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
• •
•
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
hops://portal. fcma.gov/firegrant/i sp/fire_admin/awards/spec/view_award_package.do?agr... 12/15/2003
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
http://www.usfa.fema.gov/fire-service/grants/html/03-grant-funds.htm 12/15/2003
FR Doc 03-6172 Page 2 of 16
• •
$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.
http://www.usfa.fema.gov/fire-service/grants/htm1/03-grant-funds.htm 12/15/2003
PR Doc 03-6172
• •
' 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
Page 3of16
http://www.usfa.fema.gov/fire-service/grants/htm1/03-grant-funds.htm 12/15/2003
FR Doc 03-6172 Page 4 of 16
• •
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
http://www.usfa.fema.gov/fire-service/grants/html/03-grant-funds.htm 12/15/2003
FR Doc 03-6172 Page 5 of 16
• •
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.
http://www.usfa.fema.gov/fire-scrvice/grants/htm1/03-grant-funds.htm 12/15/2003
FR Doc 03-6172 Page 6 of 16
• •
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,
http://www.usfa.fema.gov/fire-service/grants/html/03-grant-funds.htm 12/] 5/2003
FR Doc 03-6172 Page 7 of 16
• •
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
http://www.usfa.fema.gov/fire-service/grants/htm1/03-grant-funds.htm 12/15/2003
FR Doc 03-6172 Page 8 of 16
• •
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
http://www.usfa.fema.gov/fire-service/grants/htmUO3-grant-funds.htm 12/15/2003
FR Doc 03-6172 Page 9 of 16
• •
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
http://www.usfa. fema.gov/fire-servi ce/grants/html/03-gant-funds.htm 12/15/2003
FR Doc 03-6172 Page 10 of 16
• •
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
http://www.usfa.fema.gov/fire-service/grants/html/03-grant-funds.htm 12/15/2003
FR Doc 03-6172 Page 11 of 16
•
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.
http://www.usfa. fema.gov/fire-servi ce/grants/html/03-grant-funds.htm 12/15/2003