First Responder Grant Information and Resources
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First Responder Grants
Follow this link to the 2011 Assistance to Firefighters Grant Homepage
Important Announcement for ALL FY 2011 Assistance to Firefighters Grants Applicants Regarding Changes to AFG Awards Procedures
FEMA wants to advise all FY 2011 Assistance toFirefighters Grant (AFG) applicants of important changes that have been made tothe AFG awards procedures. Please read the information below and share it withthe appropriate colleagues in your organization. If you have questions, pleasecall your Regional Fire Program Specialist, or contact the AFG Help Desk at1-866-274-0960 or firegrants@dhs.gov.
| GENERAL INFORMATION | - If your application is approved for award, the primary contact will receive a single e-mail notification from firegrants@dhs.gov; a copy of this message will be sent to the organization’s AFG Mail Center.
This is only notification that the applicant organization will receive.
- No preliminary questionnaires will be sent to applicants that are being considered for award. In previous years, FEMA Grants Management Specialists (GMS) distributed questionnaires to applicants that were being considered for award. From now on, GMS will contact only those applicants from whom clarifying information is needed.
- Applicants will be required to formally ACCEPT or DECLINE their awards within 30 days of the date of notification.
The award will not be final until the primary contact formally accepts the award using the e-Grant Application system. Instructions on how this must be done will be provided in the Award Notice.
- If the primary contact does not formally accept or decline the award within 30 days of award notification, the grant funds will be de-obligated automatically and returned to FEMA.
- BEFORE accepting an award, applicants should read the entire Award Package and Articles of Agreement carefully, with special attention to Articles 4 and 5.
If you requested multiple activities, your award may differ from your original request because some activities may not have been recommended for funding. Read Articles 4 and 5 in your Articles of Agreement for an explanation of any special conditions or changes required. Do not formally accept the award until you understand all of these requirements. If you have questions or wish to negotiate changes to the Articles of Agreement, contact the GMS listed in the “Negotiation Comments” section of Article 4 BEFORE accepting the award. Once you formally accept the award you are bound by its conditions and requirements.
- If you believe you have preaward expenses or grant-writer fees that are eligible for grant funding, you must discuss these with a GMS BEFORE accepting the award to determine their eligibility.
Furthermore, if you feel that further negotiation is required regarding your funding level, you will need to discuss that with a Grants Management Specialist prior to accepting your award. |
| NOTIFICATION TIMELINE | | It is expected that AFG award announcements will begin in December 2011 and then will continue on a rolling basis into 2012 until all AFG funds have been awarded. You may want to check the AFG Mail Center for messages once a week to look the e-mail notice from firegrants@dhs.gov concerning your application. All applicants will be notified of the decision made on their submission regardless of whether they will receive an award. | | REMINDER | If your organization still has not registered in the Central Contractor Registration (CCR), please go to https://www.bpn.gov/ccr/default.aspx and complete the registration.
Awardees that have not completed the CCR registration process, or have not completed the required annual renewal and revalidation of CCR data, will not be able to draw grant funds. | | PROJECTED GRANT APPLICATION PERIODS | - FY 2011 Staffing for Adequate Fire and Emergency Response (SAFER) Grants
Late December 2011 to late January 2012 - FY 2011 Fire Prevention and Safety Grants
Early spring 2012 | 
Grant Writing Resources / Links
Below are a couple of great grant writing resources available to help you with your grant application. While they are not affiliated with Action Training Systems, both gentlemen have a great deal of experience and success with writing grants and are excellent resources if you have any questions on the grant writing process, need help filling out your application or writing your narratives.
Jeff Hildreth
fireactgrants@aol.com
(337) 577-8016
Jeff has over 30 years of Fire Service experience. He has served as a peer reviewer for the Assistance to Firefighters Grant Program and was formerly with LSU where he helped many departments write successful grant applications. He is currently the Assistant Chief with Franklin Fire Department in Franklin, LA.
Jerry Brant
jbrant.decoplan@verizon.net
(814) 381-8317
Jerry Brant has 42 years of experience as a volunteer fire fighter in rural west central Pennsylvania. He is a life member of the Hope Fire Company of Northern Cambria where he served as Chief for 15 years. He has successfully written over $52 million in grant applications and proposals. In recognition for this outstanding work in the field of community development in 2003 the Fannie Mae Foundation awarded him a James A Johnson Fellowship. In addition he serves as a grant writer for Valence Group LLC. Jerry is also a columnist for Firerescue1.com and a senior grant consultant for firegrantshelp.com.
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U.S. Fire Administration Grant Information -
This page contains information on financial assistance available from the U.S. Fire Administration and other Federal agencies
for fire departments and other first responders.
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HAZMAT Grant Opportunity for Ohio Fire Departments -
PUCO (Public Utilities Commission of Ohio) Hazmat training grant. Click on the link to access the application and get more information. Applications may be submitted anytime. A review committee and the PUCO commissioners review applications on a quarterly basis.
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The Foundation Center -
The Foundation Center has a short course on how to design and write a proposal. The Foundation Center is also a wealth of additional information.
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PS Associates -
PS Associates provides free assistance in developing and writing proposals. They offer a free newsletter filled with hints and techniques you can use.
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Application Tips
AFG Help Desk: 1-866-274-0960 email: firegrants@dhs.gov Workshop Schedule: FY 2011 AFG workshop schedule
Focus only on your department needs that line up with the funding priorities for the current grant year and
your community classification: Rural, Suburban or Urban.
Classifications are determined from answers to questions in the online application. These include: population, water supply, land use, number of stations, number of inhabitable structures over four stories tall in your jurisdiction and call volume. Click here to ccess the E-Grant Application page.
Returning applicants should use the same login and password used in previous years to access the online application. Make sure all of your contact information is still current.
Be sure you have a DUNS number. This is a requirement when applying for a grant. D&B estimates it may take 2-3 weeks to process online requests for a number. You can obtain a DUNS number within 24 hours by calling 1-866-705-5711.
Departments that score highly in the grant process have several things in common:
* Their applications meet the intent of the grant program
* Their applications state their problems clearly and concisely
* They demonstrate how the grant solves their problems
* The cost is reasonable
* Their narrative is easy to understand
* Their narrative answers all the questions
* Their application shows a great cost to benefit ratio
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How to Write a Successful Narrative
Click to Download FEMA Pamphlet on Writing a Good Narrative
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Ideas for Raising Matching Funds
Don’t let this happen to you:
Some departments have refused a grant award because they did not have the necessary matching funds.
Matching funds dollars are a hard match. That does not mean they are hard to get, just that you must match real dollars with real dollars. You can’t use salaries or time for matching funds.
You need to have your matching funds lined up when you put your application together. You do not need to have the money in hand at that time, just the commitment for the money. You probably won’t find out if you are approved for your grant request until 6-10 months after you applied. For 2009 that time frame has been over a year. The money has to be ready when that comes through.
If you don’t have money in your department budget for the matching funds, or, if you don’t have the option or time for other fund raising events such as traditional pancake breakfasts, bingo or chili cook-offs, there is still a way to find the money.
Here are two ideas for raising matching funds that may not have occurred to you:
1. Ask your city council or governing entity to allocate the matching funds.
Several departments were able to accomplish this in years past. If you go to that governing body with a strong proposal that shows a great return on investment (all the things you need to convince FEMA to fund you) you have a good chance that money can be made available to cover your matching funds.
One successful department included the following in their application:
”We have approached the County Government and the Village for assistance to purchase these items. The village gave all they could for the used truck. Sales tax is down and unemployment is up, the county says the money is not there to fund these items. Both government bodies realize that we need support and have pledged to fund the 10% matching if we are successful in receiving the grant.”
2. Contact local businesses.
If your city or county government cannot give you the matching funds, try contacting some local businesses in your area. If you have a good proposal put together they can be even more receptive than a government entity that may have no money to spare.
Get a couple of people from your department to put on a uniform and make face-to-face contact with local business owners or managers in your response area. Firefighters are still considered the good guys and communities and businesses like to support you. Tell them that you have a chance to improve your department if you can raise a small amount of money.
For example: If your matching funds level is 10% and you are asking for $45,000, you will need $4500 in matching funds. Telling businesses in your response area that you can get $45,000 worth of training materials or equipment for your department if you can raise $4500 should get their attention. Then ask if they would be in a position to contribute towards that goal.
Be sure to mention how it will help your community (them) – lowering insurance rates (ISO), improve Firefighter safety, improved response times etc. All it would take is for 3 businesses to contribute $1500 each and you have it.
Tell them you don’t need the money today, only the commitment. You will need the money in 6 months to a year. That gives them time to work it into their budget as well.
You can use the same argument for apparatus, PPE whatever. 10% of a $125,000 pumper is only $12,500. How often can your department get a 90% discount on training or apparatus?
Just be prepared with what you want to say about the benefits and cost savings to the community if you are successful. This is the type of thing businesses will support.
Good Luck!
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AFGP Frequently Asked Questions
Can I Use Excess Funds for Other Purchases?
Answer from the Grants Management Tutorial -
"The Use of Excess Funds Up to $5000
Grantees may use up to $5000 to continue or expand the grant's scope of work for the activities for which they received their award.
Prior Program Office approval is not required to use the excess funds for this purpose.
Example: Grantee may use up to $5000 of excess funds to purchase more eligible items without seeking DHS approval."
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Grant Management Information
Use the Grant Management Tutorial to help you manage your grant award. It will help you with requesting payments, amend requests and outline reporting requirements.
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Additional Web Resources to AFG Program Applicants
United States Fire Administration
As an entity of the Federal Emergency Management Agency, the mission of the USFA is to reduce life and economic losses due to fire and related emergencies, through leadership, advocacy, coordination, and support.
National Incident Management System (NIMS)
NIMS was developed so responders from different jurisdictions and disciplines can work together better to respond to natural disasters and emergencies, including acts of terrorism. NIMS benefits include a unified approach to incident management; standard command and management structures; and emphasis on preparedness, mutual aid and resource management.
Rural Fire Assistance Program
The Rural Fire Assistance (RFA) Grant Program is administered by the Department of the Interior and awards funding that will enhance the fire protection capabilities of rural and volunteer fire departments through training, equipment purchases, and fire prevention work on a cost-shared basis.
The Volunteer Fire Assistance Program
The Volunteer Fire Assistance Program (VFA), formerly known as the Rural Community Fire Protection (RCFP) Program, provides Federal financial, technical, and other assistance to State Foresters and other appropriate officials to organize, train and equip fire departments in rural areas and rural communities to suppress fires.
Commercial Equipment Direct Assistance Program (CEDAP)
CEDAP helps meet the equipment needs of smaller jurisdictions by providing communications interoperability, information sharing, chemical detection, sensors, personal protective equipment, technology, and training in using the equipment, devices, and technology. Awards are made to law enforcement and emergency responder agencies not currently eligible for funding through the Department's Urban Areas Security Initiative grant program.
Responder Knowledge Base (RKB)
Funding Alternatives for Fire and Emergency Services
Stimulated by local budget pressures, fire and emergency medical service departments in the United States are using a wide array of fundraising approaches beyond traditional methods. To identify the various types of funding sources actually being used by fire and EMS agencies throughout the nation, and their pros and cons, USFA has developed the manual Funding Alternatives for Fire and Emergency Services. The manual includes financing alternatives for all types of fire and EMS departments - rural and urban, volunteer and career, agencies providing multiple services and those providing only fire protection or only emergency medical service. Examples are given of departments using the various methodologies. The manual includes funding of local services by local government, state government, federal government and the private sector.
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