AFG - GetReadyGuide - Grant Applicant

Assistance to Firefighters Grant Program (AFG)

Grant Application Get Ready Guide
2014

Assistance to Firefighters Grants
Prepare for Your Grant Application Today
The Assistance to Firefighters Grants (AFG) Program
application period will be opening soon. This handy guide
will give you a kick-start in preparing your grant application.
It will also better prepare you to thoroughly answer the
application questions.
The primary goal of the AFG Program is to meet the
firefighting and emergency response needs of fire
departments and nonaffiliated emergency medical service
organizations and State Fire Training Academies (SFTA).
Since 2001, AFG has helped firefighters and other
first responders to obtain critically needed equipment,
protective gear, emergency vehicles, training, and other
resources to protect the public and emergency personnel
from fire and related hazards.
Getting started you will need to be registered with Dun &
Bradstreet. You will also need to have an “ACTIVE” System
for Award Management (SAM) account.
DUNS Number
Effective October 1, 2003, all federal grant applications
must contain a Dun & Bradstreet Data Universal
Numbering System (DUNS) number. The DUNS number
helps the Federal Government identify organizations that
receive federal funding and ensures consistent name and
address data for electronic grant applications. Additional
information about DUNS numbers can be found on the Dun
& Bradstreet Website at http://fedgov.dnb.com/webform/
displayHomePage.do;jsessionid=B9E740A165.

There is no charge to obtain a DUNS number and it is your
organization’s responsibility to obtain one. Extensions will
not be granted for applicants who are unable to obtain a
DUNS number prior to the end of the application period.
You are encouraged to apply for a DUNS number as soon
as possible by calling 866-705-5711 or you can apply
online; however, it may take several weeks to obtain the
number online. The DUNS number must be entered in a
special data field on the AFG application.
System for Award Management (SAM) (replaced
Central Contractor Registration (CCR))
What is SAM?
The System for Award Management (SAM) is a Federal
Government owned and operated free website that
consolidates the capabilities in CCR/FedReg, ORCA, and
EPLS. Future phases of SAM will add the capabilities of
other systems used in federal procurement and awards
processes.
Per 2 CFR Part 25, all grant applicants must have an active
current SAM registration status at the time of application
and throughout the duration of any federal award.
Therefore, in order to receive an AFG Grant award, you
must be registered and have up-to-date information in the
online System for Award Management or SAM (SAM.gov).
SAM registration is FREE of charge and is required of all
federal awardees.

Former CCR Registrants

The required information includes:

If you had an active record in CCR, you have an active
record in SAM. You do not need to do anything in SAM at
this time, unless a change in your business circumstances
requires a change in SAM in order for you to be paid
or to receive an award. Also, banking information, EIN
number, organization/entity name, address, and DUNS
number provided in your AFG application must match the
information that you provided in SAM.gov and your 1199A
Banking Information Form. You can search for registered
entities in SAM by typing the DUNS number or business
name into the search box.

1. General Information – Includes, but is not limited to,
your DUNS number, Commercial And Government
Entity (CAGE) code, organization name, Taxpayer
Identification Number (TIN), location, receipts, number
of employees, and website address.

The AFG application process requires an updated and
current registration by the applicant, which must be
confirmed at https://www.sam.gov/portal/public/SAM/

• A DUNS number is required to apply for a grant and to
register in SAM.

• SAM registration is required to be awarded a grant.
• If you’re using a DUNS number provided by the city or

a governing organization, check to see if it is registered
in SAM and if the SAM number is current.

• Again, banking information, EIN number, organization/
entity name, address, and DUNS number provided in
your AFG application must match the information that
you provided in SAM.gov and on your 1199a form.

• Important: SAM registrants must renew their

registration annually to maintain an active status.
SAM will send notifications to the registered user
via email 60, 30, and 15 days prior to expiration of
the record.

Step 1: Access the SAM online registration at
https://www.sam.gov/portal/public/SAM/
Click Create Individual Account. You must have a DUNS
number to begin the registration process.
Step 2: Complete and submit the online registration. If
you have the necessary information (see below), the
online registration takes approximately one hour to
complete, depending upon the size and complexity of
your organization.

2. Corporate Information – Includes, but is not limited
to, your organization or business type and SBA-defined
socioeconomic characteristics.
3. Goods and Services Information – Includes,
but is not limited to, your North American Industry
Classification System (NAICS) code, Product Service
Code (PSC), and Federal Supply Classification
(FSC) code.
4. Financial Information – Includes, but is not limited
to, financial institution, American Banking Association
(ABA) routing number, account number, remittance
address, lock box number, Automated Clearing House
(ACH) information, and credit card information.
5. Point of Contact (POC) Information – Includes, but
is not limited to, the primary and alternate points of
contact and the electronic business, past performance,
and government points of contact.
6. Electronic Data Interchange (EDI) Information* –
Includes, but is not limited to, the EDI point of contact,
telephone, e-mail, and physical address.
*Note: EDI information is optional and may be provided
only for those businesses interested in conducting
transactions through EDI.
Once a grantee has registered within CCR, the registration
is valid for 12 months and must be renewed annually.
If a grantee’s registration is expired or inactive, the user
must get the registration reset by calling the CCR Helpline
at 866-606-8220.
Basic Information

• Attend or host a Federal Emergency Management
Agency (FEMA) regional fire program workshop in
your area.

• Call the Help Desk at 866-274-0960 or e-mail

firegrants@dhs.gov for answers to your questions, or
contact your Regional Fire Program Specialist at http://
www.fema.gov/firegrants/program/contact.shtm.

• Locate your e-Grants system username and password
established from previous grant years. Use the same
username and password on your new application.

• Decide on a main point of contract (preferably

someone who will see the grant all the way through
to closeout).

• Become familiar with the AFG Funding Opportunity

Announcement (FOA). The FOA will be available one
week prior to the start of the application period at
http://www.fema.gov/firegrants.

• What are the specifications for the vehicle being
requested?

• Have you completed your vehicle specifications?
• Have you spoken with any vendors yet?
• Will you require training to use the equipment
requested?

• Will you require 1582 physicals?
Regional Information

Department Information

• Start talking to your regional partners now.

• Does your organization protect critical infrastructure?

• Begin open discussions with potential new regional

• Is your department currently compliant with the
National Incident Management System (NIMS)
requirements?

• Do you currently report to the National Fire Incident
Reporting System (NFIRS)?

• What is your Fire Department Identification
Number (FDIN)?

• Are you current in SAM?
Financial Information

• What are your state taxes? What is your department’s
tax rate?

• What is the source of your matching funds?
• Do you have permission from your Authority Having
Jurisdiction (AHJ)?

• Do you have an indirect cost agreement?

partners.

• Gather the necessary information from regional
partners to add to your grant application.

• Begin letters of Mutual Understanding (MOU).
Other Information

• For training grant requests, start looking for training
centers/classrooms and dates.

• Make sure all projects can be completed in the oneyear period of performance.

• For Wellness & Fitness grant requests, note behavioral
health programs were added in 2011.

• Have a full understanding of what your department has
and what your department needs.

Check your department’s needs assessment against the
funding priorities in the FOA. All items are listed by priority
in the FOA as
High,
Medium, or
Low.

• Has your banking information changed? Is it
updated in SAM?

Equipment/Vehicle Information

• What is the age of the Personal Protective Equipment
(PPE) you are requesting to replace?

• What is the NFPA 1981 edition of all Self Contained
Breathing Apparatus (SCBA) you are requesting
to replace?

• What is the age of the vehicle(s) you are requesting to
replace? You will need to know the age of all vehicles
in your fleet.

2014

Questions regarding your grant award can be
directed to FEMA’s Grant Programs Directorate
(GPD) AFG Program staff at 866-274-0960 or e-mail
firegrants@dhs.gov.