HomeMy WebLinkAbout05-04 RESOLUTION• •
RESOLUTION NO. 05-04
A RESOLUTION AUTHORIZING THE FAYE"ITEVILLE FIRE
DEPARTMENT I'O ACCEPT A DEPARTMENT OF HOMELAND
SECURITY FIRE GRANT IN THE AMOUNT OF $92,820.00 TO
ESTABLISH A WELLNESS AND FITNESS/EMS TRAINING
PROGRAM; APPROVING A NEW TEMPORARY STAFF
POSITION TO ESTABLISH AND COORDINATE THE PROGRAM;
AND APPROVING A BUDGET ADJUSTMENT TO RECOGNIZE
THE GRANT REVENUE.
BE IT RESOLVED BY TIIE CITY COUNCIL OF THE CITY OF
FAYE'I'TEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby authorizes the Fayetteville Fire Department to accept a Department of
Homeland Security FIRE Grant in the amount of $92,820.00 to establish a
Wellness and Fitness/EMS Training Program.
Section 2. That the City Council of the City of Fayetteville, Arkansas
hereby approves a new temporary staff position to establish and coordinate the
program.
Section 3. That the City Council of the City of Fayetteville, Arkansas
hereby approves a Budget Adjustment to recognize the grant revenue.
PASSED and APPROVED this 6th day of January, 2004.
SONDRA SMITH, City Clerk
APPROVED:
By
City of Fayetteville, Arkansas •
Budget Adjustment Form
Budget Year
2004
Department: Fire
Division: Operations
Program: Operations
Date Requested
1/6/2004
Adjustment Number
Project or Item Requested:
$132,600 in various accounts to fund an EMS Training /
Wellness & Fitness Program.
Project or Item Deleted:
None. $92,820 in Federal Grant revenue and $39,780 in
Act 833 funds
Justification of this Increase:
A grant from FEMA was awarded to the City of
Fayetteville for the establishment of a Fitness program.
Justification of this Decrease:
The $92,820 will be received from FEMA and the $39,780
is special Act 833 revenues that are given to the Fire
Department for Fire related expenses.
Increase Budget (Decrease Revenue)
Account Name Account Number Amount Project Number
Various Accounts As Needed 132,600
Decrease Budget (Increase Revenue)
Account Name Account Number Amount Project Number
Federal grants
Fire Act 833
1010 0001 4309 00 92,820
1010 0001 4308 00 39,780
Approval Signatures
Requested y Date
udget anag
1Z 1 2 'm
Date
Department Director Date
Finance & Intern jI Services Director Date
Mayor
Budget Office Use Only
Type: A
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
Initial Date
Initial Date
Initial Date
Initial Date
•
NAME OF FILE:
CROSS REFERENCE:
Resolution No. 05-04
wlbudget adjustment
Document
•
NOTES:
1
12.16.03
memo to mayor & city council
draft resolution
Award Status
FR Doc 03-6172
News from the United States Congress
Executive Summary March 4, 2003
memo to Stephen Davis
memo to
Hugh Earnest & Chris Bosch
copy of Employee Requisition
copy of Position Description
staff review
Itr from FEMA
copy of Agreement Articles - FEMA
copy of FEMA Obligating Document
for Award/Amendment
Narrative Statement
Total Budget
memo to Chief Bosch
NOTES:
NAME OF FILE:
CROSS REFERENCE:
Item #
Date
Resolution No. 05-04
Document
1
12.16.03
memo to mayor & city council
draft resolution
Award Status
FR Doc 03-6172
News from
the United States Congress
Executive Summary March 4, 2003
memo to Stephen Davis
memo to Hugh Eamest & Chris Bosch
copy of Employee Requisition
copy of Position Description
staff
review
Itr from FEMA
copy of
Agreement Articles - FEMA
copy of FEMA Obligating Document for Award/Amendment
Narrative Statement
Total Budget
memo to Chief Bosch
NOTES:
• City cil Meeting of January 6, 2004
2e-5
6/
CITY COUNCIL. AGENDA MEMO
I o: Mayor and City Council
From: Chris Bosch, Fire Chic
Date: December 16, 2003
q 0yb�ru/&nd cr/
Subject:
1 }/
VI/L 6rcc'v -
Subject: A Resolution approving the acceptance of the Fire Department's 2003 FIRE Act Grant
Award, in the sum of $92,820.
RECOMMENDATION
The Firc Department recommends approval of this Resolution, which will enable us to accept the award
of $92,820 through the Department of I lomeland Security's FIRE ActGrant program.
BACKGROUND
The Assistance to Fire Fighters (FIRE Act) Grant program; which is administered by the Federal
Emergency Management Agency, was established in the Fall of 2000 in an effort to provide local fire
fighters with necessary funding to secure and maintain many of the basic tools, equipment and training
required to ensure the safety and security of our nations citizens.
Funds for this program are identified and made available in four separate categories. These categories
include; the Fire Operations and Fire Fighter Safety Program, the Fire Prevention Program, the
Emergency Medical Services Program and the Firefighting Vehicle Acquisition Program. Under the
current guidelines grants are awarded with varying matching funds requirements with volunteer and
combination agencies having a 90/10 matching funds requirement and paid professional departments
having a 70/30 matching funds requirement.
In 2003, the U.S. Congress appropriated approximately $745 million dollars to fund this program. The
grant application process opened on March 14, 2003 with applications accepted through April 14, 2003.
Through this highly competitive grant program, FEMA received over 18,000 requests for assistance
from various fire service organizations from across the nation.
DISCUSSION
In March of 2003, the Fire Department requested and received Council approval of a Resolution
allowing us to pursue this grant request. As noted in our March 2003 request, the Firc Department
requested FEMA's assistance in funding the establishment of two specific programs.
The primary program is a Fire Fighter Wellness & Fitness program, which will allow the organization to
focus on developing and maintaining an effective health and fitness program for our personnel. Heart
attacks, Cardio Vascular Accidents (Stoke) and Cancer are the top three causes of Fire Fighter fatalities
in the nation today. As you know, cach of these health issues is preventable through effective exercise
and proper dieting routines. By establishing and maintaining a comprehensive Wellness and Fitness
Program for our Fire Fighters, we can beginthe process of ensuring their health and safety for many
years to come.
Under the guidelines of this grant, employee participation is mandatory and Fire Fighters will Team how
to establish and maintain realistic individual health and safety goals. Further, this program will assist in
• •
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reducing the likelihood of Fire Fighter injuries resulting from strains and sprains, which are common
occurrences on every emergency incident scene. This program will also help to speed up the recovery
time for those injured through unpreventable accidents. By implementing this program, the Fire
Department should sec an overall reduction in sick leave use resulting from minor injuries received
while off duty as well. Many of these on and off duty injuries occur because often times Fire Fighters
are unaware of how to properly prepare for and/or prevent these injuries.
The second portion of this request is thc Fire Department Emergency Medical Technician Training
program, which will allow thc Department to provide Fire Fighter EMS training in a more cost effective
manner. Currently the Fire Department is required to provide this training by outsourcing it to private
contractors who charge the Department anywhere from $200 to $600 per person per year or by working
with the Arkansas Fire Academy to maintain certification. This includes the actual cost of the training
class and any overtime required to attend this class as well as overtime required to replace personnel
who are attending the class. Unfortunately, due to limited human and fiscal resources as well as a high
demand for service, the Arkansas Fire Academy only schedules training sessions on a regional basis,
which causes each reason to receive one session per year. These sessions usually fill up quickly and the
class fills up quickly.
Establishing this program, in house, will allow the Fire Department to conduct EMT training in a more
efficient and effective manner. By providing Fire Fighters with Continuing Educational Units (CEU's)
while, on -duty we will be able to limit the amount of overtime dollars and travel expenses required for
personnel to attend refresher classes. This would also allow the Fire Department to establish and
maintain its own training schedule and tailor the program to meet the needs of the Department rather
than conforming to the schedule and needs of a third party provider. Once established this training
program will also he available to other City Departments.
BUDGET IMPACT
Currently the Fire Department has limited resources available in the 2004 Budget to establish and
maintain these programs in-house. Further; if this program was established using cun-cnt personnel, the
continuity and success of this program may be compromised due to our limited level of expertise. In an
effort to ensure the success of this program, the Fire Department believes it is imperative to hire a
Program Coordinator, as a temporary employee, who has experience in the field of EMS, Health and
Safety Funding for this position is included in the current grant award, under the guidelines established
by Congress and approved by FEMA. •
'This program will allow the Fire Department to conduct health assessments, develop a Department wide
employee fitness program and provide effective training related to the emergency medical service. The
Fire Department has requested funding for an additional staff position, including salary and benefits, as
well as the required equipment and ancillary expenses necessary to get this program off the ground.
Further, this specific program runs for two ycars and the Fire Department will receive, upon request, the
funding required to continue this program in the 2004 grant request process; however, the 2004
matching funds requirement changes from 70/30 to 50/50 for the second year of the grant.
As previously mentioned, initially this grant requires the Department to provide 30% in matching funds;
however, Insurance Tumback (Act 833) funds can be used meet this requirement for the 2003 arid 2004
funding cycles and the Fire Department is planning to utilize those funds for this purpose. Initially, this
program will require $132,600 to start. FEMA has agreed to provide $92,820 (70%) for this program
and our portion will be $39,780 (30%).
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE FAYETTEVILLE FIRE
DEPARTMENT TO ACCEPT A DEPARTMENT OF HOMELAND
SECURITY FIRE GRANT IN THE AMOUNT OF 592,820.00 TO
ESTABLISH A WELLNESS AND FITNESS/EMS TRAINING
PROGRAM; APPROVING A NEW TEMPORARY STAFF
POSITION TO ESTABLISH AND COORDINATE. THE PROGRAM;
AND APPROVING A BUDGET ADJUSTMENT TO RECOGNIZE
THE GRANT REVENUE.
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 the Fayetteville Fire Department to accept a Department of
Homeland Security FIRE Grant in the amount of S92,820.00 to establish a
Wellness and Fitness/ EMS Training Program.
Section 2. That the City Council of the City of Fayetteville, Arkansas•1
hereby approves a new temporary staff position to establish and coordinate the
program.
.<••••11[Tr
Section 3. That the City Council of the City of IFaiyette lle,
hereby approves a Budget Adjustment to recognize the grant revenue.
PASSED and APPROVED this 6t' day of January, 2004.
j APPROVED:
ATTEST:
By: I
SOON.TiRci SMITH, City Clerk
cor
Arka' sas
By:
DAN COODY, Mayor
Award Status Page 1 of 1
• •
Award Status
Congratulations! Your grant application has been been selected for an award.
Yiew Award Package
Award Number. EMW-2003-FG-01477
Award Amount: $92,820
You establish acceptance of this award when you expend any grant funds available to you. You should fill out
your Direct Deposit Form 1199A immediately; however, submit your request for funds when you are ready to
spend the money. It is a federal requirement to minimize the time between you receiving the funds in your bank
account and your spending of those funds. For planning purposes, you can estimate that it could take up to three
weeks for the funds to be transferred to your account.
https://portal.fema.gov/firegrant/isp/fire/awards/award_statustisp 12/15/2003
Panel Review Page 1 of 8
• •
Award Package
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FR Doc 03-6172• • Page 1 of 16
[Federal Register: March 14, 2003 (Volume 68, Number 50)]
[Notices]
[Page 12553-12560]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr14mr03-104]
[(Page 125531]
DEPARTMENT OF HOMELAND SECURITY
Federal Emergency Management Agency
Assistance to Firefighters Grant Program
AGENCY: U.S. Fire Administration (USFA), FEMA, Emergency Preparedness
and Response, Homeland Security.
ACTION: Notice of funds availability.
SUMMARY: We, USFA, are publishing this Notice to announce the
availability of grant funding for the Assistance to Firefighters Grant
Program (AFGP) for fiscal year 2003 and to provide the details and
guidance regarding the 2003 program year.
The program is intended to make grants directly to fire departments
of a State for the purpose of enhancing the departments' ability to
protect the health and safety of the public as well as that of
firefighting personnel facing fire and fire -related hazards. A portion
of this year's grants will be awarded on a competitive basis to the
applicants that best address the program's priorities as described in
this Notice of Funds Availability (NOFA), then demonstrate financial
need and maximize the benefits to be derived from the grant funds.
DATES: This notice is effective March 14, 2003.
FOR FURTHER INFORMATION CONTACT: Brian A. Cowan, Director, Grants
Program Office, USFA, DHS, 500 C Street, SW., Room 330, Washington, DC
20472.
SUPPLEMENTARY INFORMATION:
Authority: Federal Fire Prevention and Control Act of 1974, 15
U.S.C. 2201 et seq., and the Consolidated Appropriations Resolution,
2003, Pub. L. 108-7.
Appropriations
For fiscal year 2003, Congress appropriated $750,000,000 to carry
out the activities of the Assistance to Firefighters Grant Program
(AFGP). From this amount $4,875,000 was rescinded leaving $745,125,000
to carry out the AFGP. We are also authorized to spend up to
$37,500,000 for administration of the AFGP (five percent of the
appropriated amount). In addition, we may set aside as much as
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$27,500,000 of the funds available under the Assistance to Firefighter
Grant Program in order for us to make grants to, or enter into
contracts or cooperative agreements with, national, State, local or
community organizations or agencies, including fire departments, for
the purpose of carrying out fire prevention and injury prevention
programs. This leaves approximately $680,000,000 for competitive grants
to fire departments. We have until September 30, 2004, to obligate the
appropriated funds.
Background
The purpose of the AFGP is to award grants directly to fire
departments of a State to enhance their ability to protect the health
and safety of the public, as well as that of firefighting personnel,
with respect to fire and fire related hazards. We will award the grants
on a competitive basis to the applicants that first address the AFGP's
priorities then demonstrate financial need and adequately demonstrate
the benefit to be derived from their projects.
For the purpose of the AFGP, 'State" is defined as the fifty
States, the District of Columbia, Puerto Rico, the U.S. Virgin islands,
Guam, American Samoa, and the Commonwealth of the Northern Mariana
Islands. We will provide the chief executives of the States with
information concerning the total number and dollar amount of awards
made to fire departments in their States.
Applicants may apply for any number of activities within one grant
proposal that address all of their needs within a programmatic or
functional area. The programs, and associated activities are as
follows:
(a) Fire Operations and Firefighter Safety Program. Eligible
activities under this function are Training, Wellness and Fitness,
Firefighting Equipment, Personal Protective Equipment, and Modification
to Fire Stations and Facilities.
(b) Fire Prevention Program. Eligible activities under this
function include, but are not limited to Public Education and
Awareness, Enforcing Fire Codes, Inspector Certification, Purchase and
Install Smoke Alarms, and Arson Prevention and Detection.
(c) Emergency Medical Services Program. Eligible activities under
this function are Equipment Acquisition, Training, and Wellness and
Fitness Activities. Vehicles are not eligible in this programmatic
area.
(d) Firefighting Vehicle Acquisition Program. Eligible apparatus
under this program include, but are not limited to, pumpers, brush
trucks, tankers, rescue, ambulances, quints, aerials, foam units, and
fireboats.
Applicants seeking funding from this grant program in fiscal year
2003 may apply for assistance in only one of the four programmatic
areas listed above. Within the selected programmatic area, applicants
may develop a comprehensive program and include in their application as
many of the eligible activities as necessary to address their needs.
For example, if a fire department determines that it has needs in the
area of fire operations, that fire department could apply for any one
of the activities, or any combination of activities, or all of the
activities listed within that program. If a department wants a vehicle,
it would apply under the vehicle program.
We anticipate 20,000 to 25,000 fire departments will apply for
assistance. Of these, we anticipate awarding approximately 7,000
grants. However, due to the length of time that it will take us to make
these awards, we anticipate that approximately half of these awards
will be made before September 30, 2003. We anticipate the balance of
the awards will be made before June 30, 2004.
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' The law requires a certain distribution of grant funds between
career departments and combination/volunteer fire departments.
Specifically, we must ensure that fire departments that have either
all -volunteer forces of firefighting personnel or combined forces of
volunteer and career firefighting personnel receive a portion of the
total grant funding that is not less than the proportion of the United
States population that those departments protect. According to a 2001
survey by the National Fire Protection Association (NFPA), volunteer
and combination departments protect 56 percent of the population of the
United States and career departments protect 44.percent of the
population. Therefore, we will ensure that no less than 56 percent of
the funding available for grants will be awarded to volunteer and
combination departments.
In order to fulfill our obligations under the law, we will make
funding decisions using rank order after the panel evaluation as the
preliminary basis. We may deviate from rank order and make funding
decisions based on the type of department (career, combination, or
volunteer), size and character of the community the applicant serves
(urban, suburban, or rural), and/or the geographic location of the fire
department. In these instances where we are making decisions based on
geographic location, we will use States as the basic geographic unit.
Geographic location of an applicant may be used primarily as a final
discriminator, i.e., in cases where applicants have similar
qualifications, we may use the geographic location of the applicants to
maximize the diversity of the awardees.
[[Page 12554))
Fire Prevention and Safety Grants
In addition to the grants available to fire departments in fiscal
year 2003 through the competitive grant program, we will set aside as
much as 527,500,000 of the funds available under the Assistance to
Firefighter Grant Program in order for us to make grants to, or enter
into contracts or cooperative agreements with, national, State, local
or community organizations or agencies, including fire departments, for
the purpose of carrying out fire prevention and injury prevention
programs.
In accordance with statutory requirement to fund fire prevention
activities, our support to Fire Prevention and Safety Grant activities
will concentrate on organizations that focus on the prevention of
injuries to children from fire. In addition to this priority, we are
also placing an emphasis on funding innovative projects that focus on
protecting the USFA-identified high-risk populations, i.e., children
under fourteen, seniors over sixty-five, and firefighters. Since the
victims of burns experience both short- and long-term physical and
psychological effects, we are also placing a priority on programs that
focus on reducing the immediate and long-range effects of fire and burn
injuries, and primarily those affecting children.
A separate Notice of Funds Availability will be issued to announce
the pertinent details of the Fire Prevention and Safety Grant portion
of this program.
Applicant Eligibility
Eligible applicants for the Assistance to Firefighters Grant
Program are limited to fire departments of a State. Under the existing
interim final rule, a —fire department of a State" is defined as an
agency or organization that has a formally recognized arrangement with
a State, local or tribal authority (city, county, parish, fire
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district, township, town or other governing body) to provide fire
suppression services to a population within a fixed geographical area.
For the purpose of this program, 'State" is defined as the fifty
States, the District of Columbia, Puerto Rico, the U.S. Virgin Islands,
Guam, American Samoa, and the Commonwealth of the Northern Mariana
Islands.
A fire department can apply for assistance for its emergency
medical services unit provided the unit falls organizationally under
the auspices of the fire department. Airport fire departments and port
authority fire departments are eligible, but only if they have a
formally recognized arrangement with the local jurisdiction to provide
fire suppression services, on a first -due basis, outside the confines
of the airport or port facilities. Airport fire departments and port
authority fire departments whose sole responsibility is suppression of
fires on the airport grounds or port are not eligible for this grant
program.
Fire departments that are Federal, or contracted by the Federal
government, and which are solely responsible under their formally
recognized arrangement for suppression of fires on Federal
installations, are not eligible for this grant program. Fire
departments or fire stations that are not independent but are part of,
or controlled by a larger fire department or agency are typically not
eligible to apply on their own, but may be included in the larger
agency's application. Fire departments that are for-profit departments
(i.e., do not have specific non-profit status or are not municipally
based) are not eligible to apply for assistance under this program.
Also not eligible for this program are non -fire based EMS companies,
ambulance services, rescue squads, auxiliaries, dive teams, urban
search and rescue teams, fire service organizations or associations,
and State/local agencies such as a forest service, fire marshal,
hospitals, and training offices.
Application Process
Eligible applicants will be able to access the application on
USFA's e -grant system. This system is accessible from the USFA Internet
homepages. The application will only be available during the
application period. Although we do not encourage the use of paper
applications, paper applications will be available for applicants that
do not have access to the Internet. If an applicant does not have
access over the Internet to the USFA Web site, the applicant may
contact us directly to request a copy via mail. Although we do not
recommend it due to inherent delays and relatively short application
period, those fire departments interested in receiving an application
in the mall must call our toll-free hotline at 866-274-0960.
Applicants applying via paper application rather than the automated
e -grant system should complete and submit their applications to us at
Grant Program Technical Assistance Center, 16825 South Seton Avenue,
Emmitsburg, Maryland, 21727-8998. Faxed applications will not be
considered. We will not be responsible for applications sent to any
other address.
The application period for the 2003 Assistance to Firefighters
Grant Program is Monday, March 10, 2003, to Friday, April 11, 2003.
Complete application packages must be submitted electronically or
otherwise received by us on or before the close of business (5 p.m.
EST) on Friday, April 11, 2003. Applications submitted by mail must be
post-markedby April 8, 2003, or received by us on or before close of
business (5 p.m. EST) on April 11, 2003. We will not accept late,
faxed, or emailed applications.
The automated grant application system has features built into it
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that will guarantee that the application is complete when submitted. We
will not accept incomplete applications submitted by mail. We will not
be responsible for any application that is not mailed to the address
specified above.
We will evaluate each application in the preliminary screening
process to determine which applications best address the program's
established priorities. This preliminary screening is based on the
applicants' answers to the activity -specific questions. Each activity
within an application will be scored and applications that have
multiple activities will have the scores prorated based on the amount
of funding requested for each activity.
The best applications as determined in this preliminary step will
be deemed to be in the "competitive range." All applications in the
competitive range will be subject to a second level review by a
technical evaluation panel. The panelists will assess the application's
merits with respect to the clarity and detail provided in the narrative
about the project, the applicant's financial need, and the project's
purported benefit to be derived from the cost.
Using the evaluation criteria included herein, the panelists will
independently score each application before them and then discuss the
merits/shortcomings of the application in an effort to reconcile any
major discrepancies. A consensus on the score is not required. The
assigned score will reflect the degree to which the applicant: clearly
relates their proposed project; demonstrates financial need; and,
details a high benefit to cost value of the proposed activities. The
highest scoring applications resulting from this second level of review
will then be considered for award.
In order to be successful in the panel evaluation, the narrative
should include a detailed description of the planned activities, uses
for the grant funds including details of each budget line item. For
example, if personnel costs are
((Page 12555)]
included in the budget, please provide a break down of what those costs
are for. The narrative should also explain why the grant funds are
needed and why the department has not been able to obtain funding for
the planned activities on its own. A discussion of financial need
should include an explanation of any Federal funding received for
similar activities. Finally, the applicant's narrative should detail
the benefits the department or community will realize as a result of
the grant award. In addition to describing the cost effectiveness of
the grant request, an applicant can demonstrate cost benefit by
describing, as applicable, how the grant award will (1) Fit in with a
regional approach, i.e., is consistent with current capabilities and
requests of neighboring fire departments or otherwise benefits other
fire departments in the region, (2) promote interoperability of
equipment/technology with other fire departments and local, state and
Federal first responders, and (3) allow the fire department to respond
to all hazards. In addition to Eire prevention/suppression, all hazards
includes incidents involving seismic (earthquake), atmospheric
(tornados, hurricanes), technological (hazardous materials, nuclear,
etc.), and terrorism.
In addition to the project narrative, the applicant must provide an
itemized budget detailing the use of the grant funds. If an applicant
is seeking funds in more than one eligible activity within a program,
separate budgets will have to be generated for each activity and then
an overall or summary budget would have to be generated. For those
applicants applying on line, the summary budget will be automatically
generated by the e -grant system.
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Applicants that need assistance in formulating the justification or
narrative statement required by this program may contact us for
technical assistance. We will also be conducting grant workshops in
each State. We will place the information regarding the workshops on
the USFA Web site. Our Technical Assistance Center's toll free number
is 866-274-0960, our email using the feedback form, and our Web
site addresses are www.fema.gov and www.usfa.fema.gov, respectively.
Eligible Activities
Specific activities that are eligible for consideration for each
program area are provided below under the descriptions of this year's
eligible programs. Each department may only submit one application per
application period. Applicants may only apply for one program area per
application but they may seek funding in as many activities within the
program area as they need. The specific activities eligible for each
program area are delineated below. Applicants that submit multiple
applications within one application period or more than one program
will have each of their applications deemed ineligible. Applications
submitted under this NOFA does not preclude applications submitted
under subsequent NOFAs, though multiple awards in one Federal fiscal
year may be limited.'
Fire Operations and Firefighter Safety Program.
Appropriate activities under this program area include: Training,
Wellness and Fitness, Firefighting Equipment, Personal Protective
Equipment, and Modifications to Fire Stations and Facilities. You can
apply for as many eligible activities under this function as necessary
to meet your operational needs. There are no bonuses or penalties for
applying for only one activity or for multiple activities. The purchase
of any equipment (communications systems and equipment or personal
protective equipment or firefighting equipment) under this program
should have the intent and/or goal of solving your interoperability
problems, as applicable. Any applicant seeking funding for equipment
herein should provide details in the narrative section of their
application regarding their local plan to enable interoperability for
their jurisdiction.
(a) Training activities: USFA may make grants for the purpose of
training firefighting personnel. Examples of training activities
include, but are not limited to firefighting C and II, driver/operator,
fire officer, hazardous materials response, incident command,
supervision and safety, arson prevention and detection, handling of
hazardous materials, or training firefighting personnel to provide
training in any of these areas.
Eligible uses of training funds include but are not limited to
purchase of training curricula, training equipment (including
trailers), training props, training services, attendance at formal
training forums, etc. Tow vehicles or other means of transport may be
eligible as a transportation expense under this activity if adequately
justified in your grant proposal, but we will limit transportation
expenses to $6,000 per year. Compensation to volunteer firefighters for
wages lost as a result of attending training under this program is an
eligible expense if justified in your grant proposal. Overtime expenses
paid to career firefighters to attend training, or overtime expenses
paid to firefighters to cover for their colleagues while their
colleagues are in training, is an eligible expense if justified in your
grant proposal. Even though compensation is an eligible expense,
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proposals that contain such compensation expenses may be less favorable
than similar proposals without compensation expenses due to the
benefit/cost element in the evaluation process.
Activities that are not eligible in this area include construction
of facilities such as classrooms, buildings, towers, etc. Renovations
to an existing facility necessary to accomplish training activities are
allowable if the renovations are minor and comply with the definition
in the final rule and published in the Federal Register (i.e., limited
to minor interior alterations costing less than 510,000).
(b) Wellness and fitness activities: USFA may make grants for the
purpose of establishing or expanding wellness and fitness initiatives
for firefighting personnel. Applicants will not be eligible for funding
under the wellness and fitness activity unless they currently provide
entry level physical examinations, immunization programs, and periodic
health screenings, or intend Lo use grant funds to provide these three
benefits to all their active firefighting personnel including EMS
staff.
Eligible expenses in a wellness and fitness activity for
firefighting personnel may include the procurement of medical services
to ensure that the firefighting personnel are physically able to carry
out their duties (purchase of medical equipment is not eligible under
this category). Expenses to carry out wellness and fitness activities
may include costs such as personnel (i.e., health-care consultants,
trainers, and nutritionists), physicals, equipment (including
shipping), supplies, and other related contract services that are
directly associated with the implementation of the proposed activity
are eligible.
Transportation expenses and fitness club memberships for the
firefighters or their families are not eligible under the wellness and
fitness activity. Other expenses that are not eligible in this area
include construction of facilities to house a fitness program such as
exercise or fitness rooms, showers, etc. Renovations to an existing
facility necessary to accomplish wellness and fitness activities are
allowable if the renovations are minor and comply with the definition
in the final rule and published in the Federal Register (i.e.,
([Page 12556]]
limited to minor interior alterations costing less than 510,000).
(c) Firefighting equipment acquisition: USFA may make grants for
the purpose of acquiring additional firefighting equipment, including
equipment needed directly for fire suppression or to enhance the safety
or effectiveness of firefighting or rescue activities.
Eligible expenses include those expenses necessary to acquire
additional firefighting equipment, including equipment for individual
communications and monitoring equipment. Compressor systems, cascade
systems, or similar SCBA refill systems are eligible expenditures in
this area. Small boats (under 13 feet in length), jet -skis, and all -
terrain vehicles (ATVs) may be considered firefighting or rescue
equipment if properly justified in the narrative section of the
application.
Renovations to an existing facility necessary to accommodate new
firefighting equipment are allowable if the renovations are minor and
comply with the definition in the final rule and published in the
Federal Register (i.e., limited to minor interior alterations costing
less than $10,000).
Thermal imaging cameras are eligible, but the number of cameras
that can be applied for and/or purchased with grant funds will be
limited based on the population served by the department applying for
assistance. Departments that serve communities of less than 20,000 can
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purchase one thermal imaging camera with grant funds if awarded a
grant; departments serving communities between 20,000 and 50,000 can
purchase two cameras with grant funds it awarded a grant; and
departments serving communities of over 50,000 can purchase three
cameras with grant funds if awarded a grant.
Activities that are not eligible in this area include construction
of facilities such as buildings, towers, etc. Vehicles, as defined in
the final rule and published in the Federal Register, are not eligible
under this activity. Signage and outdoor warning sirens or systems are
also not eligible. Personal protective equipment, including clothing
for structural and/or wildland fire suppression such as "Turnout
Gear" or 'Bunker Gear" (including boots, pants, coats, gloves,
hoods, goggles, vests, helmets, coveralls, and fire shelters), self-
contained breathing apparatus, spare cylinders, and personal alert
safety systems, is not eligible under this activity, but is eligible
under the Personal Protective Equipment Acquisition activity.
Integrated communications systems (or parts thereof), such as
computer-aided dispatch, base stations, repeaters, etc., are eligible
under this activity. Portable radios and/or mobile communications
equipment (including mobile repeaters) are also eligible. Personal
accountability systems are eligible as well. The cost of shipping
equipment purchased under this program is also an eligible expense.
The purchase of any equipment under this program must have the
intent and/or goal of satisfying local problems with interoperable
systems. Any applicant seeking funding for communications systems and/
or equipment must provide details regarding their local plan to enable
interoperability for their jurisdiction in the narrative section of
their application.
(d) Personal protective equipment acquisition: USFA may make grants
for the purpose of acquiring personal protective equipment required for
active firefighting personnel by the Occupational Safety and Health
Administration, and other personal protective equipment for
firefighting personnel.
Eligible personal protective equipment includes clothing for
structural and wildland fire suppression such as '-Turnout Gear" or
Dunker Gear" (including boots, pants, coats, gloves, hoods, goggles,
vests, helmets, coveralls, and fire shelters), self-contained breathing
apparatus, spare cylinders, and personal alert safety systems.
Protective clothing for response to hazardous materials incidents and
other specialized incidents are also eligible under this activity.
The purchase of three-quarter length rubber boots is an ineligible
expenditure under this activity since it precludes the effective use of
the eligible PPE cited above. Uniforms (formal/parade or station/duty)
or uniform items (hats, badges, etc.) arc also not eligible
expenditures under this activity. Personal communications equipment
such as radios and pagers are not eligible under this activity, but
eligible under firefighting equipment acquisition activity.
The purchase of any equipment under this program must have the
intent and/or goal of satisfying .local problems with interoperable
systems. Any applicant seeking funding for communications systems and/
or equipment must provide details regarding their local plan to enable
interoperability for their jurisdiction in the narrative section of
their application.
(e) Modifications to fire stations and facilities activities:
Eligible measures under this activity are limited but focused on
promoting fire and life safety in fire stations and facilities. We
believe that each of the eligible measures, if incorporated, would make
any facility safer for firefighters. Measures that are eligible for
funding are the installation of sprinkler systems, installation of
vehicle exhaust extraction systems, the installation of smoke and/or
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fire alarm notification systems, and minor renovations to facilities
that are necessary in order to accomplish other activities under this
grant. The grant funds are to be used to retrofit existing structures
that do not have the eligible safety features or to upgrade facilities
whose features are dated. The funds are not to be used to supplement
new construction.
There are no monetary limits on the individual initiatives under
this activity such as vehicle exhaust systems, sprinkler systems or
smoke/fire alarm systems, but no applicant can request more than
$100,000 in the modifications per fire station under their
jurisdiction.
Fire Prevention Program.
USFA may make grants for the purpose of establishing or enhancing a
fire prevention program. Appropriate activities in this program
include, but are not limited 10 the following: public education, public
awareness, enforcing fire codes, inspector certification, purchase and
installation of smoke alarms and fire suppression systems, and arson
prevention and detection activities. Applicants can apply for as many
related activities under this function as necessary.
Eligible expenses to carry out these activities would include costs
such as a fire education/safety trailer, personnel, transportation,
equipment (including appropriate personal protective equipment),
supplies, and contracted services which arc directly associated with
the implementation of the proposed activity. Tow vehicles or other
means of transport may be eligible as a transportation expense if
adequately justified in the proposal, but transportation expenses will
be limited to $6,000 per year.
Construction is not eligible under this program. A safety village
that is not transportable would be considered construction, and
therefore, not eligible. Firearms are also not eligible.
Emergency Medical Services Program.
USFA may make grants for the purpose of establishing or enhancing a
fire department's emergency medical services program. Applicants can
apply the training activity, the equipment acquisition activity, or the
wellness and fitness activity or all of these activities under this
program area.
([Page 12557])
Eligible expenses for the training activities under this program
could include instructional costs (i.e., books, materials, equipment,
supplies, and exam fees), certification/re-certification expenses, and
continuing education programs. Eligible expenses for equipment
acquisition in this program could include defibrillators, basic and
advanced life support equipment, universal precaution supplies (i.e.,
medical PPE) mobile and portable communication equipment, computers,
expendable supplies (but not medications), and infectious disease
control and decontamination systems.
Integrated communications systems (or parts thereof), such as
computer-aided dispatch, base stations, repeaters, etc., are eligible
under this activity. Portable radios and/or mobile communications
equipment (including mobile repeaters) are also eligible. The purchase
of any equipment under this program must have the intent and/or goal of
satisfying local problems with interoperable systems. Any applicant
seeking funding for equipment must provide details regarding their
local plan to enable interoperability for their jurisdiction in the
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narrative section of their application.
Wellness and fitness activities under the EMS program: USFA may
make grants for the purpose of establishing or expanding wellness and
fitness initiatives for firefighting and EMS personnel of a fire
department. An applicant will not be eligible for funding under this
wellness and fitness activity unless the applicant currently provides
entry-level physical examinations, immunization programs, and periodic
health screenings, or intends to use grant funds to provide these
benefits to all firefighting personnel including active EMS staff.
Eligible expenses in a wellness and fitness activity for EMS
personnel may include the procurement of medical services to ensure
that the EMS personnel are physically able to carry out their duties
(purchase of medical equipment is not eligible under this category).
Expenses to carry out wellness and fitness activities may include costs
such as personnel (i.e., health-care consultants, trainers, and
nutritionists), physicals, equipment (including shipping), supplies,
and other related contract services that are directly associated with
the implementation of the proposed activity are eligible.
Not eligible in this program are medications and vehicles, such as
ambulances. Vehicle's must be applied for under the Vehicle Acquisition
Program detailed below. Transportation expenses and fitness club
memberships for the EMS personnel or their families are not eligible
under the wellness and fitness activity. Other expenses that are not
eligible in this area include construction of communication towers or
facilities to house a fitness program such as exercise or fitness
rooms, showers, etc. Renovations to an existing facility necessary to
accomplish wellness and fitness activities are allowable if the
renovations are minor and comply with the definition in the final rule
and published in the Federal Register (i.e., limited to minor interior
alterations costing less than $10,000).
Firefighting Vehicle Acquisition Program
USFA may make grants for the purpose of acquiring new firefighting
vehicles, used fire apparatus, or refurbished apparatus. The funds may
also be used to refurbish a vehicle that the department currently owns.
Applicants may apply for only one vehicle per year under this program.
A listing of the eligible vehicles and their relative priority is
contained in the Evaluation Criteria section below.
Eligible expenses under this program would include the cost of the
vehicle and associated equipment necessary to conform to applicable
national standards. New, used or refurbished vehicles are eligible,
however any used or refurbished vehicles must conform to national
standards that were in effect the year the vehicle was manufactured.
Custom vehicles are eligible, but due to benefit/cost considerations
during review, they may not be as favorably evaluated as a lower
costing standard model commercial vehicle. An allowance for
transportation to inspect a vehicle under consideration or during a
vehicle's production would be eligible if justified and included in the
grant proposal. Also eligible would be the additional costs associated
with the purchase and installation of a vehicle -mounted exhaust
filtration system for any vehicle purchased with grant funds.
Applicants will not be allowed to modify the scope of work of a
vehicle award, i.e. change the type of vehicle requested. Aircraft,
bulldozers, and construction -related equipment are not eligible.
Other Eligible Costs
Administrative Costs. Administrative costs are allowable under any
of the program areas listed above, in accordance with OMB Circular A-87
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or OMB Circular A-122, as applicable. Applicants may apply for
administrative costs if the costs are directly related to the
implementation of the program for which they are applying. Applicants
must list their costs under the "other" category in their budget and
explain what the costs are for in their project narrative. Examples of
eligible administrative costs would be shipping, computers, office
supplies, etc. We will assess the reasonableness of the administrative
costs requested in each application and determine if it is in the best
interest of the program to fund all or a portion of the requested
expenses.
Indirect Costs. Applicants that have an approved .indirect cost rate
may charge indirect costs to the grant if they submit the documentation
that supports the rate to us. Indirect cost rates must be formally
established and approved by the applicant's cognizant Federal agency.
We will allow the rate to be applied as long as it is consistent with
its established terms. For example, some indirect cost rates may not
apply to capital procurements; in this case, indirect cost rates would
not apply for a grant to purchase equipment or a vehicle.
Audit Costs. Some applicants with large awards may be required to
undergo an audit in accordance with OMB Circular A-133, specifically,
recipients of Federal funding that spends in excess of $300,000 of
those funds in a year. The costs incurred for such an audit would be an
expenditure that is eligible for reimbursement if included in the
budget proposal.
Grant Writer Fees. Fees for grant writers may be included as a pre-
award expenditure (as provided in section 152.7(b)), but fees payable
on a contingency basis are not an eligible expense that can be charged
to the grant. For grant writers' fees to be eligible as a pre -award
expenditure, the fees must have been paid prior to award. Applicants
may be required to provide documentation to support these pre -award
expenditures.
Reasonableness of Costs. The panelists will review the applications
that make it into the competitive range and judge each application on
its own merits. The panelists will consider all expenses budgeted,
including administrative and indirect, as part of the cost -benefit
determination and may recommend appropriate adjustments. Regardless of
eligibility of any costs requested, we reserve the right to reduce any
requests for assistance, in whole or in part, that we deem to be
excessive or otherwise contrary to the best interests of this program.
Pre -award Costs. Generally, fire departments cannot use grant funds
to pay for products and services contracted for, or purchased prior to
the effective date of the grant. However, we will
((Page 12558]]
consider requests for reimbursement for these on an exception basis.
Expenses incurred after the application deadline but prior to award may
be eligible for reimbursement if the expenses were justified,
unavoidable (i.e., urgent and compelling), consistent with the scope of
work, and specifically approved by the Assistance Officer. Expenses,
obligations, commitments or contracts incurred or entered into prior to
the application deadline are not eligible to.be included as an expense.
Evaluation Criteria
Specific rating criteria for each of the eligible programs and
activities follow below. These rating criteria will provide an
understanding of the grant program's priorities and the expected cost
effectiveness of any proposed projects.
(1) Fire Operations and Firefighter Safety Program.
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(i.) Training Activities. We believe that more benefit is derived
from the direct delivery of training than from the purchase of training
materials, equipment or props. Therefore, applications focused on
direct delivery of training will receive a higher competitive rating.
We will also accord higher rating to programs achieving benefits from
statutorily required training over non -mandatory or strictly voluntary
training. We will rate more highly those programs that benefit the
highest percentage of targeted personnel within a fire department.
Training designated for Rapid Intervention Teams will have a slightly
higher competitive advantage. It should be noted that on average the
sending of trainees away for training will be less cost effective than
delivery of the same training on -site.
Due to the inherent differences between urban, suburban, and rural
firefighting characteristics, we have developed different priorities in
the training activity for departments that service these different
types of communities. For departments serving rural communities, we
believe that funding of basic, operational -Level firefighting, rescue,
and responder training (i.e., training in basic firefighting duties or
operating fire apparatus) has greater benefit than funding of officer
training, safety officer training, or operations training. Likewise, we
feel there is a greater cost -benefit to officer training than for other
specialized training such as mass casualty, HAZMAT, WMD awareness,
advance rescue, or inspector training. Conversely, for departments that
are servicing communities that are suburban or urban, we believe there
is a higher benefit to be gained by funding specialized training such
as mass casualty, HAZMAT, advance rescue, or inspector training than
the funding of officer training, safety officer training, or operations
training, which in turn has a higher benefit than basic, operational,
or awareness level activities.
(ii) Wellness and Fitness Activities. We believe that in order to
have an effective wellness/fitness program, fire departments must offer
an entry physical examination, an immunization program, and periodic
health screenings. Accordingly, applicants seeking funding in this
category must currently offer all three benefits, or must propose to
initiate any of these benefits not currently offered with these grant
funds in order to receive additional consideration for funding this
activity. We believe the greatest benefit will be realized by
supporting new wellness and fitness programs, and therefore, we will
accord higher competitive ratings to those applicants lacking wellness/
fitness programs over those applicants that already possess a wellness/
fitness program. We believe that programs with annual physicals and
general health screening provide high benefits and programs including
employee assistance -type offerings, incident rehabilitation, formal
fitness regiments, and/or injury prevention components offer
significant benefits. Injury rehabilitation is eligible but provide a
low cost benefit. Finally, since participation is critical to achieving
any benefits from a wellness or fitness program, we will give higher
competitive rating to departments whose wellness and fitness programs
mandate participation as well as programs that provide incentives for
participation.
(iii) Firefighting Equipment Acquisition. The stated purpose of
this grant program is to protect the health and safety of the public
and firefighters from fire and fire related hazards. As such, we
believe that this grant program will achieve the greatest benefits if
we provide funds to fire departments purchasing basic firefighting
equipment before any other type of equipment. We will afford
departments buying basic firefighting equipment for the first time
(equipment never owned before) a higher competitive rating than
departments buying replacement equipment or equipment that will be used
to expand the department's capabilities into new mission areas. We
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Page 13 of 16
believe there is more benefit realized to bring a department up to the
applicable minimum standard (i.e., as required by statute, regulation,
or professional firefighting guidance), rather than to the department:
that is replacing equipment or enhancing capabilities. Equipment
designated for Rapid Intervention Teams will have a slightly higher
competitive advantage.
(iv) Personal Protective Equipment Acquisition. A stated purpose of
this grant program is to protect the health and safety of firefighters
from fire, fire related hazards and other hazardous conditions. The
goal is to provide active firefighters with a complete set of
equipment, breathing apparatus as well as turnout gear. As such, this
grant program will achieve the greatest benefits if we provide funds to
fire departments purchasing basic protective equipment for firefighting
before other types of protective equipment. In order to achieve the
goal and maximize the benefit to the firefighting community, we believe
that we must fund those applicants needing to provide personal
protective equipment (PPE) to a high percentage of their personnel.
Accordingly, we will give a high competitive rating in this category to
fire departments in which a large percentage of their active
firefighting staff do not have any personal protective equipment and to
departments that wish to purchase enough PPF. to equip 100 percent of
their active firefighting staff. We will also give a higher competitive
rating to departments that are purchasing the equipment for the first
time as opposed to departments replacing obsolete or substandard
equipment (e.g., equipment that does not meet current NFPA and OSHA
standards), or purchasing equipment for a new mission. Departments that
are replacing used gear that is very old, will be afforded a higher
competitive rating than a department whose gear is relatively new. We
will provide a higher competitive rating to departments requesting
integrated PASS devices than to those departments that are requesting
non-integrated PASS devices. We also believe it is more cost beneficial
to fund departments that have a high volume of fire related responses
per year before funding less active departments. With respect to call
volume, departments will be compared to departments with similar
characteristics, i.e., urban compared to urban, suburban compared to
suburban, and rural compared to rural. Equipment designated for Rapid
Intervention Teams will have a slightly higher competitive advantage.
(v) Modifications to Fire Stations and Facilities. The stated
purposes of this grant program is to protect the health and safety of
firefighters, as such, eligible projects under this activity that are
designed to directly protect the health and safety of firefighters. We
believe that more benefit would be
((Page 12559])
derived from modifying fire stations than would be realized by
modifying fire -training facilities or other fire -related facilities.
Facilities that would be open for broad usage and have a high occupancy
capacity would receive a higher competitive rating than facilities that
have limited use and/or low occupancy capacity. The frequency of use
would also have a bearing on the benefits to be derived from grant
funds. The frequency and duration of a facility's occupancy have a
direct relationship to the benefits to be realized from funding in this
activity. As such, facilities that are occupied or otherwise in use 24-
hours-per-day/seven-days-a-week would receive a higher competitive
rating than facilities used on a part-time or irregular basis.
(2) Fire Prevention Program. We believe that the public as a whole
will receive the greatest benefit by creating new fire prevention
programs. Therefore, our priority is to target these funds to fire
departments that do not have an existing fire prevention program as
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opposed to those departments that already have such a program. Also, we
believe the public will benefit greatly from establishing tire
prevention programs that will continue beyond the grant year as opposed
to limited efforts. Therefore, we will give a higher competitive rating
to programs that will be self-sustaining after the grant period.
Because of the benefits to be attained, we will give a higher
competitive rating to programs that target one or more of USE'A's
identified high -risk populations (i.e., children under fourteen years
of age, seniors over sixty-five and firefighters), and programs whose
impact is/will be periodically evaluated. We believe that the purchase
or development and/or implementation of public education programs
provides the highest benefits to a community therefore, applications
that propose this type of project will receive the highest competitive
rating. Programs that develop and enforce fire codes and standards, and
arson prevention and detection programs typically provide long-term
effect on fire prevention, therefore, they will receive a high
competitive rating. We also believe programs that purchase and install
residential and public detection and suppression systems provide
significant benefits.
Programs that are limited to the purchase of public information
materials and presentation aids and equipment achieve the least
benefit; therefore, these types of activities will receive a lower
competitive rating.
(3) Emergency Medical. Services Program. Our overall objective in
this program is to help fire departments start or expand EMS service
delivery by providing training and equipment necessary to achieve their
desired level of capacity. Because of the inherent benefits, the
primary goal of this program is to train and equip all firefighters to
the basic EMS certification level (i.e., first responder and EMT) and
work toward an EMT -B level of capacity before assisting departments
with established EMS programs in upgrading existing services.
In this program area, we will give the highest competitive rating
to fire departments that are planning on acquiring a basic life-support
level of service over upgraded or expanded services. We believe that
enhancing or expanding an existing service that currently meets basic
life-support to an intermediate life-support system would a hiqher
benefit than enhancing existing services to the paramedic level.
Higher priority will be given to departments with a high call
volume relative to departments of similar characteristic (i.e., urban,
suburban, or rural). Also, departments that strive to comply with a
State, Federal, or national standard will be afforded a slightly higher
competitive standing.
(1) Firefighting Vehicle Program. In recognition of the inherent
differences between urban, suburban, and rural firetighting
conventions, we have developed different priorities in the vehicle
acquisition program for departments that service these different types
of communities. The following chart delineates our priorities in this
program area for each type of community. Due to the competitive nature
of this program and the imposed limits of funding available for this
program, it is unlikely that we would fund many vehicles that are not
listed as a priority -one or a priority -two this year.
Vehicle Acquisition Program Priorities
------------------------------------------------------------------------------------
Urban Suburban
------------------------------------------------------------------------------------
Priority One ..................... Pumper Pumper
Quint Quint
Rescue -pumper Rescue -Dumper
Aerial
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Priority Two .....................
Priority Three ...................
Priority Four ....................
Rescue
HAZMAT
Light/Air
Rehab
ARFF
Foam
Brush
Command
Fire Boat
Tanker
Pumper -tanker
Watercraft
Ambulance
Brush
Rescue
Aerial
HAZMAT
Light/Air
Tanker
Pumper -tanker
Rehab
Command
ARFF
Foam
Watercraft
Fire Boat
Ambulance
Regardless of the type of community served, we believe that more
benefit will be realized by funding fire departments that own few or no
firefighting apparatus than by providing funding to a department with
numerous vehicles. Therefore, we will give a higher competitive rating
in the apparatus category to fire departments that have
[(Page 12560)1
few or no firefighting vehicles relative to other departments servicing
similar types of communities. We consider vehicles that are on long-
term loan or assignment to the applicant to be part of the applicant's
fleet.
We will also give higher competitive rating to departments that
have not recently purchased a new firefighting vehicle, and departments
that wish to replace or relegate an old, high -mileage vehicle. We will
also provide a higher competitive rating to departments seeking a
vehicle that incur a significant number of responses relative to other
departments servicing similar communities.
We believe that more benefit will accrue to a community that needs
a new vehicle (i.e., the initial purchase of a new or used vehicle) as
its first vehicle or to relegate a non -compliant vehicle to reserve
status, i.e., relegate a vehicle that does not conform to applicable
standards. Relegating a compliant vehicle has a lower priority than
relegating a non -compliant vehicle. But replacing a compliant vehicle
has more benefit than purchasing a vehicle to expand the operational
capacity of a department into a new mission area.
While no competitive advantage has been assigned to the purchase of
commercial vehicles versus custom vehicles, or used vehicles versus new
vehicles in the preliminary evaluation of applications, it has been our
experience that depending on the type and size of department, the
technical evaluation panelists often prefer low-cost vehicles when
evaluating the cost/benefit section of the project narratives.
Panelists may be provided with guidance for use in their evaluation on
the reasonableness of vehicle costs. We may also instill funding limits
on requests for vehicles that we deem excessive or otherwise not in the
best interest of the program.
Finally, we believe that it would be more beneficial to the
nation's fire service if we gave these vehicle awards to as many fire
departments as possible, therefore, we will allow each fire department
to apply for only one vehicle per year.
Reporting Requirements
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Page 16 of 16
The grantees may be required to submit a progress report regarding
the financial and performance status of their project after six months
of performance and at the closure of the grant. The due dates will vary
from grantee to grantee, based on the performance period as indicated
in the Articles of Agreement. These performance reports should provide
us with a comparison of actual accomplishments to the objectives
approved in the grant scope of work. Any issues that may affect a
timely close out of the award should be reported at this time.
The mid-term report is due within 30 days of the end of the first
six -months. All grantees will be required to submit a final report
within 90 days of completion of the grant performance period or the
closure of the grant, whichever comes first.
Dated: March 7, 2003.
Michael D. Brown,
Acting Under Secretary, Emergency Preparedness and Response
Directorate.
(FR Doc. 03-6172 Filed 3-13-03; 8:45 am]
BILLING CODE 6719-08-P
http://www.usfa.fema.gov/fire-service/grants/htmUO3-grant-funds.htm 12/15/2003
12/11/03 THU 16:42 FAX 444 7289
DEC-11-2003-TRU 01: OIL Y11
VV WQ
FAY
NEWS
BUREAU
®001
FOR rMNMDIATE RELEASE CONTACT:
10, 2003
Lincoln: Drew Goesl (202) 224-4843
Pryor. Rndell Mollineau (202) 224-2353
Ross: Adrienne Elrod (202) 225-0753
Berry: AndrewNannu (202) 225-4076
Snyder Jennifer Oglesby (501) 324-5943
Boozman: Patrick Creamer (202) 225-4301
Arkansas Delegation Announces $1,054,140
in Fire Protection Grants
.r4
n. fljIfl
if.' .IyS.fkiF1J!I.;i Iriu 1Jlb - . •
1 .1
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• - I
• Rector — $29,196
• Little Rock — S429,800
• MuUmout (North Little Rock)— $35,243
• Fort Smith — $230,895
• Morolug Star (Hut Springs) — 522,973
• Point Cedar (Hismark) — $25,034
• Trnmanu--535,550
The (plowing department was awarded a grant to purchase a fimfighting vehicle:
• South Bend (Jacksonville) — $152,629
Tyr folowing dcpartmeut was awarded a grant for Emcrgtncy Medical Service':
• Fayetteville -591.820
Thcse awards are pan of the 26th round of gnat annoumca:mcnts. To dare' aver 6,800 fare dcputmenv have retived almost $517
million to support their role as fast responders in the oeight orboods and eommuniries they sere as fircfivoe s.
•END -
Executive Summary
Fire Department 2003 FIRE Act Grant
March 4, 2003
Background:
During 2002 the Fayetteville Fire Department requested and received a FIRE Act Grant
through the Federal Emergency Management Agency and the US Fire Administration.
This grant, which totaled approximately $111,000, was used to purchase new turn -out
gear for all Fire Department uniform personnel.
This grant program is part of the Federal Government's effort to enhance homeland
security and improve local Fire Department's ability to provide efficient and effective
Fire, EMS and Rescue services at the municipal level. This grant currently requires a
30% match; however, local Fire Departments are allowed to utilize Act 833 Insurance
Turnback money to cover this requirement.
Current Status:
During the 2003 funding cycle FEMA has identified four primary criteria areas in which
these grants will be awarded. These areas are Fire Operations and Safety, Fire Prevention,
Fire Department Vehicles and Emergency Medical Services. Organizations requesting
grant funds during the 2003 cycle, and who have received funding during previous
cycles, are required to apply in a different category this year.
Since the Fire Department applied for, and received, funding under the Fire Operations
and Safety category we have decided that this years request should focus on the
Emergency Medical Service aspect of the grant.
The Fire Department would like to request funding, through this grant, to establish two
specific programs. The primary program would be the Fire Fighter Wellness & Fitness
program, which will allow the organization to focus on developing and maintaining an
effective health and fitness program for our personnel. The secondary program will be
the Fire Department Emergency Medical Technician Training program which will allow
the Department to provide EMT training to its personnel in a more cost effective manner.
Currently the Fire Department is required to provide this training by outsourcing it to
private contractors who charge the Department approximately $600 per person, or
$52,000 per year. This includes the actual cost of the training class and any overtime
required to attend this class. Establishing these two programs would allow the Fire
Department to conduct this training in a more efficient and effective manner while
employees are on -duty rather than paying overtime for them to attend these classes. This
would also allow the Fire Department to set the training schedule rather than being forced
to conform to schedule of an independent instructor. Once these programs are established
this training service could also be made available to other City Departments on an as
needed basis.
Potential Cost Factors:
The establishment of this Division would requikc the employment of a Program
Coordinator and the purchase of several pieces of monitoring and training equipment.
These costs will allow the Fire Department to conduct health assessments, develop
individual employee fitness programs and provide effective training related to.: the
emergency medical service. Fortunately, this year's FIRE Act Grant, under the EMS
category, provides funding for the personnel, as well as equipment, necessary to
accomplish these goals. The Fire Department would like to request funding for this
additional staff position as well as the aforementioned equipment.
As previously mentioned, this grant requires the Department to provide 30% in matching
funds; however, Insurance Tumback (Act 833) funds can be used meet this requirement.
Through this process the Department will also be required to maintain this position for
one additional year, after the funding is awarded; however, this can be accomplished
through the standard annual budgeting process. Current estimates identify the initial
start-up cost for this program will be approximately $100,000 with FEMA providing
$70,000 and the Fire Department providing the matching $30,000.
The Fire Department is currently working out a detailed cost sheet for this application
and will be happy to provide this information once the process is complete. Further,
according to City Ordinance, the Fire Department will bring this request before the
Council for approval prior to accepting the grant if it is awarded. This initial request does
not commit the City to any requirements; it simply provides the Fire Department with
permission to proceed with the grant request process.
Recommendation:
The Fire Department would like to request a Resolution, from the.Council, allowing us to
submit a grant application to the Federal Emergency Management Agency for a FIRE
Act Grant. This grant would provide funding for the establishment .of. a Wellness &
Fitness/EMS Division. We believe this funding will be beneficial to the.Department,and
will assist us in more efficiently and effectively maintain adequate levels of training. and
improved service.to the citizens of Fayetteville.
I
From the Desk of the Fire Chief
Memo
To: Stephen Davis, Finance &&IInternal Services Director
From: Chris Bosch, Fire Chief () 6�(
CC: Dan Coody, Mayor
Hugh Earnest, Chief Admin. Officer
Date. December 16, 2003
Re: 2003 FEMA FIRE Act Grant Request
On December 10, 2003, I received notice of our award, through the FIRE Act Grant.
The amount awarded was $92,820 for the establishment of a Wellness &
Fitness/EMS Training program.
When I initially requested permission, from City Council, to apply for this grant you
had expressed several questions regarding the Fire Departments current and
previous system for providing and maintaining EMT training and certification. At this
time, I would like to address your questions and clear up any confusion surrounding
the current method for providing EMT training and recertification. I will try to address
these questions as drafted.
1. How has the City paid/provided for re -certification for EMI's in prior years?
•
• 1 • • • • ' : • I • • It : • . I
• •
2. Was the re -certification class conducted by the Fire Training Officer?
The Departments Training Officer currently coordinates the re -certification process;
however, we currently do not have anyone on staff that can provide this level of
training on an in house basis, without creating additional overtime costs or negatively
influencing the minimum staffing levels.
3. How will the Fire Department be able to provide the training in-house,
maintain minimum staffing, and not incur overtime?
As previously mentioned, the Fire Department does not have anyone, on staff, who is
capable of providing this level of training, as required by the Arkansas State Fire
Academy and the State Department of Health, without impacting the minimum
staffing levels and subsequently creating additional overtime costs. Through funding
provided by this grant, the Fire Department would be able to hire an EMT Instructor,
as a Civilian Employee, to establish and oversee this training program as well as the
Wellness & Fitness Program.
Currently, there are two methods for maintaining Fire Fighter EMT certification. The
first method involved each EMT attending a 24 -hour refresher course then passing a
re -certification examination once every two years. Normally, this course spans a 3-6
week period with classes scheduled during the evening in four-hour sessions. This
often requires Fire Fighters to attend this class while on shift, which means they are
required to leave their assigned post which creates the need for replacement
overtime while they are in class and also while they travel to and from the class.
When a Fire Fighter is off duty and is required to attend class, he/she receives
overtime pay for their time in class, since the EMT Certification is a requirement of
their minimum standard training.
• The second method for maintaining EMT certification is through the provision of
Continuing Education Units, with a firefighter requiring 36 hours every two years.
Historically, due to the lack of a certified EMT Instructor, the Fire Department has not
utilized this method of training, which would be more cost effective and reduce the
amount of overtime required to maintain certification.
The Fire Department is proposing the adoption of this recertification model for
providing EMT CEO's, while Fire Fighters are on duty. This would reduce the
overtime required for refresher training and allow for a more effective EMT training
program. Fire Fighters will receive EMT/CEU training while on -duty and the
necessary hours of training will be provided while the units remain in service so we
can maintain minimum staffing levels without creating the need for additional training
overtime.
4. Can an existing Fite Department Position bore -assigned to provide the staff
requested as part of this grant application?
As previously mentioned, in order to provide this level of training, the EMT Instructor
must be a Paramedic, attend 48 hours of EMT Instructor Training, participate in
• Page 2
clinical training time, and participate in at least eight hours of classroom teaching time
every two years. The Fire Department currently does not have anyone on staff
available to provide this level of training, without negatively influencing minimum
staffing or creating additional overtime costs in some other area of the Department.
5. How does this new program and related new staff fit into the overall staffing
issues for the Fire Department?
As you may recall, the Fire Department identified the need for this position in the
2003 Budget preparation process. We requested this position as a target overrun for
the 03budget but were unable to secure this position due to a lack of available
funds. Originally, this position was request because the Fire Department realized this
position would better serve the Department by allowing us to utilize the CEU model
for EMT recertification while on -duty.
This position will benefit the Fire Department by allowing us to conduct recertification
training on an in-house basis and provide EMS oversight between the Fire
Department, Central EMS and Washington County and the State Department of
Health. This person will also be responsible for ensuring that contract reporting
standards are met and that EMS reporting data is tabulated, analyzed and tracked to
maintain an more effective EMS system.
6. Does the Fire Department have existing facilities to support this grant?
Currently, the Fire Department has the space required to handle this program. This
person will have an office at Fire Station 1 and will provide training sessions at each
Fire Station in order to keep the respective Fire Units in service and in their primary
response districts while participating in training. The Fire Department also has the
necessary funds available to meet the 30% matching funds requirement, by utilizing
the annual Insurance Turn Back Funds provided under the Act 833 provisions.
Historically the restrictions on the use of these funds has been somewhat limited;
however, in 2003 the State of Arkansas modified these requirements to allow Act 833
funds to be used as matching funds for various grant programs.
I hope my response helps to clear up any questions and concerns you might have
regarding the 2003 FIRE Act Grant application and award, as well as the Fire
Departments ability to meet the grant requirements. As noted, I believe these funds
will assist the Fire Department in establishing a comprehensive program that will help
reduce annual overtime expenditures, improve the quality of our overall training
program and ensure that each Fayetteville Fire Fighter is able to provide the most
effective level of service possible. If you have any questions regarding this program,
please feel free to contact me. I will be happy to answer any questions you might
have.
• Page 3
AYETTEVILLE
THE CfTY OF FAYETTEMUE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
TO: Hugh Earnest, Chief Administrative Officer
Chris Bosch, Fire Chief
FROM: Stephen Davis, Finance & Internal Services Directo.
1 SSUU����
DATE: February 20, 2003
SUBJECT: Fire Department FEMA Grant
The Fire Department has an agenda request to obtain City Council authorization to apply for a
FEMA grant that will provide for two programs: Fire Fighter Wellness & Fitness and Emergency
Medical Technician Training. The projected cost of both programs is approximately $111,000.
A portion of the justification for the programs is the requirement that the City's EMT's be re-
certified every two years. The re -certification cost, per the agenda memo, is approximately $52,000
and includes the cost paid to the third party provider, as well as the overtime paid to the fire fighter.
Finance staff has reviewed the agenda iteth and have several questions. I request that the item be left
on the agenda and that the questions are clarified between the time of grant filing and any grant
acceptance. The questions are as follows:
I) How has the City paid/provided for re -certification for EMT in prior years?
2) Was the re -certification class conducted by the Fire Training Officer?
3) How will the Fire Department be able to provide the training in-house, maintain
minimum staffing and not incur overtime?
4) Can an existing Fire Department position be re -assigned to provide the staff requested as
part of this grant application?
5) How does this new program and related new staff fit into the overall staffing issues for
the Fire Department?
6) Does the Fire Department have existing facilities to support this grant request?
K:\Aeve Davis\Fire Department FEMA Grant.doc
• EMPLOYEE REQUISITION •
CITY OF FAYETTEVILLE
DEPARTMENT Fire
DIVISION Operations
I POSITION DATA (COMPLETE ALL ITEMS IN THIS SECTION)
JOB TITLE EMS Coordinator I Wellness Program Coordinator
P1.1-t13:7_\b77
I IFULL TIME �X TEMPORARY I IPART TIME
PRE -EMPLOYMENT DRUG SCREENING _DOT _SAFETY SENSITIVE _EXEMPT
DATE EMPLOYEE NEEDED
GL FUND & PROGRAMISPLIT OUT 1010.3020.5101.00
0 BUDGET STATUS
1.QEXISTING BUDGETED POSITION
NAME OF FORMER EMPLOYEE
CDL REQUIRED YES I I NO ❑
LAST DAY IN POSITION
2.�X NEW. POSITION (REQUIRES HR DIV. APPROVED JOB DESCRIPTION & VALUATION)
POSITION AUTHORIZED BY:
CURRENT ANNUAL BUDGET
IN -YEAR BUDGET ADJUSTMENT
NOTES/COMMENTS
ADVERTISE POSITION? Yes I x No
DOES THIS EMPLOYEE NEED INTERNAL SERVICES TRAINING? Yes ❑ No 1X
OTHER COMMENTS:
/ APPROVAL SIGNATURES (ALL SIGNATURES ARE REQUIRED TO OPEN A POSITION)
Division Head Date
Resources Division Date
Budget and Res. Division Date
Dept. Director Date
Finance and Internal Svcs. Director Date
Mayor/CAO Date
THIS EMPLOYEE REQUISITION FORM MUST BE PROPERLY COMPLETED WILL ALL APPROVAL SIGNATURES
PRIOR TO THE HR DIVISION INITIATING ACTION TO FILL JOB OPENING. Revised 8/03
..
CITY OF FAYETTEVILLE
POSITION DESCRIPTION
SECTION 1
HEADING
-------------------------------
Position: EMS/Wellness & Fitness Coordinator Job Code: 62
Incumbent: New Position Department: Fire Department
Reports To: Chris Bosch
(Name)
Fire Chief
(Title)
Date: December 16, 2003
Payroll Section: Fire Training
Approvals:
(Initials) (Date)
SECTION 2
(Briefly describe the overall role of your job in the City and the reasons for its existence.)
The primary responsibility of the EMS/Wellness & Fitness Coordinator is to establish
and maintain an EMS Training program for the Fayetteville Fire Department and to
establish and monitor the Fire Department's Wellness & Fitness Program. This person
will also track the Fire Department's progress in ensuring that our citizens receive the
most efficient and effective Basic Life Support Service the Fire Department can provide.
This individual will be charged with complete oversight of the Fire Department's EMS
program and also with serving as the Department's primary liaison with Central EMS,
the Washington County Medical Director and the Arkansas State Department of Health.
SECTION 3
MAJOR DUTIES & TASKS
1. Establish an ongoing Emergency Medical Technician Training Program for the
Department.
2. Establish an ongoing Wellness & Fitness Program for the Fire Department.
3. Conduct ongoing Emergency Medical training sessions for each member of the
Department.
4. Conduct ongoing Wellness & Fitness Assessments for Fire Department
personnel.
5. Track the continuing education training credits for each EMT currently employed
by the Department.
6. Assist Fire Department personnel in establishing and achieving realistic health &
fitness goals.
7. Develop and review all EMS reports to ensure the Fire Department is meeting
the necessary requirements for EMT's as established by the State of Arkansas
and the National Registry of Emergency Physicians.
�J
8. Track trends and changes in the field of Emergency Medical Service and ensure
that all Department EMI's have been educated regarding these critical changes.
9. Work with the State and County Board of Health to ensure the Fayetteville Fire
Department is meeting all required guidelines established by these agencies.
10. Maintains up to date records on EMT certification and ensures that EMT's meet
all recertification requirements on an ongoing basis.
11. Maintain up to date records on Wellness & Fitness activities of Fire Department
Personnel.
11. Identify and procure grant funding to be utilized in maintaining the Fire
Department's EMT Program.
SECTION 4 EQUIPMENT OPERATED AND SKILL LEVEL REQUIRED
(Describe the equipment you operate on the job.)
This individual will be required to exhibit skills in the use of a personal computer and
various software programs as well as any other equipment used by Emergency Medical
Technicians working in the field.
SECTION 5 SPECIAL LICENSES OR CERTIFICATES REQUIRED
-----------------------------------------------------------------
-----------------------------------------------------------------
This individual will be required to have the certification level of ParamedictEMT Trainer
as recognized by the State of Arkansas. A Bachelor of Science or Arts degree is
desirable but not mandatory at this time.
SECTION 6 WORKING CONDITIONS
(Describe the environment in which you do your work.)
Physical Effort:
Some physical effort and lifting may be required; however, this individual will be
working in administrative capacity as well as in a classroom setting.
Adverse Conditions:
None
Hazards:
None
SECTION 7
NATURE AND SCOPE
-----------------------------------------------------------------
-----------------------------------------------------------------
(Paragraph description of the type of work you do.)
Major Challenges:
The major challenge surrounding this position will be the establishment of a new
program for the Department that has never participated or conducted an internal
Emergency Medical Service Training Program.
Workflow:
The Fire Chief and his/her designee will give assignments. Routine functions
consist of scheduling and teaching CEU classes to over 80 Certified Emergency
Medical Technicians within the Fire Department as well as reviewing and
processing EMS Reports and conducting Automatic External Defibrillator
Reviews with the Medical Director. Also, establishing and maintaining the Fire
Department's Wellness & Fitness program, including all records maintenance
and tracking. Work is primarily self initiated and can include specific
assignments as necessary.
Decision Making:
This individual will be expected to prioritize work to maintain smooth flow of work
on a daily basis. Fire Department Standard Operating Procedures will be
utilized. Duties/assignments will be reviewed by Fire Chief, or his/her with
considerable latitude for the exercise of independent judgment and initiative in
performing routine daily functions.
Contacts:
This individual
will be in direct contact with the
general
public, municipal
organizations,
other
City
Departments, division
heads,
vendors.
SECTION 8 ADDITIONAL REMARKS
(Add any other important information that has not been included)
This individual will be assigned to a 40 hour work week with some overtime on an as
needed basis. Travel will be minimal, but may include attending various Emergency
Medical Service conferences, seminars and trade shows.
Proficiency in the use of computers and EMS tools is preferable.
STAFF REVIEW FORM - FINANCIAL OBLIG,iON
X AGENDA REQUEST
CONTRACT REVIEW
X GRANT REVIEW
For the Fayetteville City Council Meeting of: January 6, 2004
FROM:
Chris Bosch, Fire Chief Fire Administration
Name Division Department
Fire
ACTION REQUIRED: The Fire Department requests approval of a Resolution accepting a grant
award of $92,820 through the Assistance to Fire Fighters Grant Program, Emergency Medical
Services section. This request includes funding for a temporary position to establish and
coordiate this program. The Fire Department's matching funds requirement for this request
is $39,780 and has been received from Act 833 monies distributed during 2003.
COST TO CITY:
$39,780.00
Cost of this request
$ 57,250.28 Assistance to Fire Fighters Grant
Category/Project Budget
1010.0001.4308.00 $
Account Number
Project Number
BUDGET REVIEW:
39,780.00
Funds Used to Date
24
17,470.28
Remaining Balance
X Budgeted Item
Program Category / Project Name
EMS Training/Wellness & Fitness
Program / Project Category Name
Act 833 Revenue Fund
Fund Name
Budget Adjustment Attached
Budget Manager Date
CONTRACT/GRANT/LEASE REVIEW:
/Z a to/o3
Acco nting Manage r Date Intenall Au for Date
\X-�
D� ppf dl ►`1 03
City ttorney Purchasing Manager Date
STAFF RECCKMMATION: Approval
of the Resolution.
I
Received in Mayor's Office
/_i?
Division Head
Date
Date
Cross Reference:
Department Director
_____
Date
Previous Ord/Res#:
35-03
c-�
/ 2 0
Fi nce 6 Internal Services Dir.
Dat
.•.Xi•g,• r'•npt� Ct Date:
••• C<ct Number:
Ch dm inistrative Officer
Date :40u9:
tJeA.'Itenmz
Yoe
No
Mayor
Y
Da?•••••••.'.'
t� O�
•
Staff Review Form - Page 2
Description 2003 FIRE Act Grant Acceptance Meeting Date January 6, 2004
Comments: Reference Comments:
Budget Manager
Accounting Manager
City Attorney
e'er
Purchasing Manager g/�3
ADA Coordinator
Internal Auditor
Grants Coordinator
Panel Review
Page 2 of 8
Federal Emergency Management Agency
Washington, D.C. 20472
Dr. William Watts
Fayetteville Fire Department
303 W. Center
Fayetteville, Arkansas 72701-5102
Re: Grant No.EMW-2003-FG-01477
Dear Dr. Watts:
Congratulations. Your grant application submitted to the Emergency Preparedness & Response Directorate
(EP&R/FEMA of DHS) for the FY03 Assistance to Firefighters Grant Program in the program area of Emergency
Medical Services has been approved. The approved project costs amount to $132,600.00. The Federal share is
70 percent or $92,820.00 of the approved amount and your share of the costs is 30 percent or $39,780.00.
As part of your award package, you will find EP&R's grant Agreement Articles. Please make sure you read and
understand the Articles as they outline the terms and conditions of your grant award. Maintain a copy of these
documents for your official file. You establish acceptance of the Grant and EP&R's grant Agreement
Articles when you request and receive any of the Federal grant funds awarded to you.
For your convenience, we will have an on-line system that will accept payment requests. The first step to
request your grant funds is to ensure that EP&R has your correct direct deposit information on-line. Please log
onto https://portal.fema.gov/ using your usend and password and confirm the direct deposit information. Once
you have confirmed your direct deposit information, print a copy of it by clicking the Print SF 1199A button on the
screen. Sign the form and take it to your bank to complete the bottom portion. Please write your grant number
on the top of your SF 1199A before mailing it to EP&R. Once your bank has completed and signed the form,
mail it by priority mail, with the original signatures, to the address below:
Emergency Preparedness and Response Directorate (EP&R)
Financial & Acquisition Management Division
Grants Management Branch
Attn: Assistance to Firefighters Grant Program
500 C Street, SW, Room 334
Washington, D.C. -20472
If you currently have Assistance to Firefighters Grant with EP&R and your direct deposit information has not
changed, you do not need to resubmit that information. If your direct deposit information has changed, please
follow the detailed instructions in the preceding paragraph.
The second step will be to request your grant funds. Grant funds should be requested to meet your immediate
needs and should therefore be requested as close as possible to the time that you will actually spend the funds.
If you have any questions or concerns regarding the process to request your grant funds, please contact your
Grants Management Specialist, Sheila Parker Darby at 202-646-3655.
Sincerely,
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Panel Review
9 •
Page 3 of 8
Patricia A. English
Senior Procurement Executive
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Page 4 of 8
Agreement Articles
Federal Emergency Management Agency
Washington, D.C. 20472
AGREEMENT ARTICLES
ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM
GRANTEE: Fayetteville Fire Department
PROGRAM: Emergency Medical Services
AGREEMENT NUMBER: EMW-2003-FG-01477
AMENDMENT NUMBER:
Article I
Article II
Article III
Article IV
Article V
Article VI
Article VII
Article VIII
Article IX
Article X
Article XI
Article XII
Article I - Project Description
TABLE OF CONTENTS
Project Description
Grantee Concurrence
Period of Performance
Amount Awarded
Requests for Advances or Reimbursements
Budget Changes
Financial Reporting
Performance Reports
FEMA Officials
Other Terms and Conditions
General Provisions
Audit Requirements
The grantee shall perform the work described in the approved grant application's program narrative. That
narrative is made a part of these grant agreement articles by reference. The purpose of the Assistance to
Firefighters Grant Program is to protect the health and safety of the public and firefighting personnel against fire
and fire -related hazards. After careful consideration, FEMA has determined that the grantee's project, as
detailed in submitted project narrative and budget information, submitted as part of the grantee's application
(and considered part of this agreement by reference), was consistent with the program's purpose and worthy of
award. As such, any deviation from the approved program narrative must have prior written approval from
FEMA. Please contact your Grants Management Specialist if you are seeking a deviation from the approved
program narrative.
Article 1I - Grantee Concurrence
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•
By requesting and receiving Federal grant funds provided by this grant program, the grantee accepts and agrees
to abide by the terms and conditions of the grant as set forth in this document and the documents identified
below. All documents submitted as part of the application are made a part of this agreement by reference.
Article III - Period of Performance
The period of performance (grant period) shall be from 01 -JAN -04 to 31 -DEC -04.
The grant funds are available to the grantee for obligation only during the period of performance of the grant
award. The grantee is not authorized to incur new obligations after the expiration date unless the grantee has
requested, and FEMA has approved, a new expiration date. The grantee has 90 days after period of
performance to incur costs associated with closeout or to pay for obligations incurred during period of
performance. Award expenditures are for the purposes detailed in the approved grant application only. The
grantee cannot transfer funds to other agencies or departments without prior written approval from FEMA.
Article IV - Amount Awarded
The amount of the award is detailed on the Obligating Docurnent(76-1 OA) for Award attached to these articles.
Following are the budgeted estimates for object classes for this grant (including Federal share plus grantee
match):
Personnel $40,000.00
Fringe Benefits $14,200.00
Travel
$15,000.00
Equipment
$53,400.00
Supplies
$10,000.00
Contractual
$0.00
Construction
$0.00
Other
$0.00
Indirect Charges
$0.00
Total
$132,600.00
Article V - Requests for Advances or Reimbursements
Grant payments under the Assistance to Firefighter Grant Program are made on an advance or reimbursable
basis for immediate cash needs. When the grantee needs grant funds, the grantee fills out the on-line Request
for Advance or Reimbursement, after completing the SF 1199A, Direct Deposit Form, on-line.
Payments under this grant program are made via direct deposit, therefore before a payment is made, grantees
must confirm their on-line Direct Deposit information, print a copy, sign it and mail (with an original signature) the
hardcopy to FEMA by priority mail to at the following address:
Department of Homeland Security
Emergency Preparedness and Response Directorate (FEMA)
Grants Management Branch
500 C Street, SW, Room 350
Washington, DC 20472
Attn: Assistance to Firefighters Grant Program
Article VI - Budget Changes
Generally, changes in the budget -line items are permitted, as long as the original program narrative is
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accomplished. The only exception to this provision is for grants where the Federal share is in excess of
$100,000.00. In grants where the Federal share exceeds $100,000.00, the budgeted line items can be changed,
but if the cumulative changes exceed ten (10) percent of the total budget, FEMA must approve those changes.
Please submit a request for an amendment through the on-line system by clicking the Grants Management
option and selecting the option for amendment requests.
Article VII - Financial Reporting
The Request for Advance or Reimbursement mentioned above will also be used for interim financial reporting
purposes. At the end of the performance period, or upon completion of the grantee's program narrative, the
grantee must complete, on-line, a final financial report that is required to close out the grant. The Financial
Status Report is due within 90 days after the end of the performance period.
Article VIII - Performance Reports
The grantee must submit a semi-annual and a final performance report to FEMA. The final performance report
should provide a short narrative on what the grantee accomplished with the grant funds and any benefits derived
there from. The semi-annual report is due six months after the award date. Please log into the firegrants system
when your department is eligible to submit a semi-annual performance report
Article IX - FEMA Officials
Program Officer. Brian A. Cowan, Chief of the Grants Program Office, is the Program Officer for this grant
program. The Program Officer is responsible for the technical monitoring of the stages of work and technical
performance of the activities described in the approved grant application.
Grants Assistance Officer. Richard Goodman, Chief of the Grants Management Branch, or Sylvia A. Carroll,
Grants Management Specialist, is the Assistance Officer for this grant program. The Assistance Officer is the
Federal official responsible for negotiating, administering, and executing all grant business matters.
Grants Management Specialist: Sheila Parker Darby 202-646-3655 is the Grants Management Specialist for
this grant award and shall be contacted for all financial and administrative grant business matters.
Article X - Other Terms and Conditions
A. Pre -award costs directly applicable to the awarded grant are allowable if approved in writing by the FEMA
program official prior to the award and after the close of the application period.
B. The grantee agrees to maintain their operating expenditures in the funded grant category during the period of
performance at a level equal to or greater than the average of their operating expenditures in the two fiscal years
preceding the fiscal year in which assistance is awarded.
C. The grantee agrees to provide information to the National Fire Incident Reporting System for the period
covered by the grant.
D. The grantee agrees to complete timely closeout of the grant.
E. The grantee agrees to keep an official grant file, maintaining copies of all actions taken on the grant from
application through to closeout for a period of three years after the official grant closeout date.
Article XI - General Provisions
The following are hereby incorporated into this agreement by reference:
44 CFR, Emergency Management and Assistance
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Page 7 of 8
Part 7 Nondiscrimination in Federally -Assisted Programs
Part 13 Uniform administrative requirements for grants and cooperative
agreements to state and local governments
Government -wide Debarment and Suspension (Non -procurement)
Part 17 and Government -wide Requirements for Drug -free Workplace
(Grants)
Part 18 New Restrictions on Lobbying
31 CFR 205.6 Funding Techniques
OMB Circular A-122 Cost Principles for Non -Profit Organizations
OMB Circular A- Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher
110 Education, Hospitals, and Other Nonprofit Organizations Assistance to Firefighters Grant
Application and Assurances contained therein.
Article XII- Audit Requirements
All grantees must follow the audit requirements of OMB Circular A-133, Audits of States, Local Governments,
and Non -Profit Organizations. The main requirement of this OMB Circular is that grantees that expend
$300,000.00 or more in Federal funds (from all Federal sources) must have a single audit performed in
accordance with the circular.
As a condition of receiving funding under this grant program, you must agree to maintain grant files and
supporting documentation for three years after the conclusion of the grant. You must also agree to make your
grant files, books, and records available for an audit by FEMA, the General Accounting Office (GAO), or their
duly authorized representatives to assess the accomplishments of the grant program or to ensure compliance
with any requirement of the grant program.
Additional Requirements if applicable
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CI
II
FEDERAL EMERGENCY MANAGEMENT AGENCY
OBLIGATING DOCUMENT FOR AWARD/AMENDMENT
1a. AGREEMENT NO. 2. AMENDMENT 3. RECIPIENT NO. 4. TYPE OF 5. CONTROL NO.
EMW-2003-FG-01477 NO. 71-6018462 ACTION W358175N
0 AWARD
6. RECIPIENT NAME AND 7, ISSUING FEMA OFFICE AND ADDRESS 8. PAYMENT OFFICE AND ADDRESS
ADDRESS FEMA/Financial and Grants Management FEMA/Financal Services Branch
Fayetteville Fire Department Division 500 C Street. S.W., Room 723
303W. Center 500 C Street, S.W., Room 350 Washington DC. 20472
Fayetteville Washington DC. 20472
Arkansas, 72701 -51 02 Specialist:Sheila Parker Darby 202-646-3655
9. NAME OF RECIPIENT PHONE NO. 10. NAME OF FEMA PROJECT COORDINATOR PHONE NO.
PROJECT OFFICER 479-575-8365 Brian Cowan (202) 646-2821
Wiliam Watts
11. EFFECTIVE DATE OF 12. METHOD OF 13. ASSISTANCE ARRANGEMENT 14. PERFORMANCE PERIOD
THIS ACTION PAYMENT Cost Sharing From:01-JAN- To.31-DEC-04
01 -JAN -04 SF -270 04
Budget Period
From:01-OCT- To:30-SEP-04
03
15. DESCRIPTION OF ACTION
a. (Indicate funding data for awards or financial changes)
PROGRAM NAME CFDA NO. ACCOUNTING DATA . PRIOR AMOUNT CURRENT CUMMULATIVE
ACRONYM (AACS CODE) TOTAL AWARDED THIS TOTAL AWARD NON-
XXXX-XXX-XXXXXX-XXXXX- AWARD ACTION FEDERAL
XXXX-XXXX-X + OR (-) COMMITMENT
AFG 83.554 2004-57-641 ORA-63210000- $0.00 $92,820.00 $92,820.00 $39,780.00
4101-D
TOTALS $0.00 $92,820.00 $92,820.00 $39,780.00
b. To describe changes other than funding data or financial changes, attach schedule and check here.
N/A
16 a. FOR NON -DISASTER PROGRAMS: RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT
TO FEMA (See Block 7 for address)
Assistance to Firefighters Grant Program recipients are not required to sign and return copies of this document. However, recipients should
print and keep a copy of this document for their records.
16b. FOR DISASTER PROGRAMS: RECIPIENT IS NOT REQUIRED TO SIGN
This assistance is subject to terms and conditions attached to this award notice or by incorporated reference in program legislation cited
above.
17. RECIPIENT SIGNATORY OFFICIAL (Name and Title) DATE
N/A WA
18. FEMA SIGNATORY OFFICIAL (Name and Title) DATE
Sylvia Carroll 01 -DEC -O3
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Narrative Statement
Page 1 o13
Narrative Statement • jSelect section to review - Go
Project Description
Please provide your narrative statement in the space provided below:
Introduction
The Fayetteville, Arkansas Fire Department is an organization made up of eighty-seven uniformed and two civilian employees.
Currently the Fayetteville Fire Department operates as a paid professional fire department providing Fire. EMS and Rescue
service to a metropolitan population of approximately sixty thousand citizens with a transient population of approximately fifteen
to twenty thousand college students and employees. Fayetteville is the original home of the University of Arkansas, with the
University occupying a large portion of the community's urban core.
The
Fayetteville
Fire Department was formally organized in 1897 and
has grown and transitioned
into a leader in the provision of
fire,
emergency
medical, rescue and community service in
the City of
Fayetteville and also in the
Northwest Arkansas Region.
Historical Perspective
Over the past sixteen years the City of Fayetteville has grown in population by approximately forty-one percent, with the
development of multi -family housing leading this overwhelming growth rate. This change in residential population has also
spurred an increase commercial development, which has benefited the community as well as the region. The overwhelming
growth and accelerated development trends have drastically increased the need for additional fire, emergency, and rescue
resources in the community. Unfortunately, these growth patterns were somewhat unexpected, which has forced the local
government organization to identify alternative funding mechanisms in order to sustain their basic service delivery systems.
Unfortunately, the Fayetteville Fire Department is one of those agencies. Prior to December 2000 the organization functioned on
a shoestring budget which often caused the Department to trim expenditures from key training programs, and restricted the
procurement of vital equipment. Often times, basic employee training and safety were sacrificed or neglected, in an effort to meet
bottom line budget expectations. Many of these cuts were instituted due to a lack of understanding of the importance of providing
and maintaining an up to date safety and training program.
Current Situation
In November 2001, the Fayetteville Fire Department began the process of organizational redevelopment. As a result of this
transitional process many aspects of the Department have been critically examined and restructured with any additional
resources being redeployed in an effort to improve employee health, safety, and training in an effort to ensure that Fire
Department personnel can efficiently and effectively protect the citizens of our community.
As you know, cancer, stroke, and heart attacks are the top three killers of fire fighters across the country. More firefighters
succumb to one, or all three deadly diseases, than do those who lose their lives while fighting fires, providing emergency
medical, or rescue service. Often times the signs and symptoms of these three deadly killers go undetected ignored or
misdiagnosed.
Scientists have proved that a consistent and organized physical training program can help to reduce, or even eliminate the
likelihood of these diseases in fire fighters. Since the spring of 2002 the Fayetteville Fire Department has been working, in
partnership with the University of Arkansas Physical Education Department to develop a physical fitness program for members of
our organization. This program is currently in the final stages of development and we are certain it will assist us in ensuring the
health and safety of our personnel. Once this process is complete the Department will be ready to take the next step in
implementing this beneficial program, which will also assist the Department in reducing the amount of employee time lost as a
result of injuries.
Since this partnership began, the Fayetteville Fire Department has assigned one Department representative who has worked
closely with the University to ensure the continuity and successful development of this program. With the program reaching its
final development stages these individuals have identified the need for a dedicated Program Coordinator who can focus
specifically on maintaining this program as his/her primary role within the Department. This recommendation has been made by
both the Fire Department Battalion Chief currently assigned to this program and also by Dr. Barry Brown, Ph.D, in Physical
Fitness and Health Sciences from the University of Arkansas.
As the
Department begins
it transition into the 21st Century we have identified the
need to focus
on maintaining an effective
health
and safety program
for our personnel. We have researched various funding
opportunities
and have determined that the
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Narrative Statement
FIRE Act Grant is one of the best methloof funding this highly important program. •
Page 2 of 3
Project Plan
The Fayetteville Fire Department has determined that in order to provide safe and effective working conditions, for its Fire
Fighters, it will be necessary to implement this program. We have determined that in order for this program to maintain continuity
and ensured success it must be a mandatory Fire Fighter Wellness and Fitness program.
The University of Arkansas has agreed to continue working with the Fire Department to establish and maintain this program;
however, they have identified that the Department should appoint one full time Program Coordinator to oversee the program and
also must purchase various pieces of monitoring equipment, as well as, up-to-date cardio-vascular equipment if the program is
going to be successful.
The Fayetteville Fire Department is requesting FIRE Act Funding for one Full Time Position to oversee this program, as well as,
additional funds to procure the necessary equipment required to ensure the success of this program. The Fire Department
understands that our organization will be required to provide 30% in matching funds. The Department also understands it will be
required to maintain this staff position, without FIRE Act Grant assistance, for a minimum of one full year after these funds are
awarded.
Our organization is committed to the success of this program and we are willing to fulfill the terms and conditions of this grant
should this request be approved.
Program Benefits
As previously stated, this program will assist the Department in ensuring the health and safety of its personnel and also provide
the opportunity to maintain a good working relationship with the University of Arkansas. Further, once this program is up and
running the Fayetteville Fire Department intends to offer assistance to other Department's in the area. This assistance will
include fitness screenings and the use of cardio-vascular equipment as well as monitoring equipment.
Funding
Currently, the Fayetteville Fire Department has approximately $35,000 budgeted in 2003 for employee training. Further the
Department has approximately $40,000 in the equipment fund, which has been identified for use as matching funds if this grant
is awarded.
Due to the nature of this program it cannot be supported solely through the use of local funding. This situation is created as a
result of the sudden downturn in the economy, heightened state of national security resulting from activities in the Middle East,
and the events of Sept. 11, 2001. The Fayetteville Fire Department receives funding through the annual municipal budgeting
process. However, local revenues are not expected to meet the City's projected revenue levels for the current calendar year.
Additional Information to Be Considered
The Fayetteville Fire Department has never undertaken any type of Health and Wellness Program for its employees. Further, this
will be the first Fire Department Health and Wellness Program to be established in Northwest Arkansas and one of the few
programs being established across the nation.
As previously stated, this program will be mandatory and employees will be required to submit to regular physical examinations,
and to meet pre -established individual health and fitness goals, which will be developed by the individual and the Program
Coordinator. In order for this program to be successful, it is imperative that the Fayetteville Fire Department identify a full-time
Program Coordinator and purchase the equipment necessary to ensure success.
It is certain this program will benefit the employees of the Fayetteville Fire Department, but it will also directly benefit the citizens
we serve by improving the quality of Fire, EMS and Rescue service in our area.
If you received a grant award in the 2002 process, does your
current request relate to your 2002 award? No
If you answered yes, above, which of the following apply?
This request enhances the 2002 award
This request continues the 2002 award
This request completes the 2002 award
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Narrative Statement
•
•
Page 3 of 3
Select section to review - Gof
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• TotahBudgct Page I of I
Total Budget • • ISe1ttiontorevew zi Go
Budget Object Class
a.
Personnel
$
40,000
b.
Fringe Benefits
$
14,200
c.
Travel
$
15,000
d.
Equipment
$
53,400
e.
Supplies
$
10,000
f.
Contractual
$ 0
g. Construction
$ 0
h. Other
$ 0
i Indirect Charges
$ 0
Indirect Cost Details
Agency Indirect Cost Agreement with
Indirect Cost Rate
Agreement Summary
Federal and Applicant Share
Federal Share
$ 92,820
Applicant Share
$ 39,780
Federal Rate Sharing (%)
70/30
• Npn_Federal Resources (The combined Non -Federal Resources must equal the Applicant share of
$ 39,780)
a. Applicant
$ 39780
b State
$ 0
c. Local
$ 0
d. Other Sources
$ 0
If you entered a value in Other Sources, Please identify the source of your cost share,
i.e., fund reserves, savings, fund-raisers,
donations, etc.
Total Budget
$ 132,600
Select section to review ± Go
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FAYETTEV�LLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Chief Bosch
Fire Department
From: Clarice Buffalohead-Pearman
City Clerk Division
Date: January 9, 2004
Re: Resolution No. 05-04
Attached is a copy of the above resolution passed by the City Council January 6, 2004, to accept
the Homeland Security Fire Grant to the fire department. I have also attached a copy of the
budget adjustment recognizing the grant. These items will be recorded in the city clerk's office
and microfilmed.
If anything else is needed please let the clerk's office know.
/cbp
attachments
cc: Nancy Smith, Internal Auditor
Barbara Fell, Budget & Research