL 22, 1952, IN MAP BOOK FOUR OF SURVEYS, AT PAGE 96, SAID POINT OF BEGINNING BEING ALSO THE

SOUTHEASTERLY CORNER OF THAT CERTAIN PARCEL OF LAND CONVEYED IN THE DEED FROM KIKUO R. ENOO AND LILY MINAMI ENDO, HIS WIFE, TO LEON DE ASIS AND NORA DE ASIS, HIS WIFE, IN JOINT TENANCY, RECORDED JUNE 7,1955, IN BOOK 1622 OF OFFICIAL RECORDS, AT PAGE 288, AND RUNNING THENCE FROM SAID POINT OF BEGINNING N. 9° 35' W., 75.00 FEET TO THE NORTHEASTERLY CORNER OF SAID LAST MENTIONED PARCEL OF LAND; SAID POINT BEING ALSO IN THESOUTHERLY LINE OF THAT CERTAIN PARCEL (2) DESCRIBED IN THE DECREE QUIETING

TITLE ENTERED IN THE MATTER OF HOUSING AUTHORITY OF THE COUNTY OF MONTEREY, A BODY CORPORATE AND POLITIC, PLAINTIFF, VS. ALL PERSONS UNKNOWN, DATED AUGUST 19, 19S2, RECORDED AUGUST 19, 19S2 IN BOOK 1399 OF OFFICIAL RECORDS, AT PAGE 580, MONTEREY COUNTY RECORDS; THENCE ALONG SAID LAST MENTIONED LINE N. 80° 25' E., 50.00 FEET TO A POINT; THENCE LEAVE SAID LAST MENTIONED LINE AND RUNNJNG S. 9° 35' E., 75.00 FEET TO A POINT ON THE NORTHERLY LINE OF SAID LAKE STREET; THENCE ALONG SAID STREET LINE S. 80° 25' W., 50.00 FEET TO THE POINT OF BEGINNING.

PARCEL THREE: (APN: 003-131-016)
THAT CERTAIN 10,868 SQUARE FOOT PARCEL OF LAND SHOWN ON THE MAP ENTITLED "RECORD OF SURVEY OF A.P. 3-131-14 AND 15, RANCHO EL SAUSAL, CITY OF SALINAS, MONTEREY COUNTY, CALIFORNIA", ETC., FILED FOR RECORD FEBRUARY 28, 1963 IN VOLUME X-3 OF SURVEYS AT PAGE 50, MONTEREY COUNTY RECORDS.

EXCEPTING THEREFROM THAT CERTAIN PARCEL OF LAND DESCRIBED IN THE DEED FROM ANITA NERSON HEAD, ET AL, TO LEON DE ASIS ET UX, DATED JUNE 4, 1960 AND RECORDED JULY 12, 1960 IN BOOK 2069 AT PAGE 178, OFFICIAL RECORDS OF SAID MONTEREY COUNTY.

APN 003-131-012
Docusign Envelope ID: E34D1A2F-E9BC-8046-832B-C17ED98C11D2 1127362
City of Salinas
Sublease Agreement—115, 119, and 125 East Lake Street—Victory Mission Page 8 of 9 June 2026

EXHIBIT B

ACCEPTANCE OF THE SUBLEASED PREMISES
I __________________________(NAME), the _____________________ (POSITION OR TITLE), representing Victor Mission have inspected the offices and common grounds at 115, 119, an 125 East Lake Street, Salinas California, leased by the City of Salinas. I have determined that this building and property will be suitable for my business practices, and I hereby accept the Subleased Premises in “as-is, where-is” condition.

Signature: __________________________________ Date________________ Docusign Envelope ID: E34D1A2F-E9BC-8046-832B-C17ED98C11D2 1128363
City of Salinas
Sublease Agreement—115, 119, and 125 East Lake Street—Victory Mission Page 9 of 9 June 2026

EXHIBIT C

INSURANCE REQUIREMENTS
Subtenant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Subtenant, his agents, representatives, employees or subcontractors.

MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.

2. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status
The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Subtenant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Subtenant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used).

Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City.

Waiver of Subrogation
Subtenant hereby grants to City a waiver of any right to subrogation which any insurer of said Subtenant may acquire against the Entity by virtue of the payment of any loss under such insurance. Subtenant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Entity has received a waiver of subrogation endorsement from the insurer.

Verification of Coverage
Subtenantshall furnish the Entity with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the Entity before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Subtenant’s obligation to provide them. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Docusign Envelope ID: E34D1A2F-E9BC-8046-832B-C17ED98C11D2 1129364
1 RESOLUTION NO. 22911 (N.C.S.)

A RESOLUTION OF THE SALINAS CITY COUNCIL AWARDING THE HEBBRON FAMILY CENTER DESIGN BUILD CONTRACT TO DIEDE CONSTRUCTION, INC.

WHEREAS, on August 8, 2023 the City issued a request for qualifications (“RFQ”) for The design build of the Hebbron Family Center; and
WHEREAS, qualifications where received on September 9, 2023 from seven (7) contractors; and
WHEREAS, a total of 4 contractors were selected to submit proposals for the design build project; and
WHEREAS, on December 22, 2023, a request for proposals (RFP) was issued to the four (4) qualified contractors; and
WHEREAS, on January 6, 2024, one proposal was received from Diede Construction, Inc.; and
WHEREAS, the proposal was reviewed and an interviewed was conducted and it was determined that Diede Construction, Inc. met all the requirements of the RFP; and WHEREAS, in order to have adequate funds available $2,000,000 from Park Irrigation Upgrades CIP 3911.55.8191 will be moved to the Hebbron Family Center CIP 3911.55.9165.

NOW, THEREFORE, BE IT RESOLVED that the Salinas City Council, pursuant to Salinas Municipal Code Section 12-21, in reference to The Hebbron Family Center Design Build Project contract, that the proposal from Diede Construction Inc., being qualified is hereby accepted. The subject contract agreement is hereby awarded to Diede Construction Inc. for the sum of 10,579,600.00; and
BE IT FURTHER RESOLVED that $2,000,000 from Park Irrigation Upgrades CIP 3911.55.8191 will be moved to the Hebbron Family Center CIP 3911.55.9165; and BE IT FURTHER RESOLVED that the Mayor of Salinas is hereby authorized to enter into the Design Build Agreement on behalf of the City.

DocuSign Envelope ID: 5FBEA22F-4C31-4093-A272-98A8FA1055BE 1365 977
2 PASSED AND APPROVED this 5
th day of March 2024, by the following vote:

AYES: Councilmembers Barrera, Gonzalez, Rocha, Sandoval and Mayor Pro Tem Osornio NOES: None
ABSENT: Councilmember McShane and Mayor Craig
ABSTAIN: None
APPROVED:
______________________________
Orlando Osornio, Mayor Pro Tem
ATTEST:
_________________________
Patricia M. Barajas, City Clerk
DocuSign Envelope ID: 5FBEA22F-4C31-4093-A272-98A8FA1055BE 1366 978

HEALTH DEPARTMENT
Elsa Mendoza Jimenez
Director of Health Services
County of Monterey
1270 Natividad Road
Salinas, CA 93906
O: 831 755 4500
F: 831 755 4797
CountyofMonterey.Gov

M E M O R A N D U M
Date: May 11, 2026
To: Lisa Murphy, Assistant City Manager
From: Kelley Molton, LCSW, Deputy Director
Chyrl Williams, LCSW, Program Services Manager II
CC: Melanie Rhodes, LMFT, LPCC, Behavioral Health Bureau Chief / Director RE: City of Salinas / Mobile Crisis Services Program
Monterey County Health Department Behavioral Health Bureau (MCBH) is providing a summary and data overview regarding the Mobile Crisis Project for the City of Salinas. Funding allocated by the City of Salinas providesfor a two-personmobile crisisteam 40 hours per week specifically to provide mobile crisis response in the City to augment the mobile crisis services provided regionally and countywide. The additional team funded by this project is operational Monday – Friday from 0800 to 1700 hours and was activated on January 1, 2024. On June 17, 2025, the City Council voted to continue this partnership with the County based on the success of the pilot program and moved forward with approval for the City to enter into a MOU for fiscal year 2025-2026 for a maximum investment of $390,000.

This MOU has expanded the availability of mobile crisis response in the City and includes response to calls for service requested by both Salinas Police Department (SPD) and Salinas Fire Department (SFD). Both agencies can request mobile crisis support through the Emergency Communication Department (ECD) regardless of the time of day or day of the week, as ECD has been trained on how requestthese services. Both SPD and SFD can also make non-urgent referrals to mobile crisis via email to MCBH who coordinates the follow-up.

Monterey County Behavioral Health (MCBH), Sierra Mental Wellness Group (SMWG), and Seneca Family of Agencies collectively comprise the mobile crisis response teams in Monterey County and employ a range of personnel including licensed / license eligible clinicians, mental health rehabilitation specialists, and peers with lived experience who respond in two-person teams to crisis calls in the community. Their professional job titles are asfollows: Senior Psychiatric Social Worker, Psychiatric Social Worker I/II, Social Worker III, Crisis Specialist, Peer Support Specialist, Clinician, Clinical Intern, Family Partner, and Support Counselor.

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Each agency has licensed mental health professionals on-call 24/7 for consultation. Additionally, each agency has managers, supervisors, and directors that will respond to calls with their staff for training purposes, to support staffing levels, and when teams are managing complex situations.

The data provided below reflects the utilization of Mobile Crisis Services thus far in FY 25-26.

Chart 1
From July 1, 2025 – March 31, 2026, Monterey County Behavioral Health (MCBH) and our contract provider partners, Sierra Mental Wellness Group (SMWG), and Seneca Family of Agencies (Seneca) received a total of 1179 mobile crisis requests for service in the City of Salinas.

Mobile Crisis responses / encounters are primarily done in person. Although the Department of Healthcare Services (DHCS) and MCBH allow for the use of telehealth services in response to crisis encounters; due to safety and overall quality of care for the individuals / families in crisis and the community, in-person response is preferred and encouraged. Telephone calls are used frequently as a means of engaging individuals prior to a mobile crisis contact or home visit, to collect additional information from the individual in crisis and/or the reporting party, and to provide follow- up support.

MCBH, 429, 36%
SMWG, 492, 42%
Seneca, 258, 22%
Total Mobile Crisis Calls within the City of Salinas

7.1.25-3.31.26
MCBH SMWG Seneca
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Chart 2
In the City of Salinas from July 1, 2025 – March 31, 2026, thirty eight percent (38%) of crisis calls were initiated by SPD, less than 1% (o.7%) from SFD, and sixty-one percent (61%) of calls were initiated by another non-emergency source. These percentages have remained consistent over the last three reporting periods.

Demographic data shows that more than half (52%) of mobile crisis contacts in the City were with individuals who identified as male, while 59% of all contacts were with individuals who identified as Hispanic. (see charts 3 and 4 below).

Chart 3 Chart 4
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Chart 5
Data showsthat by age group served, the most mobile crisisresponsesin the City were to support those 26- 64 years of age (46%), followed by children and youth 0-15 years of age (25%), then transitional aged youth / young adults aged 16-25 (19%), and 8% of the calls were to support older adults.

Mobile Crisis Services and follow-up support occurs in a variety of settings. Additional locations include but are not limited to outpatient clinics (for behavioral health or primary care), public places in the community, foster care homes, supported housing programs, an individual’s apartment or home, or other locationsthat enable the individual to accept help in a crisis.

Mobile Crisis response times in the city vary depending on a variety of factors such as call volume, time of day, traffic, and staffing. During this period, response times for mobile crisis indicate: 15% were under 15 minutes; 36% between 15-30 minutes; and 23% of calls were between 30-60 minutes.

Chart 6
Data indicates that in fifty percent (50%) of mobile crisis responses the situations are stabilized with support, or result in a warm hand off to services, only 14% result in an involuntary hold (WIC 5150/5585), and less than 1% (0.01%) resulted in an arrest.

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Chart 7
Data shows that the majority of mobile crisis calls support those in the 93905 and 93906 area with a combined total of 67%. Thirty-seven percent (37%) for the zip code 93906, followed closely by 93905 at thirty percent (30%). Calls in 93907 reflect calls where either Salinas Police or Salinas Fire were requesting support.

Countywide from July 1, 2025 – March 31, 2026, a total of 5,944 crisis calls were received by the crisis lines serving Monterey County, resulting in a total of 1,262 mobile crisis dispatches. The majority, fourteen percent (14%) of calls to the crisis lines serving our community are stabilized over the phone, with sixty-six percent (66%) requiring amobile crisisresponse. Fifty-two (52%) percent of the mobile crisis calls for service were for a response in the City of Salinas.

MCBH appreciates the ongoing collaboration with the City of Salinas in service to our community and we look forward to the continued partnership.

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Memorandum of Understanding between 1
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28

MEMORANDUM OF UNDERSTANDING
Between
County of Monterey,
On behalf of the DEPARTMENT OF HEALTH

BEHAVIORAL HEALTH BUREAU
and

THE CITY OF SALINAS
for
“Mobile Crisis Services Program”
July1, 2026-June 30, 2028
Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1372 760
Memorandum of Understanding between 2
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28
Memorandum of Understanding
I. DECLARATION
This MOU is entered into by and between the COUNTY OF MONTEREY, on behalf of the DEPARTMENT OF HEALTH, BEHAVIORAL HEALTH
BUREAU, (hereinafter referred to as COUNTY), and the CITY OF SALINAS, (hereinafter referred to as CITY) for the purpose of collaborating on the Mobile Crisis Services Program in the City of Salinas.

II. BACKGROUND
The purpose of the Mobile Crisis Services Program with the City of Salinas is for the CITY to provide financing to the COUNTY for the provision of Mobile Crisis Services, as described below in this section:

The Mobile Crisis Field Response Team will provide in-person risk and safety assessments and crisis intervention; collaborate with existing treatment team members; provide linkage for those individuals in need of further behavioral health services, coordinate with emergency response, and provide follow-up services in the City of Salinas. The Mobile Crisis Field Response Team shall consist of a two-person team (as outlined in June 19, 2023 Department of Health Care Services (DHCS) Behavioral Health Information Notice (BHIN) 23-025) scheduled for 40 hours per week. Work schedule to be determined in coordination with COUNTY and CITY and may be subject to change based on community needs. COUNTY shall monitor and manage these services.

Mobile crisis field personnel will respond to acute situations as requested by first responders (fire/police) through established emergency communications procedures, and/or as part of non-emergency referral-based services as contracted by COUNTY. When requested to respond to acute situations, mobile crisis personnel will respond out and stage at a location nearby until the scene is deemed secure by first responders.

III.TERM
This agreement shall commence effective July 1, 2026, and remain in full force and effective through June 30, 2028, or unless sooner terminated as provided herein. Either party may terminate this agreement by giving thirty (30) days written notice to the other party. This agreement may be renewed, amended, or renegotiated upon mutual written consent of all parties.

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Memorandum of Understanding between 3
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28
IV.PRINCIPLES OF AGREEMENT

1. CITY agrees to:
a. Pay for the Mobile Crisis Services Program – City of Salinas in a total amount not to exceed $818,296 as described below in subsection (2)(a).

2. COUNTY agrees to:
a. Generate a monthly invoice for expenditures incurred from the Mobile Crisis Services Program – City of Salinas, in a total amount not to exceed $818,296 in aggregate, in accordance with the payment schedule outlined in the table below:

Fiscal Year (FY)
Monthly
Invoice
Amount
Total by
FY
2026-2027 (07/01/26-06/30/27) $33,448 $401,375
2027-2028 (07/01/27-06/30/28) $34,743 $416,921
Total Maximum Liability $818,296
b. Submit monthly invoice (Exhibit A) to:

City of Salinas
Attn: Finance Department
200 Lincoln Ave.

Salinas, CA 93901
c. Monitor the Mobile Crisis Services Program- City of Salinas- to assure effective execution of the program.

V. MEETINGS/COMMUNICATION
COUNTY shall facilitate programmatic update meetings with CITY and contract vendors every other month beginning July 2026.

VI. REPORTING REQUIREMENTS / DATA SHARING
COUNTY agrees to prepare quarterly operational reports for CITY that include noncontact specific statistical service utilization data such as, but not limited to; call origin, frequency, type, geographic data, dispatch and response times, as well as general outcomes for continuing quality monitoring and improvement of the program. This report shall include vendor and/or 3rd party related statistical data as well as budgetary, revenue and collections data.

Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1374 762
Memorandum of Understanding between 4
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28
VII. INSURANCE
Each party recognizes and accepts the other party is self-insured. Either party may purchase commercial insurance to cover its exposure hereunder, in whole or in part.

VIII. MUTUAL INDEMNIFICATION

1. CITY shall indemnify, defend, and hold harmless COUNTY, its officers, agents and employees from any claim, liability, loss, injury, or damage rising out of, or in connection with, performance of this MOU by CITY and/or its agents, members, employees, or sub-contractors, excepting only loss, injury or damage caused by the negligence or willful misconduct of personnel employed by COUNTY. It is the intent of the Parties to this MOU to provide the broadest possible indemnification for COUNTY. CITY shall reimburse COUNTY for all costs, attorneys' fees, expenses, and liabilities incurred by COUNTY with respect to any litigation in which CITY is obligated to indemnify, defend, and hold harmless COUNTY under this MOU.

2. COUNTY shall indemnify, defend, and hold harmless CITY, its officers, agents and employees from any claim, liability, loss, injury, or damage arising out of, or in connection with, performance of this MOU by COUNTY and/or its agents, members, employees, or sub-contractors, excepting only loss, injury or damage caused by the negligence or willful misconduct of personnel employed by CITY. It is the intent of the Parties to this MOU to provide the broadest possible coverage for CITY. COUNTY shall reimburse CITY for all costs, attorneys' fees, expenses, and liabilities incurred by CITY with respect to any litigation in which COUNTY is obligated to indemnify, defend, and hold harmless CITY under this MOU.

IX. NOTICE
Notice to the parties in connection with this agreement shall be given personally, or by regular mail, addressed as follows:

CITY OF SALINAS COUNTY OF MONTEREY
Lisa Murphy Elsa M. Jimenez
Assistant City Manager Director of Health Services
200 Lincoln Avenue 1270 Natividad Road
Salinas, CA 93901 Salinas, CA 93906
(831)758-7441 (831)755-4526
[email protected] jimenezem@ countyofmonterey.gov IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day and year written below:

Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1375 763
Memorandum of Understanding between 5
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28

COUNTY OF MONTEREY CITY OF SALINAS
Signature: ___________________________ Signature: _______________________ By: Elsa M. Jimenez, Director of Health Services By: Rene Mendez, City Manager Date: _______________________________ Date: ___________________________ Approved as to Legal Form Approved as to Legal Form
Signature: __________________________ Signature: ________________________ By: Kevin Serrano, Deputy County Counsel By: Christopher A. Callihan, City Attorney Date: ______________________________ Date: ___________________________ Approved as to Fiscal Provisions
Signature: __________________________
By: __________________________
Date: ______________________________
EXHIBIT A: INVOICE FORM
Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1376 764
Memorandum of Understanding between
6 The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28
Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1377 765
Memorandum of Understanding between 7
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28
EXHIBIT B: PROGRAM DESCRIPTION
Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1378 766
Memorandum of Understanding between 8
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28

MOBILE CRISIS IN-PERSON RESPONSE

CITY OF SALINAS
(July 1, 2026- June 30, 2028)
I. PROGRAM NARRATIVE

1. Mobile Crisis Field Response Team (MCFRT) provides face-to-face field-based behavioral health crisis response, triage, and stabilization to individuals and families who are experiencing an acute behavioral health crisis. The Mobile Crisis Field Response Team will provide in-person risk and safety assessments and crisis intervention; collaborate with existing treatment team members; provide linkage for those individuals in need of further behavioral health services, coordinate with emergency response (40 hours per week, work schedule to be determined by COUNTY and may be subject to change based on community needs); and provide follow up services in the City of Salinas. The clinical threshold for crisis may include aggressive behaviors; suicide attempts/ideation; drug and alcohol overdose or abuse; disruptive symptoms related to thought, mood, and anxiety disorders; escalating behavior(s) and, without immediate intervention, the individual is likely to require a higher intensity of services. It may also present as an overt change in functioning or be prompted by traumatic life events.

The Substance Abuse and Mental Health Services Administration (SAMHSA) identifies mobile crisis services as a critical component of an effective behavioral health crisis continuum of care. The purpose of the Mobile Crisis Field Response is to provide a rapid face-to-face response to persons who are experiencing a behavioral health crisis and execute a brief crisis assessment to evaluate the persons status with the goal of mitigating any immediate risk of danger to self or others, determining a short-term strategy for restoring stability, and identifying appropriate follow-up care.

Such services are to be provided at the physical location where the person is currently located or at an alternate mutually agreed upon safe and secure location in the community.

The Mobile Crisis Field Response Team is a required service by the Department of Healthcare Services (DHCS) to be available for Medi-Cal eligible beneficiaries by December 31, 2023, Behavioral Health Information Notice (BHIN 23-025) outlines the minimum program requirements. This Program works hand in hand with the COUNTY’s 24/7 Mobile Crisis Dispatch.

II. PROGRAM GOALS AND OBJECTIVES PROGRAM GOALS AND OBJECTIVES Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1379 767
Memorandum of Understanding between 9
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28

1. PROGRAM GOALS
a. Improve community wellness in the City of Salinas with immediate high-quality face-to face response to behavioral health crises and psychiatric emergencies countywide through collaboration with the Mobile Crisis Dispatch Center that works to divert psychiatric crises before major impacts on the safety and stability of individuals and families occur.
b. Reduce the volume and frequency of other more restrictive and less appropriate services, including inpatient hospitalization or law enforcement involvement.

2. PROGRAM OBJECTIVES
a. CONTRACTOR will add sufficient staff to provide one (1) two-person team of qualified mobile crisis responders (as defined in BHIN 23-025) to be based out of Salinas to provide City-wide mobile crisis field response and crisis intervention services in Salinas 40 hours per week. Work schedule to be determined by COUNTY and may be subject to change based on community needs. b. Crisis Responders shall provide face-to-face mental health services to a person experiencing a psychiatric emergency or exhibiting acute psychiatric symptoms.

Collateral contact may also be provided to the person who is receiving the faceto-face and/or telephone mental health services from the Mobile Crisis Response Team. The Mobile Crisis Field Responders shall provide services as necessary to resolve the individual’s crisis and engage the individual in appropriate voluntary services to reduce the need for involuntary hospitalization. c. Crisis Responders shall conduct WIC 5150/5585 evaluations and assessments for persons identified as danger to self, danger to others, or gravely disabled due to mental illness, to include the legislative updates included in Senate Bill 43 expanding the definition of Grave Disability to take effect in Monterey County January 1, 2026. If a person does not meet criteria for a WIC 5150/5585, Crisis Responders shall engage in safety planning and work to stabilize the situation in the community and ensure that an appropriate safety plan is implemented and follow up in person or by telephone the within 72 hours Crisis Responders shall provide referrals and linkages to other providers, including social services, and facilitate an expedited referral when there is a treatment need to do so to avoid hospitalization.
d. Crisis intervention services shall be defined as an immediate therapeutic response by phone and/or face-to-face and/or telehealth contact. This response shall encompass multiple functions including direct service provision of counseling and/or mental status evaluation, risk / safety assessment, providing information regarding behavioral health services and related issues; referral to alternate Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1380 768
Memorandum of Understanding between 10
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28
resources; and consultation with referring agencies and/or family and significant others of the person in crisis whenever possible.
i. Crisis Intervention: Therapeutic interventions are provided to engage the adult, child, or youth in safety and risk assessment. MCFRT staff will complete a Crisis Assessment Tool and short-term safety plan with the client. If further emergency psychiatric treatment is needed, the MCFRT will work with the caregivers to develop a plan for immediate referral to emergency psychiatric services in the community. The MCFRT will work closely with family, law enforcement, paramedics, and/or psychiatric emergency staff when necessary to assist with the referral process for a smooth transition to acute psychiatric care. In the event of an acute mental health crisis, the MCFRT may assess clients for a WIC 5150/5585 hold. ii. Case Management: The MCFRT may make a referral to a community provider and/or work with existing treatment team members to ensure linkage to needed services.
iii. Assessment: An assessment may be provided to the client during follow up services to assist them in further understanding the feelings, behaviors and triggers linked to the crisis. The intent of this service is to have a MCFRT staff contact the client’s support systems (social workers, therapist, teacher, psychiatrist, etc.) to work together on the best ways to improve or maintain their mental health status. Services may be provided during a crisis.
iv. Mental Health Rehabilitation: A service activity that includes, but is not limited to, assistance improving, maintaining, or restoring functional skills, daily living skills, social and leisure skills, grooming, and personal hygiene skills; obtaining support resources; and/or obtaining medication education.
v. Collateral: A service activity involving a significant support person in the client’s life for the purpose of addressing the mental health needs of the client in terms of achieving goals of the client’s client plan. Collateral may include, but is not limited to, consultation and training of the significant support person(s) to assist in better utilization of mental health services by the client; consultation and training of the significant support person(s) to assist in better understanding of mental illness; and family counseling with the significant support person(s) in achieving the goals of the client plan.

The client may or may not be present for this service activity.

Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1381 769
Memorandum of Understanding between 11
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28
e. The Mobile Crisis Field Responder shall coordinate care planning efforts with COUNTY for existing Monterey County Behavioral Health clients to provide the least restrictive interventions needed for each situation and ensure the client receives comprehensive and consistent care and the necessary services to maintain stabilization.
f. The Mobile Crisis Field Responder shall conduct follow up services that may include necessary safety planning and education to individuals and family; assessment, case management for linkage to appropriate services; and supports, and community resources for clients and families in need of further mental health services in the field to aide in prevention of a future crisis and address unnecessary emergency department visits and inpatient hospitalizations. g. Third party contractor to work alongside and in close partnership with County Behavioral Health staff, local 988 and Community Crisis Line provider to augment County staffing and existing County mobile crisis services. h. At least one Mobile Crisis Field Responders in a Team of Two (2) shall be carrying, trained, and able to administer naloxone as clinically necessary. i. The Mobile Crisis Field Responders shall provide services and respond to Behavioral Health clinics and programs, contracted provider clinics and programs, community board and care facilities, homeless shelters, law enforcement, schools, and anywhere in the community in all regions of the Salinas (including remote areas).
j. The Mobile Crisis Field Responders shall provide strength-based, individualized services that consider each client’s age and appropriate developmental needs, maturational level, culture, language, family values and structure, educational functioning level, and physical health.
k. The Mobile Crisis Field Responders shall provide culturally and linguistically appropriate services for the target population. At a minimum, services shall be made available in the two (2) threshold languages (English and Spanish). l. The Mobile Crisis Field Responders shall open and close episodes in the Avatar Electronic Health Record, and document admission, CSI, diagnosis, discharges, and mobile response call log data. Responder shall document all notes and services in the Avatar Electronic Health Record following documentation guidelines.
m. The Mobile Crisis Field Responder shall complete and enter information into the County’s Electronic Health Record, Avatar, as required in accordance with the County’s Documentation Guidelines and timeliness standards. It is best practice to document crisis services prior to the end of the shift and complete all related Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1382 770
Memorandum of Understanding between 12
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28
documentation within 24 hours of the services provided. n. The Mobile Crisis Field Responders shall complete and document services and discharge clients within 5 days. Any exceptions shall be made in coordination with the clinical supervisor and clinical justification documented.

III. FIELD CRISIS RESPONSE PROCEDURES

1. If a community face-to-face intervention is required, mobile crisis responders shall arrive at the community-based location where a crisis occurs in a timely manner.

Specifically, mobile crisis teams shall arrive:
a. Within 60 minutes of the client being determined to require mobile crisis services in urban areas; and
b. Within 120 minutes of the client being determined to require mobile crisis services in rural areas.

2. Crisis Responders shall call/coordinate with the mobile crisis dispatch center, seek patient information as applicable, and inform of any known additional support needs or recommendations. Crisis Responders shall also report the call disposition of the client being evaluated as soon as it is determined.

3. Mobile Crisis Services Encounter shall include, at minimum:
a. Initial face-to-face crisis assessment;
b. Mobile crisis response;
c. Crisis planning, as appropriate, or documentation in the client’s progress note of the rationale for not engaging the client in crisis planning; and d. A follow-up check-in within 72 hours (or DHCS requirements), or documentation in the client’s progress note that the client could not be contacted for follow-up despite reasonably diligent efforts by the mobile crisis team. e. When appropriate, each mobile crisis services encounter shall also include:
i. Referrals to ongoing services; and/or
ii. Facilitation of a warm handoff.

4. Mobile crisis field response teams shall be prepared and staffed at all times to deliver all mobile crisis service components, even though there may be some circumstances in which it is not necessary or appropriate to provide all components (e.g., if the mobile crisis team can de-escalate a situation onsite, it may not be necessary to facilitate a warm handoff to a higher level of care).

5. Mobile Crisis Services shall not be provided in the following settings due to restrictions and/or because these facilities and settings are already required to provide other crisis services:

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Memorandum of Understanding between 13
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28
a. Inpatient Hospital;
b. Inpatient Psychiatric Hospital;
c. Emergency Department;
d. Mental Health Rehabilitation Center;
e. Intermediate Care Facility;
f. Settings subject to the inmate exclusion such as jails, prisons and juvenile detention facilities;
g. Other crisis stabilization and receiving facilities (e.g., crisis respite, crisis stabilization units, psychiatric health facilities, psychiatric inpatient hospitals, etc.).

6. Mobile Crisis Field Responders shall complete and enter information into the County’s Electronic Health Record, Avatar, as required in accordance with the County’s Documentation Guidelines and timeliness standards. It is best practice to document crisis services prior to the end of the shift and complete all related documentation within 24 hours of the services provided.

7. Consistent with documentation requirements in BHIN 22-019 mobile crisis teams must document problems identified during the encounter on the client’s problem list within their medical record. Mobile crisis field response teams must also create a progress note that describe all service components delivered to the client. Progress notes should be completed within 24 hours of providing mobile crisis services.

8. Mobile Crisis Field Responder shall provide in-person follow-up or phone call as soon as possible but in all cases within 72 hours of crisis call for all calls not resulting in a WIC section 5150 hold or subsequent placement in an acute setting. Progress notes for all follow-up interventions and plans shall be documented according to Behavioral Health Documentation Guidelines and in keeping with timeliness standards.
a. For every Mobile Crisis field response contact who is an open county BH client, the designated crisis responder or designee shall, within twenty-four (24) hours, email the care coordinator, copying the program supervisor for the applicable program/region. Anyone with an open assignment, and anyone responsible for coordinating the individual’s behavioral health treatment, shall be informed on when the individual was evaluated and the nature of the risk.

9. If a mobile crisis team receives information that a client is receiving services from a care manager, it shall alert the client’s care manager(s) of the behavioral health crisis, as applicable, and coordinate referrals and follow-up consistent with privacy and confidentiality requirements. Mobile crisis teams shall ensure that they have the client’s consent for these disclosures in cases where consent is required by applicable law.

10. The Mobile Crisis Field Responders shall complete, the mobile crisis call log in Avatar detailing crisis calls, including, but not limited to date/time information, Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1384 772
Memorandum of Understanding between 14
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28
responses, and outcomes. It is best practice to complete the mobile crisis call log the same day as the call for service, and within 24 hours of the services provided in keeping with agency timeliness standards for crisis documentation as outlined by DHCS in BHIN 22-019.

I. TREATMENT SERVICES

1. MODE OF SERVICE: Outpatient

2. OFFICE SITES
Mobile Crisis Responders will be based out of the Community Crisis Services office located at:
1441 Constitution Blvd
Building 400, Suite 200
Salinas, CA 93906

3. HOURS OF OPERATION
a. At least one (1) two-person team of qualified mobile crisis responders (as defined in BHIN 23-025) will be based out of Salinas to provide City-wide mobile crisis field response and crisis intervention services in Salinas 40 hours per week. Work schedule to be determined by COUNTY and may be subject to change based on community needs.
b. The MCFRT shall also provide linkage to the COUNTY for individuals who are not existing clients and meet the target population and criteria for Specialty Mental Health Services (SMHS) or make referrals to appropriate alternative services if a client does not meet Medical Necessity for SMHS.

4. REPORTING REQUIREMENTS
a. COUNTY and any mobile crisis contracted provider will partner to be able to gather needed data and report out completely on data points as required by DHCS for provision of Medi-Cal Mobile Crisis Services Benefit by using information and data available through Avatar as well as other available dispatch software and specialized dashboards. Required data to include but not limited to:
i. Client demographics (age, race, ethnicity, sexual orientation, gender identity, etc.)
ii. Crisis location
iii. Response times
iv. Disposition of encounter
v. Professional titles of each member participating in the mobile crisis response
vi. Use of telehealth
vii. If transportation was needed, and is so, what type was provided viii. Law enforcement involvement
Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1385 773
Memorandum of Understanding between 15
The County of Monterey Department of Health, Behavioral Health Bureau and the City of Salinas
Mobile Crisis Services Program
FYs 7/01/26-6/30/28
ix. Information about follow-up check-ins
b. COUNTY and any mobile crisis contracted provider shall comply with all data requests from the COUNTY specific to the Mobile Crisis Services rendered in the City of Salinas. In addition to the above data points, COUNTY will also provide the following information on a quarterly basis:
i. Agency requesting Mobile Crisis Services
ii. Number of individuals responded to that are also current clients of MCBH iii. Zip code of call for service within the City of Salinas iv. Call origin
v. Frequency
vi. Type
vii. Geographic data
viii. Dispatch and response times
ix. General outcomes

5. MEETINGS/COMMUNICATIONS
The Contract Monitor shall convene regularly scheduled meetings with any mobile crisis contracted provider. The purpose of these meetings shall be to oversee implementation of the contract and program implementation; evaluate contract usage and effectiveness; and make recommendations for contract modifications.

V. DESIGNATED CONTRACT MONITOR
Kelley Molton, LCSW, CCISM
Deputy Director
Monterey County Health Department
Behavioral Health Bureau
1270 Natividad Rd.

Salinas, CA 93906
(831) 796-1715
Docusign Envelope ID: 4BAF3F17-625E-8CDC-823E-FE721F487EDD 1386 774

Salinas City CouncilJune 16, 2026

Salinas City Council
June 16, 2026