What is the Nonprofit Security Grant Program (NSGP)?

The Nonprofit Security Grant Program (NSGP) is a grant program offered by the Department of Homeland Security, Federal Emergency Management Agency focused on enhancing the ability of nonprofit organizations to prevent, protect against, prepare for, and respond to terrorist or other extremist attacks.

The Nonprofit Security Grant Program (NSGP) provides up to $150,000 in funding towards meeting an organization's physical security needs.

Described under section 501(c)(3) of the Internal Revenue Code of 1986 (IRC) and exempt from tax under section 501(a) of such code. This includes entities designated as “private” (e.g., private institutions of higher learning), as private colleges and universities can also be designated as 501c3 entities.

When does FEMA release the Notice of Funding Opportunity?

FEMA is under no set schedule to release the Notice of Funding Opportunity (NOFO). Organizations interested in applying under the Nonprofit Security Grant Program are encouraged to monitor the FEMA NSGP website.

Why does the Maryland Department of Emergency Management’s (MDEM) application deadline differ from the application deadline in the Notice of Funding Opportunity?

The difference between the two application deadline dates provides MDEM the time required to screen and score the applications.

Why does the Maryland Department of Emergency Management (MDEM) require so many additional application documents?

The additional application documents provide MDEM with information necessary to effectively screen, adjudicate, and score the application as well as provide information for overall program management.

W-9 Request for Taxpayer Identification Number and Certification

Does an organization need to submit a W-9 Request for Taxpayer Identification Number and Certification?

All organizations regardless of whether a previous grant subrecipient must complete and submit a W-9 Request for Taxpayer Identification Number and Certification. This will ensure MDEM has the correct information on file.

Unique Entity Identifier (UEI)

Does an organization have to have an Unique Entity Identifier (UEI) prior to submitting an application?

An organization does not have to have a Unique Entity Identifier prior to submitting an application, however; an organization does have to have a UEI prior to receiving an award.

How does an organization obtain a Unique Entity Identifier?

Organizations must obtain their Unique Entity Identifier through the System for Award Management (SAM.gov). Additional information is available in the NSGP Notice of Funding Opportunity.

Is an organization authorized to make any changes to the terms and conditions of the subrecipient agreement?

No, the subrecipient agreement must be executed as-is. If the organization does not accept the agreement, the subaward will be forfeit.

Authorized Organizational Representative

How is the Authorized Organizational Representative (AOR) different from the Project Manager?

The Authorized Organizational Representative and project manager may be one-in-the-same, however; best practices demonstrate that these should be two different individuals from the organization.

Can a consultant perform the role of the Authorized Organizational Representative?

No, the Authorized Organizational Representative must be someone from within the organization.

What happens if an organization’s authorized organizational representative changes during the grant’s period of performance?

The organization should immediately notify MDEM using MDEM Form NSGP-301 - Authorized Organizational Representative form. It is critical for effective communication between MDEM and the organization that the authorized organizational representative contact information be kept up-to-date.

Subrecipient Grant Award Briefing

Is the Subrecipient Grant Award Briefing mandatory?

Yes, the Subrecipient Grant Award Briefing is mandatory for all grant subrecipients including those with a funding hold.

How many Subrecipient Grant Award Briefings will be held?

MDEM will present two subrecipient grant award briefings: one daytime and one evening.

Yes, a link to the briefing recording will be posted to the MDEM NSGP website. The briefing recording will also be available on MDEM’s YouTube channel.

Will the Subrecipient Grant Award Briefing presentation be available for later review? 

Yes, the presentation will be posted to the MDEM NSGP website.

Will all questions and answers be provided to all briefing registrants and organizations?

Yes, all questions and answers will be sent to the registered attendees and authorized organizational representatives.

What happens if an organization fails to attend the mandatory grant award briefing?

Organizations that fail to attend the grant award briefing may be identified as noncompliant.

How will we know if our organization’s project has a funding hold?

If an organization’s project has a funding hold, a notification will be sent from MDEM to the authorized organizational representative.

Will we have a specific person assigned to our grant?

Subrecipient’s grants will be administered by a Grant Administrator from the Nonprofit Security Grant Program. All correspondence should be sent via email to nsgp.mdem@maryland.gov.

The Fiscal Year 2023 awards have a period of performance of September 1, 2023 through March 31, 2026.

What's the timeframe for utilization of this grant?

September 1, 2023 through March 31, 2026

Organizations are required to submit a quarterly status report each quarter using the Quarterly Status Report, MDEM Form NSGP-200 - Quarterly Status Report, regardless of whether or not any progress has been irsmade.

An organization’s first quarterly status report is due January 15, 2024.

A Change of Scope form is required, MDEM Form NSGP-300 - Change of Scope Request; an updated Vulnerability/Risk Assessment, and a revised Environmental and Historic Screening form is also required.

If the scope of the project changes from the original scope based on a new security assessment, do we need to fill any additional paperwork for changing the scope? 

Yes, a Change of Scope form, MDEM Form NSGP-300 - Change of Scope Request and updated vulnerability assessment (if applicable).

How do we request a variance? If we find a lower estimate for a designated project can we request to use the balance in another area as long as it fits the scope of the grant?

Yes, as long as the completed project conforms to the scope approved by the grant.

If an extension is requested, how much additional time to complete the project is provided?

Most extensions are only for 30 additional days.

Monitoring visits can be conducted any time during or after the period of performance; however, MDEM is obligated to conduct visits once in every 24 month period.

Are monitoring visits in-person or virtual?

Due to the nature of the monitoring visits, most visits are in-person.

What does a monitoring visit entail?

A monitoring visit generally includes a comprehensive review of the physical conditions and administrative management of the project. Photos are normally taken of equipment installations. A financial review of the organization’s financial documentation is also conducted.  All relevant information associated with the application, award, and execution of the grant must be available for inspection and review during this visit.

How much advance notice is provided prior to a monitoring visit?

Typically, MDEM provides 30 days notice of the intent to perform a monitoring visit. The monitoring visit will be held during normal business hours when convenient for both MDEM and the organization.

Where can I find instructions for completing the Environmental and Historic Preservation (EHP) screening form?

The instructions on how to fill out the Environmental and Historic Preservation screening form are included in the document. FEMA provides additional information at https://www.fema.gov/grants/guidance-tools/environmental-historic.

Are Environmental and Historic Preservation (EHP) screening required for all projects?

Yes, with the exception of contracted security services; project management and administration; and specific instances of planning, classroom-based training,  exercises, and purchase of mobile and portable equipment as detailed in FEMA Policy #108-023-1. (See FEMA Policy #108-023-1: Grant Programs Directorate Environmental Planning and Historic Preservation for guidance

https://www.fema.gov/sites/default/files/documents/fema_gpd-ehp-policy-guidance.pdf)

There is no specific deadline for submitting the completed Environmental and Historic Preservation (EHP) screening form; however, no work can start until an EHP is approved. You should submit your EHP as soon as possible.

The Maryland Department of Emergency Management does not recommend nor maintain a list of authorized consultants qualified to develop the Environmental and Historic Preservation Screen analysis.

How long does the Environmental and Historic Preservation (EHP) screening review normally take, particularly the respective reviews by MDEM and FEMA?

FEMA has 30 calendar days to complete the Environmental and Historic Preservation Screening review. If FEMA requests more information from the subrecipient to complete their review, this delay resets the review period back to 30 days. The length of time for the EHP review will vary from project to project since each EHP is specific to the facility and project. The greater the complexity of the project, the longer it is anticipated for the review to take.  Organizations can try to reduce the review time by providing a thorough detailed EHP.

An Environmental and Historic Preservation Screening form must be submitted and approved prior to the initiation of any work. If you have multiple projects, you can include them on one Environmental and Historic Preservation Screening form.

Is it possible to use some of the project funds to hire a project manager in addition to a general contractor, if necessary? 

No, unless your organization requested management and administration at the time of the grant application and was subsequently approved by FEMA.

We have three facility hardening projects proposed. Can funds be reallocated from one project to another?

Yes, funds can be reallocated from one project to another as long as the approved project scope does not change and the project is in the same location.

If pricing for projects changes (increases) from the time the application was submitted, how will that be addressed?

Depending on priority, some projects may have to be eliminated or downsized.

The Maryland Department of Emergency Management does not maintain a list of qualified vendors and/or contractors who perform security upgrades.

Do organizations need to obtain three bids for management and administration Services?

No; however, an organization can only use management and administration funds if they were included in the organization’s grant application and approved by FEMA.  

Yes; however, an organization would need to submit a change of scope request which requires both MDEM And FEMA approval before the project could proceed.

No, an organization does not need to submit the bid documents to MDEM regarding procurement; however, the organization will need to keep all procurement documents for a period of at least three years from the project closeout.

Is it necessary to obtain multiple bids for micro-purchases?

If the total cost of the purchase is less than $50,000, then no. If the total purchase price is greater than $50,000, then yes.

Are organizations required to conform to competitive bidding practices for micro-purchases?

The Code of Federal Regulations, 2 CFR 200.320 Methods of procurement to be followed, detail the allowable procurement methods and their thresholds. The current threshold for micro-purchases identified in the Fiscal Year 2023 Preparedness Grants Manual is $10,000.

Is it necessary to obtain multiple bids for small purchases?

The Maryland Department of Emergency Management has established an upper limit of $50,000 for micro-purchases, after which the small purchase requirements are enforced.

The Code of Federal Regulations, 2 CFR 200.320 Methods of procurement to be followed, detail the allowable procurement methods and their thresholds. MDEM recommends that organizations obtain three bids for small purchases.

What are "Management and Administration" costs?

Management and Administrative costs are for activities directly related to the management and administration of the award, such as financial management, reporting, and program and financial monitoring.

Does MDEM maintain a list of vendors and/or contractors who abide by the Build America, Buy America Act (BABAA) in Maryland, or provide guidance on how to find them?

The Maryland Department of Emergency Management does not maintain a list of vendors and/or contractors who abide by Build America, Buy America in Maryland. You will have to work with the contractor regarding the requirement.

https://www.fema.gov/grants/policy-guidance/buy-america

https://www.fema.gov/grants/policy-guidance/buy-america/programs-definitions

Does the Build America, Buy America Act (BABAA) apply to the Nonprofit Security Grant Program (NSGP) since they are under the $250,000 threshold?

Organizations are encouraged to follow the “letter of the law” for the NSGP grants.

https://www.fema.gov/sites/default/files/documents/fema_babaa-public-interest-small-projects.pdf

Telecommunications Purchasing Restrictions

Purchasing is prohibited from which companies and their subsidiaries?

Purchasing is prohibited from Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, Dahua Technology Company, and any of their  subsidiaries or affiliates.  Refer to the 2 Code of Federal Regulations § 200.216 Prohibition on certain telecommunications and video surveillance services or equipment, 2 CFR 200.216.

Is advance reimbursement available under the provisions of the Nonprofit Security Grant Program? 

No, advancement of funds is not allowed. The grant operates solely on a reimbursement basis.

The Nonprofit Security Grant Program is administered on a reimbursement basis.  Organizations are required to submit requests for reimbursement as funds are expended.

Is reimbursement via electronic transfer of funds possible for the NSGP?

Organizations that prefer to receive reimbursements via electronic transfer of funds must register with the Comptroller of Maryland, General Accounting Division. For more information refer to https://www.marylandtaxes.gov/divisions/gad/eft-program.php. Organizations desiring electronic transfer of funds are responsible for establishing and maintaining their registration.

How would an organization be notified that an electronic transfer of funds occurred?

Organizations setup for electronic transfer of funds should consult with their individual financial institution to determine the messaging provided for incoming electronic transfer of funds.

If an organization requests reimbursement now for non-installation services, will it processed now or after the first quarter of year?

Reimbursements can be requested at any time as long as you have an invoice and proof of payment and the request aligns with the project scope.  You are not required to submit reimbursements quarterly.

Are partial reimbursements available as phases of projects are completed?

Organizations are encouraged to submit reimbursement requests for expenses which have complete documentation (invoice and acceptable proof of payment).

What is considered acceptable proof of payment?

Acceptable proof of payment includes a combination of canceled checks (front and back), payment details, or transaction details.

What is the period of performance and liquidation period for the Fiscal Year 2023 grants?

The period of performance for Fiscal Year 2023 grant is from September 1, 2023 to March 31, 2026.  The 30-day liquidation period ends April 30, 2026.  All work should be completed by March 31, 2026.

If an organization’s Fiscal Year 2023 project is completed before the end of the period of performance, March 31, 2026, are quarterly status reports still required?

No, but organizations are required to fill out a close out report.