Myth information: Debunking common grant myths

From "The Path to Grants Success" (PDF)
Sponsored by Masimo and Physio-Control

While I have never seen Bigfoot, or had a close encounter with bug-eyed aliens from another galaxy, you could say that I have some experience debunking myths just like these. Over the years I have heard some pretty wild and exaggerated myths surrounding nearly every grant program in existence. It usually begins with one good intentioned individual passing along incorrect information to another, eventually becoming excepted as fact. Needless to say, grant writing is one area where misinformation can lead to disaster. When in doubt, trust but verify. Most grant programs provide applicants with thorough guidance documents and workshops, which can provide invaluable information about program eligibility requirements, eligible activities, deadlines, etc. Let’s examine a few of the more common myths surrounding the Assistance to Firefighters Grant Program.

"Our department received a fire grant award and now vendors are calling with great deals — can I take advantage of these deals?"
You certainly can, if the vendors supply equipment which will meet your grant obligations. In your application you stated your Department’s specific need and what equipment would allow your Department to meet this need. You have the choice to choose among competitive products as long as the specifications outlined in your application and narrative are met. You cannot change the scope of the grant. If you requested power cots, you are not allowed to purchase PPE. Best response if you are inundated by vendors. "Sorry your equipment is not within the scope of our grant."

"The cost for the equipment I requested, and received a Fire Grant award for, is less than I applied for resulting in excess funds — what are my options?"
If, due to successful bid competitions or product promotions, you find yourself with excess funds you have three options under the Assistance to Firefighters Grant.

1) Grantees may use up to 1 percent or up to $5,000 to continue, or expand the activities for which they received an award. This can be done without seeking DHS approval. For instance, if you purchased medical equipment that needs batteries you can order additional batteries, and/or support systems.

2) Grantees may use excess funds, above the $5,000 amount in paragraph 1, to expand or create fire or injury prevention programs. For EMS agencies the funding can only be used for injury prevention programs. An amendment to your grant must be filed with DHS and include the following information in order to exercise this option:

a. What fire or injury activities are currently underway within your organization;
b. Where the use of excess funds would fit in with your current efforts;
c. What is the fire or injury problem that you are trying to address with these funds;
d. Who is the target audience for these activities and how were they identified;
e. How will you implement/deliver your project;
f. How will you evaluate the effectiveness of the requested fire or injury project?

3) The final option is to return the excess funding to DHS. To exercise this option, the grantee closes out the award and states in the final performance report that additional funding is not needed to fulfill grant obligations. Understand that the excess funds will be deobligated and unavailable thus reducing both the federal share and the grantee’s match. * If you have questions contact a program specialist either by phone or via application email.

"If our department participates in a regional project application, can we also apply for our own department’s needs?"
The answer is yes. Each eligible applicant may utilize up to three applications per year. Please refer to the AFG program guidance for specific requirements for each "activity."

1. Operations and Safety
2. Vehicle Acquisition
3. Regional Project

Each "activity" or application will be scored individually, and will move through the review process as single applications.

From 2008 AFG Guidance:
Regional applications will be considered independent of, and unrelated to, any other applications that the host applicant may submit and thus will not be included when assessing the host applicant’s federal funding limits. Regional applications, however, will be subject to their own limitation based on the total population that the regional project will serve. For example, a regional project that serves a population of fewer than 500,000 people will be limited to $1 million. Each eligible applicant may submit one application for each of the program areas, (i.e., one application for the Vehicle Acquisition program area, one application for Operations and Safety program area, and one application for a regional project). Fire departments or nonaffiliated EMS organizations that will benefit from a regional project may also apply for funding under the AFG, as long as they are not requesting the same items as the host applicant for the regional project.

"Does the assistance to firefighters grant program utilize the Authorized Equipment List (AEL) to determine if a particular piece of equipment is allowable?"
No. The AEL is not utilized to determine grant allowability of equipment requested under the Assistance to Firefighters Grant Program. The AEL is produced by the U.S. Government’s Department of Homeland Security, and is used to determine which types of equipment may be purchased under the major Homeland Security grants. Currently, there are 13 DHS grant programs covered by the AEL.
• State Homeland Security Program/ Urban Area Security Initiative (SHSP/UASI) • Law Enforcement Terrorism Prevention Program (LETPP) or 2008 SHSP/UASI
• Metropolitan Medical Response System (MMRS)
• Citizen Corps Program (CCP)
• Emergency Management Performance Grant (EMPG)
• Chemical Sector Buffer Zone Protection Program (Chem-BZPP) (2006 Only)
• Buffer Zone Protection Program (BZPP)
• Transit Security Grant Program (TSGP)
• Port Security Grant Program (PSGP)
• Intercity Bus Security Grant Program (IBSGP)
• Urban Areas Security Initiative- Nonprofit Security Grant Program (UASI-NSGP)
• Public Safety Interoperable Communications (PSIC)
• Emergency Operations Center Grant Program (EOC)

These specific federal grant programs are administered by each individual state, and funding is distributed consistent with the overall objectives of the state’s homeland security plan. Applications for these grants should be prepared in consultation with the State Administrative Agencies, contact information for each can be found on the DHS website. The information provided on the AEL will typically be limited to a broad description and grant allowability information for particular equipment types.