Can I submit multiple applications?
If your organization is planning on submitting an application for more than one of the three grant opportunities - Operations and Safety Activity, Vehicle Acquisition Activity, Regional application – a separate application must be submitted for each program area. In 2009, you may work on the applications concurrently if you choose.
Top

If a fire department or nonaffiliated EMS organization submits multiple applications, as allowed in the 2009 Program Guidance, will the scores of all the applications be combined or averaged, potentially hurting the department, or does each application stand alone?
Each of their applications will be scored separately in all phases of the evaluation. The score applied to one application will not affect the score(s) of any other application(s).
Top

Advance payment bonds are a requirement for vehicle grants. What are advance payment bonds and where can I get one?
An advance payment bond is like an insurance policy that protects you in the event the manufacturer with whom you contracted to build your vehicle cannot fulfill the contract, i.e., cannot finish building your vehicle for any reason. An advance payment bond is a financial tool used to guarantee, in the event of manufacturer/contractor default, funds will be available to finish the construction of your vehicle and ensure its proper operation. From the vehicle grantee's point of view, the insolvency of a contractor during the construction of a vehicle would most likely result in delayed completion of the vehicle, additional expenses for a different manufacturer/contractor to finish the work or even loss of grant funds. For this reason, we require manufacturers/contractors to provide a bond from an independent bank, insurance company or bonding agency so the vehicle grantees can recover damages they may sustain if the manufacturer/contractors default during the construction of a vehicle. The amount of the bond should be equal to, or greater than, the sum of any payments, compensation and/or consideration provided prior to the delivery of the vehicle.

If no down payment is required, an advance payment bond is not required.
Top

Are there other requirements for vehicle contracts?
Regardless of whether a performance bond is obtained, each vehicle purchase contract must include a performance clauses.  The clauses provide a specific date for delivery of the vehicle and impose a penalty for non-delivery.  Non-delivery by the contract’s guaranteed date will result in a non-performance penalty of no less than $100 per day until the manufacturer delivers the vehicle to the grantee.  Delivery is not acceptable unless the vehicle is “operational” and “functioning” when delivered.
Top

In my application, I indicated that my existing vehicle was unsafe and that I would remove it from service. What do I need to do in order to comply with this requirement?
The unsafe vehicle cannot be used in emergency service. It cannot be sold, donated and/or given to another department.  The unsafe vehicle may be traded in, taken to the junk yard for scrap, donated to a museum, relegated to farm use or given to a training academy as long as it will not be utilized for driver training (it could be used for training firefighters to operate the pump).  In order to assure an unsafe vehicle is removed, we'll require the grantee to transfer title of the vehicle to any individual or organization that is not in the business of providing first-responder services.
Top

Vehicle awards require a formal driver/operator training program. What is included in a formal driver/operator training program?
A comprehensive driver training program includes not only instruction on driving and/or operating a particular vehicle but also instruction on appropriate preventative maintenance.  If you request a vehicle, you must certify personnel who will drive and operate the requested vehicle meet or exceed the national standards for drivers/operators (fire vehicles NFPA 1002, EMS DOT or KKK standards). Be advised that NFPA 1002 requires drivers pass physicals meeting NFPA 1582 as well as the training requirements of NFPA 1001.  This training can be accomplished through an established in-house training program or with grant funds added to the vehicle request.  If you do not have an established driver training program or do not have a plan to obtain the training through this grant program or some other source, your application is not eligible for funding.
Top

At one time, AFG policy allowed up to 50 percent of the grant funds to be used for a down payment. Is that the case for this year's program?
NO.  To encourage better cash management practices, grantees may only request 25 percent for down payments.  There will not be any additional funds available for chassis payments in 2009.  If a grantee is required to pay for the chassis, they will have to use the 25 percent allowance or their own resources for the down payment.
Top

What small specialty access vehicles are eligible for funding?
For 2009, small specialty access vehicles such as ATVs, boats, gators, snowmobiles, etc., are not eligible for funding.
Top

What are the priorities for awarding applications for thermal imager cameras now that there are no limitations on the number of units that can be requested?
There are no specific criteria for awarding thermal imaging cameras (TICs).  TICs will be evaluated in the same manner as any other piece of equipment in the Equipment Activity.  The evaluation criteria priorities used for the Equipment Activity are:

• Effectiveness of the request to address basic firefighting missions.
• Frequency of use.
• Effect on firefighters' health and safety.
• Equipment that promotes interoperability with neighboring jurisdictions.

Top

What is the policy for reporting to NFIRS (National Fire Incident Reporting System) for fire departments or EMS organizations who apply as regional applicants?
As the official grantee, only the regional host is responsible for adhering to any and all grant requirements.  However, we strongly encourage any fire department that participants to report incident data to NFIRS during the period of performance.
Top

For Regional applications, are all of the benefiting organizations required to be NIMS compliant or just the host applicant?
We expect all departments receiving equipment or services from a regional project grant to be compliant with all local edicts regarding NIMS prior to award.
Top

Are there any special requirements in order to qualify for a regional communications project?
Yes. Regional communication projects must comply or be consistent with the State Communication Interoperability Plan (SCIP). Applicants in states that do not have a SCIP are not eligible for regional communication projects.
Top

We would like to remodel the chief's office and the reception area in our fire station. Can we use grant funds for remodeling?
No.  Grant funds may be used for remodeling, but only if the remodeling is relative to other grant activities and has a direct impact on the accomplishment of the grant activities.  For example, we will allow remodeling of a room in a station to accommodate training if training is also a grant activity.
Top

I want to buy radio equipment that all of my neighboring departments use, and there is only one vendor that sells those radios. Do I have to seek other bids or may I use the sole source?
Interoperability is justification for selection of a specific vendor but CANNOT be used as justification to avoid obtaining bids from other sources.  You must ensure all procurement actions are conducted in a manner that provides, to the maximum extent possible, open and free competition, and document your choice of vendors in your grant files. Refer to the “Grantee Responsibilities” Section, item (5), on page 58 of the Program Guidance.
Top

Is there a penalty for returning funds or excess funds?
No, there is no penalty for returning funds.  However, it is our preference grantees expend all awarded funds on eligible expenditures including fire prevention activities.
Top

Our department was contacted by the Program Office during the approval process and negotiated to a lower number of a particular item. However, after purchasing everything, we 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 the original request contained 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 scenario is 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 fund.
Top

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 award.  Unfortunately, we cannot consider changing conditions 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 scenario is 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.
Top

Are organizations or agencies normally considered ineligible for an AFG grant, eligible to be included as a beneficiary of a regional application?
Yes.  Law enforcement, public works or the local emergency management offices could be beneficiaries of Assistance to Firefighters Grants.  For example, local law enforcement could be users of a new dispatch system funded by the grant program, or the emergency management staff could be issued radios by the grantee in order to foster interoperability.
Top

If I decline an award, will that be held against me if I apply for future funding?
An applicant that declines to accept a grant during negotiation would not be penalized for declining the award.  However, we would consider the grantee to be a poor performer if they accepted an award and subsequently returned it because they cannot fulfill the grant requirements.  This does not mean that the poor performing grantees are precluded from applying for future assistance. It merely means that past performance is taken into account prior to awarding any new grants.  Prior performance has always been a consideration for funding.
Top

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?
When applying as a host of a regional project, you should provide statistics for the entire region. The statistics provided may affect the level of the cost-share obligation.
Top

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?
Yes.  In 2009, you may submit a separate application for your own department’s needs.  DO NOT apply for your own internal needs on the regional application.
Top

I've noticed several vendors that claim their product is "FEMA Fire Act Approved." Do you have a list of products that are "Approved?"
No. The Federal Government (FEMA, ODP, SLGCP, or DHS) does not approve, endorse, promote, sanction or otherwise support any specific products or services. Purchasers should be wary of any vendor making such claims. For the AFG Program, we require any product or service purchased with grant funds comply with applicable national standards.
Top