Staffing for Adequate Fire & Emergency Response Grants Tutorial

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FY 2011 SAFER Grants Tutorial

Section 2
Projects Overview



Slide 49: Section 2: Projects Overview

2011 Staffing for Adequate Fire & Emergency (SAFER) Grants Applicant Tutorial

Section 2: Projects Overview

Slide 50: Hiring Activity

Hiring Category

Eligible Costs

Salary and associated benefits are the only eligible costs under the Hiring Category.

No limit is imposed on any funded position other than the reimbursable costs must be actual costs.

Firefighters hired or rehired prior to award are not eligible under the Hiring Category. The only exception is those positions awarded under the Retention Category.

Slide 51: Eligible Costs

Hiring Category

Eligible Costs

Costs for overtime that fire departments routinely pay as a part of the base salary or the firefighter's regularly scheduled and contracted shift hours are eligible in order to comply with the Fair Labor Standards Act (FLSA).

Recognizing that many departments have shifts exceeding a 40-hour workweek, a scheduled and contracted 56-hour week where firefighters are paid for the 3 hours overtime is eligible for reimbursement.

Salaries and benefits while these firefighters are engaged in training are eligible.

Slide 52: Eligible Costs

Hiring Category

Eligible Costs

Only full-time positions will be funded, i.e., those positions funded for at least 2,080 hours per year, or 40 hours per week for 52 weeks per year.

Job-sharing of a full-time position will be considered, if justification is provided.

Part-time positions are not eligible unless combined to equal a full-time position.

Slide 53: Eligible Costs

Hiring Category

Eligible Costs

Volunteer and mostly-volunteer fire departments may hire individuals to fill officer-level positions.

All SAFER-funded firefighters must respond to emergency calls regardless of their other duties.

Slide 54: Ineligible Costs

Hiring Category

Ineligible Costs

The following costs are ineligible for a Hiring Grant:

  • Pre-award or pre-application costs, such as grant writer fees
  • Administrative costs and indirect costs
  • Training costs
  • Equipment costs, such as personal protective equipment
  • Costs for uniforms and physicals

Slide 55: Recruitment & Retention Activity

Recruitment and Retention Category

Eligible Costs

Examples of initiatives that may receive funding under the Recruitment and Retention Activity include, but are not limited to:

  • Incentives for volunteer firefighter members to continue service
  • Insurance packages such as accidental death and dismemberment, disability, health, dental, life, etc.
  • Reimbursement to the member while attending required basic training, such as compensation for lost wages, mileage, lodging, or per diem
  • Mileage reimbursement for responding to incidents or other operational activities
  • Salary and benefits for a recruitment and retention coordinator

Slide 56: Eligible Costs

Recruitment and Retention Category

Eligible Costs

  • Funding for a staffing needs assessment
  • Marketing costs to recruit new volunteer members
  • Physicals for new recruits, only if consistent with those prescribed under NFPA 1582
  • Turnout gear after the new recruit undergoes a physical
  • Firefighter Explorer, cadet, and/or mentoring programs
  • Length of service awards and other retirement benefits (retroactive payments are NOT eligible)

Slide 57: Eligible Costs

Recruitment and Retention Category

Eligible Costs

Tuition assistance for higher education and professional certifications is eligible if coursework or certifications are above and beyond what the department typically funds for required minimum-staffing firefighter certification.

Books and lab fees are eligible, but computers are not.

Grant administration costs are limited 3% of the awarded amount per year.

Slide 58: Standard Operating Procedures

Recruitment and Retention Category

Standard Operating Procedures

All funded activities under Recruitment and Retention must be governed by formally adopted standard operating procedures (SOPs).

SOPs should specify who qualifies for each of the incentives, specific requirements for earning incentives, and disposition of the awarded incentives if an individual fails to fulfill requirements.

Slide 59: Correlation

Recruitment and Retention Category

Correlation

Applicants who do not establish the link between the requested activities and the identified recruitment and/or retention problems or issues will not be funded.

Slide 60: Physicals

Recruitment and Retention Category

Physicals

To help alleviate the financial burden of start-up costs prevalent with successful recruitment programs, DHS will allow Recruitment and Retention grantees to charge the SAFER Grant for the costs of physicals for newly recruited members.

Any physical charged to the grant must meet standards outlined in NFPA 1582.

New members must obtain and must pass the physical before seeking reimbursement.

Slide 61: Turnout Gear

Recruitment and Retention Category

Turnout Gear

Applicants can request funds for turnout gear to be used for newly recruited members.

Only actual costs are allowed and are paid on a reimbursement basis.

Important: Grantees are required to provide documentation to support the purchase of the turnouts. DHS may limit the costs to what they deem as reasonable.

Slide 62: Ineligible Costs

Recruitment and Retention Category

Ineligible Costs

  • Firefighting equipment
  • Personal protective equipment for existing members
  • Costs incurred prior to award
  • Retroactive service award payments
  • Cash payments, unless directly related to operational activities
  • Payments for travel to and/or participation in leisure activities
  • Costs associated with award banquets (costs for plaques and trophies are eligible)
  • Costs for training regularly covered under the department's normal operating budget, such as tuition or instructor fees for department-mandated, basic-level training

Slide 63: Ineligible Costs

Recruitment and Retention Category

Ineligible Costs

  • Furniture, TVs, fixtures, appliances (refrigerators, etc.), entertainment equipment
  • Give-away items such as pencils, pens, cups, mugs, balloons, etc.
  • Services at a member's personal residence (i.e., internet access, plowing of driveways, etc.)

For more on Other Allowable Costs, see the FY11 SAFER Program Guidance, Appendix I, Part III.E.

Slide 64: Grantee Responsibilities

Grantee Responsibilities

Hiring Category

Maintain the SAFER-funded positions throughout the 2-year period of performance.

Grantees who fail to maintain this level of staffing risk losing the federal funds awarded.

Ensure that your department's governing body is aware of and in agreement with this long-term staffing commitment for SAFER-funded positions.

Slide 65: Documentation

Grantee Responsibilities

Documentation

Retain grant files and supporting documentation for 3 years after receipt of the official notification that the grant has been closed.

Access may be required by the AFG Program Office to any pertinent books, documents, papers, or records belonging to a grant recipient.

Access may also be required by the DHS Office of Inspector General or the Comptroller General of the United States.

Slide 66: Reporting

Grantee Responsibilities

Reporting

Provide performance reports quarterly.

 

Submit financial reports, which will be due on July 31st and January 31st of each year of the period of performance.

The financial reports are mandatory and in addition to the performance reports that accompany payment requests.

Important: Payment requests may be submitted at any time after the start of the period of performance, but only one payment request can be pending at a time.

Slide 67: Reporting

Grantee Responsibilities

Reporting

At the end of the grant's period of performance, all grantees must submit a final financial report and a final performance report within 90 days after the end of the period of performance. After these reports have been reviewed and approved by DHS, grantees are given an official notice the closeout has been accepted and completed.

Slide 68: Administrative Rules

Grantee Responsibilities

Administrative Rules

Administer the grant in accordance with the administrative rules for federal grants and cooperative agreements, specifically 44 CFR part 13.

Follow the audit requirements of OMB Circular A-133, audits of states, local governments, and nonprofit organizations, which calls for grantees who expend $500,000 or more in federal funds in a year to submit to an audit.

For more information about the Circulars, go to www.whitehouse.gov/omb/circulars.

Slide 69: Non-discrimination

Grantee Responsibilities

Non-discrimination

Firefighters hired under these grants shall not be discriminated against for, or be prohibited from, engaging in volunteer firefighting activities in another jurisdiction during off-duty hours.

Grantees should seek, recruit, and appoint members of racial and ethnic minority groups and women to increase their ranks within their department.

Slide 70: NIMS

Grantee Responsibilities

NIMS

Homeland Security Presidential Directive-5 requires, beginning Oct. 1, 2005, all recipients of federal preparedness funds adopt the National Incident Management System (NIMS) as a condition for the receipt of the federal funds.

Recipients of 2011 SAFER Grants will be considered to be in compliance with the NIMS requirement if the grantee:

  • Has an operational knowledge of the Incident Command System (ICS)
  • Has an understanding of NIMS' principles and policies
  • Agrees to adopt and/or comply with all directives, ordinances, rules, orders, edicts, etc., passed down by the local or state authorities with respect to incident management

Slide 71: NIMS

Grantee Responsibilities

NIMS

Responders who are trained in ICS do not need retraining if their previous training is consistent with DHS standards.

In order for us to document compliance, grantees will be required to certify their compliance with the NIMS and ICS requirements as part of their grant closeout process.

For more information, grantees may contact their State Emergency Preparedness Officer or State Fire Marshall for local NIMS compliance requirements.

Slide 72: Cost Share

Grantee Responsibilities

Cost Share

No cost-share, cost match, or cost participation is required for the 2011 SAFER Grants.

One hundred percent of the actual salary and benefits, excluding overtime, for the SAFER-funded firefighters up to the amount budgeted in the application will be fully funded for the 2-year period of performance.

For more on Cost Sharing, see the FY11 SAFER Program Guidance, Appendix I, Part III.C.

Slide 73: Maximum Federal Share

Grantee Responsibilities

Maximum Federal Share

There is no funding limit or any limit to the number of positions eligible for funding in an application for the hiring new firefighters activity.

There is no maximum award amount for rehiring of firefighters applications. However, applications for the rehiring of laid-off firefighters are limited to a maximum of funding equivalent to the number of firefighters lost between Jan. 1, 2008, and application deadline.

For more on Specific Funding Parameters, see the FY11 SAFER Program Guidance, Part II.

Slide 74: DUNS Number

Grantee Responsibilities

Data Universal Numbering System Number (DUNS)

DUNS numbers are required by all applicants.

Application extensions will not be granted if one is not obtained.

Call 1-866-705-5711 and select option 4 or visit the Dun and Bradstreet Web site.

Slide 75: CCR

Grantee Responsibilities

Central Contractor Registration (CCR)

A FREE online database that collects, validates, stores, and disseminates data about all U.S. organizations that do business with the Federal government and must comply with Federal Acquisition Regulations (FARs). Registration required by all Federal grantees.

See "Create New Registration" at https://www.bpn.gov/ccr/default.aspx.

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

It is recommended but not required that you complete the CCR registration during the grant application period.

You will not be awarded a grant until you have completed CCR registration.

You must renew and revalidate your registration at least every 12 months. If the registration expires, it will affect your organization's ability to receive Federal awards or payments.

Slide 76: Narrative Elements for Hiring

Narrative Elements for Hiring

The characteristics below are used by the Peer Panelists and the Program Office to determine the quality of your Hiring Category project request.

  • Project Description
  • Impact on Daily Operations
  • Financial Need
  • Cost Benefit
  • Performance

For more on the Hiring of Firefighters Category Narrative Elements, see FY11 SAFER Program Guidance, Appendix I, Part V.B.1

Slide 77: Project Description

Narrative Elements for Hiring

Project Description

Discuss why your department needs the grant.

Describe how the newly-hired or rehired firefighters will be used within the department.

Describe the specific benefit these firefighters will bring to the community.

Discuss how the grant would enhance your department's ability to protect critical infrastructure.

For Rehiring of Firefighters Activity applications, explain when and why the vacancies occurred and how those vacancies have affected service to the community.

Slide 78: Impact on Daily Operations

Narrative Elements for Hiring

Impact on Daily Operations

Provide details about how the community and current firefighters are at risk and to what extent risk can be reduced if you receive a grant.

Provide details about which NFPA standard (1710 or 1720) you are attempting to meet and what impact these positions will have on that compliance, if awarded.

Slide 79: Financial Need

Narrative Elements for Hiring

Financial Need

Explain your organizational budget and its inability to address the need without federal financial assistance, including other actions your organization has taken to meet your staffing needs.

Slide 80: Cost Benefit

Narrative Elements for Hiring

Cost Benefit

Describe the benefit these firefighters will bring to the department and community.

What cost-savings or efficiencies will these firefighters help the department realize?

Slide 81: Performance

Narrative Elements for Hiring

Performance

Explain whether your organization has a proven track record of accomplishment for timely project completion and satisfactory performance of other AFG, FP&S, and SAFER awards.

Slide 82: Narrative Elements for Recruitment & Retention

Narrative Elements for Recruitment and Retention

The narrative statement for applications requesting funding in the Recruitment and Retention of Volunteer Firefighters Category must include the following five elements:

  • Project Description
  • Impact on Daily Operations
  • Financial Need
  • Cost Benefit
  • Performance

For more on Recruitment and Retention Category Narrative Elements, see FY11 SAFER Program Guidance, Appendix I, Part V.B.2.

Slide 83: Project Description

Narrative Elements for Recruitment and Retention

Project Description

Describe how you will use the grant funds.

Describe the recruitment and/or retention problems or issues the department has identified. How will the activities being requested address those identified needs?

Provide specific details about the recruitment and/or retention plan and how the project(s) will be administered.

Slide 84: Project Description

Narrative Elements for Recruitment and Retention

Project Description (Cont'd)

What specific benefits will these firefighters provide for the fire department or community?

How will the recruitment of new volunteer firefighters and/or retention of current volunteer firefighters impact the department or organization's identified operational needs or capabilities?

Important: Specify which of the activities are for the regional request and which activities are exclusive to the host applicant and provide a list of participating third-party organizations, if applicable.

Slide 85: Impact on Daily Operations

Narrative Elements for Recruitment and Retention

Impact on Daily Operations

Provide details about how the community, current firefighters, or geographic areas of concern for an eligible organization are at risk and to what extent risk can be reduced if you receive a grant.

How will having the additional firefighters reduce the risk to firefighters and community?

Slide 86: Financial Need

Narrative Elements for Recruitment and Retention

Financial Need

Explain your organizational budget and its inability to address the need without federal financial assistance, including other actions your organization has taken to meet your staffing needs.

Slide 87: Cost Benefit

Narrative Elements for Recruitment & Retention

Cost Benefit

Describe the benefit these firefighters will bring to the department and community.

  • What cost-savings or efficiencies will these firefighters assist the department with realizing?
  • Are the costs reasonable?
  • Is there a high benefit for the costs incurred?
  • Provide justifications for the budget items.

Slide 88: Performance

Narrative Elements for Recruitment and Retention

Performance

Explain whether your organization has a proven track record of accomplishment for timely project completion and satisfactory performance of other AFG, FP&S, and SAFER awards.

Slide 89: Section 2 Conclusion

Section 2 Conclusion

This is the conclusion of Section 2: Projects Overview. Continue to Section 3: e-Grant Application

Last Updated: 
07/24/2014 - 16:00
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