I'm planning to submit an application as a host for a regional project. When I answer the questions in the Department Characteristics section of the online application, do I use the statistics for the entire region that will be affected by the project, or do I use my department's local statistics?
In 2005, when applying as a host for a regional project, you provided your department's statistics when responding to the Department Characteristics questions, but in 2006 you will provide the statistics for the entire region.
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I'm applying as the host for a regional project, but I also need some equipment for my own department. Can I submit a second application for my own department's needs?
No. In 2005 the host applicant could ask for equipment that it needed internally, but in 2006 the only activities that may be on a regional application are those that are specifically related to the regional project.
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The 2006 Program Guidance highlights "regional projects" whereby a county fire department acting as the host department could apply for a grant on behalf of all departments in its jurisdiction. According to the Guidance, the other benefiting departments may still apply for other needs as long as their applications did not duplicate the host applicant's request. But, the Program Guidance also states that a fire district may apply on behalf of the departments under its purview, or the individual departments may apply on their own, but not both. Isn't this contradictory?
Yes, it is contradictory, but we believe that interoperability is important; therefore, we will allow host departments to apply as well as the benefiting departments—as long as there is no duplication.
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It has been the AFG policy to allow up to 50 percent of the grant funds to be used for a down payment. Has that changed for this year's program?
Yes. To encourage better cash management practices, grantees may only request 25 percent for down payments.
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Will preference be given to those who applied for fire grants last year and didn't receive them?
No. This is a competitive grant program. We will view all applications independently. Applicants that best address the program's priorities and provide the best narrative explaining the project with the project's budget details, demonstrating financial need, showing the best cost-benefit, and showing the most significant outcomes will win out in a competitive process.
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What are the requirements for matching funds?
- Fire departments in areas serving populations over 50,000 must agree to match the Federal grant funds with an amount of non-Federal funds equal to 20 percent of the total project cost.
- Fire departments serving areas with a population between 20,001 and 50,000 (inclusive) will have to match the Federal grant funds with an amount of non-Federal funds equal to 10 percent of the total project cost.
- Fire departments service areas with a population of 20,000 or less must match the Federal grant funds with an amount of non-Federal funds equal to 5 percent of the total project cost.
- All cost-share contributions must be cash. No "in-kind" contributions will be considered for the statutorily required cost-share. No waivers of this requirement will be granted except for fire departments of Insular Areas as provided for in 48 U.S.C. 1469a.
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Is funding available for construction?
No. No grant funds may be used for construction of any kind. This includes site preparation for the placement of generators or the erection of a radio tower. We will not participate in any activity where the profile or the footprint of a structure will be changed. However, the costs of renovations to an existing facility are allowable if they support a grant activity or program and involve only the minor interior changes necessary to fulfilling their scope of work. Renovations are limited to $10,000.
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Where can I find out more information regarding CBRNE preparedness training?
DHS provides CBRNE training at the Awareness, Performance, and Planning and Management levels FREE OF CHARGE for eligible applicants. This training is listed in the ODP Course Catalog (www.ojp.usdoj.gov/odp/docs/coursecatalog.pdf) or may be obtained by calling the Helpline at 1-800-368-6498.
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With the changing technology in communications, why are cell phones not allowed in the AFG Program?
There are several issues with allowing cell phones in the grant program. Under traditional means, they are not normally used for emergency communications. They are considered an ancillary device that may assist a fire department member for personal communications, but it is not the primary means for emergency communications, especially at a fire scene. There is also the issue of multiyear use agreements for cell phones, which is at odds with the fact that the program has a performance period of one year.
The AFG Program will accept applications that include the 800 MHz trunked radio systems and wireless technologies in support of interoperability. As with all grant requests, the burden is on the applicant to provide justification for the cost-benefit of this type of request. If awarded, a technical review will be conducted to ensure the system requested meets the state and local interoperability requirements. The grant funds can be used to purchase the equipment but cannot be used to pay for the service contract or annual usage agreements.
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If our department was contacted by the Program Office during the approval process and negotiated to a lower number of a particular item, but then after purchasing everything, had additional funds, can we purchase the original "pre-negotiated" number of items?
No. If the program office negotiated a lower number of items, it was because the Program Office Subject Matter Specialists determined that the original request contained either excessive or duplicative equipment. Saving funds does not eliminate the rationale for the reduction in items. For example, a department with 10 active members sought 20 sets of turnout. The Program Office reduced the request to 10 because purchasing a second set of gear is a poor use of limited grant funds when so many other departments have unmet needs. If this department received quotes sufficient to purchase 20 sets of gear, we would only pay for 10, based on the negotiated agreement. The only exception to this situation would be the use of excess funds. Grantees are allowed discretion in their use of up to $5,000 in excess funds. See the Program Guidance for more details on the eligible uses of excess funds.
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If I negotiated a lower number of a particular item – as in the above scenario where gear was reduced from 20 sets to 10 sets because, at the time of application, I only had 10 active members – can I buy more than the negotiated number of items or equipment for new members?
Many applicants' situations change between the submittal of their application and the ultimate award. Unfortunately, we cannot take these changing conditions into consideration when making award decisions. We can only consider the information contained in the original proposal. If we allow one applicant to update their application to reflect current conditions, we would have to allow ALL applicants to do the same. So, in this scenario, we would only allow the grantee to purchase equipment for the number of members listed in their application. The only exception to this situation would be the use of excess funds. Grantees are allowed discretion in their use of up to $5,000 in excess funds. See the Program Guidance for more details on the eligible uses of excess funds.
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I recently submitted a payment request that was denied because it included extended warranty and service agreement on the item purchased. I could not find in the Program Guidance where this expense is ineligible. Where can I find this information?
It is impossible for us to list every ineligible item; as such there is the potential for items to be considered ineligible but not specifically listed in the program guidance. Warranties and maintenance agreements fall into this category. The reason that warranties and maintenance agreements are not eligible is that the Program Office expects grantees to purchase items as listed in their award. All grant activity, i.e., the purchase of products and/or services, are expected to be carried out to completion within the Period of Performance, as stated in Article III of the award letter. Activities that go beyond the Period of Performance or are outside the scope of the award would be in violation of Article II of the award agreement. Multi-year warranties or maintenance agreements, by their very nature, remain in effect well beyond the performance period, and therefore, are not allowed.
Please note that these ineligible services have been specifically included in the 2006 AFG Program Guidance.
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Are there other Federal grants available that can assist my organization in acquiring equipment and training?
Yes. Most often, the complete list of alternative funding opportunities will take some research on your part into potential Federal grants that will fulfill your needs.
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What is CEDAP, and can I apply for my needs under those grants?
CEDAP stands for Commercial Equipment Direct Assistance Program. It is direct assistance, not a grant program. (Direct assistance means that the piece of equipment, and the training to utilize it, are provided directly to the awardee.) In some instances, applicants eligible for AFG may also be eligible for CEDAP. Information on the CEDAP can be accessed at the Responder Knowledge Base (RKB). The RKB also provides emergency responders with a single source for integrated information on available equipment, equipment certification and standards, equipment training, cost resources, and reviews from other equipment users. The Responder Knowledge Base will also include the Interagency Board's Standardized Equipment List (SEL) and G&T's Authorized Equipment List (AEL)
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I applied for a CEDAP award. Can I apply for the same items under the fire grants?
Yes, however, you cannot receive an award for the same items from both programs. If that occurred, one of the awards would have to be cancelled.
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I received a CEDAP award Does that affect my AFG eligibility?
No. In fact, a CEDAP award would not impact a jurisdiction's qualifications for any other DHS grants. CEDAP is essentially a first responder program, centered principally on terrorism preparedness. The terrorism preparedness G&T programs are generally funded based on 1) formula; or 2) risk & need -- neither of which should be impacted by a CEDAP award.
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Does AFG use or rely on the list of approved equipment that is used in other DHS first responder grants or assistance programs, such as CEDAP or UASI?
Yes. We refer to the list as a guideline for drafting our grant program however, our applicants are not limited to acquire their equipment from CEDAP or UASI lists.
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I recently submitted a payment request that was denied because it included extended warranty and service agreement on the item purchased. I could not find in the Program Guidance where this expense is ineligible. Where can I find this information?
It is impossible for us to list every eligible or ineligible item; as such there is the potential for items to be considered ineligible but not specifically listed in the program guidance. Warranties and maintenance agreements fall into this category. The reason that warranties and maintenance agreements are not eligible is that the program office expects the purchase of products and/or services to be carried out to completion within the Period of Performance, as stated in Article III of the award letter. Activities that go beyond the Period of Performance or are outside the scope of the award would be in violation of Article II of the award agreement. Multi-year warranties or maintenance agreements, by their very nature, remain in effect well beyond the performance period, and therefore, are not allowed.
Please note that these ineligible services have been specifically included in the 2006 AFG Program Guidance.
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For the questions regarding injuries of duty members, should I include incidents of exposures to meningitis or chemicals?
Injury means loss or curtailment of the ability to provide normal active firefighting or EMS duties. Exposures would only count as an "injury" if the exposure eventually resulted in loss or curtailment of duties.
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