12/23/25 FY25 NSGP Submission Status

Thank you to all the organizations that submitted applications for the FY25 Nonprofit Security Grant Program through the State of Kansas.

Kansas received applications for 80 organizations, representing 121 facilities. The funding requests totaled $15.3 million. These Kansas applications will compete for an estimated $2.1 in available funding.

9/29/25 Update FY24 National Security Supplement (NSS) Award Announcement

FEMA announced nearly $2 million in funding for the nonprofit organizations. All applicants have been informed one way or the other whether FEMA selected their facility(s) for funding. If you have questions, or do not recall receiving an email, reach out to the SAA team at [email protected].

For more information, see the official FEMA bulletin

10/21/25 Awardee Environmental and History Preservation (EHP) Assistance Webinar

The SAA, Kansas Highway Patrol (KHP), will be hosting a webinar opportunity focused on helping subgrantee's better understand the Environmental and History Preservation (EHP) requirement, and providing a time for attendees to ask questions.

10/6/25 FY24 NSS Awardee Project Manager Webinar

The SAA, Kansas Highway Patrol, hosted a webinar for awardees of the FY24 NSGP NSS giving an overview of awardee responsibilities and provided a time for attendees to ask questions.

7/23/25 Astra Quarterly Report Training Webinar

In order for the SAA to fulfill grant requirements, subrecipients will be asked to submit simple and brief quarterly reports in Astra. KHP hosted a training webinar covering the basics of the reporting process.

10/2/24 NSGP FY24 Awardees Webinar

Kansas Highway Patrol (KHP), the SAA, hosted two webinar opportunities for FY24 NSGP Awardees giving an overview of awardee responsibilities, and providing a time for attendees to ask questions.

Quarterly Reporting Reminders

Quarterly reports are now completed in the Astra system. For help on the quarterly reporting process, please see our Astra Quarterly Report Training Webinar.

When submitting reimbursements or accounting inquiries, please email directly to [email protected] and carbon copy [email protected] for tracking purposes. This will give the SAA and KHP accounting an opportunity to answer questions and process requests appropriately.

Planning, Training, Exercise Reminders

• Ensure that you have obtained SAA approval to utilize funds for allowable training activities by submitting a Planning/Training/Exercise notification form to [email protected] at least 30 days prior to the training activity.
• Course description, materials, agenda, and a daily sign in sheets of attendees must be submitted with the reimbursement request.
• Sign-in sheets can be completed on any format but should be legible, with the name of the activity, date(s), location, and duration(s) with typed or printed names and the individual signature for each participant.
• Retain a copy of the approval and other supporting documents for your records.
• A generic Sign-in Sheet is provided below if you do not have your own.

Project Management Resources and Forms

Links to the Planning/Training/Exercise Notification form, a provided Project Accounting Tracker, and a KHP Provided Sign-in sheet are listed below:

• Planning/Training/Exercise Notification form (Word)
• Project Accounting Tracker (Excel)
• Activity Sign-in Sheet (Word)

Subrecipient Orientation Materials

• FY24 EHP Screening Form
• FY24 EHP Section A Grantee Contact Information (Updated: 10/21/25)
• FY24 NSGP-NSS Awardee Orientation Presentation
• FY24 NSGP-NSS Awardee Project Manager Responsibilities
• FEMA Procurement Under Grants Training
• These virtual trainings are offered on the federal procurement rules applicable to FEMA award recipients and subrecipients.
• FY24 Sample NSGP Grant Award Agreement Letter
• FY24 Contractual Provisions Attachment
• FY24 Example Quarterly Work Plan Report
• FY24 Example Inventory Spreadsheet
• W-9 Form
• Tips for Filling out Your W-9 for Faster Payments
• Acceptable IRS Letters for W-9
• FY24 Policy Regarding Sexual Harassment Acknowledgment Form
• FY24 Boycott of Israel Certification Form
• FY20 FEMA Build America, Buy America Act Memo
• FY24 Build America, Buy America Implementation Guidance
• FY24 Policy on Covered Technologies
• Reimbursement Process
• FY24 Reimbursement Process Checklist
• FY24 Instructions for Completing the Reimbursement Request Sheet
• FY24 Single Audit Certification Letter
• FY25 Record Retention Requirements

• Difference Between RFP and RFQ
• A Request For Proposal (RFP) is an open request for bids to complete a new project proposed by the organization that issues it. It is meant to open up competition and to encourage a variety of alternative proposals that might be considered by the organization. Any questions that have been asked by vendors needs to be shared with other vendors (using email or updates on a public notice (church website)). This includes the process/end result the organization desires.
• A Request For Quote (RFQ) also known as an invitation for bid (IFB), is a process in which a organization chooses select vendors and/or yourself to negotiate on what they will do and negotiate the price for the chance to fulfill certain tasks or projects.
• Project File Documentation Checklist
• Samples From Kansas SAA & Fiscal Agent
• KS Register Advertisement
• Request for Bid Announcement
• Request for Bid Form
• Invitation to Bid
• Request for Proposal (RFP)
• Request for Proposal (RFQ)
• Interview Format
• Contract
• FEMA Procurement Guidelines & Resources
• The quick reference PDAT Training Replays outlines the requirements of procuring under federal funding to include a couple new standard clauses required in contracts. Some of the most common findings resulting from the OIG audits include:
• Noncompetitive contracting practices.
• Failure to include required contract provisions.
• Failure to perform required procedures to ensure small and minority businesses, women-owned enterprises, and labor surplus area firms are used when possible.
• Cost plus percentage of cost contracting; and failure to conduct a cost or price analysis.
• PDAT Field Manual
• Contract Provisions Guide