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2014 Fire Prevention & Safety Grants Frequently Asked Questions

This page contains answers to frequently asked Fire Prevention and Safety, grant program questions. The information is for fire departments and eligible organizations interested in reducing death and injuries due to fire related hazards.

What is the purpose of the FY 2014 FP&S?

The purpose of the Fire Prevention and Safety Grants is to fund Fire Prevention and Safety Activities and Firefighter Safety Research and Development Activities. Fire Prevention and Safety Grant Activities are designed to reach high-risk target groups and mitigate incidences of deaths and injuries caused by fire and fire-related hazards. Firefighter Research and Development Grant Activities are aimed at improvements to firefighter health and safety.  


How do I apply for a FP&S grant?

The automated FY 2014 FP&S Grant application is accessible from the AFG

Web site (www.fema.gov/firegrants/). The automated application has been designed with "help screens" and "drop-down menus" to assist you throughout the application process.

Note: If you are using any Web browser other than Internet Explorer, such as Firefox or Netscape, you may have problems with the drop-down menus in the application. You can either access our application through Internet Explorer (which is preferred) or you can use the up and down keys on your keyboard to make the selection; then click enter.


Who is eligible to apply?

Eligible applicants for the Fire Prevention and Safety Activity include fire departments, national, regional, state, and local organizations, Native American tribal organizations, and/or community organizations recognized for their experience and expertise in fire prevention and safety programs and activities. Private and public nonprofit organizations and Housing Authorities are eligible.

Eligible applicants for the Firefighter Safety Research and Development Activity include national, regional, state, local, or community organizations, such as academic institutions (i.e. universities), public health, occupational health, and injury prevention institutions, especially those recognized for experience and expertise in firefighter safety research and development programs or whose applications demonstrate strong research and development experience and expertise whose research has potential to improve firefighter safety. Private and public nonprofit organizations and non-Federal and non-governmental organizations are also eligible to apply for funding. Fire departments are not eligible to apply for funding under this activity.

For-profit organizations and other federal organizations are not eligible to apply for FP&S Grants.


What can I apply for?

Fire Prevention and Safety Grants are separated into two Activities. Projects that can be funded are:

  1. Fire Prevention and Safety: Applicants can apply for up to three separate projects within one application. The period of performance is not to exceed twelve months. Each application is limited to $1.5 million Federal share. Examples of eligible projects include: Smoke Alarms, Sprinkler Awareness, Public Education campaigns, Code Enforcement/Awareness, Firefighter Safety, Training, Wildfire Prevention /Awareness, Arson Prevention/Awareness, Risk Assessments, and General Prevention/Awareness. Applicants requesting a Risk Assessment project are precluded from applying for additional projects. All applicants are subject to a 5% cost share.
     
  2. Firefighter Safety Research and Development: Applicants can apply for up to three separate projects within one application. The period of performance is not to exceed 36 months. Each application, regardless of the number of projects, is limited to $1.5 million Federal share. For multi-year projects, they can divide the $1.5 million over the period of performance however they deem necessary. Projects must address injury outcomes or provide a strong justification the proposed outcomes can be linked to injury outcomes. Behavioral, Clinical, and Social Science studies, Database/Data Collection and analysis projects/systems, Technology and Product Development Studies, and research regarding dissemination and implementation of effective programs and projects and preliminary studies are all examples of eligible projects.

Applicants must submit only one application during this application period and may include requests for either one or both activities.

All Research and Development applicants are subject to a 5% cost share.
 

How many projects can I apply for under FP&S?

Applicants may submit only one FP&S Grant application per FP&S application period, but may request financial assistance for as many as three projects for each activity.
 

Does my project have to address children, seniors or firefighters?

You have to determine the target population that is at risk in your community. You do not have to conform to national statistics in order to be eligible for funding. You need to justify how you determined the target population, how your proposed project will address the community's vulnerability and benefit the target population. In addition, you need to ensure your solution is age-appropriate for that target population.
 

Are sprinkler systems eligible for funding?

A sprinkler system installed for demonstration only purposes can be eligible for funding, but it must be part of a comprehensive sprinkler educational effort.
 

How much funding is available for the FY 2014 FP&S?

There is $34,000,000 million available for funding FP&S Grant Program Activities. Each applicant can submit a request for up to $1.5 million Federal share.
 

What is the maximum amount of funding an applicant can be awarded?

Each applicant can submit a request for up to $1.5 million Federal Share and ultimately receive an award for that amount.
 

I have a federally approved Indirect Cost Rate Agreement, but am unsure where to send a copy.

You do not need to submit a copy of your Indirect Cost Rate Agreement at the time of application. If you are awarded a grant, we will request a copy at that time. However, please ensure the request details budget portion of your application includes information pertaining to your Indirect Cost Rate Agreement.
 

I applied for a 2014 AFG Grant and I am unsure about how much I can request for my FY2014 FP&S application due to funding limitations that have existed in the past.

The funding limitations that existed in FY2012 and prior regarding total amount of AFG funds each applicant could receive based on population size ceased to be applicable starting in FY2013, therefore these limitations are also not applicable in FY2014. Therefore, you should apply for the amount you need to fund your FP&S application, regardless of what you requested or what may be awarded to you for your FY2014 AFG application.
 

I was recently awarded a FY 2013 FP&S Grant; can I still apply for a FY 2014 FP&S Grant?

Yes. However, since the possibility exists that the Period of Performance on the FY 2013 and the FY 2014 grants will overlap, you need to ensure that if you are awarded a FY 2014 grant, the start of your FY 2014 grant does not depend on the completion of your FY 2013 grant. Additionally, you should determine whether receipt of a FY 2014 grant will not impact your ability to continue with and/or complete your FY 2013 grant.
 

What changes were made to the FP&S since last year?

There are a couple of key changes that have occurred in FY2014.

The period of performance for the Fire Prevention and Safety Activity now has the option for applicants to choose either a 12 or 24 month period of performance.  Applicants choosing the 24 month period of performance will be responsible for justifying their need for a 24 months period of performance as opposed to a 12 months period of performance. There will also be room in the budget to enter costs for an additional year, if applicable.

Under the General Education/Awareness category the priority now includes Sprinkler Awareness.  This is in addition to the existing priority regarding a comprehensive home fire safety campaign with smoke alarm installations. 

The priority now states:

Therefore, under this category there are two (2) priorities. The first priority will be given to programs that target a specific high risk population to conduct both door-to-door smoke alarm installations and provide home safety inspections, as part of a comprehensive home fire safety campaign. The comprehensive home fire safety campaign should also include an educational program that is delivered to the occupant at the time of the installation and inspection.

The second priority will be given to programs that include sprinkler awareness that affect the entire community in this effort, such as educating the public about residential sprinklers, promoting residential sprinklers, and demonstrating working models of residential sprinklers. Installation of sprinkler systems is only eligible if proposed as part of a sprinkler demonstration/educational effort.
 

How does an eligible applicant obtain help with the application?

Call the Help Desk at 1-866-274-0960 with your questions. During the application period (March 16 – April 17, 2015), the Help Desk will be staffed between the hours of 8:00 a.m. and 4:30 p.m. Eastern Time, Monday through Friday. However, the hours may change as the application period progresses. The toll-free number also accepts voice mail messages after hours or if the lines are busy. Questions may also be faxed to 1-866-274-0942 or e-mailed to FireGrants@dhs.gov.
 

What is the deadline for FY 2014 FP&S applications to be submitted?

All applications must be completed and submitted online by 5:00 p.m. Eastern Time on April 17, 2015.
 

How are the FP&S Grant applications reviewed?

The evaluation criteria are listed in the FP&S Funding Opportunity Announcement (FOA). Review the FOA and focus on these criteria in order to develop a competitive application for panel reviews. All eligible FP&S applications go to panel reviews.
 

When will the awards be announced?

Award announcements will be made beginning in the of Summer 2015 and on a continuous basis until all available funds have been awarded.
 

Is there a cost share for fire departments?

Yes. In general, all eligible applicants seeking an FP&S Grant to carry out an activity shall agree to make available non-federal funds to carry out such activity in an amount equal to and not less than five percent of the grant awarded. The cost share is automatically calculated by the eGrant system in the Budget section of the application.

All grantees should ensure that they are thoroughly familiar with FEMA’s cost sharing requirements identified above, as well as appropriate cost principles in the federal regulations applicable at the time a grant is awarded to a grantee. www.fema.gov/frequently-asked-questions-0.

The grantee is not required to have the cost share at the time of application, nor at the time of award. However, before a grant is awarded, FEMA will contact potential awardees to determine whether the grantee has the funding in hand or if the grantee has a viable plan to obtain the funding necessary to fulfill the cost sharing requirement.

NOTE: The Administrator of FEMA may waive or reduce Cost Share requirements in cases of demonstrated economic hardship. See Appendix B, Award Administration Information, I. Cost Sharing and Maintenance of Effort Requirements, C. Economic Hardship Waivers of Cost Share and Maintenance of Effort Requirements for the Assistance to Firefighters (AFG) and Fire Prevention & Safety (FP&S) Grant Programs.

Types of Contributions

  1. Cash
    Cost share match (cash or hard match), including non-federal cash spent for project-related costs.
     
  2. In-Kind
    In-kind (soft; other than cash payments) cost share matches are allowable for FP&S Grants. Such matches include, but are not limited to, the valuation of in-kind services, complementary activities, and provision of staff, facilities, services, material, or equipment. In-kind is the value of something received or provided that does not have a cost associated with it. For example, where an in-kind match is permitted, then the value of donated services could be used to comply with the match requirement. Also, third party in-kind contributions may count toward satisfying match requirements, provided the grantee receiving the contributions expends them as allowable costs in compliance with provisions listed above. 

Grantees who use in-kind contributions for their five percent cost share must comply with all applicable regulations and OMB Circulars regarding matching or cost-sharing. Applicants who are under consideration for award and plan to use in-kind as their method for cost sharing will be asked to submit their plan for documenting and verifying in-kind contributions prior to award. For more information on the OMB circulars, A-87, A-102 and A-110, please visit //www.dhs.gov/xlibrary/assets/cfo-financial-management-policy-manual.pdf.
 

Will there be a cost share requirement for national, regional, state, local or community organizations this year?

Yes, there is a cost share requirement of 5% for national, regional, state, local or community organizations applying under either the FP&S Activity or the R&D Activity. In general, all eligible applicants seeking an FP&S Grant to carry out an activity shall agree to make available non-federal funds to carry out such activity in an amount equal to and not less than five percent of the grant awarded. The cost share is automatically calculated by the eGrant system in the Budget section of the application.

All grantees should ensure that they are thoroughly familiar with FEMA’s cost sharing requirements identified above, as well as appropriate cost principles in the federal regulations applicable at the time a grant is awarded to a grantee. www.fema.gov/frequently-asked-questions-0.

The grantee is not required to have the cost share at the time of application, nor at the time of award. However, before a grant is awarded, FEMA will contact potential awardees to determine whether the grantee has the funding in hand or if the grantee has a viable plan to obtain the funding necessary to fulfill the cost sharing requirement.

NOTE: The Administrator of FEMA may waive or reduce Cost Share requirements in cases of demonstrated economic hardship. See Appendix B, Award Administration Information, I. Cost Sharing and Maintenance of Effort Requirements, C. Economic Hardship Waivers of Cost Share and Maintenance of Effort Requirements for the Assistance to Firefighters (AFG) and Fire Prevention & Safety (FP&S) Grant Programs.

Types of Contributions

  1. Cash
    Cost share match (cash or hard match), including non-federal cash spent for project-related costs.
     
  2. In-Kind
    In-kind (soft; other than cash payments) cost share matches are allowable for FP&S Grants. Such matches include, but are not limited to, the valuation of in-kind services, complementary activities, and provision of staff, facilities, services, material, or equipment. In-kind is the value of something received or provided that does not have a cost associated with it. For example, where an in-kind match is permitted, then the value of donated services could be used to comply with the match requirement. Also, third party in-kind contributions may count toward satisfying match requirements, provided the grantee receiving the contributions expends them as allowable costs in compliance with provisions listed above. 

Grantees who use in-kind contributions for their five percent cost share must comply with all applicable regulations and OMB Circulars regarding matching or cost-sharing. Applicants who are under consideration for award and plan to use in-kind as their method for cost sharing will be asked to submit their plan for documenting and verifying in-kind contributions prior to award. For more information on the OMB circulars, A-87, A-102 and A-110, please visit //www.dhs.gov/xlibrary/assets/cfo-financial-management-policy-manual.pdf.
 

Are multi-year projects eligible under the Firefighter Safety Research and Development Activity?

Yes. Applicants can propose projects (limited to $1.5 million Federal share) with up to three years of performance requirements. Greater detail should be given for the first year; and also describe specific goals and objectives for second (and third) year(s). With reference to the study's goals, objectives, and specific aims, provide a literature review that includes citations in the text and references at the end of the application. The review should make it clear that the proposed study is necessary, different from other current studies, offers a unique contribution or adds to an existing body of knowledge. Additional information provided should include:

  • A contingency plan with examples of what may be the key challenges and plans to address and overcome them.
  • A monitoring plan that identifies progress toward achieving established goals and that ensures costs are monitored.
  • A spending plan that corresponds with the overall project and specific-year goals and objectives.
     

I am applying for the Firefighter Safety Research and Development Activity and the Curriculum Vitae (CV) will not fit into the narrative section. Can I attach this as a file?

Yes, the CV must be included in the Appendix and each CV is limited to 2 pages. The system accepts attachments.

Research and Development (R&D)

Activity applicants should upload their narrative in the space provided on the narrative screen. Applicants for the Research and Development (R&D) activity must comply with the following guidelines:

  1. Applications must include one Narrative Statement and one Appendix document (per project).
  2. The Narrative Statement for the R&D Activity is limited to 20 pages per project. The first page of the Narrative Statement must include an abstract of about 250 words that addresses purpose and aims, relevance, methods, and anticipated outcomes. All narrative text, including pertinent references and footnotes must be in the Narrative Statement. It must include which selected R&D category type the project is addressing. Also, the contact information (e-mail address and telephone number) for the principal investigator must be provided on the first page of the Narrative Statement.
  3. It may be useful to organize the Narrative Statement to follow the R&D Evaluation Criteria listed within this announcement, including the Fire Service criteria first and the Science criteria subsequently.
  4. All references and footnotes pertaining to the Narrative Statement must be in the Narrative Statement. Tables and figures may be included in either the Narrative Statement or the Appendix document.
  5. The Appendix is limited to 25 pages per project. It includes curriculum vitae and may include other items, such as data collection instruments, additional tables and figures, illustrations, specifications for product designs, and letters of commitment from partners. If this project is a resubmission, applicants may utilize up to two pages of the Appendix to address reviewer concerns from a previous year.
  6. Curriculum Vitae (CVs) for the PI and lead scientists, as well as other key research personnel listed in the budget, are to be included in the Appendix, but are limited to a maximum of two pages per CV. Applicants are strongly encouraged to follow the biographical sketch sample (see Appendix A – Application Guidelines and Program Priorities, Section IX. Human Subjects Research, Biographical Sketch Sample) in preparing CVs.
  7. Font: Times New Roman or Arial.
  8. Font Size: 11 points (11 pt) or larger.
  9. Page Dimensions: Page dimensions must be 8.5" x 11" (21.6 cm x 27.9 cm) or smaller.
  10. Margins: All margins (top, bottom, left, and right) must be at least 1" (2.54cm).
  11. Header: The header on each page of the Narrative Statement and the Appendix should contain:
    • PI (surname)
    • Institution name (abbreviated)
    • Project Short Title
    • Page Number
Last Updated: 
05/22/2015 - 08:22