Getting funding is an important but equally challenging part of maintaining a fire department. As equipment ages, it deteriorates and becomes less efficient. Eventually, those inefficiencies add up, and it’s no longer safe to use.
Even the most diligent and attentive departments can find themselves with a shortage of funding when a tool unexpectedly breaks, or piece of equipment falls apart. Thankfully departments have access to alternative funding sources. This article will concentrate on the AFG process.
Before getting started, fire departments must have their Data Universal Numbering System (DUNS) number and are registered in the System for Award Management (SAM). They can get their DUNS and register for SAM. It may take four weeks or more after registering with SAM, before their registration is active.
Assistance to Firefighters Grant (AFG) program
Primary goal of the AFG is to meet the firefighting and emergency response needs of fire departments
The primary goal of the AFG is to meet the firefighting and emergency response needs of fire departments, non-affiliated emergency medical service organizations, and State Fire Training Academies.
The AFG program can be a godsend to organizations struggling to get its needs met, but the process to obtain a grant can be rather involved.
To apply for a grant, departments need to provide information in 5 categories that are: Organization, Financial Need, Project Description/Budget Justification, Operations and Safety/Cost-Benefit, and Statement of Effect/Impact on Daily Operations.
Opening Statement
The opening statement comes before everything else. It’s a brief 2 to 3 sentence summary of what fire departments are requesting and why.
If they are having trouble writing this section, don’t worry, they can complete the rest of the application and come back. It’s often easier to summarize the opening statement after going through the rest of the process.
Organization (Community Served)
Filling out this section requires answering a couple of questions:
What’s the organization like? What are the special needs required to serve the community? Are there any special hazards in their community? What are the demands of the organization based on the needs of the community? Try to craft a narrative of the organization and the community they serve.
The Plainfield Fire Department has been serving the area since its inception in 1891. The organization has grown to 97 individuals that have dedicated their lives to the City and citizens. To meet the expectations of their community and the communities around them, they have established a partnership program with neighboring departments.
Few calls regarding structure fires
A recent review of their calls showed that only around 1% of their calls was to structure fires
As the community has grown, so too has the needs of the fire services. A recent review of their calls showed that only around 1% of their calls was to structure fires. They also found in the review that an increasing number of calls are related to water rescue during the winter season.
The Plainfield River runs through their and neighboring communities, a change to water flow further up the river has caused an increased current. Many citizens underestimate the river’s current, which has led to an increase in the need for water rescue.
Funding for Ice Rescue Suits
The Plainfield Fire Department is seeking funding for 5 Ice Rescue Suits to improve their water rescue operations. Having these suits will give them the ability to provide water rescue services to their and neighboring communities during the winter months, when traditional rescue suits don’t provide the same level of insulation.
It’s important to explain the obstacle that the organization is trying to solve. In the example above, the Plainfield Fire Department focuses on their recent uptick in rescue calls, and the river’s increased current as a problem. They then identify the need to improve their water rescue operations during the winter by requesting funding for Ice Rescue Suits.
They also mentioned that they respond to neighboring communities as needed, so the Ice Rescue Suits will also be used to help those communities as well. Remember to be specific about the items they want to be funded. If they are vague and say something to the effect of, “they need $3,000 for water rescue equipment,” the AFG Panel Reviewers will have a harder time authorizing funding.
Financial Need
Fire departments need to show that their organization does not have the budget to obtain the equipment
In this section, fire departments need to show that their organization does not have the budget to obtain the equipment. Be sure to submit a summary of their budget constraints, unsuccessful attempts to secure other funding, and proving the financial distress is out of their control. It’s important to stress that AFG’s are their organization’s final option.
While they don’t have to submit their entire budget, fire departments should be able to give a summary that shows where their funds are currently being allocated. Make sure to highlight the reasons why they are unable to shift money around to acquire the equipment that they’re requesting.
They should include attempts their department has made to obtain additional funding from alternative sources that was denied. The goal of this section is to show the Panel Reviewer that the department has exhausted every other method of acquiring funding and that the financial distress is something they could not have planned for or avoided.
Project Description and Budget Justification
In this section, fire departments will need to explain how receiving these funds will help their organization’s goals. They’ll need to provide risk analysis and statistics that justify the needs for the funding. If they need this funding to meet specific local and state requirements, make sure to add that to this section.
The goal of this section is to show that their organization knows what it wants to use the funds for
The goal of this section is to show that their organization knows what it wants to use the funds for and why it needs the funds. Let’s start by explaining why they need this funding. In the case of the Plainfield Fire Department, they are seeking funds to get new Ice Rescue Suits. It is their organization’s responsibility to provide their community with water rescue operations.
The recent uptick in water rescue calls and more forceful currents have led to a need to provide water rescue specifically during the winter season. The Plainfield Fire Department can provide figures showing the risks they will undertake if they don’t get the funding, such as risks of using standard rescue equipment for ice rescues.
Operations and Safety/Cost-Benefit
In this section, fire departments need to showcase that the funds will provide far more value than the cost. Showing how receiving the funds will save the department more money down the road. Monetary value is a great place to start, but be sure to include how it will impact the team’s safety and ability to provide for the community and surrounding communities.
Getting a new piece of equipment or tool will often have a trickle-down effect of savings. Take the time to imagine the impact the item(s) will have: Will it reduce injuries? Will it improve their operation times? Will having this item reduce fatigue? Despite not saving money directly, improvements in any of these categories indirectly save money and should be included in this section.
Highlight reason for funding request
Fire departments also need to show how they arrived at the funding request
Fire departments also need to show how they arrived at the funding request. Include market research and quotes, if possible. The Panel Reviewers need to be shown that the amount they’re requesting will be enough to enact their request, and they need to make sure that their request isn’t more than what they need.
Keep in mind the panel only has so much money to give, if one or two departments receive a few thousand dollars more than they need, that’s potentially one less organization receiving help.
Statement of Effect
The Statement of Effect section is where fire departments can explain how the item(s) they’re requesting will impact daily operations. Where the Operations and Safety/Cost-Benefit section was asking for monetary advantages. In this section, they want to discuss all the intangible benefits and how the department will use the equipment.
A good place to start is how this equipment will factor into the day to day operations. It’s also a good idea to include how often it will be used. The more the item affects the day to day operations, the more likely the reviewer will prioritize the grant. It doesn’t hurt to include data from previous calls and describing how having the equipment then could have benefited your team.
At the end of the day, it’s about safety, saving lives, and protecting property. Putting into words how receiving the grant will improve the fire department’s ability to do all three will go a long way to getting the grant.