fy2011 safer-appendix i-final.doc

OVERVIEW

Title of Opportunity: Fiscal Year (FY) 2011 Staffing for Adequate Fire and Emergency Funding Opportunity Number: DHS-10-GPD-083-000-01 Federal Agency Name: U.S. Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA)

Announcement Type: Annual Application Dates: Monday, January 30, 2012 to Friday, February 24, 2012.

STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE GRANTS PROGRAM

What’s New – Fact Sheet

AVAILABLE FUNDING

Appropriated Amount - $404,190,000 Available for Funding - $380,747,000

NEW TOOLS

Get Ready Guide – 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 http://www.fema.gov/firegrants.

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

Guidance and Application Kit

1) Appendix l – Application and Review Information

Part l. Funding Opportunity Description

Program priorities are listed as High , Medium , or Low .

Within each identified program priority (H, M, L), all the proposed activities within that priority have an equal value.

Part ll. Award Information

Part lll. Eligibility Information

Part lV. Application and Submission Information

Part V. Application Review Information

Part VI. Other Information

2) Appendix II – Award Administration Information

Part l. Award Administration Information

Part ll. FEMA Contacts

Part lll. Other Information

Note: These changes ONLY affect the FY 2011 SAFER grants; the new conditions are NOT retroactive and may not remain in effect beyond FY 2011.

ADDITIONAL OVERVIEW INFORMATION – KEY CHANGES

The content of this Program Guidance reflects the Department of Homeland Security (DHS) Secretary and FEMA’s implementation of P.L. 112-10 and P.L. 112-74.

Under authorities provided under P.L. 112-74, the following requirements are being waived for the FY 2011 SAFER Grant Program:

Salary limits: There are no annual salary limits.

Cost-share: There is no prescribed cost-share.

Retention commitment: Grantees that are hiring firefighters do not have to commit to retaining the SAFER-funded firefighters.

Period of performance: For Hiring of Firefighters Activity grants, the period of performance has been reduced to 2 years.

Attrition of firefighters during the period of performance: FY 2011 grantees who are unable to back-fill firefighting positions that were vacated due to documentable economic hardship may petition FEMA for a waiver of staffing maintenance requirements. In order to qualify for this waiver, the economic hardship must affect the entire public safety sector in your jurisdiction and not only the fire department.

Under the Hiring of Firefighters Activity, we will distinguish between grants to hire new firefighters and grants to rehire laid-off firefighters, giving applications for the rehiring of firefighters who have been laid off the highest priority over any other hiring request.

Helping our post-9/11 veterans: FEMA strongly encourages applicants, to the extent practicable, to seek, recruit, and hire post-9/11 veterans to increase their ranks within your department in order to take advantage of the provisions of the VOW To Hire Heroes Act of 2011. More information on the Act can be found at http://www.gibill.va.gov/benefits/other_programs/vow.html. In FY 2012, FEMA anticipates a requirement that all SAFER applicants have a policy in place addressing their intent to implement strategies to support this Act and have recruiting efforts aimed at post-9/11 veterans.

APPENDIX I- CONTENTS

a. Fire Operations and Firefighter Safety a.

2. Recruitment and Retention of Volunteer Firefighters

A. Review Criteria

B. Review and Selection Process

1. Hiring of Firefighters Category Narrative Elements

a. Project Description

b. Impact on Daily Operations

c. Cost/Benefit

d. Financial Need

e. Performance (additional consideration)

2. Recruitment and Retention of Volunteer Firefighters

Activity Narrative Elements

a. Project Description

b. Impact on Daily Operations

c. Financial Need

d. Cost/Benefit

e. Performance (additional consideration)

C. Anticipated Announcement and Award Dates

PART I.

FUNDING OPPORTUNITY DESCRIPTION

A. Introduction The Department of Homeland Security (DHS) Federal Emergency Management Agency’s (FEMA) Grant Programs Directorate implements and administers the Staffing for Adequate Fire and Emergency Response (SAFER) Grants.

SAFER grants provide financial assistance to help fire departments increase frontline firefighters, rehire firefighters that have been laid off, retain firefighters facing imminent layoffs, or fill positions that were vacated through attrition.

SAFER Goal

Assist local fire departments with staffing and deployment capabilities in order to respond to emergencies, assuring communities have adequate protection from fire and fire-related hazards.

SAFER offers grants to support activities in two categories:

1. Hiring of Firefighters

2. Recruitment and Retention of Volunteer Firefighters

The authority for SAFER is derived from the Federal Fire Prevention and Control Act of 1974, as amended (15 U.S.C. §2229a et seq.).

SAFER Funding Amount

In Fiscal Year (FY) 2011, Congress appropriated $404,190,000 for SAFER grants; the amount available for funding will be $380,747,000. The FY 2011 appropriated funds are available until September 30, 2012.

Cost Share Waivers

According to P.L 112-74, there are no cost-sharing requirements for funds under the FY 2011 appropriations.

Maintenance of Staffing Requirement

According to P.L. 112-74, FY 2011 grantees who are unable to back-fill firefighting positions that were vacated due to documentable economic hardship may petition FEMA for a waiver of staffing maintenance requirements. In order to qualify for this waiver, the economic hardship must affect the entire public safety sector in your jurisdiction, and not only the fire department.

Period of Performance

For Hiring of Firefighters Activity grants, the period of performance has been reduced to 2 years, according to P.L. 112-74.

Salary Cap Waiver

According to P.L. 112-74, there are no annual salary limits.

Retention of Firefighters

There is a waiver on supplanting in light of the provisions in Public Law 112-74. The primary intent for the supplanting waiver is to assist departments that have issued a formal layoff notice.

This includes a specific date for the layoff action, prior to the start of the application period, and those who face imminent layoff, within 90 days of the close of the application period.

Layoffs

SAFER grantees that lay off any firefighters during the SAFER grant’s period of performance will be considered in default of their award and the grant will be terminated.

B. Criteria Development Process Each year, FEMA convenes a panel of fire service professionals to develop funding priorities for AFG grant opportunities. The panel makes recommendations about funding priorities as well as developing criteria for awarding grants.

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

· International Association of Fire Chiefs

· International Association of Fire Fighters

· National Volunteer Fire Council

· National Fire Protection Association

· National Association of State Fire Marshals

· International Association of Arson Investigators

· International Society of Fire Service Instructors

· North American Fire Training Directors

· Congressional Fire Service Institute

The content of this SAFER Program Guidance reflects implementation of the criteria development panel’s recommendations with respect to the priorities, direction, and criteria for awards. Based on the recommendations, funding priority is given to applications that effectively address the evaluation elements as outlined.

C. Funding Priorities SAFER intends to improve or restore local fire departments’ staffing and deployment capabilities so they may more effectively respond to emergencies. With the enhanced or restored staffing, a SAFER grantee’s response time will be reduced sufficiently and an appropriate number of trained personnel will be assembled at the incident scene.

While not required for a SAFER grant, it is preferable that the enhanced or restored staffing levels of all SAFER grantees should improve the safety of firefighters by ensuring all first-arriving apparatus are staffed with a minimum of four qualified personnel (to meet OSHA standards) who are capable of initiating the suppression response. Ultimately, SAFER grantees should achieve more efficient responses and safer incident scenes thereby ensuring communities have improved protection from fire and fire-related hazards.

SAFER grants are comprised of two primary categories

1. Hiring of Firefighters (hiring new or rehiring laid-off firefighters)

2. Recruitment and Retention of Volunteer Firefighters

1. Hiring of Firefighters Category The highest priority in the Hiring of Firefighters activity is for departments seeking to rehire firefighters who have been laid off.

Hierarchy of Priorities First priority: Rehiring laid-off firefighters Second priorities: Retention of firefighters who face imminent layoff and/or filling positions vacated through attrition but not filled due to economic circumstances Third priority: Hiring new firefighters The exceptions to these priorities are the statutory requirements that no less than 15 percent be awarded to new hire applicants as discussed in the Hiring of New Firefighters Activity, and the statutory requirement to award no less than 10 percent of funds to volunteer and mostly volunteer departments.

All grantees under the Hiring Category will have a two-year period of performance

If a SAFER grantee loses any firefighters for any reason such as attrition or termination during the two year commitment, the grantee must fill the position(s) or lose funding for the position(s) until the vacancy or vacancies are filled unless the grantee has been afforded a waiver of this requirement. Laying off firefighters during the two-year period of performance will result in the termination of the grant award.

a. Fire Operations and Firefighter Safety

Under the rehiring of firefighters activity there are three categories:

· Rehiring of laid off firefighters

· Retention of firefighters facing possible layoffs

· Filling of attrited positions

These grants are awarded directly to combination and career fire departments to enable restoration of staffing levels to attain a more effective level of response and a safer incident scene.

Rehiring

Eligible positions for funding under the rehiring of laid off firefighters category must have been the object of a layoff between January 1, 2008 and the application deadline (February 24, 2012).

Retention

Firefighters who have been issued a formal layoff notice, which includes a specific date for the layoff action, prior to the start of the application period, and who face imminent layoff – within 90 days of the close of the application period – will be eligible for SAFER funding under the retention category.

The application period closes on February 24, 2012 and therefore the layoffs must become effective on or before May 24, 2012.

Note: Any layoff action not executed in accordance with the terms of the official layoff notice or which does not meet the above requirements may not qualify for funding in the rehiring of laid-off firefighters or retention categories. Applicants that do not meet these parameters must apply under the attrition category or Hiring New Firefighters Activity.

Attrition

Eligible vacancies for funding under the attrition category must have occurred between January 1, 2008 and the start of the application period.

Funding provides fire departments with money to pay 100 percent of the salaries and benefits (exclusive of overtime) for grants awarded under the rehiring, retention, and/or attrition categories.

Grantees must maintain staffing at the level that existed at the time of award as well as the SAFER-funded staffing for the two-year commitment.

Laying off firefighters during the two-year commitment will result in termination of the grant award.

Only firefighters hired or rehired after the SAFER Grant award date, except if applying under the retention activity, are eligible for grant funding.

b. Hiring of New Firefighters Activity New Hire

FEMA has set aside no less than 15 percent of the FY 2011 appropriation for hiring of new firefighters.

Grants for hiring new firefighters are awarded directly to volunteer, combination, and career fire departments to help fire departments increase their cadre of frontline firefighters.

Funding provides fire departments with money to pay 100 percent of the salaries and benefits of newly hired firefighters (exclusive of overtime).

Grantees must maintain staffing at the level that existed at the time of award as well as the SAFER-funded staffing for the two-year commitment.

Laying off firefighters during the commitment will result in termination of the grant award.

Only firefighters hired after the SAFER Grant award date are considered new hires and eligible for grant funding.

c. Meeting National Standards It is FEMA’s priority to bring non-compliant (NFPA 1710 or 1720) departments back into compliance in the most economical manner.

Applicants will be asked general questions about the NFPA standard they are attempting to meet as well as their current ability to meet that standard. Applicants will then be asked to indicate what their ability will be to meet that same standard if they are awarded grants funds.

Having more firefighters on staff should improve the local fire department’s abilities to comply with the staffing, response, and operational standards that enhance community and firefighter safety.

Therefore, applications resulting in the largest percentage increases in compliance with the relevant section of NFPA 1710 (for career departments) and/or 1720 (for volunteer departments) receive higher consideration than applications resulting in smaller percentage increases in compliance.

Note: SAFER grants focus only on the Deployment or Staffing and Deployment sections of these two standards, respectively.

NFPA 1710 Assembly Requirements: Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Career Fire Department (Section 5.2.4.2 – Initial Full Alarm Assignment Capability) This standard applies primarily to all-career fire departments and combination departments, if the combination department chooses it.

NFPA 1720 Assembly Requirements: Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Volunteer Fire Departments (Section 4.3 – Staffing and Deployment)

This standard applies primarily to all-volunteer fire departments, but it may also apply to combination departments, if the combination department does not choose to comply with the NFPA 1710 standard.

Current 1710/1720 Compliance Priorities

New 1710/1720 Compliance Priorities

Need More Information?

For more information about these two standards, visit http://www.nfpa.org.

For more information on the standards, contact NFPA at 1-800-344-3555 or e-mail questions to stds_admin@nfpa.org.

d. Call Volume and Population Served

Department call volume and population served are both factors in the initial application evaluation. Departments responding to a higher number of incidents and departments who protect larger numbers of people will receive higher consideration than those departments responding to fewer incidents and protecting smaller jurisdictions.

e. Firefighter Health Measures

The health and wellbeing of firefighters is of paramount importance. Therefore, applicants who indicate newly recruited firefighters will undergo an entry-level physical and receive immunizations receive higher consideration than applicants who do not specify these benefits will be provided. To qualify for this higher consideration, the physicals must be consistent with those required under NFPA 1582.

Entry-Level Medical Exams

Annual Medical Exams

f. Automatic and Mutual Aid

Automatic and Mutual Aid

· Fire departments that have formal automatic and/or mutual aid agreements and applicants that based requests on a staffing needs assessment also receive higher consideration.

2. Recruitment and Retention of Volunteer Firefighters Category

The purpose of these grants is to assist fire departments with the recruitment and retention of volunteer firefighters who are involved with, or trained in, the operations of firefighting and emergency response.

The grants are intended to create a net increase in the number of trained, certified, and competent firefighters capable of safely responding to emergencies within the grantee’s geographic response area.

a. Meeting Staffing Standards

The highest priority under this SAFER activity is to assist departments experiencing a high rate of turnover and have staffing levels significantly below the ideal staffing level required to comply with NFPA standards 1710 or 1720 (for details, see “c. Meeting National Standards” under “1. Hiring of Firefighters Grants” earlier in this document.)

Departments who currently have the lowest recruitment and retention rates are given a higher consideration for funding.

b. Volunteer Membership

Departments or organizations with the highest percentage of volunteers should benefit the most from the recruitment and retention of volunteer firefighters. Therefore, applicants whose membership is comprised of mostly volunteer members, or have a significant number of volunteer firefighters, receive higher consideration.

Percentage of Volunteers

c. Recruitment/Retention Plan

It is critical to have a plan for recruitment and/or retention activities. Applications requesting funding for recruitment and/or retention programs should be based on formal plans. Applicants must summarize the departments’ recruitment and retention plans in the narrative and explain how the projects/activities applied for under the applications will fulfill the plans.

R&R Priorities

· Request funding for a coordinator’s position and marketing plan

d. Call Volume and Population Served

Department call volume and population served are both factors in the initial evaluation. Departments responding to a higher number of incidents and departments who protect larger numbers of people will receive higher consideration than those departments responding to fewer incidents and protecting smaller jurisdictions.

e. Firefighter Health Measures

Applicants who indicate the newly recruited firefighters will undergo an entry-level physical and receive immunizations, who indicate they will provide annual medical exams, and who provide worker’s compensation/Accidental Death & Dismemberment (AD&D) benefits to their members receive higher consideration than applicants who do not specify these benefits will be provided.

If an application includes a request for physicals or annual medical exams, in order to receive grant –funding the physicals and medical exams must be consistent with those required under NFPA 1582.

Entry-Level Medical Exams

Annual Medical Exams

Worker’s Compensation/AD&D

f. Training Requirements

Timeliness of Training

· Applicants will receive higher consideration if they will train the newly recruited firefighters to meet the minimum fire and EMS certification requirements prescribed by the locality or state within 24 months of appointment to the department.

Training and Certification

· FF I/EMT

g. Regional Requests

Requests for recruitment and/or retention activities that have a regional impact (i.e., an impact beyond the immediate boundaries of the applicant’s first-due area) will receive higher consideration.

An eligible applicant, which includes a fire department or a volunteer group, may act as a “host applicant” and apply for support of both a regional initiative and its own department’s internal needs on one application.

A regional host must include a list of all the participating organizations benefitting from a proposed regional project and provide clear and detailed information on which activities are regional specific versus those that are host specific.

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. AFG strongly recommends all organizations involved have some kind of documentation for distribution of grant funded assets and financial responsibility in place prior to any award.

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.

The applicant must include in the narrative section of the application a list of participating third-party organizations that will benefit from the regional project if the project is approved. In completing the “Department Characteristics” section of the application, the regional applicant must include data that approximates the characteristics of the entire region affected by the grant. The third-party organizations that will benefit from the recruitment and retention project may also apply for funding under SAFER, as long as the third-party organizations do not apply for a project that could conflict with, or duplicate, the host applicant’s project.

Note: Only Recruitment and Retention of Volunteer Firefighter Activities qualify for regional project requests. The Hiring of Firefighters Activity is not eligible as a regional project.

Part II.

AWARD INFORMATION

This section summarizes the award period of performance and the total amount of funding available under the FY 2011 SAFER grants. It also describes the basic method used to determine final grant awards and identifies all eligible applicants for funding.

Authorizing Statute

SAFER authority is derived from the Federal Fire Prevention and Control Act of 1974, as amended (15 U.S.C. §2229a et seq.) and P.L. 112-74.

Period of Performance

For Hiring of Firefighters Activity grants, the period of performance has been reduced to two years. The period of performance for the recruitment and retention activity remains up to four years.

Hiring of Firefighters Category A recruitment period of 90 days, which begins when the application is approved for award, is available for all grantees under the Hiring of Firefighters Activity regardless of whether the grant is for hiring new firefighters or for the rehiring of firefighters activity.

The two-year period of performance starts after the 90-day recruitment period, regardless of whether the grantee has been able to hire the requested firefighters.

However, if a grantee is able to rehire and/or hire their SAFER-funded firefighters during the 90-day recruitment period, the period of performance may begin at that time. For grantees awarded under the retention category, the period of performance can begin immediately.

Recruitment and Retention of Volunteer Firefighters Category

Funding is provided for periods of up to four years. There is a 90-day recruitment period, which begins when the application is approved for award. The recruitment period allows each grantee time to put contracts into place outside of the period of performance in order to maximize the availability of the funding. Grantees will be allowed to seek reimbursement for grant-related costs incurred during the recruitment period as long as these costs are in the approved budget and scope of work.

Grantees should be aware if costs incurred during the recruitment period are charged to the grant, this will reduce the overall amount of funds available and budgeted for the period of performance. Payment for these costs may be requested when the period of performance begins. However, if a grantee is able to begin their recruitment and/or retention activities during the 90-day recruitment period, the period of performance may begin at that time.

Specific Funding Parameters

The appropriated funds are to be administered as indicated:

· 15 percent is set aside for the hiring of new firefighters.

· 10 percent is set aside for the recruitment and retention of volunteer firefighters.

· 10 percent is set aside for grants awarded to volunteer or mostly volunteer departments for hiring of firefighters. A mostly volunteer fire department is made up of more than 50 percent of personnel who do not receive financial compensation for their services, other than life, health, and worker’s compensation insurance, or a stipend payment such as paid-on-call. It may be necessary to go out of rank order to select a sufficient number of applications in order to meet the 10 percent requirement.

· If less than 10 percent of the funds available for the hiring of firefighters are awarded to volunteer and mostly volunteer fire departments, the remaining funds must be transferred to the provide grants for the recruitment and retention of volunteer firefighters.

Part III.

ELIGIBILITY INFORMATION

A. Eligible Applicants Volunteer Fire Departments may apply for funding in the following categories:

· Hiring of Firefighters Category (hiring career firefighters)

· Recruitment and Retention of Volunteer Firefighters Category

· Both categories; if the applicant wishes to apply for both categories, two separate applications must be completed, one for each category

Combination Fire Departments may apply for funding in the following categories:

· Hiring of Firefighters Category

· Recruitment and Retention of Volunteer Firefighters Category

· Both categories; if the applicant wishes to apply for both categories, two separate applications must be completed, one for each category

Note: Each of the above eligible applicants are limited to one application for recruitment and retention and/or one application for hiring per application period.

Example: An applicant may not submit two applications for the same activity (e.g., Hiring of Firefighters Category) during a single application period. Should this occur, both applications would be disqualified.

Career Fire Departments may apply for funding in the following category:

· Hiring of Firefighters Category

Municipalities and fire districts may submit applications on behalf of fire departments lacking the legal status to do so, such as those under the support of the municipality or district. Each eligible applicant is limited to one application for hiring per application period.

Example: An applicant may not submit two applications for the same activity (e.g., Hiring of Firefighters Category) during a single application period. Should this occur, both applications would be disqualified.

Statewide or local volunteer firefighter interest organizations representing the interests of volunteer firefighters and individual fire departments (volunteer or combination) may apply for funding for regional projects under Recruitment and Retention of Volunteer Firefighters Category.

In completing the Department Characteristics section of the application, the regional applicant must include data approximating the characteristics of the entire region affected by the grant.

B. Ineligible Applicants Ineligible Applicants

C. Cost Sharing There is no prescribed cost share for the SAFER grantees receiving awards from the FY 2011 appropriations. Of the actual salary and benefits for the SAFER-funded firefighters, FEMA will pay 100 percent of the costs for the two-year commitment. Under the Recruitment and Retention of Volunteer Firefighters Activity, there is no cost share requirement and no maximum federal funding limit.

D. Restrictions

1. Hiring of Firefighters Category Eligible Expenses

The only eligible costs under the Hiring of Firefighters for new or rehired firefighters activity are:

· Salary

· Associated benefits (actual payroll expenses)

SAFER funding will pay 100 percent of the salary and benefit costs for each funded position

· Firefighters that are employees at time of and/or hired prior to the award date, except if applying under the retention activity, are not eligible under the Hiring of firefighters category.

· Overtime costs are not eligible. However, costs for overtime fire departments routinely pay as a part of the base salary or the firefighter’s regularly scheduled and contracted shift hours are eligible in order to comply with the Fair Labor Standards Act.

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

· Only full-time positions will be funded. A full-time position is one position that is funded for at least 2,080 hours per year, i.e., 40 hours per week, 52 weeks per year. However, recognizing many departments have shifts exceeding a 40-hour workweek, FEMA also will consider funding the job-sharing of a full-time position if the grantee has sufficient justification. A job-share position is a full-time position occupied by more than one person.

Example: A department may hire two part-time staff persons at 28 hours each to fulfill the scheduled work hours of one 56-hour shift position.

Ineligible Expenses

· Pre-application costs, such as grant writer fees, administrative costs, and indirect costs associated with hiring of firefighters

· Costs for training and equipping firefighters (However, the salaries and benefits of firefighters hired under the SAFER grants while they are engaged in training are eligible.)

· Costs for uniforms and physicals

· Funds to support additional hired positions or funds received from federal, state, or local sources cannot be used to supplant normal operating budgets unless a waiver has been granted.

Volunteer and mostly volunteer fire departments may hire individuals to fill officer-level positions such as chief, fire inspector, training officer, safety officer, etc.

However, since the purpose of SAFER grants is to enhance incident scene safety, all applicants must certify the primary assignment of all SAFER-funded firefighters will be an operational assignment (i.e., fire suppression) regardless of collateral duties.

2. Recruitment and Retention Category

Eligible Expenses

Applicants who propose to initiate a recruitment and retention plan as a part of their application receive equal consideration. Proposals for this category may include providing incentives for volunteer firefighter members to continue service in a fire department.

Examples of initiatives that may receive funding include, but are not limited to:

· Insurance packages such as accidental death and dismemberment (AD&D), disability, health, dental, life

· Reimbursement to the member while attending required basic training, i.e., compensation for lost wages, mileage, lodging, per diem

· Marketing costs to recruit new volunteer members

· Station internet access

· Computers in common areas

· LED/electronic signs (note: 75% of usage must be dedicated to Recruitment and Retention activities – additional restrictions apply; see ‘E, Other Allowable Costs’)

· Station duty uniforms for new recruits (pants, shirts, hats)

· Non-uniform clothing (t-shirts, jackets, pullovers, etc) when as part of an award program

· Station modifications (i.e., converting space into bunkroom - restrictions apply; see ‘E, Other Allowable Costs’)

· Salary and benefits for a recruitment and retention coordinator

· Physicals (consistent with NFPA 1582) for new recruits only

· Explorer, cadet, and mentoring programs

· Staffing needs assessment

· Administrative costs up to 3% of the awarded amount

· Tuition assistance for higher education (including college tuition) and professional certifications (Note: Coursework or certifications in this category should be above and beyond what the department typically funds for required minimum-staffing firefighter certification. Books and lab fees are eligible, but computers are not)

· Awards Program for participation in operational activities (i.e., length of service plaques, gift cards, non-uniform clothing, etc. for responding to incidents, attending operational training - however, payments may not be retroactive for service prior to award)

· Establish a new Length of Service Award Programs (LOSAP) (funding of existing programs or retroactive payments are not eligible)

· Mileage reimbursement for operational activities (i.e.; responding to incidents, attending training)

· Turnout gear after the new recruit undergoes a physical and is certified to firefighter-1 level (restrictions apply; see ‘E, Other Allowable Costs’)

· With proper justification, applications for funding in the Recruitment and Retention Activity could include activities requiring up to 4 years to complete

· For each activity requested, the applicant must establish the link between the activities for which funding is being requested and the identified recruitment and/or retention problems or issues to be addressed. FEMA will not fund activities without the applicant having made a sufficient correlation between the activity and its positive effect on the recruitment and/or retention of volunteer firefighters

· All funded activities under recruitment and retention must be governed by formally adopted standard operating procedures (SOPs). Minimally, these SOPs should specify who qualifies for each of the incentives, specific requirements for earning the incentives, and the disposition of the awarded incentives if an individual fails to fulfill the stipulations

· The limited funding available for SAFER activities precludes the award of funding for operational activities, such as the purchase of firefighting equipment and vehicles. Personal protective clothing may be funded for newly recruited firefighters, but personal protective equipment for other types of members or existing members is not eligible

Ineligible Expenses

· Costs incurred prior to award

· Payments or recognition for service prior to award (i.e., no retroactive payments)

· Cash payments for non-operational activities

· Payments for travel to and/ or participation in leisure activities such as theatre tickets, entertainment tickets and tips (professional ball games, etc.)

· Costs associated with award banquets, such as food, refreshments, entertainment, or rental facilities. Reimbursement for actual awards, i.e., plaques, and trophies, is eligible

· Costs for training regularly covered under the department’s operating budget, such as tuition or instructor fees for department-mandated, basic-level training

· Services at a members personal residences (i.e., internet access, plowing of driveways, etc.)

· Furniture, TV’s, fixtures, appliances (refrigerators, etc.), entertainment equipment

· “Giveaways” such as pencils, pens, t-shirts, cups, mugs, balloons, etc. for recruitment events

· Fees for courses and training that are also available free of charge on the internet or at a state/local training facilities (NIMS 100, 700, 800, etc.)

E. Other Allowable Costs

In order to further assist with the costs of bringing on new employees, FEMA will allow Recruitment and Retention grantees to charge the SAFER grant for the costs for physicals and personal protective equipment for newly recruited members.

Funds are available to acquire primarily OSHA-required and NFPA-compliant PPE for firefighting personnel. Only actual costs are allowed and will be paid on a reimbursable basis. However, the allowable costs may be limited, as determined reasonable by FEMA. Grantees are required to provide documentation of training and documentation to support the purchase of the turnout gear.

Equipment requested must meet all current mandatory requirements, as well as any national and/or state standards. Equipment requested should have the goal of increasing firefighter safety.

The following charts contain information on the eligibility of PPE. Copies of NFPA standards may be reviewed at (http://www.NFPA.org).

Eligible PPE Expenditures

Ineligible PPE Expenditures

· Three-quarter length rubber boots

· SCBAs, spare cylinders, and individual face pieces

· Bomb disposal suits

· PPE for hazardous materials and other specialized incidents.

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.

Physicals

Grantees may request funds for costs incurred for providing the new recruits with physicals. All grant-funded physicals must meet NFPA 1582 standards. Grantees’ new members must obtain and must pass the physical before seeking reimbursement.

Remodeling/Renovations of Existing Facilities

The remodeling/renovations to an existing facility is only allowable under the Recruitment and Retention of Volunteer Firefighters Category. The renovations must be minor interior alterations costing less than $10,000.

Eligible applicants must provide a cost breakdown in the Request Details section. The costs must be justified in the narrative section as well.

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. See below for more information on EHP.

Environmental Historic Preservation (EHP)

FEMA is legally required to consider the potential impacts of all grant-funded projects on environmental resources and historic properties. For SAFER 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 their FY 2011 SAFER 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 EHP review per the GPD Programmatic Environmental Assessment (PEA). For more information on the PEA, see Information Bulletin 345 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 complete 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 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 http://www.fema.gov/government/grant/bulletins/index.shtm and Appendix II, Part I.B.5.6 for further details on EHP requirements.

F. Other Funding Restrictions

FEMA grant funds may be used only for the purpose outlined in the grant and must be consistent with the statutory authority for the award.

Grant Fund Restrictions

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. Failure to adhere to the award conditions will cause the grantee to be considered in default of the grant agreement, and may require the return of all federal funds disbursed under the grant.

Pre-award costs are not allowable for SAFER grants.

G. Reasonableness of Requests

The peer review panelists consider all budgeted expenses as part of the cost-benefit determination and may recommend appropriate adjustments. Regardless of the eligibility of any costs requested or the panelists’ determination, FEMA reserves the right to reduce any requests for funding, in whole or in part, that it deems excessive or otherwise contrary to the best interests of the program.

Part IV.

APPLICATION AND SUBMISSION INFORMATION

A. Address to Request Application Package During the application period, an online tutorial will be available for applicants at www.fema.gov/firegrants. The online tutorial provides guidance regarding the preparation of a competitive grant application and the SAFER application requirements. All applicants are strongly encouraged to complete the applicant tutorial prior to beginning their application.

The tutorial explains the eligible activities by illustrating many of the application screens. It provides tips for navigating the application screens and summarizes the changes in the SAFER grants for FY 2011. In addition, the tutorial provides a review of the lessons learned from previous years.

B. Content and Form of Application

Application forms and instructions are available at http://www.fema.gov/firegrants.

C. Submission Dates and Times

Application Dates

The FY 2011 SAFER application opens at 8 a.m. ET, Monday, January 30, 2012.

1. Applications are accessible via 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.

Note: Once an application has been completed and submitted, no changes can be made.

The automated system does not allow an applicant to submit an incomplete application. The system alerts the applicant when required information has not been entered. By submitting an application online, the applicant will automatically receive confirmation via e-mail the application was successfully submitted.

The online system will allow one authorized representative of an eligible organization to log on and create a user name and password. The selection of the authorized representative is at the discretion of each applicant.

Applicants also should record their user name and password for future access to their application.

2. Paper applications are available. However, they are discouraged because of the inherent delays associated with processing. Additionally, paper applications do not have the built-in assistance of the electronic application or the assurance the application has been accurately completed. Applicants who wish to use a paper application may request one be sent to via US Postal Service by calling the Help Desk at 1-866-274-0960.

Paper applications will not be sent to prospective applicants via overnight delivery, fax, or e-mail.

Paper applications must be mailed to:

Cabezon Group

ATTN: AFG Grant Program

11821 Parklawn Drive, Suite 230

Rockville, MD 20852 Applications mailed to any other address may miss the appointed closing date and therefore will be disqualified and ineligible for funding.

All applications must be completed and submitted electronically, or postmarked on or before the close of business, by 5:00 p.m. (ET) on Friday, February 24, 2012.

Only electronic applications submitted via the online, automated grant application system will receive a confirmation of receipt. Applicants should print a copy of the confirmation for their records upon receiving verification that their application has been successfully submitted. No confirmation will be issued for paper applications. Incomplete applications or applications submitted via any other electronic means, including e-mail or fax, automatically would be deemed ineligible.

Applicants are allowed to hire, or otherwise employ the services of, a grant writer to assist in the application process. However, the applicant is responsible for ensuring the information contained in the submitted application is a true and accurate reflection of their organization and represents the scope of effort being proposed and the time and cost required to achieve it. Therefore, applicants are strongly encouraged to review all work produced by grant writers, or other third parties on their behalf, prior to submission of their application. Applicants who falsify their application, or misrepresent their organization or proposal in any manner will have their application deemed ineligible by the Program Office and referred to the Office of Inspector General for further action, as appropriate.

3. Dun and Bradstreet Data Universal Numbering System (DUNS) number The applicant must provide a DUNS number with their application. Organizations should verify they have a DUNS number, or take the steps necessary to obtain one, as soon as possible. Applicants can receive a DUNS number at no cost by calling the toll-free DUNS Number request line at (866) 705-5711.

4. 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 U.S. 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 https://www.bpn.gov/ccr/.

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 New Registration go to: 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…