New FEMA Grant File Documentation and Recordkeeping Tool

Get to know these Grant File Documentation and Recordkeeping Tools

FEMA’s Grant Programs Directorate (GPD), Grants Management Technical Assistance (GMTA) program launched the Grants Management Digital Resource Center in partnership with the Emergency Management Institute (EMI), to provide information and resources to support the  grants management lifecycle. These tools are for Non Federal Entities (NFE) who receive federal financial assistance from FEMA.

The Grant File Documentation and Recordkeeping Tools is a new tool that has been added. This tool includes:

  • Grant File Management Guide
  • Organizational Template 
  • Checklist

Tools have been created to highlight documentation management and retention practices for NFE’s to follow. These tools also recommend different types of documents that NFE’s may need to track the lifecycle of their grants.

FEMA encourages you to explore this page/site and share relevant resources with recipients and stakeholders as appropriate. GMTA will continue to update the Digital Resource Center  at https://training.fema.gov/grantsmanagement/ with new information and resources, so check back often to see what has been added.

For any questions, please contact: FEMA-GPD-Training@fema.dhs.gov

Go to the FEMA Grants Management Digital Resource Center

ATTENTION all FY 2018 SAFER grantees

Firefighters

Changes in SAFER grant reporting requirements

Good news for SAFER grantees!

FEMA is delaying the timelines for required reports that FY 2018 SAFER grantees are responsible for submitting:

“Submittal of the Federal Financial Report (SF-425) and Quarterly Performance Reports will be completed within the FEMA GO system and is deferred until the system functionality has been successfully deployed. Recipients will be provided with a timeline for submission of these reports as soon as it is available.”

Full details from FEMA (PDF)

Need help writing and managing grants?

Contact a Grants Consultant today

Volunteer and Combination Fire Departments only: AFG-S Round 2 Fire Grant Application Period Open Oct. 6-Nov. 13, 2020

FY 2020 Assistance to Firefighters Grant Program – COVID 19 Supplemental (AFG-S)

FEMA is providing a second opportunity for volunteer and combination fire departments to apply for funding under the Fiscal Year 2020 Assistance to Firefighters Grant Program – COVID 19 Supplemental (AFG-S):

  • Through this AFG-S Round 2 funding opportunity, FEMA will directly award funding for personal protective equipment (PPE) and other supplies to support coronavirus (COVID-19) response.
  • This includes reimbursement for applicable PPE expenditures made since Jan. 1, 2020.
  • Grants will be awarded, using a competitive process, to applicants whose requests best address the priorities of the AFG-S grant opportunity.

The Notice of Funding Opportunity (NOFO) is available for $31 million in funding for the Fiscal Year 2020 Assistance to Firefighters Grant – COVID-19 Supplemental Program (AFG-S) to help provide personal protective equipment to firefighters and first responders who are managing emergencies during the COVID-19 pandemic.

FEMA will begin accepting AFG-S applications at 8 a.m. ET on Tuesday October 6, 2020. The application period will close at 5 p.m. ET on Nov. 13, 2020 .The Assistance to Firefighters Grant Program Office (AFGP) has developed tools to help potential applicants plan their AFG-S application ahead of the application period. These documents can be viewed on the AFGP website at FY 2020 AFG-S COVID-19 Guidance Documents (https://www.fema.gov/media-collection/fy-2020-assistance-firefighters-grant-program-covid-19-supplemental-afg-s) and/or downloaded to your computer.

FY 2020 AFG-S Notice of Funding Opportunity


Cost Share Calculator: This calculator will help you understand and determine your organization’s cost share for AFG-S grants

Key Questions about the FY20 AFG-S Round 2 application

Why are only volunteer and combination fire departments eligible in round 2?

By law, 25 percent of available AFG-S funds must be awarded to volunteer fire departments and another 25 percent must be awarded to combination fire departments. This second application period will be limited to those categories of fire departments to fulfill this requirement.

Can my department apply again?

Volunteer and combination fire departments are eligible to apply in the FY20 AFG-S Round 2 even if they were awarded a grant under the first application period of the FY20 AFG-S. However, such applications must support new capabilities. Departments that applied in the first application period but were unsuccessful must reapply to be considered for funding in this second application period. Applications from the first application period will not automatically carry forward to Round 2 for automatic consideration.

Application Portal

The online application is available through the Assistance to Firefighters Grant Program’s FEMA Grants Outcomes (FEMA GO) portal at https://go.fema.gov.

All users need their own FEMA GO account. Each account is specific to the authorized user and must not be shared with other personnel. A FEMA GO Account Creation User Guide can be viewed on the AFGP website or downloaded to your computer.

An application number will be assigned when the application is started. Be sure to write it down for future reference.

NOTE: When completing the Applicant Information section of the application, the “applicant name” should be the name of the fire department applying for the grant, not the name of the person who is completing the application.

FEMA GO is compatible with Internet Explorer (version 11 or higher), Firefox (version 73 or higher), or Chrome (version 80 or higher). Users who attempt to use tablet type devices or other browsers may encounter issues with using FEMA GO.

AFG-S Round 2 Webinars

Please see FEMA’s Webinar Schedule page for information on upcoming live webinars related to the AFG-S application. Webinars will be offered on various dates through the month of October. The presentations will outline important information and reminders about program priorities, eligible costs, how to navigate the grant application, and tips for preparing an AFG-S application.

SAM.gov Refgistration

SAM.GOV REGISTRATION IS REQUIRED TO APPLY FOR AND RECEIVE GRANTS

All eligible applicants must be registered and active in the System for Award Management (SAM) before they can both begin and submit an application. Per 2 CFR § 25.205, FEMA may not make an award to an entity until the entity has complied with the requirements to provide a valid DUNS number and maintain an active SAM.gov registration with current information. SAM.gov consolidates federal procurement systems and the Catalog of Federal Domestic Assistance (CFDA). To register, or validate your information, please visit: https://www.sam.gov/

Find more information on this funding opportunity at https://www.fema.gov/grants/preparedness/firefighters

Law Enforcement: Your Checklist for the NCJRS JustGrants/ASAP transition

JustGrants

JustGrants is coming: Are you ready?

The transition to the Justice Grants System (JustGrants) and the Department of the Treasury’s Automated Standard Application for Payments (ASAP) is fast approaching for OJP, OVW, and COPS Office award recipients.

JustGrants and ASAP will be available to users beginning October 15, 2020.

Award recipients should be aware of some key transition dates, as well as a number of steps required for a smooth transition. The current systems – GMS, NexGen, and GPRS – have been discontinued.

A full description of the transition timeline and the many benefits of the new systems are available at the Justice Grants website.

To support users in the transition to the Justice Grants System (JustGrants) and the Department of the Treasury’s Automated Standard Application for Payments (ASAP), a step-by-step checklist has been posted online that covers all of the necessary steps your entity will need to take before JustGrants launches on October 15, 2020.

Go to JustGrants

Go to ASAP

Are You Ready for JustGrants and ASAP?

Get the checklist

Need help with grants? Contact us today

Combo Fire Departments & VFDs: AFG-S COVID Response Round 2 fire grant opens Oct. 5, 2020

COVID-19 Fire Grant for combination and Volunteer Fire Departments only

Assistance to Firefighter Grant Supplemental Coronavirus Fire Grant application round opens Oct. 5, 2020 and closes Nov. 4, 2020

The Notice of Funding Opportunity will be out soon. While similar to the first Notice of Funding Opportunity (NOFO) for AFG-S Round 1, Round 2 excludes career departments. FEMA is expecting $31 million dollars for awards in the second round.

FEMA advised that a final round of awards for AFG, AFG-S, SAFER, and FP&S will happen possibly this Friday, Sept. 25. FEMA also advised all money needs to be allocated by September 30, 2020, and departments not receiving grants will soon start to get the turn-down notice.

Micro-grants will be allowed.

FEMA will allow micro-grants for AFG-S for up to $3,000 or less.

Only PPE is eligible for consideration.

Only Personal Protective Equipment (PPE) on the Notice of Funding Opportunity will be awarded. FEMA will reimburse departments for PPE that has been purchased from January 1, 2020 until the grant opens.

Round 1 winners may apply again.

If you were awarded on the first round of AFG-S you can reapply.

The application process will be the same as the first round of AFG-S which is the same as the AFG application, so you will need to apply using FEMA GO.

Pay attention to cost-share requirements.

The cost share on the application advises:

  • When serving a jurisdiction of 20,000 residents or fewer, the applicant shall agree to make available non-federal funds in an amount equal to not less than 5 percent of the grant awarded;
  • When serving a jurisdiction of more than 20,000 residents, but not more than 1 million residents, the applicant shall agree to make available non-federal funds in an amount equal to not less than 10 percent of the grant awarded.

Personal Protective Equipment is allowed on this grant

Your AFG-S Round 2 application should focus on PPE, but some PPE is consideration a higher priority than other gear, equipment, or supplies:

High Priority for funding

  • Eye Protection: Appropriately fitted, indirectly vented goggles or single use disposable face shield that fully covers the front and sides of the face.
  • Isolation Gowns: Nonsterile, single use fluid-resistant and impermeable disposable patient isolation gown.
  • Protective Coveralls: 360-degree protection of the whole body, including the back, lower legs and feet.
  • Gloves: Single-use, disposable patient examination gloves.
  • Footwear Covers: Single-use, disposable medical footwear covers.
  • Respirators: Any NIOSH-approved particulate respirator (i.e., N-95 or higher level respirator). Includes the purchase of filters appropriate for use.
  • Surgical-Type Face Masks: Loose-fitting, single-use disposable physical barrier between the mouth and nose of the wearer to allow fire and EMS personnel to meet. Must meet CDC recommendations and/or state mandates for face covering when in a public setting other than direct patient contact.

Low priority for funding

Other supplies are also eligible, however they will be considered a lower priority than items listed above. Examples include, but are not limited to:

  • Decontamination supplies and services for PPE, station-quarters, and vehicles.
  • Replacement High-Efficiency Particulate Air filters and other types of disposable filtration supplies used on EMS respiratory and/or ventilator equipment.
  • Personally-issued antiseptic hand washes, antiseptic hand rubs such as alcohol based hand sanitizers, foams or gels, and reasonable refill supply.

Grant writer fees may be reimbursed from the grant

FEMA will allow the grant writer fee to be reimbursed on this grant up to $1,500 if you have not been awarded the grant writer fee this year.

Combination and volunteer fire departments of sizes nationwide may be able to benefit from this second round of FEMA AFG coronavirus fire grant funding.

Need help applying for this grant?

Contact us today

Grants up to $5K for your local area

Apply for Walmart Community Grants by Dec. 31, 2020

The Walmart Community Grant Program awards grants ranging from $250 to $5,000 through each of their facilities (Walmart Stores, Sam’s Clubs, and Logistics Facilities).

Eligible nonprofit organizations must operate on the local level (or be an affiliate/chapter of a larger organization that operates locally) and directly benefit the service area of the facility from which they are requesting funding.

Apply by Dec. 31, 2020

Learn more and apply

Gearing up for 2021 COPS Grants?

6 steps to prepare

From hiring programs to anti-drugs programs, mental health to community policing, the Office of Community Oriented Policing Services (COPS Office) helps connect Law Enforcement Agencies nationwide with billions in policing grants.

More COPS programs are expected to open in 2021… but will you be ready?

Here are 6 steps to take now, so you can be ready for COPS opportunities whenever they come along:

STEP 1: Obtain a valid ORI number. If you do not have an ORI, go to https://portal.cops.usdoj.gov/ORIRequest.aspx

STEP 2: Get a Data Universal Numbering System (DUNS) number by calling 866-705-5711 or visiting https://fedgov.dnb.com/webform/

STEP 3: Ensure active registration with the System for Award Management (SAM) database (registration must be updated or renewed annually to maintain an active status). You must submit a notarized letter appointing the authorized Entity Administrator before your registration will be activated. This requirement now applies to both new and existing entities.

STEP 4: Register at Grants.gov and complete form SF-424

STEP 5: Sign-up for notifications on COPS Office funding opportunities and activities

STEP 6: If applicable, update agency contacts and users in the Agency Portal.

Need help?

Contact us

Nearly $1 million in grants to First Responder Grants clients and students

Firefighters

Congratulations to our clients and students who are bringing home AFG fire grant awards! During August 2020, these 5 departments received AFG and SAFER awards totaling $976,139

  • Allenstown, NH: SCBA and compressor, $198,964
  • Gorham, NH: SCBA, $141,350
  • Fox River & Countryside Fire-Rescue District, IL: Brush Truck, $296,818
  • Portland FD, CT: SCBA, $265,544
  • 2019 SAFER, City of Witt, IL: $73,463

“Greg took all the mystery out of the process, came up to meet in person, and helped me throughout the entire application period,” says Gorham Fire & EMS Chief Philip Cloutier.

“During the busy time period leading up to submission Greg was always available when needed and continues to assist with other grant applications as necessary. The members of Gorham Fire & EMS will now have up-to-date SCBAs, will be able to perform their duties safely, and return home to their families safely after a fire.”

Your department could be next!

Grant Training

Annual Grant Service

Grant Writing & Review

Need in-person grant training?

Join us in New Hampshire, Sept. 26-27, 2020

National and Online Training for Public Safety Grant Writing

“We were awarded an AFG grant in the amount of $150,286 to purchase 24 air packs. We would not been able to make this purchase without me taking you class and learning how to write grants. Thank you for all of your help!”

Bobbi Beers, Friendship Fire Company No. 1, Inc., Roaring Spring, Pennsylvania

New grant training in New England! Our friends at New Hampshire’s Berlin & Gorham FD are graciously hosting 2 days of grant-writing training for anyone in public safety, first responder, and emergency management.

Does this sound like your agency?

Your agency lacks funds for vital equipment or training.You applied for grants in the past, but just can’t seem to get your application into the winner’s circle.

Times are tight and your budget is shrinking, but grants seem so intimidating, you’ll never figure out how to get that crucial additional funding for your department.

You’re not the only one. Fire Departments, Law Enforcement Agencies and other Emergency Services Agencies nationwide have felt the sting of the budget ax.

They could’ve spent another year going without.

But they did something else. They took action, and they got that crucial grant funding.

Register today and get ready to make your way to the grant winner’s circle!

Learn more and register

New Hampshire FD wins fire grant for forestry truck

First AFG vehicle award in New Hampshire since 2018

During recent award rounds for the Assistance to Firefighters Grants, New Hampshire’s Tamworth Fire Department brought home a big win.

In the first AFG vehicle award in The Granite State since 2018, Tamworth FD was awarded $179,937 for a Type V forestry truck.

“Vehicle acquisitions are one of the most challenging grants to win,” says Greg Bavis, Grants Consultant for First Responder Grants. “With the right grant-writing training, a compelling narrative, and a thorough, data-driven application, any department can bring home a grant that helps their operations and benefits their community.”

Ready to win AFG?

Online AFG Training

Grant Writing & Review

Annual Grants Service

Contact a Grants Consultant