2. • Cindy-Lyn White 573.614.5178 ext. 107
Community Dev. Dir. cindylynwhite@bootrpc.com
• David Blalock 573.614.5178 ext. 108
Executive Director david.blalock@bootrpc.com
• Christy Fortner 573.614.5178 ext. 106
Economic Dev. Dir. christy.fortner@bootrpc.com
FEMA Fire Program Specialist - Region VII
• Rex Jennings 816.283.7951
rex.jennings@fema.dhs.gov
3. Better prepare your application for submission by:
Familiarizing applicants with the AFG Process
Aligning your departments needs/risks to AFG Program
Priorities
Understanding the reviewing process
Workshop Objectives
5. Purpose
To award grants directly to fire departments, unaffiliated EMS
organizations and State Fire Training Academies to enhance their
ability to protect the health and safety of the public, as well as that of
first-responder personnel.
AFG Program
6. Career Fire 25%
Volunteer 25%
Combination 25%
Open Competition 10%
FPS 10%
Non Aff EMS 2% State
Training 3%
AFG: Allocation of 340 Million in Funds
9. Applicant Information
• Organization Name
• Type of Applicant (Fire Dept., Fire Dist., etc.)
• Jurisdiction (City, County, Township, etc.)
• EIN Number
• DUNS Number
• SAM Registration
• Banking Information (1199A-direct deposit form)
• Previous Grants
All info
must
match
10. DUNS NUMBER
• Applicant must provide a Dun and Bradstreet Data Universal Numbering System (DUNS)
number with their application. This DUNS number is a required field in the application and for
SAM registration.
• Organizations should verify that they have a DUNS number, or take the steps necessary to
obtain one, as soon as possible. Application can receive a DUNS number at no cost by calling
the DUNS request line: 866.705.5711
System for Award Management (SAM)
• Applicants MUST have a current SAM registration to apply for any Federal grant (be sure its’
marked “PUBLIC”!)
• Go to sam.gov/portal/public/SAM and follow the FAQ’s and User Guide for help completing (or
annually updating) the SAM registration.
• SAM registration MUST match information in both the DUNS and on AFG applications exactly.
• SAM registration guidance and web links may be found at: www.fema.gov/rules-tools. Click on
“System for Award Management”.
~ IMPORTANT ~
11. • AFG Application information must match your organization’s SAM Profile.
• Please ensure that your organization’s name, address, DUNS number, and EIN are
up to date in SAM and that the DUNS number used in SAM is the same one used
to apply for all FEMA applications. Future payments will be contingent on the
information provided in SAM; therefore, it is imperative that the information is
correct.
• 1199A Direct Deposit information must match DUNS & SAMs as well
• ANY DISCREPENCIES WILL DELAY APPROVAL or WILL NOT BE REVIEWED
Important
12. BEFORE YOU HIT SUBMIT
BE SURE that the following MATCH EXACTLY when you fill out the
SAM & 1199 Direct Deposit forms:
Name
Address
Phone
Etc.
If all the information is not identical – Your Application Will Be Rejected!!!
If you are going to remember just one
thing 100% today remember this:
14. 1. Planning and Preparation
2. Application Content
3. Narrative Development
4. Review and Submittal
5. Scoring and Selection
The AFG Application Process
16. Planning and Preparation
• Familiarize yourself with the AFG Program Notice Of Funding Opportunity
(NOFO) found at:
www.fema.gov/assistance-firefighters-grants-documents
• Conduct a risk/needs assessment (Key To Do)
• Determine your project (NOFO Priorities)
• Utilize support resources
17. Identify your hazards/risks to life, critical infrastructure and
property.
Ask yourself:
What are the ideal solutions to this risk?
What resources do you have to deal with these risks?
What are your gaps/deficiencies?
NOTE: Use current strategic plan which should have all of
this. Or contact other districts that have received funding & see
what theirs was.
Conduct a Risk Assessment
18. AFG Application Types:
• Operations & Safety
• Regional Ops & Vehicles
• Vehicles
• Non-affiliated EMS
• State Fire Training Academics
19. The Application
• Describes the community you serve.
• Describes your department and your critical needs.
• Justifies your needs (operationally and financially)
• Is used by FEMA as basis for award!
20. The Application
• Fill in the blank, multiple choice, and narrative.
• AFG is initially electronically scored to measure those
applications that align with the highest funding priorities.
• The highest scored applications are considered
“competitive” and are sent to peer panel for narrative
review.
21. Application Sections
• Applicant Information
• Department Characteristics I
• Department Characteristics II (includes the overall
financial need narrative)
• Request Details (includes a separate section for each
activity including its associated narrative)
22. Department Characteristics Part I
• Type of Organization: Paid, Combination, Volunteer
• Type of Community: Urban, Suburban, Rural
• Square Mileage of First-Due Response
• Percentage Protected by Hydrants
• Critical infrastructure that you protect
(DROPDOWN will tell you what is Critical)
• Permanent Population of your Primary/First-Due Response Area
23. Department Characteristics Part I
(cont.)
• Seasonal Increase in Population, i.e. College, 100 Mile Yard
Sale…
• Number of Active Firefighters Trained to FFI and FFII
• Number of ALS Trained Members
• Number of Stations
• Department’s Compliance with NIMS
• FDIN/FDID Number
24. Department Characteristics Part II
• Fire Related Injuries and Deaths
• Operating Budget
• Percentage of budget dedicated to Personnel Costs
• Sources of revenue: Taxes, Billing, Fee for Service, Donations, Fund
Drives, other Grants, etc. ~ If unable to raise funds, explain why &
why difficult:
Poor community
Tax issues
Ordinances
25. Department Characteristics Part II
(cont.)
• Number and Type of Vehicles Including Reserves
• Number of Seated (Riding) Positions
• Number / Type of Calls in first due response are
• Mutual / Automatic Aid (given and received).
Hint: The calls documented above should match what your
department reports to the National Incident Reporting System,
(NFIRS).
26. Department Characteristics Part II
(cont.)
• Financial Need must answer the following questions:
• What is your financial need? (budget cuts, tax base reduction, new business given
tax abatement but no revenue for increased services)
• Why are you unable to fund the project? (fundraising not allowed, low-income area)
• What other attempts have you made to secure funding?
• What capabilities have been reduced due to budget constraints?
• Why do you need federal assistance?
27. Financial Need
• Describe their financial need and consistent is it with the intent of
the AFG program
• Describe the applicant’s financial distress, summarizing budget
constraints, unsuccessful attempts to secure other funding, and
proving the trouble is out of their control
• Clearly identify the factors contributing to their organization’s
current financial hardship
• Must provide strong evidence showing the hardship is beyond
their control and Federal intervention is necessary
28. Tip #1 - To score highest, financial difficulties contributing to
current financial need must be clearly identified. The
applicant must provide strong evidence showing the
distress is beyond the applicants control and Federal
intervention is necessary.
Tip #2 - With the Self-Evaluation Sheet, read from Poor to
Excellent so to best see where you fit in.
Financial Need - Tips
30. • 15 % for populations > 1 million
• 10 % for populations 20,000 to 1 million
• 5 % for populations < 20,000
• 5 % for all eligible FP&S applicants
AFG Cost Share
32. AFG Project Identification
• Your study of the most current NOFO as well as the results of our
Risk / Needs Assessment will help you identify your project based on
where your needs align with the program’s highest priorities.
• Aligning your greatest needs with the highest program priorities will
increase your chances of submitting a competitive application!
www.fema.gov/welcome-assistance-firefighters-grant-program
33. Training
Equipment
Personal Protective Equipment (PPE)
Wellness & Fitness
Modifications to Fire Stations and Facilities
Focus on the highest priorities!
Operations and Safety
Application Projects:
34. • Applications focused on national or state certification training, including
train-the-trainer initiatives, receive a higher competitive rating.
• Instructor-led training that requires student testing to demonstrate
academic competence and/or practical proficiency for certification will
receive a high competitive rating.
• Proposed training projects that benefit the highest percentage of
applicable personnel, such as the hazardous materials training within a
fire department or training that will be open to other departments in the
region, receive a high competitive rating.
• Training that brings a department into compliance with recommended
NFPA or other national standards.
Training Priorities
35. Will this training be:
(select one):
• Instructor-led
• Self-directed/test-validated
• None of the above
Training Scored Question Example
36. Equipment purchased with AFG funds must meet applicable
national consensus standards, NFPA, OSHA, ANSI...
Funding Priorities that are rated as high (H) are:
First time purchases to support existing mission
Replace obsolete or damaged equipment that can no longer meet
the applicable standards
Must be at least 10 to 15 years old
Equipment Priorities
37. Equipment
• Firefighting equipment (hose, nozzles, foam, etc.)
• Thermal Imaging Camera’s
• EMS equipment (Cardiac monitors, AED’s, Power Stretchers…)
• Rescue Equipment-HRT, Tech Rescue, etc.
• Air Refill / Cascade Systems
• RIT Pack, Gear bags and flashlights
• PPE washers / dryers
• Training Simulators / Props (supports training)
• Communications (radios, pagers, tablets, MDT’s)
38. Equipment Considerations
• When requesting training for any items under equipment, enter the
request in “Additional Funding” in the Request Details section. (add
costs for training required for the new equipment)
• Accountability systems are now under Equipment
• EMS technology equipment has an 8 year replacement cycle.
• Projects involving installation of equipment in a facility or an existing
structures must undergo a FEMA Environmental Planning and
Historical Preservation (EHP) screening.
39. Applicants are encouraged to coordinate requested
communications projects with their Statewide Interoperability
Coordinator (SWIC), Statewide Interoperability Governing Body
(SIGB), or equivalents, to ensure their proposed projects support
the Statewide Communications Interoperability Plan (SCIP) for
their State.
http://www.safecomprogram.gov/grant/Default.aspx
All equipment must be APCO P25 compliant!
Communications Equipment
40. Personal Protective Equipment (PPE)
Priorities
• Replacing torn, damaged, or obsolete PPE
• PPE for members currently without gear
• Structural turnout gear
• Wildland turnout gear
• Rescue Bailout Systems
• SCBA
41. Personal Protective Equipment (PPE)
• You will be asked to provide details about your
existing equipment inventory.
• The age of your existing equipment will be
considered in all phases of review.
• In order to be considered “obsolete” PPE/SCBA
must be 10 years and 2 NFPA cycles old.
• 2002 standard or older is the highest priority.
42. PPE Scoring Examples
• SCBA’s are awarded based on riding positions.
• Turnouts should cover 100% of active personnel.
• How many of your members/riding positions WILL HAVE
compliant Turnouts/SCBA.
• APPLICANTS MUST COMPLETE THE SCBA & TURNOUT
INVENTORY FORMS.
43. Personal Protective Equipment (PPE)
• You will be asked to provide details about our existing PPE
inventory.
• The age of your existing PPE will be considered in all phases
of review.
• In order to be considered ‘obsolete’ Turnouts/SCBA must be
10 years and 2 NFPA editions old.
44. PPE Turnout Inventory
Age (in years) Current inventory Being replaced
Less than 1
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16 or more
Number of members w/o PPE
Best to Qualify
Damaged
Nonworking/serviceable
45. SCBA Inventory
SCBA Cylinders SCBA Cylinders
2013 Edition
2007 Edition
2002 Edition
Obsolete / Damage
Years
Current Inventory Being Replaced
• 10 yrs or 2 editions old to be replaced
• 1 spare cylinder per SCBA unit
• Masks – each firefighter gets one
46. Wellness & Fitness Activities are intended to strengthen First
Responders so their mental, physical, and emotional capabilities are
resilient enough to withstand the demands of emergency services
response. So fire departments and nonaffiliated EMS organizations must
offer, or plan to offer, all four of the following :
PRIORITY 1 Activities:
Periodic health screenings
Entry physical examinations
Immunizations
Behavioral health programs
Wellness and Fitness
Priority 1
47. • Priority II activities will be limited to the following four categories in the
drop down menu.
Candidate Physical Ability Evaluation
Formal Fitness and Injury Prevention Program/Equipment
Injury/Illness Rehab Program(s)
IAFF or IAFC Peer Fitness Trainer Programs
(to request Priority II activities in Wellness and Fitness, all
Priority 1 activities must be in place, or planned to be in place)
Wellness and Fitness
Priority II
48. Note: Grants will not
be provided to
modify buildings
constructed after
2003.
Program Priorities (H)
Requests for direct source-capture
exhaust systems, sprinkler and
smoke/fire alarm systems
Stations with sleeping quarters and/
or occupied 24/7
Additional Considerations
Age of the building—older buildings
receive higher priority for funding
$100,000.00 maximum per station
Modification to Facilities Priorities
49. No modification may involve changing the footprint or profile of
a structure.
All projects that involve the installation of equipment, ground-
disturbing activities such as a concrete pad for station generator,
must undergo a FEMA Environmental and Historic Preservation
(EHP) review and approval.
The EHP clearance must be received prior to the start of any
modifications. Failure to do so could cause your project to be
deem ineligible!
Modifications to Facilities
50. • Maximum federal share of $25,000 plus a local match (based
on population)
Overmatching Not Allowed
Eligibility
Fire Departments and Non-Affiliated EMS Agencies
Only 3 of the Operations and Safety Activities are Eligible: Equipment,
PPE, and Training
Those that score in the competitive range for panel review may receive
additional consideration.
Micro-Grant
51. • Any eligible Fire Department or nonaffiliated EMS
organization may act as a “Host” applicant for large-scale
projects on behalf of itself and any number of other eligible
organizations in the area that will be participating partners in
the award.
• Regional/Joint projects should achieve greater cost / benefit
effectiveness, support regional efficiency and resilience, and
benefit more than one local jurisdiction
(Good for Rural Departments)
Regional or Joint Applications
52. Eligible projects:
Operations and Safety:
Training,
equipment,
personal protective equipment
Vehicle acquisition
Regional or Joint Projects
53. • Regional applications must include a list of all organizations participating
in the proposed project.
• All participants of a Regional application must be compliant with AFG
requirements for past grants, including close out.
• Regional host applicants and participating partners must execute a
Memorandum of Understanding (MOU) or equivalent document, signed
by the host and all participating organizations. Copies will be requested
during technical evaluation of applications.
• Host will receive all the funds and spend it for all – not giving it to each
department to spend.
• Single applications can be submitted by a department as long as it is not
related or same as the Joint/Regional application.
Regional or Joint Applications
54. • The MOU agreement must specify the following:
• Individual/mutual responsibilities of the host and partners
• Host and participants level of involvement in the project(s)
• EIN numbers for all partners
• Proposed distribution of all grant funded assets or contracted
services
Any entity named in the application as benefiting from the
award must be an eligible AFG organization and must be a party to
the MOU or equivalent document.
MOU
55. Vehicle Applications
• AFG provides grants for the acquisition of NEW, NFPA Compliant
Vehicles.
• Fire departments, nonaffiliated EMS organizations, and State Fire
Training Academies are eligible for all AFG Vehicle Acquisition
activities.
Used and/or refurbished vehicles are no longer eligible!
56. Vehicle Acquisition Priorities
• Replacing Unsafe vehicles
• Replacing vehicles that have been converted from vehicles not
intended for the fire service. (high priority)
• Replacing firefighting vehicle that have an “open-cab”
configuration
57. Fire Apparatus Priorities
PRIORITY RURAL
COMMUNITIES
SUBURBAN
COMMUNITIES
URBAN
COMMUNITIES
(H)
Pumper
Ambulance
Aerial / Ladder
Tanker / Tender
Brush / Attack
Community
Paramedic
Pumper
Ambulance
Aerial / Ladder
Tanker / Tender
Brush / Attack
Community
Paramedic
Pumper
Ambulance
Aerial / Ladder
Rescue
Community
Paramedic
~ CALL VOLUME CARRIES WEIGHT TO JUSTIFY ASKING FOR IT! ~
58. • Always check the Program Priorities in the NOFO before
deciding on the items or projects for which you will request
assistance.
• Once the AFG NOFO is approved, it will be available at
www.fema.gov/firegrants.
Program Priorities
59. • Itemizes specifics of your request
• Determines if your request matches program priorities
• Includes narrative statements to justify each type of activity
requested
• Influences the applications that will go to Peer/Panel Review
Request Details Section
60. The single most important action for success in the AFG
Program is to match your department’s needs to the AFG
Program’s highest funding priorities.
REFER TO THE 2016 AFG NOFO
Remember!
61. The Application:
• Is an opportunity for applicants to describe their community
and justify their requests.
• Identifies applications most closely aligned with Program
priorities, using electronic scoring and a peer/panel review.
• Used by FEMA as basis for award!
Summary
64. • Developing Your Narrative(s)
• Evaluating Your Narrative(s)
***Each project will have it’s own narrative***
Project Narratives
65. The Narrative Statement includes the following sections:
Project Description
Cost Benefit
Statement of Effect
Developing The Narrative
66. Narrative Summary
Remember:
• The information you provide in the narrative, including the budget
details, should showcase your department’s needs.
• Explain in detail how this project will allow the organization to more
effectively protect its citizens and firefighters!
• Be clear, concise and passionate!
• Your narrative, including your financial need, is scored by the Peer
Reviewers and used to recommend your project for funding.
67. • Clearly define the project then give proper justification for the needed project or item(s)
• Clearly discuss any “unique” equipment requests, such as technical rescue and why they
need the requested item(s)
• Will training be requested for the item(s) or project
• Describe how the application request can be completed within the one year period of
performance
Hint: To score highest, the project description must clearly identify all aspects of the
project and budget. Project goals must be evident, articulated, and directly tied to the
applicant’s mission. The project budget is itemized, requested items are directly related
to addressing the risk assessment, and requests are not excessive. The project is clearly
and coherently aligned with the highest Program Priorities.
Project Description
68. • Address the operations and personnel safety needs of the applicant in an economic
and efficient manner
• Maximize the grant funding to achieve maximum benefits
• Show compliant with recognized standards, has the applicant described how the
anticipated benefit(s) of addressing their identified “capabilities gaps”, outweighs the
cost of the requested item(s)?
• Demonstrated whether the cost benefit is consistent with the AFG program
priorities
Hint: To score highest in Cost Benefit, the applicant must clearly identify and fully
articulate the proposed achievements which are consistent with the applicant’s
mission. The project’s goals must directly benefit the organization’s personnel and
community, and the costs must be justified in relation to the expected benefits.
Cost Benefit
69. Statement of Effect
• Request clearly address how the applicant’s daily operations will be
enhanced
• Discuss how their ability to save lives and property will increase as a
result of this award
• Discuss any negative effects/impacts if not awarded
Hint: To score highest in the Statement of Effect, the applicant must
clearly demonstrate that the items requested are necessary for daily use,
contribute to protecting lives and property and fully support the
organization’s mission.
70. Application Review
Have you:
• Answered all the questions?
• Verified there are no remaining placeholders?
• Had a third party review your application responses and
narrative?
• Compared your responses to the self evaluation guide?
• Received your DUNs number?
• Registered in SAM?
71. Submit!
Once you have submitted your application take a moment to verify:
That all past awards are current on all reports and obligations.
Remember: Once you submit “NOTHING” may be added or
changed!
73. All applications undergo a two-phase review process:
Phase 1.
Electronic pre-score: An electronic pre-score assigns a preliminary
score to all applications based on how well they match the
eligibility criteria and funding priorities. The highest-scoring
applications are forwarded to the second phase for review.
~ 1 in 5 Chance
Phase 2.
Peer Review Evaluation: Peer reviewers read and score applications
and make funding recommendations.
~ 50/50 Chance
Application Scoring
74. • Incomplete application submittal (placeholder laden)
• DUNS not registered in SAM.gov
• Banking information not matching (1199A Direct Deposit Form)
• Equipment/Vehicles requested that do not meet the NFPA standards
• Non-compliant communication equipment request
• Excessive SCBA and PPE request
• Requesting items that are not high funding priorities.
• Failing to list your entire PPE inventory or the age of your PPE.
• Requesting an item for which you are not trained and for which
• you are not requesting training.
• Regional partners duplication of application project submittal
Common Application Mistakes
75. The answers to many questions in your application have point
values assigned to them
Questions about CALL VOLUME, POPULATION PROTECTED, and TYPE
OF COMMUNITY (urban, suburban, rural) affect the Electronic Scoring of
Vehicles.
The equipment/project(s) requested in the REQUEST DETAILS section
factor heavily in the scoring.
Electronic Scoring
76. The answers that most closely align with the program’s priorities will
score the highest.
Only the applications that score high in the Electronic Scoring move
forward to the Peer/Panel Review process.
The final application score is an average of the electronic and peer
review scores
Electronic Scoring
77. Follow the Self-Evaluation Sheet
Operations & Safety
Vehicles
Peer Reviewers rate off the score of:
Poor
Fair
Good
Very Good
Excellent
The Self-Evaluation Sheet is your #1 tool in your attempts at a Winning
Application.
Peer Review Scoring
81. Environmental and Historic
Preservation (EHP)
• AFG Funded Projects that involve the following must undergo the FEMA EHP
screening process:
Installation of equipment in or on existing facilities / structures
Ground-disturbing activities
Modifications projects for existing facilities / structures
Renovations / remodeling activities to support awarded projects
EHP information can be found in the AFG NOFO document and on the website:
http://www.fema.gov/rules-tools
82. Environmental and Historic
Preservation (EHP)
• No part of any awarded project that requires an EHP screening may be started until
official approval is received from FEMA to proceed/ If installation of any part of a
project requiring an EHP screening is started prior to approval from FEMA, the
recipient risks having the project deemed ineligible and funds withdrawn.
• Grantees will be notified of their EHP responsibilities in the grant award package.
• AFG Grantees should submit their completed forms as soon as possible upon
receiving the grant award.
83. EHP Screening Process
• If EHP screening is required for your project(s), the information will be found in the
negotiation comments and/or additional requirements section of the Summary Award
Memo in your Award Package.
• The EHP screening form can be downloaded at:
www.fema/gov/media-library/assets/documents/30521?id=6906
84. Updating Your Application
• Keep the contact information “current at all times”.
• Update all contact information such as, e-mail and phone
numbers when applicable.
• If someone new takes over the grant administration, please
take the time to educate them on how it works. Or simply have
them call our help desk or regional rep to get started.
• Write down and save the user ID and password in a safe place.
85. • Establish a Committee, Identify POC
• Formulate a Budget for the Project
• Demonstrate effective cost-benefit
• Research Applicable Standards
• Develop a Rough Draft of the Narrative Include milestones to
demonstrate you can complete the project in 1 year
• Get Approval from Your Authorizing Authority/Organization
• Verify Your DUNS Number and SAMs Registration
• Request only what is needed
Best Practices for Developing
Your Application
86. Applicant Support
Help Desk: 866.274.0960
Website: www.fema.gov/firegrants
Regional Fire Programs Specialist:
www.fema.gov/region-vii-grants
YOUR PEERS!
87. Summary
• Know the Program Priorities.
• Know Your Department/Agency’s Risks and Vulnerabilities.
• Match Your Needs with the Program’s Highest Priorities.
• Check Your Work.
• *Request Only What is Needed.
