Assistance to Firefighters Grants Program Frequently Asked Questions

Step-by-step instructions for registering with SAM can be found at Step 2: Register with SAM | GRANTS.GOV.

You will be able to review or edit the entire application prior to submission. However, if you would like to edit or change your application after submission, you will have to withdraw the application from consideration of award to edit. Then, the application must be resubmitted to FEMA to be considered for an award.

The FY 2021 FP&S Program NOFO contains some changes to definitions, descriptions, and priority categories, including:

• Under Applicant Eligibility Criteria (page 6)
  • Added information on application submittal and Authorized Organization Representatives

• Under section E – Narrative Evaluation Criteria (page 22)
  • Added information on the Federal Emergency Management Agency’s (FEMA’s) review of Narrative Statements
  • Added guidance regarding R&D Activity Fire Service Panel Evaluation Criteria
  • Reorganized R&D Activity Fire Service Panel Evaluation Criteria to include Potential Impact in Advance of Implementation by Fire Service
  • Updated the weighted evaluation criteria for R&D Activity Early Career Investigator applicants, including a new Science Panel Evaluation criterion for Mentoring
  • R&D Activity Early Career Investigator applicants are required to submit a biosketch of the mentor and a signed letter of commitment from the mentor

• Under section F - Environmental Planning and Historic Preservation (EHP) Compliance (page 33)
  • Added examples of activities that require EHP review

• Under Appendix B - Supporting Definitions (page 58)
  • Updated definition of Human Subject

• Under Appendix B - FP&S Activity, Community Risk Reduction Category (pages 61 - 63)
  • Added guidance regarding smoke alarm installation
  • Added guidance regarding LED/electronic signs

• Under Appendix B - FP&S Activity, Code Enforcement/Awareness Category (page 64)
  • Added pre-planning

• Under Appendix B - FP&S Activity, National/State/Regional Programs and Projects (page 64)
  • Added guidance regarding Institutional Review Board (IRB) exemption determinations

• Under Appendix B - FP&S Activity, Ineligible Projects and Items (pages 65 and 66)
  • Clarified that remodeling/renovations to an existing facility is only eligible if limited to minor interior alterations costing less than $10,000
  • Included Emergency Medical Services equipment/supplies/vehicles, firefighter physicals, Research and Development, creation of new databases, projects requiring IRB approval to work with human subjects, fuel or vegetation removal/reduction on public land, and evacuation roads

• Under Appendix B - R&D Activities Overview (page 67)
  • Absorbed the Dissemination and Implementation Research category into the Clinical Studies category

• Under Appendix B - R&D Activity, Ineligible Projects and Items (page 72)
  • Included international travel to attend conferences or disseminate results, and projects to purchase stock in any entity

• Under Appendix C – Grant Writer/Preparation Fees (pages 73 and 74)
  • Added additional information on allowability of costs

Yes. In general, an applicant shall agree to make available non-federal funds in an amount equal to and not less than 5% of the grant awarded. FEMA GO automatically calculates the cost share in the Budget Summary section of the application. Therefore, applicants should make sure to include total project costs, including cost share, when creating the budget line items/cards in the FEMA GO application. If an applicant does not enter the cost share as a budget card (or as part of several budget cards), then the federal share may be lower than anticipated. Please check the Budget Summary of the FEMA GO application very carefully to ensure that the federal share and cost share are correct prior to submitting the application.

All recipients should ensure that they are thoroughly familiar with FEMA’s cost sharing requirements, as well as appropriate cost principles identified at 2 C.F.R. Part 200 Subpart E. The recipient is not required to have the cost share at the time of application. However, before a grant is awarded, FEMA may contact potential recipients to determine whether they have the funding in hand or if they have a viable plan to obtain the funding necessary to fulfill the cost sharing requirement.

• Cost share of non-federal cash is allowable for FP&S Program grants.

• In-kind cost share is allowable for FP&S Program grants. This includes using the values for the following in- kind contributions to meet the cost share requirement:
  • Complementary activities (such as providing additional smoke alarms for installation or educational materials for public education); and
  • Provision of staff, facilities, services, materials, or equipment.

• In-kind is the value of something received or provided that does not have a cost associated with it. For example, 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 recipient receiving the contributions expends them as allowable costs in compliance with the provisions listed in the NOFO.
• Recipients who use in-kind contributions for their 5% cost share must comply with all applicable regulations and 2 C.F.R. Part 200 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. Please see 2 C.F.R. § 200.306, as applicable, for further guidance regarding cost matching.

Yes, certain applicants that do not have a current negotiated (including provisional) indirect cost rate may elect to charge a de minimis rate of 10% of modified total direct costs, which may be used indefinitely. As described in 2

C.F.R Part 200 § 200.403, costs must be consistently charged as either indirect or direct costs but may not be double charged or inconsistently charged as both. If chosen, this methodology, once elected, must be used consistently for all Federal awards until such time as a non-Federal entity chooses to negotiate for a rate, which the non-Federal entity may apply to do at any time. See 2 C.F.R Part 200 § 200.414(f) to determine if your entity is eligible to apply for the de minimis rate.

The R&D Activity is aimed at improving the safety, health, and well-being of firefighters throughout the nation. Most projects will need to select or sample participants in a way that is feasible for the results to be generalized nationwide for firefighters. These projects, if successful, are expected to lead to new or improved programs, policies, and products that have potential for widespread adoption and use. Exceptions may occur but the reason for the exception must be clearly explained in the application. An example of an exception may be preliminary studies or proof of concept designs. Another example may be an Early Career Investigator project that focuses on a local fire service group to develop their project due to the funding limitations of their award.