Common use of Submission Requirements Clause in Contracts

Submission Requirements. Grant agreements, assurances, and additional required documents signed by the fiscal agent, as well as a prioritized list of projects with each regional advisory committee member’s signature, must be mailed to Ohio EMA with a postmark no later than December 13, 2019. It is highly recommended that the applicant use a method of delivery that can be tracked, as applications received after the deadline will not be considered. An application template is included with this guidance; however, it is to be used as a tool to gather project information in a format that will streamline its input into EGMS. All EHP documentation will also need to be submitted with your region’s grant package submission. For FY2019 a completed application package under SHSP-LE consists of thirteen parts: • Signed grant agreement • 20-16 Summary Sheet for Assurances • 20-16A Assurances Non-Construction • 20-16B Assurances Construction Program • 20-16C Lobbying, Debarment, Suspension and Other Requirements • 20-SF-LLL Disclosure of Lobbying Activities • NIMS certification statement • EGMS User Form • Regional Fiscal Agent Contact Form • Regional Law Enforcement Advisory Group Information • Regional Project Sign-off Form • Subaward Financial Management Form (FFATA for subrecipients) • EHP Screening tool (required unless project is exempt) *In order to receive FY2019 SHSP-LE funding, the subrecipient is required to certify as part of their grant application that they are addressing and/or have met the most current NIMS requirements. Additional information about NIMS requirements can be found at Ohio XXX XXXX Guidance or via FEMA’s NIMS web page. For FY2019, all 88 county Emergency Management Agencies have verified their NIMS compliance through Ohio EMA Planning, Training, and Exercise Branch. The NIMS certification statement is still required for submission by any other organization receiving FY2019 SHSP-LE funding (e.g. Law Enforcement, Fire, EMS, etc.).

Submission Requirements. Grant agreements, assurances, and additional required documents signed by the fiscal agent, as well as a prioritized list of projects with each regional advisory committee member’s signature, must be mailed to Ohio EMA with a postmark no later than December 13, 2019. It is highly recommended that the applicant use a method of delivery that can be tracked, as applications received after the deadline will not be considered. An application template is included with this guidance; however, it is to be used as a tool to gather project information in a format that will streamline its input into EGMS. All EHP documentation will also need to be submitted with your region’s grant package submission. For FY2019 a completed application package under SHSP-LE consists of thirteen parts: •  Signed grant agreement •  20-16 Summary Sheet for Assurances •  20-16A Assurances Non-Construction •  20-16B Assurances Construction Program •  20-16C Lobbying, Debarment, Suspension and Other Requirements •  20-SF-LLL Disclosure of Lobbying Activities •  NIMS certification statement •  EGMS User Form •  Regional Fiscal Agent Contact Form •  Regional Law Enforcement Advisory Group Information •  Regional Project Sign-off Form •  Subaward Financial Management Form (FFATA for subrecipients) •  EHP Screening tool (required unless project is exempt) *In order to receive FY2019 SHSP-LE funding, the subrecipient is required to certify as part of their grant application that they are addressing and/or have met the most current NIMS requirements. Additional information about NIMS requirements can be found at Ohio XXX XXXX Guidance or via FEMA’s NIMS web page. For FY2019, all 88 county Emergency Management Agencies have verified their NIMS compliance through Ohio EMA Planning, Training, and Exercise Branch. The NIMS certification statement is still required for submission by any other organization receiving FY2019 SHSP-LE funding (e.g. Law Enforcement, Fire, EMS, etc.).

Submission Requirements. Grant agreements, assurances, and additional required documents signed by the fiscal agent, as well as a prioritized list of projects with each regional advisory committee member’s signature, must be e-mailed to Ohio EMA with a postmark no later than December 13January 5, 2019. It is highly recommended that the applicant use a method of delivery that can be tracked, as applications received after the deadline will not be considered. An application template is included with this guidance; however, it is to be used as a tool to gather project information in a format that will streamline its input into EGMS. All EHP documentation will also need to be submitted with your region’s grant package submission2022. For FY2019 FY2021 a completed application package under SHSP-LE consists of thirteen twelve parts: • Signed grant agreement • 20-16 Summary Sheet for Assurances • 20-16A Assurances Non-Construction • 20-16B Assurances Construction Program • 20-16C Lobbying, Debarment, Suspension and Other Requirements • 20-SF-LLL Disclosure of Lobbying Activities • NIMS certification statement • EGMS User Form • Regional Fiscal Agent Contact Form • Regional Law Enforcement Advisory Group Information • Regional Project Sign-off Form • Subaward Financial Management Form (FFATA for subrecipients) • EHP Screening tool (required unless project is exempt) *In order to receive FY2019 FY2021 SHSP-LE funding, the subrecipient is required to certify as part of their grant application that they are addressing and/or have met the most current NIMS requirements. Additional information about NIMS requirements can be found at Ohio XXX XXXX Guidance or via FEMA’s NIMS web page. For FY2019, all 88 county Emergency Management Agencies have verified their NIMS compliance through Post Award Requirements Issuance of Grant Agreement A grant agreement will be generated and sent to the subrecipient along with any special conditions. This grant agreement must be e-mailed with signature to Ohio EMA Planningby January 5, Training2022. Any costs incurred prior to issuance of the executed grant agreement with assurances and official budget approval may not be reimbursed. Grant Performance Period The performance period for the FY2021 SHSP will be September 1, 2021 through March 31, 2024. Note that all costs must be incurred within the period of performance to include receipt and installation of all equipment. No funds may be spent on activities or costs that occur outside of the defined grant performance period. Extensions to the grant performance period will only be approved if the subrecipient can provide compelling justification for why the approved projects are incomplete. Standards for Review Ohio EMA Grants Branch staff will review the submitted projects to ensure compliance with this guidance document. It is the intention of all involved to work from the first prioritized project through the list sequentially until the regional award is expended, provided the projects are allowable and meet all other review criteria established in this section. Demonstrating Progress Regional Fiscal Agents will be held accountable for meeting the milestones listed in the project application. While there will be a level of flexibility extended, obvious or repetitive lack of progress towards completion of grant funded activities may result in de-obligation of funds. Any de-obligated funds will be re-programmed by the state to projects that can be completed within the period of performance. Standards for Financial Management Subrecipients are required by 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Exercise BranchAudit Requirements for Federal Awards to have in place an accounting system that maintains records which adequately identify the source and application of funds provided for grant funded projects. The NIMS certification statement is still required accounting system must include information pertaining to sub-grant awards, obligations, un-obligated balances, assets, liabilities, outlays or expenditures and income. Ohio EMA requirements for submission subrecipient accounting include the ability to track expenditures by any other organization receiving grant program and by federal fiscal of the award (i.e. FY2018 SHSP-LE, FY2019 SHSP-LE funding (e.g. Law Enforcement, Fire, EMSLE, etc.). Management and Administration (M&A) Costs and Requirements Subrecipients may retain a maximum of up to five percent (5%) of requested funding for management and administrative purposes associated with the SHSP-LE award. M&A costs are specifically attributed to the management and administration of the FY2021 award. Indirect costs are not considered administrative costs and are not permitted under the FY2021 SHSP grant. The allowable costs specifically include the following: • Hiring of full-time or part-time staff or contractors to include, but not limited to, completing pre-grant application Budget Worksheets and Program Narrative; initiating, documenting, and tracking grant expenditures; inventorying equipment purchases; producing or completing required grant reports such as the Request for Cash, Encumbrance Report, and federally- required ISIP and BSIR; • Overtime and backfill costs related to accomplishing allowed administrative tasks only to the extent the payment for such services is in accordance with the policies of the local unit(s) of government; • Applicable travel expenses to the extent the payment for such services is in accordance with the policies of the local unit(s) of government; • Non-food meeting related expenses (2 CFR 200) associated with County’s Terrorism Advisory Team to discuss local homeland strategy implementation and/or grant program management; • Acquisition of authorized office equipment, including personal computers, laptop computers, printers, LCD projectors, and other equipment or software which is required to support the implementation of the FY2021 SHSP and only when no such equipment is currently available to accomplish the task; • Recurring fees/charges associated with authorized office equipment, such as cell phones, faxes, etc. (this does not pertain to response equipment purchased under the eligible equipment program category); and • Leasing and/or renting of office space for newly hired personnel who will administer the programs within FY2021 SHSP, or for personnel currently being paid with SHSP funds for grant administration and will now be responsible to additionally administer FY2021 SHSP funding. Maintenance and Sustainment Costs The use of DHS/FEMA preparedness grant funds for maintenance contracts, warranties, repair or replacement costs, upgrades, and user fees are allowable, as described in FEMA Policy FP-205- 402-125- 1 under all active and future grant awards unless otherwise noted. With the exception of maintenance plans purchased incidental to the original purchase of equipment, the period covered by maintenance or warranty plan must not exceed the period of performance of the specific grant funds used to purchase the plan or warranty. As an example of maintenance plan purchased incidental to the original purchase, you may submit a grant application to purchase a new piece of equipment and as part of the purchase include the cost of a five year warranty. Even though the warranty exceeds the period of performance, the warranty will be considered an eligible cost. Routine upkeep (e.g., gasoline, tire replacement, routine oil changes, monthly inspections, grounds, and facility maintenance, etc.) is not considered a maintenance cost, and as such it is the responsibility of the grantee and may not be funded with preparedness grant funding. Construction and Renovation Use of SHSP funds for construction is generally prohibited and will have limited applicability to Ohio’s FY2021 offering of SHSP funding. Project construction using SHSP funds may not exceed the greater of $1,000,000 or 15 percent of the grant award. For the purposes of the limitations on funding levels, communications towers are not considered construction. Written approval must be provided by DHS/FEMA prior to the use of any SHSP funds for construction or renovation. When applying for construction funds, recipients must submit evidence of approved zoning ordinances, architectural plans, and any other locally required planning permits. Additionally, recipients are required to submit a SF-424C form with budget detail citing the project costs. Recipients using funds for construction projects must comply with the Xxxxx-Xxxxx Act (codified as amended at 40 U.S.C. §§ 3141 et seq.). Recipients must ensure that their contractors or subcontractors for construction projects pay workers no less than the prevailing wages for laborers and mechanics employed on projects of a character like the contract work in the civil subdivision of the State in which the work is to be performed. Additional information regarding compliance with the Xxxxx-Xxxxx Act, including Department of Labor (DOL) wage determinations, is available online at xxxxx://xxx.xxx.xxx/whd/govcontracts/dbra.htm.

Submission Requirements. Grant agreements, assurances, and additional required documents signed by the fiscal agent, as well as a prioritized list of projects with each regional advisory committee member’s signature, must be mailed to Ohio EMA with a postmark no later than December 1318, 20192020. It is highly recommended that the applicant use a method of delivery that can be tracked, as applications received after the deadline will not be considered. An application template is included with this guidance; however, it is to be used as a tool to gather project information in a format that will streamline its input into EGMS. All EHP documentation will also need to be submitted with your region’s grant package submission. For FY2019 FY2020 a completed application package under SHSP-LE SHSP consists of thirteen twelve parts: • Signed grant agreement • 20-16 Summary Sheet for Assurances • 20-16A Assurances Non-Construction • 20-16B Assurances Construction Program • 20-16C Lobbying, Debarment, Suspension and Other Requirements • 20-SF-LLL Disclosure of Lobbying Activities • NIMS certification statement • EGMS User Form • Regional Fiscal Agent Contact Form • Regional Law Enforcement Advisory Group Information • Regional Project Sign-off Form • Subaward Financial Management Form (FFATA for subrecipients) • EHP Screening tool (required unless project is exempt) *In order to receive FY2019 SHSP-LE FY2020 SHSP funding, the subrecipient is required to certify as part of their grant application that they are addressing and/or have met the most current NIMS requirements. Additional information about NIMS requirements can be found at Ohio XXX XXXX Guidance or via FEMA’s NIMS web page. For FY2019, all 88 county Emergency Management Agencies have verified their NIMS compliance through Post Award Requirements‌ Issuance of Grant Agreement A grant agreement will be generated and sent to the subrecipient along with any special conditions. This grant agreement must be mailed with original signature to Ohio EMA Planningby December 18, Training2020. Any costs incurred prior to issuance of the executed grant agreement with assurances and official EGMS budget approval may not be reimbursed. Grant Performance Period The performance period for the FY2020 SHSP will be September 1, 2020 through March 31, 2023. Note that all costs must be incurred within the period of performance to include receipt and installation of all equipment. No funds may be spent on activities or costs that occur outside of the defined grant performance period. Extensions to the grant performance period will only be approved if the subrecipient can provide compelling justification for why the approved projects are incomplete. Standards for Review Once the region’s prioritized list of projects has the necessary signatures, begin the application process by utilizing the EGMS Budget Line Item Generator to assist in development of the grant application in EGMS. This excel spreadsheet, with dropdowns and prompts, is aimed at simplifying the application process. Subrecipients should utilize the technical expertise of grants staff to ensure they are submitting projects that meet the requirements established in this guidance. Ohio EMA Grants Branch staff will review the submitted projects to ensure compliance with this guidance document. Once the Regional Fiscal Agents have received written approval of their respective projects, they may then enter all projects and budgets within the Electronic Grants Management System (EGMS). It is the intention of all involved to work from the first prioritized project through the list sequentially until the regional award is expended, provided the projects are allowable and meet all other review criteria established in this section. Demonstrating Progress Regional Fiscal Agents will be held accountable for meeting the milestones listed in the project application. While there will be a level of flexibility extended, obvious or repetitive lack of progress towards completion of grant funded activities may result in de-obligation of funds. Any de-obligated funds will be re-programmed by the state to projects that can be completed within the period of performance. Standards for Financial Management Subrecipients are required by 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Exercise BranchAudit Requirements for Federal Awards to have in place an accounting system that maintains records which adequately identify the source and application of funds provided for grant funded projects. The NIMS certification statement is still required accounting system must include information pertaining to sub-grant awards, obligations, un-obligated balances, assets, liabilities, outlays or expenditures and income. Ohio EMA requirements for submission subrecipient accounting include the ability to track expenditures by any other organization receiving FY2019 grant program and by federal fiscal of the award (i.e. FY2017 SHSP-LE funding (e.g. Law Enforcement, Fire, EMSFY2018 SHSP, etc.). Management and Administration (M&A) Costs and Requirements‌ Subrecipients may retain a maximum of up to five percent (5%) of requested funding for management and administrative purposes associated with the SHSP award. M&A costs are specifically attributed to the management and administration of the FY2020 award. Indirect costs are not considered administrative costs and are not permitted under the FY2020 SHSP grant. The allowable costs specifically include the following: • Hiring of full-time or part-time staff or contractors to include, but not limited to, completing pre-grant application Budget Worksheets and Program Narrative; initiating, documenting, and tracking grant expenditures; inventorying equipment purchases; producing or completing required grant reports such as the Request for Cash, Encumbrance Report, and federally- required ISIP and BSIR; • Overtime and backfill costs related to accomplishing allowed administrative tasks only to the extent the payment for such services is in accordance with the policies of the local unit(s) of government; • Applicable travel expenses to the extent the payment for such services is in accordance with the policies of the local unit(s) of government; • Non-food meeting related expenses (2 CFR 200) associated with County’s Terrorism Advisory Team to discuss local homeland strategy implementation and/or grant program management; • Acquisition of authorized office equipment, including personal computers, laptop computers, printers, LCD projectors, and other equipment or software which is required to support the implementation of the FY2020 SHSP and only when no such equipment is currently available to accomplish the task; • Recurring fees/charges associated with authorized office equipment, such as cell phones, faxes, etc. (this does not pertain to response equipment purchased under the eligible equipment program category); and • Leasing and/or renting of office space for newly hired personnel who will administer the programs within FY2020 SHSP, or for personnel currently being paid with SHSP funds for grant administration and will now be responsible to additionally administer FY2020 SHSP funding. Maintenance and Sustainment Costs The use of DHS/FEMA preparedness grant funds for maintenance contracts, warranties, repair or replacement costs, upgrades, and user fees are allowable, as described in FEMA Policy FP-205- 402-125- 1 under all active and future grant awards unless otherwise noted. With the exception of maintenance plans purchased incidental to the original purchase of equipment, the period covered by maintenance or warranty plan must not exceed the period of performance of the specific grant funds used to purchase the plan or warranty. As an example of maintenance plan purchased incidental to the original purchase, you may submit a grant application to purchase a new piece of equipment and as part of the purchase include the cost of a five year warranty. Even though the warranty exceeds the period of performance, the warranty will be considered an eligible cost. Routine upkeep (e.g., gasoline, tire replacement, routine oil changes, monthly inspections, grounds, and facility maintenance, etc.) is not considered a maintenance cost, and as such it is the responsibility of the grantee and may not be funded with preparedness grant funding. Construction and Renovation Use of SHSP funds for construction is generally prohibited and will have limited applicability to Ohio’s FY2020 offering of SHSP funding. Project construction using SHSP funds may not exceed the greater of $1,000,000 or 15 percent of the grant award. For the purposes of the limitations on funding levels, communications towers are not considered construction. Written approval must be provided by DHS/FEMA prior to the use of any SHSP funds for construction or renovation. When applying for construction funds, recipients must submit evidence of approved zoning ordinances, architectural plans, and any other locally required planning permits. Additionally, recipients are required to submit a SF-424C form with budget detail citing the project costs. Recipients using funds for construction projects must comply with the Xxxxx-Xxxxx Act (codified as amended at 40 U.S.C. §§ 3141 et seq.). Recipients must ensure that their contractors or subcontractors for construction projects pay workers no less than the prevailing wages for laborers and mechanics employed on projects of a character like the contract work in the civil subdivision of the State in which the work is to be performed. Additional information regarding compliance with the Xxxxx-Xxxxx Act, including Department of Labor (DOL) wage determinations, is available online at xxxxx://xxx.xxx.xxx/whd/govcontracts/dbra.htm.

Submission Requirements. Grant agreements, assurances, and additional required documents signed by the fiscal agent, as well as a prioritized list of projects with each regional advisory committee member’s signature, must be mailed to Ohio EMA with a postmark no later than December 1329, 20192017. It is highly recommended that the applicant use a method of delivery that can be tracked, as applications received after the deadline will not be considered. An application template is included with this guidance; , however, it is to be used only as a tool to gather project information. The physical applications are not to be submitted, but should be kept on file with the fiscal agent for reference when entering information in a format that will streamline its input into EGMSEGMS and for audit purposes. All EHP documentation will also need to be submitted with your region’s grant package submission. For FY2019 FY2017 a completed application package under SHSP-LE HSGP consists of thirteen nine parts: • Signed  FY2017 HSGP regional grant agreement •  20-16 Summary Sheet for Assurances •  20-16A Assurances Non-Construction • construction  20-16B Assurances Construction Program •  20-16C Lobbying, Debarment, Suspension and Other Requirements •  20-SF-LLL Disclosure of Lobbying Activities •  NIMS certification statement • EGMS User Form • Regional Fiscal Agent Contact Form • Regional Law Enforcement Advisory Group Information • compliance form* All of the above are to be completed and signed by the fiscal agent  Regional Project Sign-off Form • Subaward Financial Management Form (FFATA for subrecipients) • with an attached list of prioritized projects  EHP Screening screening tool (required unless as required) for each project is exempt) *In order to receive FY2019 SHSP-LE FY2017 HSGP funding, the subrecipient sub-recipient is required to certify as part of their grant application that they are addressing and/or have met the most current NIMS requirements. Additional information about NIMS requirements requirements, compliance and resources for achieving compliance can be found at Ohio XXX XXXX Guidance website xxxx://xxx.xxx.xxxx.xxx/NimsGuidance.aspx or via FEMA’s the NIMS Integration Center web page. For FY2019, all 88 county Emergency Management Agencies have verified their NIMS compliance through Ohio EMA Planning, Training, and Exercise Branch. The NIMS certification statement is still required for submission by any other organization receiving FY2019 SHSP-LE funding (e.g. Law Enforcement, Fire, EMS, etcxxxx://xxx.xxxx.xxx/national-incident-management-system.).

Submission Requirements. Grant agreements, assurances, and additional required documents signed by the fiscal agent, as well as a prioritized list of projects with each regional advisory committee member’s signature, must be e-mailed to Ohio EMA with a postmark no later than December 13January 5, 2019. It is highly recommended that the applicant use a method of delivery that can be tracked, as applications received after the deadline will not be considered. An application template is included with this guidance; however, it is to be used as a tool to gather project information in a format that will streamline its input into EGMS. All EHP documentation will also need to be submitted with your region’s grant package submission2022. For FY2019 FY2021 a completed application package under SHSP-LE consists of thirteen twelve parts: •  Signed grant agreement •  20-16 Summary Sheet for Assurances •  20-16A Assurances Non-Construction •  20-16B Assurances Construction Program •  20-16C Lobbying, Debarment, Suspension and Other Requirements •  20-SF-LLL Disclosure of Lobbying Activities •  NIMS certification statement • EGMS User Form •  Regional Fiscal Agent Contact Form •  Regional Law Enforcement Advisory Group Information • Regional Project Sign-off Form •  Subaward Financial Management Form (FFATA for subrecipients) •  EHP Screening tool (required unless project is exempt) *In order to receive FY2019 FY2021 SHSP-LE funding, the subrecipient is required to certify as part of their grant application that they are addressing and/or have met the most current NIMS requirements. Additional information about NIMS requirements can be found at Ohio XXX XXXX Guidance or via FEMA’s NIMS web page. For FY2019, all 88 county Emergency Management Agencies have verified their NIMS compliance through Post Award Requirements Issuance of Grant Agreement A grant agreement will be generated and sent to the subrecipient along with any special conditions. This grant agreement must be e-mailed with signature to Ohio EMA Planningby January 5, Training2022. Any costs incurred prior to issuance of the executed grant agreement with assurances and official budget approval may not be reimbursed. Grant Performance Period The performance period for the FY2021 SHSP will be September 1, 2021 through March 31, 2024. Note that all costs must be incurred within the period of performance to include receipt and installation of all equipment. No funds may be spent on activities or costs that occur outside of the defined grant performance period. Extensions to the grant performance period will only be approved if the subrecipient can provide compelling justification for why the approved projects are incomplete. Standards for Review Ohio EMA Grants Branch staff will review the submitted projects to ensure compliance with this guidance document. It is the intention of all involved to work from the first prioritized project through the list sequentially until the regional award is expended, provided the projects are allowable and meet all other review criteria established in this section. Demonstrating Progress Regional Fiscal Agents will be held accountable for meeting the milestones listed in the project application. While there will be a level of flexibility extended, obvious or repetitive lack of progress towards completion of grant funded activities may result in de-obligation of funds. Any de-obligated funds will be re-programmed by the state to projects that can be completed within the period of performance. Standards for Financial Management Subrecipients are required by 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Exercise BranchAudit Requirements for Federal Awards to have in place an accounting system that maintains records which adequately identify the source and application of funds provided for grant funded projects. The NIMS certification statement is still required accounting system must include information pertaining to sub-grant awards, obligations, un-obligated balances, assets, liabilities, outlays or expenditures and income. Ohio EMA requirements for submission subrecipient accounting include the ability to track expenditures by any other organization receiving grant program and by federal fiscal of the award (i.e. FY2018 SHSP-LE, FY2019 SHSP-LE funding (e.g. Law Enforcement, Fire, EMSLE, etc.). Management and Administration (M&A) Costs and Requirements Subrecipients may retain a maximum of up to five percent (5%) of requested funding for management and administrative purposes associated with the SHSP-LE award. M&A costs are specifically attributed to the management and administration of the FY2021 award. Indirect costs are not considered administrative costs and are not permitted under the FY2021 SHSP grant. The allowable costs specifically include the following:  Hiring of full-time or part-time staff or contractors to include, but not limited to, completing pre-grant application Budget Worksheets and Program Narrative; initiating, documenting, and tracking grant expenditures; inventorying equipment purchases; producing or completing required grant reports such as the Request for Cash, Encumbrance Report, and federally- required ISIP and BSIR;  Overtime and backfill costs related to accomplishing allowed administrative tasks only to the extent the payment for such services is in accordance with the policies of the local unit(s) of government;  Applicable travel expenses to the extent the payment for such services is in accordance with the policies of the local unit(s) of government;  Non-food meeting related expenses (2 CFR 200) associated with County’s Terrorism Advisory Team to discuss local homeland strategy implementation and/or grant program management;  Acquisition of authorized office equipment, including personal computers, laptop computers, printers, LCD projectors, and other equipment or software which is required to support the implementation of the FY2021 SHSP and only when no such equipment is currently available to accomplish the task;  Recurring fees/charges associated with authorized office equipment, such as cell phones, faxes, etc. (this does not pertain to response equipment purchased under the eligible equipment program category); and  Leasing and/or renting of office space for newly hired personnel who will administer the programs within FY2021 SHSP, or for personnel currently being paid with SHSP funds for grant administration and will now be responsible to additionally administer FY2021 SHSP funding. Maintenance and Sustainment Costs The use of DHS/FEMA preparedness grant funds for maintenance contracts, warranties, repair or replacement costs, upgrades, and user fees are allowable, as described in FEMA Policy FP-205- 402-125- 1 under all active and future grant awards unless otherwise noted. With the exception of maintenance plans purchased incidental to the original purchase of equipment, the period covered by maintenance or warranty plan must not exceed the period of performance of the specific grant funds used to purchase the plan or warranty. As an example of maintenance plan purchased incidental to the original purchase, you may submit a grant application to purchase a new piece of equipment and as part of the purchase include the cost of a five year warranty. Even though the warranty exceeds the period of performance, the warranty will be considered an eligible cost. Routine upkeep (e.g., gasoline, tire replacement, routine oil changes, monthly inspections, grounds, and facility maintenance, etc.) is not considered a maintenance cost, and as such it is the responsibility of the grantee and may not be funded with preparedness grant funding. Construction and Renovation Use of SHSP funds for construction is generally prohibited and will have limited applicability to Ohio’s FY2021 offering of SHSP funding. Project construction using SHSP funds may not exceed the greater of $1,000,000 or 15 percent of the grant award. For the purposes of the limitations on funding levels, communications towers are not considered construction. Written approval must be provided by DHS/FEMA prior to the use of any SHSP funds for construction or renovation. When applying for construction funds, recipients must submit evidence of approved zoning ordinances, architectural plans, and any other locally required planning permits. Additionally, recipients are required to submit a SF-424C form with budget detail citing the project costs. Recipients using funds for construction projects must comply with the Xxxxx-Xxxxx Act (codified as amended at 40 U.S.C. §§ 3141 et seq.). Recipients must ensure that their contractors or subcontractors for construction projects pay workers no less than the prevailing wages for laborers and mechanics employed on projects of a character like the contract work in the civil subdivision of the State in which the work is to be performed. Additional information regarding compliance with the Xxxxx-Xxxxx Act, including Department of Labor (DOL) wage determinations, is available online at xxxxx://xxx.xxx.xxx/whd/govcontracts/dbra.htm.

Submission Requirements. Grant agreements, assurances, and additional required documents signed by the fiscal agent, as well as a prioritized list of projects with each regional advisory committee member’s signature, must be mailed to Ohio EMA with a postmark no later than December 13, 2019. It is highly recommended that the applicant use a method of delivery that can be tracked, as applications received after the deadline will not be considered. An application template is included with this guidance; however, it is to be used as a tool to gather project information in a format that will streamline its input into EGMS. All EHP documentation will also need to be submitted with your region’s grant package submission. For FY2019 a completed application package under SHSP-LE SHSP consists of thirteen twelve parts: •  Signed grant agreement •  20-16 Summary Sheet for Assurances •  20-16A Assurances Non-Construction •  20-16B Assurances Construction Program •  20-16C Lobbying, Debarment, Suspension and Other Requirements •  20-SF-LLL Disclosure of Lobbying Activities •  NIMS certification statement •  EGMS User Form •  Regional Fiscal Agent Contact Form • Regional Law Enforcement Advisory Group Information •  Regional Project Sign-off Form •  Subaward Financial Management Form (FFATA for subrecipients) •  EHP Screening tool (required unless project is exempt) *In order to receive FY2019 SHSP-LE SHSP funding, the subrecipient is required to certify as part of their grant application that they are addressing and/or have met the most current NIMS requirements. Additional information about NIMS requirements can be found at Ohio XXX XXXX Guidance or via FEMA’s NIMS web page. For FY2019, all 88 county Emergency Management Agencies have verified their NIMS compliance through Ohio EMA Planning, Training, and Exercise Branch. The NIMS certification statement is still required for submission by any other organization receiving FY2019 SHSP-LE SHSP funding (e.g. Law Enforcement, Fire, EMS, etc.).