2002 Assistance to Firefighters Grant Program

Applicant Workshop

Handout

 

For Assistance Contact

 

FEMA/USFA Assistance

(866) 274-0960 ph   (866) 274-0942 fax
website: http://www.usfa.fema.gov
email: usfagrants@fema.gov
 

Regional and State Points of Contact

 

FEMA Region V Chicago Office

Dennis McCloskey   Dennis.McCloskey@fema.gov 312-408-5588
 

Fire/EMS/Safety Center - MnSCU

Warren Jorgenson  wrjorgen@tds.net   320-894-5071 Cell

Bruce Roed   broed@gvtel.com 218-686-7233 Cell
 http://fireactgrant.tripod.com

Minnesota State Fire Departments Association (MSFDA)
Tom Pressler  PresMSFDA@msn.com 952-897-1008

Purpose Remains the Same
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.
 
 

FY 01 Applications Overwhelming interest in this program.

FEMA estimated 5,000 – 6,000 departments would apply, but 19,000 did – and  more than half applied for two categories so FEMA received 31,295 requests for grants.  Almost 11,000 were for vehicles.
 

Applications accepted April 1 - May 2, 2001:

 • 11,000 calls and 8,615 emails
 • 18,915 fire departments applied
 • 31,295 grant requests totaling $3 billion

Applications from Minnesota

 • 509 fire departments submitted 879 applications requesting $74,761,891.64
 • 38 fire departments received 42 awards totaling $2,106,462.14
 • the largest award that FEMA issued went to Minneapolis Fire Department
 

2002 GRANT PROGRAM OUTLINE


Goals accomplished in FY 01, but areas for improvement also identified:

FEMA/USFA has worked to simplify the application and to allow departments to apply for more comprehensive solutions to their needs.

There are two major changes this year 1.) the application will be web-based 2.) departments can apply and submit their applications online, make use of many beneficial features such as help screens, definitions, answers to frequently asked questions, and lists of eligible items.  Applicants can start the application, save it, and return to it later.  They can also print out portions of the application for others to review prior to submission.

The idea for the other major change came from feedback from the fire service that the “categories” authorized by law were actually interrelated and complimentary.  For example, a department may want to apply for fire fighting equipment (FFE), and training on how to use it to be able to better protect their firefighters (last year they had to pick one or two categories and they may have received funding in one, both, or none).  Or for example, rapid intervention teams is one of the authorized categories.  However, this is not a separate and distinct function.  It requires training personal protective equipment (PPE), FFE, training, etc.
 

So the solution is to allow Departments to apply for functions or programs in 2002.

 

Functional Approach

Limit categories but allow FDs to apply for ONE program:
 • Fire Operations and Firefighter Safety
   (Training, Wellness &Fitness, Firefighting Equipment, Personal Protective Equipment)
 • Fire Prevention
   (Public Education, Public Awareness, Code Enforcement, Arson Prevention)
 • Fire Based Emergency Medical Services
   (Equipment, Training)
 • Vehicles
   (Pumpers – Brush Trucks – Tankers – Rescue Units – Ambulance - Boats – Aerials – Quints – Foam Units)
 
There are 4 eligible programs this year.  Defining the programs in this fashion eliminates a lot of the confusion that surfaced last year.  No more worrying about which category certain items fit into.  We have listed the general activities that could be performed under each program.  An applicant can ask for one, two, or all of the activities they need.

READ THE INTERIM FINAL RULE  that is expected to be published in the Federal Register in January 2002 (and will be accessible on the web at www.usfa.fema.gov).  It will go into much more detail regarding eligible costs that can be incurred under each of the activities.  For example, in a training activity, a department could ask for instructors, class material, equipment, computers, transportation to and from training, etc.

The Federal Register will also provide details about the priorities for each activity, for instance, the highest priority for firefighter operations will be on training basic firefighting training to an operational level, the purchase of basic firefighting equipment, entry physical examinations and immunization wellness and fitness programs, and providing active firefighters with a complete set of personal protective equipment, breathing apparatus as well as turnout gear.

EMS will have a slightly different focus. Elevating a fire department’s basic EMS capabilities to an intermediate life-support level (i.e., EMT-D or EMT-I).  Hiring firefighting personnel is not an eligible activity this year, however, personnel costs associated with achieving the goals of one of the four programs above is allowable.  For example, paying the salary of a trainer as part of the training “activity” of your Fire Operations and Firefighter Safety “program” is eligible.

FEMA is only allowing departments to apply for one program this year.  However,  by expanding the number of activities that can be “lumped” into one application, departments are better off than last year.  For example, under Fire Operations, a department could apply for as many as four of last year’s categories under one “program.”
 

Category Issues;

 

Vehicles;

Vehicles will be allocated first and have 90 million reserved for vehicles. When the 90 million is assigned the rest will go to the other 3 categories.  The oldest units will be on priority like last year.  Boats will be on the bottom of the priority list.
 

EMS;

Fire departments that have an existing EMS service or trained as first responders or have some type medical training to assist medics or rescue squads at medical emergencies are eligible for this category.

FEMA policy is this; If your community has not seen fit to train your department with any medical training then FEMA will not help your community start the medical service.
 

Personal Protective Equipment (PPE);

FEMA will not fund 3/4 length fire boots.  Modern protective equipment only.
 

Limits Set By FEMA;

 

Transportation Expense

$6,000.00 limit on “transportation expense”.  Example; Last year you asked for a suburban to pull your escape house in the prevention program.  That’s transportation expense and this year there is a limit of $6,000.00 that FEMA will pay towards the “transportation expense”.
 

Thermal Imaging

 Limit of  - 1 camera for towns with a population of less then 20,000.
  - 2 cameras for towns with populations between 20k and 50k
  - 3 cameras for towns with populations over 50k
 

When is the Federal Register Final Rule Available?

The final version was sent to the White House during the last week in January.  When it arrived at OMB they decided there should be money reserved for WMD equipment and training.  This created a major discussion with folks at the White House and the issue finally got resolved last week.  The document as of this morning (Feb 11th) is not at the printers yet!!

Between the release of the Final Rule and the web site issues we will know by the end of the week if the program start and finish dates get moved back.
 
 

Pros of Functional Approach

 1. Encourages FDs to strategically address their critical needs
 2. Gives FDs flexibility to apply for simple, comprehensive solutions
 3. Results in best applications being funded
 4. Meets Congressional mandate to simplify but keep manageable

The third bullet – rather than targeting certain amounts of money for the “categories” like last year, FEMA/USFA will simply fund the best applications in each program.  Within the statutory limitations that at least 5% of the funds must go to prevention, and at most 25% of the funds can go to vehicles.

The last bullet – Congress advised in the report language to FEMA’s FY 2002 appropriations bill (now Public Law 107-73) that the success of the program was due in part to the decision to limit the number of eligible categories/activities to the 6 and that the Agency should consider funding those categories again.  Congress also asked FEMA to consider adding EMS and urged the Agency to continue efforts to simplify and streamline the application process.
 
 

2002 Schedule


January 31  – Publish Federal Register Notice (Not published as of Feb 19th)
February 17  – Information technology (IT) Center Online
March 1    – Applications Available On-line
April 1   – Deadline for Applications
Mid-April   – Begin Panel Reviews

Mid-May   – Begin Awarding Grants

APRIL 1st is the deadline!
 

Paper applications are discouraged.

The web-based applications will be easier for everyone and easier for applicants to fill out, easier for FEMA to process, and less prone to data-entry errors.  However, we will make paper applications available and accept them if they are postmarked by March 25 or received by FEMA no later than April 1.
 

Awards:

FEMA/USFA must award $150 million by the end of September 2002 and all $360 million by the end of September 2003.  However, the Agency will attempt to award all funds as soon as possible.

The grant application review process will take place over a three-week period at the National Emergency Training Center in Emmitsburg, MD.
 

EVALUATION PROCESS

First

 - score answers to questions to  establish competitive range of applications meeting the priorities
 

Second

 - peer reviewers read narrative for the description of the program, cost/benefit, and financial need
 

Two Levels of Review

-- the first level is to score the answers to the category-specific questions within each “program” to establish the competitive range. The questions are designed to identify those applications that will address the priorities of the program as developed in consultation with the fire service community, and as outlined in the Federal Register Notice.  No advantage or disadvantage will result from the number of activities (i.e. training, wellness and fitness) included in a program.  The best applications, (i.e., those that most closely address the program’s priorities) will go forward to second level of review – a peer review by members of the fire service community from around the country.

The peer review panels will be held at the National Fire Academy in Emmitsburg, MD.  At least 3 people will read and score each application based on clarity of the project, the  financial needs of the applicant, and the cost-benefit of the project.  If there are large disparities between the three scores, the panels will discuss the application to make sure everyone understands the proposed project.

The top scoring applications in each program area will be recommended for funding.  While funding decisions will be based on the scores from the panel, FEMA/USFA is obligated by law to also ensure geographical distribution of awards (urban/suburban/rural) and the distribution of funds between career and volunteer/combination departments (the law requires that volunteer/combination departments receive funding “not less than the [56.8%] proportion of the United States population that those firefighting departments protect.”)  Career and volunteer/combination departments will again NOT compete against each other.
 

Success in Grant Writing United States Fire Administration


This section will focus on how to determine whether your department’s needs match up with this program’s priorities, and then how to write a good program description/narrative.
 

Compatibility
 • How do your needs match the goals and priorities of the grant program?
 • How will you know?
 • How can you best determine compatibility?


Fire departments must take a realistic look at how their needs match up with this specific program.  Now that you have a better feel for the priorities, how do you determine if you fit into them?
 

Determining Compatibility
 • Conduct community risk assessment
 • Evaluate the capabilities of your fire department
 • Identify deficiencies
 • Formulate plan to correct deficiencies
Look at two things: Your community And Your Fire Department
 • Community Profile
 • Population Growth or Decline
 • Development Growth or Static
 • Tax Base (Declining or Growing)
 • Type of Development
 • Special Hazards (Hazardous Materials, Airport etc.)
 • Obtain and Provide 5 Year Trends for Each If Available


Trends in the services demanded by the community will point to the current and future needs of the fire department.
 

Community Risk Analysis
 • Who is at risk (all hazards)?
 • Why are they at risk?
 • What types of incidents occur?
 • How frequently do incidents occur?
 • What is the impact of those incidents?
Analyze your local community statistics.  Do your needs match up with the USFA’s priorities?:


Do these factors match USFA’s 5-Year Operational Objectives:
1.  Reduce the loss of life from fire by 15%.

  • By reducing by 25% the loss of life of the age group 14 years old and below, and
  • By reducing by 25% the loss of life of the age group 65 years old and above, and
  • By reducing by 25% the loss of life of firefighters.
2.  2,500 communities will have a comprehensive multi-hazard risk reduction plan led by or including the local fire service, and
3.  To appropriately respond in a timely manner to emergent issues.
 
Determine Lines of (service) Business
 • Fire Suppression
 • EMS
 • Hazardous Materials Response
 • Technical Rescue
 • Code Enforcement
 • Public Education
 • Water Rescue
Compare what the department actually does, to the firefighting needs identified in the community profile and risk assessment.
 
Does the department’s activities match up well with the community’s needs?
 
Do any changes that the fire department needs to make match up well with the priorities of this grant program?
 

 
 
 
 
 
 
 

Fire Department

 • Firefighter Capabilities Apparatus
 • Personal Protective Clothing
 • Equipment
 • Facilities (limited support)


By looking at the community and department profiles, applicants can begin to match the priorities of the program with the improvements they need to meet those needs.

“Limited support” in the last bullet refers to the fact that this program will not fund major construction projects like building facilities such as classrooms, buildings, towers, stations, etc.

Modification to an existing facility is allowable if the modification involves only minor renovation (i.e., limited to minor interior alterations costing less than $10,000).
 
 

WRITING A SUCCESSFUL NARRATIVE


An application will make it into the competitive range if the answers to the activity-specific questions are determined to be “yes -- the application meets the priorities of this grant program.”

Peer reviewers then rate the (up to) five-page written narrative.
 

Questions and Narrative
Questions will be vary close to the same items asked about last year. This year FEMA wants a more complete picture of your department and therefore will be asking for a compete vehicle inventory and the number of stations in your jurisdiction.
 

Questions on your department funding such as the percentage of your operating budget that comes from;

 - taxes
 - donations
 - other sources


The narrative will still be five pages.  You should be able to cut-copy-paste from your word processor into the forms on the web site.  You will not be able to attach files to the web site forms.
 

The three key factors that reviewers look for are:
 1. a clear description of the requested program;
 2. a lot of benefit for the cost, and;
 3. financial need on the part of the department.
Project Description
 • Must Match to Defined Weaknesses
 • Must Have Identifiable Goals
 • Must Have Clear Objectives

Cost/Benefit

 • Solution to Your Need Using Lowest Possible Amount of Funding
 • Willingness to Share With Other Communities If Possible

Best “Bang” for the federal government’s “Buck”.


FEMA/USFA’s goal is to have maximum impact on the nation’s fire service.  Are you asking for things you don’t really need?  Any extraneous bells and whistles?

Will your program benefit other communities through, for example, mutual aid agreements?

Will it be effective and efficient?
 

Financial Need


Demonstrate attempts at other funding sources:

 • Local Budget
 • Private/public Partnerships
 • State Grants
 • Taxes


Focus on the importance of demonstrating a willingness and a history of trying to acquire funding from a variety of sources and strategies, but just not being able to secure sufficient resources.

Difficult circumstances:

 • Tax Base Eroded or Can’t Keep up with Community Growth
 • Tax Limitation Legislation
 • Factory Closed Down
 • Can’t Sell That Many Hotdogs!


The first bullet describes opposite community realities, both of which make it difficult for FDs to secure resources.

Project Narrative

 • Use Information Gathered in Risk Analysis and Community Profile
 • Goal Oriented
 • Concise!
 • Include Itemized List (As Necessary)


Remember the narrative must be organized and provide a clear explanation.  You don’t have to be a professional grant writer, you just have to get your point across.

Remember, the reviewers have never been to your town and don’t know your fire department.  Does your narrative do all it can to provide the reviewers with all of the facts they need to make an informed decision about your grant request?

Other Considerations

 • Sufficient Details
 • Consistency
 • Appropriate  (Match Needs, Ethical etc.?)
 • Reasonable (Good Business?)
 
This slide points out some of the factors the peer reviewers will use to determine the competitiveness of the narrative.

Most Asked Question:

Which Departments Win a Grant?
Answer: Those That Read the Program Guidance Carefully and Follow It!

DEPARTMENTS  THAT WIN:

 • Those that best address the programs established priorities
 • Those with greatest financial need
 • Those with activities/requests that provide the greatest cost/benefit.
 
Web Site and Forms
The web site at NFA is being tested now and they are having problems with the firewall and some crashing problems.  You must designate only one person for login and password purposes, to enter the data onto the web site. Example; If you start the process by getting a login user ID and password assigned to your department and then your Chief comes along to start the process, the web site will tell the Chief that some one has already entering data for your department. The Chief will then need to call the help desk and find out who has started the process for your department.   Coordination of this activity is advised!!

The web pages will total your budget and auto fill the typical forms such as the 2020 and the 424 forms that we used last year.  You can use these forms as work sheets until the web site is up and running.

The fields that you will fill in on the web site are supposed to be vary simple to do.  Drop down menu items similar to the NFIRS program will be used.  Information as to item, quantity and cost etc will be available in the menus.

Those of you who can not enter the data online can get the paper version of the grant process, how ever FEMA is STRONGLY recommending using the internet for this process.
 

Cover Letter

When you have finished entering data into the web site, you will need to complete a cover letter on your department letter head and send that off to the same address as last year. This will serve as your notice to FEMA that you have completed you application.
 

Addition Resource Web Sites

FEMA USFA
website: http://www.usfa.fema.gov
email: usfagrants@fema.gov

Federal Register
http://www.nara.gov/fedreg/

Northern and Southern Districts Web Site
http://fireactgrant.tripod.com

Federal Grant Forms 424 etc.
http://www.fema.gov/ofm/grants2.htm