Illinois Fire Store

1
Illinois Fire Store 2009 Grant Writing
Workshop Presented By Jeff Bryant,
President Nick Dinges, Vice-President Ryan
Allison, Sales Representative
2
Illinois Fire Store 2009 Grant Writing Workshop

• Biography Jeff Bryant
• Amboy Fire Department, Captain
• 21 Years Fire Service Experience
• 9 Years of Grant Writing Experience

3
Illinois Fire Store 2009 Grant Writing Workshop

• Biography Nick Dinges
• Amboy Fire Protection District,
  Firefighter/Paramedic
• 13 Years Fire Service Experience
• 7 Years of Grant Writing Experience

4
Illinois Fire Store 2009 Grant Writing Workshop

• Biography Ryan Allison
• Danville Fire Department, Firefighter/Paramedic
• 14 Years Fire Service Experience
• 5 Years of Grant Writing Experience

5

• Illinois Fire Store
• 2009 Grant Writing Workshop
• GRANT SUCCESS
• Helped hundreds of local departments gather 12
  Million over the last eight years thru successful
  funding of the AFG, VFA, OSFM Zero Interest Loan
  Program, Pioneer Grants, Wal-Mart Grants, Rural
  Heath Grants, Blackhawk Hills RC D Grants and
  IDPH Grants.

6
Volunteer Fire Assistance Program-IDNR

• 50/50 Matching Grant Program
• Maximum 19K project, with DNR share 9.5K
• Available for Fire Departments, Fire Districts,
  and Fire Protection Districts serving community
  populations under 10,000
• Must have MOU on file with IDNR
• 2009 Applications due out July-August usually due
  in the end of September
• Website www.dnr.state.il.us

7
Volunteer Fire Assistance Program-IDNR

• Eligible Funding Items
• SCBA
• Bunker or Wildland Gear
• Basic Firefighting or Wildland Tools
• Communication Equipment
• Training and Necessary Equipment
• Installation of Dry Hydrants
• New Motorized Vehicles such as an ATV, Ranger,
  etc.
• Used Fire Truck or other Used Motorized Vehicles
• Skid or Slide in Units
• Conversion of Federal Excess Personal Property
  Vehicles
• Implementation of Class A Foam Technology to
  Improve Fire Suppression

8
Volunteer Fire Assistance Program-IDNR Helpful
DNR Hints

• Include all Public Lands and Public Owned
  Properties
• Fill out the Application Completely
• List at least (10) departments for the Mutual Aid
  Question, you receive one point for each
  department
• Fill out the Project Details Question completely
  and use the same format at the DHS narrative with
  formulation
• Include a cover letter with your request
• Ask for the full amount of program funding

9
Illinois OSFM-Zero Interest Loan Program

• Zero Interest Loans for Fire Trucks and
  Ambulances
• Loans up to 250K/100K
• Terms up to 20 Years at 0
• NFPA Equipment not Allowed to be Included in
  Price
• 10M Appropriated for fire trucks and 4M for
  Ambulances
• Can apply for both but will only be awarded one.
  Must identify which is the priority
• Application due in December

10
Illinois OSFM-Small Equipment Grant

• Grants up to 26,000 per Agency Available
• 2M in total funds projected for FY09
• 54 Agencies Awarded in 2008
• Equipment Allowed includes Gear, Basic Tools,
  Hose, Nozzles, TICs, etc.

11
Resource Conservation Development

• Check your local sources to find out which
  program applies in your area
• Blackhawk Hills, Lincoln Heritage, Wabash Valley,
  etc
• http//www.nrcs.usda.gov/programs/rcd/
• Past Eligible Projects Dry Hydrants, Portable
  Water Tanks, Large Diameter Hose, Thermal Imaging
• Matching Grant Program Details have varied from
  100 Grant to 70/30 Match
• Keep an eye out for yearly flyers

12
Wal-Mart Community Grants

• Grants provided by your Local Wal-Mart
• Past Eligible Funding Activities Thermal
  Imaging, Vehicle Exhaust Systems, EMS Equipment
• 500/year for Fire, EMS, and related Projects
• 501(c)3 may be required
• Contact the Stores Community Relations Manager

13
U.S. Smokeless Tobacco Grants Operation Ranger

• Competitive Grant Program for (65-75) Polaris
  Ranger Utility Vehicles
• Over 3,508 Applications in 2006
• Eligible Applicants Fire/EMS Agencies, Police
  Agencies, Search and Rescue Teams, Park Rangers,
  Wildlife Conservation
• Simple Application with Varying Means of Media
  (ex. Print, Newspaper Clippings, Videos, etc.)
• Have your local college help with producing media
• Letters of support may be needed to help keep
  this program running
• Website www.ustobacco.com

14
Illinois Department of Public Health Grant

• Eligible Activities EMS or Rescue Equipment
• Simple Application
• No Cost Share
• Contact your regional EMS Office for assistance
• www.idph.state.il.us

15
Commercial Equipment Direct Assistance Grant
(CEDAP)

• Eligible Activities Thermal Imaging, Rescue
  Tools, Search and Rescue Systems, Rescue Tools,
  Communications Equipment
• Assistance provided by Department of Homeland
  Security
• Training is also provided with a successful grant
• Program is intended to solve interoperability
• If you have received an AFG then you are not
  eligible
• Website www.rkb.mipt.org

16
Pioneer Community Investment Grant Corporate
Giving Grant Program

• Eligible Activities Equipment relating to
  Agriculture (Stabilization, Air Bags, Hydraulics,
  Fire Suppression,etc)
• Easy Application
• No Designated Timeline
• Ability to Apply Year to Year
• Website www.Pioneer.com

17
Additional Funding Opportunities

• Firemans Fund-Equipment www.firemansfund.com -
  Various equipment projects including Thermal
  Imagers and Rescue Equipment
• FM Global Fire Prevention Grant
  http//www.fmglobal.com/grants/grantsFAQ.pdf
• Georgia-Pacific Bucket Brigade http//www.gp.com/a
  boutus/bucketbrigade/help.html
• USDA Rural Development Grant Loan Programs
  http//www.rurdev.usda.gov/rhs/cf/brief_cp_grant.h
  tm This is one of the very few programs which
  building construction is eligible
• Metlife Foundation Grant www.metlife.com Once
  there look for the About Us/Corporate
  Citizenship/Metlife Foundation/How to apply for a
  grant
• State Farm Safe Neighbors grant
  http//www.statefarm.com/about/part_spos/grants/co
  grants.asp
• Target Safety Online Training Grant
  http//www.targetsafety.com/newsite/about/grant/

18
Alternative Funding Sources

• Community Fundraisers (ex. Breakfasts, Dinners,
  Casino Nights, Raffles, Texas Holdem, etc
• Local Community Organizations (ex. Elks, Moose,
  Lions, Knights of Columbus, etc..
• Local Businesses
• Local Philanthropic Organizations
• State, National, and International Companies
  (somehow tie in your community)
• Use the Web as a Tool to Constantly Search for
  Funding, New Monies are Available Periodically,
  Do Not Get Left Out!

19
Alternative Funding Sources Helpful Hints

• Determine a Realistic Need (make a list)
• Form a Committee (share the work)
• Develop a Budget (Include all associated costs)
• Develop a Cover Letter
• Develop a Detailed Project Description (Outline
  what will be purchased, include the budget, and
  operational outcomes)
• Thank the Company (Even if not funded, do not
  burn any bridges)

20
Assistance to Firefighters Grant Program (Fire
Act) 2008 Appropriation

• Fire Operations 323.2 Million
• Foam and Foam Related Equipment 3 Million
• Fire Prevention and Safety 35 Million
• EMS Equipment Training 19.6 Million
• Vehicles 140 Million
• Nonaffiliated EMS Organizations 11.2 Million
• Administration Costs 28 Million
• Total Appropriations 560 Million

21
Assistance to Firefighters Grant Program (Fire
Act) Notable Statistics 2002 - 2007

• Number of Applications 119,834
• Average Applications per year 19,972
• Number of Awards 37,984
• Average Awards per year 6,331
• Number of Vehicles Requested 39,063
• Number of Vehicles Awarded 5,965
• Average Number of Vehicles per year 994
• Number of Ops and Safety Requested 80,771
• Number of Ops and Safety Awards 32,019
• Average Number of Ops Safety per year 5,337

22
Assistance to Firefighters Grant Program (Fire
Act) Notable 2008 Statistics thru Round 21

• Number of Ops Grants Awarded 3,276
• Total Ops Dollars Granted 194M
• Average Ops Grant Award 72K
• Number of Vehicle Grants Awarded 557
• Total Vehicle Dollars Granted 112M
• Average Vehicle Grant Award 201K

23
Assistance to Firefighters Grant Program (Fire
Act) 2008 Matching Requirement

• Populations Under 20,000 5
• Populations 20,000-50,000 10
• Populations over 50,000 20

24
Assistance to Firefighters Grant Program (Fire
Act) 2008 Maximum Federal Share

• Populations less than 500,000 1,000,000
• Populations 500,000-1,000,000 1,750,000
• Populations 1,000,000 2,750,000

25
Assistance to Firefighters Grant Program (Fire
Act) 2009 Evaluation Process

• Phase One-Electronic scoring process that
  determines how closely your grant follows the AFG
  priorities
• Phase Two-All applications that pass the
  electronic scoring move on to the Peer Review
  evaluation process

26
Assistance to Firefighters Grant Program (Fire
Act) 2009 Tenative Timeline of Grants

• Applicant Scoring (April 2009)
• Peer Review (April-May 2009)
• Technical Review (May-June 2009)
• Awards (July 2009-March 2010)

27
Assistance to Firefighters Grant Program (Fire
Act) 2009 AFG Helpful Documents

• Program Guidance-This is the law and gives all of
  the exact information regarding this grant
  program.
• Program Tutorial-This is another AFG document
  that reviews many of the frequently asked
  questions regarding this grant program.
• www.firegrantsupport.com This is the DHS site
  where you can access the site and also get many
  of your questions answered
• DHS Help Desk-[phone] or
  firegrants_at_dhs.gov
• NIMS Compliance Info -www.fema.gov/emergency/nims
  or e-mail at NIMS-Integration-Center_at_dhs.gov or
  phone at 202-646-3850
• NFIRS Help- www.usfa.dhs.gov/fireservice/nfirs/sup
  port/index.shtm or phone at 888-382-3827

28
Assistance to Firefighters Grant Program (Fire
Act) AFG Program Changes in Recent Years

• Previous applicants awarded a vehicle grant in
  the past will be eligible to apply again
• Fire departments and non-affiliated EMS
  Organizations that protect urban and suburban
  communities may request multiple vehicles on one
  application
• Applicants may request assistance in both the
  Vehicle Acquisition and Operations and Safety
  program areas using two separate applications
• All applicants may submit a Regional Application,
  using a separate application (for a total of 3),
  example.truck, PPE, regional communications
• Population protected and call volume will be
  considered for all activity requests when
  selecting applications for panel

29
Assistance to Firefighters Grant Program (Fire
Act) 6 Steps to Planning Your Application per DHS
1. Know the purpose, rules, and priorities of the
program 2. Align your departmental risks that
need to be addressed with AFG Program
priorities 3. Apply for only those items that are
top priorities that address your organizations
highest risk or need 4. Become familiar with the
application and complete it well in advance of
the closing date 5. Use a team approach to
develop your application and narrative 6. Ask a
3rd Party to review your application for clarity
and reasonableness of the request
30
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Determine
Need

• Organize a Committee
• Perform a Needs Assessment and Determine what
  your Department Needs vs. Wants
• Stick with High Priority Funding Areas..PPE,
  Basic Tools and Equipment, Basic Firefighting
  Tools, Generators, etc.

31
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Determine
Risk

• Are you sufficiently equipped to safely respond
  to your risks?
• Where/when are your responders/citizens
  vulnerable?
• Will the condition of your equipment put your
  responders/citizens at risk?

32
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Compile
Data

• Gather Product Information and Pricing
• Check and see if these products have any
  applicable NFPA or OSHA Standards to reference
• Compile your Districts Demographic Information
  department size, population served, counties and
  townships served, number and list the departments
  that you provide MABAS or Auto-aid with, and
  critical infastructure
• If regional request, you must compile data from
  the whole region..do your homework
• Reference Local or National Statistics, if
  applicable

33
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Avoid
Shopping Carts

• Determine a Project Focus
• Ask for only Equipment that Relates to your Focus
• Dont Mix High and Low Priority Funding Items
• shopping cart method
• Ask for the Complete Package to make your Agency
  100 Compliant

34
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Avoid
Shopping Carts

• Example 1 PPE Request
• (20) sets of Bunker Gear, (20) Helmets, (20)
  Hoods, (20) Gloves, (20) Boots, and
  Washer/Extractor
• Ask for the Washer/Extractor
• Avoid asking for Non-essential Items (Gear Bags,
  Flashlights, Belts, etc..)

35
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Avoid
Shopping Carts

• Example 2 PPE Request
• (10) SCBAs, (10) Spare Bottles, (5) Extra
  Facepieces, (1) RIT Pack, and Compressor and/or
  Cascade System
• Ask for the Compressor/Cascade Fill-station
• Only ask for Seated Positions on the Rig but no
  more than what your department can wear
• ie 20 seated positions but only 15 members

36
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Avoid
Shopping Carts

• Example 3 PPE Request
• (20) Helmets, (20) Boots, (1) Vent Saw, (1)
  Hydraulic Ram, (12) Gloves, and (1) Generator
• This mistake could be fatal because peer
  reviewers are looking for you to solve a specific
  problem by addressing need, not filling in an
  annual budget request.

37
Assistance to Firefighters Grant Program (Fire
Act) Narrative Scoring Objectives

• Project Description and Budget Detail
• Financial Need
• Cost/Benefit Analysis
• Effect on Daily Operations
• Note Also include information regarding your
  district (i.e. local demographics, department
  statistics, etc.).
• End with a conclusion paragraph summing up your
  narrative.

38
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Helpful
Hints

• Write the narrative offline
• You may not start more than one application at a
  time
• Avoid using templates from other sources
• Bullets and other fonts will not transfer into
  the online application
• Print entire application and proofread and
  re-read for errors before submitting
• Limited to 20,000 characters

39
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Project
Description and Budget Detail

• Start off with a catchy introduction to interest
  the reader
• Paint a picture of your local jurisdiction so
  that the reviewer can relate
• Make sure to include demographics regarding your
  department and jurisdiction served
• List the products being requested (include
  prices) and completely justify why you need them

40
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Project
Description and Budget Detail per Workshop
Guidelines

• Who are you?
• Where are you?
• What is your identified risk/problem?
• What is your solution/remedy?
• How much will it cost?
• What standards will be met?

41
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Financial
Need

• Explain why you need DHS help in funding this
  project
• Describe your local economy, tax limitations,
  unusual expenses, recent large critical
  purchases, etc.
• Describe how you will raise your matching share
  (fundraisers, donations, etc..)
• Briefly describe your income compared to your
  expenses to illustrate your current funding
  deficiencies
• Discus capital projects which limit your ability
  to save money for large projects such as this

42
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Financial
Need per Workshop Guidelines

• Explain other attempts to fund your needs
• Explain current economic climate (US Census)
• Explain financial and community trends or changes
• Explain limiting factors in purchasing (large
  expenditures)
• Do you currently have savings or reserves?

43
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative
Cost/Benefit

• Discuss impacts on the holy trinity US/WE/THEM
• Explain how this will benefit your fire
  department
• If you belong to associations, MABAS, auto-aid,
  mutual-aid, etcwill this benefit those
  departments
• Example Compressor/Cascade System will benefit
  neighboring departments because we will allow
  others to come to our facility and fill bottles
  at no charge
• How will this benefit the community and your
  department

44
Cost/Benefit Equation

• Most funded projects have a cost of under 10 per
  person
• The closer you get to 1 per person the more
  likely to be funded
• EXAMPLE
• The associated cost benefit formula for this
  project is calculated by taking the first due
  population of our area (1,935 residents) and
  multiplying it times the service life of the
  generator (25 years). The resultant figure
  indicates that 48,375 residents stand to directly
  benefit from this project. When that figure is
  divided into the total grant funding requested
  (61,750) the cost per person is 1.27
• Now add in the population from your automatic aid
  departments and the number drops even more

45
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative
Cost/Benefit per Workshop Guidelines

• Explain what you are receiving in return for the
  grant funds and how you will make sure the money
  is spent wisely
• Frequency of use vs. cost
• Efficiency of Operation
• Interoperability
• Consequences of not receiving award

46
Assistance to Firefighters Grant Program (Fire
Act) Creating a Bulletproof Narrative Effect on
Daily Operations

• Remember US/WE/THEM theory
• How will this grant improve firefighter safety,
  mitigate harm, and/or loss of life and property
• Equipment or training that will be used on every
  alarm has an obvious effect on daily operations
• Promote your case for funding with measurable
  results
• Conclude by thanking the reviewers for
  considering your award

47
Assistance to Firefighters Grant Program (Fire
Act) Program Funding Areas

• Operations and Firefighter Safety
• Training Activities
• Equipment Acquisition
• Personal Protective Equipment
• Wellness and Fitness Activities
• Modifications to Fire Stations and Facilities

• Firefighting Vehicle Acquisition-includes driver
  training and equipment per NFPA 1901

48
Assistance to Firefighters Grant Program (Fire
Act) Operations and Firefighter Safety Training
Activities

• Basic Firefighting Certifications (FFI, FFII,
  First Responder, EMT-B, EMT-I, Fire Officer,
  Driver Training, etc)
• High priority given to Instructor-led training
  that leads to a national or state certification
• High priority given to projects focusing on
  training a large percentage of the department
• The AFG is moving more towards having the entire
  department trained to the NFPA FFI level

49
Assistance to Firefighters Grant Program (Fire
Act) Operations and Firefighter Safety Equipment

• Eligible Equipment Equipment for Fire
  Suppression, Rescue, and Fire-Based EMS Functions
• High priority given to projects solving
  interoperability
• High priority given to projects that are for
  basic firefighting tools and equipment
• High priority given to first time purchases or to
  replace used/obsolete equipment
• High priority given if the equipment puts you
  into statutory or OSHA compliance

50
Assistance to Firefighters Grant Program (Fire
Act) Operations and Firefighter Safety PPE

• Eligible PPE Bunker Gear (Coat, Pants, Helmets,
  Gloves, Hoods, Boots, Goggles, Reflective Highway
  Apparel, Vests, Coveralls, and Fire Shelters),
  SCBAs, Wildland Gear, and EMS Gear
• High priority to a first time purchase or to
  replace used/obsolete gear
• High competetive rating to departments that want
  to equip 100 of active staff

51
Assistance to Firefighters Grant Program (Fire
Act) Operations and Firefighter Safety Wellness
and Fitness

• Eligible Expenses Procurement of medical
  expenses, physicals, fitness equipment, supplies,
  contract services, and nominal incentives
• Project should continue beyond period of
  performance
• Departments must offer the following to be
  considered for this award
• 1) Periodic Health Screenings
• 2) Entry Physical Examinations
• 3) Immunization Program

52
Assistance to Firefighters Grant Program (Fire
Act) Operations and Firefighter Safety
Modifications to Fire Stations and Facilities

• Eligible Activities Installation of sprinkler
  systems, vehicle exhaust systems, smoke and fire
  alarm notification systems, emergency facility
  generators
• No requests will be funded if not on the above
  list
• High priority given to facilities that offer a
  broad range of usage, have a high occupancy
  capacity, and are occupied 24/7
• No applicant can request more than 100K/ station

53
Assistance to Firefighters Grant Program (Fire
Act) Firefighting Vehicle Acquisition Program
Area
54
Assistance to Firefighters Grant Program (Fire
Act) EMS Vehicle Priorities
55
Assistance to Firefighters Grant Program (Fire
Act) Firefighting Vehicle Acquisition Program
Area

• Vehicles must comply with NFPA 1901 or 1906
  Standards
• Re-furbished vehicles must comply with NFPA 1912
• Applicants may apply for a vehicle if funded in
  the pastmust show a great need.
• Urban and Suburban departments may request
  multiple vehicles
• Unlikely, that any vehicles outside of Priority
  One will be granted
• Equipment is eligible to put in compliance with
  standards

56
Assistance to Firefighters Grant Program (Fire
Act) Firefighting Vehicle Acquisition Program
Area

• High competitive rating to departments purchasing
  basic firefighting apparatus
• High competitive rating for vehicles 30 years
  old, extremely high mileage, unusual wear and
  tear, vehicles not designed to be fire apparatus
• Applicants must also be seeking a comprehensive
  driver-training program or currently have one in
  place

57
Assistance to Firefighters Grant Program (Fire
Act) Excess Funds

• Grantees may use up to 5,000 to expand or
  continue activities in the same program category
  for related items without seeking DHS approval
• If more than 5,000 left, the department must use
  the funds for fire prevention activities
• Grantees may return excess funds if you do not
  want to purchase other items (not advisable)

58
Assistance to Firefighters Grant Program (Fire
Act) National Initiatives

• Departments must report to NFIRS
• Departments must report to NIMS, for more NIMS
  info check out www.fema.gov/nims
• NIMSCAST
• National Response Plan
• SAFECOM

59
Assistance to Firefighters Grant Program (Fire
Act) Reference Sources

• AFG Website www.firegrantsupport.com
• AFG FAQ www.firegrantsupport.com/afg/faq
• AFG Program Guidance http//www.firegrantsupport.
  com/guidance.aspx
• AFG Workshop Presentation http//www.firegrantsup
  port.com/Workshop/display/workshops.aspx
• Grants Management Tutorial http//www.firegrantsu
  pport.com/prog/grantsmgt/
• Firehouse Magazine Online (Good source to ask
  questions) http//forums.firehouse.com/forumdispl
  ay
• Illinois Fire Store Website www.IllinoisFireS
  tore.com and www.IllinoisFireStore.net

60
Group Exercise

• Peer Reviewers have 7 minutes to review each
  application
• You will have 7 minutes to review each of the
  four applications provided
• You can not go back to an application once you
  have determined whether it is funded or not
• You will decide which of the following projects
  are awarded

61
Questions?
62
For More Information

• Jeff Bryant
• Call 815-994-6184
• jbryant_at_illinoisfirestore.com
• Nick Dinges
• Call 815-703-6140
• dinges599_at_yahoo.com
• Ryan Allison
• Call 217-304-3382
• theallisonfamily_at_sbcglobal.net