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| Home >> AFG Grants >> Program FAQs >> 2009 AFG FAQs |
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2009 AFG Frequently Asked Questions
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| General FAQ |
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I have forgotten my user ID and/or password. Who do I contact to get that information? |
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If you are the Primary Contact for your department's grant(s), and you have forgotten the user ID and/or password, you can use the forgot password utility available on the login screen (the screen that appears when you click on e-grant application). Click forgot password and answer the two security questions; then submit your request. The screen should indicate you successfully submitted your request and a temporary password is being e-mailed to your address. Check your e-mail and retrieve the user ID and temporary password. If the message is not there, look in your junk mail file. If it is not in your junk mail file then your e-mail address is not compatible with the DHS system. You will have to set up a new e-mail account. You may want to use the free e-mail accounts such as Yahoo, Hotmail, etc.
If you are unable to answer the security questions, or your primary contact e-mail address has changed, you will need to follow the procedure outlined in the FAQ, "How do I gain access to my department's previous year's application when the previous primary contact is no longer available or does not remember the user ID and password?"
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How do I gain access to my department's previous year's application when I am going to be the primary contact on the new application and I do not know the user ID and password from the previous year's application (i.e., lost password, previous contact is no longer available)? |
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Send a letter explaining why you need this information, and if you also need to change the Primary Contact information. Please be aware changing the Primary Contact on one grant will cause the Primary Contact to be changed on all other department grants submitted under the same user ID. The letter must be on fire department letterhead and signed by the Fire Chief of the department. To expedite this change you can fax a copy of the letter to Annette Robinson at 1-866-274-0942.
After faxing the letter to Annette Robinson, please mail the original letter to:
DHS/FEMA/Grant Programs Directorate
Assistance to Firefighters Grant Program
Annette Robinson - Room 5066D
Tech World Bldg - South Tower 5th Floor
500 C Street, SW
Washington, DC 20472
The following information must be included in the letter:
- Grant number
- Previous primary contact person's name
- Explanation of why access to the grant is needed
- New contact person's name
- New contact person's mother's maiden name
- New contact person's date of birth
- New contact person's e-mail address
- Two phone numbers for the new contact person
A mailed letter may take two weeks to process. However, soon after faxing the letter to Annette Robinson, you will receive an e-mail from Pinky Sheets telling you she has updated the system and placed your name on the grant as the main contact person. You will also receive an automated e-mail from EOPS@dhs.gov with your user ID and temporary password.
If you do not receive this automated e-mail from EOPS@dhs.gov within two days of faxing your request and receiving the e-mail from Ms. Sheets, you should look in your junk mail file. The electronic e-mails are sometimes filtered and sent directly to junk mail.
If you are still unable to get a new user ID and password, go onto the Web site at www.firegrantsupport.com and choose e-grant application. You will get an application sign-in screen. Click on forgot password, answer the two security questions and submit your request.
The screen should indicate you successfully submitted your request and a temporary password is being e-mailed to you. Go into your e-mail and retrieve the user ID and temporary password. Again, if the message is not there, look in the junk mail file. If it is not in your junk mail file then your e-mail address is not compatible with the DHS system. You will have to set up a new e-mail account. You may want to use the free e-mail accounts such as Yahoo, Hotmail, etc.
When you click on submit, if you get an error message indicating you gave incorrect information, you need to call Annette Robinson (202) 786-9626.
Please note: This information can only be changed by authorized personnel.
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I have not received any e-mails from the Program Office, what should I do? |
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There are many reasons why you may not have received any e-mails from the AFG system. Some e-mail services such as Hotmail, Yahoo, SBCGlobal or MSN have a tendency to place e-mails from us (dhs.gov) in the junk mail folder of the e-mail program. You can remedy this problem by allowing our e-mail addresses to be accepted by your e-mail provider/program. Different programs have different procedures, so check with your e-mail provider for details on how to allow e-mail addresses. The e-mail address always has a dhs.gov extension. The following e-mail addresses should be allowed:
eops@dhs.gov
afg@dhs.gov
firegrants@dhs.gov
Other e-mail programs that are within a local government or state government, for example, joe.smith@skokie.il.us or pinky@parkland.cc.ca.us , have a tendency to block dhs.gov e-mails entirely. If your e-mail is a .us account, please speak with your e-mail provider or your systems administrator and request they allow e-mails with the dhs.gov extension or tell them to allow e-mails from the following addresses:
eops@dhs.gov
afg@dhs.gov
firegrants@dhs.gov
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I have had problems with my e-mail account, and I think I may have missed some e-mails from the AFG program. |
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Copies of e-mails that have been sent to you by the AFG system are stored in your online e-grant Mail Center. You can logon to the online e-grant system, and click on the Mail Center link on the status page. There is a link to view Old Messages in addition to the ability to view new messages. |
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How can I change the personal contact information on my grant? |
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For the Primary Contact – There can be only one Primary Contact for your department/agency.
Changing the Primary Contact on one grant will cause the Primary Contact to be changed on all other department grants submitted under the same user ID. If you do not wish to do this, consider changing Alternate Contact information for a particular grant instead (see next paragraph). To update personal information such as Primary Contact name, address, phone numbers, e-mail address, or change password, grantees should log into their grant and at the Status screen click on Edit Profile , which is located at the upper middle part of the screen. The page that comes up will allow you to update any personal information that has changed. Type in the updated personal information and click Save at the bottom of the page. A note will state, "Your profile has been updated. Thank You." To make the changes permanent, you must log out of your application for the new information to take effect. To do this, click on the Authorized Applications link on the upper left-hand side of the "Thank You" page, and then click on Firefighter's Grants on the new page so the new information will be set and updated.
For Alternate Contacts – Alternate Contacts can differ from grant to grant if your department/agency has more than one AFG Grant. To change the Alternate Contact name, or update any alternate contact personal information, grantees must log into their grant. From the Status screen, select Manage Grant from the drop-down menu in the Action field. Click on Update Alternate Contacts on the menu bar on the left side of the screen. Type in the updated personal information and click Save and Continue at the bottom of the page. As this request changes information that is contained within the actual grant application, it is processed as a Revision Request by Grants Management staff and must be entered manually. The updated information may not appear for several weeks.
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How are grant applications reviewed? |
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The evaluation criteria are listed in that year’s Program Guidance. Review the Program Guidance and focus on these criteria in order to develop a competitive application for panel reviews. All eligible applications go to panel reviews. |
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Where should I send letters of support from the community, political leaders, and others for my department's application? |
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Letters of support should be sent to:
Ms. Elizabeth M. Harman, Assistant Administrator
DHS/FEMA/Grants Program Preparedness
Tech World Building – 9th Floor South Tower
800 K Street, NW
Washington, DC 20472-3620
Fax 202-786-9938 |
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Why do I need a DUNS number? |
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Since October 1, 2003, the Federal Government has required all applicants for federal grants and cooperative agreements, with the exception of individuals other than sole proprietors and foreign entities, have a Data Universal Numbering System (DUNS) number.
The Federal Government uses the DUNS number to better identify related organizations that are receiving funding under grants and cooperative agreements, and to provide consistent name and address data for electronic grant application systems. Additional information about DUNS numbers can be found on the D&B Web site: http://fedgov.dnb.com/webform.
The process is free. If you have already registered for a DUNS number, you must use the same number for every application. |
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How do I apply for a DUNS number? |
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You can obtain a DUNS number within 24 hours by calling 1-866-705-5711. A DUNS number can also be requested online; however, D&B estimates it may take 2-3 weeks to process online orders. We strongly encourage you to register for this number prior to the application period. |
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When I apply for a grant, do I have to provide my bank account number? |
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Yes. You must provide your bank account number and routing number for our records and to facilitate funds transfer if you receive an award. The Website is on a secure server. Applicant information is not released to anyone. We must have a current routing number. If you are concerned about security, contact the Help Desk at 1-866-274-0960. |
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My bank account number is larger than 15 digits and the application has space for only 15 digits. What should I do? |
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Enter the first 15 digits of your bank account number. |
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What is a bank routing number and do I need one? |
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The bank "routing number" is a multi-digit set of numbers that correlate banks and accounts. Every bank has multiple routing numbers that are used to determine how money is placed into accounts. The routing number is actually part of your 15 digit account number. However, the type of account you have currently set up may not be suitable for transferring grant funds. Please check with your bank and confirm your account is set up to accept wire transfers on an "ACH" basis. The specific routing number you need to include is the routing number your bank uses to make wire transfers on a next day availability basis. This routing number is referred to as the "ACH routing number" (Automated Clearing House). Accounts set up as Savings accounts and/or money market accounts cannot be used for the purpose of transferring grant funds. Additionally, the listed "Payee" and “Signature" on the account must be the same as those designated on the account. |
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Can I insert a picture or graph into my narrative? |
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No. Photos, charts, graphs, or other computer graphic files (.jpg, .gif, etc.) may not be imported into your application. |
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Can I print and mail an electronic application? |
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No. We do not accept any printed versions of the electronic applications that are mailed in. |
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Can I type my narrative using word processing software and paste it into the space allowed for the narrative portion of my grant? |
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Yes. However, remember only five pages are allowed, and any graphics, tables or other text enhancements (bullets, etc.) may not transfer to the text box area provided in the application. |
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Can I use my password from a previous grant application? |
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Yes. It is preferable you use the same user ID and password you used for a previous application, especially if you won an award in a previous program year. |
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Does the application software have a time-out feature? |
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Yes. The application times out after 20 minutes if there is no activity. If you have not clicked Save and Continue or clicked another link for 20 minutes, the application session will end, and all unsaved data will be lost. |
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How will I know if my electronic application was received? |
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Upon successful submittal, the online application will provide a confirmation page you can print and keep on file pending award determination. We recommend you write your login information on this confirmation page so you can keep them together. |
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If I do not have access to a computer, will I still be able to apply? |
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We strongly encourage applicants to apply online. All you need is Internet access from any computer. Since you create a user ID and password, you can log in from anywhere and work on the application. You can save it and return later to continue working on the application from any computer that has Internet access.
If you must apply by paper, call our Help Desk at 1-866-274-0960 to request a paper application be mailed to you. See the Program Guidance for information regarding the submittal dates. Late or incomplete applications will not be accepted.
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Will DHS fax or e-mail to me a copy of the application form? |
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No. We will not fax or e-mail an application. If an applicant does not have access to the AFG Web site via the Internet, the applicant may contact us directly to request the application by mail. Those applicants interested in receiving an application by mail can call 1-866-274-0960. |
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Where do I send a paper application? |
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Applications must be received at the address below by the deadline. See the Program Guidance for information regarding the submittal dates.
U.S. Fire Administration Grant Program Technical Assistance Center
16825 South Seton Avenue
Emmitsburg, Maryland 21727-8998
Faxed applications will not be accepted.
Remember to send the application early enough to ensure it is received by the deadline.
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Will you acknowledge receipt of my application packet? |
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Confirmation of receipt of paper applications will only be provided if the applicant submits a self-addressed stamped envelope inside the paper application packet. Confirmation of application receipt will not be given over the phone. |
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Do we receive a notification our grant application has been received and is being considered? |
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Yes. When you apply electronically, you receive an e-mail confirmation of receipt for your grant application. If you apply using a paper application, you may only receive confirmation of receipt if you send your application by private courier or with a return receipt requested via the U.S. mail. |
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When will I hear about the disposition of my application? |
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Award packages are sent electronically to the grantees. As a courtesy to Members of Congress, we provide advance information about awards, so that, at their discretion, they can inform their constituents prior to our official notification. We expect the issuance of award decisions on all applications will continue through most of the year. Decisions regarding applications that cannot be supported with grant funds are also issued electronically in batches throughout the year. If electronic notification is ultimately unsuccessful, we will send the applicant a letter of notification. |
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What are the hardware and software requirements for accessing and filing the grant application online? |
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Most computers work with the application without difficulty if they have access to the Internet and have a web browser installed. Both Netscape and Internet Explorer web browsers will work if they are version 4.0 or higher. |
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Will preference be given to those who applied for Fire Grants last year and didn't receive them? |
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No. This is a competitive grant program. We will view all applications independently. Applicants whose requests are most consistent with the priorities in the program guidance who provide the best narrative explaining the project with the project's budget details, demonstrating financial need, showing the best cost-benefit ,and showing the most significant effect on the ability to protect life and property will score the highest in the competitive grant process. |
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If I decline an award, will that be held against me if I apply for future funding? |
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An applicant who declines to accept a grant during negotiation would not be penalized for declining the award. However, we would consider the grantee to be a poor performer if they accepted an award and subsequently returned it because they cannot fulfill the grant requirements. This does not mean the poor performing grantees are precluded from applying for future assistance. It merely means past performance is taken into account prior to awarding any new grants. Prior performance has always been a consideration for funding. |
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Is there a penalty for returning funds or excess funds? |
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No. There is no penalty for returning funds. However, it is our preference grantees expend all awarded funds on eligible expenditures including fire prevention activities. |
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| New in 2009 |
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Can I submit multiple applications? |
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If your organization is planning on submitting an application for more than one of the three grant opportunities - Operations and Safety Activity, Vehicle Acquisition Activity, Regional application - a separate application must be submitted for each program area. In 2009, you may work on the applications concurrently if you choose. |
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If a fire department or nonaffiliated EMS organization submits multiple applications, as allowed in the 2009 Program Guidance, will the scores of all the applications be combined or averaged, potentially hurting the department, or does each application stand alone? |
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Each of their applications will be scored separately in all phases of the evaluation. The score applied to one application will not affect the score(s) of any other application(s). |
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Advance payment bonds are a requirement for vehicle grants. What are advance payment bonds and where can I get one? |
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An advance payment bond is like an insurance policy that protects you in the event the manufacturer with whom you contracted to build your vehicle cannot fulfill the contract, i.e., cannot finish building your vehicle for any reason. An advance payment bond is a financial tool used to guarantee, in the event of manufacturer/contractor default, funds will be available to finish the construction of your vehicle and ensure its proper operation. From the vehicle grantee's point of view, the insolvency of a contractor during the construction of a vehicle would most likely result in delayed completion of the vehicle, additional expenses for a different manufacturer/contractor to finish the work or even loss of grant funds. For this reason, we require manufacturers/contractors to provide a bond from an independent bank, insurance company or bonding agency so the vehicle grantees can recover damages they may sustain if the manufacturer/contractors default during the construction of a vehicle. The amount of the bond should be equal to, or greater than, the sum of any payments, compensation and/or consideration provided prior to the delivery of the vehicle.
If no down payment is required, an advance payment bond is not required. |
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Are there other requirements for vehicle contracts? |
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Regardless of whether a performance bond is obtained, each vehicle purchase contract must include a performance clause. The clauses provide a specific date for delivery of the vehicle and impose a penalty for non-delivery. Non-delivery by the contract's guaranteed date will result in a non-performance penalty of no less than $100 per day until the manufacturer delivers the vehicle to the grantee. Delivery is not acceptable unless the vehicle is "operational" and "functioning" when delivered. |
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In my application, I indicated that my existing vehicle was unsafe and that I would remove it from service. What do I need to do in order to comply with this requirement? |
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The unsafe vehicle cannot be used in emergency service. It cannot be sold, donated and/or given to another department. The unsafe vehicle may be traded in, taken to the junk yard for scrap, donated to a museum, relegated to farm use or given to a training academy as long as it will not be utilized for driver training (it could be used for training firefighters to operate the pump). In order to assure an unsafe vehicle is removed, we'll require the grantee to transfer title of the vehicle to any individual or organization that is not in the business of providing first-responder services. |
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Vehicle awards require a formal driver/operator training program. What is included in a formal driver/operator training program? |
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A comprehensive driver training program includes not only instruction on driving and/or operating a particular vehicle but also instruction on appropriate preventative maintenance. If you request a vehicle, you must certify personnel who will drive and operate the requested vehicle meet or exceed the national standards for drivers/operators (fire vehicles NFPA 1002, EMS DOT or KKK standards). Be advised that NFPA 1002 requires drivers pass physicals meeting NFPA 1582 as well as the training requirements of NFPA 1001. This training can be accomplished through an established in-house training program or with grant funds added to the vehicle request. If you do not have an established driver training program or do not have a plan to obtain the training through this grant program or some other source, your application is not eligible for funding. |
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At one time, AFG policy allowed up to 50 percent of the grant funds to be used for a down payment. Is that the case for this year's program? |
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No. To encourage better cash management practices, grantees may only request 25 percent for down payments. There will not be any additional funds available for chassis payments in 2009. If a grantee is required to pay for the chassis, they will have to use the 25 percent allowance or their own resources for the down payment. |
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What small specialty access vehicles are eligible for funding? |
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For 2009, small specialty access vehicles such as ATVs, boats, gators, snowmobiles, etc., are not eligible for funding. |
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What are the priorities for awarding applications for thermal imager cameras now that there are no limitations on the number of units that can be requested? |
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There are no specific criteria for awarding thermal imaging cameras (TICs). TICs will be evaluated in the same manner as any other piece of equipment in the Equipment Activity. The evaluation criteria priorities used for the Equipment Activity are:
- Effectiveness of the request to address basic firefighting missions.
- Frequency of use.
- Effect on firefighters' health and safety.
- Equipment that promotes interoperability with neighboring jurisdictions.
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What is the policy for reporting to NFIRS (National Fire Incident Reporting System) for fire departments or EMS organizations who apply as regional applicants? |
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As the official grantee, only the regional host is responsible for adhering to any and all grant requirements. However, we strongly encourage any fire department that participants to report incident data to NFIRS during the period of performance. |
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For Regional applications, are all of the benefiting organizations required to be NIMS compliant or just the host applicant? |
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We expect all departments receiving equipment or services from a regional project grant to be compliant with all local edicts regarding NIMS prior to award. |
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Are there any special requirements in order to qualify for a regional communications project? |
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Yes. Regional communication projects must comply or be consistent with the State Communication Interoperability Plan (SCIP). Applicants in states that do not have a SCIP are not eligible for regional communication projects. |
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We would like to remodel the chief's office and the reception area in our fire station. Can we use grant funds for remodeling? |
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No. Grant funds may be used for remodeling, but only if the remodeling is relative to other grant activities and has a direct impact on the accomplishment of the grant activities. For example, we will allow remodeling of a room in a station to accommodate training if training is also a grant activity. |
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I want to buy radio equipment that all of my neighboring departments use, and there is only one vendor that sells those radios. Do I have to seek other bids or may I use the sole source? |
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Interoperability is justification for selection of a specific vendor but CANNOT be used as justification to avoid obtaining bids from other sources. You must ensure all procurement actions are conducted in a manner that provides, to the maximum extent possible, open and free competition, and document your choice of vendors in your grant files. Refer to the "Grantee Responsibilities" Section, item (5), on page 58 of the Program Guidance. |
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Is there a penalty for returning funds or excess funds? |
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No, there is no penalty for returning funds. However, it is our preference grantees expend all awarded funds on eligible expenditures including fire prevention activities. |
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Our department was contacted by the Program Office during the approval process and negotiated to a lower number of a particular item. However, after purchasing everything, we had additional funds. Can we purchase the original "pre-negotiated" number of items? |
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No. If the Program Office negotiated a lower number of items, it was because the Program Office Subject Matter Specialists determined the original request contained excessive or duplicative equipment. Saving funds does not eliminate the rationale for the reduction in items. For example, a department with 10 active members sought 20 sets of turnout. The Program Office reduced the request to 10 because purchasing a second set of gear is a poor use of limited grant funds when so many other departments have unmet needs. If this department received quotes sufficient to purchase 20 sets of gear, we would only pay for 10 based on the negotiated agreement. The only exception to this scenario is the use of excess funds. Grantees are allowed discretion in their use of up to $5,000 in excess funds. See the Program Guidance for more details on the eligible uses of excess fund. |
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If I negotiated a lower number of a particular item - as in the above scenario where gear was reduced from 20 sets to 10 sets because, at the time of application, I only had 10 active members - can I buy more than the negotiated number of items or equipment for new members? |
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Many applicants' situations change between the submittal of their application and award. Unfortunately, we cannot consider changing conditions when making award decisions. We can only consider the information contained in the original proposal. If we allow one applicant to update their application to reflect current conditions, we would have to allow ALL applicants to do the same. So, in this scenario, we would only allow the grantee to purchase equipment for the number of members listed in their application. The only exception to this scenario is the use of excess funds. Grantees are allowed discretion in their use of up to $5,000 in excess funds. See the Program Guidance for more details on the eligible uses of excess funds. |
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Are organizations or agencies normally considered ineligible for an AFG grant, eligible to be included as a beneficiary of a regional application? |
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Yes. Law enforcement, public works or the local emergency management offices could be beneficiaries of Assistance to Firefighters Grants. For example, local law enforcement could be users of a new dispatch system funded by the grant program, or the emergency management staff could be issued radios by the grantee in order to foster interoperability. |
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If I decline an award, will that be held against me if I apply for future funding? |
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An applicant that declines to accept a grant during negotiation would not be penalized for declining the award. However, we would consider the grantee to be a poor performer if they accepted an award and subsequently returned it because they cannot fulfill the grant requirements. This does not mean that the poor performing grantees are precluded from applying for future assistance. It merely means that past performance is taken into account prior to awarding any new grants. Prior performance has always been a consideration for funding. |
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I am planning to submit an application as a host for a regional project. When I answer the questions in the Department Characteristics section of the online application, do I use the statistics for the entire region that will be affected by the project, or do I use my department's local statistics? |
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When applying as a host of a regional project, you should provide statistics for the entire region. The statistics provided may affect the level of the cost-share obligation. |
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I am applying as the host for a regional project, but I also need some equipment for my own department. Can I submit a second application for my own department's needs? |
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Yes. In 2009, you may submit a separate application for your own department's needs. DO NOT apply for your own internal needs on the regional application. |
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I have noticed several vendors that claim their product is "FEMA Fire Act Approved." Do you have a list of products that are "Approved?" |
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No. The Federal Government (FEMA, ODP, SLGCP, or DHS) does not approve, endorse, promote, sanction or otherwise support any specific products or services. Purchasers should be wary of any vendor making such claims. For the AFG Program, we require any product or service purchased with grant funds comply with applicable national standards. |
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| Application Questions |
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Question number 2 in the activity specific questions under Add Modify Facilities asks: "What is the age of the facility that is being modified?" The field only allows for one answer. How do I answer that question if I am requesting funds to modify more than one facility? |
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You should enter the age of the oldest facility being modified. |
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Can we use fire grant funds to hire personnel? |
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The Assistance to Firefighters grant program will not fund firefighter positions. However, fire departments may use funding to pay personnel expenses necessary to support and complete a program that begins and ends during the grant year. |
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When can I apply? |
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See the Program Guidance for information regarding the submittal dates. |
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When I go to the Web site for the Assistance to Firefighters grant program, how do I reach the application page? |
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In the gray bar at the top of the page you will see a list of menu items. Click "E-Grant Application" and you will be directed to the Login screen for the grant application. |
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When is the grant application due? |
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See the Program Guidance for information regarding the submittal dates. Applications received after the close of the application period will not be accepted. |
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Where can I obtain technical assistance with filling out the application? |
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There is a Help Desk and toll-free information line available for the Assistance to Firefighters Grant Program. The toll-free number is 1-866-274-0960. Normal business hours for the Help Desk are Monday through Saturday, from 8 a.m. to 4:30 p.m. EDT. During the application period, the Help Desk will be staffed:
- 8 a.m. and 8 p.m. EDT, Monday through Friday
- 10:30 a.m. to 4:30 p.m. EDT, on Saturday
If you are a new applicant, a PowerPoint slide presentation is available for download on the AFG grant program's Web site (www.firegrantsupport.com). The presentation provides information about many aspects of the program and gives detailed guidance on preparing and completing the online application.
Additionally, an online tutorial is available to assist applicants with completing the automated application. This tutorial explains the application screens, provides tips for navigating the application screens, reviews lessons learned from previous program years and summarizes the changes in the grant program for the current year.
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May I apply for more than one grant? May I request items from more than one program area? |
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Yes. In 2009, applicants may submit one application in each grant program area. Applicants may apply for any number of items or activities within the chosen program area. Below are the two grant program areas for 2009:
- Operations and Safety Program. Eligible activities are Training, Equipment, Personal Protective Equipment, Wellness and Fitness and Modifications to Facilities.
- Vehicle Acquisition Program. Eligible apparatus for fire departments include but are not limited to pumpers, aerials, quints, rescue vehicles, command vehicles, brush/attack units, tanker/tenders, ambulances, foam trucks and HAZMAT units. Eligible apparatus for nonaffiliated EMS organizations includes ambulances, rescues, and command vehicles.
If your organization is planning on submitting an application for more than one of the three grant opportunities - Operations and Safety Activity, Vehicle Acquisition Activity, Regional application - a separate application must be submitted for each program area. In 2009, you may work on the applications concurrently if you choose.
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| Operations and Safety Program |
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When requesting breathing apparatus, how many SCBAs should I request for our firefighters? |
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The number of breathing apparatus needed for entry into environments immediately dangerous to life or health is directly linked to the number of firefighters who are trained and certified to conduct fire suppression or entry operations. Firefighters who are not trained and certified to conduct operations in these environments should not be issued breathing apparatus. For many departments, this equates to the number of firefighters reasonably expected to show up at an event, i.e., the shift on duty or the number of seated positions in your fleet of vehicles. |
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Is funding available for construction? |
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Grant funds may NOT be used for construction of any kind. This includes site preparation for the placement of generators or the erection of a radio tower. Funding is ineligible for any activity where the profile or the footprint of a structure will be changed. However, the costs for renovations to an existing facility are allowable if they support a grant activity or program and involve only the minor interior changes necessary to fulfill the scope of work. Renovations are limited to $10,000. |
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Are there any special requirements to qualify for a regional communications project? |
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Yes. Regional communication projects must comply or be consistent with the State Communication Interoperability Plan (SCIP). Applicants in states that do not have a SCIP are not eligible for regional communication projects. |
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Where can I find out more information regarding CBRNE preparedness training? |
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DHS provides CBRNE training at the Awareness, Performance, and Planning and Management levels FREE OF CHARGE for eligible applicants. This training is listed in the ODP Course Catalog (www.ojp.usdoj.gov/odp/docs/coursecatalog.pdf) or may be obtained by calling the Helpline at 1-800-368-6498. |
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Are there targeted funding amounts for the two program areas? |
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There are no target allocations. It is the intent of DHS to fund the best applications regardless of the program area. In fiscal year 2009, Congress appropriated a total of $565,000,000 to the Department of Homeland Security to carry out the activities of the Assistance to Firefighters grant program. As part of this authorization, nonaffiliated EMS organizations (i.e., EMS organizations that are not-for-profit and not affiliated with a hospital) are eligible to receive as much as two percent (2%) of the appropriated funds. |
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| Vehicle Acquisition Program |
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Can I buy a tow-vehicle with grant funds? |
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Any plan to purchase a vehicle with grant funds must be applied for under the Vehicle Acquisition Program Area. A tow vehicle is a very low priority. Tow-vehicles for a training program, e.g., for a burn-trailer, may be eligible as a transportation expense if adequately justified in the proposal, but these expenses will be limited to $6,000 per year.
The tractor and trailer can be considered as separate single units, or the combination of the tractor-trailer may be considered as a single unit, depending upon local need and the ability to justify the request. However, no more than $6,000 per year can be expended for the procurement of the tractor. |
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What types of costs are eligible under the Vehicle Acquisition Program Area? |
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There are several related costs that can be charged to a vehicle grant. However, all costs should be explained in the narrative portion of your application. Any requests must be reasonable and all costs requested will be considered when the application is evaluated. These additional costs can be added to your application budget by clicking "Add Additional Funding" on the Request Details screen and entering your costs on the appropriate budget line.
- Travel costs to visit the vehicle manufacturer to inspect a piece of apparatus may be eligible.
- Equipment included in NFPA 1901 for fire apparatus is considered an eligible expense.
- Driver training is also eligible.
Unfortunately, due to the limited funding for EMS vehicles, any additional equipment under the EMS vehicle acquisition program is not eligible.
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My department has a vehicle on loan from the State Department of Forestry, we don't own it, but we use it. Do I claim this vehicle on my inventory or only vehicles that I own? |
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If an applicant has unfettered (free) use of a vehicle owned by another department or agency, the applicant must claim that vehicle in their inventory since the vehicle's use has an effect on the applicant's ability to respond to alarms. |
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| National Fire Incident Reporting System (NFIRS) |
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Do nonaffiliated EMS organizations have to report to NFIRS? |
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No. Nonaffiliated EMS organizations are not required to report to NFIRS. |
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Do fire departments and EMS organizations have to comply with the requirements of the National Incident Management System (NIMS)? |
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Yes. In accordance with regulations, all 2009 federal grant awardees must agree to adopt the National Incident Management System(NIMS), must have an understanding of its principles and policies and must comply with their state, local or county EMA authority. Responders who have already been 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 recognition of NIMS/ICS as part of their grant closeout process.
DHS offers training for those fire departments that have not implemented ICS or are unfamiliar with the principles and policies of the NIMS. For information regarding ICS and NIMS training, visit the NIMS Web site at http://www.fema.gov/nims. For more information about ICS training, contact the DHS Centralized Scheduling and Information Desk (CSID) at 1-800-368-6498, or visit the Web site of the DHS Emergency Management Institute (EMI) and the National Fire Academy (NFA) at http://www.usfa.fema.gov. Your state emergency management training office may also be a source of information in this regard. Recipients of AFG funds should also participate in any community-wide NIMS efforts that may be initiated to implement NIMS in accordance with the guidance that was provided to each State Governor on September 8, 2004. |
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For Regional applications, are all of the benefiting organizations required to be NIMS compliant or just the host applicant? |
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We expect all departments that receive equipment or services from a regional project grant to be compliant with all local edicts regarding NIMS. |
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| Emergency Medical Services (EMS) |
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The 2009 Program Guidance states that in order for an EMS organization to be eligible for AFG funding, that EMS organization cannot be affiliated with a hospital. What does "affiliated" mean? |
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By "affiliated" we mean receiving any kind of direct support from the hospital in the form of funding, facilities, staff or apparatus. Contracting with a hospital on a fee-for-service basis would not constitute an "affiliation" in the context of this program. |
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My EMS organization is co-located with the city fire department. Can we apply as a nonaffiliated EMS organization? |
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If your nonaffiliated EMS organization does not report to the fire chief and your organization has its own discretionary budget, then you are considered a nonaffiliated EMS organization and eligible to apply for an AFG grant. |
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Can a fire department buy EMS equipment or obtain EMS training? |
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In order to be eligible for funding under the 2009 AFG Program, the nonaffiliated EMS applicant must have transport capabilities. If the rescue squad or EMS organization can transport victims to the hospital, they are eligible. |
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The grant program prohibits "for-profit" organizations from applying for grant funding. How do I determine if I am not "for-profit"? |
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If you are a municipally-based organization, i.e., an organization that provides services on behalf of a governmental entity, or if you are registered with the IRS as a 501(c) corporation, you are eligible to receive funding from the grant program.
According to the IRS definition, a 501(c)(3) corporation is: "A corporation, or any community chest, fund or foundation, organized and operated exclusively for religious, charitable, scientific, testing for public safety, literary or educational purposes . . . no part of the net earnings of which inures to the benefit of any private shareholder or individual . . ."
According to the IRS definition, a 501(c)(4) corporation is: "A civic league or organization not organized for profit but operated exclusively for the promotion of social welfare . . . and the net earnings of which are devoted exclusively to charitable, educational or recreational purposes."
Both of these "501(c)" corporations are nonprofit, which is what the AFG regulations require. The only difference is one is organized for promotion of social welfare and the other for the testing of public safety. It should be noted that it does not matter if an organization charges individuals for services rendered as long as the organization is only covering its expenses and not profiting. |
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How do you determine whether you are a volunteer, combination or career department? |
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A volunteer fire department is composed entirely of members who do not receive compensation other than a length of service retirement program (LSOP) and insurance. A career department is a department where all members are compensated for their services. A combination department has at least one volunteer, with the balance being career members, or one career member with the balance being volunteers. If a volunteer fire department provides stipends to their members or provides "pay-on-call" for their members, the department is considered to be combination. |
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What is the definition of interoperability? |
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Interoperability is described as fire department technology, equipment, programs and/or procedures that give the department the capability of operating with a variety of other departments and/or communities within a region and/or with federal and state agencies. |
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| Miscellaneous |
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For the questions regarding injuries of duty members, should I include incidents of exposures to meningitis or chemicals? |
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Injury means loss or curtailment of the ability to provide normal active firefighting or EMS duties. Exposures would only count as an "injury" if the exposure eventually resulted in loss or curtailment of duties. |
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I recently submitted a payment request that was denied because it included an extended warranty and service agreement on the item purchased. I could not locate any information in the Program Guidance to indicate this expense is ineligible. Where can I find this information? |
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It is impossible for us to list every ineligible item. There is the potential for items to be considered ineligible but not specifically listed in the program guidance. Warranties and maintenance agreements fall into this category. The reason that warranties and maintenance agreements are not eligible is the Program Office expects grantees to purchase items as listed in their award. All grant activity, i.e., the purchase of products and/or services, are expected to be carried out to completion within the Period of Performance, as stated in Article III of the award letter. Activities that go beyond the Period of Performance or are outside the scope of the award could be in violation of Article II of the award agreement. Multi-year warranties or maintenance agreements, by their very nature, remain in effect well beyond the performance period and are not allowed. Please note these services have been specifically listed as ineligible in the 2009 AFG Program Guidance. |
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What are the requirements for matching funds? |
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- Fire departments in areas serving populations over 50,000 must match the federal grant funds with an amount of non-federal funds equal to twenty percent of the total project cost.
- Fire departments serving areas with a population between 20,001 and 50,000 (inclusive) must match the federal grant funds with an amount of non-federal funds equal to ten percent of the total project cost.
- Fire departments serving areas with a population of 20,000 or less must match the federal grant funds with an amount of non-federal funds equal to five percent of the total project cost.
- All cost-share contributions must be cash. No "in-kind" contributions are considered for the statutorily required cost-share. No waivers for this requirement are granted except for fire departments of Insular Areas as provided for in 48 U.S.C. 1469a.
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With the changing technology in communications, why are cell phones not allowed in the AFG Program? |
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There are several issues with allowing cell phones in the grant program. Traditionally, they are not used for emergency communications. They are considered an ancillary device that may assist a fire department member for personal communications but not the primary means for emergency communications, especially at a fire scene. There is also the issue of multiyear user agreements for cell phones; the grant program has a limited performance period of one year. The AFG Program will accept applications that include the 800 MHz trunked radio systems and wireless technologies in support of interoperability. As with all grant requests, the burden of justification for the cost-benefit of this request is the applicant's responsibility. If awarded, a technical review will be conducted to ensure the system requested meets the state and local interoperability requirements. The grant funds can be used to purchase the equipment but cannot be used to pay for service contracts or annual usage agreements. |
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| Related FAQs |
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