![](media/image1.jpeg){width="8.5in" height="3.2493055555555554in"}

Fiscal Year 2009

Community Assistance Program --

State Support Services Element (CAP-SSSE) Program Guidance

Guidance and Application Kit

December 2008

**Title of Opportunity Community Assistance Program -- State Support
Services Element (CAP-SSSE) Program**

**Funding Opportunity Number:** *Not Applicable*

**Federal Agency Name:** Federal Emergency Management Agency, Mitigation
Directorate

**Announcement Type:** Annual Funding Announcement

**Dates:** Completed applications must be submitted **no later than
11:59 PM EST, February 27, 2009.**

**Additional overview information:** The Guidance updates the Community
Assistance Program -- State Support Services Element (CAP-SSSE) guidance
issued in Fiscal Year 2008.

# Contents

[[Contents 1]{.smallcaps}](#contents)

[Part I. FUNDING OPPORTUNITY DESCRIPTION
2](#part-i.-funding-opportunity-description)

[Part II. AWARD INFORMATION 3](#part-ii.-award-information)

[Part III. ELIGIBILITY INFORMATION
6](#part-iii.-eligibility-information)

[**A.** **Eligible Applicants** 6](#__RefHeading___Toc216604521)

[**B.** **Cost Sharing** 6](#__RefHeading___Toc216604522)

[**C.** **Eligible Activities and Requirements**
6](#__RefHeading___Toc216604523)

[**D.** **Restrictions** 10](#__RefHeading___Toc216604524)

[Part IV. APPLICATION AND SUBMISSION INFORMATION
12](#part-iv.-application-and-submission-information)

[**A.** **Address to Request Application Package**
12](#__RefHeading___Toc216604526)

[**B.** **Content and Form of Application**
12](#__RefHeading___Toc216604527)

[**C.** **Submission Dates and Times** 13](#__RefHeading___Toc216604528)

[Part V. APPLICATION REVIEW INFORMATION
14](#part-v.-application-review-information)

[**A.** **Review Criteria** 14](#__RefHeading___Toc216604530)

[**B.** **Review and Selection Process**
14](#__RefHeading___Toc216604531)

[**C.** **Anticipated Announcement and Award Dates**
14](#__RefHeading___Toc216604532)

[Part VI. AWARD ADMINISTRATION INFORMATION
15](#part-vi.-award-administration-information)

[**A.** **Notice of Award** 15](#__RefHeading___Toc216604534)

[**B.** **Administrative and National Policy Requirements**
15](#__RefHeading___Toc216604535)

[**C.** **Reporting Requirements** 16](#__RefHeading___Toc216604536)

[Part VII. FEMA CONTACTS 18](#part-vii.-fema-contacts)

# Part I. FUNDING OPPORTUNITY DESCRIPTION

**[Purpose of CAP-SSSE:]{.underline}** The purpose of this program is to
provide, through a State grant mechanism, a means to ensure that
communities participating in the National Flood Insurance Program (NFIP)
are achieving the flood loss reduction goals of the NFIP. CAP-SSSE is
intended to accomplish this by funding States to provide technical
assistance to NFIP communities and to evaluate community performance in
implementing NFIP floodplain management activities with the additional
goal of building State and community floodplain management expertise and
capability.

**[Authorities and Background:]{.underline}** The CAP-SSSE Program
derives its authority from the National Flood Insurance Act of 1968, as
amended, the Flood Disaster Protection Act of 1973, and from 44 CFR
Parts 59 and 60. The National Flood Insurance Act of 1968 prohibits the
Director from providing flood insurance in a community unless that
community adopts and enforces floodplain management measures that meet
or exceed minimum criteria in 44 CFR Part 60.3. These floodplain
management measures can take the form of floodplain management
ordinances, building codes, or zoning provisions. The Act also directs
FEMA to work closely with and provide any necessary technical assistance
to States and communities participating in the NFIP. CAP-SSSE, through
its State partnering agreement, is designed to make State personnel
available to assist and supplement FEMA Regions in providing technical
assistance to NFIP communities and in monitoring, evaluating, and
pursuing corrective actions taken by communities in the performance of
local floodplain management responsibilities. State officials can be
particularly effective in delivering these services to communities
because of their knowledge and familiarity with State governing
authorities and how these interrelate with local floodplain management
ordinance, as well s their knowledge of related State programs.

# Part II. AWARD INFORMATION

[Increased Emphasis on Compliance and Enforcement:]{.underline}

In Fiscal Year 2009, the NFIP will renew focus on compliance and
enforcement. While map adoption, disaster activities, training and other
assistance activities continue to be important components of the
Program's overall community assistance strategy, a credible compliance
and enforcement program is essential to meet the programs goals of flood
loss reduction.

The "*Evaluation of the National Flood Insurance Program*\" supports
this priority stating that, "the success of the NFIP depends on
communities' ensuring that building and other development within their
jurisdiction are constructed and maintained according to these standards
so that flood losses will be minimized. If communities...fail to
adequately enforce the standards, then lives and property are placed in
harm's way; buildings will suffer unnecessary flood damage; sound land
use planning in floodplains will be discouraged; the NFIP's actuarial
soundness will be jeopardized; changes in public policies and
regulations may be based on unreliable data; and the costs to society
from future floods will increase unnecessarily."

The *NFIP Evaluation's* primary recommendation with respect to community
compliance was to increase the number or Community Assistance Visits
(CAVs) conducted annually. But to address the limiting factors of finite
resources and competing priorities, the program must also consider the
value of the CAVs conducted. The selection of communities for CAVs must
reflect amount of growth and flood risk. States will negotiate with the
Regions a CAV priority list using risk-based criteria. Guidance on
selection criteria is currently available through FEMA Manual 7810.4,
*National Flood Insurance Program Guidance for Conducting Community
Assistance Contacts and Community Assistance Visits*. This manual is
currently under revision and will provide refined guidance when
finalized in FY09.

> *Many communities have little development at risk and are experiencing
> no or very slow growth, while others face enormous risk to millions
> and even billions of dollars of property, increasing yearly.
> Cost-effectiveness in distributing scarce resource dictate that more
> attention be given to the communities with higher flood risk and the
> potential for additional development at risk in the future.
> ~Evaluation\ of\ the\ National\ Flood\ Insurance\ Program,\ Compliance\ A~*

The NFIP Evaluation also concluded that the most common type of
violation found in the *Study's* quantitative assessment of building
compliance were mechanical and utility equipment located below the BFE
and openings that do not meet requirements at 44 CFR §60.3(c)(5).
Between them, these two types of violations accounted for 50.6 percent
of the violations found within the sample. To improve enforcement of
these requirements, [special consideration and attention should be paid
to mechanical, utility and openings requirements during
CAVs.]{.underline}

**All States participating in CAP-SSSE are required to conduct CAVs and
CACs. The Regions will work with each State to determine the number and
location of the CAVs and CACs to be performed each year.**

States should also consider determining the appropriateness of
conducting a CAV on their respective State floodplain management
programs. Regional staff will provide guidance for the collection of
data and other preparations and will be available to conduct the CAV.

[Strategic Planning: 5-year Floodplain Management Strategic Plan and GAP
analysis]{.underline}

As in previous years, States will again be required to update the
Five-Year Floodplain Management Strategic Plan (5-year Plan) in Fiscal
Year 2009. FEMA will use the State 5-Year Plan and the Gap Analysis in
upcoming years to assist in allocations of any additional CAP-SSSE
funds.

During the 1^st^ Quarter FY2009 FEMA will provide a Strategic Plan
template and a revised GAP tool that will assist States in identifying
the "Core Elements", "Advanced Elements" and "Targeted Needs" of their
State Programs. FEMA will also host WebEx Training Seminars to assist
the States in the Planning and Gap Analysis process.

Table 1 is intended to guide States in defining their program; however,
variations in placement of these key activities are expected (i.e.
whether the activity is a "core" or "advanced" program element). The Gap
Analysis should identify those activities the State defines as "core".
The analysis should distinguish between Core activities currently
performed and those that are not currently performed. The analysis
should also identify "advanced" activities undertaken by the State and
those that the State would undertake should additional funds become
available. A Gap Analysis must be completed to identify potential
funding shortfalls. States should assign dollar amounts to these
activities (rather than FTEs or other measures).

**Table 1. State Floodplain Management Program Elements: Core, Advanced
and Targeted Needs**

+-----------------------------------+-----------------------------------+
| **Core Program Elements**         | Staffing of 1 FTE                 |
|                                   |                                   |
|                                   | CAVs/CACs, General Technical      |
|                                   | Assistance, Ordinance Support/Map |
|                                   | Adoption, State Authorities,      |
|                                   | Updates to the State Model        |
|                                   | Ordinance, CIS Data Input,        |
|                                   | Training and Outreach, Mapping    |
|                                   | Support, CRS support              |
+-----------------------------------+-----------------------------------+
| **Advanced Program Elements**     | Additional FTEs                   |
|                                   |                                   |
|                                   | Engineering Support, Coordination |
|                                   | with other State agencies, HMA    |
|                                   | grant coordination, mitigation    |
|                                   | planning, Coordination with other |
|                                   | water resource programs (e.g.     |
|                                   | stormwater management, erosion    |
|                                   | control, wetlands protection,     |
|                                   | coastal shoreline management)     |
+-----------------------------------+-----------------------------------+
| **Targeted Needs**                | Special flood-related hazards     |
|                                   | (e.g. erosion hazards, climate    |
|                                   | change), Legislative pressures    |
|                                   | threatening State floodplain      |
|                                   | authorities, endangered species   |
|                                   | considerations, disaster activity |
+-----------------------------------+-----------------------------------+

FEMA urges States to consult ASFPM's *Effective State Floodplain
Management Programs 2003* for examples of best practices in floodplain
management and self-evaluations that can be performed by States. These
documents can be located at www.floods.org. The Five-Year Plans should
document any best practices that the State is undertaking using CAP-SSSE
funds.

***Award Period of Performance***

The period of performance of this grant is 12 months from the date of
award. Extensions to the period of performance will be considered only
through formal requests to FEMA with specific and compelling
justifications why an extension is required.

***Available Funding***

In FY 2009, the total amount of funds distributed under the CAP-SSSE
Program will be \$8,600,000. FY 2009 funds will be allocated based on
negotiations with the FEMA Regional Offices and the designated State
agency that specifies activities and products to be completed by a State
in return for CAP-SSSE funds.

# Part III. ELIGIBILITY INFORMATION

A.  []{#__RefHeading___Toc216604521 .anchor}**Eligible Applicants**

The National Flood Insurance Act of 1968 prohibits the Director from
providing flood insurance in a community unless that community adopts
and enforces floodplain management measures that meet or exceed minimum
criteria in 44 CFR Part 60.3. These floodplain management measures can
take the form of floodplain management ordinances, building codes, or
zoning provisions. The Act also directs FEMA to work closely with and
provide any necessary technical assistance to States and communities
participating in the NFIP. CAP-SSSE, through its State partnering
agreement, is designed to make State personnel available to assist and
supplement FEMA Regions in providing technical assistance to NFIP
communities and in monitoring, evaluating, and pursuing corrective
actions taken by communities in the performance of local floodplain
management responsibilities. Under CFR 60.25, Governors have exercised
their prerogative of designating a \"State Coordinating Agency\" that is
best able to carry out the flood loss reduction activities of the NFIP.
State officials can be particularly effective in delivering these
services to communities because of their knowledge and familiarity with
State governing authorities and how these interrelate with local
floodplain management ordinances, as well as their knowledge of related
State programs.

B.  []{#__RefHeading___Toc216604522 .anchor}**Cost Sharing**

There is a 25 percent non-federal match for all States receiving
CAP-SSSE funds. As long as CAP-SSSE continues and a State maintains
skill capability and meets performance goals, a State should expect to
receive funding. However, annual State funding levels may vary depending
on needs, capability, performance, FEMA priorities, and the availability
of funds.

C.  []{#__RefHeading___Toc216604523 .anchor}**Eligible Activities and
    Requirements**

Regional Offices are to determine the appropriate levels of effort in
each activity to ensure that performance metrics are being met. FEMA is
requiring certain measures, and encouraging others, for some of the
CAP-SSSE activities as described below.

1)  Community Assistance Visits (CAV) and Community Assistance Contacts
    (CAC): States participating in CAP-SSSE are required to conduct CAVs
    and CACs. The Regions will work with each State to determine the
    number and location of CAVs and CACs to be performed each year.
    Regions and States are encouraged to make maximum use of the CAC
    process and other contacts with communities to identify potential
    compliance problems and needs for technical assistance. FEMA Manual
    7810.4, *National Flood Insurance Program Guidance for Conducting
    Community Assistance Contacts and Community Assistance Visits,*
    August 1989, provides detailed guidance on criteria for selection of
    CAVs. The guidance provides guidance in planning for, conducting and
    providing follow-up for these activities. States must provide
    appropriate follow-up to CAVs and CACs by providing technical
    assistance to correct program deficiencies and remedy violations to
    the maximum extent possible. States must coordinate with Regions, as
    necessary, to clarify what follow-up is to be provided. States are
    expected to refer community compliance problems that they are unable
    to resolve to the Regional Office. For Fiscal Year 2009, the Regions
    have established a performance metric to encourage the closing of
    CAVs, with 75% of CAVs closed within 12 months. States are required
    to work toward achieving this metric. Regions are also encouraged to
    use the CAV/Compliance Course CD that was distributed in 2004 for
    additional assistance in preparing for and conducting CAVs. All CAVs
    and CACs must be entered into CIS so that FEMA can monitor this
    important floodplain management activity.

2)  Ordinance Assistance: Assisting communities in reviewing their
    ordinances to ensure that they comply with the NFIP requirements and
    are adopted before their Flood Insurance Rate Maps (FIRMs) become
    effective is of paramount importance. This includes necessary
    ordinance revisions based upon new hazard data provided by FEMA, as
    well as incorporating any regulatory changes to floodplain
    management criteria.

3)  Entering Floodplain Management Data in the Community Information
    System (CIS): During FY 2009, the number of communities that will
    adopt new maps is expected to exceed 1,500. CIS will continue to be
    the authoritative information source for floodplain management staff
    in Headquarters as to whether a community has adopted their
    ordinance or will be suspended when the FIRM becomes effective.
    Regional Offices must ensure that this information is entered into
    CIS. Regions shall require States to update and enter information
    into the CIS as part of their annual CAP-SSSE agreement. This
    includes information on ordinance adoption, Community Assistance
    Visits (CAVs) and Community Assistance Contacts (CACs), training,
    general technical assistance, and updating all other fields they are
    authorized to update.

4)  Five-Year Plan Updates: The Mitigation Division's performance
    measure is: "Ensure that a minimum of 93 percent of communities
    adopt their flood maps by the FIRM effective date." Therefore, all
    State Five-Year Plans must contain a performance measure that is
    equal to or more stringent than the FEMA requirement. This means
    that States must include a mandatory adoption measure of 93 percent
    or higher in their Five-Year Plans.

    a.  Map Adoption Workload Projections/Changes

    ```{=html}
    <!-- -->
    ```
    i.  Letter of Final Determination (LFD) lists are available at
        (http://www.fema.gov/plan/prevent/fhm/st_hot.shtm#lfd).

    ii. MHIP at http://www.fema.gov/plan/prevent/fhm/mh_what.shtm
        provides additional information including schedules and
        projections of which communities will be mapped (restudies,
        digital conversions, etc.) by fiscal year. Regions and States
        must use these tools to understand and assign workload
        priorities and coordinate CAP-SSSE activities with Flood Map
        Modernization Management Support (MMMS) grant activities. States
        should work with the Regions to continually review their
        workload as related to Map Modernization and map adoption
        activities and update their Five-Year Plans as new data are
        available.

    ```{=html}
    <!-- -->
    ```
    b.  NFIP-related Post-Disaster Assistance -- Post-disaster demands
        can have significant impact on projected State workload. States
        should work with the Regions to continually review their
        workload as related to post-disaster activities and update
        current year work plan and Five-Year Plans as needed.

    c.  Gap Analysis/Best Practices -- Appendix A of *ASFPM's Effective
        State Floodplain Management Programs 2003* provides a checklist
        of State Activities that can be used as a basis for an analysis
        of the State's program. States should identify Core, Advanced
        and Targeted Activities and assess the Gap between current
        activity, current funding and priorities for future funding. Use
        of this tool is optional, however a gap analysis is required as
        part of the five-year strategic planning process and any gap
        information reported by the States must be documented in terms
        of dollar amounts (not FTEs or other measures) to provide
        national consistency and data (i.e., dollar amounts). The data
        collected in these analyses will be used to justify future
        funding increases for CAP-SSSE.

```{=html}
<!-- -->
```
4)  State Model Ordinance Updates: Most States have already developed a
    State model floodplain management ordinance containing the minimum
    requirements outlined in 44 CFR Section 60.3, as well as any State
    required floodplain management provisions. In addition, States are
    encouraged to offer their communities model ordinances that include
    higher regulatory standards and assist communities to update their
    model ordinances to include higher standards.

    a.  Automatic Adoption -- Automatic adoption may have benefits and
        promote easier adoption of new maps. Opinion from the State
        Attorney General, or another state body or office authorized to
        provide legal counsel to the NFIP State Coordinating Office, is
        needed to clearly document whether automatic adoption is legal
        in any given State. A list of States where automatic adoption
        has been clearly determined to be allowed by the State Attorney
        General is included in Attachment 2.

    b.  Adoption of Digital Data - Section 107 of the Flood Insurance
        Reform Act of 2004 states that for the purposes of flood
        insurance and floodplain management, FEMA digital flood hazard
        data and paper maps are interchangeable and legally equivalent
        provided that they meet FEMA accuracy standards. States are
        encouraged to consult with their State Attorney General to
        ascertain whether digital data may be adopted in lieu of paper
        maps in their respective States, and to share their findings on
        this issue with their Regional Office. In turn, the Regions will
        inform the Floodplain Management Branch as information on
        adoption of digital data become available from the States.

    c.  Model Building Codes - More and more communities are adopting a
        model building code (i.e., the International Building Code and
        other I-Codes or the National Fire Protection Association
        Building and Safety Code), which contains the minimum flood
        resistant design and construction requirements of the NFIP.
        States should review their model ordinances and work with
        communities to ensure that they understand the implications of
        these codes and how they are enforced with respect to NFIP
        requirements.

5)  Outreach, Workshops, and Other Training: States are encouraged to
    conduct outreach, workshops, and other training for local officials
    to support implementation and enforcement of community floodplain
    management regulations, to promote hazard identification, and local
    and State planning initiatives. States should conduct workshops and
    other training and outreach opportunities on a schedule and at
    locations that are coordinated with the FEMA Region, and outlined in
    the Five-Year Plan. For further information on State CAP-SSSE
    program, see the new CAP-SSSE website\*. E194, Advanced Floodplain
    Management Concepts Course (with modules: Local Floodplain Manager
    Roles and Responsibilities; NFIP Rules and Regulations in Depth;
    Letter of Map Change; Preparing for Post-Disaster Responsibilities),
    is available in FY09 for field deployment. A Focus Group for E282,
    Advanced Floodplain Concepts 2 (with modules: Considerations for
    Placement of Manufactured Homes and RVs in the Floodplain; NFIP
    Flood Insurance Principles for the FPM; Higher Standards in
    Floodplain Management; Hydrology and Watershed Processes for the
    Non-Engineer), was held in April 2008. The pilot will be held at EMI
    in early FY09. See Attachment 3 for more information on these ATMs.

> \*CAP-SSSE Website:
> http://www.fema.gov/plan/prevent/floodplain/fema_cap-ssse.shtm.

a.  ASFPM Activities: Individual ASFPM membership fees are not covered
    by CAP SSSE funding. However, FEMA highly encourages State
    floodplain management personnel to attain Certified Floodplain
    Manager (CFM) credentials. States may use CAP-SSSE funds to allow
    State employees that are involved in floodplain management
    activities to take the CFM exam. CAP-SSSE funds can be used to cover
    initial exam and biennial CFM renewal fees. States are encouraged to
    sponsor and proctor CFM exams in coordination with ASFPM. In
    addition, States may use CAP-SSSE funding to allow local officials
    to attend and/or assist with the annual ASFPM conference when it
    occurs in their home state, or a nearby location. These costs must
    be negotiated with the Region as part of the annual agreement.

```{=html}
<!-- -->
```
6)  General Technical Assistance: States should provide general
    technical assistance to communities and individuals to resolve
    floodplain management issues related to the NFIP.

7)  Community Rating System (CRS) Support: States should assist
    communities in joining the NFIP Community Rating System (CRS)
    through providing general technical assistance, conducting entry
    CAVs and providing support for activities credited by CRS.

8)  Mapping Coordination Assistance: As part of the Flood Map
    Modernization process, States must work with the Regions to develop
    flood mapping priorities, and participate in community meetings held
    as part of the mapping process. In addition to CAP-SSSE grants,
    States are eligible for Cooperating Technical Program (CTP) Program
    Management funding to meet these Flood Map Modernization
    responsibilities. The CAP SSSE plans must be developed separately
    from but in coordination with the CTP Program Management plans to
    ensure that CTP is used to complement CAP-SSSE activities and that
    States will meet all of their responsibilities under Flood Map
    Modernization. Neither CTP Program Management nor CAP-SSSE funds can
    be used for conducting floodplain studies or developing floodplain
    maps. However, several activities are allowable under both grant
    programs, including map adoption, training, outreach and others. Use
    of these resources should be closely coordinated to prevent
    duplication of effort.

9)  Coordination with Other State Programs and Agencies: States are
    encouraged to coordinate with other State administered programs that
    impact floodplain management such as the Hazard Mitigation
    Assistance (HMA) Program that includes: the Hazard Mitigation Grant
    Program, Pre-Disaster Mitigation Program, Severe Repetitive Loss
    Program, Repetitive Flood Claims Program, State Dam Safety Program,
    and other State land-use and water resources programs. Coordination
    with other State agencies on adoption and implementation of State
    Executive Orders and regulations that meet State NFIP requirements
    is also encouraged.

10) Assistance to Communities in Responding to Disasters: States are
    encouraged to provide post-disaster assistance and support to NFIP
    communities. Examples of these activities include: technical
    assistance implementing substantial damage requirements, including
    use of the Substantial Damage Estimating Software; assistance to
    communities enrolling into the NFIP; general floodplain management
    technical assistance; assistance with the promotion and use of the
    NFIP Increased Cost of Compliance coverage, and assistance with a
    variety of HMA programs. Generally, these activities are not
    included in the annual CAP-SSSE Agreement, but can be negotiated
    when a disaster occurs. The CAP-SSSE Agreement must be modified to
    reflect these changes when they occur.

```{=html}
<!-- -->
```
D.  []{#__RefHeading___Toc216604524 .anchor}**Restrictions**

CAP-SSSE funds are restricted in their use. They can only be used for
activities that support the NFIP by fostering effective floodplain
management programs in participating communities and providing
assistance to non-participating communities in enrolling in the NFIP.

States are encouraged to have at least one full-time person dedicated to
CAP-SSSE and other floodplain management activities to help maintain
this expertise and capability. If a State does not have the necessary
expertise and capability to conduct CAP-SSSE activities, the Region and
State are required to develop a remedial plan. If the necessary
expertise and capability has not been developed by the State, the
following year's CAP-SSSE funding may be reduced or withheld.

CAP-SSSE funds cannot be used for conducting floodplain studies or
developing floodplain maps.

# Part IV. APPLICATION AND SUBMISSION INFORMATION

A.  []{#__RefHeading___Toc216604526 .anchor}**Address to Request
    Application Package**

DHS participates in the Administration's e-government initiative. As
part of that initiative, all applications must be filed using the
Administration's common electronic "storefront" \--
*[grants.gov](../grants.gov).* Eligible states must apply for funding
through this portal, accessible on the Internet at
*[http://www.grants.gov](http://www.grants.gov/).* To access application
forms and instructions, select "Apply for Grants," and then select
"Download Application Package." States will be required to submit only
the initial application through Grants.gov. Subsequent submitted
material such as progress reports will not have to be submitted through
the Grants.gov process, but will be submitted as in prior years.

Select "Download Application Package," and then follow the prompts to
download the application package. To download the instructions, go to
"Download Application Package" and select "Instructions." If you
experience difficulties or have any questions, please call the
*[grants.gov](../grants.gov)* customer support hotline at (800)
518-4726.

B.  []{#__RefHeading___Toc216604527 .anchor}**Content and Form of
    Application**

```{=html}
<!-- -->
```
1.  **On-line application.** The on-line application must be completed
    and submitted using *grants.gov* after Central Contractor Registry
    (CCR) registration is confirmed. The on-line application includes
    the following required forms and submissions:

-   Investment Justification

-   Any additional Required Attachments

-   Standard Form 424, Application for Federal Assistance

-   Standard Form 424A, Budget Information

-   Standard Form 424B Assurances

-   Standard Form 424C, Budget Information -- Construction Form (if
    applicable)

-   Standard Form 424D, Assurances -- Construction Programs (if
    applicable)

-   Standard Form LLL, Disclosure of Lobbying Activities

2.  **Application via *grants.gov*.** FEMA participates in the
    Administration's e-government initiative. As part of that
    initiative, all applicants must file their applications using the
    Administration's common electronic "storefront" \-- *grants.gov*.

3.  **DUNS number**. The applicant must provide a Dun and Bradstreet
    Data Universal Numbering System (DUNS) number with their
    application. This number is a required field within *grants.gov* and
    for CCR Registration. Organizations should verify that they have a
    DUNS number, or take the steps necessary to obtain one, as soon as
    possible. Applicants can receive a DUNS number at no cost by calling
    the dedicated toll-free DUNS Number request line at (866) 705-5711.

4.  **Valid Central Contractor Registry (CCR) Registration.** The
    application process also involves an updated and current
    registration by the applicant. Eligible applicants must confirm CCR
    registration at *[http://www.ccr.gov](http://www.ccr.gov/),* as well
    as apply for funding through *grants.gov***.**

> Note to applicants with an existing CCR number: You must validate your
> CCR number annually; if it expired you will have to re-register. To
> avoid application deadline problems we recommend that you visit the
> CCR web site at least 30 days in advance of the anniversary date on
> which you registered, verify your status and re-validate your CCR
> registration. It is incumbent upon applicants to remain alert to this,
> as well as, other deadline-related issue(s).

C.  []{#__RefHeading___Toc216604528 .anchor}**Submission Dates and
    Times**

Completed applications must be submitted electronically through
*[www.grants.gov](http://www.grants.gov/)* **no later than 11:59 PM EST,
February 27, 2009**. Late applications will neither be considered nor
reviewed. Upon successful submission, a confirmation e-mail message will
be sent with a [*grants.gov*](http://www.grants.gov/) tracking number,
which is needed to track the status of the application.

# Part V. APPLICATION REVIEW INFORMATION

A.  []{#__RefHeading___Toc216604530 .anchor}**Review Criteria**

FEMA Regional Offices and the designated State agency negotiate a
CAP-SSSE Agreement (Agreement) that specifies activities and products to
be completed by a State in return for CAP-SSSE funds. The State is also
required to develop and update annually, the Five-Year Strategic
Floodplain Management Plan (Five-Year Plan), as stated above, describing
the activities to be completed given current and future levels of
CAP-SSSE funding. The plan will describe how the required performance
measures will be met. The Agreement is intended to reflect the Five-Year
plan, FEMA's requirements, and the State's role in providing technical
assistance to communities and evaluating community performance. Where
possible community assistance should integrate the expertise of the
State on how best to build and maintain community floodplain management
capability. The Agreement is subject to amendments and modifications
when approved by both parties. In instances where the State is unable to
complete the work agreed to, such a renegotiation must occur. When
events such as disasters, loss of State staff, or other unforeseen
event, the State and Region should reassess the priorities and amend the
Agreement to reflect actual work performed. Performance measures that
address quality of service are to be developed and measured. The
CAP-SSSE Agreement is not intended to fund all floodplain management
activities undertaken by the State NFIP Coordinating Agency, only those
activities that the Region and State agree to. States are expected to
continue to perform other duties and responsibilities of the State NFIP
Coordinating Agency and support State floodplain management programs and
initiatives using their own resources and funding.

B.  []{#__RefHeading___Toc216604531 .anchor}**Review and Selection
    Process**

FEMA\'s Regional Offices will contact eligible States to negotiate a
mutually acceptable grant agreement. Funding is made available when the
grant agreement is negotiated and agreed upon. Continued participation
in the CAP-SSSE is dependent upon completing activities described in the
grant agreement. The CAP-SSSE is designed to utilize the floodplain
management capabilities of individual States in a cost effective
cooperative agreement with FEMA. A State\'s participation in the SSSE is
voluntary and is contingent upon need and skill level capability.

C.  []{#__RefHeading___Toc216604532 .anchor}**Anticipated Announcement
    and Award Dates**

The FEMA Regional Offices will negotiate awards and work plans with each
State.

# Part VI. AWARD ADMINISTRATION INFORMATION

A.  []{#__RefHeading___Toc216604534 .anchor}**Notice of Award**

Upon approval of an application, the grant will be awarded to the grant
recipient.  The date that this is done is the "award date." 
Notification of award approval is made through the Grants Management
System (GMS).  Once an award has been approved, a notice is sent to the
authorized grantee official. Follow the directions in the notification
and log into GMS to access the award documents. The authorized grantee
official should carefully read the award and special condition
documents. If you do not receive a notification, please contact your
Program Analyst for your award number. Once you have the award number,
contact the GMS Help Desk at (888) 549-9901, option 3, to obtain the
username and password associated with the new award.

The period of performance is 12 months. Any unobligated funds will be
de-obligated at the end of the 90 day close-out period. Extensions to
the period of performance will be considered only through formal
requests to FEMA with specific and compelling justifications why an
extension is required.

B.  []{#__RefHeading___Toc216604535 .anchor}**Administrative and
    National Policy Requirements**

> []{.mark}

1.  **Standard Financial Requirements.** The grantee and any sub-grantee
    shall comply with all applicable laws and regulations. A
    non-exclusive list of regulations commonly applicable to DHS grants
    are listed below:

> **2.1 \-- Administrative Requirements.**

-   44 CFR Part 13, Uniform Administrative Requirements for Grants and
    Cooperative Agreements to State and Local Governments

-   2 CFR Part 215, Uniform Administrative Requirements for Grants and
    Agreements with Institutions of Higher Education, Hospitals, and
    Other Non-Profit Organizations (OMB Circular A-110)

> **2.2 \-- Cost Principles.**

-   2 CFR Part 225, Cost Principles for State, Local, and Indian Tribal
    Governments (OMB Circular A-87)

-   2 CFR Part 220, Cost Principles for Educational Institutions (OMB
    Circular A-21)

-   2 CFR Part 230, Cost Principles for Non-Profit Organizations (OMB
    Circular A-122)

-   Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost
    Principles and Procedures, Contracts with Commercial Organizations

> []{.mark}
>
> **2.3 \-- Audit Requirements.**

-   OMB Circular A-133, Audits of States, Local Governments, and
    Non-Profit Organizations

> **2.4 \-- Duplication of Benefits.** There may not be a duplication of
> any federal assistance, per A-87, Basic Guidelines Section C.3 (c),
> which states: Any cost allocable to a particular Federal award or cost
> objective under the principles provided for in this Circular may not
> be charged to other Federal awards to overcome fund deficiencies, to
> avoid restrictions imposed by law or terms of the Federal awards, or
> for other reasons.  However, this prohibition would not preclude
> governmental units from shifting costs that are allowable under two or
> more awards in accordance with existing program agreements.  

2.  **Non-supplanting Requirement.** Grant funds will be used to
    supplement existing funds, and will not replace (supplant) funds
    that have been appropriated for the same purpose. Applicants or
    grantees may be required to supply documentation certifying that a
    reduction in non-Federal resources occurred for reasons other than
    the receipt or expected receipt of Federal funds.

> []{.mark}

C.  []{#__RefHeading___Toc216604536 .anchor}**Reporting Requirements**

[]{.mark}

States must report at least semi-annually to the Regions to demonstrate
progress in meeting agreed upon performance measures contained in the
Five-Year Plans. Some Regions may require quarterly reporting to satisfy
Regional grants management requirements. Regions are held accountable
for funds expended through CAP SSSE and must require that their States
document work so that progress can be tracked. States are expected to
cooperate with Regions by submitting documentation or other evidence
that demonstrates completion of approved activities. States must provide
a final status report on meeting their performance measures to the
Region by December 30, 2010.

[]{.mark}

Regions will provide the Floodplain Management Branch at FEMA
Headquarters with an end of fiscal year progress report that will be due
no later than January 30, 2010. The end of year report will address
State progress in meeting established performance measures. The format
for this annual report will be forwarded to the Regions in the 4th
quarter of FY 2009. The Regional Office and the States will work closely
together to generate this yearly report.

[]{.mark}

1.  **Financial and Compliance Audit Report.** Recipients that expend
    \$500,000 or more of Federal funds during their fiscal year are
    required to submit an organization-wide financial and compliance
    audit report. The audit must be performed in accordance with the
    U.S. General Accountability Office, *Government Auditing Standards*,
    located at
    [*http://www.gao.gov/govaud/ybk01.htm*](http://www.gao.gov/govaud/ybk01.htm),
    and *OMB Circular A-133, Audits of States, Local Governments, and
    Non-Profit Organizations*, located at
    *<http://www.whitehouse.gov/omb/circulars/a133/a133.html>.* Audit
    reports are currently due to the Federal Audit Clearinghouse no
    later than nine months after the end of the recipient's fiscal year.
    In addition, the Secretary of Homeland Security and the Comptroller
    General of the United States shall have access to any books,
    documents, and records of recipients of FY 2009 Community Assistance
    Program for audit and examination purposes, provided that, in the
    opinion of the Secretary or the Comptroller, these documents are
    related to the receipt or use of such assistance. The grantee will
    also give the sponsoring agency or the Comptroller, through any
    authorized representative, access to, and the right to examine all
    records, books, papers or documents related to the grant.

> The State shall require that sub-grantees comply with the audit
> requirements set forth in *OMB Circular A-133*. Recipients are
> responsible for ensuring that sub-recipient audit reports are received
> and for resolving any audit findings.

# Part VII. FEMA CONTACTS

> []{.mark}

1.  **Grant Programs Directorate (GPD).** FEMA GPD will provide fiscal
    support, including pre- and post-award administration and technical
    assistance, to the grant programs included in this solicitation.
    Additional guidance and information can be obtained by contacting
    the FEMA Call Center at (866) 927-5646 or via e-mail to
    <ASK-GMD@dhs.gov>.

[]{.mark}

[]{.mark}

[]{.mark}