OVERVIEW INFORMATION

Issued By: US Department of Homeland Security (DHS), Federal Emergency
Management Agency, Grant Programs Directorate (GPD)

Catalogue of Federal Domestic Assistance (CFDA) Number: 97.044

CFDA Title: Assistance to Firefighters Grants (AFG) 

Funding Opportunity Announcement Title: Assistance to Firefighters
Grants (AFG)

Authorizing Authority for Program: AFG is derived from the Federal Fire
Prevention and Control Act of 1974 (15 USC §§ 2229 et seq.), as
amended.

Appropriation Authority for Program: Consolidated Appropriations Act,
2012 (Public Law 112-74, Division D, Title III Homeland Security).

FOA Number: DHS-12-GPD-004-000-99

Key Dates and Time:

Application Start Date:		6/11/2012 (8:00 a.m. EDT)  

Application Submission Date:	7/6/2012 (5:00 p.m. EDT)

Funding Selection Date:		9/3/2012 

Award Date:				9/10/2012

 No

 No

FOA EXECUTIVE SUMMARY

 One-time

 Both

Application Process: This section summarizes the process for applying
for the FY 2012 AFG Grant.

Automated Grant Application

Applications under the FY 2012 AFG will be accessible at
https://portal.fema.gov. The application will also be accessible from
the US Fire Administration’s (USFA) Web site (  HYPERLINK
"http://www.usfa.fema.gov"  http://www.usfa.fema.gov ), and grants.gov
Web site (  HYPERLINK "http://www.grants.gov"  http://www.grants.gov ).
We have designed the automated application with many built-in “help
screens” and “drop-down menus” to assist applicants with the
application process. The application can be saved and retrieved as many
times as needed to complete it. This is valid up to the application
deadline or the submittal. 

However, once you have submitted your application, you cannot change it.
You will not be allowed to update your application to correct errors
discovered after submission nor to reflect changes in your
organization’s circumstances. You will be automatically notified via
e-mail once we have received your application. 

An applicant tutorial will be available from the Program Office. The
tutorial explains the grant program, helps you with the online grant
application, provides tips for navigating the application screens, and
summarizes FY 2012 program changes. The tutorial also provides a review
of lessons learned during previous grant periods. 

You may decide to hire or engage a grant writer to assist you in the
application process. However, as the applicant, you are responsible not
only for the cost associated with using outside assistance but also for
all information contained in your application. By submitting the
application, you are certifying all of the information contained therein
is true and an accurate reflection of your organization. Therefore,
prior to submission, please review all work produced by grant writers,
or other third parties, on your behalf.

Paper applications will be accepted, but are discouraged due to the
inherent delays associated with processing them. In addition, successful
applicants who submit paper applications must continue to manage their
grants via paper, including payment requests, requests for
modifications, reporting, etc., whereas applicants who apply online can
perform all of these functions online. In addition, paper applications
do not provide the built-in help available to online applicants.
Finally, there is no assurance your paper application is complete when
submitted. 

If you do not have access to the Internet, contact FEMA at
1-866-274-0960 to request a paper copy of the application via regular
mail. FEMA will not send paper applications via overnight delivery, fax,
or e-mail. 

The only eligible paper application is the application FEMA sends to
you. Do not use any paper application you did not receive directly from
FEMA. Do not use a previous year’s application. Any paper application
that is not in the correct format will be deemed ineligible. 

Content and Form of Application

Eligible applicants apply for AFG funding online via the e-Grants
application at   HYPERLINK "https://portal.fema.gov" 
https://portal.fema.gov . The system will allow an authorized
representative to login and create a username and password. If your
organization is submitting more than one FY 2012 application, you must
use the same username and password used for prior year applications, as
well as for each FY 2012 application.

When filling out the online application, applicants are required to
provide general information regarding the applicant and the community
served. The applicant will provide detailed information regarding the
items or activities for which they are seeking funding. The applicant
will also have to provide a narrative that includes project description,
cost benefit, and a statement of effect. Remember that your
organization’s budget should be discussed in Characteristics II.

Finally, applicants will have to fill out the following forms as part of
the online e-Grants application:

Standard Form LLL, Disclosure of Lobbying Activities (if the grantee has
engaged or intends to engage in lobbying activities)

DUNS Number

Effective October 1, 2003, all federal grant applicants must contain a
Dun & Bradstreet Data Universal Numbering System (DUNS) number.

The DUNS number helps the Federal Government identify organizations that
receive federal funding and ensures consistent name and address data for
electronic grant applications. Additional information about DUNS numbers
can be found on the Dun & Bradstreet Web site at   HYPERLINK
"http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=B9E740A165"
 http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=B9E740A165
.

There is no charge to obtain a DUNS number, and it is your
organization’s responsibility to obtain one. 

You are encouraged to apply for a DUNS number as soon as possible by
calling 1-866-705-5711, as it may take several weeks to obtain the
number online. The DUNS number must be entered in a special data field
on the AFG application and is required. 

Central Contractor Registration (CCR) 

Per OMB guidance from August 27, 2010, federal agencies must require
prime recipients of federal grants to register in the Central Contractor
Registration (CCR) system. The CCR system is the primary registrant
database for the US Federal Government. CCR collects, validates, stores,
and disseminates data in support of agency acquisition missions. CCR
registration is free and must be conducted online at   HYPERLINK
"http://www.CCR.gov"  http://www.CCR.gov .

There is no charge to register in CCR, and it is your organization’s
responsibility to register during the application period. CCR
registration is not required prior to application, but will be required
if you are selected for award.

For CCR registration, visit   HYPERLINK
"http://www.bpn.gov/ccr/grantees.aspx" 
http://www.bpn.gov/ccr/grantees.aspx .

A DUNS number is required to apply for a grant and to register in CCR.

The new CCR registration is NOT a requirement to apply for a grant but
as a potential grantee, you should register.

If your city already has a DUNS number, check first to see if the city
is already registered in CCR and if their CCR is current. 

CCR Registrants must revalidate their registration at least once per
year to maintain an active status. 

Step 1: Access the CCR online registration through the CCR home page.

Click on Start New Registration. You must have a Data Universal
Numbering (DUNS) number in order to begin the registration process.

Step 2: Complete and submit the online registration. If you already have
the necessary information on hand, the online registration takes
approximately one hour to complete, depending upon the size and
complexity of your business or organization.

The necessary information includes:

General Information – Includes, but is not limited to, DUNS number,
Commercial and Government Entity (CAGE) Code, company name, Federal Tax
Identification Number (TIN), location, receipts, employee numbers, and
Web site address.

Corporate Information – Includes, but is not limited to, organization
or business type and SBA-defined socioeconomic characteristics.

Goods and Services Information – Includes, but is not limited to,
NAICS code, Product Service (PSC) code, and Federal Supply
Classification (FSC) code.

Financial Information – Includes, but is not limited to, financial
institution, American Banking Association (ABA) routing number, account
number, remittance address, lock box number, automated clearing house
(ACH) information, and credit card information.

Point of Contact (POC) Information – Includes, but is not limited to,
the primary and alternate points of contact and the electronic business,
past performance, and government points of contact. 

Electronic Data Interchange (EDI) Information – Includes, but is not
limited to, the EDI point of contact and his or her telephone, e-mail,
and physical address. (*Note: EDI Information is optional and may be
provided only for those businesses interested in conducting transactions
through EDI).

Once a grantee has registered within CCR, the registration is valid for
12 months. The grantee must renew his/her registration each year. If a
grantee’s registration is expired or inactive, the user must get
his/her registration reset by calling the CCR helpline at 866-606-8220.

Eligible Applicants 

Eligible applicants for AFG are limited to fire departments and
nonaffiliated EMS organizations. Fire departments or nonaffiliated EMS
organizations operating in any of the 50 states plus the District of
Columbia, the Commonwealth of the Northern Mariana Islands, the US
Virgin Islands, Guam, American Samoa, and Puerto Rico are eligible for
funding. 

A fire department is an agency or organization having a formally
recognized arrangement with a state, territory, 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 on a first-due basis. 

A nonaffiliated EMS organization is defined as a public or private
nonprofit emergency medical service organization providing direct
emergency medical services, including medical transport, to a specific
geographic area on a first-due basis, but is not affiliated with a
hospital and does not serve a geographic area where emergency medical
services are adequately provided by a fire department. 

In making the determination regarding adequately provided emergency
medical services, FEMA will consider any nonaffiliated EMS organization
as eligible if it is recognized as providing direct emergency medical
services at the time of application submission and is in good standing
with the community (e.g., licensed and/or chartered to provide EMS
services to the community, dispatched through the local 9-1-1 center). 

Rescue squads providing direct emergency medical services, including
medical transport, to the community they serve are eligible to apply as
a nonaffiliated EMS organization. 

For the purpose of these grants, a hospital is defined as a:

Clinic

Medical center

Medical college or university

Infirmary

Surgery center

Any other institution, association, or foundation providing medical,
surgical, or psychiatric care and/or treatment for the sick or injured

A municipality may submit an application on behalf of a fire or EMS
organization when the organization, defined as a fire department or
nonaffiliated EMS organization, lacks the legal status to do so, i.e.,
when the organization falls within the auspices of the municipality or
district. 

The Alaska Village Initiative, a nonprofit organization incorporated in
the state of Alaska, will also be considered eligible for purposes of
receiving assistance under this program on behalf of any Alaskan Native
village. 

For the FY 2012 program year, each eligible applicant may submit one
application for each of the program areas (e.g., one application for the
Vehicle Acquisition program area, one application for Operations and
Safety program area, and one application for a regional project). If an
eligible applicant submits multiple applications in a single program
area (for example, two regional project applications for which they are
a host, or two Operations and Safety applications), FEMA will deem all
of the applications in that same program area to be ineligible. 

FEMA considers two or more separate fire departments or nonaffiliated
EMS organizations sharing facilities as being one organization. This
determination is designed to avoid duplication of benefits. 

For example, it would not be cost-beneficial to purchase two
firefighting vehicles for two fire departments sharing a facility
serving the same community when so many other communities need new
apparatus; nor would it be cost-beneficial to buy two sets of equipment
for the same firefighters. 

However, departments sharing the same facilities with separate governing
agencies, manpower, apparatus, equipment, and separate primary response
areas are eligible. Departments must have their own Employer Tax
Identification Numbers (EIN) and separate Fire Department Identification
FDID numbers to qualify. 

FEMA believes two or more organizations sharing facilities should be
able to satisfy all of operational needs with one program area
application. Thus, if two or more organizations share facilities and
each submit an application in the same program area, FEMA will deem all
of those program area applications ineligible. 

Fire-based EMS training and equipment must be applied for under the Fire
Operations and Firefighter Safety program area. A nonaffiliated EMS
organization may only apply for assistance under the Nonaffiliated EMS
Operations and Safety program area. 

Non-federal airport and/or port authority fire or EMS organizations are
eligible only if they have a formally recognized arrangement with the
local jurisdiction to provide fire suppression or emergency medical
services on a first-due basis outside the confines of the airport or
port facilities. Airport or port authority fire and EMS organizations
whose sole responsibility is suppression of fires or EMS response on the
airport grounds or port facilities are not eligible for funding under
AFG.

 Loan

 None Required

 No

Management and Administration: Administrative costs up to five percent
of the awarded amount. 

FULL ANNOUNCEMENT

Funding Opportunity Description

Program Overview and Priorities

The Department of Homeland Security (DHS) Federal Emergency Management
Agency’s (FEMA) Grant Programs Directorate is responsible for the
implementation and administration of the Assistance to Firefighters
Grants (AFG) Program. 

The purpose of AFG is to enhance through financial assistance the safety
of the public and firefighters regarding fire and fire-related hazards.

FEMA strives to provide clear guidance and application tools to assist
applicants. This package provides an overview of AFG, the grant
application information, and an explanation of FEMA requirements for a
successful grant request.

Program Objectives

The objective of the AFG is to award grants directly to fire departments
and EMS organizations that are unaffiliated with a hospital to enhance
their ability to protect the health and safety of the public, as well as
that of first-responder personnel. 

Funding Information

Award Amounts, Important Dates, and Extensions

Available Funding for the FOA: $285,625,000

Projected Award Start Date(s): 9/10/2012

Projected Award End Date(s): 3/31/2013

Period of Performance: 12 months from the date awarded. 

 No

Extensions to the period of performance will be considered only through
formal requests to FEMA with specific and compelling justifications as
to why an extension is required. Extensions are considered on a
case-by-case basis.

Eligibility Information

Only fire departments and nonaffiliated EMS organizations are eligible
to apply for funding. Organizations must operate in one of the 50
States, the District of Columbia, the Commonwealth of the Northern
Mariana Islands, Virgin Islands, Guam, American Samoa, or Puerto Rico.

The following applicant types are ineligible to apply under this
announcement

Fire departments that are federal, or contracted by the Federal
Government, and are solely responsible under a formally recognized
agreement for suppression of fires on federal installations or land

Fire stations that are not independent entities, but are part of,
controlled by, or under the day-to-day operational direction of a larger
fire department or agency 

Fire departments that are for-profit departments (i.e., do not have
specific nonprofit status or are not municipally based) 

Auxiliaries, fire service organizations or associations, and state/local
agencies such as a forest service, fire marshals, hospitals, and
training offices

Dive teams and search and rescue teams, or any similar organizations
that do not provide medical transport

Funding Restrictions

There are four types of eligible applications: Operations & Safety,
Vehicles, Emergency Medical Services (EMS), and Regional. Each activity
has its own eligibility requirements.

Restrictions on Use of Award Funds:

Fire Operations and Firefighter Safety

The five fundable activities included in this program area are: 

Firefighter Training

Firefighting Equipment 

Firefighter Personal Protective Equipment (PPE)

Firefighter Wellness and Fitness

Modifications to Fire Stations and Facilities

Applicants may apply under as many of the activities within these
program areas as they deem necessary. Applicants requesting multiple
activities will need to provide justification for each individual
project. Remember that a separate narrative is required in each program
area. In order to be eligible for purchase with grant funds, equipment
requested within AFG must meet all mandatory regulatory requirements as
well as any national, state, and/or DHS-adopted standards. The Responder
Knowledge Base (RKB), which is accessible at   HYPERLINK
"http://www.rkb.us"  http://www.rkb.us , includes relevant information
on first responder standards. The site also allows “guest users” to
ask questions about applicable standards.

I. Firefighter Training

Eligible training activities and expenses include but are not limited
to:

Firefighter I and II certifications

First Responder/Emergency Medical Responders (EMR)

Driver/Operator

Fire Officer I-IV

Hazardous Materials (Hazmat) 

Wildland firefighting

Vehicle rescue

Rapid Intervention Team (RIT)

National Incident Management System (NIMS)/Incident Command (ICS)

Weapons of Mass Destruction (WMDs)

Train-the-trainer courses

Alternative fuel firefighting

Chemical Biological Radiological Nuclear and Explosive (CBRNE)
awareness, performance, planning, and management

Safety Officer	Tuition, exam/course fees, and
certifications/certification expenses

Compensation to volunteer firefighters for wages lost to attend training

Purchase of training curricula, training equipment (trailers, mobile
simulators), training props and training services (instructors)

Tow vehicle (if justified in the narrative) limited to $6,000 per
application

Overtime expenses paid to career firefighters to attend training or to
cover colleagues who are in training





Ineligible Activities

Construction of facilities (buildings, towers, etc.)

Firefighting equipment, or PPE, for use in training exercises, such as
SCBA	Flashover simulators

Site preparation to accommodate any training activity, facility, or prop

Purchase or lease of real estate

Remodeling not directly related to grant activities



II. Firefighting Equipment

Eligible Expenditures 

The acquiring, assembly, and installing of the requested equipment

Extended warranties and service agreements

Foam and associated equipment

Hazardous materials response equipment

Compressor systems and/or cascade systems to fill SCBAs

Hose, nozzles, and adapters

Training for requested equipment	Boats 20 feet or less in length

Mobile communications equipment (including mobile repeaters and mobile
data systems)

Traffic signal preemption 

CBRNE equipment

Individual communications equipment, e.g., portable radios (limited to
seated positions)

Equipment shipping costs and sales tax





Ineligible Expenditures 

Construction of facilities, such as buildings, sheds to house
communications, towers, or other equipment

Repeaters that will not be installed or attached to existing
infrastructure or a vehicle

Sirens or other outdoor warning devices

Signage of any kind

Telephones, satellite phones, and cell phones 	EMS expendable supplies
(including, but not limited to, medications, gloves, syringes, and
cervical collars)

Vehicles and All-Terrain Vehicles (ATVs)

Bomb disposal equipment and robots

Mobile radios for personally owned vehicles (except chief fire
officer’s personal vehicle, if justified)

Flashover simulators



III. Firefighter Personal Protective Equipment (PPE)

Eligible PPE Expenditures

PPE for structural or wildland firefighting (including boots, pants,
coats, gloves, hoods, goggles, helmets, coveralls, and fire shelters)

American National Standards Institute (ANSI)-approved retro-reflective
highway apparel 

Training for requested PPE	SCBAs, spare cylinders, and individual face
pieces

PPE for hazardous materials and other 

EMS PPE (coats, trousers, and jumpsuits must meet the NFPA or OSHA
standards) for blood borne pathogens 



Ineligible PPE Expenditures

Three-quarter length rubber boots

Uniforms (formal/parade or station/duty) and uniform items (hats,
badges, etc.)	Bomb disposal suits

Personal communications equipment (e.g., radios, cell phones, and
pagers) in the PPE section



IV. Firefighter Wellness and Fitness

Eligible Expenditures

Procurement of entry-level physicals that meet NFPA 1582 

Annual medical/fitness health evaluations consistent with NFPA 1582

Immunizations, as required by the department or law (e.g., NFPA)

Behavioral health programs	Implementation of International Association
of Fire Chiefs (IAFC)/International Association of Firefighters (IAFF)
peer fitness trainer programs 

Costs for personnel, physical fitness equipment (including shipping
charges and sales tax, as applicable), and supplies directly related to
physical fitness activities



Ineligible Expenditures 

Transportation expenses

Fitness club memberships for participants or their families

Non-cash incentives (t-shirts or hats of nominal value, and vouchers to
local businesses or time-off)

Purchase of real estate

Cash incentives 	Purchase of medical equipment that is not used as part
of the Wellness & Fitness program 

Contractual services with anyone other than medical professionals (e.g.,
health care consultants, trainers, and nutritionists) such as smoking
cessation 

Medical exams that do not meet NFPA 1582



V. Modifications to Fire Stations 

Eligible Expenditures

Direct source capture exhaust systems

Sprinkler systems

Smoke/fire alarm notification systems	Air quality systems

Emergency generators



Ineligible Expenditures

Station maintenance 

Resurfacing bay floors	Interior remodeling not pertaining to the
requested project(s) 



Firefighting Vehicles

Due to inherent differences among urban, suburban, and rural
firefighting needs, AFG has different priorities in the Firefighting
Vehicles program area for departments that serve different types of
communities. 

When requesting more than one vehicle, you will be asked to fill out a
separate line item and answer all the questions including a NEW
narrative for each vehicle. For example, if you are requesting to
replace three ambulances, you must fill out the age and vehicle
identification number (VIN) of each vehicle being replaced. You cannot
use the same VIN in each line item. 

AFG provides grants for new, used, and refurbished vehicles.

Funds may be used to refurbish a vehicle the department currently owns,
but it will be eligible only if the vehicle was designed originally for
firefighting. Refurbished vehicles must meet current NFPA 1912
standards.

Converted vehicles not originally designed for firefighting are not
eligible for refurbishment. New vehicles purchased with AFG funds must
be compliant with NFPA 1901 (Standard for Automotive Apparatus) or NFPA
1906 (Standard for Wildland Fire Apparatus). 

Used apparatus must be compliant with NFPA 1901 or 1906 for the year the
vehicle was manufactured. Refurbished apparatus must meet the current
NFPA 1912 (Standard for Fire Apparatus Refurbishing). 

In FY 2012, applicants that serve urban, suburban, or rural communities
may apply for more than one vehicle. Requests cannot exceed the
financial cap based on population listed in the application. If a
department submits multiple applications, and more than one of those
requests are approved, the department will be held to the same financial
cap based on the population listed in the application.

Eligible Expenditures

Cost of vehicle

Physicals to meet current NFPA 1582/US Department of Transportation
(DOT) 649 F

Cost of associated equipment that is eligible under current NFPA
1901/1906	Driver/operator training programs that meet current NFPA 1002
or its equivalent

Transportation to inspect a requested vehicle during production (if
justified in the Vehicles narrative)



Ineligible Expenditures

Refurbishment of converted vehicles not originally used or intended to
be used for emergency operations

Aircraft, bulldozers, and construction-related equipment	Vehicles
contracted for or purchased prior to end of established application
period





EMS Operations and Safety

These five activities are included in this program area: 

First responder/Emergency Medical Responder training

EMS equipment acquisition

EMS Personal Protective Equipment

EMS Wellness and Fitness

Modifications to EMS facilities

Applicants may apply for as many of the activities within this program
area as deemed necessary. 

There are no bonuses or penalties associated with applying for multiple
activities. 

Fire-based EMS organizations are NOT eligible to apply as a
nonaffiliated EMS organization.

Applicants should ensure all projects applied for under the grant
program are consistent with national, state, and local standards, and
address the goals of interoperable communications and equipment
compatibility. The RKB, which can be accessed at   HYPERLINK
"http://www.rkb.us"  http://www.rkb.us , includes relevant information
on first responder/EMR standards and allows “guest users” to ask
questions regarding applicable standards.

The United States Department of Transportation, under the National EMS
Scope of Practice Model, has changed the titles for EMS providers. Under
this program the following titles have changed;

First Responder is now Emergency Medical Responder

EMT-B is now EMT

EMT I is now EMT Advanced

EMT-P is now Paramedic

FEMA is aware of these changes and will be fully incorporating these
changes into our FY 2013 program. 

I. EMS Training

Eligible expenditures and use of training funds include but are not
limited to:

Emergency Medical Responder/Basic Life Support, EMT B

EMT-I / EMT-P

Hazmat operations

Rescue operations

CBRNE awareness, performance, planning, and management

Train-the-trainer courses	Tuition, exam/course fees, and
certifications/certification expenses

Purchase of training curricula, training equipment, training props, and
training services (instructors)

Attendance at formal training forums or conferences providing continuing
education credits, etc.

Overtime expenses paid to first responders to attend training or to
cover colleagues who are in training



Ineligible Expenditures 

Construction of facilities, buildings, towers, etc.

Purchase or lease of real estate

Expendables (including but not limited to gloves, gowns, bandages, etc.)
Site preparation to accommodate any training activity, facility, or prop

Remodeling not directly related to other grant activities 



II. EMS Equipment

Eligible equipment expenses include but are not limited to:

Basic life support equipment

Advanced life support equipment 

Assembly and installation of the requested equipment

Extended warranties and service agreements

Pulse oximeters

Power lift cots

Hazmat and decontamination equipment

Computers

Wireless and broadband mobile data systems (MDTs)	Automated external
defibrillators

Infectious disease control equipment

Equipment for response to incidents involving CBRNE/WMD

Tents, shelters, generators, lights, and heating and cooling units 

Portable radios and mobile communications equipment, including mobile
and fixed repeaters

Base stations, computer-aided dispatch, and fixed-site repeaters

Equipment shipping costs and sales tax

Training for requested equipment



Ineligible Expenditures 

Construction of facilities, such as buildings or sheds, to house
communications, towers, or other equipment

Repeaters that will not be installed or attached to existing
infrastructure or a vehicle

Station uniforms

Sirens or other outdoor warning devices	Telephones, satellite phones,
and cell phones

Vehicles and ATVs

Bomb disposal equipment and robots

EMS expendable supplies including but not limited to medications,
gloves, syringes, and cervical collars

Signage of any kind

III. EMS Personal Protective Equipment 

Eligible PPE Expenditures

EMS turnout gear, extrication jumpsuits, rescue helmets, gloves, and
boots that meet NFPA or OSHA standards for blood-borne pathogens

ANSI-approved retro-reflective highway apparel

EMS PPE for hazardous materials and other specialized incidents	SCBAs,
spare cylinders, individual face pieces, and PASS devices if the
organization has formally adopted SOPs requiring SCBA availability (with
adequate justification in the PPE narrative)

Training for requested PPE



Ineligible PPE Expenditures

Uniforms (formal/parade or station/duty) and uniform items (hats,
badges, etc.)

Personal communications equipment (e.g., radios, cell phones and pagers)
Non-EMS PPE such as wildland firefighting gear, and firefighting turnout
gear

Bomb disposal suits

IV. EMS Wellness & Fitness

Eligible Expenditures 

Procurement of entry-level physicals that meet NFPA 1582 

Annual medical/fitness health evaluations consistent with NFPA 1582

Immunizations, as required by the department or law (e.g., NFPA)

Behavioral health programs	Implementation of IAFC/IAFF peer fitness
trainer programs 

Costs for personnel, physical fitness equipment (including shipping
charges and sales tax, as applicable), and supplies directly related to
physical fitness activities



Ineligible Expenditures

Transportation expenses

Fitness club memberships for participants or their families

Non-cash incentives (t-shirts or hats of nominal value, vouchers to
local businesses, or time off)

Purchase of real estate

Cash incentives 	Purchase of medical equipment that is not used as part
of the Wellness and Fitness program 

Contractual services with anyone other than medical professionals (e.g.,
health care consultants, trainers, and nutritionists) for programs such
as smoking cessation 

Medical exams that do not meet NFPA 1582

V. Modifications to EMS Facilities

Eligible Expenditures

Direct-source capture exhaust systems

Sprinkler systems

Smoke/fire alarm notification systems	Air quality systems

Emergency generators



Ineligible Expenditures 

Station maintenance

Resurfacing bay floors	Interior remodeling not pertaining to the
requested project(s) 

EMS Vehicles

Due to inherent differences among urban, suburban, and rural
firefighting needs, AFG has different priorities in the Vehicles program
area for departments that serve different types of communities.

Applicants requesting vehicles that do not have drivers/operators
trained to US Department of Transportation Emergency Vehicle Operators
Course (EVOC) National Standard Curriculum, or equivalent, and are not
planning to have a training program in place by the time the vehicle is
delivered, will not receive an award. 

To be eligible for funding, new vehicles purchased with AFG funds must
be compliant with current General Services Administration standards,
specifically KKK-A-1822E (Guide for Emergency Medical Services and
Systems) found at   HYPERLINK
"http://apps.fss.gsa.gov/vehiclestandards/index.cfm" 
http://apps.fss.gsa.gov/vehiclestandards/index.cfm 

Funds may be used to acquire new, used, or refurbished EMS vehicles.
Funds may also be used to refurbish a vehicle the organization currently
owns. Refurbished apparatus must also meet currently applicable
standards (NFPA, GSA KKK-1822F Specification standards).

When requesting more than one vehicle, you will be asked to fill out a
separate line item and answer all the questions including a NEW
narrative for each vehicle. For example, if you are requesting to
replace three ambulances, you must fill out the age and vehicle
identification number (VIN) of each vehicle being replaced. You cannot
use the same VIN in each line item. 

Applicants that serve urban, suburban, or rural communities may apply
for more than one vehicle. Requests cannot exceed the financial cap
based on population listed in the application. If a department submits
multiple applications, and more than one of those requests are approved,
the department will be held to the same financial cap based on the
population listed in the application.

Eligible Expenditures

Cost of vehicle

Transportation to inspect a vehicle under consideration or during
production (if justified in the Vehicles narrative)	Driver/operator
training that meets Department of Transportation Emergency Vehicle
Operators Course (EVOC) National Standard Curriculum or equivalent 

Physicals that meet the DOT standard



Ineligible Expenditures

Vehicles contracted for or purchased prior to end of established
application period

ATVs and other specialty access vehicles	Aircraft, bulldozers, and
construction-related equipment

Refurbishment of converted vehicles not originally used or intended to
be used for emergency operations

Regional Projects

Any eligible applicant, whether a fire department or a nonaffiliated EMS
organization, may act as a “host applicant” and apply for
large-scale or regional projects on behalf of itself and any number of
organizations in neighboring jurisdictions. 

A regional project is one in which multiple organizations serving more
than one local jurisdiction benefit directly from the activities
implemented with the grant funds. A county fire department applying for
a countywide communications system is NOT a regional project because it
does not benefit multiple “seats-of-government.” Regional projects
are designed to facilitate interoperability and efficiency among the
participating jurisdictions. As such, the only activities available for
application under a regional project are training, equipment acquisition
(such as communications equipment) that positively affect
interoperability between jurisdictions and PPE, including SCBAs.  

For example, a regional project serving a population of fewer than
500,000 people will be limited to $1 million. Regional projects’ cost
share will be based on the total population of the entire region, not
the population of the host applicant. All non-federal cost share funds
must be in cash; in-kind contributions are not acceptable.

A regional host must include a list of all the participating
organizations benefitting from a proposed regional project. When
requesting SCBA as a regional project, the host is required to list all
prior SCBA grants received by regional partners.

In general, equipment purchased as a result of a regional project will
be physically distributed to all the departments that are beneficiaries
of the project. This physical distribution of the equipment to other
first responder organizations is the single characteristic that
distinguishes them from projects that are not regional in nature, but
may have an impact on a region via mutual aid.  

For example, a project that would not be considered to have an effect on
interoperability (and thus would not be considered a regional project)
would be an application for an air compressor or a hazardous materials
(Hazmat) response vehicle. In this example, the assets would be shared
with neighboring departments under mutual or automatic aid agreements,
but they would be physically located in the awardee’s department and
not disseminated among the participants. 

In order to apply for a regional project, the host organization must
agree, if awarded, to be responsible for all aspects of the grant. This
includes, but is not limited to, accountability for the assets and all
reporting requirements. All organizations involved must have some kind
of documentation for distribution of grant funded assets and financial
responsibility in place prior to any award. 

I. Regional Equipment

Eligible Expenditures

Communications equipment to include infrastructure (dispatch centers),
handheld portables, pagers, repeaters, etc.

Other equipment that would be beneficial to the mission of all regional
partners	Standardization of EMS equipment throughout the region to meet
local jurisdictional standards



Ineligible Expenditures

Vehicles 

Wellness and Fitness programs

Firefighting equipment that does not benefit all regional partners
Aircraft, bulldozers, and construction-related equipment

Modifications to facilities

II. Regional Training

Eligible Expenditures

Training that benefits multiple jurisdictions

Training props

Training trailers to include manufactured burn trailers	EMS training
throughout the region to meet local jurisdictional standards

Other training that would be beneficial to the mission of all regional
partners



Ineligible Expenditures

Flashover simulators 

Wellness and Fitness Programs	Basic firefighting equipment

III. Regional PPE

Eligible Expenditures

SCBA (to include face piece, voice amp, harness/PASS device, and one
spare cylinder

Accountability systems 	EMS PPE that meets NFPA and OSHA blood-borne
pathogen standards 

Firefighting PPE 



Ineligible Expenditures

Jumpsuits and uniforms that do not meet basic NFPA and OSHA blood-borne
pathogen standards 	Portable radios



As a reminder, regional applications seeking communications equipment,
including portable radios, must apply under the “equipment”
category. Portable radios are considered equipment and not personal
protective equipment (PPE). 

Application Review and Selection Information

Application Review Information

Funding priorities and criteria for evaluating AFG applications are
established based on recommendations from the Criteria Development
Panel. FEMA will rank all submitted applications based on how well they
match the funding priorities for the type of community served. Answers
to the application’s activity-specific questions provide information
used to determine each application ranking relative to the stated
priorities.

Prescoring Process

First, the application will undergo a prescoring process based on the
funding priorities. Then, if the application is determined to be in the
competitive range by meeting those priorities, the projects will proceed
to the peer review process. 

Each project in an application will be scored on its own merits,
provided it meets the funding priorities recommended by the AFG’s
Criteria Development Panel. 

This year, 50 percent of the final score will be from the electronic
prescore, and 50 percent will be from an average of the Peer
Reviewers’ scores.

Peer Review Process

Those applications scoring the highest in the prescoring process will be
within the competitive range and will undergo further evaluation through
a peer review process. 

A panel of at least three Peer Reviewers will evaluate each project in
the competitive range using the Project Narrative, along with answers to
the general questions and the activity-specific questions. During the
panel review process, panelists will provide a subjective but
qualitative judgment on the merits of each request.

Applications, including requests for equipment and/or training, will be
evaluated relative to the critical infrastructure within the
applicant’s area of first-due response. Panelists will assess such
infrastructure and the hazards confronting the community, as explained
in the Narrative.

The panelists will review and score your project based on the following
criteria: 

The proposed project and budget

The financial need for the project

The cost benefits that would result

The extent to which the grant would enhance daily operations

How the grant will positively impact the regional ability to protect
life and property

Applications, including requests for CBRNE equipment or training, will
be evaluated by the Peer Reviewers relative to the critical
infrastructure the applicant protects.

Critical infrastructure includes any system or asset that, if attacked,
would result in catastrophic loss of life or catastrophic economic loss.


Critical infrastructure includes: 

Public water 

Power systems

Major business centers

Chemical facilities

Nuclear power plants

Major rail and highway bridges

Petroleum and/or natural gas transmission pipelines

Storage facilities (such as chemicals)

Telecommunications facilities

Facilities that support large public gatherings, such as sporting events
or concerts 

If applying as a regional host, an applicant must include a list of all
the participating organizations that will benefit from a proposed
regional project. 

Fire departments or nonaffiliated EMS organizations acting as host
applicants for a regional project may also apply for their own project
funding under AFG, as long as they are not requesting the same items for
the regional project. A host applicant may submit a request to meet its
own, non-regional needs in a separate application. 

Each project will be judged on its own merits, not compared to other
projects. As part of the cost benefit review, the panelists will
consider all expenses budgeted, including the individual costs of the
items requested, as well as the extraneous costs such as warranties or
maintenance costs, administrative costs, and/or indirect costs. 

Panelists may object to costs that are requested but not fully explained
in the application. Panelists will review each application in its
entirety and rate the application according to the established
evaluation criteria. 

Each application scoring high during the peer review process will be
deemed in the fundable range. The initial peer-reviewed project scores
are combined with the initial pre-scores of the projects, each
representing 50 percent of the total project score with respect to the
final award determination. 

These projects will undergo a Technical Review by a Subject Matter
Specialist (SMS), as well as a Program Office review, prior to being
recommended for award. 

In the Technical Review, the SMS will assess the technical feasibility
of the project. After the review, the Program Office will conduct an
additional review to assess the request with respect to costs,
quantities, and eligibility prior to recommending the project for award.

State Strategy and Communications Technical Review 

Each state will provide a representative to the AFG Program Office to
conduct a Technical Review of peer-reviewed applications from the
state’s perspective. This state review will focus on requests for
CBRNE-related equipment or training, and/or interoperable communications
equipment or training. 

After the panel review process is complete, the designated state
homeland security official will review the application to ensure
requests for communications systems conform to the state’s Statewide
Communication Interoperability Plan (SCIP). 

Grantees using FY2012 AFG funds to support emergency communications
activities should review and comply with the FY2012 SAFECOM Guidance for
Emergency Communication Grants, including provisions on technical
standards that ensure and enhance interoperable
communications. Communication equipment (e.g., portable radios) would
be included in this standard. This guidance can be found at   HYPERLINK
"http://www.safecomprogram.gov"  http://www.safecomprogram.gov .

Grantees investing in emergency communications must ensure their
projects support Statewide Communications interoperability Plan (SCIP)
for their state.

Application Selection Process

Specific Funding Parameters

Congress directed DHS to administer the following appropriations: 

Up to 5 percent of funds may be used for program administration.

Up to 2 percent of funds may be used for awards to nonaffiliated EMS
organizations. 

No more than 25 percent of funds may be used for vehicle awards.

FEMA is implementing the following parameter:

FEMA is allocating $35 million towards Fire Prevention and Safety (FP&S)
Grants and research and development activities that improve firefighter
safety. The FP&S Grants are not part of this AFG solicitation. The FP&S
Grants application period is expected to commence in the fall or winter
of 2012.

Post-Selection and Pre-Award Guidelines

Notice of Award

AFG will evaluate and act on applications within 90 days following close
of the application period. It is projected that all awards will be made
on or before September 30, 2012, but no later than March 31, 2013.

Administrative and Federal Financial Requirements

All successful applicants for all DHS Grant and Cooperative Agreements
are required to comply with DHS Standard Administrative Terms and
Conditions available on page 6 of   HYPERLINK
"http://www.dhs.gov/xlibrary/assets/cfo-financial-management-policy-manu
al.pdf" 
http://www.dhs.gov/xlibrary/assets/cfo-financial-management-policy-manua
l.pdf . 

A complete list of Federal Financial Requirements is available at:  
HYPERLINK "http://www.whitehouse.gov/omb/grants_forms" 
http://www.whitehouse.gov/omb/grants_forms  

In addition to the DHS Standard Administrative Terms and Conditions
administrative, financial, and reporting requirements list, successful
applicants must comply with any program-specific administrative and
financial reporting requirements once they have received funds. 

This information should allow successful applicants to identify any
conditions of an award prior to accepting an award.

Programmatic Reporting Requirements

Reporting requirements must be met throughout the life of the grant
(refer to the Program Guidance and the special conditions found in the
award package for a full explanation of these requirements). 

Any reports or documents prepared as a result of this grant shall be in
compliance with federal “plain English” policies, directives, etc.

Grantees are obliged to submit various financial and programmatic
reports as a condition of their award acceptance. Please see below for a
summary of financial and/or programmatic reports as required. Future
awards and fund drawdowns may be withheld if these reports are
delinquent.

Federal Financial Report  XE "Financial Status Report (FSR)"   (FFR) –
required semi-annually

Obligations and expenditures must be reported on a semi-annual basis
through the FFR (SF-425), replacing the SF-269 and SF-272, which is due
within 30 days of the end of each calendar quarter (e.g., for the
quarter ending March 31, the FFR is due no later than April 30). A
report must be submitted every six months during the period of
performance, including partial calendar quarters, as well as for periods
where no grant activity occurs. Future awards and fund drawdowns may be
withheld if these reports are delinquent. The final FFR is due 90 days
after the end date of the performance period. FFRs must be filed
electronically through e-Grants system.  

AFG Semi-Annual (Programmatic) Performance Report  

The awardees will be responsible for providing updated obligation and
expenditure information on a semi-annual basis. The applicant is
responsible for completing and submitting a programmatic Performance
Report using the e-Grants system. The programmatic Performance Report is
due six months after the grant’s award date and every six months after
if applicable.

Exercise Evaluation and Improvement

Exercises implemented with grant funds should evaluate performance of
the capabilities required to respond to the exercise scenario. Guidance
related to exercise evaluation and the implementation of improvements is
defined in the Homeland Security Exercise and Evaluation Program located
at   HYPERLINK "https://hseep.dhs.gov"  https://hseep.dhs.gov .  

Reporting requirements under the Federal Funding Accountability and
Transparency Act of 2006 (FFATA) (Public Law 109-282), as amended by
Section 6202(a) of the Government Funding Transparency Act of 2008
(Public Law 110-252)

As defined by the OMB, all new federal awards of $25,000 or more as of
October 1, 2010 are subject to FFATA reporting requirements. “Federal
awards” include not only prime awards for grantees, cooperators, and
contractors, but also awards to sub-recipients. More information can be
found at   HYPERLINK "http://www.usaspending.gov/news" 
http://www.usaspending.gov/news .

Financial and Compliance Audit Report

Recipients that expend $500,000 or more of federal funds during their
fiscal year are required to submit an organization-wide financial and
compliance audit report. The audit must be performed in accordance with
GAO’s Government Auditing Standards, located at   HYPERLINK
"http://www.gao.gov/yellowbook"  http://www.gao.gov/yellowbook , and OMB
Circular A-133, Audits of States, Local Governments, and Non-Profit
Organizations, located at   HYPERLINK
"http://www.whitehouse.gov/omb/circulars_default" 
http://www.whitehouse.gov/omb/circulars_default . Audit reports are
currently due to the Federal Audit Clearinghouse no later than nine
months after the end of the recipient’s fiscal year. The state shall
require that sub-grantees comply with the audit requirements set forth
in OMB Circular A-133. Recipients are responsible for ensuring that
sub-recipient audit reports are received and for resolving any audit
findings.

The grantee shall give FEMA, the sponsoring agency, through any
authorized representative, access to and the right to examine all
records, books, papers or documents related to the grant, and the use
and management of these funds.

Monitoring

Grant recipients will be monitored periodically by FEMA staff, both
programmatically and financially, to ensure that the project goals,
objectives, performance requirements, timelines, milestone completion,
budgets, and other related program criteria are being met.

Monitoring may be accomplished through either a desk-based review or
on-site monitoring visits, or both. Monitoring will involve the review
and analysis of the financial, programmatic, performance, compliance and
administrative processes, policies, activities, and other attributes of
each federal assistance award and will identify areas where technical
assistance, corrective actions, and other support may be needed.

The recipient is responsible for monitoring all sub-award activities to
ensure compliance with federal and state laws, regulations, and
guidance. Responsibilities include the accounting of receipts and
expenditures, cash management, maintaining of adequate financial
records, reporting and refunding expenditures disallowed by audits,
monitoring, or other assessments and reviews.

Grant Closeout Process

Within 90 days after the end of the period of performance, grantees must
submit a final FFR and final progress report detailing all
accomplishments throughout the period of performance. After these
reports have been reviewed and approved by FEMA, a closeout notice will
be completed to closeout the grant. The notice will indicate the period
of performance as closed, list any remaining funds that will be
deobligated, and address the requirement of maintaining the grant
records for three years from the date of the final FFR. The grantee is
responsible for returning any funds that have been drawndown but remain
as unliquidated on grantee financial records.  

Required performance and financial reports for Grant Closeout: 

Final performance report narrative (within the Closeout module in
e-Grants) is due 90 days after the end of the period of performance

Final SF-425 is due 90 days after the end of the grant period

DHS FEMA Contact Information

Contact and Resource Information

This section describes several resources that may help applicants in
completing a FEMA grant application.

AFG Help Desk

The AFG program staffs a Help Desk throughout the application period.
The Help Desk can provide assistance with navigation through the
automated application, as well as provide programmatic assistance with
respect to questions of eligibility. The Help Desk can be contacted at
1-866-274-0960 or via e-mail at   HYPERLINK "mailto:firegrants@dhs.gov" 
firegrants@dhs.gov . The Help Desk hours of operation during the
application period are from 8:00 a.m. to 4:30 p.m., Monday through
Friday. All times listed are eastern daylight times.

Centralized Scheduling and Information Desk (CSID)

CSID is a non-emergency comprehensive management and information
resource developed by DHS for grants stakeholders. CSID provides
general information on all FEMA grant programs and maintains a
comprehensive database containing key personnel contact information at
the federal, state, and local levels. CSID can be reached by phone at
(800) 368-6498 or by e-mail at   HYPERLINK "mailto:ASKCSID@dhs.gov" \o
"mailto:ASKCSID@dhs.gov"  ASKCSID@dhs.gov , 8:00 AM – 6:00 p.m.,
Monday through Friday. All times listed are eastern times.

Grant Programs Directorate (GPD)

FEMA GPD’s Grants Management Division will provide fiscal support,
including pre- and post-award administration and technical assistance,
to the grant programs included in this solicitation. Additional guidance
and information can be obtained by contacting the FEMA Call Center at
(866) 927-5646 or via e-mail to   HYPERLINK "mailto:ASK-GMD@dhs.gov" 
ASK-GMD@dhs.gov .

FEMA Regional Fire Program Specialists

Each of the FEMA regions have specialists that can assist applicants
with the application process. Interested parties may contact the AFG
Help Desk for information on the nearest regional specialists.

Other Critical Information

Additional Information: N/A

How to Apply

DHS makes all funding opportunities available through the common
electronic “storefront” grants.gov, accessible on the Internet at  
HYPERLINK "http://www.grants.gov"  http://www.grants.gov . If you
experience difficulties accessing information or have any questions,
please call the grants.gov Customer Support Hotline at (800) 518-4726.

Applications are accessible via   HYPERLINK
"http://www.fema.gov/firegrants"  http://www.fema.gov/firegrants . The
automated application is designed with help screens and drop-down menus
to assist the applicant throughout the application process. Applicants
can save their work and retrieve it for updates and revisions through
the end of the application period. The application will also be
accessible from the US Fire Administration’s (USFA) Web site  
HYPERLINK "http://www.usfa.fema.gov"  http://www.usfa.fema.gov .

Application and Submission Information

Applicants will obtain FOA Overviews and Full Announcement information
from the grants.gov Web site where the full FOA is posted. 

For a hard copy of the full announcement, please call:

Assistance to Firefighters Grant Help Desk

1-866-274-0960

Applications will be processed through   HYPERLINK
"http://www.fema.gov/firegrants"  http://www.fema.gov/firegrants .

ASSISTANCE TO FIREFIGHTERS GRANTS PROGRAM 

OVERVIEW

Program Guidance Changes

The Fiscal Year (FY) 2012 Assistance to Firefighters Grants (AFG)
remains largely unchanged from the previous year’s program. In FY
2012, the program remains focused on firefighter health and safety, as
well as the safety of the public the firefighters serve. 

Maintenance and Sustainment

The use of FEMA preparedness grant funds for maintenance contracts,
warranties, repair or replacement costs, upgrades, and user fees are
allowable under all active and future grant awards, unless otherwise
noted. For additional information, see DHS/FEMA Information Bulletin
No. 336, dated November 20, 2009.

Available Funding

$285,625,000



Reminder for 2012

Updated Get Ready Guides – A handy guide to give you a kick start in
prepping your grant application and better prepare you to thoroughly
answer the application questions is available at   HYPERLINK
"http://www.fema.gov/firegrants"  http://www.fema.gov/firegrants .

Updated Applicant Tool, Quick Reference Guide – A reference guide to
assist you in answering application questions and funding priorities is
available at   HYPERLINK "http://www.fema.gov/firegrants" 
http://www.fema.gov/firegrants .

Guidance and Application Kit Changes

Part l – Funding Opportunity Description 

.

In Wellness & Fitness, we use Priority 1 & Priority 2 instead of the
description above.

), all the proposed activities within that priority have an equal value.


In FY 2012, you may submit one application per application period in
each of the program areas (e.g., one application under Operations and
Safety, one under Vehicle Acquisition, and/or a separate application as
a regional host). You may also submit an application as a non-affiliated
EMS organization. 

If multiple applications are submitted on behalf of the same
organization within any of the program areas, either intentionally or
unintentionally, FEMA will deem all applications in that program area to
be ineligible. Please remember when submitting one application in
Operations & Safety and another in Vehicles your organization’s
funding will be held to your population funding cap. 

Below is a summary of the scoring process for the AFG Program for FY
2012. 

Scoring Process – Applications will receive two reviews that comprise
their total score. The first review will measure the request to see if
it meets the funding priorities. This will count for 50 percent of the
total score and determine whether or not the application goes to panel.
The second review is the panel score, which is 50 percent of the
application’s total score.

Fire Operations and Firefighter Safety

Eligible Items for 2012

Wellness & Fitness

A fourth program area, Behavioral Health Programs, was added to the
eligible Wellness and Fitness Programs in 2011 for both fire departments
and non-affiliated EMS organizations.

Vehicles 

In FY 2012, applicants who serve urban, suburban, or rural communities
may apply for more than one vehicle. Requests cannot exceed the
financial cap based on population listed in the application. If a
department submits multiple applications and more than one of the
requests are approved, the department will be held to the same financial
cap based on population listed in the application(s).

In fire-based incidents, vehicles and ambulances will share the same
priority as a pumper in scoring.

Applicants requesting vehicles that do not have drivers/operators
trained to current NFPA 1002 or equivalent and are not planning to have
a program in place by the time the vehicle is delivered will not receive
a vehicle award. 

Extended warranties and service agreements are still eligible if
acquired at the time of the original purchase. 

Aerials include quints of any size.  

Regional

Personal protective equipment (PPE) is eligible for regional project
funding, as is training and equipment.

Grantee Requirement: Central Contractor Registration is required to
receive an AFG award. For details, see Part IV. Application and
Submission Information, Section D. Central Contract Registration (CCR).

Be sure to explain your training request and program clearly in the
Narrative section. 

In order to know what NFPA standards apply and how to list them by
number in the application, please visit   HYPERLINK
"http://www.nfpa.org/nfpaafg2012"  http://www.nfpa.org/nfpaafg2012 .



New for 2012

For the FY 2012 program, the term “other” has been removed from the
application drop-down menus in all areas. Select “requested items
available” from the lists provided in the drop-down menus only. 

When requesting training for equipment, personal protective equipment,
modifications to facilities, vehicles, EMS equipment, EMS personal
protective equipment, or regional applications, your training request
MUST be listed in the Other section under Additional Funding in the same
category. For example, your department is requesting extrication
equipment and you wish to receive formal training on the use of the new
equipment. You would make this request in the line item area equipment
but under Additional Funding, not Request Details Training. 

When requesting to replace old or obsolete equipment, you will be asked
to provide the age of the equipment being replaced. In order for
SCBA/PPE to be considered obsolete, it must be a minimum of two NFPA
cycles or 10 years of age or older.

When requesting funding for Environmental Planning and Historical
Preservation (EHP) review, enter the funding request under Additional
Funding in Request Details.

When requesting a program(s) under the Request Details for Wellness and
Fitness in both Fire and EMS, you MUST have all four programs already in
place (or request a combination of programs to have all four programs in
place) or you will be unable to go further. If you have all four or a
combination of requested programs in place, then the application will
allow you to request other items such as physical fitness equipment. 

When requesting more than one vehicle, you will be asked to fill out a
separate line item and answer all the questions including a NEW
narrative for each vehicle. For example, if you are requesting to
replace three ambulances, you must fill out the age and vehicle
identification number (VIN) of each vehicle being replaced. You cannot
use the same VIN number in each line item.



PART I.

FUNDING OPPORTUNITY DESCRIPTION

The Department of Homeland Security (DHS) Federal Emergency Management
Agency’s (FEMA) Grant Programs Directorate is responsible for the
implementation and administration of the Assistance to Firefighters
Grants (AFG) Program. 

The purpose of AFG is to enhance through financial assistance the safety
of the public and firefighters regarding fire and fire-related hazards.
The authority for AFG is derived from the Federal Fire Prevention and
Control Act of 1974 (15 USC §§ 2229 et seq.), as amended. Congress
appropriated $285,625,000 for the FY 2012 AFG (Public Law 112-74). 

FEMA strives to provide clear guidance and application tools to assist
applicants. This package provides an overview of AFG, the grant
application information, and an explanation of FEMA requirements for a
successful grant request.  

A. 	Criteria Development Process

Each year, FEMA convenes a panel of fire service subject matter
specialists to develop the funding priorities and other implementation
criteria for AFG. The panel is charged with making recommendations to
FEMA regarding the creation of new and/or modification of previously
funded priorities, as well as developing criteria for awarding grants. 

The nine major fire service organizations represented on the panel
include the following:

Congressional Fire Services Institute (CFSI) 

International Association of Arson Investigators (IAAI)

International Association of Fire Chiefs (IAFC)

International Association of Firefighters (IAFF)

International Society of Fire Service Instructors (ISFSI)

National Association of State Fire Marshals (NASFM)

National Fire Protection Association (NFPA)

National Volunteer Fire Council (NVFC)

North American Fire Training Directors (NAFTD)

The content of the AFG Guidance and Application Kit reflects the
implementation of the Criteria Development Panel’s recommendations
regarding priorities, direction, and criteria for awards.

All of the funding priorities for the FY 2012 AFG are designed to
address: 

First responder safety 

Enhancing national capabilities

Risk

Interoperability

B.  	Funding Priorities 

AFG funding priorities differ for fire departments and nonaffiliated
Emergency Medical Services (EMS) organizations. 

A nonaffiliated EMS is a public or nonprofit emergency medical service
organization that provides direct emergency medical services, including
emergency medical transport for specific geographic area on a first-due
basis, but is not affiliated with a hospital and does not serve a
geographic area where EMS is adequately provided by a fire department or
another EMS agency.

1.  Fire Department Priorities 

a. Fire Operations and Firefighter Safety

The following five different fundable activities are included in this
program area: 

Firefighter Training

Firefighting Equipment 

Firefighter Personal Protective Equipment (PPE)

Firefighter Wellness & Fitness 

Modifications to Fire Stations and Facilities

Applicants may apply under as many of the activities within these
program areas as they deem necessary. Applicants requesting multiple
activities will need to provide justification for each individual
project. Remember that a separate narrative is required in each program
area. In order to be eligible for purchase with grant funds, equipment
requested within AFG must meet all mandatory regulatory requirements as
well as any national, state, and/or DHS-adopted standards. The Responder
Knowledge Base (RKB), which is accessible at   HYPERLINK
"http://www.rkb.us"  http://www.rkb.us , includes relevant information
on first responder standards. The site also allows guest users to ask
questions about applicable standards.

i. Firefighter Training 

FEMA has determined the most benefit is derived from instructor-led
training that is hands-on and leads to a national or state
certification. Therefore, applications focused on national or state
certification training, including train-the-trainer initiatives, receive
a higher competitive rating. 

Instructor-led training that requires students to demonstrate via
testing their grasp of knowledge of the training material, and is
integral to a certification, will receive a high competitive rating.
Instructor-led training that does not lead to a certification, as well
as any self-taught courses, are of lower benefit and, therefore, will
not be high priorities. 

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 advantage.

The following charts contain information on the eligibility of training
and prescoring essentials. Copies of NFPA standards may be reviewed at  
HYPERLINK "http://www.nfpa.org/nfpaafg2012" 
http://www.nfpa.org/nfpaafg2012 .

Eligible training includes, but is not limited to:

Firefighter I and II certifications

First Responder/Emergency Medical Responders (EMR)

Driver/Operator

Fire Officer I-IV

Hazardous Materials (Hazmat) 

Wildland firefighting

Vehicle rescue

Rapid Intervention Team (RIT) 	National Incident Management System
(NIMS)/Incident Command (ICS)

Weapons of Mass Destruction (WMD)

Train-the-trainer courses

Alternative fuel firefighting

Chemical Biological Radiological Nuclear and Explosive (CBRNE)
awareness, performance, planning, and management

Safety Officer



Eligible uses of training funds include but are not limited to:

Tuition, exam/course fees, and certifications/certification expenses

Compensation to volunteer firefighters for wages lost to attend training

Purchase of training curricula, training equipment (trailers, mobile
simulators), training props, and training services (instructors)	Tow
vehicle (if justified in the narrative) limited to $6,000 per
application

Overtime expenses paid to career firefighters to attend training or to
cover colleagues who are in training





Ineligible Activities

Construction of facilities (buildings, towers, etc.)

Firefighting equipment, or PPE, for use in training exercises, such as
SCBA	Flashover simulators

Site preparation to accommodate any training activity, facility, or prop

Purchase or lease of real estate

Remodeling not directly related to grant activities



The following are considerations in prescoring and panelist review

Due to inherent differences among urban, suburban, and rural
firefighting needs, AFG has different priorities in the Firefighter
Training program area for departments that serve different types of
communities. 

Definitions

Urban: Comprises all territory, population, and housing units in
urbanized areas. It has a population of 50,000 or greater.

Suburban: Comprises all territory, population, and housing units in
suburban areas or outside a city or town with a population 20,000 to
49,999.

Rural: Comprises all territory, population, and housing units in rural
areas or outside a city or town with a population less than 20,000.

Metro Department: A metro fire department contains minimum staffing of
400 paid/career members.

Training is categorized as a High (H), Medium (M), or Low (L) funding
priority; within each category (H, M, L), listed activities have an
equal funding priority.



Fire prevention	 1/909/913/



NFPA (ARFF)	1003/402

403/408/

409/410/

412/414/





Reminder for the application:

Be sure to explain your training request and program clearly in the
Narrative section. 

Know what NFPA standards apply and be prepared to list them by number in
the application   HYPERLINK "http://www.nfpa.org/nfpaafg2012" 
http://www.nfpa.org/nfpaafg2012 .

Remodeling/Renovations of Existing Facilities

Remodeling/renovations must be minor interior alterations costing less
than $10,000 to support training. Remodeling/renovations may not change
the footprint or profile of the building. Any request for modifications
to facilities may require an Environmental and Historic Preservation
(EHP) review. Additional information may also be required for EHP
review.



ii. Firefighting Equipment 

AFG Funds are available for equipment to enhance the safety or
effectiveness of firefighting, rescue, and fire-based EMS functions.

Equipment requested must meet all mandatory requirements as well as any
national and/or state DHS-adopted standards. See NFPA standards at  
HYPERLINK "http://www.nfpa.org/nfpaafg2012" 
http://www.nfpa.org/nfpaafg2012 . The equipment requested should improve
the health and safety of the public and firefighters. 

Reminder: When requesting training for any equipment, enter the request
under Other in Additional Funding in the Request Details section. 

Note: Requested communications equipment or systems must meet the
following P25 Compliance criteria.

P25 Compliance

Applicants purchasing P25 equipment must obtain documented evidence from
the manufacturer that the equipment has been tested and passed all the
applicable, published, normative P25 Compliance assessment test
procedures for performance, conformance, and interoperability as defined
in the “Grant Guidance-P25 Explanatory Addenda,” which can be found
at:   HYPERLINK
"http://www.safecomprogram.gov/library/Lists/Library/Attachments/86/GRAN
TGUIDANCEPROJECT25EXPLANATORYADDENDAv2.pdf" 
http://www.safecomprogram.gov/library/Lists/Library/Attachments/86/GRANT
GUIDANCEPROJECT25EXPLANATORYADDENDAv2.pdf 

Grantees should be prepared to demonstrate how their procurements comply
with these requirements. When purchasing P25 Land Mobile Radio
equipment/systems, grantees will, at a minimum, ensure the vendor has
participated in equipment testing consistent with the P25 Compliance
Assessment Program (P25 CAP). Where such equipment is covered in the P25
CAP requirements document, it must be tested in accordance with
applicable standards and policies of the P25 CAP, and evidence of this
testing must be documented through Supplier’s Declarations of
Compliance and Summary Test Reports that have been posted to   HYPERLINK
"http://www.rkb.us"  http://www.rkb.us .

If documentation is not available through the P25 CAP, agencies must
obtain documented evidence from the manufacturer that the equipment has
been tested and passed all of the applicable, published, normative, P25
test procedures for performance, conformance, and interoperability.

The following charts contain information on the eligibility of equipment
and prescoring essentials.

Eligible Expenditures 

Acquire, assemble, and install the requested equipment

Standard & extended warranties and/or service agreements

Foam and associated equipment

Hazardous materials response equipment

Compressor systems and/or cascade systems to fill SCBAs

Hose, nozzles, and adapters

Training for requested equipment	Boats 20 feet or less in length

Mobile communications equipment (including mobile repeaters and mobile
data systems)

Traffic signal preemption 

CBRNE equipment

Individual communications equipment, e.g., portable radios (limited to
seated riding positions)

Equipment shipping costs and sales tax





Ineligible Expenditures 

Construction of facilities, such as buildings, sheds to house
communications, towers, or other equipment

Repeaters that will not be installed or attached to existing
infrastructure or a vehicle

Sirens or other outdoor warning devices

Signage of any kind

Telephones, satellite phones, and cell phones 	EMS expendable supplies
(including, but not limited to, medications, gloves, syringes, and
cervical collars)

Vehicles and All-Terrain Vehicles (ATVs)

Bomb disposal equipment and robots

Mobile radios for personally-owned vehicles (except chief fire
officer’s personal vehicle, if justified)

Flashover simulators



All of the following are considerations in prescoring and panelist
review:

	Requesting items for a new mission to meet an existing risk and/or
request additional supplies or reserve equipment



Remodeling/Renovations of Existing Facilities

Remodeling/renovations to an existing facility to accommodate equipment
purchased with grant funds must be minor interior alterations costing
less than $10,000 and justified in the Request Details narrative for the
Equipment activity. Remodeling/renovations may not change the footprint
or profile of the building. Any request for modifications to facilities
may require an Environmental and Historic Preservation (EHP) review.
Additional information may also be required for EHP review.



Additional Considerations

Equipment that has a direct effect on firefighters’ health and safety

Age of equipment being replaced

Equipment that benefits other jurisdictions

Equipment that brings the department into compliance with nationally
recommended standards (e.g., NFPA) or statutory compliance (e.g.,
Occupational Safety & Health Administration (OSHA))



iii. Firefighter Personal Protective Equipment (PPE)

AFG Funds are available to acquire primarily OSHA-required and
NFPA-compliant PPE for firefighting personnel. 

Equipment requested must meet all current mandatory requirements, as
well as any national and/or state DHS-adopted standards. Equipment
requested should have the goal of increasing firefighter safety. When
requesting to replace old or obsolete equipment, you will be asked to
provide the age of the equipment being replaced. In order for SCBA/PPE
to be considered obsolete, it must be a minimum of two NFPA cycles or 10
years of age or older.

Copies of NFPA standards may be reviewed at   HYPERLINK
"http://www.nfpa.org/nfpaafg2012"  http://www.nfpa.org/nfpaafg2012 .

Personal Protective Equipment (PPE) is defined as items “worn” by
firefighters to protect themselves.

Reminder: When requesting training for any PPE, enter the request under
Other in Additional Funding in the Request Details section. 

The following charts contain information on the eligibility of PPE and
prescoring essentials:

Eligible PPE Expenditures

PPE for structural or wildland firefighting (including boots, pants,
coats, gloves, hoods, goggles, helmets, coveralls, and fire shelters)

American National Standards Institute (ANSI)-approved retro-reflective
highway apparel 

Training for requested PPE	SCBAs, spare cylinders, and individual face
pieces

PPE for hazardous materials and other 

EMS activities (coats, trousers, and jumpsuits must meet the NFPA or
OSHA standards) for blood borne pathogens



Ineligible PPE Expenditures

Three-quarter length rubber boots

Uniforms (formal/parade or station/duty) and uniform items (hats,
badges, etc.)	Bomb disposal suits

Personal communications equipment (e.g., radios, cell phones, and
pagers) in the PPE section

All of the following are considerations in prescoring and panelist
review:

PPE is categorized as a High (H), Medium (M), or Low (L) funding
priority; within each category (H, M, L), listed activities have an
equal funding priority.

	Departments requesting new PPE for the first time

Replacing or updating obsolete PPE to the current standard

	Replacing contaminated PPE

	Worn but usable PPE that is not compliant to the current edition of the
NFPA standard, and/or to handle a new mission or increase current
inventory

Used PPE

Replacing New PPE

New Mission

Increase Supplies



	Replacing SCBA compliant with NFPA 1981, 2007 Edition (must be
justified in the PPE Narrative)



Training on Use of Requested Equipment

Applicants must indicate that the grant-purchased PPE will be utilized
by adequately trained staff and/or request appropriate training for the
requested items. Failure to meet this requirement may result in
ineligibility for PPE funding. If you are requesting training, it must
be entered in the Additional Funding section of PPE under training. 



Additional Considerations

Applicants will be required to provide the age of the PPE being
replaced. 

Obsolete is defined as any SCBA/PPE that is 10 years or older or two
NFPA cycles.

Applicants with the oldest PPE and/or trying to bring the department
into 100 percent NFPA compliance, or the number of firefighters who will
have compliant gear.



iv. Firefighter Wellness & Fitness

Wellness & Fitness programs are intended to strengthen first responders
so their mental, physical, and emotional capabilities are resilient to
withstand the demands of emergency services response. In order to be
eligible for FY 2012 AFG funding in this activity, fire departments must
offer, or plan to offer, all four of the following: 

Periodic health screenings

Entry physical examinations

Immunizations

Behavioral health programs 

When requesting a program(s) under the request details for Wellness &
Fitness in both Fire & EMS, you MUST have all four programs already in
place (or request a combination of programs to have all four programs in
place) or you will be unable to proceed with this portion of the
application process. If you have all four or a combination of the
requested programs in place, the application will allow you to request
Priority 2 items, such as physical fitness equipment. 

Reminder: When requesting training for any items in this section, enter
the request under Other in Additional Funding in the Request Details
section. 

The following charts contain information on the eligibility of Wellness
and Fitness, as well as prescoring essentials. Copies of NFPA standards
can be reviewed at   HYPERLINK "http://www.nfpa.org/nfpaafg2012" 
http://www.nfpa.org/nfpaafg2012 .

Eligible Expenditures

Procurement of entry-level physicals that meet NFPA 1582 

Annual medical/fitness health evaluations consistent with NFPA 1582

Immunizations, as recommended by the department or law (e.g., NFPA)

Behavioral health programs	Implementation of International Association
of Fire Chiefs (IAFC)/International Association of Firefighters (IAFF)
peer fitness trainer programs 

Costs for personnel, physical fitness equipment (including shipping
charges and sales tax, as applicable), and supplies directly related to
physical fitness activities



Ineligible Expenditures 

Transportation expenses

Fitness club memberships for participants or their families

Non-cash incentives (t-shirts or hats of nominal value, and vouchers to
local businesses or time-off)

Purchase of real estate

Cash incentives 	Purchase of medical equipment that is not used as part
of the Wellness & Fitness program 

Contractual services with anyone other than medical professionals (e.g.,
health care consultants, trainers, and nutritionists)

Medical exams that do not meet NFPA 1582



Priority Considerations

Priority 1 - Below are the four programs required to offer a complete
Wellness & Fitness program. 

Initial medical exams

Job-related immunization program

Annual medical and fitness evaluation

Behavioral health program(s)

Departments that have some of the Priority 1 programs in place must
apply for funds to implement the other Priority 1 programs before
applying for funds for any additional program or equipment. In addition,
funded medical exams must meet current NFPA 1582, as required by DHS
standards. 

Priority 2 - You may only apply for Priority 2 items if you offer or are
requesting a combination of the following four programs required under
Priority 1. 

Candidate physical ability evaluation

Formal fitness and injury prevention program/equipment

Injury/illness rehab

IAFF or IAFC peer fitness trainer program(s)



Remodeling/Renovations of Existing Facilities

Remodeling/renovations to an existing facility to house a fitness
activity, such as exercise or fitness rooms, showers, etc., must be
minor interior alterations costing less than $10,000 and justified in
the Request Details narrative for the Wellness and Fitness activity. 

Remodeling/renovations may not change the footprint or profile of the
building. Any request for modifications to facilities may require an
Environmental and Historic Preservation (EHP) Review. Additional
information may also be required for EHP Review.



v. Modifications to Fire Stations 

FY 2012 AFG Grants may be used to modify fire stations and other
facilities. New fire station construction is not allowed. Grant funds
may only be used to retrofit existing structures built prior to 2003. 

No modification may change the structures footprint or profile. If
requesting multiple items, such as a sprinkler system and exhaust
system, the total funding for all projects and activities cannot exceed
$100,000 per fire station. Eligible projects under this activity must
have a direct effect on the health and safety of firefighters. 

FEMA is legally required to consider the potential impacts of all
grant-funded projects on environmental resources and historic
properties. For AFG and other preparedness grant programs, this is
accomplished via FEMA’s environmental and historic preservation (EHP)
review. Grantees must comply with all applicable EHP laws, regulations,
and Executive Orders (EOs) in order to drawdown their FY 2012 AFG Grant
Funds. Any project with the potential to impact natural resources or
historic properties cannot be initiated until FEMA has completed the
required FEMA EHP review. Grantees that implement projects prior to
receiving EHP approval from FEMA risk de-obligation of funds.

AFG Projects that involve the installation of equipment,
ground-disturbing activities such as a concrete pad for a station
generator, or new construction, including communication towers, or
modification/renovation of existing buildings or structures, must
undergo a FEMA Environmental Planning and Historical Preservation (EHP)
review. Activities not specifically excluded from a FEMA EHP review must
undergo FEMA EHP review, per the GPD Programmatic Environmental
Assessment (PEA). For more information on the PEA, see Information
Bulletin 345 and 

  HYPERLINK
"http://www.fema.gov/pdf/government/grant/bulletins/fonsi.pdf" 
http://www.fema.gov/pdf/government/grant/bulletins/fonsi.pdf .

Furthermore, for those proposed construction or renovation projects that
are part of larger projects funded from a non-FEMA source (such as an
emergency operation center that is part of a larger proposed public
safety complex), a FEMA EHP review must be completed before the larger
project is initiated. For these types of projects, grantees must
complete the FEMA EHP Screening Form (OMB Number 1660-0115/FEMA Form
024-0-01) and submit it with all supporting documentation to the GPD EHP
team at   HYPERLINK "mailto:GPDEHPInfo@fema.gov"  GPDEHPInfo@fema.gov 
for review. Grantees should submit the FEMA EHP Screening Form for each
project as soon as possible upon receiving the grant award. Refer to
Information Bulletins 329, 345, and 356 located at   HYPERLINK
"http://www.fema.gov/government/grant/bulletins/index.shtm" 
http://www.fema.gov/government/grant/bulletins/index.shtm  and Section
II, Part I.B.5.6 for further details on EHP requirements.

When requesting funding for FEMA EHP Review, enter the funding request
under Other in Additional Funding in the Request Details.

The following activities would not require the submission of the FEMA
EHP Screening Form: 

Planning and development of policies or processes

Management, administrative, or personnel actions

Classroom-based training

Tabletop exercises

Acquisition of mobile and portable equipment (not involving
installation) on a building.  

The following charts contain information on the eligibility of
Modification to Fire Stations and prescoring essentials. Copies of NFPA
standards may be reviewed at   HYPERLINK
"http://www.nfpa.org/nfpaafg2012"  http://www.nfpa.org/nfpaafg2012 .

Eligible Expenditures

Direct source capture exhaust systems

Sprinkler systems

Smoke/fire alarm notification systems	Air quality systems

Emergency generators



Ineligible Expenditures

Station maintenance 

Resurfacing bay floors	Interior remodeling not pertaining to the
requested project(s) 

All of the following are considerations in prescoring and panelist
review

	Departments requesting funding from the high or medium funding
priorities list whose facilities are not occupied 24/7 and do not have
sleeping quarters; departments requesting funding for training
facilities 



Level of Occupancy

Occupancy Definitions

Full-time: coverage 24/7

Daily: part-time or selected coverage not on a regular basis

Occasionally: no schedule coverage, volunteers respond to the station



Additional Considerations

Additional considerations will be given for the age of the building;
older facilities receive a higher priority. 

If requesting multiple items in this activity, funding cannot exceed a
maximum of $100,000 per station.

Type of Facility

 Occasionally) 

Level of Occupancy

Facilities with or without sleeping quarters

Training facilities are a Low priority 

		

b. Firefighting Vehicles 

Due to inherent differences among urban, suburban, and rural
firefighting needs, AFG has different priorities in the Firefighting
Vehicles program area for departments that serve different types of
communities. 

When requesting more than one vehicle, you will be asked to fill out a
separate line item and answer all the questions including a NEW
narrative for each vehicle. For example, if you are requesting to
replace three ambulances, you must fill out the age and vehicle
identification number (VIN) of each vehicle being replaced. You cannot
use the same VIN in each line item. 

AFG provides grants for new, used, and refurbished vehicles.

Funds may be used to refurbish a vehicle the department currently owns,
but it will be eligible only if the vehicle was designed originally for
firefighting. Refurbished vehicles must meet current NFPA 1912
standards.

Converted vehicles not originally designed for firefighting are not
eligible for refurbishment. New vehicles purchased with AFG Funds must
be compliant with NFPA 1901 (Standard for Automotive Apparatus) or NFPA
1906 (Standard for Wildland Fire Apparatus). 

Used apparatus must be compliant with NFPA 1901 or 1906 for the year the
vehicle was manufactured. Refurbished apparatus must meet the current
NFPA 1912 (Standard for Fire Apparatus Refurbishing). 

In FY 2012, applicants that serve urban, suburban, or rural communities
may apply for more than one vehicle. Requests cannot exceed the
financial cap based on population listed in the application. If a
department submits multiple applications, and more than one of those
requests are approved, the department will be held to the same financial
cap based on the population listed in the application.

Performance Bond: Obtaining a performance bond is recommended for any
department/agency that is going to advance their own funds to the
manufacturer prior to receipt of the vehicle. The bond may be obtained
through the vendor or a local bank. The concept behind this is to ensure
that the department’s funds are not lost in the event of a
manufacturer’s failure to perform, i.e., not finishing or delivering
the vehicle.

Prepayment Bond: As required in the three previous grant years, FY 2012
AFG vehicle awardees are required to obtain a prepayment bond if the
grantee plans to advance federal funds to the manufacturer. This is to
safeguard the federal funds against loss if the manufacturer goes out of
business or fails to deliver the vehicle. Prepayment bonds may be
obtained through your bank or the manufacturer. The grantee must include
in their vehicle purchase contract specific performance requirements and
penalties for noncompliance with the requirements (Penalty Clause).
Extensions to a grant’s period of performance for vehicle purchase(s)
will not be considered if the grantee is not programmatically compliant
in the administration of their award. 

Applicants requesting vehicles that do not have drivers/operators
trained to NFPA 1002 or equivalent, and are not planning to have a
training program in place by the time the vehicle is delivered, will not
receive a vehicle award. Applicants may request funding for a training
program in the Vehicles section, but it must add that request in the
Additional Funding area in the Request Details section for the Vehicle
application. Driver training program(s) must be in place prior to the
delivery of the vehicle.

Reminder: When requesting training for any apparatus or vehicle(s),
enter the request under Other in Additional Funding in the Request
Details section.

The following charts contain information on the eligibility of Vehicles
and prescoring essentials. Copies of NFPA standards may be reviewed at  
HYPERLINK "http://www.nfpa.org/nfpaafg2012" 
http://www.nfpa.org/nfpaafg2012 .

Eligible Expenditures

Cost of vehicle

Physicals to meet current NFPA 1582/US Department of Transportation
(DOT) 649 F

Cost of associated equipment that is eligible under current NFPA
1901/1906	Driver/operator training programs that meet current NFPA 1002
or its equivalent

Transportation to inspect a requested vehicle during production (if
justified in the Vehicles narrative)





Ineligible Expenditures

Refurbishment of converted vehicles not originally used or intended to
be used for emergency operations

Aircraft, bulldozers, and construction-related equipment	Vehicles
contracted for or purchased prior to end of established application
period





All of the following are considerations in prescoring and panelist
review

Note: Based on nationwide statistics indicating the high number of
fire-based EMS calls, ambulances have been moved from a low priority to
a high priority. 

Example of vehicles types: 

Pumper (an apparatus that carries a minimum of 300 gallons of water and
has a pump with the capacity to pump a minimum of 750 gallons per
minute)

Urban interface vehicles (Type I) pumper (300 gallons & 750 GPM)

Ambulance (vehicle used for transporting patients) 

Tanker-Tender (an apparatus that has water capacity in excess of 1,000
gallons and a pump with a pumping capacity of less than 750 gallons per
minute)

Aerials to include quints of any size

Unsafe Vehicles

Applicants wanting to benefit from this consideration must certify that
the unsafe vehicle will be permanently removed from emergency service if
awarded a grant. “Permanently removed from emergency service” means
the grantee cannot use the vehicle for emergency service, nor may the
grantee sell or otherwise transfer title to any individual or
organization that will use the unsafe vehicle for emergency service. The
grantee may NOT sell an unsafe vehicle to another fire department under
any circumstances. A grantee that certifies it will remove the unsafe
vehicle from service but then sells the unsafe vehicle to another fire
department, or otherwise does not remove the unsafe vehicle from
service, is considered to be in default of the grant agreement.
Acceptable uses of unsafe vehicles include farm or nursery use, scrap
metal, salvage, construction, etc.

Firefighting vehicles are categorized as a High (H), Medium (M), or Low
(L) funding priority within each category. Activities are listed below
in order of their funding priority.

	Pumper 

Ambulance

Aerial

Rescue	Pumper 

Ambulance

Aerial

Tanker-Tender

Rescue	Pumper 

Ambulance

Brush-Attack

Tanker-Tender

	Command

Hazmat

Light/Air unit

Rehab

	Hazmat command

Command

Light/Air unit

Brush-Attack

Rehab unit	Command

Hazmat

Rescue

Light/Air unit

	Aircraft Rescue and Firefighting Vehicle (ARFF) 

Brush-Attack

Foam truck

Fire boat

Tanker-Tender

Highway safety unit	ARFF

Foam truck

Highway safety unit

Fire boat	Foam Truck

Highway safety unit

ARFF

Rehab

Fire boat



Compliance with Standards 

New fire apparatus must be compliant with NFPA 1901 or 1906 for the year
ordered/manufactured.

Used fire apparatus must be compliant with NFPA 1901 or 1906 standards
for the year the vehicle was manufactured.

Ambulances must meet NFPA, General Services Administration (GSA)
KKK-1822F for the year ordered/manufactured.

Applicants must certify that unsafe vehicles will be permanently removed
from service if awarded a grant. Acceptable uses of unsafe vehicles
include farm, nursery, scrap metal, salvage, construction, etc. 

Refurbished vehicles must meet current NFPA 1912 standards.



Additional Considerations 

Additional consideration will be given to departments that have
automatic aid agreements, mutual aid agreements, or both

Replacement of open cab/jump seat configurations

Age of the vehicle being replaced; older equipment receive higher
consideration

Age of the newest vehicle in the department’s fleet that is like the
vehicle to be replaced

Average age of the fleet; older equipment within the same class

Converted vehicles not designed or intended for use in the fire service



FEMA reserves the right to reduce the amount of any vehicle request, in
whole or in part, that is considered excessive in cost. AFG Funding is
meant to supplement, not replace, an organization’s funding.

2.  Nonaffiliated EMS Organization Priorities

AFG Funds may be used to enhance emergency medical services provided by
nonaffiliated EMS organizations. 

The Criteria Development Panel recommended that it is more
cost-effective to enhance or expand an existing EMS organization by
providing training or equipment than it is to create a new service.
Therefore, communities attempting to initiate EMS services will receive
the lowest competitive rating.

Requests for equipment and training to prepare for response to incidents
involving CBRNE are available under the applicable Equipment and
Training Activities. 

a.	EMS Operations and Safety

Five different activities are included in this program area: 

First responder/Emergency Medical Responder training

EMS equipment acquisition

EMS Personal Protective Equipment (PPE)

EMS Wellness & Fitness

Modifications to EMS facilities

Applicants may apply for as many of the activities within this program
area as deemed necessary. 

There are no bonuses or penalties associated with applying for multiple
activities; however, applicants requesting multiple activities may have
a more difficult time providing justification for all the projects. 

Fire-based EMS organizations are NOT eligible to apply as a
nonaffiliated EMS organization.

Applicants should ensure all projects applied for under the grant
program are consistent with national, state, and local standards, and
address the goals of interoperable communications and equipment
compatibility. The RKB, which can be accessed at   HYPERLINK
"http://www.rkb.us"  http://www.rkb.us , includes relevant information
on first responder/emergency medical responder (EMR) standards and
allows guest users to ask questions regarding applicable standards.

i. EMS Training 

AFG provides grants to train EMS personnel. Examples of training
activities include, but are not limited to, first responder, Basic Life
Support (BLS), Advanced Life Support (ALS), Paramedic, Hazmat
Operations, or Rescue Operations. Since training is a prerequisite to
the effective use of EMS equipment, organizations that request items
more focused on training activities will receive a higher competitive
rating than organizations that focus on equipment. 

A higher competitive rating will be given to nonaffiliated EMS
organizations that are planning to upgrade services to EMT-I/EMT-P level
of response. Specifically, organizations that are seeking to elevate the
response level from Emergency Medical Technician (EMT)-B to EMT-I will
receive the highest priority, and organizations that are seeking to
elevate the response level from EMT-I to EMT-P will receive a high
priority. 

The second priority is to elevate emergency responders’ capabilities
from Emergency Medical Responder to a BLS level of response, e.g.,
EMT-B. Due to the time and cost, upgrading an organization’s response
level from EMT-B to EMT-P is a lower priority. Organizations seeking
training in rescue or Hazmat operations will receive lower consideration
than organizations seeking training for medical services. 

The lowest priority is to fund Emergency Medical Responder.
Organizations seeking to train a high percentage of the active first
responders will receive additional consideration when applying under the
EMS Training Activity.

The following contain information on the eligibility of EMS training and
prescoring essentials. Copies of NFPA standards may be reviewed at  
HYPERLINK "http://www.nfpa.org/nfpaafg2012" 
http://www.nfpa.org/nfpaafg2012 .

Eligible Expenditures 

Emergency Medical Responder/Basic Life Support EMT B

EMT-I / EMT-P

Hazmat operations	Rescue operations

CBRNE awareness, performance, planning, and management

Train-the-trainer courses 



Eligible uses of training funds include but are not limited to:

Tuition, exam/course fees, and certifications/certification expenses

Purchase of training curricula, training equipment, training props, and
training services (instructors)	Attendance at formal training forums or
conferences providing continuing education credits, etc.

Overtime expenses paid to first responders to attend training or to
cover colleagues who are in training 



Ineligible Expenditures 

Construction of facilities, buildings, towers, etc.

Purchase or lease of real estate

Expendables (including, but not limited to, gloves, gowns, bandages,
etc.)	Site preparation to accommodate any training activity, facility,
or prop

Remodeling not directly related to other grant activities 

		

ii. EMS Equipment 

AFG Funds are available for equipment to enhance the safety or
effectiveness of EMS response. Equipment requested must meet all
mandatory requirements as well as any national and/or state DHS-adopted
standards.

Equipment requested should solve interoperability or compatibility
problems as may be required by local jurisdictions. Equipment requested,
particularly decontamination and Hazmat equipment, is fundable to the
current level of an organization’s capabilities. 

Reminder: When requesting training for any items in this section, enter
the request under Other in Additional Funding in the Request Details
section.

The following pages contain information on the eligibility of EMS
equipment and prescoring essentials

Eligible equipment expenses include but are not limited to the
following:

Basic life support equipment

Advanced life support equipment 

Assembly and installation of the requested equipment

Extended warranties and service agreements

Pulse oximeters

Power lift cots

Communications equipment, such as mobile and portable radios

Hazmat and decontamination equipment

Computers

Wireless and broadband mobile data systems (MDTs)	Automated external
defibrillators

Infectious disease control equipment

Equipment for response to incidents involving CBRNE

Tents, shelters, generators, lights, and heating and cooling units 

Portable radios and mobile communications equipment, including mobile
repeaters

Base stations, computer-aided dispatch, and fixed-site repeaters

Equipment shipping costs and sales tax

Training for requested equipment



Ineligible Expenditures 

Construction of facilities, such as buildings or sheds to house
communications, towers, or other equipment

Repeaters that will not be installed or attached to existing
infrastructure or a vehicle

 Station uniforms

Sirens or other outdoor warning devices	Telephones, satellite phones,
and cell phones

Vehicles and ATVs

Bomb disposal equipment and robots

EMS expendable supplies including but not limited to medications,
gloves, syringes, and cervical collars

Signage of any kind



All of the following are considerations in prescoring and panelist
review.

	Departments requesting new service or replacing used or obsolete
equipment



	Purchasing equipment that does not have an effect on statutory
compliance or voluntary compliance with a national standard



Communications Equipment

Eligible items include portable radios, mobile repeaters, mobile data
terminals (MDTs), base stations, computer-aided dispatch, fixed-site
repeaters, and wireless and broadband mobile data systems. 

Items should have the intent of solving interoperability issues and
improving first responder safety through more reliable communication
systems.

Portables are limited to number of seated positions in department’s
listed inventory of EMS vehicles (unless justified in the Equipment
Activity Narrative).

Requested items must be consistent with the State Communication
Interoperability Plan.

Communications projects may require an EHP Review. 



Note: Requested communications equipment or systems must meet the
following P25 Compliance criteria.

P25 Compliance

Applicants purchasing P25 equipment must obtain documented evidence from
the manufacturer that the equipment has been tested and passed all the
applicable, published, normative P25 Compliance assessment test
procedures for performance, conformance, and interoperability as defined
in the “Grant Guidance-P25 Explanatory Addenda,” which can be found
at:   HYPERLINK
"http://www.safecomprogram.gov/library/Lists/Library/Attachments/86/GRAN
TGUIDANCEPROJECT25EXPLANATORYADDENDAv2.pdf" 
http://www.safecomprogram.gov/library/Lists/Library/Attachments/86/GRANT
GUIDANCEPROJECT25EXPLANATORYADDENDAv2.pdf .

Grantees should be prepared to demonstrate how their procurements comply
with these requirements. When purchasing P25 Land Mobile Radio
equipment/systems, grantees will, at a minimum, ensure the vendor has
participated in equipment testing consistent with the P25 Compliance
Assessment Program (P25 CAP). Where such equipment is covered in the P25
CAP requirements document, it must be tested in accordance with
applicable standards and policies of the P25 CAP, and evidence of this
testing must be documented through Supplier’s Declarations of
Compliance and Summary Test Reports that have been posted to   HYPERLINK
"http://www.rkb.us"  http://www.rkb.us .

If documentation is not available through the P25 CAP, agencies must
obtain documented evidence from the manufacturer that the equipment has
been tested and passed all of the applicable, published, normative, P25
test procedures for performance, conformance, and interoperability.

Additional Consideration

Requests that support a regional collaboration benefiting multiple
jurisdictions



Remodeling/Renovations of Existing Facilities

Remodeling/renovations to an existing facility to accommodate equipment
purchased with grant funds (including generator pads) must cost less
than $10,000. It also must be justified in the Request Details Narrative
for the Equipment activity. Remodeling/renovations may not change the
footprint or profile of the building. Any request for modifications to
facilities may require an Environmental and Historic Preservation (EHP)
Review. Additional information may also be required for EHP Review.



Applications Notes

Funding for all training should be requested under the Additional
Funding section. When requesting training, please describe your project
and its effect in the Narrative section.

iii. EMS Personal Protective Equipment 

AFG Funds are available to acquire EMS PPE for first responder
personnel. Equipment requested must meet all mandatory requirements, as
well as any current national and/or state DHS-adopted standards or local
EMS protocols. 

Reminder: When requesting training for any items in this section, enter
the request under Other in Additional Funding in the Request Details
section. 

The following charts contain information on the eligibility of EMS PPE
and prescoring essentials. Copies of NFPA standards may be reviewed at  
HYPERLINK "http://www.nfpa.org/nfpaafg2012" 
http://www.nfpa.org/nfpaafg2012 .

Eligible PPE Expenditures

EMS turnout gear, extrication jumpsuits, rescue helmets, gloves, and
boots that meet NFPA or OSHA standards for blood-borne pathogens

ANSI-approved retro-reflective highway apparel

EMS PPE for hazardous materials and other specialized incidents	SCBAs,
spare cylinders, individual face pieces, and PASS devices if the
organization has formally adopted SOPs requiring SCBA availability (with
adequate justification in the PPE narrative)

Training for requested PPE



Ineligible PPE Expenditures

Uniforms (formal/parade or station/duty) and uniform items (hats,
badges, etc.)

Personal communications equipment (e.g., radios, cell phones, and
pagers)	Non-EMS PPE, such as wildland firefighting gear and firefighting
turnout gear

Bomb disposal suits



All of the following are considerations in prescoring and panelist
review.

PPE is categorized as a High (H), Medium (M), or Low (L) funding
priority; within each category (H, M, L), listed activities have an
equal funding priority.

	Departments requesting new PPE for the first time 

Replacing or updating obsolete PPE to the current standard

	Replacing contaminated PPE

Requesting PPE for a new risk

	Worn but usable PPE that is not compliant to the current edition of the
NFPA standard and/or to handle a new mission, or increase current
inventory

Replace new PPE

New mission 

Increase supply



Training on Use of Requested Equipment

Applicants must indicate grant-purchased equipment will be operated by
sufficiently trained staff. Failure to meet this requirement will result
in ineligibility for funding.



Additional Considerations

Percent of firefighters/EMS personnel served

Age of equipment

Obsolete is defined as any SCBA/PPE that is 10 years or older or two
NFPA cycles



	Replacing SCBA compliant with NFPA 1981, 2007 Edition (must be
justified in PPE Narrative)



iv. EMS Wellness & Fitness 

Wellness & Fitness programs are intended to strengthen personnel so
their mental, physical, and emotional capabilities are resilient enough
to withstand the demands of emergency services response. To be eligible
for funding under this activity, organizations must offer, or plan to
offer, all four of the following programs: 

Periodic health screenings

Entry physical examinations

Immunizations

Behavioral health programs

When requesting a program(s) under the request details for Wellness &
Fitness in both Fire and EMS, you MUST have all four programs already in
place (or request a combination of programs to have all four programs in
place) or you will be unable to go further in the application process.
If you have all four or a combination of requested programs in place,
the application will then allow you to request items such as physical
fitness equipment. 

Reminder: When requesting training for any items in this section, enter
the request under Other in Additional Funding in the Request Details
section. 

The following charts contain information on the eligibility of EMS
Wellness & Fitness as well as prescoring essentials. Copies of NFPA
standards may be reviewed at   HYPERLINK
"http://www.nfpa.org/nfpaafg2012"  http://www.nfpa.org/nfpaafg2012 .

Eligible Expenditures 

Procurement of entry-level physicals that meet NFPA 1582 or equivalent 

Annual medical/fitness health evaluations consistent with NFPA 1582

Immunizations, as recommended by the department or law (e.g., NFPA)

Behavioral health programs	Implementation of IAFC/IAFF peer fitness
trainer programs 

Costs for personnel, physical fitness equipment (including shipping
charges and sales tax, as applicable), and supplies directly related to
physical fitness activities





Ineligible Expenditures

Transportation expenses

Fitness club memberships for participants or their families

Non-cash incentives (t-shirts or hats of nominal value, vouchers to
local businesses or time off)

Purchase of real estate

Cash incentives 	Purchase of medical equipment that is not used as part
of the Wellness and Fitness program 

Contractual services with anyone other than medical professionals (e.g.,
health care consultants, trainers, and nutritionists) for programs such
as smoking cessation 





 Funding Priorities

Priority 1 - Below are the four programs required to offer a complete a
Wellness and Fitness program.

Initial medical exams

Job-related immunization program, as required by the department, or law 

Annual medical and fitness evaluation

Behavioral health program(s)

Departments that have some of the Priority 1 programs in place must
apply for funds to implement the other Priority 1 programs before
applying for funds for any additional program or equipment. In addition,
funded medical exams must meet current NFPA 1582, as required by DHS
standards. 

Priority 2 - You may only apply for the Priority 2 items listed below if
you offer or are requesting a combination of the four programs required
under Priority 1.

Candidate physical ability evaluation

Formal fitness and injury prevention program/equipment

Injury/illness rehab

IAFF or IAFC peer fitness trainer program(s) 



Remodeling/Renovations of Existing Facilities

Remodeling/renovations to an existing facility to house a fitness
activity, such as exercise or fitness rooms, showers, etc., must cost
less than $10,000 and be justified in Request Details Narrative for the
Wellness & Fitness Activity. Remodeling/renovations may not change the
footprint or profile of the building. Any request for modifications to
facilities may require Environmental and Historic Preservation (EHP)
Review. Additional information may also be required for EHP Review.



v. Modifications to EMS Facilities 

Grants may be used to modify EMS facilities. The construction of new
facilities is not allowed. Grant funds may only be used to retrofit
existing structures built prior to 2003 that do not have the requisite
safety features. 

No modification may change the structures footprint or profile. If
requesting multiple items, such as a sprinkler system and exhaust
system, the total funding for all projects and activities cannot exceed
$100,000 per fire station. Eligible projects under this activity must
have a direct effect on the health and safety of firefighters

FEMA is legally required to consider the potential impacts of all
grant-funded projects on environmental resources and historic
properties. For AFG and other preparedness grant programs, this is
accomplished via FEMA’s Environmental Planning and Historical
Preservation (EHP) Review. Grantees must comply with all applicable
FEMA EHP laws, regulations, and Executive Orders (EOs) in order to
drawdown their FY 2012 AFG Grant Funds. Any project with the potential
to impact natural resources or historic properties cannot be initiated
until FEMA has completed the required FEMA EHP review. Grantees that
implement projects prior to receiving EHP approval from FEMA risk
de-obligation of funds.

AFG Projects that involve the installation of equipment,
ground-disturbing activities, and new construction, including
communication towers, or modification/renovation of existing buildings
or structures must undergo a FEMA EHP review. Activities not
specifically excluded from a FEMA EHP review also will require a FEMA
EHP review per the GPD Programmatic Environmental Assessment (PEA). For
more information on the PEA, see Information Bulletin 345 and  
HYPERLINK "http://www.fema.gov/pdf/government/grant/bulletins/fonsi.pdf"
 http://www.fema.gov/pdf/government/grant/bulletins/fonsi.pdf .

Furthermore, for those proposed construction or renovation projects that
are part of larger projects funded from a non-FEMA source (such as an
EOC that is part of a larger proposed public safety complex), a FEMA EHP
review must be completed before the larger project is initiated. For
these types of projects, grantees must complete the FEMA EHP Screening
Form (OMB Number 1660-0115/FEMA Form 024-0-01) and submit it, with all
supporting documentation, to the GPD EHP team at   HYPERLINK
"mailto:GPDEHPInfo@fema.gov"  GPDEHPInfo@fema.gov  for review. 

Grantees should submit the FEMA EHP Screening Form for each project as
soon as possible upon receiving the grant award. Refer to Information
Bulletins 329, 345, and 356 located at   HYPERLINK
"http://www.fema.gov/government/grant/bulletins/index.shtm" 
http://www.fema.gov/government/grant/bulletins/index.shtm . Section II,
Part I.B.5.6 contains further details on EHP requirements. 

When requesting funding for a FEMA EHP Review, enter the funding request
under Other in Additional Funding in the Request Details.

These activities would not require the submission of the FEMA EHP
Screening Form: 

Planning and development of policies or processes

Management, administrative, or personnel actions

Classroom-based training

Tabletop exercises

Acquisition of mobile and portable equipment (not involving
installation)  

The following charts contain information on the eligibility of EMS
Modifications to Facilities and prescoring essentials. Copies of NFPA
standards can be reviewed at   HYPERLINK
"http://www.nfpa.org/nfpaafg2012"  http://www.nfpa.org/nfpaafg2012 .

Eligible Expenditures

Direct-source capture exhaust systems

Sprinkler systems

Smoke/fire alarm notification systems	Air quality systems

Emergency generators



Ineligible Expenditures 

Station maintenance

Resurfacing bay floors	Interior remodeling not pertaining to the
requested project(s) 

All of the following are considerations in prescoring and panelist
review.

	Departments requesting funding from the high or medium funding
priorities whose facilities are not occupied 24/7 and do not have
sleeping quarters; training facilities 



Level of Occupancy

Occupancy Definitions

Full-time: coverage 24/7

Daily: part-time or selected coverage not on a regular basis



Additional Considerations

Additional considerations will be given for the age of the building;
older facilities receive a higher priority 

If requesting multiple items in this activity, funding cannot exceed a
maximum of $100,000 per station.

Type of Facility

 Occasionally) 

Level of Occupancy

Facilities with or without sleeping quarters

Training facilities are a Low priority



b.	EMS Vehicles 

Due to inherent differences among urban, suburban, and rural
firefighting needs, AFG has different priorities in the Vehicles program
area for departments that serve different types of communities.

Applicants requesting vehicles that do not have drivers/operators
trained to US Department of Transportation Emergency Vehicle Operators
Course (EVOC) National Standard Curriculum, or equivalent, and are not
planning to have a training program in place by the time the vehicle is
delivered, will not receive an award. 

To be eligible for funding, new vehicles purchased with AFG Funds must
be compliant with current General Services Administration standards,
specifically KKK-A-1822E (Guide for Emergency Medical Services and
Systems), found at   HYPERLINK
"http://apps.fss.gsa.gov/vehiclestandards/index.cfm" 
http://apps.fss.gsa.gov/vehiclestandards/index.cfm .

Funds may be used to acquire new, used, or refurbished EMS vehicles.
Funds may also be used to refurbish a vehicle the organization currently
owns. Refurbished apparatus must also meet currently applicable
standards (NFPA, GSA KKK-1822F Specification standards).

When requesting more than one vehicle, you will be asked to fill out a
separate line item and answer all the questions including a NEW
narrative for each vehicle. For example, if you are requesting to
replace three ambulances, you must fill out the age and vehicle
identification number (VIN) of each vehicle being replaced. You cannot
use the same VIN in each line item. 

Applicants that serve urban, suburban, or rural communities may apply
for more than one vehicle. Requests cannot exceed the financial cap
based on population listed in the application. If a department submits
multiple applications, and more than one of those requests are approved,
the department will be held to the same financial cap based on the
population listed in the application.

Performance Bond: A performance bond is recommended for any
department/agency that is going to advance its own funds to the
manufacturer prior to receipt of the vehicle. The bond may be obtained
through the vendor or local bank. The concept behind this is to ensure
the department’s funds are not lost in the event of a manufacturer’s
failure to perform, e.g., not finishing or delivering the vehicle.

Prepayment Bond: As required in the three previous grant years, FY 2012
AFG vehicle awardees are required to obtain a prepayment bond if the
grantee plans to advance federal funds to the manufacturer. This is to
safeguard the federal funds against loss if the manufacturer goes out of
business or fails to deliver the vehicle. Prepayment bonds may be
obtained through your bank or the manufacturer. The grantee must include
in their vehicle purchase contract specific performance requirements and
penalties for noncompliance with the requirements (penalty clause).
Extensions to a grant’s period of performance may not be considered if
the requisite prepayment bond is not obtained and/or if the penalty
clause is not included in the purchase contract. Extensions to a
grant’s period of performance for vehicle purchase(s) will not be
considered if the grantee is not programmatically compliant in the
administration of their award. 

Applicants may request funding for a training program in the Vehicles
section, but it must add that request in the Additional Funding area in
the Request Details section for the Vehicles application. Driver
training programs must be in place prior to the delivery of the vehicle.


Reminder: When requesting training for any items in this section, enter
the request under Other in Additional Funding in the Request Details
section. 

The following charts contain information on the eligibility of EMS
Vehicles and prescoring essentials.

Eligible Expenditures

Cost of vehicle

Transportation to inspect a vehicle under consideration or during
production (if justified in the Vehicles Narrative)	Driver/operator
training that meets Department of Transportation Emergency Vehicle
Operators Course (EVOC) National Standard Curriculum or equivalent 

Physicals



Ineligible Expenditures

Vehicles contracted for or purchased prior to end of established
application period

ATVs and other specialty access vehicles	Aircraft, bulldozers, and
construction-related equipment

Refurbishment of converted vehicles not originally used or intended to
be used for emergency operations



All of the following are considerations in prescoring and panelist
review

	Non-transport (vehicles that do not transport a patient)



Compliance with Standards

Refurbished vehicles must also meet current applicable standards (e.g.,
NFPA, GSA KKK-1822F) for the year of manufacture.

Ambulances must meet NFPA, GSA KKK-1822F standards for the year
ordered/manufactured.



FEMA reserves the right to reduce the amount of any vehicle request, in
whole or in part, that is considered excessive in cost. AFG Funding is
meant to supplement, not replace, an organization’s funding. 

3.  Regional Projects

Any eligible applicant, whether a fire department or a nonaffiliated EMS
organization, may act as a “host applicant” and apply for
large-scale or regional projects on behalf of itself and any number of
organizations in neighboring jurisdictions. 

A regional project is one in which multiple organizations serving more
than one local jurisdiction benefit directly from the activities
implemented with the grant funds. A county fire department applying for
a countywide communications system is NOT a regional project because it
does not benefit multiple “seats-of-government.” Regional projects
are designed to facilitate interoperability and efficiency among the
participating jurisdictions. As such, the only activities available for
application under a regional project are training, equipment acquisition
that positively affect interoperability between jurisdictions (such as
communications equipment), and PPE, including SCBAs. 

Regional projects’ cost share will be based on the total population of
the entire region, not the population of the host applicant. All
non-federal cost share funds must be in cash; in-kind contributions are
not acceptable.

A regional host must include a list of all the participating
organizations benefitting from a proposed regional project. When
requesting SCBA as a regional project, the host is required to list all
prior SCBA grants received by regional partners.

In general, equipment purchased as a result of a regional project will
be physically distributed to all the departments that are beneficiaries
of the project. This physical distribution of the equipment to other
first responder organizations is the single characteristic that
distinguishes them from projects that are not regional in nature, but
may have an impact on a region via mutual aid. 

For example, a project that would not be considered to have an effect on
interoperability (and thus would not be considered a regional project)
would be an application for an air compressor or a hazardous materials
(Hazmat) response vehicle. In this example, the assets would be shared
with neighboring departments under mutual or automatic aid agreements,
but they would be physically located in the awardee’s department and
not disseminated among the participants. 

In order to apply for a regional project, the host organization must
agree, if awarded, to be responsible for all aspects of the grant. This
includes, but is not limited to, accountability for the assets and all
reporting requirements. All organizations involved must have some kind
of documentation for distribution of grant funded assets and financial
responsibility in place prior to any award. 

Reminder: The host agency is ultimately financially responsible for the
regional grant’s required cost share. 

In the regional application, the host organization will be required to
describe the characteristics of the entire region that will be affected
by the project as outlined in Part IV, Application Submission
Information.

Regional Equipment

Reminder: When requesting training for any items in this section, enter
the request under Other in Additional Funding in the Request Details
section. 

All funding priorities for regional requests are the same priorities as
fire and EMS.

Eligible Expenditures

Communications equipment to include infrastructure (dispatch centers),
handheld portables, pagers, repeaters, etc.

Other equipment beneficial to the mission of all regional partners
Standardization of EMS equipment throughout the region to meet local
jurisdictional standards



Note: Requested communications equipment or systems must meet the
following P25 Compliance criteria.

P25 Compliance

Applicants purchasing P25 equipment must obtain documented evidence from
the manufacturer that the equipment has been tested and passed all the
applicable, published, normative P25 Compliance assessment test
procedures for performance, conformance, and interoperability as defined
in the “Grant Guidance-P25 Explanatory Addenda,” which can be found
at   HYPERLINK
"http://www.safecomprogram.gov/library/Lists/Library/Attachments/86/GRAN
TGUIDANCEPROJECT25EXPLANATORYADDENDAv2.pdf" 
http://www.safecomprogram.gov/library/Lists/Library/Attachments/86/GRANT
GUIDANCEPROJECT25EXPLANATORYADDENDAv2.pdf .

Grantees should be prepared to demonstrate how their procurements comply
with these requirements. When purchasing P25 Land Mobile Radio
equipment/systems, grantees will, at a minimum, ensure the vendor has
participated in equipment testing consistent with the P25 Compliance
Assessment Program (P25 CAP). Where such equipment is covered in the
P25 CAP requirements document, it must be tested in accordance with
applicable standards and policies of the P25 CAP, and evidence of this
testing must be documented through Supplier’s Declarations of
Compliance and Summary Test Reports that have been posted to   HYPERLINK
"http://www.rkb.us"  http://www.rkb.us . 

If documentation is not available through the P25 CAP, agencies must
obtain documented evidence from the manufacturer that the equipment has
been tested and passed all of the applicable, published, normative, P25
test procedures for performance, conformance, and interoperability.

Ineligible Expenditures

Vehicles 

Wellness and Fitness programs

Firefighting equipment that does not benefit all regional partners
Aircraft, bulldozers, and construction-related equipment

Modifications to facilities

b.	Regional Training

Eligible Expenditures

Training that benefits multiple jurisdictions

Training props

Training trailers to include manufactured burn trailers	EMS training
throughout the region to meet local jurisdictional standards

Other training that would be beneficial to the mission of all regional
partners



Ineligible Expenditures

Flashover simulators 

Wellness and Fitness programs	Basic firefighting equipment 

c.	Regional PPE

Reminder: When requesting training for any items in this section, enter
the request under Other in Additional Funding in the Request Details
section. 

Eligible Expenditures

SCBA (to include face piece, voice amp, harness/PASS device and one
spare cylinder

Accountability systems 	EMS PPE that meets NFPA and OSHA blood-borne
pathogen standards 

Firefighting PPE 



Ineligible Expenditures

Jumpsuits and uniforms that do not meet basic NFPA and OSHA blood-borne
pathogen standards 	Portable radios



AWARD INFORMATION

This section describes the basic distribution method used to determine
final grants awards, and identifies all eligible applicants for FY 2012
funding.

Awards

FEMA must assure the combined percentage of awards to combination and
volunteer departments is equal to or greater than the percentage of the
nation’s population these types of departments serve. The NFPA
reported in a publication entitled US Fire Department Profile Through
2010 (issued October 2011) that combination departments protect 33
percent of the nation’s population and volunteer departments protect
19.5 percent. As such,

No more than 48 percent of the available funds may be granted to career
organizations and departments.

No less than 33 percent of the available funds must be granted to
combination organizations (organizations and departments with both paid
career and volunteer active duty members). 

No less than 19 percent of the available funds must be granted to
all-volunteer organizations (organizations and departments with no
active duty paid career members).

Awards will be limited based on population protected by the applicant,
as indicated below.

Applicants serving jurisdictions with a population of 500,000 people or
less may not receive grant funds in excess of $1,000,000 for any fiscal
year.

Applicants serving jurisdictions with more than 500,000, but not more
than 1,000,000 people may not receive grant funds in excess of
$1,750,000 for any fiscal year.

Applicants serving jurisdictions of more than 1,000,000 people may not
receive grant funds in excess of $2,750,000 for any fiscal year.

The cumulative total of the federal share of awards in Operations and
Safety, Vehicle Acquisition, and Fire Prevention and Safety (FP&S) will
be factored when assessing award amounts and any limitations thereto.
Applicants may request funding up to the statutory limit on each of
their applications. 

For example, an applicant that serves a population of less than 500,000
people may request up to $1 million on their Operations and Safety
application and up to $1 million on their Vehicles request. However,
should both grants be awarded, the applicant would have to choose which
application to accept if the cumulative value of both applications
exceeds the statutory limits.

Applications for regional projects will not be included in the host
applicant’s funding limitations detailed above. However, regional
applicants will be subject to their own limitation based on the total
population the regional project will serve. For example, a regional
project serving a population of fewer than 500,000 people will be
limited to $1 million.

FEMA will also continue to separate FP&S Grants from AFG and will have a
separate application period devoted solely to FP&S Grants. The FP&S
application period is planned for fall or winter of 2012. 

ELIGIBILITY INFORMATION

This section provides information and summaries on the eligibility of
applicants, the cost sharing requirements connected with each grant
award, and the eligible costs under each activity funded by the grants.

A.	Cost Sharing

Cost sharing under AFG is based on the population protected by the
grantee. The cost share breakdown is as follows: 

Fire departments and nonaffiliated EMS organizations serving populations
of 50,001 people or more shall be required to provide a cost share of
non-federal funds of 20 percent of the total project cost. 

Fire departments and nonaffiliated EMS organizations serving populations
between 20,001 and 50,000 people shall be required to provide a cost
share of non-federal funds of 10 percent of the total project cost. 

Fire departments and nonaffiliated EMS organizations serving areas with
a population of 20,000 people or fewer shall be required to provide a
cost share of non-federal funds of five percent of the total project
cost. 

Regional projects’ cost share will be based on the total population of
the entire region, not the population of the host applicant. All
non-federal cost share funds must be in cash; in-kind contributions are
not acceptable. No waivers of this requirement will be granted except
for applicants located in insular areas as provided for in 48 USC §
1469a, which limits the waiver to grants less than $200,000. 

The grantee is not required to have the cost-share at the time of
application, nor at the time of award. However, before a grant is
awarded, FEMA will contact potential awardees to determine whether the
grantee has the funding in hand or if the grantee has a viable plan to
obtain the funding necessary to fulfill the matching requirement. 

FEMA administers cost sharing requirements in accordance with 44 CFR
§13.24, and must comply with all federal requirements and regulations.

B.	Other Allowable Costs

This section describes additional costs that may be paid using AFG Grant
funds.

1. Administrative Costs 

Administrative costs are allowable under any of the program areas listed
above in accordance with 2 CFR Part 225, Cost Principles for state,
local, and Indian Tribal Governments (OMB Circular A-87) or 2 CFR Part
230, Cost Principles for Non-Profit Organizations (OMB Circular A-122),
as applicable. Applicants may apply for administrative costs if the
costs are directly related to the implementation of the program for
which they are applying. Administrative costs are identifiable costs
directly associated with the implementation and management of the grant
and cannot exceed three percent of the award. 

If you are requesting administrative expenses, you must list the costs
under the “Other” category in the budget, and explain the purpose
for the administrative costs in your Project Narrative. Administrative
costs should be based on actual expenses only, not a percentage of the
overall grant. Examples of eligible administrative costs include
shipping, office supplies, and computers associated with the National
Fire Incident Reporting System (NFIRS) reporting requirements. 

Grant funds may not be used for insurance, Internet service provider
fees, or any similar monthly service fees. The cost of a grant writer
(if specifically listed on your application) is eligible and can be
charged to the grant as administrative costs in accordance with the
provisions outlined below in Item 7 below. 

2. Indirect Costs 

An indirect cost rate is an expense based on a percentage of the overall
operational costs of an organization. Applicants can charge indirect
costs to the grant, but are limited to the combined total of 3 percent,
unless they have a previously negotiated and approved Indirect Cost Rate
Agreement. 

This indirect cost rate is established by a federal department or agency
for the grantee’s organization. The grantee uses this to compute the
dollar amount they can charge to the grant for indirect costs incurred
during the execution of the grant agreement (information about Indirect
Cost Rate Agreements can be found at   HYPERLINK
"http://rates.psc.gov/)."  http://rates.psc.gov/). 

Prior to submitting any claims for reimbursement of indirect costs,
applicants must first submit a copy of their negotiated and approved
Indirect Cost Rate Agreement to FEMA for review and approval. The
indirect cost rate is applicable as long as it is consistent with the
established terms of the agreement. For example, some indirect cost
rates may not apply to capital procurements. In these cases, indirect
cost rates would not apply for grant equipment. 

Indirect costs are those that have been incurred for common or joint
objectives and cannot be readily identified within a particular final
cost objective. A cost may not be allocated to an award as an indirect
cost if any other cost incurred for the same purpose, in like
circumstances, has been assigned to an award as a direct cost. Typical
examples of indirect costs for many non-profit organizations may include
depreciation or use allowances on buildings and equipment, the costs of
operating and maintaining facilities, and general administration. Other
general expenses, such as the salaries and expenses of executive
officers, personnel administration, and accounting, may also be
categorized as indirect costs.

Indirect costs shall be classified within two broad categories -
Facilities and Administration. Facilities is defined as depreciation and
use of allowances on buildings, equipment and capital improvement,
interest on debt associated with certain buildings, equipment and
capital improvements, and operations and maintenance expenses.
Administration is defined as general administration and general
expenses, such as the cost for the director's office, accounting,
personnel, library expenses, and all other types of expenditures not
specifically chargeable to the grant.

3. Audit Costs 

Recipients of federal funding that spend in excess of $500,000 of
federal funds in a grantee’s fiscal year must comply with the Single
Audit Acts Amendments of 1996 (31 USC §§ 7501-7507); 31 USC §§ 503,
1111; Executive Order 8248; Executive Order 11541; and revised OMB
Circular A-133. Reasonable costs incurred for such an audit would be an
eligible expenditure if included in the proposed budget. Applicants
should consider including anticipated costs of an audit if applying for
a significant level of funding. FEMA does not require any other type of
audit; therefore, other audit costs not related to the A-133 portion of
the organizations audit are not eligible. Audit costs are considered
“administrative” expenditures. 

4. Remodeling or Renovation Costs 

Construction costs are not eligible under the AFG Grants. Construction
includes major alterations to a building that changes the profile or
footprint of the structure.

Renovations to an existing facility are limited to minor interior
alterations costing less than $10,000. In order to be eligible,
renovations must be essential to the successful completion of the grant
scope of work. Any request for modifications to facilities may require
Environmental and Historic Preservation (EHP) review. Additional
information may be required for EHP. 

Installation of fire suppression, fire alarms, or detection systems are
not considered renovations and are not subject to the cost limits
identified above. The costs, however, must be reasonable and
justified. Fire departments considering installation of suppression,
fire alarm, or detection systems in a fire department facility are
encouraged to apply under the AFG Program under Modification to
Facilities. 

5. Pre-award Costs 

Generally, grantees cannot use grant funds to pay for products and
services contracted for or purchased prior to the effective date of the
grant. However, expenses incurred after the application deadline, but
prior to award, may be eligible for reimbursement if the expenses were
justified, unavoidable, consistent with the grant’s scope of work, and
specifically approved in writing by FEMA. In order to be eligible for a
pre-award expense, your purchase must be made after the submission of
the application. Pre-award costs are allowable only with the written
consent of FEMA and if they are included in the award agreement on a
case-by-case basis. 

6. Pre-application Costs

Expenses, obligations, commitments, or contracts incurred or entered
into prior to the application deadline are not eligible as a grant
expense with the exception of grant preparation costs. 

7. Grant Writer Fees

Fees for grant writers may be included as a pre-award or pre-application
expenditure. Fees payable on a contingency basis are not an eligible
expense. For grant writer fees to be eligible as a pre-award
expenditure, the fees must be specifically identified and listed in the
Request Details section of the application. In addition, the fees must
have been paid prior to any contact with grants management staff or an
award (i.e., paid within 30 days of the end of the application period).
Applicants may be required to provide documentation to support these
pre-award expenditures.

8. Prepayments

A grantee may not use grant funds to prepay for any products or services
in advance of delivery of the products or rendering of services. A down
payment for the purchase of a vehicle is allowable if required in the
purchase contract, but FEMA will only allow up to 25 percent of the
federal share to be drawn for this purpose. 

No additional funds beyond the down payment will be provided in advance
of the delivery of the vehicle. Any costs over-and-above the 25 percent
limit, such as the cost of a chassis or any other fees or services, must
be borne by the grantee or deferred until final payment is drawn. 

Federal funds may not be used for any other periodic or progress
payments except the final payment, which should not be requested until
after the vehicle is received, inspected, and accepted by the grantee. 

C.	Other Funding Restrictions

FEMA grant funds may only be used for the purpose set forth in the grant
and must be consistent with the statutory authority for the award. Grant
funds may not be used for matching funds for other federal
grants/cooperative agreements, lobbying, or intervention in federal
regulatory or adjudicatory proceedings. In addition, federal funds may
not be used to sue the Federal Government or any other government
entity.

Federal employees are prohibited from serving in any capacity (paid or
unpaid) on any proposal submitted under this program. Federal employees
may not receive funds under this award. 

D.	National Incident Management System (NIMS) Implementation / National
Fire Incident Reporting System (NFIRS) Compliance

In accordance with Homeland Security Presidential Directive (HSPD)-5,
Management of Domestic Incidents, the adoption of the National Incident
Management System (NIMS) is a requirement to receive federal assistance,
through grants, contracts, and other activities. For more information
visit   HYPERLINK "http://www.dhs.gov/xabout/laws/gc_1214592333605.shtm"
 http://www.dhs.gov/xabout/laws/gc_1214592333605.shtm  and   HYPERLINK
"http://www.fema.gov/emergency/nims/" 
http://www.fema.gov/emergency/nims/ . The primary grantee/administrator
of FY 2012 AFG Award Funds is responsible for determining if
sub-awardees have demonstrated sufficient progress in NIMS
implementation to disburse awards. 

If your department/agency is not currently NIMS-compliant, please go to 
 HYPERLINK "https://www.fema.gov/nimscast/" 
http://www.fema.gov/nimscast/  for assistance, or check with your local
Authority Having Jurisdiction (AHJ). 

Questions?

Call the AFG Help Desk at 1-866-274-0960.



The NIMS provides a consistent nationwide template to enable all levels
of government, tribal nations, non-governmental organizations, and
private sector partners to work together to prevent, protect against,
respond to, recover from, and mitigate the effects of incidents,
regardless of cause, size, location, or complexity. 

Federal FY 2009 NIMS implementation must be considered prior to
allocation of any federal awards in FY 2012. The primary
grantee/administrator of FY 2012 AFG Award Funds is responsible for
determining if sub-awardees have demonstrated sufficient progress in
NIMS implementation to disburse awards.

If the grantee is a fire department, they must agree to provide
information through established reporting channels to the USFA NFIRS for
the period covered by the assistance. Nonaffiliated EMS organizations
do not have to comply with the NFIRS reporting requirement. If a fire
department does not participate in the incident reporting system and
does not have the capacity to report at the time of award, the grantee
must agree to provide information to the NFIRS system for a 12-month
period commencing as soon as they develop the capacity to report. We
expect non-reporting grantees to pursue the capacity to report
immediately after notification of award, and for these non-reporting
grantees to be actively reporting to NFIRS within the approved period of
performance. AFG grantees from previous years will not be allowed to
closeout their grants until they demonstrate compliance with this
requirement. Failure to closeout previous years’ grants may affect
the consideration of future awards. 

If a department is already reporting to NFIRS at the time of
application, they should enter their FDID/FDIN number in the Applicant
Characteristics I section of the online application.

E.	Environmental Planning and Historic Preservation Compliance

FEMA is legally required to consider the potential impacts of all
grant-funded projects on environmental resources and historic
properties. For AFG and other preparedness grant programs, this is
accomplished via FEMA’s EHP Review. 

Grantees must comply with all applicable EHP laws, regulations, and
Executive Orders (EOs) in order to draw down FY 2012 AFG Grant Funds.
Any project with the potential to impact natural resources or historic
properties cannot be initiated until FEMA has completed the required
FEMA EHP review. Grantees implementing projects prior to receiving EHP
approval from FEMA risk de-obligation of funds.

AFG Projects that involve the installation of equipment not specifically
excluded from a FEMA EHP Review per the GPD Programmatic Environmental
Assessment (PEA) (for more information on the PEA, see Information
Bulletin 345 at   HYPERLINK
"http://www.fema.gov/pdf/government/grant/bulletins/fonsi.pdf" 
http://www.fema.gov/pdf/government/grant/bulletins/fonsi.pdf ),
ground-disturbing activities, or modification/renovation of existing
buildings or structures must undergo a FEMA EHP review. 

Note: When requesting funding for an EHP Review, enter the funding
request under Additional Funding in the Request Details section.

APPLICATION AND SUBMISSION INFORMATION

A.	Submission Dates and Times

Applications for the FY 2012 AFG will be accepted starting on Monday,
June 11, 2012, at 8:00 a.m. Eastern Time. Up-to-date application
information will be posted on the AFG and USFA Web sites. 

Completed applications must be received by 5:00 p.m. Eastern Time on
Friday, July 6, 2012. Applications submitted by mail must be postmarked
by Friday, July 6, 2012. 

Paper applications must be mailed to: 

Cabezon Group

ATTN: AFG Grant Program

11821 Parklawn Drive, Suite 230

Rockville, MD 20852

We will not be responsible for applications mailed to any address other
than the address shown above. Late, incomplete, or faxed applications
will NOT be accepted. 

Applications other than those submitted online via the e-Grant
application system will not be accepted unless they meet the paper
application submission requirements outlined above.

B.	Project Period

The project period (Period of Performance) for any award under AFG will
be 12 months from the date of the award. 

C.	Application Details

The AFG Program allows applicants to formulate a very comprehensive
grant proposal. Depending on the program area for which you apply, your
grant proposal may include a number of related activities to address all
of your needs within a programmatic or functional area. 

This approach provides you with the opportunity to develop a more
comprehensive grant project addressing a broader range of your
organization’s needs. Be advised that your application should include
only activities that can be completed within a 1-year Period of
Performance. 

In FY 2012, you may submit one application per application period in
each of the program areas (e.g., one application under Operations and
Safety, one under Vehicle Acquisition, and/or a separate application as
a regional host).

If multiple applications are submitted on behalf of the same
organization within any of the program areas, either intentionally or
unintentionally, FEMA will deem all applications in that program area to
be ineligible. 

When formulating your grant proposal(s), keep in mind the legislative
funding limits for fire departments (See Part II). 

If your organization receives awards under both the Operations and
Safety and Vehicle Acquisition program areas, the total of both awards
cannot exceed the established funding limit.

OTHER INFORMATION

Supplemental Resource Index

In addition to the FY 2012 AFG Grant Guidance and Application Kit,
supplemental resources are available to grantees. Please see below for a
list of supplemental resources: 

Copies of NFPA standards may be reviewed at   HYPERLINK
"http://www.nfpa.org/nfpaafg2012"  http://www.nfpa.org/nfpaafg2012 .

A. 	Excess Funds

Occasionally, due to successful competitive bid processes, some grantees
have funds remaining after the completion of the original scope of work.
Fire department grantees have three options for the use of the excess
funds as follows: 

Use the greater of 1 percent of their award amount or $5,000 of excess
funds to continue or expand the activities for which they received the
award. For example, if a grantee has funds remaining after completion of
the activities listed in their grant agreement, the grantee may use
excess funds (subject to the above limitation) to purchase other
eligible items without seeking DHS approval. 

Use excess funds to create or expand a Fire/Injury Prevention program, a
Wellness/Fitness Program and/or a Training Program, or a combination of
the three. Any use of excess funds for these programs requires prior
written approval via an amendment request through the AFG online system.
The requirements per each amendment are as follows:

Fire/Injury Prevention Program – Grantee must state in an amendment
how they will comply with the following six conditions:

Describe fire or injury prevention efforts currently underway in your
organization.

Describe where the use of excess funds would fit within your existing
efforts, if applicable.

Describe what fire or injury problem you are trying to address with
these funds.

Describe the target audience for your fire or injury prevention
project(s), and how this audience was identified.

Describe how you will implement/deliver your project(s).

Describe how you will evaluate the effectiveness of the requested fire
or injury prevention project(s).

Wellness and Fitness Program – If the grantee does not have a Wellness
and Fitness program that contains the four elements of annual physicals,
periodic screenings, immunizations, and behavior health, they can apply
for one or all of the elements in an amendment. If the grantee already
has a program in place consisting of all four elements and they desire
to expand the program, they must state in an amendment how they will
comply with the following three conditions:

Describe the wellness and fitness efforts currently underway in your
organization.

Describe where the use of excess funds would fit within your existing
efforts, if applicable.

Describe how you will evaluate the effectiveness of the wellness and
fitness expansion project. 

Training Program - Grantee must state in an amendment how they will
comply with the following conditions:

Describe training efforts currently underway in your organization. 

Describe where the use of excess funds would fit within your existing
efforts, if applicable.

Describe how you will evaluate the effectiveness of the training program
project. 

Does the requested training meet any applicable NFPA standards? If so,
which ones?

Does the requested training meet any state or local standard or required
training? If so, explain. 

All of the items below require a statement in the amendment:

The scope of work to date has been completed

Invoices and bills have been paid

If needed, an actual request date (e.g., December 31, 2013) to extend
the Period of Performance 

Return excess funds to DHS-FEMA. To exercise this option, a grantee must
close out their grant and specify in the final performance report that
the remaining funds are not necessary to fulfill grant obligations.

Note: Nonaffiliated EMS organizations that have excess funds may
exercise the same options as a fire department; however, EMS
organizations may not expend grant funds for fire prevention activities
but rather, injury prevention. Like fire departments, nonaffiliated EMS
organizations must obtain prior written approval through an amendment
request before spending grant funds on eligible training, wellness and
fitness, or injury prevention projects.

Requests for use of excess funds must be submitted for consideration
prior to the end of the approved period of performance. Any initiatives
requested must be completed within the approved period of performance or
within a reasonable extension to the period of performance (e.g., three
to four months after the period of performance).

B.  	Procurement Integrity	

Through audits conducted by the Department of Homeland Security’s
Office of Inspector General (OIG) and the AFG Program Office grant
monitoring, findings have shown that some AFG recipients have not
adhered, or are not totally adhering, to the proper procurement
requirements when spending grant funds. Anything less than full
compliance with federal procurement policies jeopardizes the integrity
of the grant as well as the grant program. Below, we have reiterated the
federal procurement requirements for fire departments and EMS
organizations grantees when buying goods and services with federal grant
funds. DHS will include a review of grantees’ procurement practices as
part of the normal monitoring activities. 

Competition: All procurement transactions shall be conducted in a manner
that: 

Provides open and free competition 

Promotes competition and ensures advantageous pricing by soliciting bids
from multiple vendors 

Ensures that purchases are made from the vendor whose bid is responsive
to the solicitation and is most advantageous to the grantee when price,
quality, and other factors are considered

Note: Grantees who fail to adhere to their own procurement policy, or
otherwise fail to fully “compete” any purchase involving federal
funds, may find that their expenditures questioned and subsequently
disallowed.

Documentation

Grantees are required to maintain and retain the following:

Backup documentation, such as bids and quotes

Cost/price analyses on file for review by federal personnel 

The required documentation for federally funded purchases should
include:

Specifications

Solicitations

Competitive quotes or proposals

Basis for selection decisions

Purchase orders

Contracts

Invoices 

Cancelled checks 

Note: Grantees who fail to fully document their purchases may find their
expenditures questioned and subsequently disallowed. 

Specifications: When creating your bid specifications, and prior to
being sent to the prospective bidders, you should ensure the following: 

Bids and specifications are not proprietary to any one product or
manufacturer.

44 CFR part 13.36 is followed. 

In-state or local geographical preferences are not imposed in the
evaluation of bids or proposals.

Product information is obtained from vendors in order to be more
informed about the items they plan to purchase.

Specifications obtained from vendors for any solicitation with federal
grant funds are not used if the specifications would be found to be
restrictive.

Note: Vendors/manufacturers may provide product and technical
information to grantees for consideration. The applicants may use this
information during the grantees’ product evaluation and drafting of
solicitation specifications.

Grantees may use their own procurement procedures, reflecting applicable
state and local laws and regulations, provided that the procurement(s)
conform to applicable federal laws and standards and provided they also
follow the provisions of 44 C.F.R. 13.36(b) – (i).

Per 2 CFR or A102, grantees may not use the vehicle being awarded for
collateral for any financial loan to cover their match. 

Personal and Organizational Conflicts of Interest

No employee, officer, or agent of the grantee shall participate in the
selection, award, or administration of a procurement supported by
federal funds if a real or an apparent Conflict of Interests would be
involved.

No agent of the grantee who has a financial or other interest in the
vendor shall be selected for the procurement. No member of the
applicant’s organization’s officers’, employees’, or agents’
immediate family who has a financial or other interest in the vendor
shall be selected for the procurement. 

No organization which employs a grantee’s officer, employee, or agent
who is a vendor or has a financial or other interest in the vendor shall
be selected for the procurement. 

Grantee and sub-grantees may set minimum rules where the financial
interest is not substantial. To the extent permitted by State or local
law or regulations, such standards or conduct will provide for
penalties, sanctions, or other disciplinary actions for violations of
such standards by the grantee's and subgrantee's officers, employees, or
agents, or by contractors or their agents. FEMA may in regulation
provide additional prohibitions relative to real, apparent, or potential
conflicts of interest.

Note: For the purposes of this program, FEMA considers volunteers of an
organization and grant writers to be employees, officers, and/or agents
of the grantee. As such, no volunteer or member of an organization or
anyone involved in the application for funding can participate in, or
benefit from, the procurement if federal funds are involved. 

Grantees that purchase items with grant funds from vendors who employ
any of their volunteers/members will have to document how they avoided a
Conflict of Interests during the procurement process (i.e., specific
details regarding how the members/volunteers removed themselves, or how
they were prevented from participating in the process). Grantees may be
required to provide this documentation upon request. Grantees who fail
to fully document their purchases may find their expenditures questioned
and subsequently disallowed. Remember that DHS/FEMA reserves the right
to request and review any and all bids/spec prior to purchase. Grantees
may be subject to an audit after award.

Note: To the greatest extent possible, the use of federal grant funds
should be used for the purchase of goods and services manufactured,
assembled, and distributed in America.

AWARD ADMINISTRATION INFORMATION

Notice of Award

Upon approval of an application, the award will be made in the form of a
grant. The date the approval of award is entered in the system is the
“award date.” For the AFG Notification of Award, approval is made
through an automatic e-mail from the e-Grants system to the grantee
point of contact listed in the initial application. Once an award has
been approved and recorded in the system, a notice is sent to the
authorized grant official. Follow the directions in the notification to
accept your award documents. The authorized grant official should
carefully read the award package for instructions on administering the
grant and to learn more about the terms and conditions associated with
responsibilities under federal awards. 

AFG Award amendments may be approved, on a case-by-case basis, for the
following changes:

Period of performance (extension request)

Scope of work (change)

Cost over/under run (adding funds)

Retroactive approval for excess funds violation or violation of spending
(closeout issues)

Fire prevention 

Excess funds in training or wellness and fitness

Excess funds beyond the $5,000 or 1 percent

Amendments will only be considered when submitted via the e-Grant system
online. These requests must contain specific and compelling
justifications for the requested change. 

AFG strongly encourages the timely expenditure of grant funds by
grantees to be consistent with the goals and objectives outlined in AFG
Programs.

Administrative and National Policy Requirements

AFG Programs do not allow for sub-grantees or sub-recipients; all
activities of the AFG Award recipients, supporting the Scope of Work,
shall only be on a contractual basis.

The recipient must, in addition to the assurances made as part of the
application, comply with all applicable statutes, regulations, executive
orders, OMB Circulars, terms and conditions of the award, and the
approved application.

Standard Financial Requirements

The grantee shall comply with all applicable laws and regulations. A
non-exclusive list of regulations commonly applicable to DHS Grants are
listed below:

1.1– Administrative Requirements 

The administrative requirements that apply to most DHS award recipients
through a grant or cooperative agreement arise from two sources: 

Office of Management and Budget (OMB) Circular A-102, Uniform
Administrative Requirements for Grants and Cooperative Agreements to
State and Local Governments (also known as the “A-102 Common Rule”),
found under DHS regulations at Title 44, Code of Federal Regulations
(CFR) Part 13, “Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments” 

OMB Circular A-110, Uniform Administrative Requirements for Grants and
Agreements with Institutions of Higher Education, Hospitals, and Other
Non-Profit Organizations, relocated to 2 CFR Part 215 

– Cost Principles

The requirements for allowable costs/cost principles are contained in
the A-102 Common Rule, OMB Circular A-110 (2 CFR Part 215.27), DHS
program legislation, federal awarding agency regulations, and the terms
and conditions of the award. The five costs principles circulars are as
follows: 

OMB Circular A-21, Cost Principles for Educational Institutions,
relocated to 2 CFR Part 220 

OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal
Governments, relocated to 2 CFR Part  225

OMB Circular A-122, Cost Principles for Non-Profit Organizations,
relocated to 2 CFR Part 230

OMB Circular A-133, Audits of States, Local Governments and Non-Profit
Organizations 

48 CFR Part 31.2, Federal Acquisitions Regulations (FAR), Contracts with
Commercial Organizations

1.3 – Audit Requirements and other Assessments 

Improper Payments Information Act (IPIA) of 2002

(Public Law 107-300)

Enacted to ensure the correct use of federal funds and to avoid improper
or erroneous payments

1.4 – Duplication of Benefits

There may not be a duplication of any federal assistance by governmental
entities, per 2 CFR Part 225, Basic Guidelines Section C.3 (c), which
states: Any cost allocable to a particular federal award or cost
objective under the principles provided for in this authority may not be
charged to other federal awards to overcome fund deficiencies, to avoid
restrictions imposed by law or terms of the federal awards, or for other
reasons. However, this prohibition would not preclude governmental units
from shifting costs that are allowable under two or more awards in
accordance with existing program agreements. Non-governmental entities
are also subject to this prohibition per 2 CFR Parts 220 and 230 and 48
CFR Part 31.2.

To allow follow-up on A-133 audit findings or to test operational
procedures safeguarding federal funds, the grantee or sub-grantee must
give FEMA or any authorized federal representative access to all books,
records, and related documents supporting the management and use of
these grant funds.

Payment

AFG payment/drawdown requests are generated using the e-Grants system.

2.1 – Payment

In accordance with Treasury regulations at 31 CFR Part 205, the
recipient shall maintain procedures to minimize the time elapsing
between the transfer of funds and the disbursement of said funds (see
also 44 CFR Part 13.21(i)) regarding payment of interest earned on
advances. 

Non-supplanting Requirement

Grant funds will not replace (supplant) funds that have been budgeted
for the same purpose through non-federal sources. Applicants or grantees
may be required to demonstrate and document that a reduction in
non-federal resources occurred for reasons other than the receipt or
expected receipt of federal funds.

Technology Requirements 

4.1 – National Information Exchange Model (NIEM)

FEMA requires all grantees to use the latest NIEM processes,
specifications, and guidelines regarding the use of interoperable
Extensible Markup Language (XML) for all grant awards. Further
information about the required use of NIEM specifications and guidelines
is available at   HYPERLINK "http://www.niem.gov/" \o
"http://www.niem.gov/"  http://www.niem.gov .

4.2 – Geospatial Guidance

Geospatial technologies capture, store, analyze, transmit, and/or
display location-based information (i.e., information that can be linked
to a latitude and longitude). FEMA encourages grantees to align any
geospatial activities with the guidance available on the FEMA Web site
at   HYPERLINK "http://www.fema.gov/government/grant/index.shtm" 
http://www.fema.gov/government/grant/index.shtm .

4.3 – 28 CFR Part 23 Guidance

FEMA requires that any information technology system funded or supported
by these funds comply with 28 CFR Part 23, Criminal Intelligence Systems
Operating Policies.

4.4 – Best Practices for Government Use of CCTV

DHS recommends grantees seeking funds to purchase and install closed
circuit television (CCTV) systems, or funds to provide support for
operational CCTV systems, review and utilize the guidance in Best
Practices for Government Use of CCTV: Implementing the Fair Information
Practice Principles available on the DHS Privacy Office Web site at  
HYPERLINK
"http://www.dhs.gov/xlibrary/assets/privacy/privacy_rpt_cctv_2007.pdf" 
http://www.dhs.gov/xlibrary/assets/privacy/privacy_rpt_cctv_2007.pdf .

4.5 – Best Practices for Collection and Use of Personally Identifiable
Information (PII)

DHS recommends that all grantees who collect PII have a publicly
available privacy policy that describes what PII they collect, how they
use the PII, whether they share PII with third parties, and how
individuals may have their PII corrected where appropriate. Grantees may
also find as a useful resource the DHS Privacy Impact Assessments: The
Privacy Office Official Guidance and in the Privacy Impact Assessment
Template (available on the DHS Privacy Office Web site at   HYPERLINK
"http://www.dhs.gov/xlibrary/assets/privacy/privacy_pia_guidance_june201
0.pdf%20" 
http://www.dhs.gov/xlibrary/assets/privacy/privacy_pia_guidance_june2010
.pdf  and   HYPERLINK
"http://www.dhs.gov/xlibrary/assets/privacy/privacy_pia_template.pdf" 
http://www.dhs.gov/xlibrary/assets/privacy/privacy_pia_template.pdf ,
respectively. 

Administrative Requirements 

5.1 – Housing and Retrieval of Homeland Security Information

Freedom of Information Act (FOIA)

This defines information submitted in the course of applying for funding
under this program or provided in the course of an entity’s grant
management activities, which is under federal control and is subject to
the Freedom of Information Act (FOIA), 5 USC § 552. The applicant is
encouraged to consult its own state and local laws and regulations
regarding the release of information, which should be considered when
reporting sensitive matters in the grant application. The applicant is
also encouraged to consult its needs assessment and strategic planning
process. Note that some information, though not considered classified,
may be protected from release or in how it is released. It is important
to understand those laws and regulations that fall into an alternate
category of Sensitive But Unclassified (SBU) information. 

Sensitive But Unclassified (SBU)

SBU is a designation of information in the United States Federal
Government that, though unclassified, often requires strict controls
over its distribution. SBU is a broad category of information that
includes material covered by such designations as For Official Use Only
(FOUO), Law Enforcement Sensitive (LES), Sensitive Homeland Security
Information, Security Sensitive Information (SSI), Critical
Infrastructure Information (CII), etc. Some categories of SBU
information have authority in statute or regulation (e.g. SSI, CII)
while others, including FOUO, do not.

Sensitive Security Information (SSI)

Information submitted in the course of applying for funding or reporting
under certain programs or provided in the course of an entity’s grant
management activities under those programs, which is under federal
control, is subject to protection under SSI, and must be properly
identified and marked. Sensitive Security Information (SSI) is a control
designation used by  DHS related to protecting information related to
transportation security. It is applied to information about security
programs, vulnerability and threat assessments, screening processes,
technical specifications of certain screening equipment and objects used
to test screening equipment, and equipment used for communicating
security information relating to air, land, or maritime transportation.
The applicable information is spelled out in greater detail in 49 CFR
Part 1520.7. 

Protected Critical Infrastructure Information (PCII)

The PCII Program, established pursuant to the Critical Infrastructure
Act of 2002 (Public Law 107-296) (CII Act), created a framework which
enables members of the private sector, states, local jurisdictions, and
Tribal nations to voluntarily submit sensitive information regarding
critical infrastructure to DHS. The act provides statutory protection
from public disclosure and civil litigation for CII that is validated as
PCII. When validated as PCII, the information can only be shared with
government employees who complete the training requirement, have
homeland security duties, and a need to know. 

PCII accreditation is a formal recognition that the covered government
entity has the capacity and capability to receive and store PCII
appropriately. DHS encourages all states, local jurisdictions, and
Tribal nations to pursue PCII accreditation to cover their government
agencies. Accreditation activities include signing a memorandum of
agreement (MOA) with DHS, appointing a PCII Officer, and developing a
standard operating procedure for handling PCII. For additional
information about PCII or the accreditation process, please contact the
DHS PCII Program Office at   HYPERLINK "mailto:pcii-info@dhs.gov" 
pcii-info@dhs.gov .

Chemical-terrorism Vulnerability Information (CVI)

DHS issues a manual to provide guidance on how to identify, handle, and
safeguard information developed by private and public entities under
Section 550 of Public Law 109-295 and its implementing regulations, the
Chemical Facility Anti-Terrorism Standards (CFATS), 6 CFR Part 27.
Pursuant to CFATS, this information, known as Chemical-terrorism
Vulnerability Information or CVI, is relevant for anyone authorized to
possess or receive CVI (including chemical facility officers, employees,
representatives and contractors, and federal, state, local and Tribal
government employees and contractors), as well as anyone who obtains
what they reasonably should know is CVI.   HYPERLINK
"http://www.dhs.gov/xlibrary/assets/chemsec_cvi_proceduresmanual.pdf" 
http://www.dhs.gov/xlibrary/assets/chemsec_cvi_proceduresmanual.pdf 

Sensitive Personally Identifiable Information (Sensitive PII)

Certain personally identifiable information, if lost, compromised, or
disclosed without authorization, could result in substantial harm,
embarrassment, inconvenience, or unfairness to an individual and needs
to be carefully managed. Social Security numbers or alien numbers
(A-numbers), for example, require stricter handling guidelines because
of the increased risk to an individual if compromised. A key part of the
DHS mission to protect the homeland is to minimize our impact on
individual privacy. In this regard, DHS has developed a Handbook for
Safeguarding Sensitive PII, which can be found at   HYPERLINK
"http://www.dhs.gov/xlibrary/assets/privacy/privacy_guide_spii_handbook.
pdf" 
http://www.dhs.gov/xlibrary/assets/privacy/privacy_guide_spii_handbook.p
df . As required by OMB M-07-16, these rules also apply to DHS
licensees, certificate holders, and grantees who handle or collect PII,
including Sensitive PII, for or on behalf of DHS. 

5.2 – Compliance with federal civil rights laws and regulations 

The grantee is required to comply with federal civil rights laws and
regulations. Specifically, the grantee is required to provide assurances
as a condition for receipt of federal funds that its programs and
activities comply with the following:

Civil Rights Act of 1964 

All recipients of financial assistance will comply with the requirements
of Title VI of the Civil Rights Act of 1964 (42 USC § 2000d et seq.),
which provides that no person in the United States will, on the grounds
of race, color, or national origin, be excluded from participation in,
be denied the benefits of, or be subjected to discrimination under any
program or activity receiving federal financial assistance. 

Civil Rights Act of 1968 

All recipients of financial assistance will comply with Title VIII of
the Civil Rights Act of 1968, which prohibits recipients from
discriminating in the sale, rental, financing, and advertising of
dwellings, or in the provision of services in connection therewith, on
the basis of race, color, national origin, religion, disability,
familial status, and sex (42 USC  § 3601 et seq.), as implemented by
the Department of Housing and Urban Development at 24 CFR Part 100. The
prohibition on disability discrimination includes the requirement that
new multifamily housing with four or more dwelling units—i.e., the
public and common use areas and individual apartment units (all units in
buildings with elevators and ground-floor units in buildings without
elevators)—be designed and constructed with certain accessible
features (see 24 CFR 100.201).

Americans with Disabilities Act of 1990 

All recipients of financial assistance will comply with the requirements
of Titles I, II, and III of the Americans with Disabilities Act, which
prohibits recipients from discriminating on the basis of disability in
the operation of public entities, public and private transportation
systems, places of public accommodation, and certain testing entities
(42 USC §§ 12101–12213).

Age Discrimination Act of 1975 

All recipients of financial assistance will comply with the requirements
of the Age Discrimination Act of 1975 (42 USC § 6101 et seq.), which
prohibits discrimination on the basis of age in any program or activity
receiving federal financial assistance.

Title IX of the Education Amendments of 1972 (Equal Opportunity in
Education Act) 

All recipients of financial assistance will comply with the requirements
of Title IX of the Education Amendments of 1972 (20 USC § 1681 et
seq.), which provides that no person in the United States will, on the
basis of sex, be excluded from participation in, be denied the benefits
of, or be subjected to discrimination under any educational program or
activity receiving federal financial assistance. These regulations are
codified at 44 CFR Part 19.

5.3 – Services to Limited English Proficient (LEP) persons 

Limited English Proficiency (Civil Rights Act of 1964, Title VI) 

All recipients of financial assistance will comply with the requirements
of Executive Order 13166, Improving Access to Services for Persons with
Limited English Proficiency, and resulting agency guidance, national
origin discrimination includes discrimination on the basis of limited
English proficiency (LEP). To ensure compliance with Title VI,
recipients must take reasonable steps to ensure that LEP persons have
meaningful access to your programs. Meaningful access may entail
providing language assistance services, including oral and written
translation where necessary. Recipients are encouraged to consider the
need for language services for LEP persons served or encountered both in
developing budgets and in conducting programs and activities. For
assistance and information regarding LEP obligations, go to   HYPERLINK
"http://www.lep.gov"  http://www.lep.gov .

5.4 – Certifications and Assurances

Applicants must provide certifications and assurances regarding the
following:

Lobbying

None of the funds provided under an award may be expended by the
recipient to pay any person to influence, or attempt to influence, an
officer or employee of any agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in
connection with any federal action concerning the award or renewal of
any federal contract, grant, loan, and/or cooperative agreement. These
lobbying prohibitions can be found at 31 USC § 1352. 

Drug-Free Workplace Regulations

The recipient is required to publish a statement about its drug-free
workplace program and give a copy of the statement to each employee
(including consultants and temporary personnel) who will be involved in
award-supported activities at any site where these activities will be
carried out. For additional information, see 44 CFR Part 17.

Debarment and Suspension

Executive Orders 12549 and 12689 provide protection from fraud, waste,
and abuse by debarring or suspending those persons deemed irresponsible
in their dealings with the Federal Government. The recipient must
certify that they are not debarred or suspended from receiving federal
assistance. For additional information, see 2 CFR Part 3000.

Federal Debt Status

The recipient may not be delinquent in the repayment of any federal
debt. Examples of relevant debt include delinquent payroll or other
taxes, audit disallowances, and benefit overpayments (See OMB Circular
A-129, also refer to SF-424, item number 17).

Hotel and Motel Fire Safety Act of 1990

In accordance with Section 6 of the Hotel and Motel Fire Safety Act of
1990, 15 USC § 2225a, the recipient agrees to ensure all conference,
meeting, convention, or training space funded in whole or in part with
federal funds, complies with the fire prevention and control guidelines
of the Federal Fire Prevention and Control Act of 1974, 15 USC § 2225.

Grantees must comply with all regulations, guidelines, and standards
adopted under the above statutes. 

5.5 – Integrating individuals with disabilities into emergency
planning 

Rehabilitation Act of 1973 

All recipients of financial assistance will comply with the requirements
of Section 504 of the Rehabilitation Act of 1973, 29 USC § 794, as
amended, which provides that no otherwise qualified handicapped
individual in the United States will, solely by reason of the handicap,
be excluded from participation in, be denied the benefits of, or be
subjected to discrimination under any program or activity receiving
federal financial assistance. These requirements pertain to the
provision of benefits or services as well as to employment. 

For additional detailed information, please refer to the following: 

FEMA Office of Disability Integration and Coordination. There are many
useful tools available through this office at   HYPERLINK
"http://www.fema.gov/about/odic"  http://www.fema.gov/about/odic .

Guidelines for Accommodating Individuals with Disabilities in Disaster.
These guidelines are available at   HYPERLINK
"http://www.fema.gov/oer/reference/" \o
"http://www.fema.gov/oer/reference/"  http://www.fema.gov/oer/reference/
.

Disability and Emergency Preparedness Resource Center. The “Resource
Center” is available at   HYPERLINK
"http://www.disabilitypreparedness.gov" 
http://www.disabilitypreparedness.gov . 

ADA Best Practices. The Civil Rights Division within the US Department
of Justice provides a resource entitled “the Americans with
Disabilities Act (’ADA’) Best Practices Toolkit for State and Local
Governments.” This document is available at   HYPERLINK
"http://www.ada.gov/pcatoolkit/toolkitmain.htm" 
http://www.ada.gov/pcatoolkit/toolkitmain.htm .  

5.6 – Environmental Planning and Historic Preservation Compliance  

National Environmental Policy Act (NEPA) of 1969  

All recipients of financial assistance will comply with the requirements
of the National Environmental Policy Act (NEPA), as amended, 42 USC §
4331 et seq., which establishes national policy goals and procedures to
protect and enhance the environment, including protection against
natural disasters. To comply with NEPA for its grant-supported
activities, DHS requires the environmental aspects of construction
grants (and certain non-construction projects as specified by the
component and awarding office) to be reviewed and evaluated before final
action on the application.

For more information on FEMA’s EHP requirements, applicants should
refer to:

Information Bulletin 329, Environmental Planning and Historic
Preservation Requirements for Grants, available at   HYPERLINK
"http://www.fema.gov/pdf/government/grant/bulletins/info329.pdf" 
http://www.fema.gov/pdf/government/grant/bulletins/info329.pdf  

Information Bulletin 345, Programmatic Environmental Assessment,
available at   HYPERLINK
"http://www.fema.gov/pdf/government/grant/bulletins/info345.pdf" 
http://www.fema.gov/pdf/government/grant/bulletins/info345.pdf  

Information Bulletin 356, EHP Screening Form, available at   HYPERLINK
"http://www.fema.gov/pdf/government/grant/bulletins/info356.pdf" 
http://www.fema.gov/pdf/government/grant/bulletins/info356.pdf  

5.7 – Robert T. Stafford Disaster Relief and Emergency Assistance Act,
Public Law 93-288, as amended, 42 USC §§ 5121-5206, and Related
Authorities

Funds awarded under EMPG Program and EOC Grant Program are subject to
the Robert T. Stafford Disaster Relief and Emergency Assistance Act
(Public Law 93-288), as amended. Specifically, 42 USC § 5196, Subtitle
A, Powers and Duties, Section 611, Detailed Functions of Administration,
Subsection (j)(9), Financial Contributions, requires recipients of funds
under Title VI of the Stafford Act for construction projects to comply
with the Davis-Bacon Act. Additionally, 42 USC § 5206 requires all
recipients of funds under the Stafford Act to comply with the Buy
American Act (41 USC § 10a et seq.).

5.8 – Equipment Marking

Awardees may consider marking equipment as "purchased with funds
provided by the US Department of Homeland Security” in order to
facilitate their own audit processes, as well as federal audits and
monitoring visits, which may result from receiving federal funding.
Equipment maintenance requirements are outlined in 44 CFR Part 13.32.

5.9 – Disadvantaged Business Requirement

Applicants are advised that, to the extent that recipients of a grant
use contractors or sub-contractors, such recipients shall use small,
minority, women-owned, or disadvantaged business concerns and
contractors or sub-contractors to the extent practicable.

5.10 – National Preparedness Reporting Compliance

The Government Performance and Results Act of 1993 (Public Law 103-62)
(GPRA) requires that DHS collect and report performance information on
all programs. For grant programs, the prioritized Investment
Justifications and their associated milestones provide an important tool
for assessing grant performance and complying with these national
preparedness reporting requirements. FEMA will work with grantees to
develop tools and processes to support this requirement. FEMA
anticipates using this information to inform future-year grant program
funding decisions. Award recipients must agree to cooperate with any
assessments, national evaluation efforts, or information or data
collection requests, including, but not limited to, the provision of any
information required for the assessment or evaluation of any activities
within their grant agreement. This includes any assessments, audits, or
investigations conducted by DHS, the Office of the Inspector General, or
the US Government Accountability Office (GAO).

5.11 – Animal Welfare Act of 1966 

All recipients of financial assistance will comply with the requirements
of the Animal Welfare Act, as amended (7 USC § 2131 et seq.), which
requires that minimum standards of care and treatment be provided for
vertebrate animals bred for commercial sale, used in research,
transported commercially, or exhibited to the public. Recipients must
establish appropriate policies and procedures for the humane care and
use of animals based on the Guide for the Care and Use of Laboratory
Animals and comply with the Public Health Service Policy and Government
Principles Regarding the Care and Use of Animals.

5.12 – Clean Air Act of 1970 and Clean Water Act of 1977 

All recipients of financial assistance will comply with the requirements
of 42 USC § 7401 et seq. and Executive Order 11738, which provides for
the protection and enhancement of the quality of the nation’s air
resources to promote public health and welfare, and for restoring and
maintaining the chemical, physical, and biological integrity of the
nation’s waters is considered research for other purposes.

5.13 – Protection of Human Subjects 

All recipients of financial assistance will comply with the requirements
of the federal regulations at 45 CFR Part 46, which requires that
recipients comply with applicable provisions/law for the protection of
human subjects for purposes of research. Recipients must also comply
with the requirements in DHS Management Directive 026-04, Protection of
Human Subjects, prior to implementing any work with human subjects. For
purposes of 45 CFR Part 46, research means a systematic investigation,
including research, development, testing, and evaluation, designed to
develop or contribute to general knowledge. Activities that meet this
definition constitute research for purposes of this policy, whether or
not they are conducted or supported under a program that is considered
research for other purposes. The regulations specify additional
protections for research involving human fetuses, pregnant women, and
neonates (Subpart B); prisoners (Subpart C); and children (Subpart D).
The use of autopsy materials is governed by applicable state and local
law and is not directly regulated by 45 CFR Part 46.

5.14 – National Flood Insurance Act of 1968 

All recipients of financial assistance will comply with the requirements
of Section 1306(c) of the National Flood Insurance Act, as amended,
which provides for benefit payments under the Standard Flood Insurance
Policy for demolition or relocation of a structure insured under the Act
that is located along the shore of a lake or other body of water and
that is certified by an appropriate state or local land use authority to
be subject to imminent collapse or subsidence as a result of erosion or
undermining caused by waves or currents of water exceeding anticipated
cyclical levels. These regulations are codified at 44 CFR Part 63. 

5.15 – Flood Disaster Protection Act of 1973 

All recipients of financial assistance will comply with the requirements
of the Flood Disaster Protection Act of 1973, as amended (42 USC § 4001
et seq.), which provides that no federal financial assistance to
acquire, modernize, or construct property may be provided in identified
flood-prone communities in the United States, unless the community
participates in the National Flood Insurance Program and flood insurance
is purchased within one year of the identification. The flood insurance
purchase requirement applies to both public and private applicants for
DHS support. Lists of flood-prone areas that are eligible for flood
insurance are published in the Federal Register by FEMA.

5.16 – Coastal Wetlands Planning, Protection, and Restoration Act of
1990

All recipients of financial assistance will comply with the requirements
of Executive Order 11990, which provides that federally funded
construction and improvements minimize the destruction, loss, or
degradation of wetlands. The Executive Order provides that, in
furtherance of Section 101(b)(3) of NEPA (42 USC § 4331(b)(3)), federal
agencies, to the extent permitted by law, must avoid undertaking or
assisting with new construction located in wetlands unless the head of
the agency finds that there is no practicable alternative to such
construction, and that the proposed action includes all practicable
measures to minimize harm to wetlands that may result from such use. In
making this finding, the head of the agency may take into account
economic, environmental, and other pertinent factors. The public
disclosure requirement described above also pertains to early public
review of any plans or proposals for new construction in wetlands. This
is codified at 44 CFR Part 9.

5.17 – USA Patriot Act of 2001 

All recipients of financial assistance will comply with the requirements
of the Uniting and Strengthening America by Providing Appropriate Tools
Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act),
which amends 18 USC §§ 175–175c. Among other things, it prescribes
criminal penalties for possession of any biological agent, toxin, or
delivery system of a type or in a quantity that is not reasonably
justified by a prophylactic, protective, bona fide research, or other
peaceful purpose. The act also establishes restrictions on access to
specified materials. “Restricted persons,” as defined by the act,
may not possess, ship, transport, or receive any biological agent or
toxin that is listed as a select agent. 

5.18 – Trafficking Victims Protection Act of 2000 

All recipients of financial assistance will comply with the requirements
of the government-wide award term, which implements Section 106(g) of
the Trafficking Victims Protection Act (TVPA) of 2000, as amended (22
USC § 7104), located at 2 CFR Part 175. This is implemented in
accordance with OMB Interim Final Guidance, Federal Register, Volume 72,
No. 218, November 13, 2007. 

In accordance with the statutory requirement, in each agency award under
which funding is provided to a private entity, Section 106(g) of the
TVPA, as amended, requires the agency to include a condition that
authorizes the agency to terminate the award, without penalty, if the
recipient or a sub-recipient: 

(a) Engages in severe forms of trafficking in persons during the period
of time that the award is in effect 

(b) Procures a commercial sex act during the period of time that the
award is in effect; or

(c) Uses forced labor in the performance of the award or sub-awards
under the award. 

Full text of the award term is provided at 2 CFR 175.15. 

5.19 – Fly America Act of 1974 

All recipients of financial assistance will comply with the requirements
of the Preference for US Flag Air Carriers: Travel supported by US
Government Funds Requirement, which states preference for the use of US
flag air carriers (air carriers holding certificates under 49 USC §
41102) for international air transportation of people and property to
the extent that such service is available, in accordance with the
International Air Transportation Fair Competitive Practices Act of 1974
(49 USC § 40118) and the interpretative guidelines issued by the
Comptroller General of the United States in the March 31, 1981,
amendment to Comptroller General Decision B138942. 

5.20 – Activities Conducted Abroad 

All recipients of financial assistance will comply with the requirements
that project activities carried on outside the United States are
coordinated as necessary with appropriate government authorities and
that appropriate licenses, permits, or approvals are obtained.

All recipients of financial assistance will comply with requirements to
acknowledge federal funding when issuing statements, press releases,
requests for proposals, bid invitations, and other documents describing
projects or programs funded in whole or in part with federal funds. 

5.21 – Copyright 

All recipients of financial assistance will comply with requirements
that publications or other exercise of copyright for any work first
produced under federal financial assistance awards hereto related unless
the work includes any information that is otherwise controlled by the
government (i.e., classified information or other information subject to
national security or export control laws or regulations). 

For any scientific, technical, or other copyright work based on or
containing data first produced under this award, including those works
published in academic, technical or professional journals, symposia
proceedings, or similar works, the recipient grants the government a
royalty-free, nonexclusive and irrevocable license to reproduce,
display, distribute copies, perform, disseminate, or prepare derivative
works, and to authorize others to do so, for government purposes in all
such copyrighted works. The recipient shall affix the applicable
copyright notices of 17 USC § 401 or § 402 and assign an
acknowledgement of government sponsorship (including award number) to
any work first produced under an award. 

5.22 – Use of DHS Seal, Logo and Flags 

All recipients of financial assistance must obtain DHS’s approval
prior to using the DHS seal(s), logos, crests, or reproductions of flags
or likenesses of DHS agency officials, including use of the United
States Coast Guard seal, logo, crests, or reproductions of flags or
likenesses of Coast Guard officials.

5.23 – DHS Specific Acknowledgements and Assurances 

All recipients of financial assistance must acknowledge and agree –
and require any sub recipients, contractors, successors, transferees,
and assignees acknowledge and agree – to comply with applicable
provisions governing DHS access to records, accounts, documents,
information, facilities, and staff. 

Recipients must cooperate with any compliance review or complaint
investigation conducted by DHS. 

Recipients must give DHS access to and the right to examine and copy
records, accounts, and other documents and sources of information
related to the grant and permit access to facilities, personnel, and
other individuals and information as may be necessary, as required by
DHS regulations and other applicable laws or program guidance. 

Recipients must submit timely, complete, and accurate reports to the
appropriate DHS officials and maintain appropriate backup documentation
to support the reports. 

Recipients must comply with all other special reporting, data
collection, and evaluation requirements, as prescribed by law or
detailed in program guidance. 

If, during the past three years, the recipient has been accused of
discrimination on the grounds of race, color, national origin (including
limited English proficiency), sex, age, disability, religion, or
familial status, the recipient must provide a list of all such
proceedings, pending or completed, including outcome and copies of
settlement agreements to the DHS awarding office and the DHS Office of
Civil Rights and Civil Liberties. 

In the event any court or administrative agency makes a finding of
discrimination on grounds of race, color, national origin (including
limited English proficiency), sex, age, disability, religion, or
familial status against the recipient, or the recipient settles a case
or matter alleging such discrimination, recipients must forward a copy
of the complaint and findings to the DHS Component and/or awarding
office. 

The United States has the right to seek judicial enforcement of these
obligations.

Drawdown and Expenditure of Funds

Grantees should not expend funds or request drawdowns until all special
conditions listed on the grant award document have been met and the
award has been approved for payment in the e-Grants system. Grant
recipients should drawdown funds based upon immediate disbursement
requirements; however, FEMA strongly encourages recipients to drawdown
funds as close to disbursement or expenditure as possible to avoid
accruing interest.  

Although advance drawdown requests are permissible, grantees remain
subject to the interest requirements of the Cash Management Improvement
Act (CMIA) and its implementing regulations at 31 CFR Part 205. Interest
under CMIA will accrue from the time federal funds are credited to a
grantee’s account until the time the grantee pays out the funds for
program purposes.

Reporting Requirements 

Grantees are obliged to submit various financial and programmatic
reports as a condition of their award acceptance. Please see below for a
summary of financial and/or programmatic reports as required. Future
awards and fund drawdowns may be withheld if these reports are
delinquent.

Federal Financial Report  XE "Financial Status Report (FSR)"   (FFR) –
required semi-annually

Obligations and expenditures must be reported on a semi-annual basis
through the FFR (SF-425), replacing the SF-269 and SF-272, which is due
within 30 days of the end of each calendar quarter (e.g., for the
quarter ending March 31, the FFR is due no later than April 30). A
report must be submitted for every six months during the period of
performance, including partial calendar quarters, as well as for periods
where no grant activity occurs. Future awards and fund drawdowns may be
withheld if these reports are delinquent. The final FFR is due 90 days
after the end date of the performance period. FFRs must be filed
electronically through e-Grants system. 

AFG Semi-Annual (Programmatic) Performance Report 

The awardees will be responsible for providing updated obligation and
expenditure information on a semi-annual basis. The applicant is
responsible for completing and submitting a programmatic Performance
Report using the e-Grants system. The programmatic Performance Report is
due six months after the grant’s award date and every six months after
if applicable.

Exercise Evaluation and Improvement

Exercises implemented with grant funds should evaluate performance of
the capabilities required to respond to the exercise scenario. Guidance
related to exercise evaluation and the implementation of improvements is
defined in the Homeland Security Exercise and Evaluation Program located
at   HYPERLINK "https://hseep.dhs.gov"  https://hseep.dhs.gov . 

Reporting requirements under the Federal Funding Accountability and
Transparency Act of 2006 (FFATA) (Public Law 109-282), as amended by
Section 6202(a) of the Government Funding Transparency Act of 2008
(Public Law 110-252)

As defined by the OMB, all new federal awards of $25,000 or more as of
October 1, 2010, are subject to FFATA reporting requirements. “Federal
awards” includes not only prime awards for grantees, cooperators, and
contractors, but also awards to sub-recipients. More information can be
found at   HYPERLINK "http://www.usaspending.gov/news" 
http://www.usaspending.gov/news .

Financial and Compliance Audit Report

Recipients that expend $500,000 or more of federal funds during their
fiscal year are required to submit an organization-wide financial and
compliance audit report. The audit must be performed in accordance with
GAO’s Government Auditing Standards, located at   HYPERLINK
"http://www.gao.gov/yellowbook"  http://www.gao.gov/yellowbook , and OMB
Circular A-133, Audits of States, Local Governments, and Non-Profit
Organizations, located at   HYPERLINK
"http://www.whitehouse.gov/omb/circulars_default" 
http://www.whitehouse.gov/omb/circulars_default . Audit reports are
currently due to the Federal Audit Clearinghouse no later than nine
months after the end of the recipient’s fiscal year. The state shall
require that sub-grantees comply with the audit requirements set forth
in OMB Circular A-133. Recipients are responsible for ensuring that
sub-recipient audit reports are received and for resolving any audit
findings.

The grantee shall give FEMA, the sponsoring agency, through any
authorized representative, access to, and the right to examine all
records, books, papers or documents related to the grant and use and
management of these funds.

Monitoring

Grant recipients will be monitored periodically by FEMA staff, both
programmatically and financially, to ensure that the project goals,
objectives, performance requirements, timelines, milestone completion,
budgets, and other related program criteria are being met.

Monitoring may be accomplished through either a desk-based review or
on-site monitoring visits, or both. Monitoring will involve the review
and analysis of the financial, programmatic, performance, compliance and
administrative processes, policies, activities, and other attributes of
each federal assistance award and will identify areas where technical
assistance, corrective actions, and other support may be needed.

The recipient is responsible for monitoring all sub-award activities to
ensure compliance with federal and state laws, regulations, and
guidance. Responsibilities include the accounting of receipts and
expenditures, cash management, maintaining of adequate financial
records, reporting and refunding expenditures disallowed by audits,
monitoring, or other assessments and reviews.

Grant Closeout Process

Within 90 days after the end of the period of performance, grantees must
submit a final FFR and final progress report detailing all
accomplishments throughout the period of performance. After these
reports have been reviewed and approved by FEMA, a closeout notice will
be completed to closeout the grant. The notice will indicate the period
of performance as closed, list any remaining funds that will be
deobligated, and address the requirement of maintaining the grant
records for three years from the date of the final FFR. The grantee is
responsible for returning any funds that have been drawndown but remain
as unliquidated on grantee financial records.  

Required performance and financial reports for Grant Closeout: 

Final performance report narrative (within the Closeout module in
e-Grants) is due 90 days after the end of the period of performance.

Final SF-425 is due 90 days after the end of the grant period.

FY 2012 Match Guidance

Introduction 

Determining match for the purposes of submitting grant applications to
any federal agency should be a coordinated process at the state and
local level. It is highly recommended that programmatic staff at the
state and local level consult with their financial staff prior to
submitting any grant applications, especially those that identify cash
or in-kind matches. Grantees should ensure that they are thoroughly
familiar with the governing provisions, which impact matches 44 CFR Part
13.24; 2 CFR Part 225; and Program Guidance and/or regulations. 

Types of Match

Cash Match

Cash (hard) match includes non-federal cash spent for project-related
costs, according to the Program Guidance. Allowable cash match must only
include those costs, which are in compliance with the provisions listed
above.

In-kind Match

Currently, in-kind matches are not allowable for AFG. In-kind (soft)
match includes, but is not limited to, the valuation of in-kind
services. In-kind is the value of something received or provided that
does not have a cost associated with it. For example, if in-kind match
(other than cash payments) is permitted, then the value of donated
services could be used to comply with the match requirement. Also, third
party in-kind contributions may count toward satisfying match
requirements provided the grantee receiving the contributions expends
them as allowable costs in compliance with provisions listed above.

FY 2012 Requirements Specific to For-Profit Entities

For-profit entities are NOT eligible to apply for the AFG Program.

FEMA CONTACTS

This section describes several resources that may help applicants in
completing a FEMA grant application. 

Centralized Scheduling and Information Desk (CSID)

CSID is a non-emergency comprehensive management and information
resource developed by DHS for grants stakeholders. CSID provides
general information on all FEMA Grant Programs and maintains a
comprehensive database containing key personnel contact information at
the federal, state, and local levels. CSID can be reached by phone at
(800) 368-6498 or by e-mail at   HYPERLINK "mailto:ASKCSID@dhs.gov" \o
"mailto:ASKCSID@dhs.gov"  ASKCSID@dhs.gov , Monday through Friday, 8:00
AM – 6:00 p.m. (EST).

Grant Programs Directorate (GPD)

FEMA GPD’s Grants Management Division will provide fiscal support,
including pre- and post-award administration and technical assistance,
to the grant programs included in this solicitation. Additional guidance
and information can be obtained by contacting the FEMA Call Center at
(866) 927-5646 or via e-mail to   HYPERLINK "mailto:ASK-GMD@dhs.gov" 
ASK-GMD@dhs.gov .

FEMA Regions

FEMA Regions will provide support, including pre- and post-award
administration and technical assistance, to the grant programs included
in this solicitation. For a list of contacts, please go to   HYPERLINK
"http://www.fema.gov/about/contact/regions.shtm" 
http://www.fema.gov/about/contact/regions.shtm .

Assistance to Firefighters Grant

Please contact the AFG Program Help Desk with your questions or comments
by calling 1-866-274-0960 or send them by e-mail to   HYPERLINK
"mailto:firegrants@dhs.gov"  firegrants@dhs.gov . Additional guidance
and information can be obtained by visiting the AFG Web site at:  
HYPERLINK "http://www.fema.gov/firegrants/" 
http://www.fema.gov/firegrants/ .

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