Assistance to Firefighter Grant Program (AFGP)

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Need Help Contact TEAM MN AFG at grants@minnesotafireservice.com

1. Late Breaking News Items
   
2. 2010 Workshop Locations and recorded Online sessions
   
3. 2010 Workshop Notes and Handouts
4. Comprehensive Driver Program
5. How Long Should It take To Sign An Apparatus Contract?
6. Wondering about low bid and the AFG program?  Click here.
7. 1199a and Email Questions from the AFG
8. Laws, standards, 3rd party gap analysis and statistical data needed for your application
9. NFPA Standards and NFPA List
10. Federal requirements for vehicles and radios needed for your application
11. MN Statewide Radio Board
12. FDID and DUNS Numbers Screen shots from the online application
13. Critical Infrastructure Counties
14. Regional Project Tips - Click here
15. Narrative tips and samples
16. Grant writers and general grant writing tips
17. The panel review process and scoring
18. Information from past years
19. The team that makes it happen and writes the AFG program
20. AFGP 2001-2009 Awards to Minnesota Fire Departments - Click here
21. AFGP 2001 Awards to Minnesota Fire Departments - Click here
22. AFGP 2002 Awards to Minnesota Fire Departments - Click here
23. AFGP 2003 Awards to Minnesota Fire Departments - Click here
24. AFGP 2004 Awards to Minnesota Fire Departments - Click here
25. AFGP 2005 Awards to Minnesota Fire Departments - Click here
26. AFGP 2006 Awards to Minnesota Fire Departments - Click here
27. AFGP 2007 Awards to Minnesota Fire Departments - Click here
28. AFGP 2008 Awards to Minnesota Fire Departments - Click here
29. AFGP 2009 Awards to Minnesota Fire Departments - Click here
30. Legislation Affecting the AFG Program

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Minnesota Help

Warren Jorgenson	320-894-5071	wrjorgen@tds.net
Bruce Roed	218-686-7233	broed@gvtel.com
Dan Roeglin	651-649-5450	dan.roeglin@so.mnscu.edu

 

AFG Help Desk 1-866-274-0960
or firegrants@dhs.gov

FEMA Region V Help

Don Mobley
Fire Program Specialist
DHS/FEMA Region 5
536 S. Clark Street, 6th Floor
Chicago, IL 60605
312-408-5540 (Office)
(202) 309-8684 (cell)
Donald.Mobley@dhs.gov

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News Flash: 

CAUTION - Do not use brand names, model numbers or part numbers in your application!

2010 application period opens April 26th and runs until May 28th.
The application period is scheduled to begin on Monday, April 26, 2010, at 8:00 a.m. Eastern Time (ET). Applications for these grants must be received by Friday, May 28, 2010, at 5:00 p.m. Eastern Time (ET).

National Preparedness Guidelines - September 2007

DHS expects its first responder partners to be familiar with these national preparedness guidelines and to consider these guidelines when assessing their needs and developing their grant requests.

The closeout part of the application web site is down and will not be back online until early May.  This will not be held against you if you need to do a close out.

9)  Do you have any previous AFG grants that are past their period of performance and have not been closed out?  (Performance on prior awards is taken into consideration when processing new applications.  Closing out overdue AFG grants may further facilitate processing of your FY2009 application).
ANSWER: Yes but we have completed our obligations and are waiting for your close out software to be fixed so we can close out or 2008 award.

New For 2010 in the AFG Program

Modifications to Facilities

• Activities involving modifications to facilities are subject to all applicable environmental and historic preservation requirements.
• Applicants seeking assistance to modify their facilities may undergo additional screening.
• DHS is required to ascertain to what degree the proposed modifications to fire stations or facilities might affect an applicant’s structures relative to the National Environmental Policy Act; National Historic Preservation Act of 1966, as amended; National Flood Insurance Program regulations; and, any other applicable laws and Executive Orders.
• No project can proceed – except for project planning – prior to formal DHS approval.  Noncompliance with this provision may jeopardize an applicant’s award and subsequent funding.
• Note: AFG does not fund modifications to facilities built after 2003.

Vehicle Payments

• As required in the two previous grant years, FY 2010 AFG vehicle awardees are required to obtain a advanced payment bond IF the grantee advances funds to a manufacturer.
• Also, the grantee must include in their vehicle purchase contract specific performance requirements and penalties for noncompliance with the requirements.

Changes in 2010 EMS Application

• They have added EMS billing to the budget.
• For Characteristics II, we now ask how many ambulances. 

FAQ - New for 2010

Advance payment bonds are a requirement for vehicle grants. What are advance payment bonds and where can I get one? An advance payment bond is like an insurance policy that protects you in the event the manufacturer with whom you contracted to build your vehicle cannot fulfill the contract, i.e. , cannot finish building your vehicle for any reason. An advance payment bond is a financial tool used to guarantee, in the event of manufacturer/contractor default, funds will be available to finish the construction of your vehicle and ensure its proper operation. From the vehicle grantee's point of view, the insolvency of a contractor during the construction of a vehicle would most likely result in delayed completion of the vehicle, additional expenses for a different manufacturer/contractor to finish the work or even loss of grant funds. For this reason, we require manufacturers/contractors to provide a bond from an independent bank, insurance company or bonding agency so the vehicle grantees can recover damages they may sustain if the manufacturer/contractors default during the construction of a vehicle. The amount of the bond should be equal to, or greater than, the sum of any payments, compensation and/or consideration provided prior to the delivery of the vehicle. While the AFG Program Office does not encourage advancing funds for any goods or services not received, if a down payment is required and you intend to request federal funds for a down payment, an advance payment bond is required. A copy of the advance payment bond and a copy of your contract must be submitted to the Program Office prior to your request for federal funds. If you intend to use your own funds for a down payment, the Program Office strongly encourages you to get an advance payment bond to ensure your down payment. What is the suggested timeline for purchasing a vehicle? The Program Office recommends the following timeline for vehicle purchases: 0-30-60 days Award is received, and specifications are updated or created. Any cost share funds requiring approval from a municipality, council, board, etc. should be addressed. Bear in mind matching funds are not required by the AFG until the end of your period of performance, so you are encouraged to move forward with your grant activities. 30-60 days Specifications are approved, and the request for bids is published. 75-90 days Bids are reviewed, and the vendor is selected. 90 days The contract has been signed, and the performance bond obtained. 180 days Semi-annual performance report is due. 365 days Vehicle is delivered. 366 days The final performance report is due. What are the grantee requirements for purchasing a vehicle? Grantee must have an Advance Payment Bond if they are advancing any program funds to the manufacturer. Prior to payment, the Program Office requires faxed or e-mailed copies of: the penalty clause, minimum $100 per day; a copy of the contract with delivery date of vehicle; and a copy of advanced payment bond. What is considered poor performance on a vehicle grant, and what are the consequences of poor performance? Poor performance is defined as an insufficient attempt to complete the statement of work within the period of performance. It could result in a possible loss of grant funding. The penalty is $100 off the total award or final cost of the vehicle (whichever is less) every day past the period of performance if the vehicle is not delivered. What if I have excess funds from my vehicle grant? There is no $5000 limit on the amount of excess funds from your vehicle award. Funds may be used for driver training compliant with NFPA 1002 or equivalent. They may also be used to purchase NFPA 1901 or 1906 compliant equipment, specific to the vehicle purchased. Use of excess funds for Fire Prevention and Safety activities, Wellness and Fitness activities, or training (excluding driver/operator training) would require an amendment. If you have additional questions about the use of excess funds, call the AFG Help Desk at 1-866-274-0960.

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Comprehensive Driver Program - Information on how to comply.
The Assistance to Firefighter Grant (AFG) program requires a comprehensive driver training program if you are awarded a vehicle. This document will provide guidance as how you can comply.

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Workshop Notes and Handouts

• 2010 Workshop Locations and Recorded Internet Online Sessions

• AFG Online Application
  

• 2010 Program Guidance Document should be available around April 23rd
• 2010 AFG Tutorial - here
• 2010 AFG Tutorial Download
  
• File 1 - 919kb
  
• File 2 - 3,938kb
  
• Flash Player
  

• Marked Up 2010 Program Guidance Document  This copy has been marked showing the priorities and also warning areas in various colors to bring attention to the important parts. Green for highest priorities, yellow for not so good items and red for lowest points. Orange for warnings.
  

Play pre-record sessions on the various parts of the AFG application.

• WebEx Online Workshop recording - 2 hrs 11 min Vehicles (Fire & EMS)
• WebEx Online Workshop recording - 2 hrs  4 min Ops and Safety Equip
• WebEx Online Workshop recording - 2 hrs  26 min Narratives and Screens
• WebEx Online Workshop recording - 2 hrs 25 min Regional Projects
  
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• WebEx Online Workshop recording
• The WebEx ARF player is required to playback the recording if you download the file to your computer. Download ARF player

• 2010 Workshop Presentation (PPT File: 7.5 MB)
  This presentation is the basis for the AFG workshops being conducted over the next few weeks throughout the country.
• 2010 Workshop Presentation Acrobat Reader 

• 2010 Workshop Presentation with speakers notes  (PDF File: 35 MB)
  

• Workshop Handouts - PowerPoint 3 Screen (PDF File: 2.4 MB)
  
• Workshop Handouts - What's New in 2010 Plus Vehicle - Click here
• Workshop Handouts - Scoring
• Workshop Handouts - NFPA 1500 Chapter 6
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• Vehicle Items
• NFPA 1901 says you have to have what? March 30, 2010 - read more
• Apparatus Purchasing: Beware of Outside Influences Feb 1, 2010 - read more
• Making Apparatus Specs Clear, Concise, and Consistent Jun 1, 2009 - read more
• Apparatus Specifications: Avoiding the Pitfalls Feb 1, 2008 - read more
• A Good “Boilerplate” Can Help Keep Your Apparatus Purchase From Becoming A Time Bomb! Jun 1, 2006 - read more
  
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AFG Grants Program Guidance Documents

2010 AFG Program Guidance - 633 K

2009 Federal Register Notice - 76 K

AFG Journal

NFPA 1001/State Equivalent Training Standard for FY2008 June 2008

Vehicle Manufacturing Delays February 2008

• Click here - Get your question answered directly by AFGP staff
• FIREGRANTS@DHS.GOV

• Assistance to Firefighters Grant Program -- Final Rule (published in 2003) (PDF Document - 248K)

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General Information Needed For Application

Standards and Laws

• General Duty Clause (Minnesota Statute 182.653 Subd. 2)  - Click here
• MN Law Requiring Two Apparatuses 069.11Sub(4) f. - Click here
• NOTE: This law pertains to qualifying for state aid.
  

• NIOSH, ANSI and MN-OSHA Laws - Click here
• OSHA Standards Minnesota OSHA Rules,  Minnesota OSHA Statutes
• NIOSH CBRNE SCBA Approved Respirators - Click here

• Insurance Service Organization (ISO) - Click here
• League of Minnesota Cities Insurance Trust LMCIT - Trends in Firefighter Injuries Report  - The following is a summary of findings from a recent LMCIT study of firefighter injuries in Minnesota. LMCIT is still considering options for publishing a full report and possible injury prevention techniques. More information on the study will be presented at LMCIT's annual loss control workshops, located around the state in March and April (there's a fire track as part of the workshops this year). Registration is open at www.lmnc.org. Questions on the study or findings can be directed to Ann Gergen, LMCIT Associate Administrator, at 651-281-1291 or agergen@lmnc.org.

• LMCIT’s firefighter injury evaluation includes data from 290 lost-time firefighter work comp claims from injuries that occurred between 2002 and 2006, excluding high-cost claims exceeding $50,000 (there are so few of these claims and the dollar amount is so great, including them would skew the findings).  Claims included in this analysis had a total incurred value of approximately $10.1 million.  Previous LMCIT research showed no significant differences in injuries based on firefighter status as full-time, paid-on-call, or volunteer.  Costs and claims from all firefighters have been combined for purposes of our analysis.

• List of National Fire Protection Association (NFPA) Standards - Click here

• List of Standards Adopted by the Department of Homeland Security

• NFPA 1901 Ch 5 Minimum equipment on engines/pumpers - Click here
• NFPA 1901 Ch 9 Minimum equipment on quints - Click here
• NFPA 1901 Ch 7 Minimum equipment on tenders - Click here
• NFPA 1901 Ch 8 Minimum equipment on aerials - Click here

• NFPA 1906 Ch   5 Vehicle requirements for wildland vehicles - Click here
• NFPA 1906 Ch 10 Minimum equipment on wildland vehicles - Click here

• Vehicle Awardees Must Comply with NFPA 1500 - read more
  

• NFPA has made all of their standards available on-line (with or without NFPA membership). You can view the standard(s) but you cannot print, download, or "cut & paste" the language.  Here is how it works: Go to:http://www.nfpa.org/aboutthecodes/list_of_codes_and_standards.asp
  Select the document you want to review.  Scroll down to the heading "Additional information about this document" and click on the link "Preview this document".
  Click on "I agree".

Federal Requirements

• Responder Knowledge Base - Click here
• EMS Vehicle Standards Requirements must meet the GSA KKK-A-1822E standard.
• SAFETEA-LU, the federal highway plan.
  
• The SAFECOM grant guidance materials are available in their entirety on the SAFECOM website (http://www.safecomprogram.gov) in the electronic library.  They can also be accessed through DHS Information Bulletin #113, posted at http://www.ojp.usdoj.gov/odp/docs/bulletins.htm drawing links between AFG and other G&T Programs.

• Get a D&B D-U-N-S Number  - Click here

• As of October 2003, departments applying for Federal grant programs must have a D-U-N-S number.

  To apply for a federal grant program, you will need to apply for a D-U-N-S® number. As of October 2003, departments applying for Federal grant programs must have a D-U-N-S® number. The Federal government uses the D-U-N-S® number to identify organizations that are applying for grant funding and to provide consistent name and address data for electronic grant applications. D-U-N-S® numbers are issued by the Dun & Bradstreet Corporation. To apply for a D-U-N-S® number for your organization, complete the online application at:  www.dnb.com

• Your Fire Departments Identification Number  FDID Number
• Your Fire Departments Identification Number (FDID is the same as NFIRS)  FDID Number

Statewide Radio Coordination Board and Plan - Click here

Application Screens

• On Line AFG Application Web Site - Click here
  

Critical Infrastructure

Narrative Tips

• Specific requirement items in narratives click here

• AFG Narrative Samples MN Winners - Click here

• For Specific Tips To Match Questions (Important) - Click here

• Sample Winning Narratives From The Idea Bank - Click here

• SAFER Narrative Tips - Click here

Grant Writers and Grant Writing

• Grant Writers Specializing in the AFG Program

• General Information on Grant Writing - Click here

The Panel Review Process

• The panel review process - Grant Process is Competitive

•  Past Award Rounds
  

• AFGP Awards to Minnesota Fire Departments - 2009
• AFGP Awards to Minnesota Fire Departments - 2008
• AFGP Awards to Minnesota Fire Departments - 2007
• AFGP Awards to Minnesota Fire Departments - 2006
• AFGP Awards to Minnesota Fire Departments - 2005
• AFGP Awards to Minnesota Fire Departments - 2004
• AFGP Awards to Minnesota Fire Departments - 2003
• AFGP Awards to Minnesota Fire Departments - 2002
• AFGP Awards to Minnesota Fire Departments - 2001

The person who makes it all work

• Tom Harrington
• Historic Awards Data
  

How Long Should It take To Sign An Apparatus Contract?

• Additional Vehicle Items
• Workshop Handouts - What's New in 2010 Plus Vehicle - Click here
• NFPA 1901 says you have to have what? March 30, 2010 - read more
• Apparatus Purchasing: Beware of Outside Influences Feb 1, 2010 - read more
• Making Apparatus Specs Clear, Concise, and Consistent Jun 1, 2009 - read more
• Apparatus Specifications: Avoiding the Pitfalls Feb 1, 2008 - read more
• A Good “Boilerplate” Can Help Keep Your Apparatus Purchase From Becoming A Time Bomb! Jun 1, 2006 - read more
  
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We recognize that normal build times for custom/semi-custom fire apparatus is 270 to 360 days depending on the type of vehicle and the various specifications included in the vehicle. 

We also recognize that the Federal government requires open and fair competition which can take 30 to 60 days.  Given these two ‘givens’, it is not always possible to have a vehicle purchased and delivered within the 12-month performance period provided with the grants.  BUT, there is very little excuse for not completing the project within 15 months. 

We are willing to work with grantees that need the extra three months IF the grantee does everything in their power to assure that the project is completed in the most expeditious manner. 

We see no reason why a vehicle grantee couldn’t meet the following schedule:  develop specs and advertise their purchase within the first 30 days of the performance period; receive and evaluate bid proposals within 60 days; and, sign a contract for purchase within 90 days.

In the past, we’ve heard the excuses like, “We’ve never had the opportunity to buy a new vehicle before, so we wanted to make sure the vehicle meets all of our needs.”  But wrestling over the placement of the chrome bell shouldn’t take the entire 12-month performance period. 

All awards are made on the premise of urgency, i.e., based on claims that if the applicant doesn’t replace this vehicle immediately, lives will be lost. 

If a grantee has the luxury of delaying action on their vehicle award, then we believe we have reasonable doubt about any statements in their application regarding the urgency.    

If a grantee doesn’t get a signed contract within 90 days, they should hope that their build time is relatively short. 

Currently, grantees that seek extensions to their period of performance when little or nothing has been done during the original POP are being denied and the grantee is being instructed to find a commercial vehicle that fits their scope of work.

Legislation Affecting the AFG Program

• http://www.gpoaccess.gov/usbudget/browse.html
• Office of Management and Budget --budget documents.
• AFG Program Information
• SAFER Program Information
• Fire Prevention and Safety Grants

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