# Presentation: 008582

## 2004 Assistance to Firefighters Grant Program 

**Workshop for **
**New Applicants**
**Office for Domestic Preparedness**
**U.S. Department of Homeland Security**

**Notes:**
Instructor’s Notes

## About This Presentation

**Designed for **_**New Applicants Who Are Not Familiar**_** with the Assistance to Firefighters Grant Program, and **
_**Have Not Previously Filed**_** an Online Application.**
**View/Download Presentation from ODP Web Site: www.ojp.usdoj.gov/odp**

**Notes:**
Instructor’s Notes

 Download of PowerPoint Presentations: The instructor should explain that it is possible for individuals to download the PowerPoint presentation(s) (New Applicants and Previous Applicants) from the ODP Web site (www.ojp.usdoj.gov/odp/) for viewing when it is convenient. 

 Online Tutorial: An online tutorial will be available on the ODP Web site to help applicants use the online Grant Application. 
 At any point in the online tutorial, applicants will be able to move from one section to another by clicking on the menu located on the left side of the screen they are viewing. 
 The tutorial can be customized according to the user’s needs and interests.
 FAQs will be updated regularly in the tutorial

## Contents

**Purpose**
**Grant Program Areas**
**Eligibility**
**Online Grant Tutorial**
**Grantee Requirements**

**Program Area 1:           Operations and Firefighter Safety**
**Program Area 2:            Fire Prevention**
**Program Area 3: Firefighting Vehicle**

**Notes:**
Instructor’s Notes

Do not get into detail when reviewing the Contents items. Specific information will be provided later in the presentation. 

## Contents continued

**Online Application**
**Lessons Learned in 2003**
**Top 10 Reasons Why Applicants Fail**
**Key Points**
**Next Steps**
**Questions**

**Notes:**
Instructor’s Notes

NEW this year―We have added a “Lessons Learned” topic that discusses helpful hints derived during the FY 2003 program from applicants, Points of Contact, GPO staff, and GMS personnel. 

## Purpose of the Assistance to FirefightersGrant Program

**Purpose of the ****Assistance to Firefighters****Grant Program**

**The purpose of the Assistance to Firefighters Grant Program is to protect the health and safety of the **_**public and firefighting personnel**_** against fire and fire-related hazards, and to provide assistance for **_**fire prevention**_** programs.**

**Notes:**
Instructor’s Notes

 Make the point that this grant program is designed to fund the essential basic needs of local fire departments, and those applicants that focus on essential basic needs stand the best chance for success.

 Local fire departments are those that protect urban, suburban, and rural communities. 

They may be all career, all volunteer, paid/on-call, or have a combination of volunteer and career members.

Local fire departments may submit grant requests by completing an online application during the application period (spring 2004). Details on the online application appear later in this presentation.

## Grant Program Areas

**   ****Each Fire Department May Submit **_**Only One Application**_** in **_**One of Three**_** Grant Program Areas:**
**Operations and Firefighter Safety**
**Fire Prevention**
**Firefighting Vehicle**
***Notes:***** **
**EMS items are included in Operations and Firefighter Safety. **
**Preparedness for CBRNE incidents has been always been eligible, but emphasized in the 2004 Grant Program.**

**Notes:**
Instructor’s Notes

Each fire department may submit only one application in any one of three program areas: 
 Operations and Firefighter Safety
 Fire Prevention
 Firefighting Vehicle 

 Operations and Firefighter Safety includes five activities. Advise the participants that each of these activities will be discussed in detail later in this presentation.
 The Instructor should emphasize that the focus of the program is to meet the essential basic needs of fire departments within each of the eligible activities.  Also emphasize that the application is designed to provide all applicants with an equal opportunity to receive a grant because the priorities of the program reflect the unique needs of urban, suburban, and rural communities.
 Urge the applicants to read the Program Guidance and to match their requests to the stated priorities as outlined in this document.
 NEW this year: WMD preparedness support can be requested under PPE, Equipment, and Training activities in the Operations and Firefighter Safety Program. “Firefighting Equipment” (FFE) in FY 2003 has been modified to “Equipment” in 2004. Citizen awareness programs are also eligible in the Fire Prevention Program.

## Eligibility

_**Who**_** May Apply for the $750 Million Competitive Program?**
**Local Fire Departments of a State, Tribal  Community, or Territory **
**Fire Departments: All Career, All Volunteer, or Combination**
**Previous Grant Awardees**
***	***

**Notes:**
Instructor’s Notes

 The program is funded at $750 million in FY 2004.

This competitive grant program is available to local fire departments of a State, tribal community, or territory. Those fire departments that provide emergency medical and rescue services are also eligible.

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 to a population within a fixed geographical area. 

Previous grant award winners may apply for another grant.

 Funds are distributed on the basis of percentage of population protected by each type of FD.  According to the NFPA Profile, 55% of the U.S. population protected by volunteer and combination fire departments; 45% by career fire departments.

## Who is Not Eligible? 

**Private, For-Profit Fire Departments**
**Federally Funded Fire Departments**
**State Agencies, Independent Training Academies**
**Organizations Not Providing Fire Suppression, e.g., Rescue Squads**
**Airports, Port Authorities (Unless Formal Agreement Exists for First-Due Response to Adjacent Areas)**
**Questions? Call program help desk at 1-866-274-0960**

**Notes:**
Instructor’s Notes

Airport and port authorities may be eligible if they have a formal agreement to provide first-due response to areas adjacent to their facilities.
Ineligible applicants include
 Private for-profit fire departments
 State agencies
 Federally funded fire departments
 Organizations that exclusively provide emergency medical and
  rescue services 
 Organizations that provide only Search-and-Rescue services
 Independent training academies

Questions concerning eligibility should be referred to the Help Desk at 1-866-274-0960 or usfagrants@dhs.gov. A response will be provided within 1 business day.

## What is Not Eligible for Funding?

**Operating Budgets**
**May Not Replace Part of Annual Operating Budget**
**Must Maintain Expenditure Level**
**Indirect Costs**
**Unless Applicant Has Preexisting Federally Approved Indirect Cost Rate Agreement**
** ****Construction **
**Building or Expanding Buildings Beyond Original Footprint**

**Notes:**
Instructor’s Notes

 A grant award is intended to supplement a department’s budget, not replace a portion of it. Therefore, grant recipients are required to maintain expenditures at a level at least equal to an average of the department’s expenditures for the previous 2 years for the activity for which the grant was awarded.

 Construction where building permits are required are not eligible. Even when modifications are undertaken, they may be subject to an environmental and/or historical review. Renovations are allowed if the renovation is limited to the interior of the structure and does not disturb the site.

## Online Grant Tutorialwww.ojp.usdoj.gov/odp

**Explanation of Grant Program**
**Guidance for Navigating Application Screens**
**Success Stories and Illustrations**
**Lessons Learned in FY 2003**
**New in the 2004 Grant Program**

**Notes:**
Instructor’s Notes

 Online Grant Tutorial: An online tutorial will be available on the Internet in early February to help applicants use the online grant application. This tutorial explains the application screens, provides tips for navigating the application screens, and summarizes the changes in the grant program that are new in FY 2004. The tutorial also provides a review of the lessons learned in the FY 2003 grant program. 

 Advise the applicants that they can access the online tutorial by clicking on the Assistance to Firefighters Grant Program link on the ODP Web page menu (www.ojp.usdoj.gov/odp). They will be able to download the tutorial and use it for guidance throughout the application process.

 At any point in the online tutorial, applicants will be able to move from one topic to another by clicking on a button on the menu screen, which will be visible at all times during the tutorial. For example, an applicant can obtain more specific information about the topic of Firefighting Vehicles by clicking on that item on the tutorial’s menu.

## Grantee Requirements: Raise Matching Funds

**Maximum Federal Share: $750,000**
**Match Not Required at Time of Application or      Award**
**Required by End of Period of Performance**
**Must Be New Money**
**In-Kind Services Not Counted Toward Match**

**Notes:**
Instructor’s Notes
 The maximum Federal share available for any one applicant is $750,000. 

 The matching funds can be applied at any time during the period of performance; matching funds do not have to be in hand when the application is submitted or when the grant is awarded. However, a commitment to apply the match must be made at the time of award.  

 The local match must be in cash (new money). In-kind services are not allowed as part of the match.

## Matching Funds: Population-Based

**Departments Serving Pops. of 50,000 or Less Expected to Provide Min. 10% Cash Match of Amount Requested**
**Departments Serving Pops. of More    Than 50,000 Expected to Provide Match of at Least 30%**

**Notes:**
Instructor’s Notes

 Fire departments that serve a population of 50,000 or less are required to provide at least a 10% match of the amount of the project. For example, if a department is awarded a grant for a program of $100,000, it would be required to fund $10,000 of the grant, and the federal share would be $90,000. 

 Fire departments that serve populations of more than 50,000 must provide a match of 30%. 

## Other Grantee Requirements

**Start Reporting to National Fire Incident Reporting System for Period of Performance        (NFIRS National Help Desk: 1-888-382-3827**
**File Progress Reports**
**Maintain Documentation; Submit to Audit or Program Review**
**Follow Established Procurement Procedures**

**Notes:**
Instructor’s Notes

 Although the requirement for NFIRS reporting is only for period of performance, the instructor should encourage their continued participation in this System.

 Progress reports include at a minimum two interim reports, a closeout report, and an end-of–period of performance  report. The purpose of the reports is to gather information that can be used to explain to Congress the beneficial impact that the program has on local fire departments and communities.

 Grantees will be required to maintain ongoing documentation of their grant, e.g., purchase orders, training records, invoices, etc. Records must be kept current so that at any time a Federal government representative can review the status of their grant. Records must be maintained for a minimum of 3 years from the date of award.

 All departments that receive awards will be audited. Some audits may be conducted on paper while others may involve site visits. An audit will be done by Inspector General’s Office or the General Accounting Office. Program Reviews are conducted by the POCs as a part of the monitoring program.

 Ensure that all procurement actions are conducted in a manner that provides, to the maximum extent possible, open and free competition.  In doing so, you must follow your local or established procurement processes when purchasing vehicles, equipment, and/or services with the grant funds.  If the fire department has no established procedures, you should obtain at least two quotes/bids for the items you are procuring and document in your grant files the process used. 

## Program Area 1:Operations and Firefighter Safety

** ****Requests May Be for One or All Five Activities**
**Training***
**Equipment***
**Personal Protective Equipment***
***Note:***** Includes Items for Fire, Rescue, EMS, and CBRNE**

**Notes:**
Instructor’s Notes

 There are five eligible activities within this program area.  Each one will be discussed in detail later in the presentation.

 NEW for this year: WMD preparedness support may be requested under the “Training,” “Equipment,” and “PPE” activities. WMD equipment includes monitoring equipment, special pharmaceuticals, etc., that are used in WMD incidents.

 EMS Program Incorporation: In 2003, only 1% of the applications received were in the EMS Program area, although it is well documented that a significant amount of service demand comes from EMS in departments that provide such services. The FY 2003 EMS Program has been incorporated into Program Area 1’s Training, Equipment, and Wellness/Fitness activities for the FY 2004 Program. EMS Training and Equipment: Accordingly, requests for assistance in EMS training and equipment will be added to the new “Training” and “Equipment” activities.

 E-Application: EMS items such as defibrillators, splints, and other supplies have been added to the pull-down screens for “Equipment” in the online application.

## Additional Activities

**Wellness and Fitness Programs**
**Modification of Facilities**

**Notes:**
Instructor’s Notes

Wellness and Fitness: Focused on Health and Safety of Firefighters

Modification of Facilities: Designed to improve firefighter health and safety.

## Training PrioritiesOperations and Firefighter Safety 

**Basic Firefighting**
**Emergency Medical Services Certification**
**Required Special Operations Skills**
**CBRNE Preparedness**

**Notes:**
Instructor’s Notes

Training Activities: Examples of training activities include, but are not limited to firefighting I and II, driver/operator, fire officer, hazardous materials response, incident command, supervision and safety, or training firefighting personnel to provide training in any of these areas.

Special Operations Skills: Includes NFPA HazMat operations-level certification; rapid intervention team (RIT) training, etc.

EMS: The FY 2003 EMS Program has been incorporated into the training, equipment, and wellness/fitness activities for the FY 2004 Program. EMS Training and Equipment: In 2003, only 1% of the applications received were in the EMS Program area, although it is well documented that a significant amount of service demand comes from EMS in departments that provide such services. Accordingly, requests for EMS training and equipment will be added to the new “Training” and “Equipment” activities.

WMD Note: Details on WMD preparedness activities are provided on the next screen/Instructor’s notes.

## CBRNE Training ExamplesOperations and Firefighter Safety

**CBRNE Training Levels:**
**Awareness**
**Performance**
**Planning and Management**
**   **
**    *****Note:***** ODP offers a variety of CBRNE training courses free of charge; visit the ODP Web site for details (**_**[www.ojp.usdoj.gov/odp/docs/coursecatalog.pdf](http://www.ojp.usdoj.gov/odp/docs/coursecatalog.pdf)**__**) or call the ODP Helpline at 1-800-368-6498.**_

**Notes:**
Instructor’s Notes

NEW this year in WMD: WMD preparedness support may be requested under Training, Equipment, and PPE activities. WMD equipment includes monitoring equipment, special pharmaceuticals, etc., used in WMD incidents. 

WMD 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 (www.ojp.usdoj.gov/odp/docs/coursecatalog.pdf) or may 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
UASI Partners: Priority is given to departments that fall in jurisdictions that are mutual aid partners of Urban Areas Security Initiative (UASI) cities, who have critical infrastructure specifically mentioned in their State’s homeland security strategy, or that are UASI cities.

## Training Priorities

**Priorities tailored to community type:**
**Urban**
**Suburban**
**Rural **
**Space Renovation for Training (up to $10,000)**
**   **

**Notes:**
Instructor’s Notes

Community training priorities are tailored to type of community (urban, suburban, or rural). 

Priority will be given to types of training unique to specific community or department needs. Applicants will need to justify the types of training requested. See the following for some examples:
 For all communities, high priorities are WMD awareness and NFPA safety officer certifications.
 For all communities, secondary priorities are 
	NFPA 1003: Airport FF Professional Qualifications
	NFPA 1006: Rescue Technician Professional Qualifications
	NFPA 1670: Operations & Training–Technical Rescue Incidents
	EMT-P
 For rural communities, basic courses are high priorities (NFPA 1001, 472, 1002, 1021 RIT and EMT-B, and EMT-I.
 For urban/suburban fire departments, HazMat tech, fire inspector, fire investigator, etc, are high priorities.

Renovations: Renovations that are necessary to accomplish the training function are eligible, however, the footprint of the building may not change, i.e., the building may not be enlarged, nor can the height increase. Maximum of $10,000.

## Training Delivery Priorities

**(In Order of Priority) **
**Tested Training (Instructor-Led, Leading to State or National Certification)**
**Instructor-Led or Guided But **_**Not**_** Including a Testing Component or Certification**
**Other Training and Training-Related Equipment**

**Notes:**

NEW this year: 

First Priority: Tested training that is direct, instructor-led, guided, or hands-on (in person) and leads to State or national certification is the highest priority and may include the following:
 Classroom setting with instructor
 In-house or offsite training
 Interactive or real-time training
 Distributive/distance learning
 State or nationally approved and/or accredited courses
 EMS certification: Basic-level training (first responder, EMT-B, and EMT-I) are given higher priority than advanced-level training.

Second Priority: Training that is direct, “hands-on” (in person), instructor-led or guided but does not include a testing component or lead to certification. This may include the following:
 In-station training (drills, simulations, etc.)
 Self-guided classes using workbooks, CDs, etc.
 Attending professional conferences

Third Priority: Other Training and/or Training-Related Equipment includes videos, multimedia materials, training props, and equipment, such as LED projectors and computer training software.

## Equipment Priorities

**Basic Tools **
**Forcible Entry Tools**
**Extrication Tools**
**Ladders and Hoses**
**CBRNE Response Equipment**
**EMS Equipment**
***    ******Note:***** First purchases or replacing obsolete/ substandard equipment are priorities.**

**Notes:**
Instructor’s Notes

 The Equipment Activity includes equipment needed directly for fire suppression or to enhance the safety or effectiveness of firefighting, EMS, or rescue activities. Equipment includes basic firefighter tools and appliances such as forcible entry tools, ladders, and hoses. The stated purpose of this grant program is to protect the health and safety of firefighters from fire and fire-related hazards, therefore basic equipment is the priority. Equipment should not be confused with items such as SCBA, helmets, boots, etc., that are worn by firefighters to protect them from dangers in the atmosphere.

 Other eligible Equipment items include washer/extractors, compressors, generators, and small watercraft. We recommend that the applicant refer to the Program Guidance for details. 

 NEW this year—WMD 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  	Real-time X-ray       	Biological Detection       	Mini-cams       	Amino Assay - Thermocycler Biological Agent Detector    	EMS:  Auto-injectors

 EMS: Basic EMS and rescue tools such as defibrillators and extrication tools are also eligible in this activity this year.

E-Application More examples of eligible items are included in the pull-down menu on the Equipment screen.

## More Equipment Priorities

**Radios and Pagers**
**CAD and MDT Systems**
**Thermal Imaging Cameras**
**Breathing Air Compressors**
**Industrial Washers/Extractors**
**ATVs, Small Boats (13 ft. and under)**

**Notes:**
Instructor’s Notes

Communications: Communications equipment such pagers and portable and mobile radios are eligible. Devices that promote interoperability with neighboring jurisdictions are a priority. Cellular telephones, however, are not eligible.

Thermal Imaging Cameras: Thermal imaging cameras are eligible but are limited in quantity to one camera for communities with fewer than 20,000 people, two cameras for communities with between 20,000 and 50,000 people, and three cameras for communities with more than 50,000 people.

Breathing Air Compressors: Breathing air compressors (both stationary and portable) are eligible along with the associated cost for installation. Other associated equipment such as cascade systems and fragmentation protection systems are also eligible.

## Personal Protective Equipment (PPE)

**Structural, Wildland, HazMat, EMS, and CBRNE Ensembles**
**Self-Contained Breathing Apparatus (SCBA)****—Guideline is 1 ****Spare Cylinder **
**Personal Alert Safety Systems (PASS)**
**Fire Shelters**
***    ******Note:***** Condition rather than age of PPE items will be a priority consideration. All PPE should meet or exceed national and/or Federal regulations.**

**Notes:**
Instructor’s Notes
 Priorities in FY 2004 will focus on the condition of PPE items to be replaced rather than age.
 PPE Activity: Personal protective equipment includes equipment required for active firefighting personnel by the Occupational Safety and Health Administration (OSHA), and other PPE for firefighting personnel. [The OSHA Standard (29 CFR)  Fire brigades. -1910.156, applies to fire department responsibilities for firefighter safety, including protective clothing. Additionally, NFPA 1971 through 1975 are referenced in this OSHA standard.]  PPE includes those items worn by firefighters and EMS personnel to protect them from exposure to bodily fluids, hazardous materials, and dangers in the atmosphere.
 NEW this year: Nationally certified WMD PPE is preferred over noncertified PPE, e.g., 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. 
 Note: One spare bottle per SCBA will be used as a guideline for consideration in 2004.
 Station-wear is not eligible.
 E-Application: Recommend that the applicant refer to the Program Guidance for details. The PPE screen has a pull-down menu that lists examples of eligible items. Washer/extractors, compressors, cascade systems, and testing equipment should be requested in the Equipment activity only rather than in PPE. 

## Wellness and Fitness Programs

**   ****Emphasis on Programs Featuring **
**Periodic Physical Exams **_**Combined With**_
**Initial Physical Exams**
**Job-Related Immunization Programs**

**Notes:**
Instructor’s Notes

This activity is designed to provide assistance to fire departments in implementing

  Initial physical examinations,
  Job-related immunization programs, and
  Periodic physical examinations and health screenings.

All three programs must be in place before applicants are allowed to request any other type of wellness/fitness activity/service, such as
 Physical fitness equipment
 Employee assistance
 Injury and illness rehab
 Injury prevention, etc. 

## Other Wellness and Fitness Programs

**Injury Prevention**
**Critical Incident Stress Management**
**Employee Assistance**
**Injury and Illness Rehab**

**Renovation of Space  (Up to $10,000)**
**Physical Fitness Equipment**

**Notes:**
Instructor’s Notes
 Other eligible programs are those for formal injury prevention, critical incident stress management, employee assistance, injury and illness rehabilitation, and physical fitness equipment.
 An applicant may request up to $10,000 to renovate an existing space to accommodate a wellness and fitness program provided that the footprint of the building is not changed. Refer to the Program Guidance for details.
 Injury and Illness rehab:  Includes physical therapy.
Employee Assistance: Treatment for chemical dependency, post-traumatic stress disorder, etc.

## Modification of Facilities* 

**Vehicle Exhaust Systems**
**Fire Alarm and/or Detection Systems**
**Automatic Fire Sprinkler Systems**
**Fixed Emergency Generators**
**Priority Given to Facilities Staffed 24****–****7**** **
**  **

****Note*****: Environmental review may be required.**

**Notes:**
Instructor’s Notes

Grant funds may be used to help fire departments protect the health and improve the safety of their members by modifying an existing facility in one of the following ways:

  Installation of vehicle exhaust systems,
  Installation of fire alarm and/or detection systems, and
  Installation of automatic fire sprinkler systems.

 Vehicle exhaust extraction systems should be extensive enough to extract all toxic vapors and particulates emitted from internal combustion engines, and meet all applicable Federal, State, and local standards.

 Stationary or fixed emergency generators, formerly eligible under FFE, should be requested under this activity. Portable generators should be requested under “Equipment.” Environmental review may be necessary before accomplishing this portion of an award.

 Renovations necessary to support requests for training, fire prevention, and/or wellness/fitness should be requested in those activities and are not eligible in this activity.
Limitations for modifications are $100,000 per fire station.

The highest priority is given to facilities that are staffed around the clock. Refer applicants to the Program Guidance for details.

## Program Area 2: Fire Prevention 

**Public Education**
**Fire Prevention Literature**
**Code Enforcement**
**Arson Awareness and Abatement**
**Public CBRNE Awareness**
**Smoke Alarm and/or Sprinkler Systems***
**  *****Sprinkler systems are **_***not eligible***_** unless installed specifically as a critical element in a demonstration or awareness project.**
***   ******Note:***** Priority given to programs based on a risk assessment.**

**Notes:**
Instructor’s Notes

Eligible activities for the Fire Prevention Program include

  Public Education
  Smoke Alarm and Sprinkler Systems
  Fire Prevention Literature
  Code Enforcement
  Arson Awareness and Abatement
  Public WMD Awareness

 Eligible contracted services: personnel, presentation aids, education on wildland fire mitigation plans, etc.

 WMD Awareness programs are eligible to support fire departments in providing courses to prepare citizens for incidents involving WMD (Citizen Corps, etc.)

 An additional opportunity to apply for fire prevention funding will be available in the fall under the auspices of the Special Fire Prevention and Safety Grant Program. For details, visit the Web site at [www.usfa.fema.gov]. Refer to the Program Guidance for the details. 

## Fire Prevention Priorities

**Highest Priority Given to Prevention  Programs Targeting**
**Children Ages 14 and Younger**
**Adults 65 and Older**
**Firefighters**
**Space Renovation Supporting Fire Prevention (Up to $10,000)**

**Notes:**
Instructor’s Notes

By statute, a minimum of 5% of the total grant funds must be expended on programs designed to prevent fires. The highest priority will be given to those programs that target these populations:

  Children age 14 and younger
  Adults 65 and older
  Firefighters

Highly rated applications are those that commit to long-term support (beyond the period of performance) and are focused on the priorities.

Renovations: Renovations that are necessary to accomplish the training function are eligible, however, the footprint of the building may not change, i.e., the building may not be enlarged, nor can the height increase. Maximum award of $10,000. Renovations must be in support of the proposed project.
 Also eligible are renovation of public education areas, computer equipment, etc.

## Program Area 3: Firefighting Vehicle

**Vehicle Grantees in 2001, 2002, or 2003 Not Eligible for Another Vehicle in 2004**
**Vehicle Must Comply with NFPA Standards**
**Type of Community Served and Type of Apparatus Requested Determine Priority**

**Notes:**
Instructor’s Notes

 By statute, not more than 25% of the AFG Program’s grant funds may be used to acquire firefighting vehicles. 
 Departments are limited to one vehicle per awardee. Those who received vehicle grants in 2001, 2002, or 2003 are not eligible for another vehicle in 2004. 
 All vehicles purchased must comply with the appropriate NFPA standards. 
 Grants can be used to rehabilitate existing apparatus.
 The type of community served (urban, suburban, and/or rural) determines the priority assigned to the various types of apparatus. Refer to the Program Guidance for details.

## Apparatus Priority Matrix

| Priority | Urban
Communities | Suburban
Communities | Rural
Communities |
| --- | --- | --- | --- |
| 1 | Pumper
Aerial
Quint(Aerial <76’)
Quint(Aerial 76’ or >)
Fire Boat
Rescue | Pumper
Aerial
Quint (Aerial <76’)
Quint (Aerial 76’ or >) Fire Boat
Brush/Attack | Pumper
Brush/Attack
Tanker/Tender
Quint (Aerial <76’) |
| 2 | Command
HazMat
Light/Air
Rehab
 | Command
HazMat
Rescue
Tanker/Tender | HazMat
Rescue
Light/Air
Aerial
Fire Boat
Quint(Aerial 76’ or >) |
| 3 | Foam Truck
ARFFV
Brush/Attack
Tanker/Tender
Ambulance | Foam Truck
ARFFV
Rehab
Light/Air
Ambulance | Foam Truck
ARFFV
Rehab
Command
Ambulance |

**Apparatus Priority Matrix**

**Notes:**
Instructor’s Notes

 The Apparatus Priority Matrix shows the priority for grant consideration by communities served for FY 2004.

 In FY 2004, all types of pumping apparatus have been consolidated into the pumper category, and apparatus with water tanks that have a capacity greater than 1,000 gallons will be considered a tanker. Quints with aerial devices less than 76 feet will be considered pumpers (that happens to have a ladder), those 76 feet or greater will be considered aerial vehicles.

 Applicants that own few or no vehicles of the type requested will receive priority. Next priority will be applicants that have an aged fleet of firefighting vehicles with old high mileage vehicles.

## Online Application

**Automated Grant Application to be Completed Online**
**Built-In Help Screens, Glossary of Terms**
**Will Not Allow Submission of Incomplete Application **
**Sends Electronic Confirmation of Submittal (Print and Save)**
**Paper Applications Discouraged**

**Notes:**
Instructor’s Notes

 It is anticipated that most applicants will choose to complete the online application. However, the information in this presentation also applies to those who choose to complete a paper application.

 Two sample screens will be shown later in the presentation.

 Instructors will be given electronic copies of the some of the major application screens to share with applicants as they consider appropriate.

## What You Need to Get Started

**Username, Password, E-Mail Address**
**Do Not Create New Username or Password If Previous Ones Exist **
**Use Most Current **
**Primary and Secondary Contacts**
**Employer ID No.**
**Applicant Type**
**Routing No. and Bank Account No. **
**DUNS No. (Call 1-866-705-5711 to Obtain; Dun & Bradstreet Web Site Takes Longer)**

**Notes:**
Instructor’s Notes

E-Application: 
 You need to capture all of this information before you begin your application. After completing each page, you will be encouraged to click the “Save and continue” button to save your application data. The application has a timer, and you may be inadvertently logged off and lose your work unless you have saved it.
 Username and Password: Urge applicants to write down their username and password and inform them that both are case sensitive.The user name must be at least seven (7) digits, and it is case sensitive.
	** Change of Command: If you change command and need to request a change of the username and password, you must put it in writing, on department letterhead, and explain why you are requesting the change. Send or fax the request to Tom Harrington.
Primary and Secondary Contacts: Try to ensure that the people listed as contacts are those who will remain in positions of authority for the entire period of performance. 
 EIN: The employer ID number (EIN) is a nine-digit tax number used to identify organizations in the same manner that a person’s social number identifies individual tax payers.  Applicants may use the EIN number of their local governing body.
 Applicant Type: City, Town, Parish, etc.
 Routing Number and Bank Account Number: Applicants must have a bank account in order to receive an award and a routing number is necessary because all funds will be transferred electronically.
 DUNS Number: In FY 2004, OMB is requiring all applicants to obtain a nine-digit DUNS number. Emphasize the importance of obtaining a DUNS number as early in the process as possible to avoid last minute delays and possible loss of an opportunity to obtain a grant. Applicants should use the toll-free number, not the Web-based request process. It may take as much as 30 days to receive one via the Dun & Bradstreet Web site.
	** If using same tax ID number as city, may use city’s DUNS no. also.

## More of What You Need to Get Started

**Population Size (Census Bureau link)**
**First-Due Area of Response (Sq. Miles)**
**No. of Active Members**
**Call Volume**
**Budget Information**
**FDIN or FDID No.**
**Match Awareness (10% or 30%)**

**Notes:**
Instructor’s Notes

Population Size: Population is the number of permanent residents of the applicant’s first due area. If uncertain of population, applicants may estimate, or use the 2000 Census population.
The department information is used to determine the type of community served (Urban, Suburban, or Rural).
Number of Active Members: An active member is defined as a member in good standing who plays an active role in firefighting activities, e.g., firefighter, EMS technician, etc.
Call Volume: Call volume is focused on the number of emergency incidents a fire department responds to in an average year (not number of vehicles responding to an incident). Estimates are OK.
FDIN or FDID: For those departments currently reporting to NFIRS. May also be referred to as the FDID in some States. 
Match Awareness: Must be able to select match commitment before completing application.

## Application Screens

**Status**
**Overview**
**Contact Information**
**Applicant Information**
**Fire Department Characteristics (I)(II)**
**Department Call Volume**

**Request Information**
**Request Details**
**Budget**
**Narrative Statement**
**Assurances and Certifications**
**Review **
**Submit **

**Notes:**
Instructor’s Notes
It is recommended that attendees review the online tutorial; those without Internet access may request a CD.
Status: This is the first screen to appear after you log in. Provides access options for previous awardees.
Overview: Fill this out only if you are not a member of the department making the application.
Contact Information: Identify primary and secondary contacts. Information should be correct, at least until final award determinations are made. Ensure and maintain the accuracy of the information.
Applicant Information: Include type of applicant, business address, phone no., EIN and DUNS nos., and banking info.
Fire Department Characteristics (I): This is where the determination is made for urban, suburban, or rural community classification; types of services, numbers of firefighters, etc.
Fire Department Characteristics (II): Include community fire problem and service demands, budget information including funding sources, and apparatus fleet inventory.
Department Call Volume: Refers to the distribution of fire calls by nature of incident.
Request Information: Identify for which of the three Program Areas you wish to submit an application; choose the appropriate Program Area, and select Save and Continue.
Request Details: Here the applicant identifies activities and begins to request specific items for the project; click on View Details to initiate a request; here applicants are to answer questions that determine their initial score. Additional screens may be displayed that request that you add Programs, Budget items, and Additional Funding.
Budget: Tabulation of the items requested on the Request Details Screen; amounts are automatically totaled, and the applicant only needs to identify how the local match will be met.
Narrative Statement: Write offline using a word processing program; cut and paste; 5-page limit; no photos or figures accepted.
Assurances and Certifications: Sign and insert address of place of performance; non-lobbying disclosure.
Review: Check your work.
Submit: Print a copy of your application and record your Application Number. You will receive an electronic confirmation.  The existence of your Application Number further confirms that you have successfully submitted your application.

## Slide 34

**Notes:**
Instructor’s Notes

“Status” is the first screen to appear after you log in. If you have an active AFG Program award, you will be given the choice of managing the previous grant award or applying for the 2004 program.

## Slide 35

**Notes:**
Instructor’s Notes

This slide lists the status of all of the application screens.  Note the names of each screen, the screen status (in this case none of the screens have been started), and note the order in the menu to the left and the “Application __% complete” note in the upper right-hand corner.

## Narrative Statement: What To IncludeOnline Application

**Detailed Description of Project**
**Explanation of Benefit to Community (AKA Cost-Benefit Statement)**
**Demonstration of Financial Need**
**Justification for Additional Funding**

**Notes:**
Instructor’s Notes
The Narrative Statement should provide a detailed description of the proposed project, demonstrate financial need for the grant, and explain the benefit to be derived if the project is funded. The description of the department’s financial need should indicate why it has been unable to fund the project so far. Discuss the steps taken to seek alternate funding.
 The Narrative Statement can be no more than 5 pages long and may not include photos, graphs, or other illustrations. Be concise—it should be no longer or shorter than necessary to tell the story. 
 It is recommend that the Narrative be prepared offline in a word processing program. Applicants should then log back on and insert their Narrative into their application by copying and pasting the text into the appropriate screen. 
 For the convenience of the grant reviewers, do not use all capital letters; use single line spacing.
 Applicants may wish to include an overview of their department’s local risk assessment and explain how their proposed project mitigates that risk.
NOTE: Any WMD requests must explain their relationship with the State plan.

Additional Funding Justification. Should be fully explained and justified in the Narrative Statement as well as in the text box on the Additional Funding page of the application.

## Project Description

**What is Condition or Problem?**
**What is Purpose of Project?**
**What Will Change Because of the Project?**
**What Will You Do to Improve the Condition or Solve the Problem?**
**How Will Your Department Support This Project in the Future?**

**Notes:**
Instructor’s Notes

Emphasize that the Project Description must clearly describe the problem for which they need assistance. The project must be closely aligned to Grant Program priorities.

Provide statistics or quantify the problem where possible (e.g., number of firefighters affected, size of population affected, etc.)

How does this condition or problem negatively affect your ability to provide mission-critical services?

Applicant must provide details of what the project involves, e.g., type of equipment, unit costs, individuals to be trained, costs per training session, cost of vehicle, and discussion of any additional equipment needed.

Emphasize the need for a commitment to continue the project and/or benefits of the project beyond the grant year.

## Cost-Benefit 

**Requests Must Be Frugal But Sufficient to Achieve Goals**
**Projects Receiving Priority Will Request Least Amount of Federal Funds for Greatest Benefit (Cost-Benefit)**
**Benefit Must Directly Correlate to the Grant Program Priorities**
**   *****Note:***** Community partnerships and sharing of resources encouraged**

**Notes:**
Instructor’s Notes

Highest-rated applications are those that request the least amount of money sufficient to achieve their goals; should achieve the greatest benefit to the community.

Applicants that demonstrate opportunities for partnerships and sources of matching funds receive priority consideration. 

Plans to share the resources obtained through the grant with other fire departments or neighboring jurisdictions will receive additional consideration because it enhances the cost-benefit of the project.

## Financial Need

**Projects Demonstrating Significant Financial Need Receive Additional Consideration**
**Proper Justification Mandatory**
**Show Fiscal Trends, Fund-Raising Strategies Used to Date**
***   ******Note:***** Details can be explained in the Narrative Statement.**

**Notes:**
Instructor’s Notes

Emphasize that applicants must clearly demonstrate and justify a financial need for what they are requesting. Grant requests must show their relationship to the Grant Program priorities.

Many unsuccessful applications suffered from inadequate financial need justification. Emphasize the importance of Financial Need in the Narrative section. Why the applicant requires Federal assistance in providing services is central to justifying an award. Making a case for Financial Need includes providing a brief picture of the economy in their community. Examples include job market and tax base situations. The applicant must also make a case for their willingness to obtain funding through local avenues.  Examples should include fund raising and seeking assistance from other grant programs.

## Lessons Learnedin 2003

## Applications by Program Lessons Learned in 2003

**Fire Ops & Firefighter Safety **
**69% (13,759)**

**Fire**** ****Prevention 2% (422)**

**Firefighting Vehicle**
**28% (5,554)**

**EMS 1% (213)**

**Notes:**
Instructor’s Notes

The 2% request in Fire Prevention was in the competitive portion of the process. The 5% legislative requirement was met through the special Fire Prevention and Safety Grant Program held in fall 2003.

## Average Federal Share of Grant RequestsLessons Learned in 2003

**Notes:**
Instructor’s Notes

The $168,000 average Federal share of grant requests for Firefighting Vehicles represents the average costs of a variety of vehicles, including aerial ladder devices, pumpers, tankers, brush units, etc.

## Grant WritersLessons Learned in 2003

**Fees Must Be Reasonable**
**Fees Eligible But Cannot Be Contingent on Receipt of Award**
**Fees Must Be Paid Before Receiving Award**
**Read and Approve Grant Writer’s Work Before Submission**

**Notes:**
Instructor’s Notes

Some departments use professional grant writers to complete their applications. Grant writers are a worthy resource to many departments, and we don’t want to discourage their use. But departments should make sure the grant writer is providing a fair service.

The grant writers fees are eligible, but they may not be contingent upon receipt of an award and must be paid prior to the department’s receiving an award. The fee must be reasonable, and there must be a direct correlation between the fee and the complexities of the proposed project. Grant writer fees should not be based on a percentage of the amount requested. It may be just as difficult to write an application requesting $30,000 as it is to write one requesting $300,000.

A member of the department should review the completed application for accuracy and completeness before it is formally submitted. Misrepresentations or exaggerations of fact may result in an application being rejected at a minimum, or charged with fraud if egregious.

## Community ServedLessons Learned in 2003 

** ****Check Community Classification: **
**Urban, Suburban, or Rural**
**Priorities Vary According to               Community Type**** **
**Verify Community Classification**

**Notes:**
Instructor’s Notes

E-Application: After answering the questions on the Fire Department Characteristics Part I screen, your community will be automatically classified as Urban, Suburban, or Rural. That classification will appear in the upper right-hand corner of the screen and immediately below the “Application __% complete” information. 

Your community classification is very important because program priorities vary for different types of communities. Based upon applicant concerns about the FY 2003 classification formula, changes have been made in the FY 2004 formula that should better reflect the characteristics of your community.

If you do not agree with your community classification, contact the Help Desk. No changes can be made in the designation, but the information will help to further refine the program in 2005.

## Additional Funding and EMS

** ****Additional Funding Guidelines**
**Fully Explain and Justify**
**Avoid Excessive Requests**
** ****Few EMS Requests**
**	****Only 1% of 2003 Requests**

**Notes:**
Instructor’s Notes

E-Application: In the application, there is an opportunity for applicants to request Additional Funding in the Request Details screen. 

Additional Funding: There was some confusion regarding Additional Funding in 2003. Many applications were scored lower due to excessive requests in this budget item. Applicants should ensure that their requests are for essential basic needs. This is an allowable expense in the Vehicle Program and in the Equipment and PPE activities within the Operations and Firefighter Safety Program. For example, the cost to equip a pumper may be eligible for Additional Funding, but only those costs required to comply with NFPA 1901 or ISO standards would be eligible.
 Breathing air compressors may be purchased as Equipment, and Additional Funding may be awarded to install the compressors.
 Additional Funding may be awarded for fit testing of SCBA face pieces that are purchased through the PPE activity.

 Additional Funding must be fully explained and justified in the Narrative and the text box provided in the application.

 Applicants should be aware of impending changes to national standards that might have an impact on the cost of a requested item.

EMS Program: In 2003, only 1% of applications received were for the EMS Program Area, although it is well documented that a significant amount of service demand comes from EMS in departments providing EMS. Accordingly, in 2004 requests for assistance in EMS training and equipment have been added to the “Equipment Activity” and “Training Activity” under the Operations and Firefighter Safety Program.

## Financial Need JustificationLessons Learned in 2003

**Make the Case for Financial Need**
**Give Brief Picture of Local Economy, e.g., Job Market**
**Describe Other Fund-Raising Efforts and/or Funding Sources**

**Notes:**
Instructor’s Notes

Inadequate Justification of Financial Need: Many unsuccessful applications suffered from inadequate financial need justification. Emphasize the importance of Financial Need information in the Narrative. Why the applicant requires Federal assistance in providing services is of central importance in justifying an award. Making a case for financial need includes providing a brief picture of the economy in the applicant’s community. Examples include job market and tax base situations. The applicant also must make a case for its willingness to obtain funding through local avenues, such as fund raising and seeking other grants.

Additionally, the applicant should provide a detailed description of any and all funding sources (example: fund-raising activities such as bingo, fund drives, retail sales, etc.) 

## Top 10 Reasons Why Grant Applicants Fail

**10. ****	****Request is for low priority items**
**9. ****	****Lack collaboration, partnerships**
**8.  ****	****Don’t check their work**
**7. ****	****Don’t make a case for financial need**
**6. ****	****Don’t shop around for lowest costs ****	**

## Top 10 Reasons Why Grant Applicants Fail

**Don’t provide a problem statement**
**4****. ****Fail to make a case for cost-benefit**
**3.**** ****Do not itemize costs**
**2.**** ****Request too many items (“shopping cart” proposal)**
**1.**** ****Don’t follow directions**

## Key Points

**Start Application Early**
**Get DUNS No. **_**NOW**_** (Call 1-866-705-5711 to obtain)**
**Write Down and Save Login Username and Password **
**Ensure Application Is Complete and All Information Correct**

**Notes:**
Instructor’s Notes

A DUNS number is necessary to complete your application. No extensions will be granted to allow applicants to obtain a DUNS number. Get it now.

If you have applied in the past, whether competitive or noncompetitive, use the same username and password. Do not create a new one. If you have forgotten it, call 866-274-0960.

## Key Points continued

**Ask Someone to Proofread the Application Before Submission**
**SAVE Frequently While Completing the Online Application**
**Print and Save a Copy of Your Online Application****—Get Application Number**
**Application Deadline Is Firm—No Exceptions!**

**Notes:**
Instructor’s Notes

Advise the audience to monitor the ODP Web site for the grant program deadline. The application deadline has not yet been set.

E-Application: The online application has a timer function. If no activity is detected after a period of time, the application will be logged off automatically. Typing text into a text box is not a detectable activity! So save your work often. Better yet, type responses offline in a word processing document and copy and paste it into the online application’s text boxes.

## Next Steps

**Initial Computer Scoring of Applications**
**Highest-Rated Applications Undergo Peer Review**
**Technical Review and Report Are Completed for Final Award Decisions **
**Awards Announced until All Available Funds Are Expended**
**Keep E-Mail Address Current by Editing Profile on Application Web Site**

**Notes:**
Instructor’s Notes

Applications are scored and evaluated in terms of how well they correspond to the Grant Program’s priorities.

During Phase I, a computer scores each application that was submitted online. These scores are then rank-ordered according to how closely the application matches the established program priorities.

In Phase II, the highest-rated applications are sent to evaluators for peer review and evaluation. During this phase, panels of peer evaluators meet to review and evaluate the highest-rated applications. They consider the narrative statements, program descriptions, cost-benefit information, and financial need information.

A technical review is undertaken by subject matter specialists and contractor staff to capture panel recommendations, ensure eligibility, and complete final quality control.

The highest-scoring applications are referred to the Program Office for award processing.

## Timeframe 

**February****	****	****	****Draft and Publish ****	****	****	****	****	****	****Fed. Rule, NOFA, ****	****	****	****	****	****	****Program Guidance**
**February/March****	****	****Workshops**
**Late February****	****	****Online Tutorial, CDs****	****	****	****	****	****	****Available**
**March 1****–****April 2, 2004****	****Application Period ****	****	****	****	****	****	****(tentative)**

## Timeframe 

**May/June****	****	****Peer Panels Conducted**
**May/June****	****	****State Review of WMD   ****	****	****	****	****Requests**
**June/July****	****	****Technical Review**
**July****	****	****	****Award Announcements ****	****	****	****	****Begin**

## Questions?

## Slide 55