HomeMy WebLinkAbout158-25 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 158-25
File Number: 2025-985
A RESOLUTION TO AUTHORIZE AN APPLICATION FOR A STAFFING FOR ADEQUATE FIRE AND
EMERGENCY RESPONSE (SAFER) GRANT IN THE AMOUNT OF $450,000.00 TO HIRE THREE FULL-
TIME FIREFIGHTERS
WHEREAS, the Federal Emergency Management Agency's (FEMA) Grant Programs Directorate implements and
administers the Staffing for Adequate Fire and Emergency Response (SAFER) grant program; and
WHEREAS, SAFER grants were created to provide funding directly to fire departments and volunteer firefighter
interest organizations to help them increase or maintain the number of trained "front line" firefighters available in their
communities; and
WHEREAS, the goal of SAFER is to enhance a local fire department's ability to comply with staffing, response and
operational standards established by the NFPA; and
WHEREAS, the Fire Department would like to utilize this opportunity to submit an application for a SAFER grant to
fund three additional firefighter positions.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to submit an
application for the FY 2024 Staffing for Adequate Fire and Emergency Response (SAFER) grant in the amount of
$450,000.00 to hire three full-time firefighters.
PASSED and APPROVED on July 1, 2025
Approved:
* �0�
Attest:
` •,ERK / TR�4
%9S 99H�N`.,PS Z�j
Molly Rawn, Mayor Kara Paxton, City Clerk Treasurer
Page 1
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF JULY 1, 2025
TO: Mayor Rawn and City Council
CITY COUNCIL MEMO
2025-985
THRU: Brad Hardin, Fire Chief
FROM: Granville Wynn, Financial Analyst - Fire
SUBJECT: Staff request approval to apply for the FY 2024 Staffing for Adequate Fire and
Emergency Response (SAFER) Grant program.
RECOMMENDATION:
Fire Department Administration recommends approval to apply for the FY 2024 Staffing for Adequate Fire and
Emergency Response (SAFER) Grant program which, if awarded, will be used to hire 3 full-time firefighters to
help facilitate 24-hour coverage for our frontline Ladder 6 Fire Apparatus in the estimated amount of $450,000.
BACKGROUND:
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. The Staffing for Adequate Fire and Emergency Response Grants (SAFER) was created to
provide funding directly to fire departments and volunteer firefighter interest organizations to help them
increase or maintain the number of trained, "front line" firefighters available in their communities. The goal of
SAFER is to enhance the local fire departments' abilities to comply with staffing, response and operational
standards established by the NFPA (NFPA 1710).
DISCUSSION:
The Fire Department would like to utilize this opportunity to submit an application for the SAFER grant program
to request funding for three (3) additional firefighter positions. Per the FY2024 Notice of Funding Opportunity
Document, "if awarded, recipients are required to contribute 25 percent of the actual costs incurred in each of
the first and second years of the grant; and 65 percent of the actual costs incurred in the third year of the grant.
In the first and second years of the grant, the amount of federal funding may not exceed 75 percent of the
usual annual cost of a first year firefighter in that department at the time the grant application was submitted;
and in the third year of the grant the amount of federal funding may not exceed 35 percent of the usual annual
cost of a first year firefighter in that department. The "usual annual cost" includes a firefighter's base salary
(excluding non-FLSA overtime) and standard benefits package (including the average annual cost of health,
dental, and vision insurance; FICA; life insurance; retirement and/or pension contributions; etc.) offered by the
fire department to first -year firefighters." The SAFER Grant has a three—year period of performance.
BUDGET/STAFF IMPACT:
If awarded and accepted, the FY 2024 SAFER Grant Program will increase our full-time equivalent (FTE) staff
by three (3) firefighter positions, and a budget adjustment will appropriate funding for the grant award. The
City will incur the initial new hire expenses of training, bunker gear, uniforms, physical examinations, and non-
scheduled overtime hours. This will be in addition to the 25% of actual costs incurred for the first year The
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
"usual annual cost" includes a firefighter's base salary (excluding non-FLSA overtime) and standard benefits
package (including the average annual cost of health, dental, and vision insurance; FICA; life insurance;
retirement and/or pension contributions; etc.). During the second year of the SAFER grant performance period
the City would pay 25% of actual costs incurred and the cost of non-scheduled overtime. In the third year of
the SAFER grant performance period, the City would incur 65% of the actual costs incurred and the cost of
non-scheduled overtime. The Budget Estimate Summary reflects estimated grant funds reimbursing the city
approximately $450,000 with the City's net estimated expenses over the grant period projected to be
approximately $307,000.
ATTACHMENTS: 3. Staff Review Form, 4. Cost Estimate Summary, 5. FY2024 SAFER Notice of Funding
Opportunity
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
== City of Fayetteville, Arkansas
y 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
- Legislation Text
File #: 2025-985
A RESOLUTION TO AUTHORIZE AN APPLICATION FOR A STAFFING FOR ADEQUATE
FIRE AND EMERGENCY RESPONSE (SAFER) GRANT IN THE AMOUNT OF $450,000.00
TO HIRE THREE FULL-TIME FIREFIGHTERS
WHEREAS, the Federal Emergency Management Agency's (FEMA) Grant Programs Directorate
implements and administers the Staffing for Adequate Fire and Emergency Response (SAFER) grant
program; and
WHEREAS, SAFER grants were created to provide funding directly to fire departments and volunteer
firefighter interest organizations to help them increase or maintain the number of trained "front line"
firefighters available in their communities; and
WHEREAS, the goal of SAFER is to enhance a local fire department's ability to comply with staffing,
response and operational standards established by the NFPA; and
WHEREAS, the Fire Department would like to utilize this opportunity to submit an application for a
SAFER grant to fund three additional firefighter positions.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to
submit an application for the FY 2024 Staffing for Adequate Fire and Emergency Response (SAFER)
grant in the amount of $450,000.00 to hire three full-time firefighters.
Page 1
Brad Hardin
Submitted By
City of Fayetteville Staff Review Form
2025-985
Item ID
7/1/2025
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
6/11/2025 FIRE (300)
Submitted Date Division / Department
Action Recommendation:
Fire Department Administration recommends approval to apply for the FY 2024 Staffing for Adequate Fire and
Emergency Response (SAFER) Grant program which, if awarded, will be used to hire 3 full-time firefighters to help
facilitate 24-hour coverage for our frontline Ladder 6 Fire Apparatus in the estimated amount of $450,000.
Account Number
Project Number
Budgeted Item? No
Does item have a direct cost? No
Is a Budget Adjustment attached? No
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Budget Impact:
Fund
Project Title
Total Amended Budget
$ -
Expenses (Actual+Encum)
$ -
Available Budget
Item Cost
$ -
Budget Adjustment
$ -
Remaining Budget
V20221130
Previous Ordinance or Resolution #
Approval Date:
FY2024 SAFER Hiring Grant
Budget Summary
2026-2028
Base Annual Pay
Holiday Pay
Premium Holiday Pay
Fringe Benefits per Firefighter
Medicare
Health Insurance
LTD Insurance
ADD Insurance
Life Insurance
Retirement
Total Salary and Fringe per Firefighter
Total--3 New Firefighters
Cost Share--3 New Firefighters
Grant Program (75%, 75%, 35%)of first year FF Pay at time of application
City's General Fund
Total Source of Funds
2026 2027 202E
Year1 Year2 Year3
Step A Step B Step C
$50,740.56 $52,846.56 $54,952.56
$1,879.28 $1,957.28 $2,035.28
$2,023.84 $2,107.84 $2,191.84
Total Base Pay $54,643.68 $56,911.68 $59,179.68
Estimated 3 years of City Funds $306,507.70
Estimated 3 years of Grant Funds $450,458.42
Uniform & Equipment per Firefighter --Covered by City
Physical Exams & EAP Services
Office 365
Bunker Gear Items and Boots
Uniforms, Duty Boots, and Shoes
$826.00 $860.00 $894.00
$10,248.00 $10,248.00 $10,248.00
$174.00 $181.00 $189.00
$6.00 $6.00 $6.00
$181.00 $190.00 $197.00
$15,085.00 $15,711.00 $16,337.00
$26,520.00 $27,196.00 $27,871.00
$81,163.68 $84,107.68 $87,050.68
$243,491.04 $252,323.04 $261,152.04
$182,618.28 $182,618.28 $85,221.86
$60,872.76 $69,704.76 $175,930.18
$243,491.04 $252,323.04 $261,152.04
Year1 Year2 Year3
$1,000 $1,000 $1,000
$284 $284 $284
$3,600
$6,184.00 $1,784.00 $1,784.00 1
Non -Scheduled Overtime --Estimated at 100 hours of O.T.
Per Firefighter (300 Hrs. of OT) $8,131.50 $8,469.00 $8,806.50
I
The Department of Homeland Security (DHS)
Notice of Funding Opportunity (NOFO)
Fiscal Year 2024 Staffing for Adequate Fire and Emergency Response (SAFER)
Grant Program
Fraud, waste, abuse, mismanagement, and other criminal or noncriminal misconduct related to
this program may be reported to the Office of Inspector General (OIG) Hotline. The toll -free
numbers to call are 1 (800) 323-8603 and TTY 1 (844) 889-4357.
Contents
1. Basic Information........................................................................................................................ 4
A. Agency Name.............................................................................................................................
4
B. NOFO Title................................................................................................................................
4
C. Announcement Type..................................................................................................................
4
D. Funding Opportunity Number....................................................................................................
4
E. Assistance Listing Number........................................................................................................ 4
F. Expected Total Funding.............................................................................................................
4
G. Anticipated Number of Awards.................................................................................................
4
H. Expected Award Range.............................................................................................................
4
I. Projected Application Start Date.................................................................................................
4
J. Projected Application End Date.................................................................................................. 4
K. Anticipated Funding Selection Date.......................................................................................... 4
L. Anticipated Award Date............................................................................................................. 4
M. Projected Period of Performance Start Date............................................................................. 4
N. Projected Period of Performance End Date............................................................................... 4
O. Executive Summary................................................................................................................... 5
P. Agency Contact.......................................................................................................................... 5
2. Eligibility.................................................................................................................................... 6
A. Eligible Entities/Entity Types.................................................................................................... 6
B. Project Type Eligibility.............................................................................................................. 7
C. Requirements for Personnel, Partners, and Other Parties.......................................................... 8
D. Maximum Number of Applications........................................................................................... 8
E. Additional Restrictions............................................................................................................... 8
F. References for Eligibility Factors within the NOFO.................................................................. 9
G. Cost Sharing Requirement.......................................................................................................
10
H. Cost Share Description, Type and Restrictions.......................................................................
10
I. Cost Sharing Calculation Example............................................................................................
10
J. Required information for verifying Cost Share........................................................................
10
3. Program Description..............................................................................................................
11
A. Background, Program Purpose, and Program History.............................................................
11
B. Goals, Objectives, and Priorities..............................................................................................
11
C. Program Rationale....................................................................................................................
12
D. Federal Assistance Type..........................................................................................................
12
E. Performance Measures and Targets.........................................................................................
12
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F. Program -Specific Unallowable Costs.......................................................................................
13
G. General Funding Requirements...............................................................................................
13
H. Indirect Costs (Facilities and Administrative Costs)...............................................................
13
I. Management and Administration (M&A) Costs.......................................................................
14
J. Pre -Award Costs.......................................................................................................................
14
K. Beneficiary Eligibility..............................................................................................................
14
L. Participant Eligibility...............................................................................................................
14
M. Authorizing Authority.............................................................................................................
15
N. Appropriation Authority..........................................................................................................
15
O. Budget Period..........................................................................................................................
15
P. Prohibition on Covered Equipment or Services.......................................................................
15
4. Application Contents and Format.............................................................................................
15
A. Pre -Application, Letter of Intent, and Whitepapers..............................................................
15
B. Application Content and Format...........................................................................................
15
C. Application Components.......................................................................................................
15
D. Program -Specific Required Documents and Information.....................................................
16
E. Post -Application Requirements for Successful Applicants ...................................................
16
5. Submission Requirements and Deadlines.................................................................................
16
A. Address to Request Application Package..............................................................................
16
B. Application Deadline.............................................................................................................
18
C. Pre -Application Requirements Deadline...............................................................................
18
D. Post -Application Requirements Deadline.............................................................................
18
E. Effects of Missing the Deadline............................................................................................
18
6. Intergovernmental Review........................................................................................................
19
A. Requirement Description and State Single Point of Contact ................................................
19
7. Application Review Information..............................................................................................
19
A. Threshold Criteria..................................................................................................................
19
B. Application Criteria...............................................................................................................
19
C. Financial Integrity Criteria....................................................................................................
20
D. Supplemental Financial Integrity Criteria and Review.........................................................
20
E. Reviewers and Reviewer Selection.......................................................................................
21
F. Merit Review Process............................................................................................................
21
G. Final Selection.......................................................................................................................
25
8. Award Notices..........................................................................................................................
25
A. Notice of Award....................................................................................................................
25
B. Pass -Through Requirements..................................................................................................
26
C. Note Regarding Pre -Award Costs.........................................................................................
26
D. Obligation of Funds...............................................................................................................
26
E. Notification to Unsuccessful Applicants...............................................................................
26
9. Post -Award Requirements and Administration........................................................................
26
A. Administrative and National Policy Requirements...............................................................
26
B. DHS Standard Terms and Conditions...................................................................................
26
a. Ensuring the Protection of Civil Rights..................................................................................
27
C. Financial Reporting Requirements........................................................................................
27
D. Programmatic Performance Reporting Requirements...........................................................
27
E. Closeout Reporting Requirements.........................................................................................
27
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F.
Disclosing Information per 2 C.F.R. § 180.335....................................................................
28
G.
Reporting of Matters Related to Recipient Integrity and Performance .................................
29
H.
Single Audit Report ...............................................................................................................
29
I.
Monitoring and Oversight.....................................................................................................
29
J.
Program Evaluation...............................................................................................................
30
K.
Additional Performance Reporting Requirements................................................................
30
10.
Other Information...................................................................................................................
30
A.
Period of Performance Extension..........................................................................................
30
B.
Other Information..................................................................................................................
31
11.
Appendix A — FY 2024 SAFER Program Updates................................................................
38
12.
Appendix B — Programmatic Information and Priorities........................................................
39
A.
Ineligible Applications and Organizations............................................................................
39
B.
Supporting Definitions for this NOFO..................................................................................
41
C.
Application Tips....................................................................................................................
43
D.
Funding Limitation................................................................................................................
44
E.
Funding Priorities..................................................................................................................
45
F.
Hiring Activity Overview......................................................................................................
45
G.
R&R Activity — Fire Departments Overview........................................................................
46
H.
R&R Activity — National, State, Local, Territorial, or Federally Recognized Tribal Nation
Volunteer Firefighter Interest Organizations (Interest Organizations) Overview .................
49
I.
Eligible and Ineligible Costs and Requirements...................................................................
50
13.
Appendix C — Award Administration Information.................................................................
60
A.
Help FEMA Prevent Fraud, Waste, and Abuse.....................................................................
60
B.
Grant Writer/Preparation Fees...............................................................................................
60
C.
Maintenance and Sustainment...............................................................................................
61
D.
Taxes, Fees, Levies, and Assessments..................................................................................
61
E.
Excess Funds.........................................................................................................................
62
F.
Payments and Amendments..................................................................................................
62
G.
Disposition of Grant -Funded Equipment..............................................................................
64
H.
Post -Award Recipient Responsibilities.................................................................................
64
FEMA Version 25-01
1. Basic Information
A. Agency Name
Department of Homeland Security (DHS), Federal Emergency
Management Agency (FEMA), Resilience/Grant Programs Directorate
(GPD)
B. NOFO Title
Staffing for Adequate Fire and Emergency Response (SAFER) Grant
C. Announcement
Initial
Type
D. Funding
DHS-24-GPD-083-00-99
Opportunity Number
E. Assistance Listing
97.083
Number
F. Expected Total
$324,000,000
Funding
G. Anticipated
300 awards
Number of Awards
H. Expected Award
N/A
Range
I. Projected
05/23/2025 9:00 a.m. Eastern Time (ET)
Application Start
Date
J. Projected
07/03/2025 5:00 p.m. ET
Application End Date
K. Anticipated
No later than 08/18/2025
Funding Selection
Date
L. Anticipated
Beginning on approximately Aug 18, 2025, and continuing thereafter
Award Date
until all FY 2024 SAFER Program grant awards are issued (but no
later than September 30, 2025).
M. Projected Period
N/A1
of Performance Start
Date
N. Projected Period
N/A
of Performance End
Date
1 FEMA funds SAFER Program awards on a rolling basis; as such, the date the FEMA Assistant Administrator for
the Grant Programs Directorate signs the obligating document dictates the unique Period of Performance start and
end dates for each award.
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O. Executive The Fiscal Year (FY) 2024 Staffing for Adequate Fire and Emergency
Summary Response (SAFER) Grant Program (hereafter referred to as the
SAFER Program) is one of three grant programs that constitute the
Department of Homeland Security (DHS), Federal Emergency
Management Agency's (FEMA) focus on enhancing the safety of the
public and firefighters with respect to fire and fire -related hazards.
The SAFER Program provides funding directly to fire departments
and volunteer firefighter interest organizations to assist in increasing
the number of firefighters to help communities meet industry
minimum standards and attain 24-hour staffing to provide adequate
protection from fire and fire -related hazards, and to fulfill traditional
missions of fire departments. Since 2005, the SAFER Program has
awarded approximately $5.8 billion in grant funding to provide
critically needed resources to hire new, additional firefighters (or to
change the status of part-time or paid -on -call firefighters to full-time
firefighters), as well as recruitment and retention of volunteer
firefighters. Information about success stories for this program can be
found at Assistance to Firefighters Grants Program I FEMA. og_v.
P. Agency Contact a. SAFER Program Office Contact
The SAFER Program Help Desk provides technical assistance to
applicants for the online completion and submission of applications
into FEMA Grants Outcomes (FEMA GO), answers questions
concerning applicant eligibility, recipient responsibilities, and helps in
the programmatic administration of awards. The SAFER Program
Help Desk can be contacted at (866) 274-0960 or by email at
FireGrantsAfema.dhs.gov. Normal hours of operation are Monday
through Friday, 8:00 a.m. — 4:30 p.m. ET.
Guidance documents such as application tutorials, Self -Evaluation
Guides, and Frequently Asked Questions (FAQs) are also provided to
further explain the current SAFER Program, assist with the online
grant application, and highlight lessons learned and changes for FY
2024. For more details, please visit the SAFER Program website.
b. FEMA Grants News
This channel 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.
FEMA Grants News Team is reachable at fema- rg ants-
news&fema.dhs.gov or (800) 368-6498, Monday through Friday, 9:00
a.m. — 5:00 p.m. ET.
c. Grant Programs Directorate (GPD) Award Administration
Division
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GPD's Award Administration Division (AAD) provides support
regarding financial matters and budgetary technical assistance. AAD
can be contacted at ASK-GMDkfema.dhs. og_v.
d. FEMA Regional Offices
Assistance to Firefighters Grants Regional Contacts also may provide
fiscal support, including pre- and post -award administration and
technical assistance. Assistance to Firefighters Grants Regional Office
contacts are available at Assistance to Firefighters Grants Regional
Contacts I FEMA.gov.
e. Civil Rights
The FEMA Office of Civil Rights is responsible for ensuring
compliance with and enforcement of federal civil rights obligations in
connection with programs and services conducted by FEMA. They are
reachable at FEMA-CivilRightsOfficekfema.dhs.gov.
f. Environmental Planning and Historic Preservation
The FEMA Office of Environmental Planning and Historic
Preservation (OEHP) provides guidance and information about the
EHP review process to FEMA programs and recipients and
subrecipients. Send any inquiries regarding compliance for FEMA
grant projects under this NOFO to FEMA-OEHP-
NOFOQuestions(afema.dhs. gov.
g. Payment and Reporting System
Payments are requested through FEMA GO. The Direct
Deposit/Electronic Funds Transfer (DD/EFT) method of payment is
used for recipients. For any questions about the system, contact the
Customer Service Center at (866) 927-5646 or ask-
GMD(&fema.dhs.gov.
h. FEMA GO
For technical assistance with the FEMA GO system, please contact the
FEMA GO Helpdesk at femago(i_Uema.dhs.gov or (877) 585-3242,
Monday through Friday, 9:00 a.m. — 6:00 p.m. ET.
2. Llliglblll
A. Eligible Only the following entities or entity types are eligible to apply.
Entities/Entity Types
a. Applicants
• Fire departments; and
• National, regional, state, local, tribal, and nonprofit interest
or anizations representing the interests of volunteer
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firefighters are eligible to receive a SAFER Program award
under the R&R Activity.
See Section A of Appendix B — Programmatic Information and
Priorities for additional information on ineligible applications and
organizations.
b. Subapplicants
Subapplicants and subawards are not allowed.
B. Project Type Applicants and recipients should actively coordinate and
Eligibility collaborate with their local and state authorities to help ensure
and prioritize the commitment of future non-federal investments
in order to sustain staffing capabilities once an award's period of
performance ends.
a. Allowable Project Types
1. Hiring Activity
The Hiring Activity offers grants to support applications to hire new,
additional firefighters (or to change the status of part-time or paid -on -
call firefighters to full-time firefighters). National, regional, state,
local, Tribal Nation, and nonprofit interest organizations representing
the interests of volunteer firefighters are not eligible to receive a
SAFER Program award under the Hiring Activity.
2. R&R Activity
The R&R Activity offers grants to support applications 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. Career fire departments are not
eligible to apply for funding under the R&R Activity.
Each activity has its own application and eligibility requirements, as
further outlined in Appendix B — Programmatic Information and
Priorities of this NOFO.
b. Unallowable Project Types
• Under the R&R Activity, applications that request a Staffing
Needs Assessment or Risk Assessment project are precluded
from applying for additional R&R- related activities.
• FEMA will not fund any projects, activities, or line items that
are covered under a department's normal operating budget.
Federal funding may not be used to supplant (i.e., replace) an
or
FEMA Version 25-01
• Applicants may not use award funds for matching funds for
any other federal grants or cooperative agreements, for
lobbying, or for intervention in federal regulatory or
adjudicatory proceedings.
• Applicants may not use federal funds to sue the Federal
Government or any other government entity.
C. Requirements for
An application submitted by an otherwise eligible non-federal entity
Personnel, Partners,
(i.e., the applicant) may be deemed ineligible when the person that
and Other Parties
submitted the application is not: 1) a current employee, personnel,
official, staff, or leadership of the non-federal entity; and 2) duly
authorized to apply for an award on behalf of the non-federal
entity at the time of application.
Further, the Authorized Organization Representative (AOR) must be a
duly authorized current employee, personnel, official, staff, or
leadership of the recipient and provide an email address unique to
the recipient at the time of application and upon any change in
assignment during the period of performance. Consultants or
contractors of the recipient are not permitted to be the AOR of
the recipient.
Information on ineligible applications and organizations is in
Appendix B of this NOFO.
D. Maximum
The maximum number of applications that can be submitted is one
Number of
application per activity.
Applications
E. Additional
a. Period of Performance Restrictions
Restrictions
1. Hiring Activity
The period of performance for applications funded under the Hiring
Activity will be 36 months.
A default 180-day recruitment period begins when FEMA approves an
application for an award under this activity.
The 36-month period of performance automatically starts after the
180-day recruitment period, regardless of whether the recipient has
successfully hired the requested firefighters. The period of
performance cannot start later than 180 days after the award date.
If a recipient can hire all SAFER Program -funded firefighters during
the 180-day recruitment period, the period of performance may begin
at that time. In these instances, recipients must submit an amendment
requesting that the period of performance start before the end of the
180-day recruitment period if they wish to begin the period early.
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2. R&R Activity
The period of performance for applications funded under the R&R
Activity will be 12, 24, 36, or 48 months.
A default 90-day recruitment period begins when FEMA approves the
application for award. This period allows each recipient time to gather
resources, initiate processes, and finalize contracts needed to
implement SAFER Program activities before the start of the period of
performance to maximize the funding's availability. However, the
recipient can only expend funds within the period of performance.
The period of performance automatically starts after the 90-day
recruitment period ends, regardless of whether the recipient has begun
implementing its grant award. The period of performance cannot start
later than 90 days after the award date.
If a recipient can begin its recruitment or retention activities during the
90-day recruitment period, the period of performance may begin at
that time. In these instances, recipients must submit an amendment
requesting that the period of performance start before the end of the
90-day recruitment period if they wish to begin the period early.
Extensions to the period of performance are allowed for R&R Activity
grants only. For additional information on period of performance
extensions, please refer to Section 10.A.
b. National Incident Management System (NIMS) Implementation
SAFER Program applicants are not required to comply with NIMS to
apply for SAFER Program funding or to receive a SAFER Program
award. Any applicant who receives an FY 2024 SAFER Program
award must achieve the level of NIMS compliance required by the
Authority Having Jurisdiction (AHJ) over the applicant's emergency
service operations (e.g., a local government), prior to the end of the
grant's period of performance.
F. References for Please see the following references provided below:
Eligibility Factors
within the NOFO 1. Subsection 7.A. Threshold Criteria
2. Subsection 7.13. Application Criteria
3. Subsection 7.C. Financial Inte r�ity Criteria
4. Subsection 7.1). Supplemental Financial Integrity Criteria and
Review
5. Appendix B — Programmatic Information and Priorities
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10
G. Cost Sharing
For Hiring Activity grants, recipients are required to contribute non -
Requirement
federal funds as a cost share.
For R&R Activity grants, there is no cost share requirement.
H. Cost Share
For Hiring Activity grants, recipients are required to contribute 25
Description, Type
percent of the actual costs incurred in each of the first and second
and Restrictions
years of the grant; and 65 percent of the actual costs incurred in the
third year of the grant.
In the first and second years of the grant, the amount of federal
funding may not exceed 75 percent of the usual annual cost of a first -
year firefighter in that department at the time the grant application was
submitted; and in the third year of the grant the amount of federal
funding may not exceed 35 percent of the usual annual cost of a first -
year firefighter in that department.
The "usual annual cost" includes a firefighter's base salary (excluding
non-FLSA overtime) and standard benefits package (including the
average annual cost of health, dental, and vision insurance; FICA; life
insurance; retirement and/or pension contributions; etc.) offered by the
fire department to first -year firefighters.
FEMA does not require recipients to demonstrate availability of cost
share funds at the time of application. However, before FEMA issues
an award it may contact potential awardees to determine whether the
recipient possesses the necessary non-federal funding.
For R&R Activity grants, there is no cost share requirement.
I. Cost Sharing
Assuming that the usual annual cost of a first -year firefighter in a
Calculation Example
department at the time of the grant application is $120,000 per year
and the department actually incurred $100,000 per year in each year of
the grant, the following cost share requirements and position cost
limits would apply:
1. Cost Share Requirement: The grant recipient is required to
contribute $25,000 in Year 1; $25,000 in Year 2; and $65,000
in Year 3.
2. Position Cost Limit: The amount of federal funding cannot
exceed $90,000 in Year 1; $90,000 in Year 2; and $42,000 in
Year 3.
J. Required
a. Minimum Budget Requirement
information for
verifying Cost Share
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In accordance with 15 U.S.C. § 2229a(c)(2), in order to be eligible for
SAFER Program funding, applicants are required to certify that their
annual budget for fire -related programs and emergency response has
not been reduced below 80 percent of the applicant's average funding
level in the three years prior to the application date.
3. Program Description
A. Background, Program Purpose, and Program History
The Fiscal Year (FY) 2024 Staffing for Adequate Fire and Emergency Response (SAFER) Grant
Program (hereafter referred to as the SAFER Program) is one of three grant programs that
constitute the Department of Homeland Security (DHS), Federal Emergency Management
Agency's (FEMA) focus on enhancing the safety of the public and firefighters with respect to
fire and fire -related hazards. The SAFER Program provides funding directly to fire departments
and volunteer firefighter interest organizations to assist in increasing the number of firefighters
to help communities meet industry minimum standards and attain 24-hour staffing to provide
adequate fire protection from fire and fire -related hazards, and to fulfill traditional missions of
fire departments. Since 2005, the SAFER Program has awarded approximately $5.8 billion in
grant funding to provide critically needed resources to hire new, additional firefighters (or to
change the status of part-time or paid -on -call firefighters to full-time firefighters), as well as
recruitment and retention of volunteer firefighters. Information about success stories for this
program can be found at Assistance to Firefighters Grants Program I FEMA.gov.
The SAFER Program is part of a comprehensive set of measures authorized by Congress and
implemented by DHS. In awarding grants, the FEMA Administrator is required to consider:
• The findings and recommendations of the Technical Evaluation Panel;
• The degree to which an award will reduce deaths, injuries, and property damage by
reducing the risks associated with fire -related and other hazards;
• The extent of an applicant's need for a SAFER Program grant and the need to protect the
United States as a whole; and
• The number of calls requesting or requiring a firefighting or emergency medical response
received by an applicant.
B. Goals, Objectives, and Priorities
Goal: To enhance local fire departments' abilities to comply with staffing, response and
operational standards established by the National Fire Protection Association (NFPA 1710 or
NFPA 17202).
2 NFPA 1710 and 1720 are lapsing in 2026 and will be consolidated under the proposed NFPA 1750. FEMA is
working with the NFPA Standards Council to evaluate deployment of fire suppression operations. No decisions have
been made and FEMA will issue additional guidance when more information becomes available. While the goal of
the grant is to increase compliance with NFPA 1710 or 1720, 24-hour staffing is not a requirement of the SAFER
Program.
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Objectives: The objectives of the SAFER Program are to are to provide funding to communities
so they may:
• Increase the number of firefighters to meet industry minimum standards;
• Increase the number of trained personnel assembled at the incident scene;
• Attain 24-hour staffing to improve deployment capabilities; and
• Fulfill traditional missions of fire departments (respond to emergencies and provide
adequate fire protection from fire and fire -related hazards).
Priorities: Information on program priorities and objectives for the FY 2024 SAFER Program
can be found in Appendix B — Programmatic Information and Priorities of this NOFO.
C. Program Rationale
The SAFER Program represents part of a comprehensive set of measures authorized by Congress
and implemented by DHS. Among the six DHS Missions noted in the Department of Homeland
Security's Strategic, the SAFER Program supports Mission Five: Build a Resilient Nation
and Respond to Incidents. By increasing the number of trained firefighters, the SAFER Program
improves deployment capabilities to respond to emergencies and provide adequate protection
from fire and fire -related hazards. The SAFER Program also aims to support objectives outlined
under Mission Five in the Strategic Plan including:
Objective 5.1: Coordinate Federal Response to Incidents
Objective 5.2: Strengthen National Resilience
Objective 5.4: Enhance Training and Readiness of First Responders
Through these objectives, FEMA creates a vision for the field of emergency management and
sets an ambitious, yet achievable, path forward to unify and further professionalize emergency
management across the country. We invite all our stakeholders and partners to join us in building
a more prepared and resilient nation.
D. Federal Assistance Type
Grant
E. Performance Measures and Targets
The grant recipient is required to collect data to allow FEMA to measure performance of the
awarded grant in support of the SAFER Program metrics, which are tied to the programmatic
objectives and priorities. To measure performance, FEMA may request information throughout
the period of performance. In its final performance report submitted at closeout, the recipient
must submit sufficient information to demonstrate it has met the performance goal as stated in its
award. FEMA will measure the recipient's performance of the grant by comparing the number of
items, supplies, projects, and activities needed and requested in its application with the number
of items, supplies, projects, and activities acquired and delivered by the end of the period of
performance using the following programmatic metrics:
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Percentage of "majority career" SAFER Program recipients who reported and provided
evidence that the grant funding increased compliance with structural fire responses that
complied with NFPA 1710 structural response standards;
Percentage of "majority volunteer" SAFER Program recipients who reported and
provided evidence that the grant funding increased compliance with structural fire
responses that complied with NFPA 1720 structural response standards; and
Percentage of SAFER Program recipients who reported and provided evidence that the
grant funding increased compliance with NFPA 1710 or 1720 assembly and deployment
standards.
The target for these measures is the number of firefighters hired and the structural fire responses
that complied with NFPA 1710 structural response standards. The measure will be assessed by
how the addition of new firefighters has resulted in a percentage increase in compliance with the
relevant section of the NFPA standards.
F. Program -Specific Unallowable Costs
Construction costs are not allowable under the SAFER Program. Construction includes major
alterations to a building that changes the profile or footprint of the structure.
Modifications to facilities described in Appendix B — Programmatic Information and Priorities
are not considered construction costs for purposes of general award cost categorization and may
be eligible. However, modifications to facilities activities might be considered "construction" for
purposes of procurement or environmental protection and historic preservation purposes.
G. General Funding Requirements
Costs charged to federal awards (including federal and non-federal cost share funds) must
comply with applicable statutes, rules and regulations, policies, this NOFO, and the terms and
conditions of the federal award. This includes, among other requirements, that costs must be
incurred, and products and services must be delivered within the budget period. 2 C.F.R.
200.403(h).
Recipients may not use federal funds or any cost share funds for the following activities:
1. Matching or cost sharing requirements for other federal grants and cooperative
agreements (see 2 C.F.R. § 200.306).
2. Lobbying or other prohibited activities under 18 U.S.C. $ 1913 or 2 C.F.R. 20�.
3. Prosecuting claims against the federal government or any other government entity (see 2
C.F.R... 20�).
H. Indirect Costs (Facilities and Administrative Costs)
Indirect costs are allowed for recipients and subrecipients.
Indirect costs (IDC) are costs incurred for a common or joint purpose benefitting more than one
cost objective and not readily assignable to specific cost objectives without disproportionate
effort. Indirect costs are allowable only under R&R Activity for this program as described in 2
C.F.R. Part 200, including 2 C.F.R. § 200.414. Applicants with a current negotiated IDC rate
agreement who desire to charge indirect costs to a federal award must provide a copy of their
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IDC rate agreement with their applications. Not all applicants are required to have a current
negotiated IDC rate agreement. Applicants that are not required to have a negotiated IDC rate
agreement, but are required to develop an IDC rate proposal, must provide a copy of their
proposal with their applications. Applicants without a current negotiated IDC rate agreement
(including a provisional rate) and wish to charge the de minimis rate must reach out via email to
FireGrantsgfema.dhs.gov for further instructions. Applicants who wish to use a cost allocation
plan in lieu of an IDC rate proposal must also reach out via email to FireGrants(a),fema.dhs.gov
for further instructions. As it relates to the IDC for subrecipients, a recipient must follow the
requirements of 2 C.F.R. §§ 200.332 and 200.414 in approving the IDC rate for subawards.
I. Management and Administration (M&A) Costs
M&A costs are allowed under the R&R Activity only. M&A costs are not eligible under the
Hiring Activity.
No more than 3% of the federal share of SAFER Program funds awarded may be expended by
the recipient for M&A for purposes associated with the SAFER Program award. M&A activities
are those directly related to the management and administration of the SAFER award funds, such
as financial management and monitoring. M&A expenses should be based only on actual
expenses or known contractual costs; requests that are simple percentages of the award or
estimates, without supporting justification or adequate documentation will not be allowed or
considered for reimbursement. Salaries and fringe benefits for personnel directly supporting the
grant are not required to be included in the M&A budget line item.
M&A are not overhead costs but are necessary direct costs incurred in direct support of the
federal award or as a consequence of it, such as travel, meeting -related expenses, and salaries of
full/part-time staff in direct support of the program. As such, M&A costs can be itemized in
financial reports.
J. Pre -Award Costs
The following pre -award costs are allowable:
1. Fees for grant writers.
Generally, grant funds cannot be used to pay for products and services contracted for or
obligated prior to the effective date of the award.
See Appendix C — Award Administration Information for further information regarding grant
writer fees and Section 10.B. Other Information for general procurement under grants
requirements.
K. Beneficiary Eligibility
To be an eligible beneficiary, there are no program requirements. This NOFO and any
subsequent federal awards create no rights or causes of action for any beneficiary.
L. Participant Eligibility
To be an eligible participant, there are no program requirements. This NOFO and any subsequent
federal awards create no rights or causes of action for any participant.
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M. Authorizing Authority
Section 34 of the Federal Fire Prevention and Control Act of 1974, Pub. L. No. 93-498, as
amended (15 U.S.C. § 2229a).
N. Appropriation Authority
Department of Homeland Security Appropriations Act, 2024, Pub. L. No. 118-47, Title I1I,
Protection, Preparedness, Response, and Recovery, Federal Emergency Management Agency,
Financial Assistance (2024 DHS Appropriations Act).
O. Budget Period
There will be only a single budget period with the same start and end dates as the period of
performance.
P. Prohibition on Covered Equipment or Services
Recipients, subrecipients, and their contractors or subcontractors must comply with the
prohibitions set forth in Section 889 of the John S. McCain National Defense Authorization Act
for Fiscal Year 2019, which restricts the purchase of covered telecommunications and
surveillance equipment and services. Please see 2 C.F.R. §§ 200.216, 200.327, 200.471, and
Appendix II to 2 C.F.R. Part 200, and FEMA Policy #405-143-1 - Prohibitions on Expending
FEMA Award Funds for Covered Telecommunications Eauipment or Services for more
information.
4. Application Contents and Format
A. Pre -Application, Letter of Intent, and Whitepapers
Pre -applications, letters of intent, and whitepapers are not required to be eligible to apply.
B. Application Content and Format
Applications are processed through the FEMA GO system. To access the system, go to
hllps:Hgo.fema.gov//. Additional application and program guidance documents are available at
the SAFER Program website. Applicants will be prompted to submit the standard application
information and any program -specific information required as described in Sections 4.C.
Application Components and 4.1). Program -Specific Required Documents and Information of
this NOFO. The Standard Forms (SF) may be accessed in the Forms tab at Forms I Grants.gov.
Applicants should review these forms before applying to ensure they have all the information
required.
After submitting the final application, FEMA GO will provide either an error message or a
successfully received transmission in the form of an email sent to the AOR that submitted the
application. Applicants using slow internet connections, such as dial -up connections, should be
aware that transmission can take some time before FEMA GO receives your application.
For additional application submission requirements, including program -specific requirements,
please refer to the Section 4.C. Application Components of this NOFO.
C. Application Components
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The following forms or information are required to be submitted via FEMA GO. The Standard
Forms (SF) are also available at Forms I Grants.gov.
• SF-424, Application for Federal Assistance
• Grants.gov Lobbying Form, Certification Regarding Lobbying
• SF-424A, Budget Information (Non -Construction)
• SF-42413, Standard Assurances (Non -Construction)
• SF-LLL, Disclosure of Lobbying Activities
D. Program -Specific Required Documents and Information
For program -specific updates and information, please see the Appendix A — FY 2024 SAFER
Program Updates, Appendix B — Programmatic Information and Priorities, and Appendix C —
Award Administration Information.
E. Post -Application Requirements for Successful Applicants
Applicants likely to be funded may receive a request for additional information by email prior to
award. Applicants must respond to the request to move forward with the grant review process.
5. Submission Requirements and Deadlines
A. Address to Request Application Package
Applications are processed through the FEMA GO system. To access the system, go to FEMA
GO.
Steps Required to Apply for An Award Under This Program and Submit an Application:
To apply for an award under this program, all applicants must:
a. Apply for, update, or verify their Unique Entity Identifier (UEI) number and Employer
Identification Number (EIN) from the Internal Revenue Service;
b. In the application, provide an UEI number;
c. Have an account with login.gov;
d. Register for, update, or verify their SAM account and ensure the account is active before
submitting the application;
e. Register in FEMA GO, add the organization to the system, and establish the Authorized
Organizational Representative (AOR). The organization's electronic business point of
contact (eBiz POC) from the SAM registration may need to be involved in this step. For
step-by-step instructions, see the FEMA GO Startup Guide;
f. Submit the complete application in FEMA GO; and
g. Always maintain an active SAM registration with current information when the applicant
has an active federal award or an application under consideration by a federal awarding
agency. As part of this, applicants must also provide information on an applicant's
immediate and highest -level owner and subsidiaries, as well as on all predecessors that
have been awarded federal contracts or federal financial assistance within the last three
years, if applicable.
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Per 2 C.F.R. § 25.110, if an applicant is experiencing exigent circumstances that prevents it from
obtaining an UEI number and completing SAM registration prior to receiving a federal award,
the applicant must notify FEMA as soon as possible. Contact fema-grants-news(a,fema.dhs.gov
and provide the details of the exigent circumstances.
How to Register to Apply:
General Instructions:
Registering and applying for an award under this program is a multi -step process and requires
time to complete. Below are instructions for registering to apply for FEMA funds. Read the
instructions carefully and prepare the requested information before beginning the registration
process. Gathering the required information before starting the process will alleviate last-minute
searches for required information.
The registration process can take up to four weeks to complete. To ensure an application
meets the deadline, applicants are advised to start the required steps well in advance of their
submission.
Organizations must have a Unique Entity Identifier (UEI) number, Employer Identification
Number (EIN), and an active System for Award Management (SAM) registration.
Obtain a UEI Number:
All entities applying for funding, including renewal funding, must have a UEI number.
Applicants must enter the UEI number in the applicable data entry field on the SF-424 form. For
more detailed instructions for obtaining a UEI number, refer to SAM.gov.
Obtain Employer Identification Number:
In addition to having a UEI number, all entities applying for funding must provide an Employer
Identification Number (EIN). The EIN can be obtained from the IRS by visiting
htips://www.irs.gov/businesses/small-businesses-self-einployed/apply-for-an-employer-
identification-number-ein-online.
Create a login.gov account:
Applicants must have a login.gov account to register with SAM or update their SAM
registration. Applicants can create a login.gov account at:
bgps:Hsecure.login.gov/si/sign up/enter email?request_id=34fl9fa8-14a2-438c-8323-
a62b99571fd.
Applicants only must create a login.gov account once. For existing SAM users, use the same
email address for both login.gov and SAM.gov so that the two accounts can be linked.
For more information on the login.gov requirements for SAM registration, refer to
httr)s://www.sam.aov/SAM/naL,es/aublic/lo2inFAO.isf.
Register with SAM:
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In addition to having a UEI number, all organizations must register with SAM. Failure to register
with SAM will prevent your organization from applying through FEMA GO. SAM registration
must be renewed annually and must remain active throughout the entire grant life cycle.'
For more detailed instructions for registering with SAM, refer to: Register with SAM.
Register in FEMA GO, Add the Organization to the System, and Establish the AOR:
Applicants must register in FEMA GO and add their organization to the system. The
organization's electronic business point of contact (eBiz POC) from the SAM registration may
need to be involved in this step. For step-by-step instructions, see FEMA GO Startup Guide.
Note: FEMA GO will support only the most recent major release of the following browsers:
Google Chrome; Mozilla Firefox; Apple Safari; and Microsoft Edge.
Applicants using tablet type devices or other browsers may encounter issues with using FEMA
GO.
Submitting the Final Application:
Applicants will be prompted to submit the standard application information and any program -
specific information required. Standard Forms (SF) may be accessed at Forms I Grants.gov.
Applicants should review these forms before applying to ensure they are providing all required
information.
After submitting the final application, FEMA GO will provide either an error message, or an
email to the submitting AOR confirming the transmission was successfully received.
B. Application Deadline
07/03/2025 5:00 p.m. Eastern Time
C. Pre -Application Requirements Deadline
Not applicable.
D. Post -Application Requirements Deadline
Not applicable.
E. Effects of Missing the Deadline
All applications must be completed in FEMA GO by the application deadline. FEMA GO
automatically records proof of timely submission and generates an electronic date/time stamp
when FEMA GO successfully receives an application. The submitting AOR will receive via
email the official date and time stamp and a FEMA GO tracking number to serve as proof of
timely submission prior to the application deadline.
'Per 2 C.F.R. § 25.200, , applicants must also provide the applicant's immediate and highest -level owner,
subsidiaries, and predecessors that have been awarded federal contracts or federal financial assistance within the
past three years, if applicable.
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Applicants experiencing system -related issues have until 3:00 p.m. ET on the date
applications are due to notify FEMA. No new system -related issues will be addressed after this
deadline. Applications not received by the application submission deadline will not be accepted.
6. Inter2overnmental Review
A. Requirement Description and State Single Point of Contact
An intergovernmental review is not required.
7. Application Review Information
A. Threshold Criteria
FEMA conducts reviews of a random sampling of applications to compare them for duplication
including the narrative statements and statistical data. Therefore, all elements of the narrative
statements must be specific and unique to the applying entity, and all statistical data must be
accurate. Applications with narrative statements that have substantial duplication of statements,
sentences, or paragraphs to other submitted applications, or inaccurate data that may mislead
reviewers may be disqualified. Discovery of falsification, fabrication, or plagiarism of other
grant proposals will disqualify the application(s).
Note: FEMA evaluates each application on its merit, veracity, and accuracy to ascertain how the
narrative statement(s) outlined within the application depicts the applicant's and their
community's uniqueness, their particular risks, and how selecting them over a similarly situated
applicant advances the objectives of the SAFER program to assist local fire departments with
staffing and deployment capabilities to respond to emergencies and assure that communities have
adequate protection from fire and fire -related hazards. At any time during application review
process, including the technical review stage, FEMA may request additional documentation from
applicants, including but not limited to:
• Copies of official or certified documents demonstrating the claimed financial need;
• Copies of the applicant's needs assessment report, survey, or any documented other
efforts undertaken to identify the applicant's unique project objectives;
• Copies of the risk analysis conducted to ascertain how said project will address the
applicant's unique needs in alignment with their mission and SAFER Program grant
purpose;
• Additional information or evidence detailing the applicant's particular risks; and
• Any other information deemed necessary to adequately weigh the applicant's assistance
request for funding under this discretionary -competitive grant program. No applicant is
guaranteed funding.
B. Application Criteria
Funding priorities and programmatic criteria for evaluating SAFER Program applications are
established by FEMA based on the recommendations from the Criteria Development Panel
(CDP). Each year, FEMA convenes a panel of fire service professionals to develop funding
priorities for the SAFER Program. 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 are:
• International Association of Fire Chiefs
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• 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 CDP is charged with making recommendations to FEMA regarding the creation or
modification of previously established funding priorities as well as developing criteria for
awarding grants. The content of this NOFO reflects implementation of the CDP's
recommendations with respect to the priorities, direction, and criteria for awards.
FEMA will rank all complete and submitted applications based on how well they align with the
program priorities for the activity. Answers to the application's activity specific questions
provide information used to determine each application's ranking relative to the stated program
priorities.
The Narrative Statements of the application must provide specific details about the activity for
which applicants seek funding, including budget details. The weighted evaluation criteria used
by the peer reviewers in the determination of the grant award, as described below, make up the
elements of the narrative statement score.
C. Financial Integrity Criteria
Before making an award, FEMA is required to review OMB -designated databases for applicants'
eligibility and financial integrity information. This is required by the Payment Integrity
Information Act of2019 (Pub. L. No. 116-117, § 22 (2020)), 41 U.S.C. § 2313, and the "Do Not
Pay Initiative" (31 U.S.C. 3354). For more details, please see 2 C.F.R. § 200.206.
Thus, the Financial Integrity Criteria may include the following risk -based considerations of the
applicant:
1. Financial stability.
2. Quality of management systems and ability to meet management standards.
3. History of performance in managing federal award.
4. Reports and findings from audits.
5. Ability to effectively implement statutory, regulatory, or other requirements.
D. Supplemental Financial Integrity Criteria and Review
Before making an award expected to exceed the simplified acquisition threshold (currently a
total federal share of $250,000) over the period of performance:
1. FEMA is required by 41 U.S.C. 2313 to review or consider certain information found in
SAM.gov. For details, please see 2 C.F.R. § 200.206(a)(2).
2. An applicant may review and comment on any information in the
responsibility/qualification records available in SAM.gov.
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3. Before making decisions in the risk review required by 2 C.F.R. § 200.206, FEMA will
consider any comments by the applicant.
E. Reviewers and Reviewer Selection
A panel of peer reviewers is comprised of fire service representatives recommended by the
Criteria Development Panel. Peer reviewers are subject matter experts recommended by the nine
major fire service organizations. In their role as Special Government Employees, peer reviewers
must certify and observe Federal Conflict of Interests rules.
F. Merit Review Process
SAFER Program applications are reviewed through a multi -phase process. All applications are
electronically pre -scored and ranked based on how well they align with the funding priorities
outlined in this NOFO.
Applications with the highest pre -score rankings per activity are then scored competitively by no
less than three members of a Peer Review Panel.
Applications will also be evaluated through a series of internal FEMA review processes for
completeness, adherence to programmatic guidelines, technical feasibility, costs/quantities, and
anticipated effectiveness of the proposed project(s). Below is the process by which applications
will be reviewed:
1. Pre -Scoring Process
The application undergoes an electronic pre -scoring process based on established program
priorities listed in Appendix B — Programmatic Information and Priorities and answers to
activity -specific questions within the online application. Application Narratives are not reviewed
during the pre -score process. "Request Details" and "Budget" information should comply with
program guidance and statutory funding limitations. The pre -score is 50% of the total application
score under the Hiring Activity, and 30% of the total application score under the R&R Activity.
2. Peer Review Panel Process
Applications with the highest rankings from the pre -scoring process will undergo a Peer Review
Panel process. A panel of peer reviewers is comprised of fire service representatives
recommended by the CDP. Peer reviewers will assess the merits of each application based on the
narrative statement on the requested activity. The evaluation elements listed in the "Narrative
Evaluation Criteria" below will be used to calculate the narrative's score for each activity
requested. Panelists will independently score each requested activity within the application,
discuss the merits and shortcomings of the application with their peers, and document the
findings. A consensus is not required. The panel score is 50% of the total application score under
the Hiring Activity, and 70% of the total application score under the R&R Activity.
Peer Review Panelists will evaluate and score each activity based on the following narrative
elements within each activity.
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a. Hiring Activity
The panel score is 50% of the total application score.
1. Project Description (30%):
• Why does the department need the positions requested in this application?
• How will the positions requested in this application be used within the department (e.g.,
fourth firefighter on engine, open a new station, eliminate browned out stations, reduce
overtime)?
• What unique and specific services will the requested positions provide to the fire
department and community?
• How will funds awarded through this grant enhance the department's ability to protect
critical infrastructure within the primary response area?
2. Impact on Daily Operations (30%):
• How are the community and the current firefighters employed by the department at risk
without the positions requested in this application?
• How will that risk be unequivocally reduced if awarded?
3. Financial Need (30%):
• Provide an income versus expenses breakdown of the department's current annual
budget.
• Describe the department's precise budget shortfalls and inability to address financial
needs without federal assistance.
• Describe what other actions the department has taken to obtain funding elsewhere (e.g.,
state assistance programs, other grant programs).
• Discuss how the critical functions of the department are uniquely affected without this
funding.
4. Cost Benefit (10%):
• Describe the unique and specific benefits (e.g., quantifying the anticipated savings and
efficiencies) the department and community will realize if awarded the positions requested
in this application.
b. R&R Activity (Fire Departments)
The panel score is 70% of the total application score.
1. Project Description (30%):
• Describe the unique problems and issues the department is experiencing in recruiting new
volunteer firefighters.
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• Describe the problems and issues the department is experiencing in retaining current
members.
• Describe the precise implementation plan, including the goals, objectives, methods,
specific steps, and timelines to directly address the identified problems or issues.
• Describe the current marketing plan already in place, or the marketing program to be put
in place with or without grant funds.
• Describe how the program will be uniquely evaluated for its impact on identified
recruitment and retention problems and issues. Describe how the overall effectiveness of
the grant will be measured.
• Describe the unique and specific services the new volunteer firefighters, retention of
current volunteer firefighters, or both, will provide for the fire department(s) and
community.
• If the grant request will have a regional impact, discuss how the regional partners will
benefit and which activities they will benefit from.
• If the grant request includes executive or management positions, define the purpose of all
requested positions and personnel expenditures.
2. Impact on Daily Operations (30%):
• Describe with particularity and discreteness how the community and current volunteer
firefighters in the department are at risk without the items or activities requested in this
application.
• Describe how that risk will be unequivocally reduced if awarded funding.
• Explain the definitive impact the recruitment of new volunteer firefighters, the retention
of current volunteer firefighters, or both, will have on the department's NFPA
compliance.
3. Financial Need (30%):
• Provide an income versus expenses breakdown of the department's current annual
budget.
• Describe the department's precise budget shortfalls and its inability to address financial
needs without federal assistance.
• Describe what other actions the department has taken to obtain funding elsewhere (e.g.,
state assistance programs, other grant programs), and how similar projects have been
funded in the past.
• Discuss how the critical functions of the department are uniquely affected without this
funding.
4. Cost Benefit (10%):
• Describe the unique and specific benefits (e.g., quantifying the anticipated savings and
efficiencies) the department and community will realize if awarded the items or activities
requested in this application.
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c. R&R Activity (National, state, local, or federally recognized tribal volunteer firefighters
interest organizations)
The panel score is 70% of the total application score.
1. Project Description (30%):
• Describe the problems and issues the fire departments that the organization will be
reaching with this grant are experiencing in recruiting new volunteer firefighters.
• Describe the problems and issues the same departments are experiencing in retaining
current members.
• Describe the organization's implementation plan, including the goals, objectives,
methods, specific steps, and timelines to directly address the problems or issues
identified.
• Describe the current marketing plan already in place, or the marketing program to be put
in place with or without grant funds.
• Describe how the program will be evaluated for its impact on the identified recruitment
and retention problems and issues of the fire departments participating in this grant.
Describe how the overall effectiveness of the grant will be measured.
• Describe the specific services the new volunteer firefighters, retention of current
volunteer firefighters, or both, will provide for the fire departments participating in this
application and their respective communities.
• Describe the organization's procurement practices and the timelines outlining the
chronological steps to complete the activities requested.
2. Impact on Daily Operations (30%):
Describe how the fire departments participating in this application and their current
volunteer firefighters and communities are at risk without the items or activities requested
in this application.
Explain how that risk will be reduced if awarded funding.
Describe the impact that the recruitment of new volunteer firefighters, the retention of
current volunteer firefighters, or both, will have on the NFPA compliance of the fire
departments participating in this application.
3. Financial Need (30%):
• Provide an income versus expenses breakdown of the organization's current annual
budget.
• Describe the organization's particular budget shortfalls and the inability to address the
financial needs without federal assistance.
• Describe the other actions the organization has taken to obtain funding elsewhere (e.g.,
state assistance programs, other grant programs), and how similar projects have been
funded in the past.
• Discuss how the critical functions of the organization are affected without this funding.
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4. Cost Benefit (10%):
• Describe the specific benefits (e.g., quantifying the anticipated savings and efficiencies)
the fire departments participating in this application and their communities will realize if
awarded the items or activities requested in this application.
The Narrative Statement blocks do not allow for formatting. Do not type the Narrative
Statements using only capital letters. Additionally, do not include tables, special characters, or
fonts (e.g., quotation marks, bullets), or graphs. Space for the Narrative Statement is limited.
While each element must have a minimum of 200 characters, the maximum number of characters
varies based on the questions being asked.
G. Final Selection
a. Technical Evaluation Process (TEP)
The highest-ranking applications from both activities will be considered within the fundable
range. Applications that are in the fundable range will undergo both a Technical Review by a
subject -matter expert as well as a FEMA Program Office review before being recommended for
award. The FEMA Program Office will assess the request with respect to costs, quantities,
feasibility, eligibility, and recipient responsibility prior to recommending any application for
award.
During the TEP information in Appendix B - Programmatic Information and Priorities is used to
make final corrections to any request not meeting program eligibility requirements. This is not a
scored phase of the application process. Requests may be recommended for partial funding or
disqualification based on findings made during this assessment.
8. Award Notices
A. Notice of Award
The Authorized Organization Representative should carefully read the federal award package
before accepting the federal award. The federal award package includes instructions on
administering the federal award as well as terms and conditions for the award.
By applying, applicants agree to comply with the prerequisites stated in this NOFO and the
material terms and conditions of the federal award, should they receive an award.
FEMA will provide the federal award package to the applicant electronically via FEMA GO.
Award packages include an Award Letter, Summary Award Memo, Agreement Articles, and
Obligating Document. An award package notification email is sent via the grant application
system to the submitting AOR.
Recipients must accept their awards no later than 30 days from the award date. Recipients shall
notify FEMA of their intent to accept the award and proceed with work via the FEMA GO
system.
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Funds will remain on hold until the recipient accepts the award via FEMA GO and all other
conditions of the award have been satisfied, or until the award is otherwise rescinded. Failure to
accept a grant award within the specified timeframe may result in a loss of funds.
During the review process for a SAFER Program award, FEMA may have modified the
application request(s). These modifications will be identified in the award package provided
upon the offer of an award. If the awarded activities, scope of work, or requested dollar
amount(s) do not match the application as submitted, the recipient shall only be responsible for
completing the activities funded by FEMA. The recipient is under no obligation to start, modify,
or complete any activities requested but not funded by the award. The award package will
identify any differences under the approved scope of work section.
B. Pass -Through Requirements
Standard pass -through requirements in 2 C.F.R. Part 200 apply.
C. Note Regarding Pre -Award Costs
Even if pre -award costs are allowed, beginning performance is at the applicant or sub -applicant's
own risk.
D. Obligation of Funds
Grant funds are obligated upon the offer of grant award in the FEMA GO system. Recipients
must accept their awards no later than 30 days from the award date. Acceptance of the award is
confirmation of the obligation. The recipient shall notify FEMA of its intent to accept and
proceed with work under the award through the FEMA GO system.
Funds will remain on hold until the recipient accepts the award through the FEMA GO system
and all other conditions of the award have been satisfied or until the award is otherwise
rescinded. Failure to accept a grant award within the specified timeframe may result in a loss of
funds. Recipients may requestion additional time to accept the award if needed.
E. Notification to Unsuccessful Applicants
FEMA GO will provide all applicants who do not receive a FY 2024 SAFER Program award
with a turndown notification after September 30, 2025.
9. Post -Award Requirements and Administration
A. Administrative and National Policy Requirements
In addition to the requirements of this section, FEMA may place specific terms and conditions on
an individual award in accordance with 2 C.F.R. Part 200.
B. DHS Standard Terms and Conditions
A recipient of a federal award under this funding opportunity is required to comply with DHS
Standard Terms and Conditions in effect at the time the award is issued. The DHS Standard
Terms and Conditions are available online. For continuation awards, the terms and conditions for
the initial federal award will apply unless otherwise specified in the terms and conditions of the
continuation award. The specific version of the DHS Standard Terms and Conditions applicable
to the federal award will be in the federal award package. NOTE: Although not a requirement in
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the DHS Standard Terms and Conditions, as a best practice entities receiving funds through this
program should ensure that cybersecurity is integrated into the design, development, operation,
and maintenance of investments that impact information technology (IT) and/ or operational
technology (OT) systems.
a. Ensuring the Protection of Civil Rights
As the Nation works towards achieving the National Preparedness Goal, it is important to
continue to protect the civil rights of individuals. Recipients and subrecipients must carry out
their programs and activities, including those related to the building, sustaining and delivering of
core capabilities, in a manner that respects and ensures the protection of civil rights for protected
populations.
The DHS Standard Terms and Conditions include a fuller list of the civil rights provisions that
apply to recipients. They can be found in the DHS Standard Terms and Conditions. Additional
information on civil rights provisions is available at hops://www.fema.gov/about/offices/equal-
rights/civil-rights.
C. Financial Reporting Requirements
1. Recipients must report obligations and expenditures through a federal financial report.
The Federal Financial Report (FFR) form, also known as Standard Form 425 (SF-425), is
available online at: SF-425 OMB #4040-0014.
2. Recipients must submit the FFR semi-annually throughout the period of performance
(POP) as detailed below:
• No later than July 30 (for the period Jan. 1 — June 30)
• No later than January 30 (for the period July 1 —Dec. 31)
3. The final FFR is due within 120 calendar days after the end of the POP.
4. FEMA may withhold future federal awards and cash payments if the recipient does not
submit timely financial reports, or the financial reports submitted demonstrate lack of
progress or provide insufficient detail.
D. Programmatic Performance Reporting Requirements
1. A Performance Report must be submitted semi-annually throughout the POP.
2. A Performance Report must include:
• A brief narrative of overall project(s) status;
• A summary of project expenditures; and
• A description of any potential issues that may affect project completion.
3. The Progress Report must be submitted through FEMA GO.
4. Performance Report Due Dates
No later than July 30 (for the period Jan. 1 — June 30)
No later than January 30 (for the period July 1 — Dec. 31)
E. Closeout Reporting Requirements
Within 120 days after the end of the period of performance, or after an amendment has been
issued to close out a federal award, recipients must submit the following:
1. The final request for payment, if applicable.
2. The final FFR.
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3. The final progress report detailing all accomplishments. The recipient must include with
the final progress report an inventory of all construction projects.
4. A qualitative narrative summary of the impact of those accomplishments throughout the
period of performance.
5. Other documents required by this NOFO, terms and conditions of the federal award, or
other DHS Component guidance.
After FEMA approves these reports, it will issue a closeout notice. The notice will indicate the
period of performance as closed, list any remaining funds to be de -obligated, and address the
record maintenance requirement. Unless a longer period applies, such as due to an audit or
litigation, for equipment or real property used beyond the period of performance, or due to other
circumstances outlined in 2 C.F.R. § 200.334, this maintenance requirement is three years from
the date of the final FFR.
Also, pass -through entities are responsible for closing out those subawards as described in 2
C.F.R. � 200.344; subrecipients are still required to submit closeout materials within 90 calendar
days of the subaward period of performance end date. When a subrecipient completes all
closeout requirements, pass -through entities must promptly complete all closeout actions in time
for the recipient to submit all necessary documentation and information to FEMA during the
closeout of their prime award. The recipient is responsible for returning any balances of
unobligated or unliquidated funds that have been drawn down that are not authorized to be
retained per 2 C.F.R. § 200.344(e).
Administrative Closeout
Administrative closeout is a mechanism for FEMA to unilaterally execute closeout of an award.
FEMA will use available award information in lieu of final recipient reports, per 2 C.F.R.
200.344(h)-(i). It is an activity of last resort, and if FEMA administratively closes an award, this
may negatively impact a recipient's ability to obtain future funding.
F. Disclosing Information per 2 C.F.R. § 180.335
Before entering into a federal award, the applicant must notify FEMA if it knows that the
applicant or any of the principals (as defined at 2 C.F.R. , 18�) for the federal award:
1. Are presently excluded or disqualified;
2. Have been convicted within the preceding three years of any of the offenses listed in §
180.800(a) or had a civil judgment rendered against you for one of those offenses
within that time period;
3. Are presently indicted for or otherwise criminally or civilly charged by a
governmental entity (federal, state, or local) with the commission of any of the
offenses listed in § 180.800(a); or
4. Have had one or more public transactions (federal, state, or local) terminated within
the preceding three years for cause or default.
This is requirement is fully described in 2 C.F.R. § 180.335.
Additionally, 2 C.F.R. § 180.350 requires recipients to provide immediate notice to FEMA at
any time after entering a federal award if:
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1. The recipient learns that either it failed to earlier disclose information as required by 2
C.F.R. § 180.335;
2. Due to changed circumstances, the applicant or any of the principals for the federal
award now meet the criteria at 2 C.F.R. § 180.335 listed above.
G. Reporting of Matters Related to Recipient Integrity and Performance
Appendix XII to 2 C.F.R. Part 200 states the terms and conditions for recipient integrity and
performance matters used for this funding opportunity.
If the total value of all active federal grants, cooperative agreements, and procurement contracts
for a recipient exceeds $10,000,000 at any time during the period of performance:
1. The recipient must maintain the currency of information reported in SAM.gov about
civil, criminal, or administrative proceedings described in paragraph 2 of Appendix XII;
2. The required reporting frequency is described in paragraph 4 of Appendix XII.
H. Single Audit Report
A recipient expending $1,000,000 or more in federal awards (as defined by 2 C.F.R. § 200.1)
during its fiscal year must undergo an audit. This may be either a single audit complying with 2
C.F.R. § 200.514 or a program -specific audit complying with 2 C.F.R. 200.501 and 200.507.
Audits must follow 2 C.F.R. Part 200, Subpart F, 2 C.F.R. § 200.501, and the U.S. Government
Accountability Office (GAO) Generally Accepted Government Auditing Standards.
I. Monitoring and Oversight
Per 2 C.F.R... 200�.337, DHS and its authorized representatives have the right of access to any
records of the recipient or subrecipient pertinent to a federal award to perform audits, site visits,
and any other official use. The right also includes timely and reasonable access to the recipient's
or subrecipient's personnel for the purpose of interview and discussion related to such
documents or the federal award in general.
Pursuant to this right and per 2 C.F.R. § 200.329, DHS may conduct desk reviews and make site
visits to review and evaluate project accomplishments and management control systems as well
as provide any required technical assistance. Recipients and subrecipients must respond in a
timely and accurate manner to DHS requests for information relating to a federal award.
FEMA staff will periodically monitor recipients to ensure that administrative processes, policies
and procedures, budgets, and other related award criteria are meeting federal Government -wide
and FEMA regulations. Aside from reviewing quarterly financial and programmatic reports,
FEMA may also conduct enhanced monitoring through either a desk -based review, an onsite
monitoring visit, or both. Enhanced monitoring will involve the review and analysis of the
financial compliance and administrative processes, policies, activities, and other attributes of
each federal assistance award, and it will identify areas where the recipient may need technical
assistance, corrective actions, or other support.
Financial and programmatic monitoring are complementary processes within FEMA's
overarching monitoring strategy that function together to ensure effective grants management,
accountability, and transparency; validate progress against grant and program goals; and
safeguard federal funds against fraud, waste, and abuse. Financial monitoring primarily focuses
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on statutory and regulatory compliance with administrative grant requirements, while
programmatic monitoring seeks to validate and assist in grant progress, targeting issues that may
be hindering achievement of project goals and ensuring compliance with the purpose of the grant
and grant program. Both monitoring processes are similar in that they feature initial reviews of
all open awards, and additional, in-depth monitoring of grants requiring additional attention.
In terms of overall award management, recipient and subrecipient responsibilities include, but
are not limited to: accounting of receipts and expenditures, cash management, maintaining
adequate financial records, reporting and refunding expenditures disallowed by audits,
monitoring if acting as a pass -through entity, or other assessments and reviews, and ensuring
overall compliance with the terms and conditions of the award or subaward, as applicable,
including the terms of 2 C.F.R. Part 200.
J. Program Evaluation
Federal agencies are required to structure NOFOs that incorporate program evaluation activities
from the outset of their program design and implementation to meaningfully document and
measure their progress towards meeting agency priority goal(s) and program outcomes. OMB
Memorandum M-21-27, Evidence -Based Policymaking: Learning Agendas and Annual
Evaluation Plans, implementing Title I of the Foundations for Evidence -Based Policymaking Act
of 2018, Pub. L. No. 115-435 (2019) (Evidence Act), urges federal awarding agencies to use
program evaluation as a critical tool to learn, improve delivery, and elevate program service and
delivery across the program lifecycle. Evaluation means "an assessment using systematic data
collection and analysis of one or more programs, policies, and organizations intended to assess
their effectiveness and efficiency." Evidence Act, § 101 (codified at 5 U.S.C. § 311).
As such, recipients and subrecipients are required to participate in a Program Office (PO) or a
DHS Component -led evaluation, if selected. This may be carried out by a third -party on behalf
of the PO or the DHS Component. Such an evaluation may involve information collections
including but not limited to, records of the recipients; surveys, interviews, or discussions with
individuals who benefit from the federal award, program operating personnel, and award
recipients; and site visits or other observation of recipient activities, as specified in a DHS
Component or PO -approved evaluation plan. More details about evaluation requirements may be
provided in the federal award, if available at that time, or following the award as evaluation
requirements are finalized. Evaluation costs incurred during the period of performance are
allowable costs (either as direct or indirect) in accordance with 2 C.F.R.§ 200.413. Recipients
and subrecipients are also encouraged, but not required, to participate in any additional
evaluations after the period of performance ends, although any costs incurred to participate in
such evaluations are not allowable and may not be charged to the federal award.
K. Additional Performance Reporting Requirements
Not Applicable.
10. Other Information
A. Period of Performance Extension
Extensions to the period of performance are allowed forR&R Activity grants only.
Recipients should consult with their FEMA point of contact for requirements related to a
performance period extension.
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Extension requests will be granted only due to compelling legal, policy, or operational
challenges. Extension requests will only be considered for the following reasons:
1. Contractual commitments by the recipient or subrecipient with vendors that prevent
completion of the project, including delivery of equipment or services, within the existing
period of performance;
2. The project must undergo a complex environmental review that cannot be completed
within the existing period of performance;
3. Projects are long-term by design, and therefore acceleration would compromise core
programmatic goals; or
4. Where other special or extenuating circumstances exist.
Recipients should submit all proposed extension requests to FEMA for review and approval at
least 60 days prior to the end of the period of performance to allow sufficient processing time.
Extensions are typically granted for no more than a six-month period.
All extension requests must address the following:
1. The grant program, fiscal year, and award number;
2. The reason for delay — including details of the legal, policy, or operational challenges that
prevent final outlay of awarded funds by the deadline;
3. Status of the activity or activities;
4. Approved period of performance termination date and requested extension;
5. Amount of funds drawn down to date;
6. Remaining available funds, both federal and non-federal, if applicable;
7. A budget outlining how remaining federal and non-federal funds will be expended;
8. A plan for completion, including milestones and timeframes for achieving each milestone
and the individual responsible for completing the plan;
9. Certification that the activity or activities will be completed within the extended period of
performance without any modification to the original statement of work, as described in
the original statement of work and as approved by FEMA.
B. Other Information
a. Environmental Planning and Historic Preservation (EHP) Compliance
FEMA is required to consider effects of its actions on the environment and historic properties to
ensure that activities, grants, and programs funded by FEMA, comply with federal EHP laws,
Executive Orders, regulations, and policies.
Recipients and subrecipients proposing projects with the potential to impact the environment or
cultural resources, such as the modification or renovation of existing buildings, structures, and
facilities, new construction, or replacement of buildings, structures, and facilities, must
participate in the FEMA EHP review process. This includes conducting early engagement to help
identify EHP resources, such as threatened or endangered species, or historic properties;
submitting a detailed project description with supporting documentation to determine whether
the proposed project has the potential to impact EHP resources; and, identifying mitigation
measures or alternative courses of action that may lessen impacts to those resources.
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FEMA is sometimes required to consult with other regulatory agencies and the public to
complete the review process. Federal law requires EHP review to be completed before federal
funds are released to carry out proposed projects. FEMA may not be able to fund projects that
are not in compliance with applicable EHP laws, Executive Orders, regulations, and policies.
FEMA may recommend mitigation measures or alternative courses of action to lessen impacts to
EHP resources and bring the project into EHP compliance.
EHP guidance is found at Environmental Planning and Historic Preservation. The site contains
links to documents identifying agency EHP responsibilities and program requirements, such as
implementation of the National Environmental Policy Act and other EHP laws, regulations, and
Executive Orders. DHS and FEMA EHP policy is also found in the EHP Directive & Instruction.
All FEMA actions, including grants, must comply with National Flood Insurance Program
(NFIP) criteria or any more restrictive federal, state, or local floodplain management standards or
building code (44 C.F.R. § 9.11(d)(6)). For actions located within or that may affect a floodplain
or wetland, the following alternatives must be considered: a) no action; b) alternative locations;
and c) alternative actions, including alternative actions that use natural features or nature -based
solutions. Where possible, natural features and nature -based solutions shall be used. If not
practicable as an alternative on their own, natural features and nature -based solutions may be
incorporated into actions as minimization measures.
The GPD EHP screening form is located at
https://www.fema.gov/sites/default/files/documents/fema_ehp-screening form _ff-207- . -21-
100 5-26-2021.pdf. SAFER Program applications that involve the installation of
supplies/equipment not specifically excluded from a FEMA EHP review, per the GPD
Programmatic Environmental Assessment, such as ground -disturbing activities, or
modification/renovation of existing buildings or structures, will require an EHP review. Some
equipment will require an EHP review as well. Such activities include, but are not limited to:
• Building renovations such as removal of a wall or installation of electrical or waterlines;
• Training/exercises in natural settings such as rope or swift water;
• Installing LED signs; and
• Any scope of work that involves ground disturbances.
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;
• Acquisition of mobile and portable equipment (not involving installation) on or in a
building that does not require a storage area to be constructed; and
• Purchase of Personal Protective Equipment (PPE).
b. Procurement Integrity
When purchasing under a FEMA award, recipients and subrecipients must comply with the
federal procurement standards in 2 C.F.R. §§ 200.317 — 200.327. To assist with determining
whether an action is a procurement or instead a subaward, please consult 2 C.F.R. § 200.331.
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For detailed guidance on the federal procurement standards, recipients and subrecipients should
refer to various materials issued by FEMA's Procurement Disaster Assistance Team (PDAT).
These resources, including an upcoming trainings schedule can be found on the PDAT Website:
hops://www.fema._og_v/_rg ants/procurement.
Under 2 C.F.R. § 200.317, when procuring property and services under a federal award, states
(including territories) and Indian tribes, must follow the same policies and procedures they use
for procurements from their non-federal funds; additionally, states and Indian tribes must now
follow 2 C.F.R. § 200.321 regarding socioeconomic steps, 200.322 regarding domestic
preferences for Procurements and 2 C.F.R. § 200.327 regarding required contract provisions.
States, but not Indian tribes, must also follow 200.323 regarding procurement of recovered
materials.
Local government and nonprofit recipients or subrecipients must have and use their own
documented procurement procedures that reflect applicable state, local, Tribal Nation, and
territorial (SLTT) laws and regulations, provided that the procurements conform to applicable
federal law and the standards identified in 2 C.F.R. Part 200.
1. Important Changes to Procurement Standards in 2 C.F.R. Part 200
On April 22, 2024, OMB updated various parts of Title 2 of the Code of Federal Regulations,
among them the procurement standards. These revisions apply to all FEMA awards with a
federal award date or disaster declaration date on or after October 1, 2024, unless specified
otherwise. The changes include updates to the federal procurement standards, which govern how
FEMA award recipients and subrecipients must purchase under a FEMA award.
More information on OMB's revisions to the federal procurement standards can be found in
Purchasing Under a FEMA Award: 2024 OMB Revisions Fact Sheet.
2. Competition and Conflicts of Interest
2 C.F.R. � 200.319(b), applicable to local government and nonprofit recipients or subrecipients,
requires that contractors that develop or draft specifications, requirements statements of work, or
invitations for bids or requests for proposals must be excluded from competing for such
procurements. FEMA considers these actions to be an organizational conflict of interest and
interprets this restriction as applying to contractors that help a recipient or subrecipient develop
its grant application, project plans, or project budget. This prohibition also applies to the use of
former employees to manage the grant or carry out a contract when those former employees
worked on such activities while they were employees of the recipient or subrecipient.
Under this prohibition, unless the recipient or subrecipient solicits for and awards a contract
covering both development and execution of specifications (or similar elements as described
above), and this contract was procured in compliance with 2 C.F.R. §§ 200.317 — 200.327,
federal funds cannot be used to pay a contractor to carry out the work if that contractor also
worked on the development of those specifications. This rule applies to all contracts funded with
federal grant funds, including pre -award costs, such as grant writer fees, as well as post- award
costs, such as grant management fees.
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In addition to organizational conflicts of interest, situations considered to be restrictive of
competition include, but are not limited to:
• Placing unreasonable requirements on firms for them to qualify to do business;
• Requiring unnecessary experience and excessive bonding;
• Noncompetitive pricing practices between firms or between affiliated companies;
• Noncompetitive contracts to consultants that are on retainer contracts;
• Specifying only a "brand name" product instead of allowing "an equal" product to be
offered and describing the performance or other relevant requirements of the
procurement; and
• Any arbitrary action in the procurement process.
Under 2 C.F.R. § 200.318(c)(1), local government and nonprofit recipients or subrecipients are
required to maintain written standards of conduct covering conflicts of interest and governing the
actions of their employees engaged in the selection, award, and administration of contracts. No
employee, officer, or agent may participate in the selection, award, or administration of a
contract supported by a federal award if he or she has a real or apparent conflict of interest. Such
conflicts of interest would arise when the employee, officer or agent, any member of his or her
immediate family, his or her partner, or an organization that employs or is about to employ any
of the parties indicated herein, has a financial or other interest in or a tangible personal benefit
from a firm considered for a contract. The officers, employees, and agents of the recipient or
subrecipient may neither solicit nor accept gratuities, favors, or anything of monetary value from
contractors or parties to subcontracts. However, the recipient or subrecipient may set standards
for situations in which the financial interest is not substantial, or the gift is an unsolicited item of
nominal value. The recipient's or subrecipient's standards of conduct must provide for
disciplinary actions to be applied for violations of such standards by officers, employees, or
agents.
Under 2 C.F.R. 200.318(c)(2), if the local government and nonprofit recipient or subrecipient has
a parent, affiliate, or subsidiary organization that is not a SLTT government, the recipient or
subrecipient must also maintain written standards of conduct covering organizational conflicts of
interest. Organizational conflict of interest means that because of a relationship with a parent
company, affiliate, or subsidiary organization, the recipient or subrecipient is unable or appears
to be unable to be impartial in conducting a procurement action involving a related organization.
The recipient or subrecipient must disclose in writing any potential conflicts of interest to FEMA
or the pass -through entity in accordance with applicable FEMA policy.
3. Supply Schedules and Purchasing Programs
Generally, a recipient or subrecipient may seek to procure goods or services from a federal supply
schedule, state supply schedule, or group purchasing agreement.
Information about GSA programs for states, Indian tribes, and local governments, and their
instrumentalities, can be found at Help for state, local, and tribal ,governments to make MAS
bus I GSA and https://www. sg_a ov/buyin-s�g/urchasing_- pro r�gsa-
schedules/schedule-buyers/state-and-local-governments.
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If a non-federal entity other than a state seeks to use a state supply schedule, cooperative
purchasing program, or other similar type of arrangement, FEMA recommends the recipient
discuss the procurement plans with its FEMA Preparedness Officer or Fire Program Specialist.
4. Procurement Documentation
Per 2 C.F.R... 20�i), local government and nonprofit recipients or subrecipients are
required to maintain and retain records sufficient to detail the history of procurement covering at
least the rationale for the procurement method, selection of contract type, contractor selection or
rejection, and the basis for the contract price. States and Indian tribes are reminded that in order
for any cost to be allowable, it must be adequately documented per 2 C.F.R. § 200.403(g).
Examples of the types of documents that would cover this information include but are not limited
to:
• Solicitation documentation, such as requests for quotes, invitations for bids, or requests
for proposals;
• Responses to solicitations, such as quotes, bids, or proposals;
• Pre -solicitation independent cost estimates and post -solicitation cost/price analyses on file
for review by federal personnel, if applicable;
• Contract documents and amendments, including required contract provisions; and
• Other documents required by federal regulations applicable at the time a grant is awarded
to a recipient.
• Additional information on required procurement records can be found on pages 24-26 of
the PDAT Field Manual.
c. Financial Assistance Programs for Infrastructure
1. Build America, Buy America Act
Recipients and subrecipients must comply with FEMA's implementation requirements of the
Build America, Buy America Act (BABAA), which was enacted as part of the Infrastructure
Investment and Jobs Act §§ 70901-70927, Pub. L. No. 117-58 (2021); and Executive Order
14005, Ensuring the Future is Made in All of America by All of America's Workers. See also 2
C.F.R. Part 184, Buy America Preferences for Infrastructure Projects.
None of the funds provided under this program may be used for a project for infrastructure unless
the iron and steel, manufactured products, and construction materials used in that infrastructure
are produced in the United States.
The Buy America preference only applies to articles, materials, and supplies that are consumed
in, incorporated into, or affixed to an infrastructure project. As such, it does not apply to tools,
equipment, and supplies, such as temporary scaffolding, brought to the construction site and
removed at or before the completion of the infrastructure project. Nor does a Buy America
preference apply to equipment and furnishings, such as movable chairs, desks, and portable
computer equipment, that are used at or within the finished infrastructure project but are not an
integral part of the structure or permanently affixed to the infrastructure project.
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To see whether a particular FEMA federal financial assistance program is considered an
infrastructure program and thus required to implement FEMA's Build America, Buy America
requirements, please see Programs and Definitions: Build America, Buy America Act I
FEMA. gov.
2. Waivers
When necessary, recipients (and subrecipients through their pass -through entity) may apply for,
and FEMA may grant, a waiver from these requirements.
A waiver of the domestic content procurement preference may be granted by the agency
awarding official if FEMA determines that:
Applying the domestic content procurement preference would be inconsistent with the
public interest, or
The types of iron, steel, manufactured products, or construction materials are not
produced in the United States in sufficient and reasonably available quantities or of a
satisfactory quality, or
The inclusion of iron, steel, manufactured products, or construction materials produced in
the United States will increase the cost of the overall project by more than 25%.
The process for requesting a waiver from the Buy America preference requirements can be found
on FEMA's website at: `Buy America" Preference in FEMA Financial Assistance Programs for
Infrastructure I FEMA. aov.
3. Definitions
For definitions of the key terms of the Build America, Buy America Act, please visit Programs
and Definitions: Build America. Buv America Act I FEMA.Lyov.
d. Mandatory Disclosures
The non-federal entity or applicant for a federal award must disclose, in a timely manner, in
writing to the federal awarding agency or pass -through entity all violations of federal criminal
law involving fraud, bribery, or gratuity violations potentially affecting the federal award. (2
C.F.R. § 200.113)
e. Termination Provisions
FEMA may terminate a federal award in whole or in part for one of the following reasons.
FEMA and the recipient must still comply with closeout requirements at 2 C.F.R. §§ 200.344-
200.345 even if an award is terminated in whole or in part. To the extent that subawards are
permitted under this NOFO, pass -through entities should refer to 2 C.F.R. § 200.340 for
additional information on termination regarding subawards. Either party will provide written
notice of intent to terminate to the other party no less than 30 days prior to the effective date of
the termination.
1. Noncompliance
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If a recipient fails to comply with the terms and conditions of a federal award, FEMA may
terminate the award in whole or in part. Any action to terminate based on noncompliance will
follow the requirements of 2 C.F.R. §§ 200.341-200.342.
2. With the Consent of the Recipient
FEMA may also terminate an award in whole or in part with the consent of the recipient, in
which case the parties must agree upon the termination conditions, including the effective date,
and in the case of partial termination, the portion to be terminated.
3. Notification by the Recipient
The recipient may terminate the award, in whole or in part, by sending written notification to
FEMA setting forth the reasons for such termination, the effective date, and in the case of partial
termination, the portion to be terminated. In the case of partial termination, FEMA may
determine that a partially terminated award will not accomplish the purpose of the federal award,
so FEMA may terminate the award in its entirety. If that occurs, FEMA will follow the
requirements of 2 C.F.R. §§ 200.341-200.342 in deciding to fully terminate the award.
4. Change in Program Goals or Agency Priorities
Pursuant to the terms and conditions of the award and to the extend authorized by law, FEMA
may terminate the award if it no longer effectuates the program goals or agency priorities.
E Disability Integration
Pursuant to Section 504 of the Rehabilitation Act of 1973, recipients of FEMA financial
assistance must ensure that their programs and activities do not discriminate against qualified
individuals with disabilities.
g. Record Retention
1. Record Retention Period
Financial records, supporting documents, statistical records, and all other non-federal entity
records pertinent to a federal award generally must be maintained for at least three years from the
date the final FFR is submitted. See 2 C.F.R. § 200.334. Further, if the recipient does not submit
a final FFR and the award is administratively closed, FEMA uses the date of administrative
closeout as the start of the general record retention period.
The record retention period may be longer than three years or have a different start date in
certain cases.
2. Types of Records to Retain
FEMA requires that recipients and subrecipients maintain the following documentation for
federally funded purchases:
• Specifications
• Solicitations
• Competitive quotes or proposals
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• Purchase orders
• Contracts
• Invoices
• Canceled checks
h. Actions to Address Noncompliance
Non-federal entities receiving financial assistance funding from FEMA are required to comply
with requirements in the terms and conditions of their awards or subawards, including the terms
set forth in applicable federal statutes, regulations, NOFOs, and policies. Throughout the award
lifecycle or even after an award has been closed, FEMA or the pass -through entity may discover
potential or actual noncompliance on the part of a recipient or subrecipient.
In the case of any potential or actual noncompliance, FEMA may place special conditions on an
award per 2 C.F.R. §§ 200.208 and 200.339. FEMA may place a hold on funds until the matter is
corrected, or additional information is provided per 2 C.F.R. 200.339, or it may do both.
Similar remedies for noncompliance with certain federal civil rights laws are authorized pursuant
to 44 C.F.R. Parts 7 and 19 or other applicable regulations.
If the noncompliance is not able to be corrected by imposing additional conditions or the
recipient or subrecipient refuses to correct the matter, FEMA may take other remedies allowed
under 2 C.F.R. & 200.339.
i. Audits
FEMA grant recipients are subject to audit oversight from multiple entities including the DHS
OIG, the GAO, the pass -through entity, or independent auditing firms for single audits, and may
cover activities and costs incurred under the award. Auditing agencies such as the DHS OIG, the
GAO, and the pass -through entity (if applicable), and FEMA in its oversight capacity, must have
access to records pertaining to the FEMA award.
j. Hazard -Resistant Building Codes
Hazard -resistant building codes are a foundational element of a more resilient nation,
safeguarding communities, and lives against natural disasters, with an estimated $11:1 return on
investment. The adoption, enforcement and application of modern building codes mitigates
community vulnerabilities, reduces disaster recovery costs, and strengthens nationwide
capability. FEMA is working to promote and support building codes in all areas of its work. In
the interest of building a stronger, more resilient nation, FEMA encourages all grant recipients
and subrecipients to meet current published editions of relevant consensus -based building codes,
specifications, and standards, and to exceed them where feasible.
11. Appendix A — FY 2024 SAFER Program Updates
Appendix A contains a brief list of changes between FY 2023 and FY 2024 to the SAFER
Program. The FY 2024 SAFER Program NOFO contains some changes to definitions,
descriptions, and priority categories. Changes include:
• Under Eligibility — Allowable Project Types
o The Hiring Activity offers grants to support applications to hire new, additional
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firefighters
• Under Eligibility — Unallowable Project Types
o FEMA will not fund any projects, activities, or line items that are covered under a
department's normal operating budget
• Under Eligibility — Cost Sharing Requirement
o Hiring Activity grant recipients are required to contribute non-federal funds as a
cost share
• Under Eligibility — Cost Share Description, Type and Restrictions
o In the first and second years of the grant, the amount of federal funding may not
exceed 75 percent of the usual annual cost of a first -year firefighter and in the third
year of the grant, the amount of federal funding may not exceed 35 percent of the
usual annual cost of a first -year firefighter
• Under Eligibility — Required information for verifying Cost Share
o Applicants are required to certify that their annual budget for fire -related programs
and emergency response has not been reduced below 80 percent of the applicant's
average funding level in the three years prior to the application date
• Under Register in FEMA GO:
o FEMA GO will no longer support Internet Explorer.
• Under Additional Information
o Inclusion of Hazard -Resistant Building Codes.
• Under R&R Activity — Eligible Costs
o New Member Costs — eligible physical exam costs for new members include: initial
medical exams; annual physicals; job -related immunizations; behavioral health; and
Cancer Screening Programs to meet NFPA 1582.
o Wellness and Fitness for Existing Members — eligible subcategories of physical
exams for existing members
o Employee Assistance Program (EAP) to provide behavioral health training for coping
with fire service duties.
• Under Other Information
o Extensions to the period of performance are allowed for R&R Activity grants only
12. Appendix B — Programmatic Information and Priorities
Appendix B contains details on SAFER Program information and priorities. Reviewing this
information may help applicants make their application(s) more competitive.
A. Ineligible Applications and Organizations
Volunteer and combination fire departments may apply for funding under both the Hiring
Activity and the R&R Activity; however, departments must complete separate applications for
each activity. Applicants are limited to one application per activity, per application period. If an
applicant submits two applications for the same activity during a single application period,
FEMA will disqualify both applications.
If two or more of the following entities have different funding streams, personnel rosters, and
EINs but share the same facilities, FEMA considers them as being separate organizations for the
purposes of FY 2024 SAFER Program eligibility:
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Fire departments; and
National, state, local, federally recognized Tribal Nation, and nonprofit interest
organizations.
However, if two or more organizations share facilities and each applies for the same activity
(e.g., Hiring of Firefighters), FEMA reserves the right to review and compare all those program
area applications to determine eligibility and review for potential overlap to avoid duplication of
benefits.
Additionally, federal employees are prohibited from serving in any capacity (paid or unpaid) on
the development of any application submitted under this program.
Examples of ineligible applications and organizations include:
• For -profit organizations, federal agencies, and individuals;
• Fire departments that are a Federal Government entity, 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 departments that are not independent entities but are part of, controlled by, or under
the day-to-day operational command and control of a larger department, agency or AHJ;
o However, if a fire department is the same legal entity as a municipality or other
governmental organization, and otherwise meets the eligibility criteria, that
municipality or other governmental organization may apply on behalf of that fire
department if the application clearly states that the fire department is considered part
of the same legal entity.
• State or local agencies, or subsets of any governmental entities, or any authorities that do
not meet the requirements as defined by 15 U.S.C. § 2229a(a)(1)(A) and (a)(2);
• Ambulance services, emergency medical service organizations, rescue squads,
auxiliaries, dive teams, and urban search and rescue teams; and,
• Non-federal airport or port authority fire departments whose sole responsibility is the
suppression of fires on the airport grounds or port facilities unless the airport/port fire
department has a formally recognized arrangement with the local jurisdiction to provide
fire suppression on a first -due basis outside the confines of the airport or port facilities.
• Eligible applicants may submit only one application for each eligible activity (Hiring
Activity and R&R Activity); all submissions of duplicate applications may be
disqualified.
• If an applicant submits two or more applications for the same activity, both applications
may be disqualified.
o This is different from when where an entity is applying on behalf of other
organizations that are agencies or instrumentalities of the applicant (e.g., multiple fire
departments under the same county, city, borough, parish, or other municipality). In
that situation, the applicant may request similar or the same costs if the application
clearly states which costs (including quantities) are for which agency/instrumentality.
This is permissible even if that entity submits multiple applications across regional
versus direct applications.
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B. Supporting Definitions for this NOFO
Attrition is a gradual reduction in work force without laying off personnel, e.g., when workers
resign or retire and are not replaced.
Authority Having Jurisdiction (AHJ) is that person or office charged with enforcing the NFPA
codes (Per NFPA 101-2015 Edition: Life Safety Code).
Automatic Aid is a plan developed between two or more fire departments for immediate joint
response on first alarms (Per NFPA 1710 — 2020 edition and NFPA 1720 — 2020).
Benefits, as defined in 2 C.F.R. § 200.431, means the regular compensation paid to employees
during periods of authorized absences from the job, e.g., vacation leave, sick leave, military
leave. Benefits may include employer contributions or expenses for social security, employee
insurance, workmen's compensation, and pension plan costs, and the like, whether treated as
indirect costs or as direct costs, and are also eligible and shall be distributed to awards and other
activities in a manner consistent with the pattern of benefits accruing to the individuals or group
of employees whose salaries and wages are chargeable.
Career Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that has an
all -paid force of firefighting personnel other than paid -on -call firefighters.
Combination Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that
has paid firefighting personnel and volunteer firefighting personnel. FEMA considers a fire
department with firefighting personnel paid a stipend, regardless of the amount, on a per event
basis, or paid on- call, to be a combination fire department. This includes non -fire emergency
medical service personnel of the department.
Emergency Medical Services Organization is a public or private organization that provides
direct emergency medical services, including medical transport.
Fire Department is an agency or organization that has a formally recognized arrangement with
a state, territory, local government, or Tribal Nation authority (city, county, parish, fire district,
township, town, village, or other governing body) to provide fire suppression on a first -due basis
to a fixed geographical area. Fire departments may be comprised of members who are volunteer,
career, or a combination of volunteer and career.
Firefighter is an individual having the legal authority and responsibility to engage in fire
suppression; employed by a fire department of a municipality, county, fire district, or state,
engaged in the prevention, control, and extinguishing of fires; and responding to emergency
situations in which life, property, or the environment is at risk. This individual must be trained in
fire suppression, but may also be trained in emergency medical care, hazardous materials
awareness, rescue techniques, and any other related duties provided by the fire department.
Initial Full Alarm Assignment is the personnel, equipment, and resources ordinarily dispatched
upon notification of a structural fire.
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Majority Career departments are considered majority career if more than 50% of the active
firefighting membership is salaried staff.
Majority Volunteer departments are considered majority volunteer if more than 50% of the
active firefighting membership is NOT compensated for service other than a nominal stipend and
insurance.
Mutual Aid is a written intergovernmental agreement between agencies or jurisdictions stating
that they will assist one another on request by furnishing personnel, equipment, or expertise in a
specified manner (NFPA 1710 Standard for the Organization and Deployment of Fire
Suppression Operations, Emergency Medical Operations, and Special Operations to the Public
by Career Fire Departments, 2020 edition; and NFPA 1720 Standard for the Organization and
Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special
Operations to the Public by Volunteer Fire Departments, 2020 Edition).
National, State, Local, or Federally Recognized Tribal Organizations that Represent the
Interests of Volunteer Firefighters are organizations that support or represent the interests of
firefighters in front of legislative bodies at the local, state, tribal, or federal level. Such
organizations include, but are not limited to, state or local firefighter or fire chiefs' associations,
and volunteer firefighter relief organizations and associations. FEMA shall make the final
determination as to whether an applicant is an appropriate volunteer firefighter interest group.
New Recruit is a volunteer that joins the department with the intent to serve as a firefighter, after
the recipient is notified of the grant award (the date of the award notification email in the FEMA
GO mail center).
Nominal Stipend is a stipend that does not exceed 20% of what the fire department would
otherwise pay to hire a full-time firefighter to perform the services for which the stipend is
provided. Whether a stipend falls above or below the 20% threshold may be determined in one of
two ways. Departments that maintain paid full-time firefighters on their payrolls may compare
the stipend to the salary they pay a full-time firefighter who performs similar services to
determine whether the stipend is more or less than 20% of that salary.
Departments that do not maintain full time firefighters on their payrolls may make the
determination based on a comparison to the salary paid to a full-time firefighter in a neighboring
jurisdiction, elsewhere in the state or ultimately the nation, and may also utilize data from the
U.S. Department of Labor's Bureau of Labor Statistics. A nominal stipend may also include
reimbursements to volunteer firefighters for approximate out -of- pocket expenses they incur.
If a stipend paid exceeds 20% of the prevailing wage calculated as described above, then the
firefighter receiving compensation would not qualify as a volunteer and is considered an
employee who may be covered by the Fair Labor Standards Act (FLSA) minimum wage and
overtime provisions.
Operational Budget is the funding supporting fire -related programs or emergency response
activities (e.g., salaries, maintenance, equipment, apparatus).
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Operational Position is a position with a primary assignment (more than 50% of time) on a fire
suppression vehicle, regardless of collateral duties, in support of the department's NFPA 1710 or
NFPA 1720 compliance.
Paid -on -Call is defined as firefighters who are paid a stipend for each event to which they
respond. Paid -on -call firefighters may be considered paid firefighters or volunteer firefighters,
depending on whether the stipend they receive is a nominal stipend. For the purposes of this
SAFER Program, a department whose membership is composed of all volunteer firefighters,
including any paid -on -call firefighters who receive only a nominal stipend, will be considered a
volunteer fire department. Also, for the purposes of this SAFER Program, a department whose
membership is composed of any paid -on -call firefighters who receive more than a nominal
stipend will be considered a combination fire department. Also refer to the definition of a
nominal stipend.
Part -Time Firefighter is a firefighter who works less than 40 hours per week. When more than
one part-time firefighter shares a position that results in work in excess of 40 hours per week,
FEMA considers that shared assignment to be a Full -Time Equivalent position that must be
accounted for in the staffing information provided in the application.
Primary First Due is a geographic area surrounding a fire station in which a company from that
station is projected to be first to arrive on the scene of an incident.
Salary is a fixed payment made by an employer to an employee to compensate for a regular
work schedule. Typically, the payment is made on a monthly, biweekly, or weekly basis but
often expressed as an annual sum. The salary structure should be documented in writing by the
employer. Note: Only costs for overtime that an employer routinely pays as a part of a
firefighter's regularly scheduled and contracted shift hours to comply with FLSA are eligible
salary costs under the Hiring Activity.
State is defined as any of the 50 states, the District of Columbia, Puerto Rico, the U.S. Virgin
Islands, Guam, American Samoa, and the Commonwealth of the Northern Mariana Islands.
Staffing and Deployment is the minimum staffing requirements to ensure a sufficient number of
members are available to operate safely and effectively as defined in NFPA 1710 and 1720.
Supplanting is to replace or take place of funds that would otherwise be available from state or
local sources, or the Bureau of Indian Affairs.
Tuition Assistance is only eligible for reimbursement of undergraduate and graduate studies,
vocational/technical training, certification, and job training programs for the member of the
department and not a spouse nor a dependent.
Volunteer Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that has
an all -volunteer force of firefighting personnel.
C. Application Tips
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The following information may be useful when preparing a competitive application:
• NFPA — "FREE ACCESS": as part of its commitment to enhancing public safety and
supporting the emergency responder, the NFPA makes its codes and standards available
online for free. Please visit http://www.nfpa.org/freeaccess.
• For the most competitive applications, select those local need(s) that most closely align
with one or more SAFER Program funding priorities.
Applications differ based on the applicant type. For example, the Hiring Activity
application will be different from the fire department application for the R&R Activity;
the R&R application will be different for a fire department than an interest organization.
Be sure to select the appropriate applicant type when applying.
When filling out the online application, applicants are required to provide basic
demographic information regarding their organization and the community served and
must provide detailed information regarding the items or activities for which they are
seeking funding.
If awarded, the application request(s) may be modified during the award review process;
if the awarded activities, Scope of Work, or amount(s) do not match the application as
submitted, the grant recipient shall only be responsible for completing the activities
funded. The grant recipient is under no obligation to start, modify, or complete any
activities requested, but not funded by this award. Please review the Award Package.
D. Funding Limitation
Specific funding parameters are either required by law or are the outcome of recommendations
from the CDP. Each requirement is identified below, followed by the source of the requirement
noted in parentheses:
• A total of 10% of the funding appropriated for FY 2024 SAFER Program awards is set
aside for the recruitment and retention of volunteer firefighters (15 U.S.C. § 2229a(a)(2)).
o No more than 33% of the total amount allocated for the recruitment and retention
of volunteers can be awarded to national, state, local, territorial, or federally
recognized tribal organizations that represent the interests of volunteer firefighters
(CDP).
• A total of 10% of funding appropriated for FY 2024 SAFER Program awards is set aside
for grants awarded to all volunteer or majority volunteer departments for hiring of
firefighters (15 U.S.C. § 2229a(a)(1)(H)).
o A majority volunteer fire department is one that more than half its personnel do not
receive financial compensation for their services, other than life, health, and worker's
compensation insurance, or a nominal stipend payment, including certain paid -on -call
personnel. Although applications are normally awarded based on total score (high to
low), to meet this 10% statutory set aside, the SAFER Program Office may be
required to fund an application that meets the criteria for the set aside instead of a
higher -scoring application that does not meet the set aside criteria (15 U.S.C. §
2229a(a)(1)(H)).
o If FEMA awards less than 10% of the funds available for the hiring of firefighters to
volunteer and majority volunteer fire departments, it must transfer the remaining
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funds to provide grants for the recruitment and retention of volunteer firefighters (15
U.S.C. § 2229a(a)(1)(H)).
E. Funding Priorities
a. Meeting the National Standards
FEMA prioritizes bringing non -compliant (NFPA 1710 or 1720) departments into compliance in
the most cost-effective manner.
FEMA will ask applicants general questions about the NFPA standard they are attempting to
meet as well as their current ability to meet that standard (without the use of overtime).
FEMA will also ask applicants to indicate what their ability will be to meet that same standard if
awarded grant funds. Having additional firefighters on staff should improve a local fire
department's ability to comply with the staffing, response, and operational standards that
enhance community and firefighter safety.
Applications resulting in the largest percentage increases in compliance with the relevant section
of NFPA 1710 (for career departments) or 1720 (for volunteer departments) receive higher pre -
scores than applications resulting in smaller percentage increases in compliance.
Note: SAFER Program 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 5.2.4.1 — Single -Family Dwelling Initial
Full Alarm Assignment Capability, Section 5.2.3.1 — Engine Companies, 3.3.53 Rapid
Intervention Crew). This standard applies primarily to 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,
Section 4.6 Initial Firefighting Operations). 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.
F. Hiring Activity Overview
Grants awarded under the Hiring Activity enable volunteer, combination, and career fire
departments to improve or restore staffing levels to attain a more effective level of response and
a safer incident scene. FEMA awards Hiring Activity grants directly to volunteer, combination,
and career fire departments to help fire departments increase their cadre of frontline firefighters
by providing financial assistance to hire new, additional firefighters (New Hire).
All the following are considerations in pre -scoring and peer review determinations: High
(H), Medium (M), Low (L)
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a. Compliance with NFPA Standards
The tables below identify the priority levels for current and new compliance with the NFPA
1710/1720 standards discussed in Appendix B Section E. Funding Priorities of this NOFO.
Current ' I I Compliance
Priorities
H Never or 0%
M Half of the time or 40-59%
H Rarely or 1-19%
L Very often or 60-79%
M Sometimes or 20-39%
L Most of the time or 80-100%
b. 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 that protect
a larger jurisdiction will receive higher consideration than those departments responding to fewer
incidents and protecting smaller jurisdictions.
c. Firefighter Health Measures
The health and well-being of firefighters is of paramount importance. Therefore, applicants who
indicate newly hired firefighters will undergo an entry-level physical and receive immunizations
and who indicate they will provide annual medical exams receive higher consideration than
applicants who do not specify that these benefits will be provided. To qualify for this higher
consideration, the physicals must be consistent with those required under NFPA 1580 Chapter
13, Occupational Medical: Evaluations (NFPA 1582).
Applicants should note that FEMA is working with the NFPA Technical Committee on Fire
Service Occupational Safety and Health to evaluate whether the NFPA 1582 standard complies
with applicable federal civil rights laws. No decisions have been made and FEMA will issue
additional guidance when more information becomes available.
H NFPA 15
H NFPA 15
M Non-NFPA 15
M Non-NFPA 158
d. Training Requirements
Applicants will receive higher pre -scores if the personnel funded under the grant will meet the
minimum EMS training and certification requirements prescribed by the AHJ.
G. R&R Activity — Fire Departments Overview
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Grants awarded under this R&R Activity are to fire departments to assist 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 recipient's response area.
All the following are considerations in pre -scoring and peer review determinations. Program
priorities are listed as: High (H), Medium (M), Low (L)
a. Compliance with NFPA Standards
The highest priority is to assist departments experiencing a high rate of turnover and that have
staffing levels significantly below the ideal staffing level required to comply with NFPA
standard 1710 or 1720 as discussed in Appendix B — Programmatic Information and Priorities,
Funding Priorities of this NOFO.
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.
Percentageof Volunteer Firefighters
H 91-100%
M 41-50%
H 81-91%
M 31-40%
H 71-80%
L 21-30%
H 61-70%
L 11-20%
M 51-60%
L 1-10%
c. Call Volume
Department call volume is a factor in the initial evaluation. Departments responding to a higher
number of incidents receive higher consideration.
d. Firefighter Health Measures
Applicants who indicate the newly recruited firefighters will undergo an entry-level physical and
receive immunizations, and who indicate they will provide annual medical exams receive higher
consideration. To qualify for this higher consideration, the physicals must be consistent with
those required under NFPA 1580, Chapter 13, Occupational Medical: Evaluations (NFPA 1582).
Applicants 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.
H NFPA 15
M Non-NFPA 1582-coinaliant nhvsicals
H NFPA 1582-compliant nhvsicals I M Non-NFPA 15
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e. Firefighter Training and Certification Requirements
f. R&R Coordinator/Program Manager/Grant Administrator
Coordinator
H Applicants who currently have a coordinator, program manager, or grant administrator
in place
M Applicants who request grant funding for a coordinator, program manager, or grant
administrator's position
L Applicants who do not have, or are not requesting, a coordinator, program manager, or
rant administrator
g. Regional Requests
Applications that will have a direct regional or local benefit beyond the immediate boundaries of
the applicant's first -due area will receive higher consideration.
A regional request is an opportunity for an eligible R&R Activity organization to act as a host
and apply for funding on behalf of itself and any number of other participating R&R Activity
eligible organizations. Regional activities should achieve cost effectiveness, support regional
efficiency and resilience, and have a direct regional or local benefit to more than one local
jurisdiction (county, parish, town, township, city, or village). Direct regional or local benefit
means that other eligible organizations will receive a portion of the grant -awarded funds, will
receive items purchased with the grant funds, or share an item purchased with grant funds.
The community identification characteristic, the organizational status of the applicant, and the
permanent resident population should be entered for the host entity, regardless of the
composition of the participating partners.
Regional populations served are the aggregate of the geographically fixed areas of the host and
participating partner organizations.
Neither the regional host nor any participating partner is prevented from also applying on behalf
of their own organization for any SAFER Program Activity. However, it cannot be for the same
item.
In completing the application, the host applicant must include a list of all participating
organizations, including a point of contact and phone number for each organization that will
directly benefit from the regional project if they receive the grant. The organizations that will
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benefit from the R&R Activity may also apply for funding under the SAFER Program if the
organizations do not apply for a project or activity that could conflict with or duplicate the host
applicant's project. Applicants must also certify that they will ensure the organizations
participating in this application have not received grants for similar items/activities.
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, cost share, accountability for the
assets, and all reporting requirements in the regional application.
All participants of a regional application must be compliant with SAFER Program requirements,
including being current with past grants, closeouts, and other reporting requirements. Upon
notification by the SAFER Program Office, the host agency shall not distribute grant -funded
assets or provide grant -funded contractual services to non- compliant partner organizations. The
host and the delinquent partners will be notified by the SAFER Program Office of their specific
deficiency.
Regional host applicants and participating partner agencies must execute a Memorandum of
Understanding (MOU), or equivalent document signed by the host and all participating
organizations participating in the award. The MOU must specify the individual and mutual
responsibilities of the host and participating partners, the host's and participants' level of
involvement in the project(s), the participating partners' EINs, and the proposed distribution of
all grant -funded assets or contracted services. Any entity named in the application as benefiting
from the award must be an eligible SAFER Program organization and must be a party to the
MOU or equivalent document. Copies of the MOU or equivalent document should be
submitted as an attachment in the application.
H. R&R Activity — National, State, Local, Territorial, or Federally Recognized Tribal Nation
Volunteer Firefighter Interest Organizations (Interest Organizations) Overview
Grants awarded under this R&R Activity are to applicants who identify as an Interest
Organization. These grants are intended to create an aggregate increase in the number of trained,
certified, and competent firefighters capable of safely responding to emergencies on behalf of the
fire departments being represented. For this reason, projects that are comprehensive in nature and
based on a clear needs assessment, implementation plan, evaluation plan, and have, or will
establish, fire service partnerships will receive higher consideration.
In completing the application, the applicant must include data that approximates the
characteristics of the entire region and all fire departments affected by the grant. If awarded,
recipients may be required to provide documentation of each fire department's consent to
participate in the application. Applicants must also certify that they will ensure the fire
departments participating in this application have not received grants for similar items/activities.
The following identifies the elements that the applications will be evaluated on during the pre -
scoring process. Automated (pre -score) evaluation scores represent 30% of the total application
score.
All the following are considerations in pre -scoring and peer review determinations. Program
priorities are listed as: High (H), Medium (M), Low (L)
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a. Compliance with NFPA Standards
The highest priority is to assist departments experiencing a high rate of turnover that have
staffing levels significantly below the ideal staffing level required to comply with NFPA
standards 1710 or 1720 as discussed in Appendix B — Programmatic Information and Priorities,
Funding Priorities of this NOFO. Interest Organizations that currently have the lowest
recruitment and retention rates among the entire region and all fire departments benefitting from
the grant funds receive higher consideration for funding.
b. R&R Coordinator/Program Manager/Grant Administrator
': ' Coordinator
H Applicants who currently have a coordinator, program manager, or grant administrator
in place
M Applicants who request grant funding for a coordinator, program manager, or grant
administrator's position
L Applicants who do not have, nor are not requesting, a coordinator, program manager, or
rant administrator
c. Needs Assessment
d. Fire Service Partnerships
H Applicants who have, or will establish, fire L Applicants who will not have, nor
service partnerships as part of this project establish, fire service partnerships as part
of this nroiect
I. Eligible and Ineligible Costs and Requirements
Regardless of the eligibility of any costs requested or the results of the review of the application
conducted in accordance with Section 7 Application Review Information of this NOFO, FEMA
reserves the right to approve the activities requested in an application in whole or in part.
Uigible Costs:
• Salary and associated benefits (actual payroll expenses) for the positions funded under
the SAFER Program grant are eligible. Costs are reimbursable if they are included as
part of the standard package, available to all operational firefighter positions,
contractually obligated, and reimbursed via payroll. Refer also to the definitions in
Appendix B — Programmatic Information and Priorities, Supporting Definitions for this
NOFO or this NOFO.
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• Compensation for a firefighter's normal, contracted work schedule is reimbursable, but
overtime costs are not eligible for reimbursement by the SAFER Program grant award
(including overtime for holdovers, extra shifts, to attend training, etc.). Only costs for
overtime that the fire department routinely pays as a part of the base salary or a
firefighter's regularly scheduled and contracted shift hours, to comply with FLSA, are
eligible. For more information on FLSA, please visit the U.S. Department of Labor.
• Salaries and benefits of firefighters hired with SAFER Program funding while they are
engaged in initial recruit training are eligible.
aigibility Requirements:
• Only firefighters hired (New Hire category) after the SAFER Program grant offer of
award are eligible for grant funding.
• Only full-time positions are eligible for funding. A full-time position is one position
that is funded for at least 2,080 hours per year, e.g., 40 hours per week, 52 weeks per
year.
• SAFER Program grant funds will only pay for operational positions, whose primary
assignment (more than half the time) is on a fire suppression vehicle, regardless of
collateral duties.
• Volunteer and mostly volunteer fire departments may also hire individuals to fill
officer -level positions (e.g., chief, fire inspector, training officer, safety officer) in
addition to their primary operational assignment.
• Funds received under the SAFER Program must not be used to replace funds that woul
be available from state or local sources, or from the Bureau of Indian Affairs, but shall
be used to increase the amount of funding that would, in the absence of Federal funds
received, be made available from state or local sources, or funds supplied by the Burea
of Indian Affairs.
• The salaries and benefits of full-time firefighters who are employees at the time of
grant award are ineligible to be funded under this grant.
• Job -sharing positions (e.g., utilizing more than one person to fill a full-time SAFER
Program -funded position) are ineligible.
• The SAFER Program may not be used to fund promotions (e.g., to pay a current
member a higher salary by placing him/her in a new SAFER Program -funded position).
• Pre -application costs, such as grant writer fees, administrative costs (e.g., physicals/
medical exams, background checks, etc.), and indirect costs associated with hiring
firefighters are ineligible.
• Costs to train and equip firefighters (e.g., PPE/Turnout Gear) are ineligible (this does
not include the salaries and benefits of firefighters hired under the SAFER Program
while they are engaged in training).
• Costs for additional benefits such as uniform allowances, education stipends, meal
allowance, etc., that are not contractually obligated, included as part of the standard
benefits package for all emWovees, and reimbursed via t)avroll are ineligible.
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• Costs of annual physicals/medical exams are ineligible.
• Overtime costs (including overtime for holdovers, extra shifts, to attend training, etc.)
are ineligible (except as noted in "eligible costs" above).
• M&A costs.
• Indirect costs.
• Applicants must correlate the activities for which funding is requested and the
identified recruitment or retention problems or issues to be addressed. FEMA will not
fund a budget line item if an applicant does not provide sufficient information detailing
how it will enhance recruitment and retention. Allowable costs may be limited to
reasonable amounts, as determined by FEMA.
• Applicants who propose to focus on retention of volunteers will receive equal
consideration as applicants focusing on recruitment of volunteers. A focus on retention
may include providing incentives for volunteer firefighter members to continue service
in a fire department.
• SAFER Program grant funds may only be used for volunteer firefighters who are
involved with, or trained in, the operations of firefighting and emergency response.
• FEMA recommends that departments consult their AHJ or the department's legal
counsel to understand the full legal and financial implications involved with
implementing or sustaining programs that offer benefits or financial awards to
firefighters (e.g., stipends, Length of Service Award Program [LOSAP]/Retirement
Program).
• All grant -related purchases and activities must be incurred, received, and completed
within the period of performance. The period of coverage or service delivery on all
contracts and agreements may not begin prior to or extend beyond the period of
performance of the grant. FEMA may permit prorated costs to be charged to the grant
for training courses that begin during the period of performance but end after the
period of performance ends.
• All funded activities under the R&R Activity 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. FEMA may ask for copies of SOPS before or after being awarded.
• Funds received under the SAFER Program must not be used to replace funds that
would be available from state or local sources, or from the Bureau of Indian Affairs,
but shall be used to increase the amount of funding that would, in the absence of
Federal funds received, be made available from state or local sources, or funds
supplied by the Bureau of Indian Affairs.
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Costs to support a staffing needs assessment identifying the operational staff and support
that are required to carry out fire department responsibilities safely and effectively (e.g.,
supplies for data collection, contractors, or personnel to collect and analyze data,
software programs, etc.).
■ Note: If a staffing needs assessment is requested and the application is selected for
funding, the staffing needs assessment will be the only activity that will be funded.
Costs to support a R&R Coordinator, a Program Manager, and/or a Grant Administrator
(including reasonable salary, fringe benefits, contract support, supplies, travel, etc.).
■ Note: Computers for these positions are low priority items.
Marketing Program to recruit new volunteer firefighters, such as:
■ Media advertising (e.g., television, radio, social media);
■ Print advertising (e.g., newspapers, billboards, signs, banners, brochures, flyers);
and,
o LED/electronic sign. Note: this is a high priority item only when included as part of
a comprehensive marketing program. Only one LED/electronic sign is allowed per
applicant and 75% of usage must be dedicated to R&R activities. Allowable costs
may be limited to reasonable amounts as determined by FEMA. Additional
restrictions apply (for details see Section IO.B.a. Environmental Planning and
Historic Preservation (EHP) Compliance of this NOFO).
■ Note: If requesting funds to recruit new members, a marketing plan must be in place,
or the application must show a marketing plan will be implemented either with grant
funds (requested as a line item) or that the applicant will implement a marketing plan
using existing department resources.
New Member Costs may include:
o Entry-level physical exam for each new recruit;
o Annual physicals for newly recruited members 4; and
o Station duty uniforms.
Wellness and Fitness for Existing Members. Wellness and Fitness costs of an annual
exam may include:
o Physical exams;
o Job -related immunization;
o Periodic Physical Exam/Health Screening;
o Behavioral health; and
o Cancer Screening Program to meet NFPA 1582.
■ All grant -funded physicals (except those for explorers/cadets) must meet NFPA
1582 standards (Chapter 9, Occupational Medical Evaluation).
Employee Assistance Program (EAP) to provide behavioral health training for coping
with fire service duties.
New recruit basic training that is not covered under a department's normal operating
budget, and as required by the AHJ to meet minimum firefighter certification (e.g.,
cardiopulmonary resuscitation (CPR), First Responder, EMT, FFI, FF2).
4 The cost of physicals should be based on local physician or health center prices. Detailed information on
implementing NFPA 1582 physicals can be found at https://www.fstaresearch.org.
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■ Reimbursement to members for lost wages, mileage and transportation costs, lodging
costs, and per diem while attending required basic training is also eligible.
■ Note: costs for mileage/transportation, lodging, and per diem must comply with the
department's written travel policies and procedures. If policies are not established,
costs will only be reimbursed at the federal government rate.
Leadership or career development training when used as a retention incentive that is not
covered under a department's normal operating budget.
■ Reimbursement to members for lost wages, mileage and transportation costs, lodging
costs and per diem while attending leadership/career development training or
conferences are also eligible.
■ Note: costs for mileage/transportation, lodging and meals must comply with the
department's written travel policies and procedures. If policies are not established,
costs will only be reimbursed at the federal government rate.
■ Courses must provide Continuing Education Units (CEU) or certificates of
completion to be eligible.
Instructor/train-the-trainer training that is not covered under a department's normal
operating budget.
o Reimbursement to members for lost wages, mileage and transportation costs, lodging
costs, and per diem while attending instructor/train-the-trainer training are also
eligible.
■ Note: Costs for mileage/transportation, lodging, and per diem must comply with the
department's written travel policies and procedures. If policies are not established,
costs will only be reimbursed at the federal government rate.
Tuition assistance for higher education (including books, lab fees and student fees).
■ Coursework or certifications in this category should be more advanced than what
departments typically fund for required minimum -staffing requirements and specific
to an accredited university or trade school program.
■ Courses are not limited to firefighter training or education.
■ Only tuition payments for classes offered and taken during the period of performance
are allowable.
■ Computers for individual students are not eligible for funding.
■ Payments for student loans are not eligible for funding.
■ Recipients must provide internal policies that explain how funding is administered.
■ Allowable costs may be limited to reasonable amounts, as determined by FEMA.
PPE/Turnout Gear.
■ PPE may only be funded for new firefighters that join the department after the date of
grant award, that successfully pass an NFPA 1582-compliant physical, and that are
certified as "fit for duty." PPE purchased with SAFER Program funding must be
utilized by adequately trained staff.
■ Funds are available to acquire Occupational Safety and Health Administration -
required and NFPA-compliant PPE for firefighting personnel. In addition, PPE must
meet any national or state standards and increase firefighter safety. Failure to meet
these requirements may result in ineligibility for PPE funding. Copies of NFPA
standards may be reviewed at http://www.nfpa.org/freeaccess.
■ Only actual costs for PPE are allowed.
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■ Allowable costs may be limited to reasonable amounts, as determined by FEMA.
■ To receive payment, recipients must provide the following documentation to support
the purchase of PPE:
■ Invoices/proof of payment (e.g., canceled checks, bank statements, electronic
funds transfers) for PPE.
■ Proof that the firefighter(s) have passed an NFPA 1582-compliant physical and
are certified as "fit for duty."
■ Eligible PPE Expenditures:
■ Only one set of PPE for structural and wildland firefighting per each new recruit.
■ The SAFER Program considers a complete set of structural PPE to be comprised
of one self-contained breathing apparatus (SCBA) mask/face piece, one pair of
pants, one coat, one helmet, two hoods, one pair of boots, two pairs of gloves,
one pair of suspenders, and one pair of goggles. In those jurisdictions where
additional PPE, like Personal Safety/Rescue Bailout Systems are statutorily
required, the SAFER Program will consider all statutorily required items to be
part of a complete PPE set.
■ The SAFER Program considers a complete set of wildland PPE to be comprised
of one pair of pants, one coat, one jumpsuit, one helmet, one pair of boots, one
pair of gloves, one pair of suspenders, one pair of goggles, one fire shelter, one
web gear, one backpack, and one canteen/hydration system.
Traditional therapies and preventative care facilitated by a licensed mental health or
physical healthcare provider.
LOSAP or Retirement Program:
■ New LOSAP or Retirement Programs (meaning the department has never had a
LOSAP or Retirement Program).
■ Increasing existing LOSAP or Retirement Program coverage to include newly
recruited members (FEMA will only fund the increase portion of the program).
Note: FEMA will not fund LOSAP or Retirement Programs that were previously
funded by a SAFER Program grant.
Nominal stipends, as defined under Appendix B — Programmatic Information and
Priorities, Supporting Definitions for this NOFO in this NOFO for volunteer
firefighters who are involved with, or trained in, the operations of firefighting and
emergency response (e.g., Pay -per -Call, Points Based System, etc.). Stipends may only
be provided for participation in operational (firefighting) activities, such as duty shifts,
operational training, or responding to incidents.
o Food vouchers may be used for nominal stipends if the Narrative supports their use
as an effective recruitment and retention tool for the department. However, food
vouchers must be issued through formally adopted SOPS.
o Award recipients must maintain records of all food vouchers including firefighter
name, amount, date received, and signature of the receiving firefighter.
o Gift cards may not be used for nominal stipends. For information on gift cards, see
Low Priority — Awards/Incentives below.
o Only actual costs for stipends are allowed.
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o Allowable costs may be limited to reasonable amounts as determined by FEMA.
• Costs to support explorer/cadet, and mentoring programs, such as:
o Only one set of station duty uniforms (the SAFER Program considers one set of
station duty uniform as one pair of pants, one shirt, one hat, and one pair of boots)
for each newly recruited cadet/explorer per the department's documented uniform
policy.
o Training (Non -Immediate Danger to Life and Health [IDLH]).
o One set of structural or wildland PPE as defined above for each new cadet/explorer
that joins the department after the date of grant award, with the following two
exceptions: 1) SCBA mask/face pieces are not eligible because PPE for
explorers/cadets may not be used in an IDLH atmosphere, and 2) physicals for
explorers/cadets are not required to meet NFPA 1582.
o One introductory physical exam per each newly recruited explorer/cadet.
• Insurance packages (e.g., AD&D, workers compensation, disability, health, dental,
life).
• Exercise equipment is limited to no more than $10,000 total per grant award.
• Wellness programs (e.g., group fitness led by health instructors that come to the
• New Member Costs. Only one set of station duty uniforms (the SAFER Program
considers one set of station duty uniforms as one pair of pants, one shirt, one hat, and
one pair of boots) for new firefighters that join the department after the date of grant
award, per the department's documented uniform policy.
o Note: Class A or B uniforms (e.g., Dress Uniforms) and badges are not allowable
costs under the SAFER Program.
• American National Standards Institute -approved retro-reflective highway apparel.
PPE gear bags.
Costs for advanced training not currently covered under the department's operating
budget (e.g., extrication training, specialized equipment training, swift water
rescue, etc.). Advanced training requests are only eligible for members who have
already met the minimum firefighter certifications required by the AHJ and must
closely correlate to the applicant's recruitment and retention goals.
o Reimbursement to members for lost wages, mileage and transportation costs,
lodging costs, and per diem while attending advanced training are also eligible.
o Note: Costs for mileage and transportation costs, lodging costs, and per diem
must comply with the department's written travel policies and procedures. If
policies are not established, costs will only be reimbursed at the federal
government rate.
Two computers (including monitor, keyboard, mouse) and printer for grant -
appointed R&R Coordinator, Program Manager, and/or Grant Administrator.
Awards or Incentive program for participation in operational (firefighting) activities,
such as operational training or responding to incidents (e.g., length of service
Dlaoues, gift cards for ton responders, non -uniform clothing).
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o Non -uniform clothing (limited to a shirt, a jacket, or a pullover) as part of an
award program only.
■ Note: Class A or B uniforms (e.g., Dress Uniforms) and badges are not
allowable costs under the SAFER Program.
o Gift Cards: a logbook for the purchase and issuance of gift cards is required. The
logbook should include name of recipient, date, amount of card, reason for
issuance, and signature of recipient. Gift cards should be issued to operational
firefighters who have completed the minimum firefighter training required by the
AHJ.
• LED/electronic sign when it is not included as part of a comprehensive
marketing program.
• Fire service association membership fees.
• Projector or screen to support classroom training.
• Payments for housing or rent for volunteers at or near the fire station.
• Other costs associated with new recruits (background checks, aptitude tests, etc.).
• Station modifications/remodeling/renovation of existing facilities.
o Remodeling/renovations to an existing facility are allowable (e.g., converting
space into bunkroom) and must correlate to the identified recruitment or retention
problems or issues being addressed with the grant. The renovations must be minor
interior alterations not to exceed $10,000 total per grant award.
o Remodeling/renovations may not change the footprint or profile of the building.
o Any request for modifications to facilities may require EHP review (for details
see Section 10.13.a. Environmental Planning and Historic Preservation (EHP)
Compliance of this NOFO). Recipients are encouraged to have completed as
many steps as possible for a successful EHP Review in support of their proposal for
funding, including coordination with their State Historic Preservation Office to
identify potential historic preservation issues and to discuss the potential for
project effects, and compliance with all state and EHP laws and requirements.
Preservation Office to identify potential historic preservation issues and to discuss
the potential for project effects, and compliance with all state and EHP laws and
requirements.
o Written approval must be provided by FEMA before using any SAFER Program
funds for remodeling or renovation. If awarded funds for remodeling or
renovation, recipients may be required to submit evidence of approved zoning
ordinances, architectural plans, any other locally required planning permits, and a
notice of interest.
M&A costs up to 3% of the total awarded amount in accordance with 2
C.F.R. Part 200, Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards. M&A costs must be identifiable and directly related
to the implementation and management of the SAFER Program grant. Salaries and
fringe benefits for personnel directly supporting the grant are not required to be
included in the M&A budget line item.
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Indirect costs for national, state, local, or federally recognized Tribal Nation
volunteer firefighter interest organizations that are expended pursuant to Section 3.H.
Indirect Costs (Facilities and Administrative Costs).
Up to $1,500 in grant writer fees for application preparation, but not grant
administration. The fee must have been paid between 90 days before the publication
date of this NOFO and up to 30 days of the end of the application period and prior to
any contact with SAFER Program Office staff or an Offer of Award. For details see
Appendix C — Award Administration Information, Grant Writer/Preparation Fees.
Audit costs proportional to the total SAFER Program award. Recipients of multiple
federal funding sources can only charge a pro rata share of the audit cost(s) to the
SAFER Program award. and thev must be incurred during the period of performance.
This list is not exhaustive:
• Salary and benefits for firefighters.
• Retroactive payments or recognition for operational services rendered prior to the
grant award.
• Costs incurred (including the delivery of goods or services) outside of the period
of performance except for grant writer fees; see Appendix C — Award
Administration Information, Grant Writer/Preparation Fees.
• Fire suppression equipment.
• Vehicles.
• Fire simulators, fire evolution, or fire training props (e.g., burn trailers, forcible
entry, rescue/smoke maze, flashover simulators).
• Supplies, expendables, or "onetime" use items such as foam, fuel/propane,
breaching materials (e.g., wood or sheetrock).
• Sirens, warning lights for fire department or private vehicles, or other outdoor
warning devices.
• Communication equipment and monthly expenses including cell phones, pagers,
portable radios, or Computer- Aided Dispatch systems.
• Video cameras/recording equipment.
• Photographs/photographer unless part of a marketing contract for recruitment of
new members.
• Intruder alerting systems and deployment notification systems.
• Retroactive payments or recognition for non -operational activities (including
payments, gift cards, recruitment bonuses, or stipends for recruiting firefighters).
• Payments for travel to or participation in leisure or social activities such as
theater tickets, entertainment tickets, and trips (e.g., professional sporting
events).
• Costs associated with award banquets, such as food, photographers, refreshments,
entertainment, or rental facilities. Reimbursement for actual awards (e.g., plaques
and trophies) is eligible.
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• Costs for food or refreshments that are not part of a conference or training hosted
by the grant recipient (food vouchers can be requested as a nominal stipend but
must be provided only under formally adopted SOPS).
• Costs for training currently covered under the department's operating budget
(e.g., tuition or instructor fees for department -mandated, basic -level training).
• Tuition assistance for family members of the volunteer.
• Services at a member's personal residence (e.g., internet access, plowing of
driveways).
• Furniture (except for newly converted bunkrooms), televisions, fixtures,
appliances (e.g., refrigerators), and entertainment equipment.
• "Giveaways" for recruitment events, such as stickers, pencils, pens, t-shirts,
cups, mugs, or balloons.
• Fees for courses and training that are available free of charge on the internet or
at state/local training facilities (e.g., NIMS 100, 700, 800).
• Costs for fuel. Costs for travel to training or other eligible activities are
reimbursed through mileage rates.
• Gym Memberships.
• Payments for student loans.
• Mileage reimbursement for responding to incidents or periodic operational
training at the fire house (mileage reimbursement is allowed for other types of
training as explained under eligible costs).
• Station internet access/user fees and equipment to install internet (such as routers).
• Continued funding of an existing (or previously funded through the SAFER
Program) LOSAP or Retirement Program.
• Computers in common areas or individual computers for training/education.
• Copiers/printers.
• Incentives for career firefighters within the recipient's fire department.
• Ineligible explorer/cadet/mentoring program expenditures:
o SCBAs, including masks/face pieces.
o Anything involving the IDLH atmosphere.
o Any activities precluded by the AHJ.
• Ineligible PPE expenditures:
o Three-quarter length rubber boots.
o SCBAs (not including SCBA masks/face pieces).
o PASS Devices.
o Spare cylinders.
o Bomb disposal suits.
o PPE for hazardous materials and other specialized incidents.
o More than one set of structural or wildland PPE per newly recruited member
(within the period of performance).
• PPE for existing members, R&R Coordinator, Program Manager, and/or Grant
Administrator.
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13. Appendix C — Award Administration Information
Appendix C contains detailed information on SAFER Program Award Administration.
Reviewing this information may help recipients in the programmatic and financial administration
of their award(s).
A. Help FEMA Prevent Fraud, Waste, and Abuse
If applicants or recipients have information about instances of fraud, waste, abuse, or
mismanagement involving FEMA programs or operations, they should contact the DHS OIG
Hotline at (800) 323-8603, by fax at (202) 254-4297, or email HOTLINEgoig dhs.gov.
B. Grant Writer/Preparation Fees
Fees for grant writers may be included as a pre -award expenditure. For grant writer fees to be
eligible as a pre -award expenditure, the services must be competitively sourced, specifically
identified, and listed within the "Grant Request Details" section of the application and must
satisfy the requirements under 2 C.F.R. § 200.458. FEMA will only consider reimbursements for
application preparation, not administration, up to $1,500 per annum. The allowability of grant
writer fees as a pre -award expenditure must be paid between the 90 days before the publication
date of this NOFO and up to 30 calendar days after the application period closes. For the grant
writer fees held either on retainer or subscription basis to be an eligible pre -award cost, the
claimed retainer or subscription must have been competitively secured, and the costs are limited
to the start of the appropriation period for the underlying award and meet the requirements under
2 C.F.R. § 200.458. Fees payable on a contingency basis are not an eligible expense.
Pursuant to 2 C.F.R. Part 180, recipients may not use federal grant funds to reimburse any entity,
including a grant writer or preparer, if that entity is presently suspended or debarred by the
federal government from receiving funding under federally -funded grants or contracts.
Recipients must verify that the contractor is not suspended or debarred from participating in
specified federal procurement or non -procurement transactions pursuant to 2 C.F.R. § 180.300.
Prior to submission of the application, please review all work produced by grant writers or
other third parties for accuracy. By submitting the application, applicants are certifying all
information contained therein is true and an accurate reflection of the organization, and that
regardless of the applicant's intent, the submission of information that is false or misleading
may result in actions by FEMA. These actions include but are not limited to the submitted
application not being considered for award, temporary withholding of funding under the
existing award pending investigation, or referral to the DHS OIG.
The following documentation shall be provided to FEMA upon request:
1. A copy of the grant writer's contract for services;
2. A copy of the invoice or purchase order;
3. A copy of the canceled check (front and back); and
4. Evidence that the services were competitively procured.
Failure to provide the requested documentation may result in the grant writer fee being deemed
ineligible and the grant reduced accordingly.
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Note: FEMA requires that all applicants identify the following as "Application
Participants" in the "Contact Information" section of the application: Any individual or
organization that assisted with the development, preparation, or review of the application to
include drafting or writing the narrative and budget; whether that person, entity, or agent is
compensated or not; and whether the assistance took place before submitting the application.
C. Maintenance and Sustainment
The use of FEMA preparedness grant funds for the costs of repairs or replacement, as well as
maintenance contracts, warranties, and user fees may be allowable.
The intent of eligible Maintenance and Sustainment activities is to provide direct support to the
critical capabilities developed using FEMA and other DHS grants and support activities. Routine
upkeep and the supplies, expendables, or one-time use items that support routine upkeep (e.g.,
gasoline, tire replacement, routine oil changes, monthly inspections or grounds and facility
maintenance) are the responsibility of the recipient and may not be funded with SAFER Program
funding.
Generally, when purchasing a maintenance agreement, service contract, or extended warranty for
systems or equipment, the period of coverage provided under such a plan may not extend beyond
the period of performance of the grant with which the agreement, warranty or contract is
purchased.
The duration of an extended warranty purchased incidental to the original purchase of the
equipment may exceed the period of performance if the coverage purchased is consistent with
that which is typically provided for, or available through, these types of agreements, warranties,
or contracts. When purchasing a stand-alone warranty or extending an existing maintenance
contract on an already -owned piece of equipment or system, coverage purchased may not exceed
the period of performance of the award used to purchase the maintenance agreement or warranty.
As with warranties and maintenance agreements, this policy extends to licenses and user fees as
well.
Even if purchased incidental to the original purchase of the equipment, the duration of an
extended maintenance agreement or warranty must also be reasonable for the type of equipment
or system being purchased. For example, if a vendor offers a 10-year extended warranty
incidental to the purchase of a piece of equipment, but the useful life of that equipment being
purchased is five years, the purchase of a 10-year extended warranty would not be a reasonable
cost and may not be charged to the grant.
D. Taxes, Fees, Levies, and Assessments
Taxes, fees, levies, or assessments that the recipient is legally required to pay and are directly
related to any eligible SAFER Program acquisition activity may be charged to a SAFER Program
award pursuant to 2 C.F.R. § 200.470. These charges shall be identified and enumerated in the
SAFER Program application narrative, as well as the "Grant Request Details" section of the
acquisition activity.
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Any avoidable and unreasonable costs that result from the action or inaction of a recipient (or
recipient's agent) or that prevent that recipient from enjoying any lawful exemption, waiver, or
reduction of any tax, fee, levy, or assessment directly related to any eligible SAFER Program
acquisition activity are not chargeable to any SAFER Program award.
Example: Governmental entities and Public Safety Agencies are exempt from some Federal
Communications Commission (FCC) fees*, but only if the eligible organization submits an
exemption or waiver request to the FCC.
*Government entities are not required to pay FCC regulatory fees. Nonprofit entities (exempt
under Section 501 of the Internal Revenue Code) may also be exempt. The FCC requires that any
entity claiming exempt status submit, or have on file with the FCC, a valid Internal Revenue
Service Determination Letter documenting its nonprofit status, or certification from a
governmental authority attesting to its exempt status. For more information, please visit
http: //Www.fcc.go.
E. Excess Funds
After completing the initial project(s) proposed in the recipient's application, some recipients
may have unexpended funds remaining in their budget. These excess funds may result from any
combination of under -budget acquisition activities or competitive procurement processes.
These excess funds may be utilized to address an organization's local needs or to mitigate
identified capability gaps. FEMA expects excess funds to be obligated concurrent with an
award's period of performance to address a known or critical need. An amendment request must
be submitted to document the expenditure of excess funds. As a reminder, all costs must be
incurred, and all goods and services must be delivered or completed within the period of
performance to be allowable.
F. Payments and Amendments
FEMA uses the Direct Deposit/Electronic Funds Transfer method of payment to recipients.
SAFER Program payment/drawdown requests are generated using FEMA GO. SAFER
Program payment/drawdown requests from state or local government entities will be governed
by applicable federal regulations in effect at the time a grant is awarded to the recipient and
may be either advances or reimbursements. Recipients should not expend funds until all special
conditions listed on the grant award document have been met, including completion of EHP
review, and the request for payment in FEMA GO has been approved. Recipients should draw
down funds based upon immediate disbursement requirements; however, FEMA strongly
encourages recipients to draw down funds as close to disbursement or expenditure as possible
to avoid accruing interest.
Non-federal entities should keep detailed records of all transactions involving the grant. FEMA
may at any time, request copies of any relevant documentation and records, including purchasing
documentation along with copies of cancelled checks for verification. See, e.g., 2 C.F.R. §§
200.318(i), 200.334, 200.337.
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a. Advances
Recipients shall be paid in advance, provided they maintain or demonstrate the willingness and
ability to maintain procedures to minimize the time elapsing between the transfer of funds and
disbursement by the recipient (not to exceed 30 days), and the financial management systems
that meet the standards for fund control and accountability as established in 2 C.F.R. Part 200.
The recipient shall include all applicable source documentation such as invoice(s), purchase
orders, contracts, etc., to support the costs associated with the advance SAFER Program
payment/drawdown requests. EHP review requirements must be met prior to advanced
payments.
Although advance drawdown requests are permissible, recipients remain subject to applicable
federal laws in effect at the time a grant is awarded to the recipient.
Governing interest requirements include the Uniform Administrative Requirements Cost
Principles, and Audit Requirements for Federal Awards at 2 C.F.R. Part 200 and the Cash
Management Improvement Act (CMIA) and its implementing regulations at 31 C.F.R. Part 205.
Interest under CMIA will accrue from the time federal funds are credited to a recipient's account
until the time the recipient pays out the funds for program purposes. For the rate to use in
calculating interest, please visit Treasury Current Value rate at
https://www.fiscal.treasur ovg /fsreports/rpt/cvfr/cvfr home.htm.
b. Reimbursement
Payment by reimbursement is the preferred method when the requirements to be paid in advance,
pursuant to 2 C.F.R. § 200.305, cannot be met. In accordance with U.S. Department of Treasury
regulations at 31 C.F.R. Part 205, if applicable, the recipient shall maintain procedures to
minimize the time elapsing between the transfer of funds and the disbursement of said funds. As
a prerequisite of SAFER Program approval for reimbursement requests, recipients shall submit
all applicable source documentation, such as payroll records, timecards, contracts, invoices,
purchase orders, proof of payment (e.g., canceled checks, bank statements, electronic funds
transfers) to support the costs associated with each payment/drawdown request.
c. Rebates
Recipients shall disburse program income, rebates, refunds, contract settlements, audit
recoveries, and interest earned on such funds before requesting additional cash payments, in
accordance with 2 C.F.R. § 200.305. The reduction of federal financial participation via
rebates/refunds may generate excess funds for the recipient if the recipient previously obligated
their Cost Share match based upon the original award figures. If the recipient previously
obligated their original Cost Share prior to the rebate, then the recipient may have minimum
excess funds equal to the difference between the original Cost Share less the rebate -adjusted Cost
Share.
d. Payment Requests During Closeout
A recipient may only submit reimbursement payment requests up to 120 calendar days after the
expiration of the period of performance, during an award's closeout reconciliation per 2 C.F.R. §
200.344. Reimbursement payments are the only eligible type of requests to be submitted after a
grant's period of performance has expired. The expenditure must have been obligated and
received during the period of performance of the award. The recipient's request should contain
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clear and specific information certifying that the liquidation of federal funds is reimbursement
for an obligation properly incurred during the active period of performance. FEMA may request
documentation supporting the reimbursement for review at any time.
e. Amendments
FEMA may approve SAFER Program award amendments on a case -by -case basis for the
following reasons:
• Extension of the period of performance to complete the scope of work under the R&R
Activity;
• Changes to the activity, mission, retroactive approval (pre -award), closeout issues,
and some excess funds requests;
• Budget changes (adding funds to award/non-closeout deobligation of funds); and
• Change of key personnel.
FEMA will only consider amendments submitted via FEMA GO. These requests must contain
specific and compelling justifications for the requested change. Amendments or changes to the
scope of work may require additional EHP review. FEMA strongly encourages recipients to
expend grant funds in a timely manner to be consistent with SAFER Program goals and
objectives.
Note: A recipient may deobligate or return unused funds (i.e., those remaining funds
previously drawn down via payment request or remaining award funding that was never
requested) to FEMA prior to the end of an award's period of performance. To exercise this
option, a recipient must submit an amendment via FEMA GO and state in the amendment that
the unliquidated funds (e.g., the funds to be returned) are not necessary for the fulfillment or
success of the grant's obligations or mission. The recipient must also indicate in the
amendment that it understands that the returned funds will be deobligated and unavailable for
any future award expenses. Deobligation of funds will decrease the federal portion of the grant
and the amount of the recipient's cost share obligation. FEMA will confirm deobligation
amendments with all points of contact; after confirmation of the recipient's intent to
deobligate, FEMA will hold the approved deobligation request for 14 calendar days as a period
for recipient reconsideration before FEMA processes the deobligation request.
G. Disposition of Grant -Funded Equipment
A recipient must use, manage, and dispose of SAFER Program -funded equipment in accordance
with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards at 2 C.F.R. § 200.313. Except for state governments, when original or
replacement equipment acquired under a SAFER Program award is no longer needed for the
original project, program, or other activities currently or previously supported by a federal
awarding agency, the recipient must request disposition instructions from FEMA. FEMA
strongly recommends contacting the SAFER Help Desk before disposing of SAFER Program -
funded equipment.
H. Post -Award Recipient Responsibilities
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Once awarded, recipients under the Hiring Activity must submit a pre -SAFER Program roster
listing paid operational/firefighting personnel, in support of NFPA 1710 or NFPA 1720, who are
employees at time of award. FEMA compares the pre -SAFER Program roster to names
submitted for SAFER Program -funded positions to ensure that the SAFER Program -funded
firefighters are new employees.
The SAFER Program Office will work with recipients to establish the correct staffing
maintenance numbers, which combine the number of pre -SAFER Program and SAFER Program -
funded operational positions. Once this is established, recipients must agree to maintain this
number throughout the period of performance by taking active and timely steps to fill any
vacancies.
Recipients under the Hiring Activity who lay off any operational personnel during the period of
performance will be considered in default of their grant and the award will be terminated. In
those situations, recipients may be required to return the federal funds disbursed under the grant
award.
Recipients who are unable, due to documentable economic hardship, to backfill non -SAFER
Program operational positions vacated through attrition (e.g., resignation, retirement) after
receiving an award may petition FEMA to waive the staffing maintenance requirements.
Approved waivers allow recipients to decrease and reestablish the staffing maintenance numbers
agreed to at the time of award by the number of positions that recipients are unable to fill. To
qualify for this waiver, the economic hardship must affect the entire public safety sector in a
recipient's jurisdiction, not just the fire department. FEMA will not grant waivers for SAFER
Program -funded positions. Recipients who fail to maintain the required level of staffing risk
losing federal funds awarded under this grant.
Recipients must agree that, notwithstanding any provision of other laws, firefighters hired under
these grants will not be discriminated against or be prohibited from engaging in volunteer
firefighting activities in another jurisdiction during off -duty hours.
FEMA strongly encourages applicants, to the extent practicable, to seek, recruit and hire military
veterans to increase their ranks within their departments.
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