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HomeMy WebLinkAboutItem #05 Approval of FEMA Assistance to Firefighters Grant (AFG) Submission 11%\i.W ocoee florida AGENDA ITEM COVER SHEET Meeting Date: October 18, 2016 Item # 5 Reviewed By: Contact Name: John Miller, Fire Chief Department Director: Contact Number: 407-905-3140 City Manager: �� Subject: FEMA Assistance to Firefighters Grant (AFG) Submission Background Summary: The Ocoee Fire Department is seeking grant funding opportunities to supplement the cost of Incident Command Systems (ICS) training. The training is a critical aspect of incident and emergency management. The National Fire Academy provides the course free of charges. The Ocoee Fire Department is seeking financial assistance from the FEMA Assistance to Firefighters Grant (AFG) grant to pay for the salaries of firefighters while they attend the 16 hour course. If awarded, there will be a 10% match in funding in order to receive the grant. Issue: Approval required prior to submitting the FEMA Assistance to Firefighters Grant (AFG) grant application. Recommendations Staff recommends the approval to submit the grant application by the November 18th, 2016, deadline. Attachments: Copy of the AFG Narrative Get Ready Guide Copy of the Grant Application Get Ready Guide Copy of the AFG Application Checklist Financial Impact: The proposed grant opportunity is a 90%/10% grant opportunity and city will be responsible for 10% of the grant total. Total grant cost is $50,000 with the City of Ocoee responsible for the $5,000 match. The funds would be utilized from account # 001-522-00-5405. Type of Item: (please mark with an "x') Public Hearing For Clerk's Dept Use: Ordinance First Reading X Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda Commission Approval Discussion & Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney R' N/A Reviewed by Finance Dept. N/A Reviewed by 0 N/A Assistance to Firefighters Grant Program (AFG) R I' -y > V � 4 i ' ' �t9ND StiG�f ; _ . - ,:„A, ,;, - y;i. AFG Application Checklist Are you planning to apply to the Assistance to Firefighters Grant program? Completing this checklist will help you prepare your AFG grant application. Collecting this information beforehand will reduce the time and energy needed to complete your application when the next grant cycle opens. ❑ Is your System for Award Management (SAM) registration current? ❑Yes ❑No ❑ What is the expiration date for your SAM registration? ❑ Dun & Bradstreet Number Search the SAM.gov website to confirm this DUNS Number matches your SAM.gov registration. You will also find your expiration date through this search. ❑ Square mileage of first-due response area? sq mi �❑ Percentage of first-due area covered by hydrants? ❑ Critical infrastructure protected? ❑Yes ❑No ❑ Percentage of land used for: a. Agriculture, wild land, open % b. Commercial/Industrial % c. Residential % ❑ Permanent resident population of first-due response area? # ❑ Do you have a seasonal increase in population? ❑Yes ❑No a. If yes, what is the increase in poplulation? # ❑ Are you compliant with the National Incident Management System? ❑Yes ❑No ❑ What is your FDIN/FDID number? # ❑ Is your department currently reporting to NFIRS? ❑Yes ❑No ❑ Number of active firefighters who perform firefighting duties? # ❑ How many of your active firefighters are trained to FF1? # ❑ How many of your active firefighters are trained to FF2? # ❑ If less than 100% to either question above, are you requesting funds to bring ❑Yes ❑No 100% of your firefighters in compliance to NFPA 1001? ❑ What services does your organization provide? ❑ Structural Fire Suppression ❑ Haz-Mat Operational Level ❑ Basic Life Support ❑ Airport Rescue Firefighting (ARFF) ❑ Rescue Operational Level ❑ Maritime Operations/Firefighting ❑ Emergency Medical Responder ❑ Wildland Fire Suppression ❑ Haz-Mat Technical Level ❑ Advanced Life Support ❑ Occasional Fire Prevention ❑ Rescue Technical Level Program ❑ Community Paramedic Department Characteristics II 2015 2014 2013 ❑ Number of fire-related civilian fatalities in your first-due jurisdiction for each of the past three years? ❑ Number of fire-related civilian injuries in your first-due jurisdiction for each of the past three years? ❑ Number of on-duty member fatalities in your jurisdiction for each of the past three years? ❑ Number of on-duty member injuries in your jurisdiction for each of the past three years? ❑ Your average operating budget for the past three years? (whole dollars) ❑ How much of your total budget is dedicated to personnel cost? ❑ Does your department have any rainy day reserves, emergency funds, or ❑Yes ❑No capital outlay? a. If yes. what is that amount set aside? ❑ The percentage of your budget derived from: (whole percentage) a. Taxes b. Bond issues c. EMS billing d. Grants e. Donations f. Fund drives g. Fee for service Total percentage must equal 100% Use the information above in your financial narrative. It is important that your application remain 0 % 0 % 0 % consistent throughout. When breaking down the budget,be sure to account for all funding received. (Budget breakdown should account for 100%of budget.) ❑ Vehicle Inventory Front Line Reserve Seated List the number of: Positions a. Engines or Pumpers b.Ambulances C. Tankers or Tenders d.Aerial Apparatus e. Brush/Quick Attack f. Rescue Vehicles g.Additional Vehicles Total 0 0 0 El Call Volume for Emergency Medical Service: 2015 2014 2013 • • How many responses per year by category?(Enter whole number only. If you have no calls for any of the categories. Enter 0) — a. Fires b. How many EMS-BLS Response Calls c. How many EMS-ALS Response Calls d. How many EMS-BLS Scheduled Transports e. How many EMS-ALS Scheduled Transports f. Vehicle Extrications g. How many Community Paramedic Calls _ h. Other Rescue i. Hazardous Condition/Materials Calls Total 0 0 0 ❑ Call Volume for Emergency Medical Service: 2015 2014 2013 * How many responses per year by category?(Enter whole number only. If you have no calls for any of the categories. Enter 0) a. Total calls requiring transport. exclusive of scheduled transport\declared above b.All Other Calls and Incidents not declared above, including fire, good-intent, etc. Total 0 0 0 ❑ Call Volume for Fire Department: 2015 2014 2013 " How many responses per year by category?(Enter whole number only. If you have no calls for any of the categories, Enter 0) a. Fires - NFIRS Series 100 b. Overpressure Rupture, Explosion, Overheat (No Fire) - NFIRS Series 200 c. Rescue & Emergency Medical Service Incident- NFIRS Series 300 d. Hazardous Condition (No Fire) -NFIRS Series 400 e. Service Call - NFIRS Series 500 f. Good Intent Call -NFIRS Series 600 g. False Alarm & False Call - NFIRS Series 700 h. Severe Weather& Natural Disaster- NFIRS Series 800 i. Special Incident Type - NFIRS Series 900 Total 0 0 0 ❑ Call Volume for Fires: 2015 2014 2013 • How many responses per year by category?(Enter whole number only. If you have no calls for any of the categories,Enter 0) a. Of the NFIRS Series 100 calls, how many are "Structure Fires" (NFIRS Codes 111-120) b. Of the NFIRS Series 100 calls. how many are "Vehicle Fires" (NFIRS Codes 130-138) c. Of the NFIRS Series 100 calls, how many are "Vegetation Fires" (NFIRS Codes 140-143) d. What is the total acreage of all vegetation fires? Total 0 0 0 ❑ Call Volume for Rescue and Emergency Medical Service Incidents: 2015 2014 2013 • How many responses per year by category?(Enter whole number only. If you have no calls for any of the categories, Enter 0) a. Of the NFIRS Series 300 calls, how many are"Motor Vehicle Accidents" (NFIRS Codes 322-324) b. Of the NFIRS Series 300 calls, how many are "Extrications from Vehicles" (NFIRS Code 352) c. Of the NFIRS Series 300 calls, how many are"Rescues" (NFIRS Codes 300, 351, 353-381) d. How many EMS-BLS Response Calls e. How many EMS-ALS Response Calls f. How many EMS-BLS Scheduled Transports g. How many EMS-ALS Scheduled Transports h. How many Community Paramedic Response Calls Total 0 0 0 ❑ Call Volume for Mutual and Automatic Aid: 2015 2014 2013 • How many responses per year by category?(Enter whole number only If you have no calls for any of the categories, Enter 0) a. How many times did your organization receive Mutual Aid? b. How many times did your organization receive Automatic Aid? c. How many times did your organization provide Mutual Aid? d. How many times did your organization provide Automatic Aid? e. Of the Mutual and Automatic Aid responses, how many were structure fires? 0 0 0 Total Equipment Inventory Years Old #of items ❑ If you are requesting PPE (any PPE other than SCBA), what is the ages of 1 your PPE in years? 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 or more Number of Members Without PPE Combined total should equal total PPE in your inventory. If you are requesting SCBA, to which edition(s) of the NFPA standard are your SCBA compliant? Year Current Inventory Edition Being Replaced SCBA Cylinder Face Piece SCBA Cylinder Face Piece 2013 Edition 2007 Edition 2002 Edition and older Assistance to Firefighters Grant Program (AFG) O�eA�1r � < 0 i, +!. � �" 4 0 , \ s,_ 1IF'IEI1IIj\.. ,. ' > ,l`4ND StC or, 1114 mins lir . - AFG Narrative Get Ready Guide 2016 The Assistance to Firefighters Grants application period will • Describe any special hazards in your community. be opening soon. This handy guide will give you a kick-start in prepping your grant application. It will also better prepare • What are the demands of your organization based on you to thoroughly answer application questions. the needs of the community? The primary goal of the AFG Program is to meet the Financial Need firefighting and emergency response needs of fire • Why do you need federal assistance and is it departments, nonaffiliated emergency medical service consistent with the intent of the AFG program? organizations, and State Fire Training Academies (SFTA).AFG has helped firefighters, emergency medical • Describe your financial distress, including responders, and SFTAs obtain critically needed equipment, budget constraints protective gear, emergency vehicles, training, and other resources needed to protect the public and emergency • Describe what attempts have been made to secure personnel from fire and related hazards. funding elsewhere and why financial distress is out of your control Be prepared to thoroughly explain, document, and provide background information on the following five areas: Project Description and Budget Justification • Organization (and the community you serve) • Clearly discuss project objectives and their relationship to budget and risk analysis. • Financial Need • Explain how the proposed expenses are linked to • Project Description/Budget justification completion of the project. • Operations and Safety/Cost Benefit • Describe how the various activities applied for are consistent with project objectives, your mission. and • Statement of Effect/Impact on Daily Operations local requirements The following questions can help you formulate • For the most competitive application, select those comprehensive answers on your application. Begin your need(s)that most closely align with the highest AFG discussion with a brief(no more than three sentences) program priority(ies). opening statement as to what you are requesting and why. Then discuss the following: Organization and the Community Served • In your own words, describe your organization. • What are your special needs required to serve the community? Example: Organization "X" has local needs for an additional Fire Boat (> 20 feet) for their fleet, advanced Marine Firefighter training for members, and new PPE turnout gear to replace their entire 20 year old inventory. 1. Fire Boats are Low IN priority for all organizations; 2. Marine Firefighter training is a Medium©priority for all organizations, but 3. Replacing obsolete PPE turnout gear is a High priority for all organizations. Organization "X" is eligible to apply for all three activities (Fire Boat under Vehicle Acquisition, and Marine Firefighting and PPE under Operations and Safety), but among these local needs, the PPE request (which matches the High©AFG program priority)will be the more competitive application with the best chance of being funded. Operations/Cost Benefit • What is the benefit to your department if the grant is awarded? • How will you address the operations and personal safety needs of your organization, including cost effectiveness and sharing assets? • Include details about gaining the maximum benefits by citing required costs. • Will the requested items lower or increase your department's operating costs? • Is the request consistent with your mission? Statement of Effect • What effect will your request, if funded, have on overall effectiveness, daily operations, and the reduction of common risks? • How frequently will the items be used and in o n F what capacity? �°*,„ IFIEINv1I /\.• What impact will this project have on your community .o . :��0 and the saving of lives and property? tot 4Nn ssec° Questions regarding your grant award can be directed to FEMA's Grant Programs Directorate (GPD)AFG Program staff at 866-274-0960 or e-mail firegrantsna dhs.gov. Assistance to Firefighters Grant Program (AFG) i if ND St- _ 40.iYl "a+M1 '~ 4.11 r +d rr- ton h. Grant Application Get Ready Guide 2016 Prepare for Your Grant Application Today The Assistance to Firefighters Grants (AFG) Program There is no charge to obtain a DUNS number and it is your application period will be opening soon. This handy guide organization's responsibility to obtain one. Extensions will will give you a kick-start in preparing your grant application. not be granted for applicants who are unable to obtain a It will also better prepare you to thoroughly answer the DUNS number prior to the end of the application period. application questions. You are encouraged to apply for a DUNS number as soon The primary goal of the AFG Program is to enhance the as possible by calling 1-866-705-5711 or you can apply safety of the public and firefighters with respect to fire online; however, it may take several weeks to obtain the and fire-related hazards by providing direct financial number online. The DUNS number must be entered in a assistance to eligible fire departments, nonaffiliated special data field on the AFG application. EMS organizations, and State Fire Training Academies (SFTA). Since 2001,AFG has helped firefighters and other System for Award Management(SAM) first responders to obtain critically needed equipment, What is SAM? protective gear, emergency vehicles, training, and other resources to protect the public and emergency personnel The System for Award Management(SAM) is a Federal from fire and related hazards. Government owned and operated free website that consolidates the capabilities in CCR/FedReg, ORCA, and Getting started you will need to be registered with Dun & EPLS. Future phases of SAM will add the capabilities Bradstreet.You will also need to have an "ACTIVE" System of other systems used in federal procurement and for Award Management(SAM) account. awards processes. DUNS Number Per 2 CFR Part 25, all grant applicants must have an Effective October 1, 2003, all federal grant applications active current SAM registration status at the time of must contain a Dun & Bradstreet Data Universal application and throughout the duration of any federal Numbering System (DUNS) number. The DUNS number award. Therefore, in order to receive an AFG Grant award, helps the Federal Government identify organizations that you must be registered and have up-to-date information in receive federal funding and ensures consistent name and SAM (SAM.gov). SAM registration is FREE of charge and address data for electronic grant applications.Additional is required of all federal awardees. information about DUNS numbers can be found on the Dun & Bradstreet Website at http://fedgov.dnb.com/webform/ displayHomePage.do;jsessionid=B9E740A165. The AFG application process requires an updated and 4. Financial Information—Includes, but is not limited current registration by the applicant, which must be to, financial institution,American Banking Association confirmed at https://www.sam.gov/portal/public/SAM/ (ABA) routing number, account number, remittance address, lock box number,Automated Clearing House • A DUNS number is required to apply for a grant and to (ACH) information, and credit card information. register in SAM. 5. Point of Contact(POC) Information—Includes, but • SAM registration is required to be awarded a grant. is not limited to, the primary and alternate points of • If you're using a DUNS number provided by the city or contact and the electronic business, past performance, a governing organization, check to see if it is registered and government points of contact. in SAM and if the SAM number is current. 6. Electronic Data Interchange(EDI) Information*— • Again, banking information, EIN number, organization/ Includes, but is not limited to, the EDI point of contact, entity name, address, and DUNS number provided in telephone, e-mail, and physical address. your AFG application must match the information that *Note:EDI information is optional and may be provided you provided in SAM.gov and on your 1199a form. only for those businesses interested in conducting • Important: SAM registrants must renew their transactions through EDI. registration annually to maintain an active status. SAM Once a grantee has registered within CCR, the registration will send notifications to the registered user via email is valid for 12 months and must be renewed annually. 60, 30, and 15 days prior to expiration of the record. If a grantee's registration is expired or inactive, the user Step 1:Access the SAM online registration at must get the registration reset by calling the CCR Helpline https://www.sam.gov/portal/public/SAM/ at 866-606-8220. Click Create Individual Account. You must have a DUNS Basic Information number to begin the registration process. • Attend or host a Federal Emergency Management Step 2: Complete and submit the online registration. If Agency(FEMA) regional fire program workshop in you have the necessary information (see below), the your area. online registration takes approximately one hour to complete, depending upon the size and complexity of • Call the Help Desk at 866-274-0960 or e-mail your organization. firegrants @dhs.gov for answers to your questions, or contact your Regional Fire Program Specialist at The required information includes: http://www.fema.gov/firegrants/program/contact.shtm. 1. General Information—Includes, but is not limited to, • Locate your e-Grants system username and password your DUNS number, Commercial And Government established from previous grant years. Use the same Entity (CAGE) code, organization name, Taxpayer username and password on your new application. Identification Number(TIN), location, receipts, number of employees, and website address. • Decide on a main point of contract(preferably someone who will see the grant all the way through 2. Corporate Information—Includes, but is not limited to closeout). to, your organization or business type and SBA-defined socioeconomic characteristics. • Become familiar with the AFG Notice of Funding Opportunity (NOFO).The NOFO will be available 3. Goods and Services Information—Includes, one week prior to the start of the application period at but is not limited to, your North American Industry www.fema.gov/firegrants. Classification System (NAICS) code, Product Service Code (PSC), and Federal Supply Classification (FSC) code. Department Information Regional Information • Does your organization protect critical infrastructure? • Start talking to your regional partners now. • Is your department currently compliant with • Begin open discussions with potential new the National Incident Management System regional partners. (NIMS) requirements? • Gather the necessary information from regional • Do you currently report to the National Fire Incident partners to add to your grant application. Reporting System (NFIRS)? • Begin letters of Mutual Understanding (MOU). • What is your Fire Department Identification Number(FDIN)? Other Information • Are you current in SAM? • For training grant requests, start looking for training centers/classrooms and dates. Financial Information • Make sure all projects can be completed in the one- • What are your state taxes?What is your department's year period of performance. tax rate? • For Wellness & Fitness grant requests, note behavioral • What is the source of your matching funds? health programs were added in 2011. • Do you have permission from your Authority Having • Have a full understanding of what your department has Jurisdiction (AHJ)? and what your department needs. • Do you have an indirect cost agreement? Check your department's needs assessment against the funding priorities in the NOFO.All items are listed by • Has your banking information changed? Is it priority in the NOFO as 13 High,ea Medium, or 0 Low. updated in SAM? EquipmentNehicle Information FPARTyF 00FIG T. • What is the age of the Personal Protective Equipment ,,*r- (PPE)you are requesting to replace? o "' J ]E] 'Ij\. r � • What is the NFPA 1981 edition of all Self Contained Flq °� NDSti Breathing Apparatus (SCBA)you are requesting to replace? Questions regarding your grant award can be • What is the age of the vehicle(s)you are requesting to directed to FEMA's Grant Programs Directorate replace?You will need to know the age of all vehicles (GPD)AFG Program staff at 866-274-0960 or e-mail in your fleet. firegrants @dhs.gov. • What are the specifications for the vehicle being requested? • Have you completed your vehicle specifications? • Have you spoken with any vendors yet? • Will you require training to use the equipment requested? • Will you require 1582 physicals?