|
|
| Home >> AFG Grants >> Program FAQs >> 2004 AFG FAQs |
|
|
2004 AFG Frequently Asked Questions
|
 |
 |
 |
 |
| General FAQ |
|
 |
I have forgotten my user ID and/or password. Who do I contact to get that information? |
|
|
|
If you are the Primary Contact for your department's grant(s), and you have forgotten the user ID and/or password, you can use the forgot password utility available on the login screen (the screen that appears when you click on e-grant application). Click forgot password and answer the two security questions; then submit your request. The screen should indicate you successfully submitted your request and a temporary password is being e-mailed to your address. Check your e-mail and retrieve the user ID and temporary password. If the message is not there, look in your junk mail file. If it is not in your junk mail file then your e-mail address is not compatible with the DHS system. You will have to set up a new e-mail account. You may want to use the free e-mail accounts such as Yahoo, Hotmail, etc.
If you are unable to answer the security questions, or your primary contact e-mail address has changed, you will need to follow the procedure outlined in the FAQ, "How do I gain access to my department's previous year's application when the previous primary contact is no longer available or does not remember the user ID and password?"
|
|
|
|
How do I gain access to my department's previous year's application when I am going to be the primary contact on the new application and I do not know the user ID and password from the previous year's application (i.e., lost password, previous contact is no longer available)? |
|
|
|
Send a letter explaining why you need this information, and if you also need to change the Primary Contact information. Please be aware changing the Primary Contact on one grant will cause the Primary Contact to be changed on all other department grants submitted under the same user ID. The letter must be on fire department letterhead and signed by the Fire Chief of the department. To expedite this change you can fax a copy of the letter to Annette Robinson at 1-866-274-0942.
After faxing the letter to Annette Robinson, please mail the original letter to:
DHS/FEMA/Grant Programs Directorate
Assistance to Firefighters Grant Program
Annette Robinson - Room 5066D
Tech World Bldg - South Tower 5th Floor
500 C Street, SW
Washington, DC 20472
The following information must be included in the letter:
- Grant number
- Previous primary contact person's name
- Explanation of why access to the grant is needed
- New contact person's name
- New contact person's mother's maiden name
- New contact person's date of birth
- New contact person's e-mail address
- Two phone numbers for the new contact person
A mailed letter may take two weeks to process. However, soon after faxing the letter to Annette Robinson, you will receive an e-mail from Pinky Sheets telling you she has updated the system and placed your name on the grant as the main contact person. You will also receive an automated e-mail from EOPS@dhs.gov with your user ID and temporary password.
If you do not receive this automated e-mail from EOPS@dhs.gov within two days of faxing your request and receiving the e-mail from Ms. Sheets, you should look in your junk mail file. The electronic e-mails are sometimes filtered and sent directly to junk mail.
If you are still unable to get a new user ID and password, go onto the Web site at www.firegrantsupport.com and choose e-grant application. You will get an application sign-in screen. Click on forgot password, answer the two security questions and submit your request.
The screen should indicate you successfully submitted your request and a temporary password is being e-mailed to you. Go into your e-mail and retrieve the user ID and temporary password. Again, if the message is not there, look in the junk mail file. If it is not in your junk mail file then your e-mail address is not compatible with the DHS system. You will have to set up a new e-mail account. You may want to use the free e-mail accounts such as Yahoo, Hotmail, etc.
When you click on submit, if you get an error message indicating you gave incorrect information, you need to call Annette Robinson (202) 786-9626.
Please note: This information can only be changed by authorized personnel.
|
|
|
|
I have not received any e-mails from the Program Office, what should I do? |
|
|
|
There are many reasons why you may not have received any e-mails from the AFG system. Some e-mail services such as Hotmail, Yahoo, SBCGlobal or MSN have a tendency to place e-mails from us (dhs.gov) in the junk mail folder of the e-mail program. You can remedy this problem by allowing our e-mail addresses to be accepted by your e-mail provider/program. Different programs have different procedures, so check with your e-mail provider for details on how to allow e-mail addresses. The e-mail address always has a dhs.gov extension. The following e-mail addresses should be allowed:
eops@dhs.gov
afg@dhs.gov
firegrants@dhs.gov
Other e-mail programs that are within a local government or state government, for example, joe.smith@skokie.il.us or pinky@parkland.cc.ca.us , have a tendency to block dhs.gov e-mails entirely. If your e-mail is a .us account, please speak with your e-mail provider or your systems administrator and request they allow e-mails with the dhs.gov extension or tell them to allow e-mails from the following addresses:
eops@dhs.gov
afg@dhs.gov
firegrants@dhs.gov
|
|
|
|
I have had problems with my e-mail account, and I think I may have missed some e-mails from the AFG program. |
|
|
|
Copies of e-mails that have been sent to you by the AFG system are stored in your online e-grant Mail Center. You can logon to the online e-grant system, and click on the Mail Center link on the status page. There is a link to view Old Messages in addition to the ability to view new messages. |
|
|
|
How can I change the personal contact information on my grant? |
|
|
|
For the Primary Contact – There can be only one Primary Contact for your department/agency.
Changing the Primary Contact on one grant will cause the Primary Contact to be changed on all other department grants submitted under the same user ID. If you do not wish to do this, consider changing Alternate Contact information for a particular grant instead (see next paragraph). To update personal information such as Primary Contact name, address, phone numbers, e-mail address, or change password, grantees should log into their grant and at the Status screen click on Edit Profile , which is located at the upper middle part of the screen. The page that comes up will allow you to update any personal information that has changed. Type in the updated personal information and click Save at the bottom of the page. A note will state, "Your profile has been updated. Thank You." To make the changes permanent, you must log out of your application for the new information to take effect. To do this, click on the Authorized Applications link on the upper left-hand side of the "Thank You" page, and then click on Firefighter's Grants on the new page so the new information will be set and updated.
For Alternate Contacts – Alternate Contacts can differ from grant to grant if your department/agency has more than one AFG Grant. To change the Alternate Contact name, or update any alternate contact personal information, grantees must log into their grant. From the Status screen, select Manage Grant from the drop-down menu in the Action field. Click on Update Alternate Contacts on the menu bar on the left side of the screen. Type in the updated personal information and click Save and Continue at the bottom of the page. As this request changes information that is contained within the actual grant application, it is processed as a Revision Request by Grants Management staff and must be entered manually. The updated information may not appear for several weeks.
|
|
|
|
How are grant applications reviewed? |
|
|
|
The evaluation criteria are listed in that year’s Program Guidance. Review the Program Guidance and focus on these criteria in order to develop a competitive application for panel reviews. All eligible applications go to panel reviews. |
|
|
|
Where should I send letters of support from the community, political leaders, and others for my department's application? |
|
|
|
Letters of support should be sent to:
Ms. Elizabeth M. Harman, Assistant Administrator
DHS/FEMA/Grants Program Preparedness
Tech World Building – 9th Floor South Tower
800 K Street, NW
Washington, DC 20472-3620
Fax 202-786-9938 |
|
|
|
Why do I need a DUNS number? |
|
|
|
Since October 1, 2003, the Federal Government has required all applicants for federal grants and cooperative agreements, with the exception of individuals other than sole proprietors and foreign entities, have a Data Universal Numbering System (DUNS) number.
The Federal Government uses the DUNS number to better identify related organizations that are receiving funding under grants and cooperative agreements, and to provide consistent name and address data for electronic grant application systems. Additional information about DUNS numbers can be found on the D&B Web site: http://fedgov.dnb.com/webform.
The process is free. If you have already registered for a DUNS number, you must use the same number for every application. |
|
|
|
How do I apply for a DUNS number? |
|
|
|
You can obtain a DUNS number within 24 hours by calling 1-866-705-5711. A DUNS number can also be requested online; however, D&B estimates it may take 2-3 weeks to process online orders. We strongly encourage you to register for this number prior to the application period. |
|
|
|
When I apply for a grant, do I have to provide my bank account number? |
|
|
|
Yes. You must provide your bank account number and routing number for our records and to facilitate funds transfer if you receive an award. The Website is on a secure server. Applicant information is not released to anyone. We must have a current routing number. If you are concerned about security, contact the Help Desk at 1-866-274-0960. |
|
|
|
My bank account number is larger than 15 digits and the application has space for only 15 digits. What should I do? |
|
|
|
Enter the first 15 digits of your bank account number. |
|
|
|
What is a bank routing number and do I need one? |
|
|
|
The bank "routing number" is a multi-digit set of numbers that correlate banks and accounts. Every bank has multiple routing numbers that are used to determine how money is placed into accounts. The routing number is actually part of your 15 digit account number. However, the type of account you have currently set up may not be suitable for transferring grant funds. Please check with your bank and confirm your account is set up to accept wire transfers on an "ACH" basis. The specific routing number you need to include is the routing number your bank uses to make wire transfers on a next day availability basis. This routing number is referred to as the "ACH routing number" (Automated Clearing House). Accounts set up as Savings accounts and/or money market accounts cannot be used for the purpose of transferring grant funds. Additionally, the listed "Payee" and “Signature" on the account must be the same as those designated on the account. |
|
|
|
Can I insert a picture or graph into my narrative? |
|
|
|
No. Photos, charts, graphs, or other computer graphic files (.jpg, .gif, etc.) may not be imported into your application. |
|
|
|
Can I print and mail an electronic application? |
|
|
|
No. We do not accept any printed versions of the electronic applications that are mailed in. |
|
|
|
Can I type my narrative using word processing software and paste it into the space allowed for the narrative portion of my grant? |
|
|
|
Yes. However, remember only five pages are allowed, and any graphics, tables or other text enhancements (bullets, etc.) may not transfer to the text box area provided in the application. |
|
|
|
Can I use my password from a previous grant application? |
|
|
|
Yes. It is preferable you use the same user ID and password you used for a previous application, especially if you won an award in a previous program year. |
|
|
|
Does the application software have a time-out feature? |
|
|
|
Yes. The application times out after 20 minutes if there is no activity. If you have not clicked Save and Continue or clicked another link for 20 minutes, the application session will end, and all unsaved data will be lost. |
|
|
|
How will I know if my electronic application was received? |
|
|
|
Upon successful submittal, the online application will provide a confirmation page you can print and keep on file pending award determination. We recommend you write your login information on this confirmation page so you can keep them together. |
|
|
|
If I do not have access to a computer, will I still be able to apply? |
|
|
|
We strongly encourage applicants to apply online. All you need is Internet access from any computer. Since you create a user ID and password, you can log in from anywhere and work on the application. You can save it and return later to continue working on the application from any computer that has Internet access.
If you must apply by paper, call our Help Desk at 1-866-274-0960 to request a paper application be mailed to you. See the Program Guidance for information regarding the submittal dates. Late or incomplete applications will not be accepted.
|
|
|
|
Will DHS fax or e-mail to me a copy of the application form? |
|
|
|
No. We will not fax or e-mail an application. If an applicant does not have access to the AFG Web site via the Internet, the applicant may contact us directly to request the application by mail. Those applicants interested in receiving an application by mail can call 1-866-274-0960. |
|
|
|
Where do I send a paper application? |
|
|
|
Applications must be received at the address below by the deadline. See the Program Guidance for information regarding the submittal dates.
U.S. Fire Administration Grant Program Technical Assistance Center
16825 South Seton Avenue
Emmitsburg, Maryland 21727-8998
Faxed applications will not be accepted.
Remember to send the application early enough to ensure it is received by the deadline.
|
|
|
|
Will you acknowledge receipt of my application packet? |
|
|
|
Confirmation of receipt of paper applications will only be provided if the applicant submits a self-addressed stamped envelope inside the paper application packet. Confirmation of application receipt will not be given over the phone. |
|
|
|
Do we receive a notification our grant application has been received and is being considered? |
|
|
|
Yes. When you apply electronically, you receive an e-mail confirmation of receipt for your grant application. If you apply using a paper application, you may only receive confirmation of receipt if you send your application by private courier or with a return receipt requested via the U.S. mail. |
|
|
|
When will I hear about the disposition of my application? |
|
|
|
Award packages are sent electronically to the grantees. As a courtesy to Members of Congress, we provide advance information about awards, so that, at their discretion, they can inform their constituents prior to our official notification. We expect the issuance of award decisions on all applications will continue through most of the year. Decisions regarding applications that cannot be supported with grant funds are also issued electronically in batches throughout the year. If electronic notification is ultimately unsuccessful, we will send the applicant a letter of notification. |
|
|
|
What are the hardware and software requirements for accessing and filing the grant application online? |
|
|
|
Most computers work with the application without difficulty if they have access to the Internet and have a web browser installed. Both Netscape and Internet Explorer web browsers will work if they are version 4.0 or higher. |
|
|
|
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 whose requests are most consistent with the priorities in the program guidance who 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 effect on the ability to protect life and property will score the highest in the competitive grant process. |
|
|
|
If I decline an award, will that be held against me if I apply for future funding? |
|
|
|
An applicant who 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 the poor performing grantees are precluded from applying for future assistance. It merely means past performance is taken into account prior to awarding any new grants. Prior performance has always been a consideration for funding. |
|
|
|
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. |
|
|
|
|
 |
 |
 |
 |
|
|
|
|
|
|
| New in 2004 |
|
|
Is funding available for construction? |
|
|
|
No. However, renovation expenses to an existing facility are allowable if they involve only the minor interior changes necessary to fulfilling their scope of work and costing less than $10,000. Renovations must be in support of the associated activity or program. |
|
|
|
What is the difference between a fire station modification and a renovation? |
|
|
|
A renovation is a minor change in an existing facility that must be tied to one of the activities listed in the Program Guidance, i.e., the renovation must be necessary for the successful completion of the grant project and may not exceed $10,000. For example, a renovation may include the work necessary to install a SCBA compressor, which might include an upgrade in the electrical service and the construction of a partition wall, or the renovation of a spare room to create an exercise area.
A modification is a more complicated or overreaching change in the fire facility than a renovation. Modifications typically involve changes to the entire facility if not the majority of the facility. This year, we are only allowing certain modifications that are geared toward protecting the health and safety of firefighters. The specific modifications that are eligible in this year's program are the installation of an automatic fire sprinkler system; a fire alarm and detection system; a vehicle exhaust removal system, and a stationary or fixed emergency generator. Modifications to facilities are limited to $100,000 per station. No other activities will be funded under the Modification Activity than those listed herein.
|
|
|
|
What is the major difference in this year's program? |
|
|
|
There are several differences in the program this year. You should consult the 2004 "Program Guidance" and/or the 2004 Final Rule that will be published in the Federal Register. The major changes are as follows:
- The EMS program has been rolled into the Operations and Firefighter Safety Program. All items previously eligible in the EMS Program are now available in their respective activities under the Operations and Firefighter Safety Program.
- In the Vehicle Program, grantees who have received a grant for a vehicle in 2001, 2002, or 2003, will not be eligible for another vehicle award in 2004. The apparatus priorities and descriptions were amended in 2004. Applicants should review the Vehicle section of the Program Guidance or PowerPoint presentation for specific information regarding vehicle descriptions and priorities.
- Facility modifications are allowable in the Operations and Firefighter Safety Program. As in the past, modification to facilities cannot include changes in the footprint of the structure. Applicants may not propose to go up or out with building additions. Eligible modifications to facilities include retrofitted sprinkler systems, fire alarm and detection systems in fire department facilities, vehicle exhaust extraction systems, and stationary or fixed emergency generators. Integrated communications systems (and parts thereof) such as computer-aided dispatch, base stations, repeaters, etc., are eligible. However, no constructions of towers or buildings to house communication equipment are allowed.
- Grant writer fees are eligible; however, they cannot be contingent upon award. All fees for grant writing must be paid prior to award, i.e., within 60 days of the close of the application period.
|
|
|
|
What items are eligible for WMD preparedness? |
|
|
|
Items for fire departments to prepare for incidents involving WMD are eligible in the Training, Equipment, and PPE activities of the Operations and Firefighter Safety Program, and in the Fire Prevention Program. Below are examples of eligible items.
- Training: ODP provides WMD 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, which can be obtained by calling the ODP Helpline at 1-800-368-6498.
- Examples of WMD training include the following:
- Operations-level training
- Technician-level training
- Other specialized WMD training:
- Specialist
- EMS for incidents involving WMD
- ICS for terrorism
- Mass decontamination
- Live agent
- Explosives and secondary device awareness
- Seaport
- Environmental
- Exercises/Preparedness
- Equipment: Tools and equipment used exclusively for WMD incidents may include items such as monitoring devices and WMD-related pharmaceuticals. Other examples include the following:
- Detection and monitoring devices:
- Real-time X-ray
- Biological detection
- Mini-cams
- Amino Assay
- Thermocycler biological agent detector
- EMS: Auto-injectors
- Personal Protective Equipment (PPE): Nationally certified WMD PPE is preferred over noncertified PPE, e.g., National Institute for Occupational Safety and Health (NIOSH), NFPA certifications.
- WMD-specific PPE includes protective equipment (CBRN-certified SCBA, chemical/biological suits conforming to NFPA 1994, 2001 edition) that meets national standards for operations in incidents involving CBRN.
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| Operations and Safety Program |
|
|
Are EMS equipment and training eligible? |
|
|
|
Applicants can apply for training and equipment within the training and equipment activities under the Operations and Firefighter Safety Program. Ambulances are not eligible within this program area. All vehicles, regardless of function, must be requested in the Firefighting Vehicle Program. |
|
|
|
Are technical rescue equipment and training eligible? |
|
|
|
Yes. Technical rescue equipment and training should be applied for in the Operations and Firefighter Safety Program. |
|
|
|
Are thermal imaging cameras considered basic firefighting equipment? |
|
|
|
While we can make the case that thermal imaging cameras are necessary for basic firefighting capabilities, there are no trade standards or Federal regulations requiring that firefighters have thermal imagers with them while engaged in firefighting activities. Applicants requesting thermal imagers must indicate that these devices have no statutory basis. |
|
|
|
Do all requests for SCBA have to be CBRN-certified? |
|
|
|
No. CBRN-certified SCBA is eligible but not necessary to accomplish the missions of the majority of our Nation's fire departments. Applicants that are seeking funding for CBRN-certified SCBA must explain the need for such equipment in their narrative. |
|
|
|
What are the priorities for personal alert safety system (PASS) devices? Will stand-alone PASS devices that comply with the automatic activation feature be eligible? |
|
|
|
ODP will give priority to applications with integrated or automatic-on PASS devices over applications with nonintegrated PASS devices.
Any PASS device that is NFPA-compliant is eligible. However, integrated or "automatic" PASS devices will be rated higher than PASS devices, which must be manually activated.
|
|
|
|
What are the priorities for the delivery of training? |
|
|
|
Priority1: Tested training (instructor-led and leading to State or national certification). Examples: classroom setting with instructor, in-house or offsite training, and interactive or real-time training
Priority 2: Instructor-led or guided (no testing component or certification). Examples: in-station training (simulations, drills, etc.), self-guided classes (workbooks, CDs, etc.).
Priority 3: Other training and training-related equipment. Examples: videos, multimedia presentations, and equipment (projectors, computer-training software, etc.)
|
|
|
|
What are the training priorities for 2004? |
|
|
|
For all communities, the following are examples of high priority training courses:
- Basic training
- National Fire Protection Association (NFPA) safety officer
- WMD preparedness
Examples of secondary priority training courses for all communities include the following:
- EMT-P
- Rescue technician (NFPA 1006)
- Technical rescue (NFPA 1670)
- Airport firefighting (NFPA 1003)
High priority training courses for departments in rural communities include the following (not in order of priority):
- Firefighter I and II (NFPA 1001 and 1002)
- Hazardous Materials Operations (NFPA 472)
- Rapid Intervention Team training
- First responder, EMT-B, and EMT-I
Examples of high priority training courses for urban and suburban communities include the following (not in order of priority):
- Hazardous materials technician
- Fire inspector
- Fire investigator
|
|
|
|
When requesting breathing apparatus, how many SCBAs should I request for our firefighters? |
|
|
|
The number of breathing apparatus needed for entry into environments immediately dangerous to life or health is directly linked to the number of firefighters who are trained and certified to conduct fire suppression or entry operations. Firefighters who are not trained and certified to conduct operations in these environments should not be issued breathing apparatus. For many departments, this equates to the number of firefighters that they could reasonably expect to show up at an event, i.e., the shift on duty. |
|
|
|
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.
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| Vehicle Acquisition Program |
|
|
Can I buy a tow-vehicle with grant funds? |
|
|
|
Tow vehicles for fire prevention programs, e.g., for a fire safety trailer, may be eligible as a transportation expense if adequately justified in the proposal, but such transportation expenses will be limited to $6,000 per year.
The tractor and trailer can be considered as separate single units, or the combination of the tractor -trailer may be considered as a single unit, depending upon local need and the ability to justify the request. However, no more than $6,000 per year can be expended for the procurement of the tractor.
|
|
|
|
What types of costs are eligible under the Vehicle Program? |
|
|
|
Travel costs to visit the vehicle manufacturer to inspect a piece of fire apparatus may be eligible. This could be added to your budget by clicking on "Add Additional Funding" on the Request Details screen on the automated application and entering your costs on the "travel" line. If you're filling out a paper application, add the costs to the total budget under "travel." In either case, you must explain the costs in your narrative.
Equipment that is included in NFPA 1901 is considered an eligible request. For EMS transport vehicles, the minimum equipment required by the applicant's State Emergency Medical Services is considered an eligible request. All costs should be explained in the narrative portion of your application. Be advised that any requests must be reasonable and that all costs requested will be taken into consideration when the application is assessed.
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| National Fire Incident Reporting System (NFIRS) |
|
|
Can I apply for an AFG Program grant and the Fire Prevention and Safety grants program? |
|
|
|
Yes. You are eligible to apply for both grants, however; the Fire Prevention and Safety Grants program should not be a substitute for applying for fire prevention activities through the competitive grant. The priorities for the Fire Prevention and Safety grants focus on national programs and innovative local programs, not local basic prevention needs. |
|
|
|
Can I get reimbursed for costs associated with submitting information to NFIRS? |
|
|
|
Yes. If you are not currently reporting to NFIRS, new costs associated with this activity may be included in the applicant's administrative costs. The anticipated cost should be included in the budget and explained in the program narrative. Applicants should be aware that administrative costs will be taken into consideration in the evaluation process with respect to cost-benefit. Therefore, excessive charges to administrative costs may result in a lower rating in the evaluation of the application. |
|
|
|
How can I get information about NFIRS? |
|
|
|
Call the NFIRS help desk at 1-888-382-3827. |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| Scoring, Grant Writing, and Awards |
|
|
Are there targeted funding amounts for the three program areas? |
|
|
|
It is ODP's intent to fund the best applications regardless of the program area with the following legally required exceptions: (1) not more than 25 percent of grant funds can be used to purchase firefighting vehicles, and (2) at least 5 percent of funds must be expended on fire prevention programs. |
|
|
|
Do I need to hire a professional grant writer to complete an application? |
|
|
|
No. The online application is designed to be straightforward and user friendly. There are a number of help buttons and pull-down screens that will clarify items on the application. The application is also designed to prevent incomplete or inaccurate applications from being submitted. Anyone with basic computer skills and knowledge of the fire service should be able to complete and submit an application. In addition, panels of your peers will review competitive applications. Therefore, your applications simply need to be written in a manner that your colleagues can understand. |
|
|
|
How will the determination for an award be made? |
|
|
|
In selecting applications for award, we will use the established applicant eligibility criteria, program priorities, the financial needs of the applicant, and an analysis of the benefits that would result from the grant award.
In the initial screening of the applications, every application will be evaluated based on the answers to the activity-specific questions. The applications that most closely address the Assistance to Firefighters grant program's established priorities will be deemed to be in the "competitive range" and subject to a second level of review. This second level of review is conducted using technical review panels (made up of individuals from the fire service or fire service organizations) that assess the application's merits with respect to the detail provided in the narrative about the project, the applicant's financial need, and the project's benefit to be derived from the cost. At least three technical evaluation panelists will independently score each application and then discuss the merits and shortcomings of the application to reconcile any major discrepancies. A consensus on the score is not required. The scores of the panelists will be added together, and then divided by the number of panelists to arrive at the final score of the application. The highest scoring applications will then be considered for award. We will provide equal consideration to applications in each evaluation phase, regardless of the program for which the request was submitted, or the number of activities requested.
The law requires a specific distribution of grant funds between career departments and combination/volunteer fire departments. Specifically, we must ensure that fire departments that have either all-volunteer forces of firefighting personnel or combined forces of volunteer and career firefighting personnel receive a portion of the total grant funding that is not less than the proportion of the U.S. population that those departments protect. According to a survey by the NFPA, volunteer and combination departments protect 55 percent of the population of the United States, and career departments protect 45 percent of the population. To fulfill our obligations under the law, we may also make funding decisions using rank order as the preliminary basis then based on the size and character of the community a department serves (urban, suburban, or rural), and the geographic location of the fire department. In instances in which we make final decisions by including geographic location, we will use States as the basic geographic unit.
|
|
|
|
Will there be any partial funding of grants? |
|
|
|
Applications will be scored based on their entire request. We anticipate that the majority of grant awards will be for the funding level requested, provided that all items requested are eligible and meet the priorities of the program. In some cases, it may be necessary to negotiate the final grant award with an applicant. This will be accomplished on a case-by-case basis. We reserve the right to adjust any request, in whole or in part, that we deem to be excessive or otherwise contrary to the best interest of the program. |
|
|
|
|
|
|
|
|
|
|
|
|
| |
|
|
|
|
|
| Other Definitions |
|
|
How do you determine whether you are a volunteer, combination, or career department? |
|
|
|
A volunteer fire department is composed entirely of members who do not receive compensation other than a length of service retirement program (LSOP) and insurance. A career department is a department in which all members are compensated for their services. A combination department has at least one volunteer, with the balance being career members; or one career member with the balance being volunteers. Also, if a volunteer fire department provides stipends to their members or provides "pay-on-call" for their members, the department is considered to be combination. |
|
|
|
What is the definition of interoperability? |
|
|
|
Interoperability is described as fire department technology, equipment, programs, and/or procedures that give the department the capability of operating with a variety of other departments and/or communities within a region, and/or with Federal and State agencies. |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| Eligibility |
|
|
Am I eligible to apply? |
|
|
|
Eligible applicants for the Assistance to Firefighters Grants program are limited to fire departments of a State as defined herein, including the District of Columbia, Guam, Puerto Rico, Virgin Islands, American Samoa, and the Commonwealth of the Northern Mariana Islands. A "fire department" is defined as an agency or organization that has a formally recognized arrangement with a State, local, or tribal authority (city, county, parish, fire district, township, town, or other governing body) to provide fire suppression services to a population within a fixed geographical area. The Alaska Village Initiative, a nonprofit organization incorporated in the State of Alaska, shall also be considered eligible for purposes of receiving assistance under this program on behalf of Alaska Native villages. |
|
|
|
Can an independent rescue squad or emergency medical services unit apply? |
|
|
|
No. Ambulance services, rescue squads, auxiliaries, dive teams, urban search and rescue teams, fire service organizations or associations, and State/local agencies such as a forest service, fire marshal, hospitals, and training offices are not eligible for this program. |
|
|
|
Can my fire department partner with other fire departments to submit requests in two or more different programs? |
|
|
|
Each fire department can apply for a grant in only one program area, and each application from a fire department will be evaluated independently. If one fire department will assume the responsibility for managing the grant and obligating their organization for the matching funds requirements, then it is acceptable for a fire department to submit one application for more than one department. It should be noted, however, that the fire department(s) who are partnering with the "host" department are eligible to apply for their own specific needs but will not be eligible to apply for the same equipment on a grant separate from the joint grant application. |
|
|
|
Can the grant funds be used to pay for items that are ordered prior to notification of an award? |
|
|
|
Under no circumstances will expenses incurred prior to the application period be considered. The grant will not cover the costs of vehicles, equipment, or projects that were initiated, ordered, or received prior to submission of your application. Grant funds may not be used to pay off existing loans.
If an applicant has purchased an item(s) that was included in their grant application after submittal, but before award, those costs may be eligible for the grant. ODP would consider each request on a case-by-case basis.
|
|
|
|
Does an applicant have to use local funds to meet the match requirement? |
|
|
|
No. Any non-federal funds may be used for the match requirement. State, local, private, or private nonprofit funds may all be used to meet match requirements. Of course, federal funds may not be used to meet matching funds requirements, regardless of the source, unless there is legislative authority for the federal funds to "lose their federal identity" once placed in local hands. One example of this presently is the Community Development Block Grant (CDBG) funds from the U.S. Department of Housing and Urban Development. |
|
|
|
If I have received funds from other federal sources, am I still eligible to apply? |
|
|
|
Applicants who meet the definition of a fire department and receive funding through other Federal grants, memorandums of agreement, or other contracts, remain eligible, and will be considered on a case-by-case basis. Our program will not fund activities funded by other Federal agencies. |
|
|
|
If my department received one or more grants in a prior year's program, are we still eligible to apply? |
|
|
|
Departments that received grants in FY 2001, FY 2002, and/or FY 2003 are eligible to apply. Departments that have been awarded vehicle grants in previous years are not eligible for a vehicle award in 2004. Applicants should indicate if their request builds upon the program awarded in a prior year. Prior performance may be considered during the award process. |
|
|
|
Is a paid-on-call department considered to be a career department or a volunteer/combination department? |
|
|
|
A paid-on-call department is considered a combination department. |
|
|
|
May I apply for more than one grant? May I request items from more than one program area? |
|
|
|
No. Applicants may submit only one application in one of three grant program areas. Applicants may apply for any number of items or activities within one chosen program area. Below are the three grant program areas for 2004:
- Operations and Firefighter Safety Program. Eligible activities are Training, Equipment, Personal Protective Equipment, Wellness and Fitness, and Modifications to Fire Stations and Facilities.
- Fire Prevention Program. Eligible activities include but are not limited to Public Education and Awareness, Enforcement of Fire Codes, Inspector Certification, Purchase and Installation of Smoke Alarms, and Arson Prevention and Detection.
- Firefighting Vehicle Program. Eligible apparatus include but are not limited to pumpers, brush/attack units, tanker/tenders, rescue vehicles, ambulances, quints, aerials, foam trucks, and fireboats.
|
|
|
|
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 30 percent of the total project cost. Fire departments serving areas with a population of 50,000 or less will have to match the Federal grant funds with an amount of non-Federal funds equal to 10 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. |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| Grant Management |
|
|
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. |
|
|
|
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. |
|
|
|
|
|
|
|
|
|
|
| Related FAQs |
|
|
|
|
