Item #01 Approval To Accept The FY 2016 FEMA SAFER Grant Of $1,462,824 Over a Period of Three (3) Years to Hire Twelve (12) New Firefighters ocoee
florida
AGENDA ITEM COVER SHEET
Meeting Date: September 6, 2017
Item # .2
Reviewed By:
Contact Name: John Miller, Fire Chief Department Director:
Contact Number: 407-905-3140 City Manager: / / X/
Subject: Approval To Accept The FY 2016 FEMA SAFER Grant 0 1,46 ,824 Over a Period of
Three (3) Years to Hire Twelve (12) New Firefighters.
Background Summary:
The Ocoee Fire Department has officially been notified by FEMA that the agency has been selected to
receive a FY 2016 SAFER (Staffing for Adequate Fire and Emergency Response) Grant award. This
SAFER Grant opportunity will help offset the cost of the twelve (12) new firefighters needed to add a
fire suppression engine company at Fire Station 38 in the NW area of the city. The FEMA SAFER
Grant provides financial assistance to organizations who wish to hire new firefighters in an effort to
expand and improve services in their community. The SAFER Grant (EMW-2016-FH-00267) will cover
the salaries and benefits of twelve (12) new firefighters for a performance period of three (3) years as
described below:
First 12-Month Period - SAFER grant covers 75% of new firefighter salaries & benefits
Second 12-Month Period - SAFER grant covers 75% of new firefighter salaries & benefits
Third 12-Month Period - SAFER grant covers 35% of new firefighter salaries & benefits
Issue:
The SAFER Grant requires grantees to officially accept the grant award within thirty (30) days from the
date of notification of award. The Safer Grant also requires that grantees maintain their staffing levels
and incur no lay-offs during the period of performance of the grant.
Recommendations:
Staff recommends approving the Fire Department's request to officially accept the three (3) year FEMA SAFER
Grant for twelve (12) new firefighter positions.
Attachments:
Copy of the SAFER Grant Award Notice
Copy of the FY 2016 SAFER Grant Application
Copy of the SAFER Hiring Grant User Guide
Financial Impact:
The financial impact for FY 2017-18 will be $197,679 for the salaries & benefits of twelve (12)
firefighters.
Type of Item: (please mark with an x')
Public Hearing For Clerk's Dept Use:
Ordinance First Reading Consent Agenda
Ordinance Second Reading Public Hearing
Resolution < Regular Agenda
XCommission Approval
Discussion&Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
Reviewed by () N/A
2
Mail Center Page 1 of 1
Reply
To: ocoeefd1
Date: 08/18/2017
Subject:Award Notification (Application Number: EMW-2016-FH-00267)
From: firegrants@dhs.gov
Congratulations!
Your grant application submitted under The Department of Homeland Security (DHS) Federal Emergency
Management Agency's(FEMA) Grant Programs
Directorate FY 2016 Staffing for Adequate Fire and Emergency Response(SAFER) Grant Program has been
approved for award. Please go to the Assistance to Firefighters eGrants
system at httos://portal.fema.gov to accept or reject your award. Enter the same User Name and Password
used to complete the online
application as requested on the login screen.
Once you are in the system, the Status page will be the first screen you see. On the right side of the Status
screen, you will see
a column entitled Action. In this column, please select View Award Package from the drop down menu; click
Go to view your Award Package.After review of your award package, you will need to
indicate either your acceptance or rejection of award. NOTE: If you wish to accept the award, you should do
so immediately as the applicable recruitment period has begun. When you have
finished, please print your award package for your records.
As a reminder, awards made under the Hiring of Firefighters Category require the support of your
governing body
prior to acceptance of the award. Therefore, by accepting this award you are confirming that you have
discussed this application with your local officials and that there is a clear
understanding of the long-term obligations of a SAFER grant and that both the department and governing
body are committed to fulfilling the requirements of this grant immediately
upon acceptance.
If you choose to decline the award, you waive all future rights to this award.
If you accept your award, you will now see a link on the left side of the
screen that says Update 1199A in the Action column. Click this link as it will take you to the SF-1199A Direct
Deposit Sign-up Form. Note: If you have been awarded in the past,
the SF-1199A link will be located under the action column of the first award your organization has received. If
you have not done so already, please complete the SF-1199A on-line. When
you have finished, you must submit the form electronically. Then, using the Print 1199A button, print a copy
and take it to your bank to have the bottom portion completed. Make sure your
application number is on the form.After your bank has filled out their portion of the form, you must fax a copy
of the form to FEMA's SF-1199 Processing Staff at 301-998-8699. You should
keep the original form in your grant files. After the faxed version of your SF 1199A has been reviewed,you
will receive an email indicating the form is approved. After which you will be
able to request payments online.
If you have any questions regarding your SF-1199A, please call 1-866-274-0960.
Go Back
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Application Number: EMW-2016-FH-00267 Page 1 of 14
Entire Application
Applicant's Acknowledgements
•I certify the DUNS number in this application is our only DUNS number and we have confirmed it is active in
SAM.gov as the correct number.
As required per 2 CFR §25, I certify that prior to submission of this application I have checked the DUNS
number listed in this application against the SAM.gov website and it is valid and active at time of submission.
•I certify that the applicant organization has consulted the appropriate Notice of Funding Opportunity and that
all requested activities are programmatically allowable, technically feasible and can be completed within the
award's Period of Performance (POP).
•I certify that the applicant organization is aware that this application period is open from 01/09 to 02/10/2017
and will close at 5 PM ET; further that the applicant organization is aware that once an application is submitted,
even if the application period is still open, a submitted application cannot be changed or released back to the
applicant for modification.
I certify that the applicant organization is aware that it is solely the applicant organization's responsibility to
ensure that all activities funded by this award(s)comply with Federal Environmental planning and Historic
Preservation (EHP) regulations, laws, and Executive Orders as applicable. The EHP Screening Form designed
to initiate and facilitate the EHP Review is available at: http://www.fema.gov/media-library-
data/1431970163011-80ce3cd907072a91295b1627c56d8fd2/capd ehp screening form 51815.pdf.
•I certify that the applicant organization is aware that the applicant organization is ultimately responsible for the
accuracy of all application information submitted. Regardless of the applicant's intent, the submission of
information that is false or misleading may result in actions by FEMA that include, but are not limited to: the
submitted application not being considered for award, an existing award being locked pending investigation, or
referral to the Office of the Inspector General.
I certify that the applicant organization is aware that the grants awarded under this funding opportunity are
provided a recruitment period, which begins when the application is approved for award.The recruitment
period for grants awarded under the Hiring of Firefighters Activity is 180-days and the period of performance
automatically starts after the recruitment period, regardless of whether the grantee has successfully hired the
requested firefighters.The recruitment period for Recruitment& Retention of Volunteer Firefighters Activity is
90-days and the period of performance automatically starts after the recruitment period.
•I certify that the applicant organization will, to the extent practicable, seek, recruit,and hire members of racial
and ethnic minority groups and women to increase their ranks within their organization.
*I certify that, if awarded under the Hiring of Firefighters Activity, the applicant organization, will assure a policy
will be put into place, or is currently in place, ensuring that positions filled under this grant are not discriminated
against, or prohibited from, engaging in volunteer firefighting activities in another jurisdiction during off-duty
hours. (If applying under the Recruitment and Retention of Volunteer Firefighters Activity, this does not apply,
however, in order to move forward in the application process, you must complete this question).
Signed by Corey R Bowles on 2017-02-09 21:43:52.0
Overview
*Are you a member,or are you currently involved in the management of the fire
department or organization applying for this grant with this application?
Yes, I am a member/officer of this applicant
If you answered No, you must please complete the preparer information below. If you answered Yes, please
skip the Preparer Information section.
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Application Number: TMW-2016-17H-00267 Page 2 of 14
Note: Fields marked with an asterisk(*) are required.
Preparer Information
Preparers Name
Address 1
Address 2
City
State
Zip
Need help for ZIP+4?
Primary Phone Ext. Select
Email
In the space below please list the person your fire department or organization has selected to be the Primary
Point of Contact for this grant. This should be an officer, member, or employee of the fire department or
organization applying for the grant that will see the grant through completion, has the authority to make
decisions on and to act upon this grant application.
The Primary Contact, as listed below, is the person for which all exchanges of information will be made
relative to the application; all information provided must be specific to the contact listed.The Primary Contact
must be an employee of the fire department or organization applying for the grant and shall not be a grant
writer or a non-employee of the fire department or organization.
In addition to the Primary Contact information, you will be asked to provide two(2)Alternate Points of Contact
on the next page.The Alternate Contacts must be familiar with the application and must be able to answer
any questions relative to this application in the event that Primary Point of Contact is unavailable. When you
are finished, click the Save and Continue button below.
Reminder: Please list only phone numbers and an email address where we can get in direct contact with the
respective point of contact(s). If this contact changes at any time during the period of performance please
update this information.
Note: Fields marked with an asterisk(*)are required.
Primary Point of Contact
*Title Lieutenant
Prefix Select
*First Name Corey
Middle Initial R
*Last Name Bowles
*Primary Phone 407-202-8189 Ext. Type cell
*Secondary Phone 407-905-3140 Ext. Type work
Optional Phone Ext. Type Select
Fax
*Email cbowles@ci.ocoee.fl.us
Contact Information
Alternate Contact 1 Information
•Title Fire Chief
Prefix N/A
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Application Number: EMW-2016-FH-00267 Page 3 of 14
*First Name John
Middle Initial
*Last Name Miller
Primary Phone 407-905-3140 Ext. 2001 Type work
*Secondary Phone 321-436-3216 Ext. Type cell
Optional Phone Ext. Type Select
Fax
*Email jmillernocoee.org
Alternate Contact 2 Information
*Title Deputy Chief
Prefix N/A
*First Name Timothy
Middle Initial
• Last Name Hoover
•Primary Phone 407-905-3140 Ext. 2002 Type work
*Secondary Phone 321-239-2556 Ext. Type cell
Optional Phone Ext. Type Select
Fax
=Email thoover@ocoee.org
Applicant Information
EMW-2016-FH-00267
Originally submitted on 02/09/2017 by Corey Bowles(Userid: ocoeefdl)
Contact Information:
Address:563 S Bluford Ave
City: Ocoee
State: Florida
Zip: 34761
Day Phone:4079053140
Evening Phone:
Cell Phone:4077608423
Email: cbowles@ci.ocoee.fl.us
Application number is EMW-2016-FH-00267
Applicant Information
*Organization Name City of Ocoee Fire Department
What kind of organization do you represent? All Paid/Career
If you answered "Combination"above,what is the 0A
percentage of career members in your organization?
*Type of Jurisdiction Served City
If"Other", please enter the type of jurisdiction served
*In what county/parish is your organization physically
located? If you have more than one station, in what Orange
county/parish is your main station located?
SAM.gov(System For Award Management)
*What is the legal name of your Entity as it appears in OCOEE, CITY OF
SAM.gov?
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Note: This information must match your SAM.gov
,•rofile if your organization is using the DUNS number
•f your Jurisdiction.
What is the legal business address of your Entity as it appears in SAM.gov?
Note: This information must match your SAM.gov profile if your organization is using the DUNS number of your
urisdiction.
Mailing Address 1 150 N. Lakeshore Dr
Mailing Address 2
City Ocoee
State Florida
Zip 34761 -2258
Need help for ZIP+4?
Employer Identification Number(e.g. 12-3456789)
ote:This information must match your SAM.gov 59-6019764
•rofile.
Is your organization using the DUNS number of your Yes
urisdiction?
I certify that my organization is authorized to use the J,
DUNS number of my Jurisdiction provided in this
-pplication. (Required if you select Yes above)
What is your 9 digit DUNS number? 102072191
(call 1-866-705-5711 to get a DUNS number)
If you were issued a 4 digit number(DUNS plus 4) by
our Jurisdiction in addition to your 9 digit number
I•lease enter it here.
ote: This is only required if you are using your
urisdiction's DUNS number and have a separate
•ank account from your Jurisdiction. Leave the field
!•lank if you are using your Jurisdiction's bank account
•r have your own DUNS number and bank account
separate from your Jurisdiction.
Is your DUNS Number registered in SAM.gov
System for Award Management previously Yes
CR.gov)?
I certify that my organization/entity is registered and v.
=ctive at SAM.gov and registration will be renewed
-nnually in compliance with Federal regulations. I
-cknowledge that the information submitted in this
-pplication is accurate, current and consistent with
my organization's/entity's SAM.gov record.
Headquarters or Main Station Physical Address
Physical Address 1 563 S Bluford Ave
Physical Address 2
City Ocoee
State Florida
Zip 34761 -2258
Need help for ZIP+4?
Mailing Address
Mailing Address 1 150 N Lakeshore Dr
ailing Address 2
City Ocoee
State Florida
Zip 34761 -2258
Need help for ZIP+4?
Bank Account Information
The bank account being used is: (Please select one
rom right) Note: If this is selected, a 4 digit DUNS plus 4 is
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Application Number: EMW-2016-FI-I-00267 Page 5 of 14
required if you answered "YES"to using the DUNS
number of your Jurisdiction.
Maintained by my Jurisdiction
Note: The following banking information must match your SAM.gov profile.
•Type of bank account Checking
•Bank routing number-9 digit number on the bottom 061000104
left hand corner of your check
*Your account number 0468468800227
Additional Information
*For this fiscal year(Federal) is your jurisdiction
receiving Federal funding from any other grant No
program that may duplicate the purpose and/or scope
of this grant request?
*If awarded, will your organization expend more than
$750,000 in Federal funds during your organization's
fiscal year? If yes,your organization may be required
to undergo an A-133 audit. Under the Recruitment
and Retention of Volunteer Firefighters Activity, No
reasonable costs incurred for an A-133 audit is an
eligible expenditure and should be included in the
applicant's proposed budget. Please enter audit costs
only once in the"Request Details"section of the
application.
Is the applicant delinquent on any federal debt? No
If you answered"Yes"to any of the additional
questions above, please provide an explanation in the
space provided below(4000 characters):
Applicant Characteristics (Part I)
*Is this application being submitted on behalf of a
Federal Fire Department or organization contracted
by the Federal government which is solely No
responsible for the suppression of fires on Federal
property?
Please indicate the type of community your
organization serves. Suburban
*Please describe your organization and/or the The City of Ocoee is a municipal corporation of the
community that you serve(2000 characters). State of Florida operating under a
commission/manager form of government.The City
commission, comprised of the Mayor and 4
commissioners, is the governing body. The City
Manager is appointed by the commission and is
responsible for implementing polices adopted by the
commission and managing daily operations of the city
government. Located in Central Florida,
approximately 2 miles west of Orlando, the City of
Ocoee encompasses approximately 15 square miles.
Ocoee is the home to approximately 40,171 residents.
The City of Ocoee population has increased by 22%
in the last ten years and trends indicate that there will
be a continued growth in population. The
demographic breakdown of the city include 53.6%
Caucasians, 17.5% Black or African American, 20.8%
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Hispanics or Latino, and 8,1% other. In addition to its
proximity to Orlando and many tourist attractions,
including Disney World, Universal Studios, and
SeaWorld, Ocoee is also conveniently located near
other major employers such as Lockheed Martin and
Sysco. Ocoee offers numerous recreational
opportunities and excellent schools including six
elementary schools, a middle school, a high school,
and two charter schools.
*What is the square mileage of your first-due
esponse area?Primary/First Due Response Area is
geographical area proximate to a fire or rescue
acility and normally served by the personnel and 15
-pparatus from that facility in the event of a fire or
ether emergency and does not include daily or
easonal population surges.
What percentage of your primary response area is 90 yo
•rotected by hydrants?
Does your organization protect critical infrastructure? Yes
f Yes, please describe the critical infrastructure
•rotected(3000 characters).
he City of Ocoee is geographically located in a unique position in the state where five major roadways
interchange within the city limits. This includes Florida's Turnpike, State Road 50, State Road 408,the East-
est Expressway,and State Road 429. These roadways serve as a major transportation route for all of the
State of Florida. While not in the city limits, major notable organizations like Lockheed Martin utilize these
oadways from their Orlando location when transporting material to north Florida and between States. In
-ddition the railroad utilizes tracks that run throughout the City of Ocoee to reach a fertilizer production and
hemical storage plants. In the last two years the Ocoee Fire Department has also provided automatic aid to
he neighboring agency in response to large-scale, multiple alarm fires at their fertilizer plants involving
azardous materials.
(Percentages in three answers below must sum up to 100%)
•How much of your primary response area is for
griculture,wildland, open space, or undeveloped 52%
•roperties?
What percentage of your primary response area is 14
or commercial and industrial purposes?
What percentage of your primary response area is °
used for residential purposes? 34 /°
How many occupied structures(commercial,
ndustrial, residential, or institutional) in your primary
esponse area are more than three(3)stories tall? Do 20
of include structures which are not regularly
•ccupied such as silos, towers, steeples, etc.
•What is the permanent resident population of your
Primary/First-Due Response Area or jurisdiction 40171
•-erved?
Do you have a seasonal increase in population? No
If Yes what is your seasonal increase in population?
How many stations are operated by your 4
•rganization?
Please indicate if your department has a formal
utomatic/mutual aid agreement with another
•mmunity or fire department and the type of Both automatic and mutual aid
greement that exists.
What services does your organization provide?
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Advanced Life Support Rescue Operational Level
Haz-Mat Operational Level
Basic Life Support Structural Fire Suppression
Wildland Fire Suppression
Active Firefighting Staff, use these definitions to answer the questions about"firefighter"positions.
Active Firefighter An individual having the legal authority and responsibility to engage in fire
Position
suppression; being employed by a fire department of a municipality, county, or fire
district; being engaged in the prevention, control, and extinguishing of fires; and/or
responding to emergency situations in which life, property, or the environment is at
risk. This individual must be trained in fire suppression, but may also be trained in
emergency medical care, hazardous materials awareness, rescue techniques, and
any other related duties provided by the fire department.
Full-time Paid Full-time positions are those that are funded for at least 2,080 hours per year(i.e., 40
Firefighter Position hours per week, 52 weeks per year.)The program office will also consider funding the
sharing of a full-time position with sufficient justification. A job-share position is a full-
time position that is occupied by more than one person. i
Part-time Paid Part-time paid firefighters receive pay for being on duty at the fire station, whether or
Firefighter Position not they respond to any alarms. They may or may not receive benefits.
Volunteer Firefighter Volunteer firefighters receive no financial compensation for their services other than
Position life/health insurance, workers compensation insurance, and/or stipend per call.
SAFER intends to improve local fire departments' staffing and deployment capabilities so they may more
effectively respond to emergencies. With the enhanced staffing, a SAFER grantee's response time will be
reduced sufficiently and an appropriate number of trained personnel will be assembled at the incident scene.
The following questions are designed to help us understand the staffing changes that have occurred in your
department over the past several years and how the grant will assist in improving your staffing levels.
Use the following definitions when completing the table below.
Total#of Operational Career Personnel—this number represents the total number of authorized and
funded active,full-time uniformed/operational career personnel employed by your department on the
dates indicated. (Note: only operational personnel—including operational officers-should be included)
#Operational Officers—of the operational career personnel indicated in the"Total#of Operational Career
Personnel" question, how many of those serve in operational officer-level (both command and company)
positions?
#NFPA Compliance—of the"Total#of Operational Career Personnel" indicated, how many are assigned to
field or response apparatus positions that directly support the department's compliance with NFPA
1710 (Section 5.2.4.1 —Single-Family Dwelling Initial Full Alarm Assignment Capability)or NFPA 1720
(Section 4.3—Staffing and Deployment)?(Note: Officers should only be included in this number if they
directly support the department's compliance with NFPA 1710 or NFPA 1720 compliance)
Note: The number of career personnel in any of these fields should include positions which are job-shared.
Job-shared positions will be counted as one(1) regardless of how many personnel fill those positions.
For more information regarding these standards please see the Notice of Funding Opportunity or go to
www.nfpa.org
Total#of Operational! #Operational #NFPA
Career Personnel Officers Support
*Staffing levels at the start of the application 50 15 45
period
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*Staffing levels at one year prior to the start of the 50 15 45
application period
*Staffing levels at two years prior to the start of 50 15 45
the application period
*If awarded this grant,what will the staffing levels be 62 15 57
in your department?(Whole Numbers only)
*Please provide details on the department's existing staffing model(i.e., number of shifts, number of positions
per shift, contracted work hours, etc.)(3000 characters)
Ocoee Fire Department operates with (45) career firefighters based out of(4) stations. Ocoee FD engines are
staffed with (4)firefighters and the rescue is staffed with(2)firefighters. A fully staffed shift consists of(15)
firefighters and minimum staffing is set at(12)firefighters. The administrative staff including a Fire Chief,
Deputy Chief, Fire Marshal, Fire Inspectors, an EMS/Training Officer, and(2)secretary. Of the(4)fire stations,
(3)are permanent stations and the fourth is a temporary rescue station established in 2012 to cover the growth
and development. The current setup has the rescue firefighters housed in a strip mall occupancy next to a
grocery store and the rescue unit is housed in a temporary building near the rear loading docks for the grocery
store. The organization's strategic plan includes the addition of a permanent fire station and engine to replace
the current temporary rescue only station. The City of Ocoee has the new station listed as a capital
improvement project for 2018. The Ocoee FD frontline emergency vehicle fleet consist of(3) Peirce Advanced
Life Support Engines, (1)transport capable Advanced Life Support(ALS) Rescue, (1) Marine Rescue Boat, (1)
Brush Truck, (1)Tanker, and(1) Battalion Chief vehicle. The organization has(1) Engine and (1)Transport
Rescue in reserve status. The marine rescue, brush truck, and tanker are all unstaffed units until operationally
needed.
*Does your department utilize part-time paid No
firefighters?
If Yes, please provide details on how the part-time firefighters are used within your department to include the
number of part-time firefighters, the number of full-time, NFPA compliant positions these part-time firefighters
occupy, if applicable, and how they are scheduled to meet your staffing needs(3000 characters).
*Does your department utilize reserve/relief paid
firefighters? No
If yes, please provide details on how the reserve/relief firefighters are used within your department to include
the number of reserve/relief firefighters,the number of full-time, NFPA compliant positions these part-time
firefighters occupy, if applicable, and how they are scheduled to meet your staffing needs(3000 characters).
*Do you currently report to the National Fire Incident
Reporting System (NFIRS)? Yes
Note: You will be required to report to NFIRS for the
entire period of the grant.
Applicant Characteristics(Part II)
2016 2015 2014
*What is the total number of fire-related civilian
fatalities in your jurisdiction over the last three 0 0 0
calendar years?
*What is the total number of fire-related civilian
injuries in your jurisdiction over the last three 0 3 3
calendar years?
•What is the total number of line of duty member
fatalities in your jurisdiction over the last three 0 0 0
calendar years?
*What is the total number of line of duty member
injuries in your jurisdiction over the last three 4 7 8
calendar years?
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What is your department's operating budget(i.e., Fiscal Year:2017 Budget:7191827
personnel, maintenance of apparatus, equipment,
acilities, utility costs, purchasing expendable items,
-tc.)for the current(at time of application)fiscal
ear?
What was your department's operating budget(i.e.,
1•ersonnel, maintenance of apparatus, equipment,
acilities, utility costs, purchasing expendable items, Fiscal Year 2003 Budget:4003840
-tc.)for the 2001, 2002, and 2003 fiscal years?
If you are unable to provide the information, please Fiscal Year 2002 Budget: 3926286
-nter 0 into each budget field and explain, in the Fiscal Year 2001 Budget: 3659644
inancial Need section of the narrative,why you are
nable to provide this information.
What percentage of your operating budget is
•edicated to personnel costs(salary, benefits, 83
ok
•vertime costs, etc.)?
Does your department have any rainy day funds, Yes
i airy day reserves, or emergency funds?
If yes, what is the total amount currently set aside? 626756
f yes, what are the funds ear-marked for(1000 Capital expansion needs, renewals/replacements, and
haracters)? contingencies.
What percentage of your annual operating budget is derived from: Enter numbers only, percentages must
.um up to 100%
Taxes? 63 %
Bond Issues? 0
EMS Billing? 0 %
Grants? 0 %
Donations? 10 %
Fund drives? 10 %
Fee for Service? 37
Other? 0
If you entered a value into the"Other"field (other
than 0), please explain(1000 characters):
How many frontline vehicles does your organization have in each of the types or classes of vehicle listed
•elow that respond to first alarm assignments in support of NFPA 1710/1720?You must include vehicles that
re leased or on long-term loan as well as any vehicles that have been ordered or otherwise currently under
•ntract for purchase or lease by your organization but not yet in your possession. If you have multiple
ehicles of the same type which have a different number of riding positions, please use the"average" number
-nd provide additional information in the text box provided. Enter numbers only and enter 0 if you do not have
ny of the vehicles below.
Number Number of
of Available Filled Riding
Number Positions
Type or Class of Vehicle of Frontline Riding per Frontline
Vehicles Positions Vehicle
per Frontline per first alarm
Vehicle assignment
Engines or Pumpers (pumping capacity of 750 gpm, 3 12 12
or greater and water capacity of 300 gallons or
more):
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i
Application Number: EMW-2016-FH-00267 Page 10 of 14 1
I
IPumper,Pumper/Tanker,Rescue/Pumper,Foam Pumper, i
CAFS Pumper,Type I or Type II Engine Urban Interface
Ambulances for transport and/or emergency 1 2 2
response
Tankers or Tenders(pumping capacity of less than 750 ,
gallons per minute(gpm)and water capacity of 1,000 gallons or 1 0 0
more):
Aerial Apparatus:
Aerial Ladder Truck,Telescoping,Articulating,Ladder Towers, 0 0 0
Platform,Tiller Ladder Truck,Quint I
Brush/Quick attack(pumping capacity of less than 750 1
gpm and water carrying capacity of at least 300 gallons):
Brush Truck,Patrol Unit(Pickup w!Skid Unit),Quick Attack 1 0 0
Unit,Mini-Pumper,Type III Engine,Type IV Engine,Type V
i Engine,Type VI Engine,Type VII Engine
Rescue Vehicles:
Rescue Squad,Rescue(Light,Medium,Heavy),Technical 0 0 0
Rescue Vehicle,Hazardous Materials Unit
Additional Vehicles:
EMS Chase Vehicle,Air/Light Unit,Rehab Units,Bomb Unit,
Technical Support(Command,Operational Support/Supply), 1 1 1 Ii
Hose Tender.Salvage Truck,ARFF(Aircraft Rescue
Firefighting),Command/Mobile Communications Vehicle
Please use this comments section if you wish to
provide any additional information with regards to the
Type or Class of Vehicle section above(zoo
characters).
Department Call Volume
2016 2015 2014
•Summary of responses per year by category(Enter
whole number only.If you have no calls for any of the categories,
Enter 0)
Fire-NFIRS Series 100 145 122 108
Overpressure Rupture, Explosion, Overheat(No
Fire)-NFIRS Series 200 3 4 1
Rescue& Emergency Medical Service Incident- 3984 4052 3515
NFIRS Series 300
Hazardous Condition (No Fire)-NFIRS Series 400 82 89 91
Service Call-NFIRS Series 500 208 193 230
Good Intent Call-NFIRS Series 600 1068 874 943
False Alarm&False Call-NFIRS Series 700 390 319 322
Severe Weather& Natural Disaster-NFIRS Series 3 3 9
800
Special Incident Type- NFIRS Series 900 2 4 9
Total 5885 5660 5228
FIRES
How many responses per year by category?(Enter whole number only.If you have no calls for any of the categories,Enter
0)
Of the NFIRS Series 100 calls, how many are 60 29 28
"Structure Fire" (NFIRS Codes 111-120)
28 21 17
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Of the NFIRS Series 100 calls, how many are
'Vehicle Fire" (NFIRS Codes 130-138)
Of the NFIRS Series 100 calls, how many are 19 15 9
'Vegetation Fire" (NFIRS Codes 140-143)
Total 107 65 54
What is the total acreage of all vegetation fires? 22 50 27
RESCUE AND EMERGENCY MEDICAL SERVICE INCIDENTS
*How many responses per year by category?(Enter whole number only.If you have no calls for any of the categories,Enter
0)
Of the NFIRS Series 300 calls, how many are"Motor 337 340 293
Vehicle Accidents"(NFIRS Codes 322-324)
Of the NFIRS Series 300 calls, how many are 5 5 2
"Extrications from Vehicles" (NFIRS Code 352)
Of the NFIRS Series 300 calls, how many are 11 6 5
"Rescues" (NFIRS Codes 300, 351, 353-381)
How many EMS-BLS Response Calls 756 715 633
How many EMS-ALS Response Calls 1578 2020 1864
How many EMS-BLS Scheduled Transports 0 0 0
How many EMS-ALS Scheduled Transports 0 0 0
How many Community Paramedic Response Calls 0 0 0
Total 2687 3086 2797
MUTUAL AND AUTOMATIC AID
*How many responses per year by category?(Enter whole number only.If you have no calls for any of the categories,Enter
0)
How many times did your organization receive 55 73 73
Mutual Aid?
How many times did your organization receive 133 150 147
Automatic Aid?
How many times did your organization provide
Mutual Aid? 87 81 80
How many times did your organization provide
Automatic Aid? 692 637 611
Of the Mutual and Automatic Aid responses, how
many were structure fires? 23 24 49
Request Details
The activity for your organization is listed in the table below.
Activity Number of Entries Total Cost
Hiring of Firefighters 1 2372148
Hiring of Firefighters
* 1. Select which line-item below best describes your organization and the NFPA standard you are attempting
to meet.
1 NFPA Re.uirements
Check 1 NFPA Standard Department Demographic Assembly Response Frequency of
One (see the Notice of Characteristics Staffing Time Time
Funding Opportunity
for more detail
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regarding these
standards)
1710 Career With Aerial 15 8 min 90%
X 1710 Career Without Aerial 14 8 min 90%
1720-Urban Urban ComboNol ' 1'000 15 9 min 90%
• pop/square mile
1720-Suburban Suburban 500 1,000 10 10 min 80%
ComboNol pop/square mile
<500 pop/square °
1720-Rural Rural ComboNol mile 6 14 min 80/°
1720- Remote Remote Travel > 8 mi 4 n/a 90%
ComboNol i
*2. Given your current staffing levels, how often does your
•epartment meet the NFPA assembly requirements as
indicated in the table above for the department's
primary/first due response area?
Most of the Time(80 to 99%) Help
NOTE: If your department utilizes overtime to fill positions to
-nsure you are meeting applicable NFPA staffing and
•eployment standards, you will want to remove the number
if positions filled by overtime from your calculations.
2a. If awarded the number of positions requested in this
-pplication, how often do you anticipate that your Most of the Time(80 to 99%) Hell)
•epartment will meet the NFPA assembly requirements as
indicated in the table above?
3. Given your current staffing levels and without using
•vertime to fill vacant positions, what is the average actual
staffing level on your first arriving engine company or
ehicle capable of initiating suppression activities on the
number of structure fires indicated in the"Department Call
olume" section of your application? (Up to one decimal i.e.,3
P.5)
NOTE: If your department utilizes overtime to fill positions to
-nsure you are meeting applicable NFPA staffing and
•eployment standards, you will want to remove the number
if positions filled by overtime from your calculations.
3a. If awarded the number of positions requested in this
application, what will be the average actual staffing level on
our first arriving engine company or vehicle capable of 3.3
initiating suppression activities on the number of structure
ires indicated in the"Department Call Volume"section of
our application?(Up to one decimal i.e.2.5)
*4. Please describe the departments hiring practices and Ocoee FD is in the process of preparing a new
imelines including how long after award will you be able to hire assessment which will be conducted prior to
tart a recruit class and how many recruits can be trained in July 2017. This assessment will prepare a list of
•ne class. If you are requesting more positions than can be recruits who are eligible for hire. Once granted
• rained in one recruit class, please discuss when you will be the SAFER grant funding the Ocoee FD would
.ble to hold the second class. If your department will need begin notifying candidates in order to complete
,toverning body approval before the award can be accepted,the remaining new hire process which includes
please be sure to include details on the timeline needed for sizing for protective clothing/uniforms,
.cceptance(2000 characters), background check, and other HR requirements.
The Ocoee Fire Department will be able to
accommodate all 12 new firefighters in a single
new hire class. The new hire class will be 3-4
weeks in length prior to sending new personnel to
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shift.
Including the new hire process and the
acceptance process from the governing body, the
Ocoee FD's goal is to have the 12 personnel and
new fire suppression engine in service within 3
months of notification that the SAFER Grant
funding has been awarded.
*5. Is your request for hiring firefighters based on a risk Yes
analysis and/or a staffing needs analysis?
Yes, the City of Ocoee conducted a risk
analysis/needs assessment 3 years ago and
determined a fire station was needed in the
northwest district. A temporary fire station was
opened three years ago with only a non-
suppression transport rescue. This provided the
district at least two firefighters who could have a
quick response and possibly make a rescue effort
if necessary. This plan has tremendous risk since
5a. If Yes, describe how the analysis was conducted(1000 the two firefighters are left with no fire
characters). suppression capabilities or the recommended
"two-out"capabilities. A more recent risk analysis
for the Ocoee Fire Department has concluded
that there is a very high risk placed on the citizens
and the two firefighters; the 12 personnel
requested in this grant will provide the manpower
needed to create a new engine company for this
service area. The edition of the 12 firefighters and
engine company is critical to the life safety of the
citizens and firefighters.
*6. If awarded a grant,will you provide the new recruits with
entry-level physicals in accordance with NFPA 1582, Yes, NFPA 1582 compliant
Standard on Comprehensive Occupational Medical Program
for Fire Departments 2003 Edition, Chapter 6?
*7. Do you currently provide annual medical/physical
exams in accordance with NFPA 1582, Standard on Yes, NFPA 1582 compliant
Comprehensive Occupational Medical Program for Fire
Departments 2003 Edition, Chapter 6?
*8. Will the personnel hired meet the minimum local or Yes
State EMS training and certification requirements, as
designated by your agency?
* 9. Does your department currently have a policy in place Yes
to recruit and hire veterans?
9a. If yes, please provide a brief description of the policy in Veteran's preference is extended per State
place(1000 characters). Statute upon initial hiring. Supporting
documentation (DD214 or VA Letter of Disability)
must accompany the application. Individuals
needing assistance or accommodations in
accessing the application process may contact
Human Resources. The City of Ocoee is
committed to a policy of nondiscrimination and
equal opportunity. Employment decisions shall be
made without regard to race, color, religion, sex,
age, national origin, disability, marital status,
political affiliation or sexual orientation. The City
of Ocoee is an Equal Opportunity Employer. In
compliance with Equal Employment Opportunity
guidelines and the Americans with Disabilities
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Act, the City of Ocoee provides reasonable
accommodation to qualified individuals with
disabilities and encourages both prospective and
current employees to discuss potential
accommodations with the employer
* 10. Is it your department's intent to sustain the positions
filled under this grant after the completion of the period of Yes
performance?
If awarded the 2016 SAFER grant, it is the City6s
intended commitment to meet the long term grant
obligation to maintain the fire departments
staffing levels and incur no lay-offs during the
period of performance of this SAFER grant(3
year period). The City is also committed to
identifying revenue sources which will allow the
department to maintain this minimum staffing
beyond the 3 year grant period.The revenues
from the growth and development to the region
10a. If yes, please provide a brief description on how the over the next few years will assist generating new
positions will be sustained. revenue sources.
The City of Ocoee is committed to providing the
highest level of Fire and EMS services to our
citizens; services that meet or exceed national
industry standards.As a result, the Ocoee Fire
Department has applied for a Federal SAFER
grant to assist us in meeting those staffing needs.
The fire departments request to apply for the
funding of 12 firefighters, over a three year
period, has already been approved by the City
Council.
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1
FY 2016 SAFER Hiring Grant User Guide
Table of Contents
Introduction 2
Grant File 2
eGrant Application Portal Access 3
Award Package 3
Points of Contact 4
Linking Another User within eGrants 5
eGrants Mail Center 6
SAM.gov Registration 6
1199A Direct Deposit Form 7
Staffing Maintenance Number 8
Period of Performance 10
SAFER Personnel Roster 10
Payment Requests 12
Quarterly Performance Reports 16
NFPA 1710 and 1720 19
SF-425 Federal Financial Report 20
Amendments 21
Closeout 22
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Introduction
The purpose of this guide is to help you effectively manage your Staffing for Adequate Fire and
Emergency Response(SAFER)hiring grant.This guide explains how to complete required grant reports,
request reimbursement,and comply with grant requirements.Anyone involved in administering this
grant should read this guide.
If you have not already done so,please review the Notice of Funding Opportunity(NOFO)and the
Frequently Asked Questions(FAQs)for your grant award.These documents are available at
http:f/www.fema.gov/staffing-adequate-fire-emergency-responseGrants-documents.
Please also review the Uniform Administrative Requirements, Cost Principles,and Audit Requirements for
Federal Awards in the Code of Federal Regulations(C.F.R.)at 2 C.F.R.Part 200.This is a set of mandatory
requirements that apply to all federal awards to non-federal entities,including FY 2016 SAFER grants.
This regulation(also commonly referred to as the"Super Circular"or"Omni Circular")is available at:
http://www.ecfr.gov/cgi-bin/text-
idx?SI D=99467092f4efd4f51b40e8a b9ba 52d04&m c=true&n ode=pt2.1.200&rgn=d iv5.
This user guide is for technical assistance purposes only,and does not represent the terms and
conditions of your SAFER award.Please note that in case of any discrepancy,the terms of your award
package,including the SAFER NOFO and 2 C.F.R.Part 200,are the terms and conditions that govern your
SAFER award.
If you still have questions after reading the NOFO and this guide,you should first contact the Help Desk
at 866-274-0960 or send an email to fireGrants@fema.dhs.gov. If the Help Desk cannot answer your
question,you will then be referred to a SAFER Program Office Point of Contact(POC). Please be ready to
provide your grant number if you contact either the Help Desk or your SAFER POC.
This guide is arranged in chronological order.Please use the Table of Contents to find a topic.
Grant File
Pursuant to 2 C.F.R.Part 200, including 2 C.F.R.§200.302–Financial Management,and the Record
Retention and Access requirements at 2 C.F.R.§§200.333–200.337,your department is required to
maintain a file, notebook,or binder for this SAFER grant.The following documents should be kept in the
file:
• NOFO and FAQs;
• grant application;
• award document;
• advertisements for SAFER-funded positions;
• documentation of hiring practices or procedures;
• payroll records used to request reimbursement;
• documentation that medical physicals were given or certifications achieved; and
• paper copies of important communications regarding the grant.
Note that 2 C.F.R Part 200 includes several rules about how to properly use and document federal funds
used for funding the salaries and fringe benefits of personnel. In particular, please read 2 C.F.R.
§200.430 Compensation—personal services and 2 C.F.R. §200.431 Compensation—fringe benefits.
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Your department must retain grant files and supporting documentation for three years after receipt of
the official notification that the grant has been closed.See the Record Retention and Access
requirements at 2 C.F.R.§§200.333—200.337.
Please note that FEMA can ask to review your grant file.
eGrant Application Portal Access
You may access your SAFER grant through the eGrant application portal link at
http://www.fema.gov/eGrant-application-access.Select"Continue to the eGrant Application Portal."
Each department should have one main user ID and password to access all Assistance to Firefighters
Grant Program(AFGP)awards and applications.This user ID and password is specific to the authorized
user and must not be shared with other personnel.
All individuals who will have access to the grant must have their own unique user id and password.To
grant access to other individuals,please see the section entitled"Linking Another User within eGrants".
If you forgot your user ID and/or password,please follow the directions at:
https://www.fema.gov/assistance-firefighters-grant-program-mast-frequently-asked-questions
Please note that the eGrant system only supports Internet Explorer browsers 6.0 or higher.You will not
be able to access the system using any other browser.To prevent issues,you should not have multiple
windows open when accessing the eGrant system.
If at any time you experience an issue with the eGrant system or it does not appear to work as explained
in this guide,please contact the Help Desk at 866-274-0960.
Award Package
Follow these steps to access your SAFER grant award package:
• Log into the eGrant application portal.
• On the"Status"screen,scroll down until you find your SAFER grant.
• Select"View Award Packages"from the drop-down menu in the"Action"column,and click
„Go."
• You will arrive at the"Award Status"page,which provides links to"View Award Package"and
"Print Award Package".The"Award Status" page also contains your SAFER grant number,award
amount,and award notification date.
• Be sure to carefully read your entire Award Package as it contains valuable information
pertaining to proper management of your grant. In particular,make sure to read the
"negotiation comments"section,which may include special conditions or adjustments to your
grant award,
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Points of Contact
Profile POC
There is only one Profile Point of Contact(POC)for your department in the eGrants system.Updating
the Profile POC on one grant will cause the Profile POC to be changed on all other department grants
submitted under the same user ID.If you do not wish to do this,consider changing the Primary POC or
one of the Alternate Contacts instead(see below).The Profile POC will receive automated e-mail
messages from eGrants,so this individual should be able to check and respond to messages frequently.
Follow these steps to update the information for the Profile POC:
a Log into the eGrant application portal.
• On the"Status"screen,select the"Edit Profile" link at the top right side of the screen.
• Update any of the following fields:
o Personal Information(Title, First Name,Last Name)
o Address(Street,City,State,Zip code)
o Additional Address (Street,City,State,Zip code)
o Contact(Organization,Business Phone, Home phone,Mobile Phone,Email)
o Identity Confirmation Information(Date of Birth,Mother's Maiden Name)
• Click"Submit."
a You will receive a confirmation screen that your profile has been updated.
• If you would like to update the password associated with the user Id,you can click on
"password"on the left side of the screen.After updating the password,click"Submit."
• To update the system with your changes,click on the"Authorized Applications"link on the
upper left-hand side of the"Thank You"page,and then click on"Firefighter's Grants."
Primary POC and Alternate Contacts
While there is only one Profile POC for your department,you can assign different contacts to different
AFGP grants. In the SAFER application,your department was required to list a Primary POC and two
Alternate Contacts.The Primary POC should be an officer,member,or employee of your department
that has the authority to make decisions on and to act upon this grant.Alternate Contacts must be
familiar with the grant and must be able to answer any questions relative to the grant in the event that
Primary Point of Contact is unavailable.All information(i.e.,email address, phone number,etc.)must be
specific to the contact person listed. Please note that SAFER Program Office POC's are only able to speak
with official grant points of contacts that are listed within eGrants.
Follow these steps to change or update the Primary POC or Alternate Contacts:
• Log into the eGrant application portal.
• On the"Status"screen,scroll down until you find your SAFER grant.
• Select"Manage Grant"from the drop-down menu in the"Action"column,and click"Go."
• Click on"Update Alternate Contacts"on the menu bar on the left side of the screen.
• Click on"Create New Request."
• Use the text box to explain which contact you would like to replace or what contact information
you would like to update. Be sure to follow the instructions listed on the screen and provide the
name,title,primary and secondary phone numbers as well as the email address for the new
contact person.
• At the bottom of the page,enter your password,check the box,and select"Save and Continue."
• Review your information and select"Submit Request."
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• Once submitted,this request can take several weeks to process because it must be entered
manually into the application by grants management staff.You can check to see if the change is
made by looking at the application.To access the application,select"View Application"from the
pull down menu in the"Action"column of the grant status page.
Please note that you will not be able to submit any payment requests, performance reports,or
amendments while this revision request is pending.
Payment Request POC
You can list a unique POC in connection with each Payment Request(refer to that section below).This
POC will not receive automated e-mails from eGrants.
Quarterly Performance Report POC
You can list a unique POC in connection with each Quarterly Performance Report(refer to that section
below).This POC will not receive automated emails from eGrants.
Linking Another User within eGrants
As stated above,there is one Profile Point of Contact(POC)for your department. However,the Profile
POC must grant other users permission to access a grant application or manage a grant.All individuals
who will have access to the grant must have their own unique user id and password.
Example:A Fire Chief may be the Profile POC for the department and the individual that is authorized to
sign the application and reports. He can give his administrative assistant permission to access the grant.
The administrative assistant would need to create a new account and password,and then request
permission to link to the main account.After the Fire Chief grants access,the administrative assistant
can re-enter the system,fill out the application or reports,and then sign out.The Fire Chief can then log
in under his username and password in order to review the information and submit the application or
report.
The new user should follow these steps to create a new account and link it to the main account:
• Start at the eGrant application portal and click on"New Non-PIV User".
• On the next page,complete all required fields,including:
o Personal Information
o Login Information
• Remember to note your username
o Address
o Additional address(if necessary)
o Contact(s)
• You must enter the organization information exactly how it appears in your
grant application/award
o Identity Confirmation Information
• On the next page,create your personal password
• On the next page,select"Click Here to Request New Privileges"
• On the next page,select"Request Access" under"Fire Grants"
• You will land on the"Status"Page. Click on "check to see if someone has already started an
application for your organization."If an application has been started,you can request access
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6
from the application owner or, if you feel that this person is not an appropriate representative
of your organization,you should call the Help Desk at 1-866-274-0960.
m On the next page,search for your organization,making sure to spell the name exactly as it
appears in your grant application/award. Click"Request Access"next to the organization you
would like to be linked to.
o The eGrants system will send an e-mail to the Profile POC asking them to give you
access.You will not have access to the application until the Profile POC officially grants
you access.
• Next,the Profile POC should login to the main account using their username and password.On
the"Status"page,they will need to find the grant and select"Grant/Revoke Access"from the
dropdown in the"Action"column.
® They will land on the"Approve Users"page,which will have a list of the individuals that
requested access to the grant application.They should select"Update"in the"Action"column
next to the new user.
® The Profile POC should review the information on the next page and click either"approve"or
"deny"and then"save and continue."
® If the Profile POC selected"approve,"the new user will then have access to the application after
logging into the eGrants system under their personal username and password.
eGrants Mail Center
The Profile POC will receive automated e-mails from the eGrants system.All system-generated e-mails
are stored in the eGrants Mail Center.If you receive an e-mail directly from your SAFER Program Office
POC,that e-mail will not be stored in the eGrants Mail Center.
After you log into eGrants,select"Mail Center"in the upper right corner of the"Status" page.You will
arrive at the"New Messages"page.This page shows messages that have not yet been read.You can
access messages that have been read by selecting"Old Messages"on the top left side of the screen.
Next to the"Old Messages" link,you will find a"Sent Messages" link.The"Sent Messages"screen
contains a record of all the e-mails that your department has sent to AFGP staff through the eGrants
system.
All three pages in the Mail Center contain a"Compose Message" link.You may use this feature to send
the SAFER Program Office staff a message about your grant. If you do so, please make sure you specify
the number of your SAFER grant in the message.Your message will be forwarded to your SAFER Program
Office POC.You may also contact your POC directly by telephone or e-mail,if you already have their
contact information.
If you are the Profile POC and you are not receiving automated e-mails from the eGrants system, please
follow the instructions at:http://www.fema.gov/assistance-firefighters-grant-program-most-frequently-
asked-questions.To prevent blocked e-mails,you can update your computer's browser security settings
to receive email from FireGrants@dhs.gov,FireGrants@fema.dhs.gov,afg@dhs.gov,and
EOPS@dhs.gov.Please note, however,that email addresses with a".ci"extension may not accept
system-generated emails.
SAM.gov Registration
System for Award Management(SAM)is an official government registration system that is required for
all recipients of federal funding.Registration with SAM is free and active for one year.
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7
FEMA will not process any payment requests, revision requests,or amendments if you do not have an
active SAM registration or if there is a mismatch between the information in SAM,the information in
your application,and the information on your 1199A Direct Deposit Form.The following information
must match:
• Organization's name
• Address
• DUNS(Data Universal Numbering System)number
• EIN(Employer Identification Number)
• Banking information(type of account,routing number,and account number)
If the above information changes during the course of this grant,you will need to:
• Update your SAM registration at https://www.sam.gov/portal/SAM/#1
• Update your 1199A Direct Deposit Form(see instructions below)
• Update your application
o To update your application please contact the Grant Management Specialist assigned to
your state.A list of Grant Management Specialists can be found at
https://www.fema.gov/assistance-firefighters-gra nts-grants-management-specialists.
Select"Award Administration AFG Branch".
If you need assistance with SAM:
• Visit the AFGP System for Award Management Resource Page at https://www.fema.gov/rules-
tools
• Visit https://www.sam.eov/portal/SAM/#1.Select"Return to SAM Homepage"and click on the
"Help" link
• Contact the Federal Support Desk at https://www.fsd.gov
• Call(866)606-8220(toll-free)to speak with a representative
If you need assistance with DUNs,call 1-866-705-5711 or visit http://fedgov.dnb.com/webform.Your
organization should use one DUNs number for all FEMA applications and grants.
1199A Direct Deposit Form
In order to receive grant funds,you must complete an 1199A Direct Deposit Form.There is one form for
all AFGP grants and you may list only one bank account on the form.The form is stored in eGrants.You
may need to consult with your department's financial office or treasurer to complete the form.
Please remember that the information you provide on the form must match the information you
entered in SAM.gov(see above).
Follow these steps to submit your first 1199A Direct Deposit Form:
• Log into the eGrant application portal.
• On the"Status"screen,find your first AFGP grant,select"Update SF-1199"from the drop-down
menu in the"Action"column,and click"Go."
• After completing the form,click"Save and Continue"and then select"Submit."
• Select"Print SF-1199A,"and keep the original form in your grant files.
• If you have any questions,you can contact the Help Desk at 866-274-0960 or your state assigned
Grants Management Specialist.A list of Grant Management Specialists can be found at
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haps://www.fema.eov/assistance-firefighters-grants-grants-management-specialists.Select
"Award Administration AFG Branch."
Follow these steps to view the department's 1199A Direct Deposit Form(after it has been submitted):
• Log into the eGrant application portal.
• On the"Status"screen,find your department's first AFGP grant award.
• Select"View 1199A"from the drop-down menu in the"Action"column,and click"Go."
• You will arrive at the"Direct Deposit Sign-up Form"page.This page will show a list of all the
AFGP grants associated with your 1199A Direct Deposit Form.You will also see the 1199A Direct
Deposit form in the"read only"view.
Follow these steps to update the form 1199A Direct Deposit Form:
• Log into the eGrant application portal.
• On the"Status"screen,find your recently-awarded SAFER grant,select"Update SF-1199A"from
the drop-down menu in the"Action"column,and click"Go."
o If that feature is not available,check the drop-down menu to your first award from
AFGP.If you do not find an"Update SF-1199A"link there, please contact the Help Desk
at 866-274-0960 and request that the form be released to you for correction.You may
also contact your Grants Management Specialist.
• Update the 1199A Direct Deposit Form in eGrants once you are able to access it through the
"Update SF-1199A"feature.
• After completing the form,click"Save and Continue"and then select"Submit."
• If you receive a confirmation message,no further action is required.
• If you have any questions,you can contact the Help Desk at 866-274-0960 or your Grants
Management Specialist.
Remember, if you made any corrections to your 1199A Direct Deposit Form,you will have to make the
corresponding changes to your SAM.gov registration.
Staffing Maintenance Number
During the grant period of performance,your department is required to fill SAFER-funded positions and
maintain operational staffing at the level that existed on the date of award as well as the number of
awarded SAFER positions.This requirement is referred to as the"staffing maintenance number."The
staffing maintenance number must be maintained for the entire period of performance, regardless of
when all grant funds are depleted.
Pre-SAFER Roster
In order to determine your department's staffing maintenance number,your SAFER Program Office POC
will request that you complete and submit a"Pre-SAFER Roster."The Pre-SAFER Roster must include the
name and rank of all paid full-time and part-time operational personnel that support the department's
NFPA 1710/NFPA 1720 compliance and who were in full-time or job share positions as of the date of
award.The date of award can be found on the award notification e-mail in the eGrants Mail Center.
If your department has full-time equivalent(FTE)positions that support the department's NFPA
1710/NFPA 1720 compliance,the number of FTE positions will need to be clearly identified on the Pre-
SAFER roster as well. Each FTE will be counted in the staffing maintenance number.
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Volunteer personnel,administrative personnel/civilians,and paid-on-call/stipend personnel do not need
to be included on the list.
An operational position is defined as a position with a primary assignment(more than 50 percent of
duties)of fire suppression,which typically includes staffing a fire suppression vehicle, regardless of
collateral duties,in support of the department's NFPA 1710 or NFPA 1720 compliance. For example,
your department may employ an inspector that is qualified as a firefighter but his or her primary
assignment is to conduct inspections.The inspector could respond to a large fire if called upon but that
is not their primary duty.If that is the case,that position is considered administrative and not
operational.
The pre-SAFER roster also requests information about vacancies that occurred after the date of grant
award. Using the appropriate columns, please report the date an individual left the department and the
reason for their departure.
After you submit the Pre-SAFER roster,your SAFER Program Office POC will review it and confirm the
staffing maintenance number with you.You will not be able to request payment or complete quarterly
performance reports until your staffing maintenance number is established.
Vacancies
Once the staffing maintenance number is established,you are required to maintain that staffing level
throughout the period of performance by taking active and timely steps to fill any positions vacated
through attrition, resignation,or termination.You should contact your SAFER Program Office POC if you
are not able to fill the vacant positions or if you are experiencing lengthy hiring delays.
Waiver of the Staffing Maintenance Number
If you are unable(due to documentable economic hardship)to fill firefighting positions that are vacated
through attrition(e.g.,resignation,retirement),you may submit a request for a waiver.An approved
waiver would decrease the staffing maintenance number by the number of positions that you are not
able to fill.You would be required to maintain the revised staffing maintenance number for the duration
of the grant. In order to qualify for this waiver,the economic hardship must affect the entire public
safety sector in your jurisdiction, not solely the fire department.Waivers will not be granted for SAFER-
funded positions.
Contact your SAFER Program Office POC to discuss the waiver and receive the complete waiver
instructions.Be prepared to include,at minimum,the following information in the waiver request:
• The number of positions that have been vacated since being awarded the SAFER grant;
• The circumstances under which the position(s)were vacated and the date the vacancies
occurred;
• A description of why the department is unable to fill the vacancies;
• An explanation of how the change in staffing will affect your department's ability to meet NFPA
1710 or 1720;and
• A statement,on letterhead,from the local governing body affirming that the inability to fill
vacant positions extends to the entire public safety sector in the jurisdiction, not just the fire
department.
Important:If you fail to maintain the required staffing level,your grant may be placed in a default status
and possibly terminated.You may lose remaining federal funds awarded under this grant or be asked to
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pay back funds that have been drawn down.Lay-offs of any operational personnel(both SAFER and non-
SAFER)during the period of performance are not permitted.
If you have questions about completing the Pre-SAFER Roster,the waiver,or about the staffing
maintenance number in general,please contact your SAFER Program Office POC.
Period of Performance
Your department has a period of 180 days after the date your application was approved for award to fill
the awarded SAFER positions.This is known as the"recruitment period."Your grant period of
performance(POP)starts after the recruitment period ends and lasts a total of three years.You can find
your grant POP in a number of places in the eGrant system, including in the Award Package and on the
SAFER Payment Request(s)screen.
If your department hired the SAFER positions before the end of the 180 day recruitment period,you can
start the POP early.Contact your SAFER Program Office POC to discuss this option.Your contact will
direct you to submit an amendment request in eGrants to change the start date(refer to the
amendment section of this document).Amendments to start the POP early must be submitted via
eGrants at least two weeks prior to the start date of the original POP.Amendments submitted once
the POP starts will not be approved.Starting the performance period early will allow you to submit a
payment request in the eGrants system before the 180-day recruitment period ends.Salary and benefit
costs incurred during the 180-day recruitment period are eligible for reimbursement only if you submit
an amendment to start your POP early.
If your department did not hire the firefighters within the 180-day recruitment period,there will be no
change to the POP start date.You cannot submit a request to delay the start of the period of
performance,regardless of when the SAFER positions are hired.
Extensions to the period of performance are not permitted under the FY 2016 SAFER hiring grants.
SAFER Personnel Roster
The SAFER Personnel Roster is a list of the individuals hired to fill the awarded SAFER positions.The list is
stored in eGrants and can be completed after the period of performance starts.Only the personnel
hired under the SAFER grant should be listed. Do not enter employees hired prior to award or were on
the department's payroll at time of award, hired under another SAFER grant, hired using department
funding,or hired using local grants.
Follow these steps to complete the SAFER Personnel Roster:
• Log into the eGrant application portal.
• On the"Status"screen,find your SAFER grant.
• Select"Manage Grant"from the drop-down menu in the"Action"column,and click"Go."
• You will arrive at the SAFER Payment Request(s)screen.
• Scroll to the bottom of the page and select the"SAFER Personnel Roster"button.
• You will arrive at the"SAFER Personnel Roster"screen.Select the"Add New Employee"to begin
the process of completing the Roster.Complete the information requested.Fields marked with
an asterisk(*)are required.
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o The"Employee ID"field may be the badge number or some other unique identifier used
by your department.Do not provide the Social Security Number.
o In the"Annual Salary"and"Annual Benefits"fields,please enter the actual amounts
currently being received by each SAFER-funded position,regardless of the amounts used
in the application or award.Anytime there is a change to the annual salary or benefits
you will need to update the roster accordingly throughout the POP.If the annual salary
or benefit amounts differ from the awarded amount,please use the comments section
of the first payment request to explain why. Include certification pay or incentive pay in
the annual salary amount.The annual salary number is the amount paid directly to the
firefighter.The annual benefit number is the amount paid by the department on the
firefighter's behalf(such as workers compensation,retirement,and insurance).
• After you complete the required fields for the first position,select the"Save and Continue"
button at the bottom of the screen.
• You will arrive back at the"SAFER Personnel Roster"screen.
• If you need to edit the information you just entered,select"Update" in the Action column.Or,
you can select the"Add New Employee" button.
• Once you are finished,select the"Return to Payment Request(s)"button.
Removing or Replacing SAFER Positions
If a SAFER-funded position leaves the department or is moved to the department's local payroll,you
must first"remove"the employee from the SAFER Personnel Roster before adding their replacement to
the roster.
Please do not remove a firefighter from the SAFER Personnel Roster until you are ready to immediately
replace them with another firefighter(one that is hired after the date of grant award).You will not be
able to request reimbursement for any time that a SAFER position is vacant.Vacancies generate unused
grant funds which will be de-obligated by FEMA at the end of the POP
To remove an employee from the SAFER Personnel Roster,follow the steps below:
• From the main SAFER Personnel Roster screen,note the system-generated SAFER position
number(far left column of the main SAFER roster screen)for the employee you wish to remove;
you will need it in when entering the replacement firefighter.Click on"Update"in the Action
column on the far right of the screen.
• On the update screen, indicate"Yes"to the question"Has the employee left the department(or
been moved to the department's budget)?"Enter the date the employee either left the
department,or was transferred to the department's budget and provide an explanatory
comment in the box provided.
• Complete the remaining information requested.
• Click on"Save and Continue"at the bottom of the screen.This employee will now appear in red
on the screen.
• Then add the replacement firefighter. From the main SAFER roster screen,click the"Add New
Employee" button.
• The first question will ask if this is a replacement employee-indicate"Yes."
• The next question will ask what position number this new firefighter is replacing. From the drop-
down menu,select the position number noted in step 1 above.
• Complete the remaining information requested.
• Click on "Save and Continue"at the bottom of the screen.
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• This procedure will allow you to request reimbursement for both the vacating firefighter and the
replacement firefighter provided they were both employed during the applicable time period
and their employment periods do not overlap.
• When you are finished,click"Return to Payment Request(s)."
The SAFER Personnel Roster should be updated any time there are changes to annual salary and benefit
amounts,or when a firefighter is removed or replaced from the SAFER grant.
Job-shared Positions
If your SAFER grant includes job-shared positions,you should enter the"position number" in the"Full
Name"field in the SAFER Personnel Roster and complete the remaining information requested.
Details on how to submit payments for the job-shared positions are provided in the Payment Request
section below.
Payment Requests
You will need to submit a payment request through the eGrants system in order to receive SAFER grant
funds.
When can you submit a payment request?
You may submit a payment request after the POP has started(refer to the Period of Performance
section above).
You will not be able to submit a payment request if:
• You have a pending amendment,payment request,or revision request in the eGrants system;
• You have SF-425 Federal Financial Report(s)that have not been submitted;
• You have Quarterly Performance Report(s)that have not been submitted;
• You do not have an approved 1199A Direct Deposit Form(see 1199A-Direct Deposit Form
section);or
• Your banking information has changed(see 1199A Direct Deposit Form section).
If you have any outstanding issues discussed above you will see red text on the"SAFER Payment
Request(s)"screen directing you to the issue.The payment request module will be available
immediately after the issues are resolved.
How frequently should you submit a payment request?
You may submit for reimbursement of eligible expenses as often as needed but at least quarterly.
Failure to request funds in a timely manner creates the appearance that there is no immediate need for
funds.
You should request funds for immediate needs,or for salary and benefit costs that have already been
paid or incurred.You may also submit a payment request for funds up to 30 days in advance(but not for
costs incurred after the end of the POP). If you request advanced funds you will need to use the
comments section of the request to explain how the amounts were determined.If you receive payment
in advance,you may not keep it in your bank more than 30 days.
As noted above,you can only submit one payment request at a time.You will need to wait for one
payment to be approved before you can submit the next request.
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What period of time should be covered by the payment request?
You must submit reimbursement for full payroll periods. This will reduce the number of calculations and
the possibility of error.The amount of grant funds requested should be consistent with your
department's payroll records during the dates covered by the payment request.
If for some reason your department elects to draw less than the actual pay for the firefighters over the
timeframe of the request,you will need to notify your SAFER Program Office POC.You should use the
comments section of the payment request to explain why you are not requesting actual amounts.You
should also note the actual pay and benefit amounts in the comment section for each firefighter.
What expenses are eligible for reimbursement?
You can request payment for actual payroll expenses,including salary and benefits. Please reference
2 C.F.R. §200.430 Compensation—personal services and 2 C.F.R.§200.431 Compensation—fringe
benefits.
Salary and benefit costs must be incurred during your period of performance(between the period of
performance start date and the period of performance end date).Costs incurred during the 180-day
recruitment period can only be reimbursed if you submit an amendment to start your period of
performance early(refer to the Amendments section below).
Only full-time firefighter positions will be funded.Full-time positions are those funded for at least 2,080
hours per year(e.g.,40 hours per week,52 weeks per year).FEMA also will consider funding the job-
sharing of a full-time position if there is sufficient justification.A job-share position is a full-time position
occupied by more than one person.Example:A department may hire two part-time staff persons at 28
hours each to fulfill the scheduled work hours of one 56-hour shift position.
All SAFER-funded positions must be assigned to an operational fire suppression vehicle more than 50
percent of the time,regardless of collateral duties.
Only firefighters hired after the grant was awarded are eligible for SAFER reimbursement.Your
department may also seek reimbursement for salary and benefits while new SAFER firefighters are in
training, if they are employed full-time.
Compensation for a firefighter's normal work schedule is reimbursable but overtime costs are not
eligible under this grant(including overtime for holdovers,extra shifts,to attend training,etc.).Only
costs for overtime that the fire department routinely pays as a part of the base salary or a firefighter's
regularly scheduled and contracted shift hours, in order to comply with the Fair Labor Standards Act
(FLSA),are eligible. If a SAFER firefighter is out on leave for any reason and you use another SAFER
firefighter to fill their position,you will not be able to request reimbursement for that overtime cost.
If your department pays all firefighters extra for working on holidays or for achieving certain
certifications or education levels,that pay is reimbursable.
If firefighters are paid a higher rate of pay from time to time by working at a higher rank(i.e.a firefighter
works as a driver for several shifts),that cost is reimbursable.
Costs for uniform allowances are also reimbursable if your department has contractually obligated to
provide them or if they are included as part of the standard benefits package for all employees.If the
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firefighters are required to produce receipts for purchasing the uniforms to receive the allowance,the
cost is not reimbursable but if the firefighters receive the funds regardless of whether they purchase
uniforms,it is reimbursable.
If one of your SAFER employees is injured and your department's policy for all firefighters is to pay the
difference between the disability pay and the firefighter's normal salary,that amount is reimbursable.
The same principle applies to firefighters who may be deployed on military assignment. If your
department pays a part of the deployed firefighter's salary while he or she is deployed,and it is your
department's policy to do this for all firefighters,that pay is reimbursable.If either one of these
situations occur,please provide an explanation in the comment section of the payment request.You
may be asked to submit a copy of your department's policy or Standard Operating Procedure(SOP)as
documentation.
Anytime firefighters receive additional pay not included in their annual salary or benefits,an explanation
must be provided in the comment section of the payment request.
How does SAFER define salary and benefits?
In general,amounts paid directly to firefighters should be classified as salary and benefits are costs
incurred on behalf of the firefighters.See 2 C.F.R.§200.430 Compensation—personal services and 2
C.F.R. §200.431 Compensation fringe benefits.
Benefits are also defined as follows in the NOFO:
• Regular compensation paid to employees during periods of authorized absences from the job,
such as vacation leave,sick leave,military leave, etc. These costs are absorbed by all
organization activities in proportion to the relative amount of time or effort actually devoted to
each.Employer contributions or expenses for social security, employee insurance, workmen's
compensation,pension plan costs,and the like, whether treated as indirect costs or as direct
costs are also eligible and shall be distributed to particular awards and other activities in a
manner consistent with the pattern of benefits accruing to the individuals or group of employees
whose salaries and wages are chargeable. Overtime expenses,other than those meeting FLSA
requirements,are not eligible as benefits costs.
If your department does not use actual costs to report benefits,you should provide your SAFER Program
Office POC with the method of calculation to be included in the permanent grant file.
Follow these steps to submit a payment request:
• Log into the eGrant application portal.
• On the"Status"screen,find your SAFER grant.
• Select"Manage Grant"from the drop-down menu in the"Action"column,and click"Go."
• You will arrive at the SAFER Payment Request(s)screen.You can also arrive at this page by
selecting the"Payment Request(s)" link on the left side of the screen.
• Complete the SAFER Personnel Roster,if not already completed(refer to that section above).
• Select the"Create New Payment Request"at the bottom of the page.
• You will arrive at the"SAFER Request for Funds"screen.
• Note that you cannot change the beginning date of the request. If this is your first request,the
date will be auto-populated with the first day of the POP. In all future requests,it will be auto-
populated with the day that follows the previous payment request.
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• Enter the end date of the request.This must be the last day of the last payroll period (not the
actual pay date)for which you are seeking reimbursement.This field must be completed with a
date after the beginning date and no later than the end of each budget year.
• Scroll down until you see the"Create/Modify"button next to the Point of Contact(POC)section.
Select the link,complete the fields marked with an asterisk(*),and click"Save and Continue."
o Enter information for the individual responsible for submitting payment requests at
your department or entity. FEMA will contact this individual if there are questions
regarding the payment request. No system generated email is sent to this address.This
section of the Payment Request must be saved each time before the payment request
can be submitted.
• You will be redirected to the"SAFER Request for Funds"page. Notice that the status column
next to the Point of Contact field now reads"Complete."
• Next,select"Create/Modify"next to the"SAFER Personnel Roster"section.You will land on the
"SAFER Personnel Roster"page. Review the information on the roster. If you need to make a
change,select the"Update"link in the"Action"column.You can also select the"Add a New
Employee"button.When you are done,select"Save and Continue."
• You will be redirected to the"SAFER Request for Funds"page. Notice that the status column
next to both the"Point of Contact"field and the"SAFER Personnel Roster"field now reads
"Complete."
• Next,select"Create/Modify"next to the"Hiring"section.You will land on the"Request for
Funds—Hiring"page.To request funds for an employee click on the"Update"link for that
employee.You will land on the"Funds Request for Employee"page.Complete the fields marked
with an asterisk(*)and select"Save and Continue."
o Notice that the first seven boxes are auto-populated with the information you provided
in the SAFER Personnel Roster.
o Enter the actual salary and benefit amounts requested.
o If you indicated that the amounts being requested include special pay such as FLSA
allowed overtime,certification pay, holiday pay,etc.,that is not already included in the
annual salary and/or annual benefits shown in the SAFER Personnel Roster,you must
provide details such as number of hours,the additional amounts requested,etc.
o If you have positions that are job-shared,please list all individuals that filled that
position,the number of hours they each worked,and their individual payroll amounts
during the timeframe of the payment request in the"additional comments"section.
Provide any other additional comments if needed.
o In general,the actual salary and benefits listed should be proportionate to the time
period of the request(the time worked)and the annual salary and benefit amounts.
o The system will calculate the payment request amount(Federal share amount)based on
the actual costs provided in the payment.
o As a reminder,unless you were afforded an Economic Hardship Waiver,all SAFER Hiring
grants have a cost share requirement.
• You will land on the"Request for Funds—Hiring"screen.Select the"Update"link for another
employee,or select"Save and Continue."
• You will be redirected to the"SAFER Request for Funds" page.The status column next to the
"Point of Contact"field,the"SAFER Personnel Roster"field,and the"Hiring"field should now
show"Complete."The federal share amount should be auto-populated.
• Scroll up to make sure that the end date is still entered.If not,enter the end date of the
request.
• Scroll back down the page and select the"Reimbursement"or the"Advance Drawdown"radio-
button. Please remember that any advanced funds must be expended within 30 days.
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• Use the comments section of the request to state the number of pay periods being submitted
for,explain any issues or concerns with the request,or to provide any additional details
necessary to help with the approval. .
• Enter your password,check the box,and select"Save and Continue."
• Verify that the information you entered is correct. If you need to make changes,select the"Go
Back"button.Otherwise,select the"Submit Payment Request"button at the bottom of the
page.Once you do so,you will see:"Congratulations,you have successfully submitted your
funds request to FEMA."If you like,you can select the"Print Request for Funds" button.Then,
select the"Return to Payments"button at the bottom of the page.
• You will land on the"SAFER Payment Request(s)"page.The status of the payment should now
read"pending."
• You will receive notifications in the Mail Center if your payment has been approved,denied,or
released for correction.
o If the payment is"released,"the request has been reviewed and returned to you for
correction. Please review the notification within the online mail center for details on the
reason the payment has been released.
Payments will not be approved if:
• You do not have an established staffing maintenance number;
• You have one or more overdue AFGP closeout reports(see Closeout section);or
• There are issues with the information submitted in the payment.
In all instances you will be contacted by your SAFER POC to discuss.
}
Quarterly Performance Reports
Quarterly Performance Reports are a monitoring tool used by the SAFER Program Office to ensure you
are meeting the staffing maintenance level requirement.The report provides the SAFER Program Office
with a snap shot of how the SAFER-funded positions are helping your department meet the applicable
NFPA standards.
Since the period of performance is 3 years,you will need to submit 12 performance reports.The quarter
begins on the first day of the period of performance(or 180 days after the date of award). Each quarter
lasts 90 days and per 2 C.F.R. §200.328 Monitoring and reporting program performance,the report is
due no later than 30 days after the end of the quarter. Please note that the eGrant system will not allow
you to request payment until you have submitted overdue performance reports.
Follow these steps to submit a performance reports:
• Log into the eGrant application portal.
• On the"Status"screen,find your SAFER grant.
• Select"Manage Grant"from the drop-down menu in the"Action"column,and click"Go."
• You will arrive at the SAFER Payment Request(s)screen.
• Click on the"Report(s)" link on the left side of the screen.
• You will arrive at the"SAFER SF-425 Semi-Annual Reports&Quarterly Performance Reports"
screen.
• Click on the"Quarterly Performance Report(s)"link.
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• You will arrive at the"Quarterly Performance Report(s)"screen. If you have a report that is due,
you will see it listed on the page,along with a record of the reports you have previously
submitted.
• To complete a report,click on the"Update" link in the"Action"column.
• You will arrive at the"Point of Contact"screen.Complete the required fields(those marked with
an asterisk).Click"Save and Continue." If you have previously provided this information,you can
simply check it for accuracy and select"Save and Continue."This section must be reviewed for
accuracy and saved each time you submit a quarterly performance report.
• You will arrive at the"Hiring Performance Report"screen.Complete the required fields(those
marked with an asterisk).Your answers to the questions should be accurate as of the end date
of the quarter. Please refer to the table below for help with specific report questions.Check the
"Completed" box and click"Save and Continue."Do not mark the completed box until you are
ready to submit the report.
• You will arrive back at the""Quarterly Performance Report(s)" landing page. Notice that the
"Status"column of the report is now"SUBMITTED."The"Action"column now allows you to
"View"the report you submitted, but you will not be able to edit the information. If you made a
mistake and would like to edit the report,you can contact your SAFER Program Office POC and
request that the report be released back to you for correction.
Performance Report Question Helpful Tips
Number of SAFER-funded positions from grant This field is pre-completed with the number of
positions you were awarded.You do not have to
answer this question.
*1. How many of the SAFER-funded positions Your answer to this question should not exceed
awarded under this grant are being filled with the number of positions awarded under this
career(full-time or job-share)firefighters at the SAFER grant.If your positions are job-shared,
end of the quarter being covered in this report? answer this question in terms of full-time
positions,not people.If a SAFER position is
Note:Your answer to this question should not vacant as of the end of the quarter,decrease
exceed the number of positions awarded under your answer accordingly.This number should not
this SAFER grant. If your positions are job-shared, include firefighters hired with other SAFER
answer this question in terms of full-time grants.
positions, not people. If a SAFER position is
vacant as of the end of the quarter,decrease
your answer accordingly.This number should not
include firefighters hired with other SAFER
grants.
*2.Are any of the SAFER-funded positions Answer"Yes"or"No"and indicate the number of
reported above veterans? veterans hired to date under this grant.
If yes, please indicate the number of SAFER-
funded veterans hired to date under this grant.
*3.What was the TOTAL operational staffing Your answer should include all operational
level at the end of the quarter being covered in personnel,including the SAFER positions. When
this report? answering this question,you may want to refer
back to the pre-SAFER roster you submitted at
Note:Your answer should include all operational the start of the grant.Add any additional
personnel,including the SAFER-funded positions. operational personnel that were added since the
When answering this question you may want to start of the grant.Job-shared positions count only
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refer back to the pre-SAFER roster you submitted as one regardless the number of personnel filling
at the start of the grant.Add any additional the position.
operational personnel that were hired since the
start of the grant.Job-shared positions count
only as one regardless of the number of
personnel filling the position.
*4.Of the total operational staffing level Your answer to this question will be compared to
indicated in the question above,how many paid, your established Staffing Maintenance Number.
full-time or job-share operational personnel are
assigned to field or response apparatus that
directly support the department's NFPA 1710 or
1720 compliance as indicated in the grant
application?
Note:Your answer to this question will be
compared to your established Staffing
Maintenance Number.Your answer should
include the SAFER personnel hired to date even if
they are still in a training academy.
*5.Please describe any changes such as If all the SAFER firefighters have not been hired,
vacancies,military deployments, reductions in explain when that will occur. If operational
staffing levels,etc.,in the SAFER-funded or non- personnel left the department during the
SAFER(pre-SAFER)staffing levels during this quarter, provide the vacancy dates,the reason
reporting period. they left,and a timeline for filling the vacancies.
If the department has not filled all the SAFER- Please also provide a brief explanation if your
funded positions awarded under this grant, department has hired additional,non-SAFER
please provide details on the steps being taken operational personnel.
and a timeline to fill the position(s).
If the department is experiencing vacancies(both
SAFER and non-SAFER)please provide details on
the progress in filling any vacancies previously
reported and the additional vacancies currently
being reported.
*I certify that no lay-offs have occurred during Answer either"No lay-offs have occurred"or
the period covered by this request "Lay-offs have occurred"
*How many actual structure fires,as reported to Answer the number you reported to the National
NFIRS,did the department respond to during the Fire Incident Reporting System(NFIRS)
quarter being covered in this report?
*Of the structure fires indicated above,how Your answer should correspond to the response
many did the department respond to in time and assembly standards outlined in NFPA
compliance with NFPA 1710 or 17.20 standards? 1710 Section 5.2.4.2 and NFPA 1720 Section 4.3
*Has the SAFER program improved the Answer"Yes"or"No".
department's compliance with the assembly and
deployment standards in NFPA 1710,Section
5.2.4.1 or 1720,Section 4.3?
*Please explain _ In answer to this question,you should discuss:
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• How the SAFER firefighters are being utilized by
your department to improve NFPA standard
compliance(this should be discussed in the first
quarter in which the SAFER firefighters were
hired,and in any subsequent quarters during
which their responsibilities or assignment was
changed);
• What improvements you have seen in your
department's operational capabilities,e.g.,what
is your average response time now as compared
to before SAFER;how many firefighters are you
able to assemble on a structure fire now as
compared to before SAFER?How does this
compare to your goals for the SAFER grant?
• Obstacles you are facing in your attempts to
improve NFPA compliance,including the steps
you are taking to overcome them.
• Also,if you have experienced any success
stories that you feel can be attributed to the
increased staffing provided by SAFER,please feel
free to include those,too.
*Does the department foresee any obstacles in Answer"Yes"or"No".
executing the grant within the period of Examples of obstacles include,but are not limited
performance?*If yes, please explain: to:
• Inability to fill some or all SAFER-funded
positions within the first two quarters of the
period of performance;
• Inability to retain SAFER-funded positions
and/or minimum pre-SAFER staffing levels due to
attrition;
•The local governing body's decision that they
will not help retain the SAFER funded position(s).
You can use this text box to communicate any
issue that you are experiencing with this grant.
NFPA 1710 and 1720
SAFER addresses the staffing and deployment sections of:
• NFPA 1710,Section 5.2.4.1—Single-Family Dwelling Initial Full Alarm Assignment Capability,
which primarily applies to all-career fire departments and at the combination department's
election;and
• NFPA 1720 Section 4,3(Staffing and Deployment),which primarily applies to all volunteer fire
departments and combination departments that do not elect to comply with NFPA 1710.
You may reference these NFPA standards at http://www.nfpa.org/freeaccess
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SF-425 Federal Financial Report
The SF-425 Federal Financial Report is required of all recipients of federal funding.The report covers a
semi-annual period based on the calendar year beginning with the period after the award is made.
Grant recipients are required to submit an SF-425 throughout the entire period of performance of
the grant.You must complete all due SF-425 reports before you can submit a request for funds(a
payment request).
The reporting period and due dates are:
• January 1—June30;due byJuly31
• July 1—December 31;due by January 31
Follow these steps to submit the SF-425:
• Log into the eGrant application portal.
• On the"Status"screen,find your SAFER grant.
• Select"Manage Grant"from the drop-down menu in the"Action"column,and click"Go."
• You will arrive at the SAFER Payment Request(s)screen.
• Click on the"Report(s)"link on the left side of the screen.
• You will arrive at the"SAFER SF-425 Semi-Annual Reports&Quarterly Performance Reports"
screen.
• Click on the link to"SF-425 Semi-annual Report(s)."
• You will arrive at a page with a link to the SF-425 reports that are due.Click on the date of the
report to begin working on the form.Start with the report that is due first.
• Complete the required fields(those marked with an asterisk).Click"Save and Continue."
• You will arrive at a page showing your completed SF-425 in"read-only"view. Review the
answers you just entered.
o If you need to make a correction,you can click the browser return button,or click the
"Report(s)"link on the left side of the screen.
o If you inadvertently submitted an incorrect report,please contact the Grant
Management Specialist assigned to your state.A list of Grant Management Specialists
can be found at https://www.fema.gov/assistance-firefighters-grants-grants-
management-specialists.Select"Award Administration AFG Branch."
• Enter your password,check the box,and select"Save and Continue."
• You will be re-directed to the"SAFER SF-425 Semi-Annual Reports&Quarterly Performance
Reports"landing page. If you would like to print the report you just submitted or submit
additional federal financial reports,click the"SF-425 Semi-annual Report(s)" link.Then,click on
the report you are interested in printing or submitting.
For instructions on how to complete the SF-425,please visit:http://www.fema.gov/media-
library/assets/documents/28389?id=6314 or contact your Grant Management Specialist.
Below are some additional tips that may help you complete the SF-425 which must be submitted twice a
year regardless of whether any grant funds have been drawn:
• The report is cumulative and based on the total Federal grant funds received since the start of
the award's period of performance through the end of the applicable reporting period,which
will be as of June 30 or December 31.
• Question 7 Basis of Accounting:Select the department's basis of accounting(cash or accrual).
You may need to consult with your jurisdiction's finance department,treasurer,bookkeeper or
accountant to answer this question.
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• Question 10(a)Cash Receipts:The total amount of funds drawn since the start of the award's
period of performance through the end of the current reporting period(June 30 or December
31)will be prepopulated here.
• Question 10(b)Cash Disbursements:Enter the amount of SAFER grant funds that you spent from
the amount that you drew down which is reported in 10(a)above.This should cover all grant
expenses since the start of the period of performance through the end of the current reporting
period.You may have withdrawn funds from your SAFER grant,but you did not spend the entire
amount by the end of the current reporting period. If you have drawn funds as they were
expended,the answer to this question will be the amount of grant funds drawn down. If you
submitted a payment request before June 30 or December 31 but did not receive the funds in
your bank until after one of those cutoff dates,do not include those funds in the total.
• Question 10(c)Cash on Hand:After you enter the amount for 10(b),the difference between
what you drew down and what you spent will appear here as your Cash on Hand.
• Question 10(d)Total Federal Funds Authorized:This amount will be prepopulated.
• Question 10(e) Federal Share of Expenditures: Enter the amount of Federal fund expenditures.
The answer to this question is often the same as the amount you entered in 10(b). However,if
you spent your own funds on expenses for which you expect to be reimbursed through the
grant,that amount should be added to the amount reported on 10b and entered here.
• Question 10(f)Federal Share of Unliquidated Obligations:Subtract the number in 10(e)from the
number in 10(d)and put the result in 10(f).
• Question 10(i)Total Recipient Share Required:The amount of the cost share required by the
grant will be pre-populated.You do not need to enter an amount for this question.
• Question 10(j)Recipient Share of Expenditures:Enter the total amount of actual cash
disbursements or outlays paid toward meeting the recipient share since the start of the award's
period of performance through the end of the current reporting period.
• Questions 10(I),(m),and(n) Program Income:Since there is no program income under this
grant,you can leave these fields completed with$0.
• Question 12 Remarks:If you have any additional information,enter it here.
• Note: If this is your first federal financial report due for this grant and you have not drawn down
any grant funds,enter 0 in response to questions 10(b),10(e), 10(i)and 10(j). In Box 10(f)enter
the same number as is displayed in 10(d)(total amount awarded).
Amendments
You will need to submit an amendment in eGrants in order to:
• Request to start the period of performance early;or
• Request a waiver of the staffing maintenance number.
If you are interested in any of the above amendments,contact your SAFER Program Office POC by e-mail
to receive instructions. Remember that you can contact your SAFER Program Office POC through the
eGrants Mail Center.Your SAFER Program Office POC will respond with the criteria that you need to
include in your amendment request and may ask that you send a draft of the request to them by e-mail
for review.After your draft request is reviewed by the SAFER Program Office POC,you can submit the
amendment request formally through eGrants.
Follow these steps to submit an amendment in eGrants:
• Log into the eGrant application portal.
• On the"Status"screen,find your SAFER grant.
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• Select"Manage Grant"from the drop-down menu in the"Action"column,and click"Go."
• Click the"Grant Amendment(s)"link on the left side of the screen.
• Click"Create New Request."
• When the text box opens,type in your request,following the instructions you received from
your SAFER Program Office POC.
o Remember to provide an exact new start date if you are requesting to change the
period of performance(POP).
• At the bottom of the page,enter your password,check the box,and select"Save and Continue."
• Review your amendment request and select"Submit Amendment Request."
• You can monitor the status of your amendment request on the"Grant Amendment(s)"page.
Closeout
You have 90 days after the POP ends to closeout your grant.You cannot incur additional expenses
during this period of time,but you can submit outstanding reports and request final payment.
You are also required to submit a closeout report.The SAFER closeout report is submitted and
processed through eGrants.When the closeout module becomes available,the Profile POC will receive
an e-mail notification through eGrants,so please make sure to keep the contact information for that
person up to date.You can also sign up to receive e-mail alerts from AFGP at http://www.fema.gov/e-
mail-alert-archive.
Follow these steps to access the closeout module in eGrants:
• Log into the eGrant application portal.
• On the"Status"screen,find your SAFER grant.
• Select"Grant Closeout"from the drop-down menu in the"Action"column,and click"Go."
• If the"Grant Closeout"option is not available,the closeout report for that grant is not available.
After you close your grant,you will receive a formal closeout letter.Since FEMA processes thousands of
closeout reports,it may take some time for you to receive the letter.
If you drew down FEMA funds and you need to return them at the end of the grant,you will need to
complete the"FEMA Return of Funds Form."The form and instructions are available at:
http://www.fema.gov/media-Iibrary/assets/documents/31261?id=7080
As mentioned above,your SAFER payment request will not be processed until you submit all available
AFGP closeout reports.
If you have questions about the closeout report,please visit the AFGP Closeout Report Tutorial at:
http://www.fema.gov/rules-tools/closeout-report-tutorial-closeout-report-sections.You can also
contact the Help Desk at 866-274-0960 or send an email to FireGrants@fema.dhs.eov.
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Application Number: EMW-2016-FH-00267 Page 15 of 25
copy of the letter as soon as you are able via fax to 1-866-274-
0942 or via e-mail to firegrants@fema.dhs.gov.
* How many full-time firefighter positions, including job-shares, are
you requesting?
"Full-time" is considered 2,080 hours or more worked per year
and entitles the employee to receive benefits earned by the other
full-time employees in the organization. "Job-share" is the term 12
used to describe the hiring of more than one person to fill one full-
time position. Part-time positions are less than 2,080 hours per
year. Often part-time employees do not earn benefits or do not
earn them at the same rate or level as full-time employees
If you are requesting to fund a full-time position(s)that will be
"shared"by more than one individual(i.e.,job-shared), please
indicate how many individuals will fill that position, how they will
be used and scheduled to fill the position(s), and provide an
explanation as to why the position will be shared. (800 characters)
*Currently,what are the usual annual costs of a first-year Annual $ 38925
firefighter in your department? Salary:
Annual $26968
"Usual annual costs" include base salary and the typical benefits Benefits.
package offered to a first-year firefighter.
Health, Life, Disability Workers
Compensation, Dental,Vision, and Health
*What costs are included in the typical benefits package your Reimbursement Account Insurances.
department provides to first-year firefighters(2000 characters)? Tuition Reimbursement. Health Clinic, and
Employee Assistance Program(EAP)
services.
(Budget
Hiring of Firefighters:
There is a three-year period of performance for grants awarded under the Hiring of Firefighters Activity.
The amount of Federal funding provided to a recipient for hiring a firefighter in any fiscal year may not
exceed-
• Year One:75 percent of the usual annual costs of a first-year firefighter as provided in the Request
Details section;
• Year Two: 75 percent of the usual annual cost of a first-year firefighter as provided in the Request
Details section;
• Year Three: 35 percent of the usual annual cost of a first-year firefighter as provided in the Request
Details section.
Review and confirm the budget information below. If you need to change any of the budget amounts on
the matrix, you will need to update the salary and benefit information on the previous Request Details
screen.
When you are finished, press the Save and Continue button below.
Budget Matrix
First Second Third Total
12-Month Period I 12-Month Period ( 12-Month Period I
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Personnel 467,100 467,100 467,100 1,401,300
Benefits 323,616 323,616 323,616 970,848
Total: 790,716 790,716 790,716 2,372,148
Total Applicant Share 197,679 197,679 513,966 $09,324
Total Federal Share 593,037 593,037 276,750 1,462,824
Narrative Statement for Hiring of FireFighters
*Element#1 -Project Description (30%):
*1a.Why does the department need the positions requested in this application? If your request is
based on a needs assessment or Insurance Services Office rating, please provide details of those
outcomes.(3000 characters)
The City of Ocoee Fire Department is requesting Staffing for Adequate Fire and Emergency Response
(SAFER)grant funds to support the hiring of 12 new firefighters,which represent nearly 25%of our effective
firefighting force. These firefighters were projected to be hired in 2013 but due economic strains, the City of
Ocoee had to utilize an untraditional"rescue only"station for the last 3 years. The additional firefighters will be
strategically placed in the northwest response district to create a new engine company which will provide fire
suppression coverage to approximately 25%of the City of Ocoee. The 12 firefighters will have a tremendous
positive impact on the Ocoee FD's ability to protect the properties and lives of 40,000 local residents and
visitor to the Central Florida region which is known as one of the world's top tourist destinations. The additional
personnel will also relieve some of the strain that the City of Ocoee has placed on mutual and automatic aid
agreement which have to assist with initial fire suppression coverage for the area of the Ocoee FD's response
district. The new personnel will not only increase the Ocoee FD's ability to save lives and property, but will help
ensure full compliance with NFPA 1710 staffing level requirements,which will significantly enhance Ocoee
FD's ability to protect the health and safety of our firefighters.
By State law, the City of Ocoee must adopt a balanced budget. For the last three years the Ocoee FD has
submitted a budget proposal to include the twelve new positions but due to budgetary restraints the City of
Ocoee has been unable to fund the salaries and benefits of the needed additional personnel. Salaries and
benefits needed to hire 12 firefighters for fiscal year 2016/2017 would total $2,372,148 which is a 28%
increase to the current personnel budget.
With no budget solutions available, the Ocoee FD went outside the box of a traditional Fire Station and in a
very cost saving move and in 2013, opened a Fire Station located in a leased storefront of a grocery strip mall.
The Fire Station currently operates with 2 firefighters and the Ocoee FD only transport capable rescue which is
housed in a temporary metal building. While it is not the ideal set up, it was critical that the Ocoee FD make
certain concessions to ensure that some medical and fire protection was provided to citizens and visitor to this
region of the City. The 2 firefighters assigned to this Fire Station are being asked to complete the
responsibilities of an engine company with half of the staffing and no fire suppression apparatus.
* lb. How will the positions requested in this application be used within the department(i.e.,4th on
engine, open a new station, eliminate browned out stations, reduce overtime)?What are the specific
benefits the positions will provide to the department and community?(2000 characters)
The 12 positions requested in this application will be used to put a new fire suppression engine in a fire station
which currently operates with only a non-suppression transport rescue.Approximately 25% of the City of
Ocoee currently relies on the availability of fire suppression units from other district or mutual/automatic aid
agencies.The SAFER grant funds will be used to hire the 12 firefighters, each of whom is a vital part of the
Ocoee FD team. They are positions that have been waiting to be filled for over 3 years. The addition of the 12
firefighters will include the addition of a new engine company which will positively impact the Ocoee FD's
response time for achieving an adequate effective firefighting force, as well as, reduce the probability of
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injuries to the first arriving firefighters. The 12 new firefighters and fire suppression engine will ensure that the
Ocoee FD are in full compliance with NFPA 1710. Currently the two firefighters assigned to the rescue are put
in a position of increased risk since they arrive on fire scene well ahead of incoming fire suppression units and
are faced with the dilemma of waiting for the"two our or beginning the search for viable victims while fire
conditions rapidly diminish.
* 1c. Please describe how the awarding of this grant would enhance the department's ability to protect
the critical infrastructure discussed in the Applicant Characteristics section of the application.(1000
characters)
The response district that the 12 firefighters would cover is primarily a residential area with a few businesses
along with the High School for the City of Ocoee. Residents vary from 1000 sq./ft. homes to new developments
with homes of greater than 4,500 sq./ft. There is also a newly built apartment complex and charter school
which reside in this district. The district has experienced an increased interest from developers who have built
1090 new homes in the last two year with another 4,639 expected to be built in the next two years. The
population of the district is currently around 3,000 and projected to be near 12,850 once the new
developments are complete. The district also include S.R. 429, which serves as a critical thoroughfare to key
destinations like Walt Disney World, Universal Studios, and SeaWorld,as well as, linking other major state
roads including Hwy 50, S.R. 408, S.R. 414, Florida Turnpike.
*Element#2 -Impact on Daily Operations(30%):
*2a.How are the community and the current firefighters employed by the department at risk without
the positions requested in this application? How will that risk be reduced if awarded?(2000 characters)
In 2016, the Ocoee FD responded to 5,885 emergency calls. The number of calls for service has increased
by 19% in the last three years. The lack of these firefighters and suppression unit has a measurable
negative impact on response times, unit availability; significantly reducing our ability to provide critical
lifesaving services to the communities we serve. Based on the response district designated for this station,
the 12 personnel and new engine company would respond to approximately 25%of the City's service area.
They will decrease the response time of the first arriving fire suppression unit for the response district to
meet the NFPA 1710 recommendation of 5 minutes 20 seconds. In addition to 12 personnel will contribute to
reducing the time it takes the Ocoee FD to get an effective firefighting force on scene of a structure fire(9
minutes 5 seconds). Without the 12 firefighters, the emergency calls in the response district will continue to
be covered by a transport rescue company,with the closest engine company responding from an mutual aid
partner, if available to respond.
With the assistance of SAFER grant funding, Ocoee will hire the 12 firefighters, which will result in enhanced
safety for the firefighters and more effective response for the community. By hiring all 12 firefighters, a new
engine company will be fully operational and ready to provide to both Advanced Life Support(ALS) medical
and fire suppression services within the recommendation of NFPA 1710.This is critical to the mission of the
Ocoee FD to protect lives and property. The calls for service in this district will continue to increase with the
region's growth and put unrealistic expectations on Ocoee FD units and automatic aid agencies to cover
their respected response districts as well as picking up call load for this response district. The risk will also
be reduced through fire prevention through lifesaving education for thousands of students, families, and
adults.
* 2b.What impact will the positions requested in this application have on the departments NFPA
compliance, if awarded?(2000 characters)
Ocoee FD is striving to meet NFPA 1710 staffing levels and response times. Currently we do not have the
12 personnel to maintain compliance and fall short of the response time standard in this response district.
The inability to hire the 12 firefighters will result in continued disservice to citizens in that district who receive
lower levels of fire suppression coverage. The lack of personnel also has a serious impact on our ability to
comply with both NFPA 1710 critical recommendations and OSHA guidelines. As mentioned earlier, the
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current operation of a rescue only station makes it difficult to provide lifesaving measures and comply with
two-in/two-out procedures in firefighting/IDLH environments.
*Element#3 -Financial Need (30%):
*3a. Please provide additional details on the department's current operating budget.This must
include an income verse expenses breakdown of the current annual budget indicated in Applicant
Characteristics section of the application. If you were unable to provide the department's operating
budget for the 2001,2002,and 2003 fiscal years, please provide details on why you were not able to
provide the information.(2000 characters)
The Ocoee FD's 2017 budget is$7,191,827. Personnel salaries/benefits accounted for$5,849,552 (83%).
The daily operating budget and capital outlay projects account for the remaining$1,342,275 (17%). Daily
operating budget includes fleet, facilities maintenance, insurances, protective clothing, equipment/supplies,
etc. Capital outlay projects include the replacement of emergency vehicles/equipment and facilities
improvement projects.
Although the salary and benefits costs are historically the largest expenditure at the Ocoee Fire Department,
this proposal is very economical in terms of cost/benefit to the community. For the 12 month period of
October 1, 2017-September 30, 2018, the average cost is$65,893 per firefighter. For the 12 month period
of October 1, 2018-September 30, 2019, the average cost is$65,893 per firefighter. For the third 12 month
period of October 1, 2019-September 30, 2020, the average cost is$65,893 per firefighter(including both
salaries and benefits). For the three year performance period the total cost of the 12 new firefighters is
$2,372,148.
For the last fiscal year, salaries and benefit expenditures totaled$5,849,552, or 83% of the total Ocoee FD
expenditures, including the costs of pension and medical insurance. The actuarially determined pension
contribution from the City of Ocoee was 29%of pay for FY 2015/2016, which is significant, even during
period of favorable investment performance.
* 3b.Please describe the department's budget shortfalls and the inability to address the financial
needs without federal assistance.What other actions have you taken to obtain funding elsewhere
(i.e.,state assistance programs,other grant programs, etc.)?(2000 characters)
While the costs of providing a new service continue to rise, City of Ocoee revenues have not begun to
produce since the growth&development has started to pick up. The City of Ocoee has one of the highest
tax rates of 5.8%compared to area cities such as Winter Garden (4.2%)and Apopka (3.8%), Windermere
(3.3%), and Maitland (4.5%). The fire department has submitted a budget including the 12 new firefighters
for the last four years but has been unsuccessful in getting it approved. Because of the increased tax rate
and increasing expenditures, the City of Ocoee has tasked the fire department with finding alternative
methods for supporting the 12 firefighter's salaries and benefits.The City already has a fire suppression unit
ready to be deployed and the 2017-2018 fiscal year budget reflects a capital outlay project for a permanent
station to be built in the fire district that the 12 firefighters would serve.
Like most other cities, Ocoee has had to make some concessions and has been creative in how services are
provided. Up until this point the fire department has made best of the personnel shortage by utilizing the
temporary station with two firefighters and the City's sole transport capable rescue. The City of Ocoee has
plans utilized tax revenues to facilitate the one-time cost of the apparatus and station but would currently
struggle to support 12 firefighter salaries and benefits. The growth and development of this specific response
district is extremely positive but the economic and financial picture,while also positive, has yet to reflect in
revenues for the City. Without the assistance through the SAFER grant the Ocoee FD will have an
apparatus and station ready for an engine company but no firefighters to operate it.
*3c. How are the critical functions of your department affected without this funding?(2000 characters)
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Without funding assistance approximately 25% of the Ocoee FD's response area will continue to only be
covered by two firefighters in a non-suppression transport rescue. Citizens and businesses owners who are
within the district are left without equal fire suppression to surrounding districts. As a result, lives and
properties are at higher risk for loss.
The life safety of the two firefighters is also put at risk when responding to a fire in this district. Without the 12
new firefighters and fire suppression unit, the two firefighters are put in a position to make rescue decisions
which places a greater life safety risks on both citizens and the firefighters. The SAFER grant would enable
the Ocoee FD to deploy a new engine company with 12 firefighters capable of providing fire suppression and
advanced life support. The 12 new personnel and engine company will also contribute to the Ocoee FD
ability to meet the NFPA 1710 recommendations more frequently.
*Element#4 -Cost Benefit(10%):
* Please describe the benefits(i.e.,anticipated savings, efficiencies)the department and community
will realize if awarded the positions requested in this application.(3000 characters)
•
The economic outlook for the response district is positive but will take approximately 2-3 years to reflect in
the City's revenues. Currently there are 4,639 properties and are in the final developing phases over the next
two years. I addition to the residential developments there are numerous business which are being built to
support the growth to the region. The City is committed and confident that in 3 years'time that the growth
and development will reflect in the City's revenues and will support the salaries and benefits of the 12
firefighters at that time. Without the SAFER grant the response district will continue to receive lower services
than the rest of the city which ultimately continues to put the lives of citizens and firefighters at risk.
Element#5-Additional Information : If you have any additional information you would like to include
about the department and/or this application in general, please provide below. (2000 characters)
Ocoee is a diverse city, and as such, the City of Ocoee is committed to an emphasis on providing a diverse
workforce which reflects the community. To achieve this goal, the City of Ocoee has adopted a policy binding
on all officials and employees to offer equal employment opportunities to all persons, regardless of race, color,
religion, sex, national origin, age, or disability. The Ocoee FD has made an effort in the last few years to
actively recruit through job fairs and community events, in an effort to promote a diverse workforce population.
Currently, 36% Ocoee FD's workforce belongs to racial groups other than Caucasian (including African
American, Asian American, Hispanic, and other). 14%of the Ocoee FD's workforce are females.
Hiring Narrative Supplemental Information
Assurances and Certifications
FEMA Form SF 424B
You must read and sign these assurances.These documents contain the Federal requirements
attached to all Federal grants including the right of the Federal government to review the grant activity.
You should read over the documents to become aware of the requirements.The Assurances and
Certifications must be read,signed, and submitted as a part of the application.
Note: Fields marked with an asterisk(*) are required.
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O.tVI.B Control Number 4040-0007
Assurances Non-Construction Programs
Note: Certain of these assurances may not be applicable to your project or program. If you have any
questions, please contact the awarding agency. Further, certain Federal awarding agencies may require
applicants to certify to additional assurances. If such is the case, you will be notified.
As the duly authorized representative of the applicant I certify that the applicant:
1. Has the legal authority to apply for Federal assistance and the institutional, managerial and
financial capability(including funds sufficient to pay the non-Federal share of project costs)
to ensure proper planning, management and completion of the project described in this
application.
2. Will give the awarding agency, the Comptroller General of the United States, and if
appropriate,the State, through any authorized representative, access to and the right to
examine all records, books, papers, or documents related to the award; and will establish a
proper accounting system in accordance with generally accepted accounting standards or
agency directives.
3. Will establish safeguards to prohibit employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest, or
personal gain.
4. Will initiate and complete the work within the applicable time frame after receipt of approval
of the awarding agency.
5. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C. Section 4728-
4763)relating to prescribed standards for merit systems for programs funded under one of
the nineteen statutes or regulations specified in Appendix A of OPM's Standards for a Merit
System of Personnel Administration (5 C.F.R. 900, Subpart F).
6. Will comply with all Federal statutes relating to nondiscrimination. These include but are not
limited to: (a)Title VI of the Civil Rights Act of 1964 (P.L. 88.352)which prohibits
discrimination on the basis of race, color or national origin; (b)Title IX of the Education
Amendments of 1972, as amended (20 U.S.C. Sections 1681-1683, and 1685-1686),which
prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of
1973, as amended(29 U.S.C. Section 794), which prohibits discrimination on the basis of
handicaps; (d)the Age Discrimination Act of 1975, as amended (42 U.S.C. Sections 6101-
6107),which prohibits discrimination on the basis of age; (e)the Drug Abuse Office and
Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the
basis of drug abuse; (f)the Comprehensive Alcohol Abuse and Alcoholism Prevention,
Treatment and Rehabilitation Act of 1970(P.L. 91-616), as amended, relating to
nondiscrimination on the basis of alcohol abuse or alcoholism; (g) §§523 and 527 of the
Public Health Service Act of 1912 (42 U.S.C. §§290 dd-3 and 290 ee-3), as amended,
relating to confidentiality of alcohol and drug abuse patient records; (h)Title VIII of the Civil
Rights Acts of 1968 (42 U.S.C. Section 3601 et seq.), as amended, relating to
nondiscrimination in the sale, rental or financing of housing; (i)any other nondiscrimination
provisions in the specific statute(s) under which application for Federal assistance is being
made; and (j)the requirements of any other nondiscrimination statute(s)which may apply
to the application.
7. Will comply, or has already complied, with the requirements of Title II and III of the Uniform
Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646)
which provide for fair and equitable treatment of persons displaced or whose property is
acquired as a result of Federal or federally-assisted programs. These requirements apply
to all interest in real property acquired for project purposes regardless of Federal
participation in purchases.
8. Will comply, as applicable, with provisions of the Hatch Act(5 U.S.C. §§1501-1508 and
7324-7328)which limit the political activities of employees whose principal employment
activities are funded in whole or in part with Federal funds.
9.
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Will comply, as applicable,with the provisions of the Davis-Bacon Act(40 U.S.C. §§276a to
276a-7), the Copeland Act(40 U.S.C. §276c and 18 U.S.C. §874), and the Contract Work
Hours and Safety Standards Act(40 U.S.C. §§327-333), regarding labor standards for
federally-assisted construction subagreements.
10. Will comply, if applicable, with flood insurance purchase requirements of Section 102(a)of
the Flood Disaster Protection Act of 1973 (P.L. 93-234)which requires recipients in a
special flood hazard area to participate in the program and to purchase flood insurance if
the total cost of insurable construction and acquisition is$10,000 or more.
11. Will comply with environmental standards which may be prescribed pursuant to the
following: (a) institution of environmental quality control measures under the National
Environmental Policy Act of 1969 (P.L. 91-190)and Executive Order(EO) 11514; (b)
notification of violating facilities pursuant to EO 11738; (c) protection of wetlands pursuant
to EO 11990; (d)evaluation of flood hazards in floodplains in accordance with EO 11988;
(e)assurance of project consistency with the approved State management program
developed under the Coastal Zone Management Act of 1972 (16 U.S.C. §§1451 et seq.);
(f)conformity of Federal actions to State(Clean Air) Implementation Plans under Section
176(c)of the Clean Air Act of 1955, as amended (42 U.S.C. §§7401 et seq.); (g) protection
of underground sources of drinking water under the Safe Drinking Water Act of 1974, as
amended (P.L. 93-523); and, (h)protection of endangered species under the Endangered
Species Act of 1973, as amended (P.L. 93-205).
12. Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. Section 1271 et seq.)
related to protecting components or potential components of the national wild and scenic
rivers system.
13. Will assist the awarding agency in assuring compliance with Section 106 of the National
Historic Preservation Act of 1966, as amended (16 U.S.C. 470), EO 11593 (identification
and protection of historic properties), and the Archaeological and Historic Preservation Act
of 1974 (16 U.S.C.469a-1 et seq.).
14. Will comply with P.L. 93-348 regarding the protection of human subjects involved in
research, development, and related activities supported by this award of assistance.
15. Will comply with the Laboratory Animal Welfare Act of 1966(P.L. 89-544, as amended, 7
U.S.C. 2131 et seq.) pertaining to the care, handling, and treatment of warm blooded
animals held for research, teaching, or other activities supported by this award of
assistance.
16. Will comply with the Lead-Based Paint Poisoning Prevention Act(42 U.S.C. Section 4801
et seq.)which prohibits the use of lead based paint in construction or rehabilitation of
residence structures.
17. Will cause to be performed the required financial and compliance audits in accordance with
the Single Audit Act Amendments of 1996 and OMB Circular No.A-133, "Audits of States,
Local Governments, and Non-Profit Organizations."
18. Will comply with all applicable requirements of all other Federal laws, executive orders,
regulations and policies governing this program.
Signed by Corey R Bowles on 02/09/2017
Form 20-16C
You must read and sign these assurances.
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Certifications Regarding Lobbying, Debarment, Suspension and Other Responsibility Matters and
Drug-Free Workplace Requirements.
Note: Fields marked with an asterisk(*)are required.
O.M.B Control Number 1660-0025
Applicants should refer to the regulations cited below to determine the certification to which they are required
to attest.Applicants should also review the instructions for certification included in the regulations before
completing this form. Signature on this form provides for compliance with certification requirements under 44
CFR Part 18, "New Restrictions on Lobbying"and 44 CFR Part 17, "Government-wide Debarment and
Suspension (Non-procurement)and Government-wide Requirements for Drug-Free Workplace(Grants)."The
certifications shall be treated as a material representation of fact upon which reliance will be placed when the
Department of Homeland Security(DHS)determines to award the covered transaction, grant, or cooperative
agreement.
1. Lobbying
A.As required by the section 1352, Title 31 of the US Code, and implemented at 44 CFR Part 18 for persons
(entering) into a grant or cooperative agreement over$100,000, as defined at 44 CFR Part 18, the applicant
certifies that:
(a) No Federal appropriated funds have been paid or will be paid by or on behalf of the
undersigned to any person for influencing or attempting to influence an officer or employee of
any agency, a Member of Congress, an officer or employee of congress, or an employee of a
Member of Congress in connection with the making of any Federal grant,the entering into of any
cooperative agreement and extension, continuation, renewal amendment or modification of any
Federal grant or cooperative agreement.
(b) If any other funds than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a Member
of Congress, an officer or employee of congress, or an employee of a Member of Congress in
connection with this Federal grant or cooperative agreement, the undersigned shall complete and
submit Standard Form LLL,"Disclosure of Lobbying Activities", in accordance with its
instructions.
(c)The undersigned shall require that the language of this certification be included in the award
documents for all the sub awards at all tiers (including sub grants, contracts under grants and
cooperative agreements and sub contract(s))and that all sub recipients shall certify and disclose
accordingly.
2. Debarment, Suspension and Other Responsibility Matters(Direct Recipient)
A.As required by Executive Order 12549, Debarment and Suspension, and implemented at 44 CFR Part 67,
for prospective participants in primary covered transactions, as defined at 44 CFR Part 17, Section 17.510-A,
the applicant certifies that it and its principals:
(a)Are not presently debarred, suspended, proposed for debarment, declared ineligible,
sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded from
covered transactions by any Federal department or agency.
(b) Have not within a three-year period preceding this application been convicted of or had a
civilian judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain or perform a public(Federal, State, or local)
transaction or contract under a public transaction; violation of Federal or State antitrust statutes
or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records,
making false statements, or receiving stolen property.
(c)Are not presently indicted for or otherwise criminally or civilly charged by a government entity
(Federal, State, or local)with commission of any of the offenses enumerated in paragraph (1)(b)
of this certification; and
(d) Have not within a three-year period preceding this application had one or more public
transactions (Federal, State, or local)terminated for cause or default; and
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B. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach
an explanation to this application. (4000 characters)
3. Drug-Free Workplace(Grantees other than individuals)
As required by the Drug-Free Workplace Act of 1988, and implemented at 44 CFR Part 17, Subpart F, for
grantees, as defined at 44 CFR part 17, Sections 17.615 and 17.620:
(A)The applicant certifies that it will continue to provide a drug-free workplace by:
(a) Publishing a statement notifying employees that the unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance is prohibited
in the grantee's workplace and specifying the actions that will be taken against
employees for violation of such prohibition;
(b) Establishing an on-going drug free awareness program to inform employees
about:
(1)The dangers of drug abuse in the workplace;
(2)The grantee's policy of maintaining a drug-free workplace;
(3)Any available drug counseling, rehabilitation and employee
assistance programs; and
(4)The penalties that may be imposed upon employees for drug
abuse violations occurring in the workplace;
(c) Making it a requirement that each employee to be engaged in the performance
of the grant to be given a copy of the statement required by paragraph (a);
(d) Notifying the employee in the statement required by paragraph (a)that, as a
condition of employment under the grant, the employee will:
(1)Abide by the terms of the statement; and
(2) Notify the employee in writing of his or her conviction for a
violation of a criminal drug statute occurring in the workplace no later
than five calendar days after such conviction.
(e) Notifying the agency, in writing within 10 calendar days after receiving notice
under subparagraph (d)(2)from an employee or otherwise receiving actual notice
of such conviction. Employers of convicted employees must provide notice,
including position title, to the applicable awarding office.
(f)Taking one of the following actions, against such an employee, within 30
calendar days of receiving notice under subparagraph (d)(2), with respect to any
employee who is so convicted:
(1)Taking appropriate personnel action against such an employee,
up to and including termination, consistent with the requirements of
the Rehabilitation Act of 1973, as amended; or
(2) Requiring such employee to participate satisfactorily in a drug
abuse assistance or rehabilitation program approved for such
purposes by a Federal, State, or local health, law enforcement or
other appropriate agency.
(g) Making a good faith effort to continue to maintain a drug free workplace through
implementation of paragraphs(a), (b), (c), (d), (e), and (f).
(B)The grantee may insert in the space provided below the site(s)for the performance of work
done in connection with the specific grant:
Place of Performance
Street City ( State I Zip ) Action
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If your place of performance is different from the physical address provided by you in the Applicant
Information, press Add Place of Performance button above to ensure that the correct place of
performance has been specified. You can add multiple addresses by repeating this process multiple
times.
Section 17.630 of the regulations provide that a grantee that is a State may elect to make one
certification in each Federal fiscal year.A copy of which should be included with each application for
FEMA funding. States and State agencies may elect to use a Statewide certification.
!Signed by Corey R Bowles on 02/09/2017
FEMA Standard Form LLL
Only complete if applying for a grant for more than $100,000 and have lobbying activities.See Form 20-
16C for lobbying activities definition.
Submit Application
Application 100% complete, Submitted
Please click on any of the following links to visit a particular section of your application.Once all areas
of your application are complete,you may submit your application.
Application Area Status
Applicant's Acknowledgements Complete
Overview Complete
Contact Information Complete
Applicant Information Complete
Applicant Characteristics (I) Complete
Applicant Characteristics(II) Complete
Department Call Volume Complete
Request Details Complete
Budget Complete
Narrative Statement Complete
Assurances and Certifications Complete
PLEASE READ THE FOLLOWING STATEMENTS BEFORE YOU SUBMIT.
• YOU WILL NOT BE ALLOWED TO EDIT THIS APPLICATION ONCE IT HAS BEEN SUBMITTED.
Therefore,please be sure you have thoroughly reviewed the application before you submit; if
"placeholders"were used, be sure to update with the correct information before submitting. If
you are not yet ready to submit this application,save it,and log out until you feel that you have
no more changes.
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• When you submit this application,you, as an authorized representative of the organization
applying for this grant,are certifying that the following statements are true:
To the best of my knowledge and belief, all data submitted in this application are true and
correct.
This application has been duly authorized by the governing body of the applicant and the
applicant will comply with the terms of the Notice of Funding Opportunity,comply with all the
terms and conditions of the grant award, including any special conditions in accordance with the
articles of agreement, and comply with all applicable Federal statutory and regulatory
requirements, if awarded.
To sign your application, check the box below and enter your password in the space provided.To
submit your application, click the Submit Application button below to officially submit your application
to FEMA.
Note: The primary contact will be responsible for signing and submitting the application. Fields marked
with an•are required.
I, Corey R Bowles,am hereby providing my signature for this application as of 09-Feb-2017.
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