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• General -use facility expenditures, to include, but not limited to ordinary facility maintenance,
<br />contracts for maintenance, and specifically backup or emergency generators;
<br />• General vehicle maintenance, service contracts, or warranties. This is different from maintenance
<br />and sustainment costs that are allowable, but only for projects funded under a grant award. For
<br />projects or equipment not funded by the grant award, general maintenance, service contracts, and
<br />warranties are not allowable;
<br />• Expenditures for items such as general -use software (word processing, spreadsheet, graphics,
<br />etc.), general -use computers and related equipment (other than for allowable M&A activities, or
<br />otherwise associated preparedness or response functions), general -use vehicles, licensing fees,
<br />recurring operating costs (e.g., cell phone services, maintenance contracts);
<br />• Organizational operating expenses;
<br />• Personnel costs, to include, but not limited to, overtime and backfill (except as detailed above);
<br />• Activities unrelated to the completion and implementation of the IBSGP;
<br />• Other indirect costs (meaning property purchase, depreciation, or amortization expenses);
<br />• Initiatives in which federal agencies are the beneficiary or that enhance federal property;
<br />• Initiatives which study technology development;
<br />• Proof -of -concept initiatives;
<br />• Initiatives that duplicate capabilities being provided by the Federal Government;
<br />• Other items not in accordance with the AEL, in accordance with FEMA Policy 207-22-0002,
<br />Prohibited or Controlled Equipment Under FEMA Awards, or not previously listed as allowable
<br />costs; and
<br />• Pre -award costs are not allowable and will not be approved, with the exception of costs resulting
<br />from pre -award grant writing services provided by an independent contractor that shall not
<br />exceed $1,500, a s d e t 4iwla a d U im satdRrithe IBSf3B NOFO.
<br />Other Allowable Costs
<br />Maintenance and Sustainment Costs
<br />The use of FEMA preparedness grant funds for maintenance contracts, warranties, repair or replacement
<br />costs, upgrades, and user fees are allowable under all active and future grant awards, unless otherwise
<br />noted. Preparedness grant funds may be used to purchase maintenance contracts or agreements, warranty
<br />coverage, licenses, and user fees. These contracts may exceed the period of performance if they are
<br />purchased incidental to the original purchase of the system or equipment as long as the original purchase
<br />of the system or equipment is consistent with that which is typically provided for, or available through,
<br />these types of agreements, warranties, or contracts. When purchasing a stand-alone warranty or extending
<br />an existing maintenance contract on an already -owned piece of equipment system, coverage purchased
<br />may not exceed the period of performance of the award used to purchase the maintenance agreement or
<br />warranty. As with warranties and maintenance agreements, this extends to licenses and user fees as well.
<br />Grant funds are intended to support the National Preparedness Goal (the Goal) and fund projects that
<br />build and sustain the core capabilities necessary to prevent, protect against, mitigate the effects of,
<br />respond to, and recover from those threats that pose the greatest risk to the security of the Nation. In order
<br />to provide recipients the ability to meet this objective, the policy set forth in IB 379: Guidance to State
<br />Administrative Agencies to Expedite the Expenditure of Certain DHS/FEMA Grant Funding allows for
<br />the expansion of eligible maintenance and sustainment costs which must be in (1) direct support of
<br />existing capabilities; (2) must be an otherwise allowable expenditure under the applicable grant program,
<br />and (3) be tied to one of the core capabilities in the five mission areas outlined in the Goal. Additionally,
<br />eligible costs may also be in support of equipment, training, and critical resources that have previously
<br />been purchased with either federal grant or any other source of funding other than FEMA preparedness
<br />grant program dollars.
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<br />FEMA IBSGP Appendix 12023 Page E-8
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