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FEMA AFG FY 2025 NOFO
The Department of Homeland Security (DHS)
Notice of Funding Opportunity (NOFO)
Fiscal Year 2025 Assistance to Firefighters Grant (AFG) Program Fraud, waste, abuse, mismanagement, and other criminal or noncriminal misconduct related to this program may be reported to the Office of Inspector General (OIG) Hotline. The toll-free numbers to call are 1 (800) 323-8603 and TTY 1 (844) 889-4357.
Contents
1. Basic Information .................................................................................................................... 3 A. Agency Name ............................................................................................................................. 4 B. NOFO Title ................................................................................................................................ 4 C. Announcement Type .................................................................................................................. 4 D. Funding Opportunity Number .................................................................................................... 4 E. Assistance Listing Number ........................................................................................................ 4 F. Expected Total Funding ............................................................................................................. 4 G. Anticipated Number of Awards ................................................................................................. 4 H. Expected Award Range ............................................................................................................. 4 I. Projected Application Start Date ................................................................................................. 4 J. Projected Application End Date .................................................................................................. 4 K. Anticipated Funding Selection Date .......................................................................................... 4 L. Anticipated Award Date ............................................................................................................. 4 M. Projected Period of Performance Start Date ............................................................................. 5 N. Projected Period of Performance End Date ............................................................................... 5 O. Executive Summary ................................................................................................................... 5 P. Agency Contact .......................................................................................................................... 5
2. Eligibility ................................................................................................................................. 6 A. Eligible Entities/Entity Types .................................................................................................... 6 B. Project Type Eligibility .............................................................................................................. 8 C. Requirements for Personnel, Partners, and Other Parties .......................................................... 8 D. Maximum Number of Applications ........................................................................................... 9 E. Additional Restrictions ............................................................................................................... 9 F. References for Eligibility Factors within the NOFO ................................................................ 10 G. Cost Sharing Requirement ....................................................................................................... 10 H. Cost Share Description, Type and Restrictions ....................................................................... 10 I. Cost Sharing Calculation Example............................................................................................ 11 J. Required information for verifying Cost Share ........................................................................ 11
3. Program Description ................................................................................................................. 11 A. Background, Program Purpose, and Program History .......................................................... 11 B. Goals and Objectives ............................................................................................................. 12 C. Program Rationale ................................................................................................................ 12 D. Federal Assistance Type ........................................................................................................ 13 E. Performance Measures and Targets ...................................................................................... 13 2 | Page
FEMA AFG FY 2025 NOFO
F. General Funding Requirements............................................................................................. 13 G. Indirect Costs (Facilities and Administrative Costs)............................................................. 14 H. Management and Administration (M&A) Costs................................................................... 15 I. Pre-Award Costs.................................................................................................................... 15 J. Beneficiary Eligibility ........................................................................................................... 15 K. Participant Eligibility ............................................................................................................ 15 L. Authorizing Authority ........................................................................................................... 15 M. Appropriation Authority........................................................................................................ 15 N. Budget Period........................................................................................................................ 15 O. Prohibition on Covered Equipment or Services.................................................................... 16
4. Application Contents and Format ............................................................................................. 16 A. Pre-Application, Letter of Intent, and Whitepapers.............................................................. 16 B. Application Content and Format ........................................................................................... 16 C. Application Components....................................................................................................... 16 D. Program-Specific Required Documents and Information..................................................... 16 E. Post-Application Requirements for Successful Applicants................................................... 16
5. Submission Requirements and Deadlines................................................................................. 16 A. Address to Request Application Package.............................................................................. 17 B. Application Deadline............................................................................................................. 19 C. Pre-Application Requirements Deadline............................................................................... 19 D. Post-Application Requirements Deadline ............................................................................. 19 E. Effects of Missing the Deadline ............................................................................................ 19
6. Intergovernmental Review........................................................................................................ 19 A. Requirement Description and State Single Point of Contact ................................................ 19
7. Application Review Information .............................................................................................. 20 A. Threshold Criteria.................................................................................................................. 20 B. Application Criteria............................................................................................................... 20 C. Financial Integrity Criteria .................................................................................................... 22 D. Supplemental Financial Integrity Criteria and Review ......................................................... 22 E. Reviewers and Reviewer Selection ....................................................................................... 22 F. Merit Review Process............................................................................................................ 22 G. Final Selection....................................................................................................................... 24
8. Award Notices .......................................................................................................................... 24 A. Notice of Award .................................................................................................................... 24 B. Pass-Through Requirements.................................................................................................. 25 C. Note Regarding Pre-Award Costs......................................................................................... 25 D. Obligation of Funds............................................................................................................... 25 E. Notification to Unsuccessful Applicants............................................................................... 25
9. Post-Award Requirements and Administration ........................................................................ 25 A. Administrative and National Policy Requirements............................................................... 25 B. DHS Standard Terms and Conditions................................................................................... 26 C. Financial Reporting Requirements........................................................................................ 27 D. Programmatic Performance Reporting Requirements........................................................... 27 E. Closeout Reporting Requirements......................................................................................... 28 F. Disclosing Information per 2 C.F.R. § 180.335 .................................................................... 29 3 | Page
FEMA AFG FY 2025 NOFO
G. Reporting of Matters Related to Recipient Integrity and Performance ................................. 29 H. Single Audit Report ............................................................................................................... 29 I. Monitoring and Oversight ..................................................................................................... 30 J. Program Evaluation ............................................................................................................... 30 K. Additional Performance Reporting Requirements ................................................................ 30 L. Termination of Federal Award .............................................................................................. 31 M. Best Practices ........................................................................................................................ 33 N. Payment Information ............................................................................................................. 33 O. Immigration Conditions ........................................................................................................ 35
10. Other Information ................................................................................................................... 35 A. Period of Performance Extension .......................................................................................... 35 B. Other Information .................................................................................................................. 36
11. Appendices .............................................................................................................................. 42 A. Appendix A – Changes .......................................................................................................... 42 B. Appendix B – Programmatic Information and Priorities ...................................................... 42 Supporting Definitions for this NOFO: ........................................................................................ 44 Community Classifications: .......................................................................................................... 45 Restrictions on Uses of Award Funds: .......................................................................................... 46 Funding Priorities: Operations and Safety – Training .................................................................. 47 Funding Priorities for Fire Departments and Nonaffiliated EMS Organizations Training .......... 50 Operations and Safety – Equipment Overview ............................................................................. 52 Operations and Safety – Wellness and Fitness Overview ............................................................ 64 Operations and Safety – Modifications to Facilities Overview .................................................... 66 Regional Applications Overview .................................................................................................. 68 Vehicle Acquisition Guidelines .................................................................................................... 70 C. Appendix C – Award Administration Information ............................................................... 76
1. Basic Information
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FEMA AFG FY 2025 NOFO
A. Agency Name U.S. Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), Resilience/Grant Programs Directorate (GPD).
B. NOFO Title Fiscal Year (FY) 2025 Assistance to Firefighters Grant (AFG) Program
C. Announcement
Type
Initial
D. Funding
Opportunity Number
DHS-25-GPD-044-00-98
E. Assistance Listing
Number
97.044
F. Expected Total
Funding
$291,600,000
G. Anticipated
Number of Awards
1,800 awards
H. Expected Award
Range
N/A
I. Projected
Application Start
Date
05/19/2026 8:00 a.m. Eastern Time (ET)
J. Projected
Application End Date
06/22/2026 5:00 p.m. Eastern Time (ET)
K. Anticipated
Funding Selection
Date
No later than 09/30/2026
L. Anticipated
Award Date
Beginning on approximately August 31, 2026, and continuing thereafter until all FY 2025 AFG Program grant awards are issued (but no later than September 30, 2026).
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FEMA AFG FY 2025 NOFO
M. Projected Period
of Performance Start
Date
Variable Start Date1
N. Projected Period
of Performance End
Date
Variable End Date
O. Executive
Summary
The AFG Program aims to deliver essential resources to equip and train emergency personnel to meet recognized standards. It provides funding to outfit responders with compliant personal protective equipment to enhance their safety during incident response, retrofit or modify facilities to address known health hazards, and acquire emergency response vehicles. Additionally, the program supports the development of health, wellness, and resiliency initiatives to prepare responders for incidents, improve operational efficiency, promote interoperability, and strengthen community resilience.
P. Agency Contact a. Fire Grants Program Office Contact The Fire Grants Program Help Desk provides technical assistance to applicants for completing and submitting applications into FEMA Grants Outcomes (FEMA GO), answers questions about applicant eligibility, recipient responsibilities, and provides support for the programmatic administration of awards. The Fire Grants Program Help Desk can be contact at (866) 274-0960 or by email
at [email protected]. Normal hours of operation are Monday through Friday, 8:00 a.m. to 4:30 p.m. ET.
b. FEMA Grants News
This channel provides general information on all FEMA grant programs and maintains a comprehensive database containing key personnel contact information at the federal, state, and local levels.
FEMA Grants News Team is reachable at fema-grants[email protected] OR (800) 368-6498, Monday through Friday, 9:00 AM – 5:00 PM ET.
c. Grant Programs Directorate (GPD) Award Administration Division
GPD’s Award Administration Division (AAD) provides support regarding financial matters and budgetary technical assistance. AAD can be contacted at [email protected].
1 FEMA funds AFG Program awards on a rolling basis; as such, the date the FEMA Assistant Administrator for the Grant Programs Directorate signs the obligating document dictates the unique Period of Performance start and end dates for each award. 6 | Page
FEMA AFG FY 2025 NOFO
d. FEMA Regional Offices
FEMA Regional Offices also may provide fiscal support, including pre- and post-award administration and technical assistance. FEMA Regional Office contact information is available at
https://www.fema.gov/fema-regional-contacts.
e. Civil Rights
Consistent with Executive Order 14173, Ending Illegal Discrimination & Restoring Merit-Based Opportunity, the FEMA Integration and Coordination Division (ICD) is responsible for ensuring compliance with and enforcement of federal civil rights obligations in connection with programs and services conducted by FEMA. They are reachable at [email protected].
f. Environmental Planning and Historic Preservation
The FEMA Office of Environmental Planning and Historic
Preservation (OEHP) provides guidance and information about the EHP review process to FEMA programs and recipients and
subrecipients. Send any inquiries regarding compliance for FEMA grant projects under this NOFO to FEMA-OEHP[email protected]. g. Payment and Reporting System
FEMA uses FEMA Grants Outcomes (FEMA GO) for financial
reporting, invoicing, and tracking payments. The Direct Deposit/Electronic Funds Transfer (DD/EFT) method of payment is used for recipients. For any questions about the system, contact the FEMA GO helpdesk at [email protected] or (877) 585-3242, Monday through Friday, 9:00 AM – 6:00 PM ET.
h. FEMA GO
For technical assistance with the FEMA GO system, please contact the FEMA GO Helpdesk at [email protected] or (877) 585-3242, Monday through Friday, 9:00 AM – 6:00 PM ET.
2. Eligibility
A. Eligible
Entities/Entity Types
Only the following entities or entity types are eligible to apply. a. Applicants
The following entities or entity types located in the 50 United States, District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S. Virgin Islands, Guam, American Samoa, the Commonwealth of Puerto Rico, or any federally recognized tribal government or organization are eligible to apply. If you are unsure of 7 | Page
FEMA AFG FY 2025 NOFO
your entity, please see: https://www.ecfr.gov/current/title-44/part152#p-152.1(b). See Supporting Definitions for this NOFO:
• Fire Departments: Fire departments operating in any of the 50 states, as well as fire departments in the District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S.
Virgin Islands, Guam, American Samoa, the Commonwealth
of Puerto Rico,2 three or any federally recognized Indian tribe or tribal organization. A fire department is an agency or organization having a formally recognized arrangement with a state, local, tribal or territorial authority (city, county, parish, fire district, township, town or other governing body) to provide fire suppression to a population within a
geographically fixed primary first due response area.
• Nonaffiliated EMS organizations: Nonaffiliated EMS
organizations operating in any of the 50 states, as well as the District of Columbia, the Commonwealth of the Northern
Mariana Islands, the U.S. Virgin Islands, Guam, American Samoa, the Commonwealth of Puerto Rico,2 three or any
federally recognized tribal organization. A nonaffiliated EMS organization is an agency or organization that is a public or private nonprofit emergency medical service entity providing medical transport that is not affiliated with a hospital and does not serve a geographic area in which emergency medical
services are adequately provided by a fire department. FEMA considers the following as hospitals under the AFG Program:
• Clinics;
• Medical centers;
• Medical colleges or universities;
• Infirmaries;
• Surgery centers; and
• Any other institution, association, or foundation providing medical, surgical or psychiatric care and/or treatment for the sick or injured. State Fire Training Academies: A SFTA
operates in any of the 50 states, as well as the District of Columbia, the Commonwealth of the Northern Mariana
2 The District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of Puerto Rico are all defined as “States” in the Federal Fire Prevention and Control Act of 1974. See 15 U.S.C. § 2203(10).
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FEMA AFG FY 2025 NOFO
Islands, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of Puerto Rico. Applicants must be
designated either by legislation or by a governor’s declaration as the sole fire service training agency within a state, territory, or the District of Columbia and recognized by the National Fire Academy. The designated SFTA shall be the only agency, bureau, division or entity within that state, territory, or the District of Columbia, to be an eligible SFTA applicant under the AFG Program.
Non-federal airport and/or port authority fire or EMS organizations are eligible only if they have a formally recognized arrangement with the local jurisdiction to provide fire suppression or emergency medical services on a first-due basis outside the confines of the airport or port facilities. Airport or port authority fire and EMS organizations whose sole responsibility is suppression of fires or EMS response on the airport grounds or port facilities are not eligible for funding under the AFG Program.
b. Subapplicants
Subapplicants and subawards are not allowed.
Subapplicants should not have foreign nationals or noncitizens included. If a subapplicant has foreign nationals, they must be properly vetted and must adhere to all government statutes, policies, and procedures including “staff American, stay in America” and security requirements.
B. Project Type
Eligibility
Allowable Project Types
• Operations and Safety;
• Vehicle Acquisition; and
• Regional Projects.
C. Requirements for
Personnel, Partners,
and Other Parties
An application submitted by an otherwise eligible non-federal entity (i.e. the applicant) may be deemed ineligible when the person that submitted the application is not 1) a current employee, personnel, official, staff or leadership of the non-federal entity; and 2) duly authorized to apply for an award on behalf of the non-federal entity at the time of application.
Further, the individual who signs and submits an application must be assigned the role of Authorized Organization Representative (AOR) within the FEMA GO system. The AOR must be a duly authorized 9 | Page
FEMA AFG FY 2025 NOFO
current employee, personnel, official, staff or leadership of the recipient and provide an email address unique to the recipient at the time of application. Consultants or contractors of the recipient are not permitted to be the AOR of the recipient.
Federal employees are prohibited from serving in any capacity (paid or unpaid) on the development of any proposal submitted under this program.
Subapplicants should not have foreign nationals or noncitizens included. If a subapplicant has foreign nationals, they must be properly vetted and must adhere to all government statues, polices, and procedures including “staff American, stay in America” and security requirements.
Subapplicants/subrecipients must submit short bios and resumes.
This should include the type of entity, organizational leadership, and board members along with the both the names and addresses of the individuals. Resumes are subject to approval.
D. Maximum
Number of
Applications
The maximum number of applications that can be submitted by a single entity is three: one application for Operations and Safety, one application for Vehicle Acquisition, and one application as the host partner for a Regional Project.
E. Additional
Restrictions
a. National Emergency Response Information System (NERIS) NERIS reporting is not required to apply for the AFG Program.
However, fire departments receiving funding must agree to report to NFIRS or NERIS during the performance period. If unable to report at the time of the award, recipients must establish reporting capacity within 24 months and report for at least 12 months once capable.
FEMA may request proof of compliance, and noncompliance during the performance period may result in remedies under 2 C.F.R. § 200.339. Nonaffiliated EMS organizations and SFTAs are exempt from NFIRS/NERIS reporting requirements.
b. National Incident Management System (NIMS)
AFG Program applicants are not required to comply with NIMS to apply for AFG Program funding or to receive an AFG Program award. However, any applicant who receives an FY 2025 AFG Program award must achieve the level of NIMS compliance required by the Authority having Jurisdiction (AHJ) over the applicant’s emergency service operations (e.g., a local government) prior to the end of the grant’s period of performance.
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FEMA AFG FY 2025 NOFO
Applicants or recipients are required to certify their compliance with federal statutes, DHS directives, polices, and procedures.
F. References for
Eligibility Factors
within the NOFO
Please see the following references provided below:
1. “Responsiveness Review Criteria” subsection
2. “Financial Integrity Criteria” subsection
3. “Supplemental Financial Integrity Criteria and Review” subsection
4. FEMA may request financial information such as Employer Identification Number (EIN) and bank information as part of the potential award selection. This will apply to everyone prospered, including subrecipients.
5. Appendix B – Programmatic Information and Priorities G. Cost Sharing
Requirement
Applicants selected for this award must commit to an acceptable cost share agreement. Otherwise, they will not be funded. See Sections H and G for cost share requirements.
H. Cost Share
Description, Type
and Restrictions
Recipient cost sharing is required as described below pursuant to 15 U.S.C.§ 2229(k)(1). Recipients shall make available non-federal funds as described below:
• 5 percent for jurisdictions serving a population of 20,000 residents or fewer,
• 10 percent for jurisdictions serving a population of 20,000 up to 1 million residents,
• 15 percent for jurisdictions serving a population of over 1 million residents.
• For SFTAs, the cost share is based on the state's total population. For Regional applications, the cost share is based on the combined population of the primary response areas of the host and partner organizations outlined in a Memorandum of Understanding.
Types of Cost Share
i. Cash (Hard Match): Cost share of non-federal cash is the only allowable recipient contribution for AFG Program
activity (Vehicle Acquisition, Operations and Safety, and Regional).
ii. Trade-In Allowance/Credit: On a case-by-case basis, FEMA may allow recipients already owning assets acquired with nonfederal cash to use the trade-in allowance/credit value of those assets as cash for the purpose of meeting their cost share 11 | Page
FEMA AFG FY 2025 NOFO
obligation. For FEMA to consider a trade-in allowance/credit value as cash, the allowance amount must be reasonable, and the allowance amount must be a separate entry clearly
identified in the acquisition documents.
In-kind (Soft Match): In-kind cost share is not allowable for the AFG Program.
I. Cost Sharing
Calculation Example
The cost share calculator is located
here: https://www.fema.gov/sites/default/files/documents/fema_gpdfy23-afg-cost-share-calculator.pdf Total Allowable Costs ÷ Percentage Cost Share = Federal Share to be requested
$10,000 ÷ 1.05 (5%) = $9,523.80
$10,000 ÷ 1.10 (10%) = $9,090.90
$10,000 ÷ 1.15 (15%) = $8,695.65
J. Required
information for
verifying Cost Share
Applicants must submit their plan for cost share within the Request Details (budget) section of the grant application.
Maintenance of Effort
Pursuant to 15 U.S.C. § 2229(k)(3), an applicant seeking an AFG Program grant shall agree to maintain, during the term of the grant, the applicant’s aggregate expenditures relating to activities allowable under this NOFO, at not less than 80 percent of the average amount of such expenditures in the two fiscal years before the fiscal year an AFG Program grant is awarded.
In other words, an applicant agrees that if it receives a grant award, the applicant will keep its overall expenditures during the award’s period of performance for activities that could be allowable costs under this NOFO at a level that is at least 80 percent or more of the average of what the applicant spent on such costs for those activities in FY 2023 and 2024. This includes those funded with non-federal funding for activities that could be allowable costs under this NOFO.
Applicants must provide budget information for the year they are applying, as well as the two preceding years. For FY25, that would include the yearly budgets for 2025, 2024, and 2023.
3. Program Description
A. Background, Program Purpose, and Program History
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FEMA AFG FY 2025 NOFO
The AFG Program provides financial assistance directly to eligible fire departments, nonaffiliated emergency medical service (EMS) organizations, and State Fire Training Academies (SFTAs). The program aims to enhance the safety of firefighters and the public in relation to fire and fire-related hazards.
Since its inception, the AFG Program has awarded over $9 billion to help equip and train emergency personnel to recognized standards, improve operational efficiency, foster interoperability, and support community resilience. The program has provided fire apparatuses, personal protective equipment, facility modifications, wellness and fitness activities, and other fire equipment to more than 8,000 unique recipients.
For information about program success stories, visit FEMA’s Assistance to Firefighters Grants page: https://www.fema.gov/grants/preparedness/firefighters/assistance-grants.
B. Goals and Objectives
Goal: Enhance the safety of the public and firefighters with respect to fire and fire-related hazards.
Objectives: Provide critically needed resources to:
• Equip and train emergency personnel to recognized standards, • Outfit responders with compliant personal protective equipment to increase responders’ physical protection against hazards during incident response, • Retrofit or modify facilities to protect personnel from known health hazards, • Acquire emergency response vehicles,
• Design and implement health, wellness, and resiliency programs that prepare responders for incident response,
• Enhance operational efficiencies, foster interoperability, and • Support community resilience.
C. Program Rationale
The AFG Program represents part of a comprehensive set of measures authorized by Congress and implemented by DHS. By increasing the number of trained firefighters, the AFG Program improves deployment capabilities to respond to emergencies and provide adequate protection from fire and fire-related hazards. The AFG Program also aims to support the following objectives:
• Coordinate Federal Response to Incidents
• Strengthen National Resilience
• Enhance Training and Readiness of First Responders
Through these objectives, FEMA creates a vision for the field of emergency management and sets an ambitious, yet achievable, path forward to unify and further professionalize emergency management across the country. We invite all our stakeholders and partners to join us in building a more prepared and resilient nation.
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FEMA AFG FY 2025 NOFO
D. Federal Assistance Type
Grant
E. Performance Measures and Targets
Grant recipients must collect data to allow FEMA to measure performance of AFG Program grants. These metrics align with the program’s objectives and priorities. FEMA may request information throughout the period of performance. At closeout recipients must submit a final performance report with enough information to show they met the performance goals outlined in their award.
FEMA will assess performance by comparing the number of items, supplies, projects, and activities requested in its application with the number acquired and delivered by the end of the performance period. The following program metrics will be used:
• Percentage of active-duty members equipped with National Fire Protection Association (NFPA) and Occupational Safety and Health Administration (OSHA)-compliant personal protective equipment (PPE) for each department that received AFG Program funding. • Percentage of active-duty members who were equipped with NFPA and OSHA compliant equipment for each department that receives AFG Program funding. • Number of fire vehicles successfully replaced per industry standards at each department funded to replace fire vehicles.
• Percentage of new active-duty members achieving Firefighter Training Levels I and II within one year of coming into service at each department funded for training. • Percentage of the facility modifications required to comply with state, local, NFPA, or OSHA standards on housing and readiness posture that were successfully made for each department funded for facility modifications.
• Percentage of active-duty members meeting physical/mental readiness requirements through health programs at each department funded for wellness and fitness.
F. General Funding Requirements
Costs charged to federal awards (including federal and non-federal cost share funds) must comply with applicable statutes, rules and regulations, policies, this NOFO, and the terms and conditions of the federal award. This includes, among other requirements, that costs must be incurred, and products and services must be delivered within the budget period. 2 C.F.R. § 200.403(h).
Population of the jurisdiction served
by the recipient
Maximum award in FY
2025
Statutory waiver available
subject to extraordinary need?
100,000 or fewer No more than $1
million
None available
100,001 – 500,000 people No more than $2
million
None available
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FEMA AFG FY 2025 NOFO
500,001 – 1,000,000 people No more than $2.91
million
None available
1,000,001 – 2,500,000 people No more than $2.91
million
Yes, but no more than $6
million
More than 2,500,000 people No more than
$2.91million
Yes, but no more than $9
million
Regional applicants will be subject to the funding limitations based on the total population served by the host of the application and the participating partners. For example, if the host and partners serve a population of 100,000 or fewer and are the recipients of a Regional award for $1 million, then the host has met their cap and is no longer eligible for additional funds under the AFG Program.
Allocations and Restrictions of Available Grant Funds by Organization Type • Fire Departments: Not less than 25% of available grant funds shall be awarded to career, combination, or volunteer department types (total of 75%). • Nonaffiliated EMS Organizations: Not more than 2% of available grant funds shall be collectively awarded to all nonaffiliated EMS organization recipients. • Emergency Medical Services Providers: Not less than 3.5% of available grant funds shall fund emergency medical services provided by fire departments and nonaffiliated EMS organizations.
• State Fire Training Academy: Not more than 3% of available grant funds shall be collectively awarded to all SFTA recipients. Further, not more than $500,000 of available federal grant funds may be awarded per SFTA applicant.
• Vehicles: Not more than 25% of available grant funds may be used by recipients for the purchase of vehicles. Of that amount, based on stakeholder recommendations, FEMA intends to allocate 10% of the total vehicle funds for ambulances. • Micro Grants: The selection of the voluntary Micro Grant option (cumulative federal funding of $75,000) for eligible High Priority Operations and Safety activities does not impact an applicant’s request or participation under the Vehicle Acquisition or Regional projects. Applicants who select Micro Grants under Operations and Safety as a funding opportunity choice may still apply for a Vehicle Acquisition or Regional project. Of the 25% allocated to each of the career, combination, and volunteer departments, FEMA will aim to fund no less than 25% of the allocation for Micro Grants.
Recipients may not use federal funds or any cost share funds for the following activities:
• Matching or cost sharing requirements for other federal grants and cooperative agreements (see 2 C.F.R. § 200.306).
• Lobbying or other prohibited activities under 18 U.S.C. § 1913 or 2 C.F.R. § 200.450. • Prosecuting claims against the federal government or any other government entity (see 2 C.F.R. § 200.435).
G. Indirect Costs (Facilities and Administrative Costs) Indirect costs are NOT allowed.
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FEMA AFG FY 2025 NOFO
H. Management and Administration (M&A) Costs
M&A costs are allowed.
M&A costs are allowed by Full-Year Continuing Appropriations and Extensions Act, 2025, Pub.
L. No. 119-4. M&A activities are those directly related to the management and administration of the AFG award funds, such as financial management and monitoring.
M&A expenses should be based only on actual expenses or known contractual costs. Requests that are simple percentages of the award, without supporting justification or adequate documentation, will not be considered for an award.
M&A are not overhead/operational costs but are necessary direct costs incurred in support of the federal award or because of it, such as travel, meeting-related expenses, and salaries of full/parttime staff in direct support of the program. As such, M&A costs can be itemized in financial reports.
I. Pre-Award Costs
The following pre-award costs are allowable:
1. Fees for Grant Writers (capped at $1,500 of federal funds per application) The recipient must request approval from FEMA to incur such pre-award costs. Requests must be sent via email to [email protected] and include the application number and justification narrative. Please note, the recipient must seek approval at the time of acquisition and before the award is announced.
FEMA must provide written confirmation that the costs have been reviewed and determined the costs are justified, unavoidable, and consistent with the grant’s scope of work.
Pre-award costs must comply with 2 C.F.R. § 200.458, ensuring they are necessary for the efficient and timely performance of the grant.
J. Beneficiary Eligibility
There are no program requirements to be an eligible beneficiary. This NOFO and any subsequent federal awards create no rights or causes of action for any beneficiary.
K. Participant Eligibility
There are no program requirements to be an eligible participant. This NOFO and any subsequent federal awards create no rights or causes of action for any participant.
L. Authorizing Authority
Section 33 of The Federal Fire Prevention and Control Act of 1974, Pub. L. No. 93-498, as amended (15 U.S.C § 2229).
M. Appropriation Authority
Full-Year Continuing Appropriations and Extensions Act, 2025, Pub. L. No. 119-4 § 1101.
N. Budget Period
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FEMA AFG FY 2025 NOFO
There will be only a single budget period with the same start and end dates as the period of performance.
O. Prohibition on Covered Equipment or Services
Recipients, sub-recipients, and their contractors or subcontractors must comply with the prohibitions set forth in Section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019, which restrict the purchase of covered telecommunications and surveillance equipment and services. Please see 2 C.F.R. §§ 200.216, 200.327, 200.471, and Appendix II to 2 C.F.R. Part 200, and FEMA Policy #405-143-1 - Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services for more information.
4. Application Contents and Format
A. Pre-Application, Letter of Intent, and Whitepapers
Pre-applications, letters of intent, and whitepapers are not required nor encouraged to be eligible to apply.
B. Application Content and Format
Applications are processed through the FEMA GO system. To access the system, go to https://go.fema.gov/.
Applications must include information regarding department and program-specific priorities, details demonstrating department eligibility, and four narratives: Financial Need, Project Description, Cost/Benefit, and Statement of Effect. Each narrative section has a limit of 4,000 characters, including spaces.
C. Application Components
All applicable forms are in the FEMA GO system and filled out as part of the application submission process. The forms below do not require separate upload. The following forms will be filled out during the application process in FEMA GO:
• SF-424, Application for Federal Assistance
• Grants.gov Lobbying Form, Certification Regarding Lobbying • SF-424A, Budget Information (Non-Construction)
• SF-424B, Standard Assurances (Non-Construction)
• SF-LLL, Disclosure of Lobbying Activities
D. Program-Specific Required Documents and Information
For program specific updates and information please see Appendices A, B, and C.
E. Post-Application Requirements for Successful Applicants Applicants likely to be funded may receive a request for additional information by email prior to award. Applicants must respond to the request to move forward with the grant review process.
5. Submission Requirements and Deadlines
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FEMA AFG FY 2025 NOFO
A. Address to Request Application Package
Applications are processed through the FEMA GO system. To access the system, go to https://go.fema.gov/.
Steps Required to Apply for an Award Under This Program and Submit an Application:
To apply for an award under this program, all applicants must:
a. Apply for, update, or verify their Unique Entity Identifier (UEI) number and Employer Identification Number (EIN) from the Internal Revenue Service; b. In the application, provide an UEI number;
c. Have an account with login.gov;
d. Register for, update, or verify their System for Award Management (SAM) account and ensure the account is active before submitting the application; e. Register in FEMA GO, add the organization to the system, and establish the Authorized Organizational Representative (AOR). The organization’s electronic business point of contact (eBiz POC) from the SAM registration may need to be involved in this step. For step-by-step instructions, see https://www.fema.gov/medialibrary/assets/documents/181607; f. Submit the complete application in FEMA GO; and
g. Continue to maintain an active SAM registration with current information at all times during which it has an active federal award or an application or plan under consideration by a federal awarding agency. As part of this, applicants must also provide information on an applicant’s immediate and highest-level owner and subsidiaries, as well as on all predecessors that have been awarded federal contracts or federal financial assistance within the last three years, if applicable.
Per 2 C.F.R. § 25.110(a)(2)(iv), if an applicant is experiencing exigent circumstances that prevents it from obtaining an UEI number and completing SAM registration prior to receiving a federal award, the applicant must notify FEMA as soon as possible. Contact fema-grants[email protected] and provide the details of the exigent circumstances.
How to Register to Apply:
General Instructions:
Registering and applying for an award under this program is a multi-step process and requires time to complete. Below are instructions for registering to apply for FEMA funds. Read the instructions carefully and prepare the requested information before beginning the registration process. Gathering the required information before starting the process will alleviate last-minute searches for required information.
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The registration process can take up to four weeks to complete. To ensure an application meets the deadline, applicants are advised to start the required steps well in advance of their submission.
Organizations must have a UEI number, EIN, and an active SAM registration.
Obtain a UEI Number:
All entities applying for funding, including renewal funding, must have a UEI number.
Applicants must enter the UEI number in the applicable data entry field on the SF-424 form. For more detailed instructions for obtaining a UEI number, refer to SAM.gov.
Obtain Employer Identification Number:
In addition to having a UEI number, all entities applying for funding must provide an EIN. The EIN can be obtained from the IRS by visiting https://www.irs.gov/businesses/small-businessesself-employed/apply-for-an-employer-identification-number-ein-online.
Create a login.gov account:
Applicants must have a login.gov account in order to register with SAM or update their SAM registration. Applicants can create a login.gov account at:
https://secure.login.gov/sign_up/enter_email?request_id=34f19fa8-14a2-438c-8323- a62b99571fd.
Applicants only have to create a login.gov account once. For existing SAM users, use the same email address for both login.gov and SAM.gov so that the two accounts can be linked.
For more information on the login.gov requirements for SAM registration, refer to https://www.sam.gov/SAM/pages/public/loginFAQ.jsf.
Register with SAM:
In addition to having a UEI number, all organizations must register with SAM. Failure to register with SAM will prevent your organization from applying through FEMA GO. SAM registration must be renewed annually and must remain active throughout the entire grant life cycle.
For more detailed instructions for registering with SAM, refer to: Register with SAM Note: per 2 C.F.R. § 25.200 , applicants must also provide the applicant’s immediate and highest-level owner, subsidiaries, and predecessors that have been awarded federal contracts or federal financial assistance within the past three years, if applicable.
Register in FEMA GO, Add the Organization to the System, and Establish the AOR:
Applicants must register in FEMA GO and add their organization to the system. The organization’s electronic business point of contact (eBiz POC) from the SAM registration may need to be involved in this step. For step-by-step instructions, see: FEMA GO Startup Guide Note: FEMA GO will support only the most recent major release of the following browsers:
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• Google Chrome;
• Mozilla Firefox;
• Apple Safari; and
• Microsoft Edge.
Applicants using tablet type devices or other browsers may encounter issues with using FEMA GO.
Submitting the Final Application:
Applicants will be prompted to submit the standard application information, and any programspecific information required. Standard Forms (SF) may be accessed in the Forms tab under the:
SF-424 Family | Grants.gov.
Applicants should review these forms before applying to ensure they are providing all required information.
After submitting the final application, FEMA GO will provide either an error message, or an email to the submitting AOR confirming the transmission was successfully received.
B. Application Deadline
06/22/2026 05:00 PM Eastern Time
C. Pre-Application Requirements Deadline
Not applicable
D. Post-Application Requirements Deadline
Not applicable
E. Effects of Missing the Deadline
All applications must be completed in FEMA GO by the application deadline. FEMA GO automatically records proof of submission and generates an electronic date/time stamp when FEMA GO successfully receives an application. The submitting AOR will receive via email the official date/time stamp and a FEMA GO tracking number to serve as proof of timely submission prior to the application deadline.
Applicants experiencing system-related issues have until 3:00 PM ET on the date applications are due to notify FEMA. No new system-related issues will be addressed after this deadline. Applications not received by the application submission deadline will not be accepted.
6. Intergovernmental Review
A. Requirement Description and State Single Point of Contact An intergovernmental review may be required. Applicants must contact their state’s Single Point of Contact (SPOC) to comply with the state’s process under Executive Order 12372. 20 | Page
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7. Application Review Information
A. Threshold Criteria
Automatic disqualification of the application will occur if any of the conditions and instructions are not followed in Appendix B of this Notice of Funding Opportunity.
Examples of ineligible applications and/or organizations include:
• Nonaffiliated EMS organization requests for any activity that is specific or unique to structural/proximity/wildfire firefighting gear.
• Fire departments that are a federal government entity, or contracted by the federal government, and are solely responsible under a formally recognized agreement for suppression of fires on federal installations or land.
• Fire departments or nonaffiliated EMS organizations that are not independent entities but are part of, controlled by, or under the day-to-day operational command and control of a larger department, agency or AHJ.
• However, if a fire department is considered to be the same legal entity as a municipality or other governmental organization, and otherwise meets the eligibility criteria, that municipality or other governmental organization may apply on behalf of that fire department as long as the application clearly states that the fire department is considered part of the same legal entity.
• Fire-based EMS organization applying as a nonaffiliated EMS organization. • Auxiliaries, hospitals, or fire service associations or interest organizations that are not the AHJ over the applicant.
• Dive teams, search and rescue squads, or similar organizations that do not provide medical transport.
• Fire departments, regional, or nonaffiliated EMS organizations that are for profit. • State or local agencies, or subsets of any governmental entity, or any authority that do not meet the requirements as defined by 15 U.S.C. §2229 (a), (c). • Submitting multiple applications for the same equipment or activity (e.g., self-contained breathing apparatus [SCBA] under both Regional and Operations and Safety activities, or two applications for the same vehicle) may result in disqualification of both applications.
This rule does not apply if an applicant is applying on behalf of multiple agencies (e.g., fire departments within the same county or city). In such cases, the applicant can request similar equipment, as long as the application clearly specifies the equipment and quantities for each agency. Multiple applications across regional and direct categories are allowed in this scenario.
.
B. Application Criteria
FEMA sets funding priorities and evaluation criteria for AFG Program applications based on recommendations from the Criteria Development Panel (CDP). Each year, FEMA brings together a panel of fire service professionals to establish these priorities and criteria. The panel provides input on funding priorities and helps develop the criteria used to award grants.
The nine major fire service organizations represented on the panel are:
• International Association of Fire Chiefs
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• International Association of Fire Fighters
• National Volunteer Fire Council
• National Fire Protection Association
• National Association of State Fire Marshals
• International Association of Arson Investigators
• International Society of Fire Service Instructors
• North American Fire Training Directors
• Congressional Fire Service Institute
CDP and Application Evaluation
CDP advises FEMA on creating or updating funding priorities and developing criteria for awarding grants. This Notice of Funding Opportunity (NOFO) reflects the CDP’s recommendations regarding priorities, direction, and award criteria.
FEMA ranks all complete applications based on how well they align with the program priorities for the specific activity. Responses to the activity-specific questions in the application are used to determine each application’s ranking relative to these priorities.
AFG Program applications go through a multi-phase review process:
1) Electronic Pre-Scoring
2) Peer Review
3) FEMA Internal Review
1. Electronic Pre-Scoring
The application undergoes an electronic pre-scoring process based on established program priorities listed in Appendix B and answers to activity-specific questions within the online application. Application Narratives are not reviewed during the pre- score process. “Request Details” and “Budget” information should comply with program guidance and statutory funding limitations. The pre-score is half of the total application score.
2. Peer Review
Applications with the highest rankings from the pre-scoring process will undergo a Peer Review Panel process. A panel of peer reviewers is composed of fire service personnel recommended by national fire organizations. Peer reviewers will assess each application’s merits based on the narrative statement on the requested activity. The evaluation elements listed in the “Narrative Evaluation Criteria” below will be used to calculate the narrative’s score for each activity requested. Peer reviewers will independently score each requested activity within the application, discuss the merits and/or shortcomings of the application with his or her peers, and document the findings. A consensus is not required. The panel score is half of the total application score. Peer reviewers will evaluate and select a score of Strongly Agree, Agree, Neither Agree nor Disagree, Disagree, or Strongly Disagree for each narrative section based on the following narrative elements within each activity.
3. FEMA Internal Review
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Applications within the fundable range undergo a Technical Review by subject-matter experts and a FEMA Program Office review. The FEMA Program Office evaluates costs, quantities, feasibility, eligibility, and recipient responsibility before recommending awards. During TEP, Appendix B is used to address eligibility corrections, though this phase is not scored. Partial funding may be recommended based on assessment findings.
C. Financial Integrity Criteria
Before making an award, FEMA is required to review OMB-designated databases for applicants’ eligibility and financial integrity information. This is required by the Payment Integrity Information Act of 2019 (Pub. L. No. 116-117, § 2 (2020)), 41 U.S.C. § 2313, and the “Do Not Pay Initiative” (31 U.S.C. 3354). For more details, please see 2 C.F.R. § 200.206.
Thus, the Financial Integrity Criteria may include the following risk-based considerations of the applicant:
1. Financial stability.
2. Quality of management systems and ability to meet management standards.
3. History of performance in managing federal award.
4. Reports and findings from audits.
5. Ability to effectively implement statutory, regulatory, or other requirements.
D. Supplemental Financial Integrity Criteria and Review Before making an award expected to exceed the simplified acquisition threshold, defined at 41 U.S.C. § 134, over the period of performance:
1. FEMA is required by 41 U.S.C. § 2313 to review or consider certain information found in SAM.gov. For details, please see 2 C.F.R. § 200.206(a)(2).
2. An applicant may review and comment on any information in the responsibility/qualification records available in SAM.gov.
3. Before making decisions in the risk review required by 2 C.F.R. § 200.206, FEMA will consider any comments by the applicant.
E. Reviewers and Reviewer Selection
All applications will be evaluated through the Peer Review Panel process. A panel of peer reviewers is comprised of fire service representatives recommended by the CDP.
F. Merit Review Process
Applications with the highest rankings from the pre-scoring process will undergo a Peer Review Panel process.
Narrative Evaluation Criteria
Narrative Statements are a key part of the application process and must provide clear, detailed, and specific information about the proposed activities for which funding is requested. Applicants 23 | Page
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must explain how the proposed activities align with the Operations and Safety Activity or the Vehicle Acquisition Activity.
FEMA reviews applications for duplication, including narratives and statistical data. All elements of the Narrative Statements must be original, and all statistical data must be accurate.
Applications with narratives that include substantial copying of sentences or paragraphs or inaccurate data that could mislead reviewers may be disqualified. Falsification, fabrication, or plagiarism of other grant proposals will result in disqualification.
Peer review panelists will evaluate and score each project based on the narrative elements defined below. Each narrative section is limited to 4,000 characters, including spaces and punctuation
Financial Need
This section accounts for 25% of an application’s peer review score. It allows 4,000 characters (including spaces and punctuation).
Applicants must explain their financial need, detailing budget constraints, failed attempts to secure other funding, and showing that the financial distress is beyond their control, in line with the AFG Program's intent.
Project Description and Budget
This section accounts for 25% of an application’s peer review score. It allows 4,000 characters (including spaces and punctuation).
The Project Description and Budget statement should explain the project objectives, their connection to the budget, and risk analysis. Applicants should describe activities, align them with project objectives, their mission, and relevant requirements, and link expenses to operations, safety, and project goals.
Cost Benefit
This section accounts for 25% of an application’s peer review score. It allows 4,000 characters (including spaces and punctuation).
Applicants should explain how they will address operational and personnel safety needs, focusing on cost effectiveness and asset sharing. The statement should detail how grant funding will maximize benefits, including reasonable costs like overhead and administrative expenses.
Requests should align with the applicant's mission and show how funding will benefit their organization and personnel.
Statement of Effect on Operations
This section accounts for 25% of an application’s peer review score. It allows 4,000 characters (including spaces and punctuation).
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The Statement of Effect on Operations should explain how the funding will improve the organization’s effectiveness, daily operations, and risk reduction. Applicants should detail how often and in what capacity the requested items will be used, their benefits to the community, and how they enhance the ability to save lives and property. Jurisdictions emphasizing fire risk reduction through code enforcement and mitigation strategies, including FEMA-approved plans, may receive higher consideration.
G. Final Selection
Technical Evaluation Process (TEP)
The highest scoring project(s) for both activities will be considered within the fundable range.
Projects that are in the fundable range will undergo a Technical Review by the FEMA Program Office before being recommended for award. The FEMA Program Office will assess the request with respect to costs, quantities, feasibility, eligibility, and recipient responsibility prior to recommending any application for award. Additionally, FEMA will review whether the project duplicates other federally funded research or prevention activities. Once the TEP is complete, a final ranking of projects will be created. FEMA will award grants based on this final ranking and the ability to meet statutorily required funding limitations outlined in Appendix B - Programmatic Information and Priorities of this NOFO.
FEMA may not make a federal award until the applicant has complied with all applicable SAM requirements. Therefore, an applicant’s SAM registration must be active not only at the time of application, but also during the application review period and when FEMA is ready to make a federal award. Further, as noted above, an applicant’s or recipient’s SAM registration must remain active for the duration of an active federal award. If an applicant’s SAM registration is expired at the time of application, expires during application review, or expires any other time before award, FEMA may determine that the applicant is not qualified to receive a federal award and use that determination as a basis for making a federal award to another applicant. Requests may be recommended for partial funding based on findings made during this assessment.
In awarding grants, the FEMA Administrator is required to consider:
• The findings and recommendations of the Technical Evaluation Panel (TEP); • The degree to which an award will reduce deaths, injuries and property damage by reducing the risks associated with fire related and other hazards; • The extent of an applicant’s need for an AFG Program grant and the need to protect the United States as a whole; and
• The number of calls requesting or requiring a firefighting or emergency medical response received by an applicant.
8. Award Notices
A. Notice of Award
The Authorized Organization Representative (AOR) must carefully review the federal award package before accepting the award. The package includes instructions for administering the award as well as the terms and conditions.
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By submitting an application, applicants agree to comply with the requirements outlined in this NOFO and adhere to the terms and conditions of the federal award if selected.
FEMA will provide the federal award package electronically via FEMA GO. The package includes an Award Letter, Summary Award Memo, Agreement Articles, and Obligating Document. A notification email with the award package will be sent to the submitting AOR through the grant application system.
Recipients must accept their awards no later than 30 days from the award date. Recipients shall notify FEMA of their intent to accept the award and proceed with work via the FEMA GO system.
Funds will remain on hold until the recipient accepts the award in FEMA GO and satisfies all other award conditions, or until the award is rescinded. Failure to accept the grant award within the specified timeframe may result in a loss of funds.
During the review process, FEMA may have modified the application request(s). Any modifications will be detailed in the award package provided with the offer of an award. If the awarded activities, scope of work, or funding amounts differ from the original application, the recipient is only responsible for completing the activities funded by FEMA. The recipient is not obligated to start, modify, or complete any activities that were requested but not funded. The award package will outline any changes in the approved scope of work section.
B. Pass-Through Requirements
None
C. Note Regarding Pre-Award Costs
Even if pre-award costs are allowed, beginning performance is at the applicant’s risk.
D. Obligation of Funds
The grant funds are obligated in accordance with applicable laws, and no later than upon award.
E. Notification to Unsuccessful Applicants
FEMA will provide all applicants who do not receive a FY 2025 AFG Program award with a turndown notification after September 30, 2026.
9. Post-Award Requirements and Administration
A. Administrative and National Policy Requirements
Presidential Executive Orders
Recipients must comply with the requirements of Presidential Executive Orders related to grants (also known as federal assistance and financial assistance), the full text of which are incorporated by reference. Pursuant to the preliminary injunction order issued on November 21, 2025, in County of Santa Clara et al. v. Noem, et al., No. 25-cv-08330-WHO (N.D. Cal.), this requirement does not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect. If the preliminary injunction is stayed, vacated, or extinguished, this requirement will immediately become effective. Also, 26 | Page
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pursuant to the preliminary injunction order issued on November 21, 2025, in City of Chicago et al. v. Noem, et al., No. 25-CV-12765 (N.D. Ill.), this requirement does not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect. If the preliminary injunction is stayed, vacated, or extinguished, this requirement will immediately become effective.
In accordance with Executive Order 14305, Restoring American Airspace Sovereignty (June 6, 2025), and to the extent allowed by law, eligible state, local, tribal, and territorial grant recipients under this NOFO are permitted to purchase unmanned aircraft systems, otherwise known as drones, or equipment or services for the detection, tracking, or identification of drones and drone signals, consistent with the legal authorities of state, local, tribal, and territorial agencies.
Recipients must comply with all applicable federal, state, and local laws and regulations, and adhere to any statutory requirements on the use of federal funds for such unmanned aircraft systems, equipment, or services.
B. DHS Standard Terms and Conditions
A recipient under this funding opportunity must comply with the DHS Standard Terms and Conditions in effect as of the date of the federal award, unless a term and condition specifically indicates otherwise. The DHS Standard Terms and Conditions are available online: DHS Standard Terms and Conditions | Homeland Security. For continuation awards, the terms and conditions for the initial federal award will apply unless otherwise specified in the terms and conditions of the continuation award. The specific version of the DHS Standard Terms and Conditions applicable to the federal award will be in the federal award package.
A recipient under this funding opportunity must comply with the FY 2026 Department of Homeland Security Standard Terms and Conditions, with the following exceptions. The term titled “Communication and Cooperation with the Department of Homeland Security and Immigration Officials” and paragraph (2)(a)(ii) of the term titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” do not apply to any federal award under this funding opportunity.
Pursuant to the preliminary injunction order issued on November 21, 2025, in County of Santa Clara et al. v. Noem, et al., No. 25-cv-08330-WHO (N.D. Cal.), the following terms and conditions do not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect: (1) The DHS Standard Term and Condition titled " Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act "; and (2) the DHS Standard Term and Condition titled "All Executive Orders Related to Grants". If the preliminary injunction is stayed, vacated, or extinguished, both terms will immediately become effective. As stated above, Paragraph (2)(a)(ii) of the DHS Standard Term and Condition titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” will not apply even if the preliminary injunction is stayed, vacated, or extinguished.
Pursuant to the preliminary injunction order issued on November 21, 2025, in City of Chicago et al. v. Noem, et al., No. 25-CV-12765 (N.D. Ill.), the following terms and conditions do not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect: (1) the DHS Standard Term and Condition titled " Federal 27 | Page
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Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act"; and (2) the DHS Standard Term and Condition titled " All Executive Orders Related to Grants". If the preliminary injunction is stayed, vacated, or extinguished, both terms will immediately become effective. As stated above, paragraph (2)(a)(ii) of the DHS Standard Term and Condition titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” will not apply even if the preliminary injunction is stayed, vacated, or extinguished.
Pursuant to the preliminary injunction order issued on October 31, 2025, in City of Seattle v.
Trump, et al., No. 2:25-cv-01435-BJR (W.D. Wa.), the following terms and conditions do not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect: the DHS Standard Term and Condition titled " Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act ". If the preliminary injunction is stayed, vacated, or extinguished, the term will immediately become effective. As stated above, Paragraph (2)(a)(ii) of the DHS Standard Term and Condition titled “Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” will not apply even if the preliminary injunction is stayed, vacated, or extinguished.
C. Financial Reporting Requirements
Recipients must report obligations and expenditures through a federal financial report. The Federal Financial Report (FFR) form, also known as Standard Form 425 (SF-425), is available online at: SF-425 OMB #4040-0014. A tutorial is available here under https://www.fema.gov/sites/default/files/documents/FEMA_GO_SF425_and_PPR_User_Guide_508.pdf Recipients must submit the FFR semi-annually throughout the Period of Performance (POP) as detailed below:
A. No later than July 30 (for the period Jan. 1 – June 30) B. No later than January 30 (for the period July 1 – Dec. 31) C. Within 120 days after the end of the Period of Performance The final FFR is due within 120 days after the end of the POP.
FEMA may withhold future federal awards and cash payments if the recipient does not submit timely financial reports, or the financial reports submitted demonstrate lack of progress or provide insufficient detail.
D. Programmatic Performance Reporting Requirements
1. A Performance Report must be submitted semi-annually throughout the POP. A tutorial is available
here: https://www.fema.gov/sites/default/files/documents/FEMA_GO_SF425_and_PPR_User_Guide_508.pdf
2. A Performance Report must include:
a. A brief narrative of overall project(s) status indicating progress toward project objectives;
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b. A summary of project expenditures;
c. A summary of any products from research activities;
d. A description of any potential issues that may affect project completion; and e. Other information specific to the Activities awarded.
3. The Performance Report must be submitted through FEMA GO.
4. Performance Report Due Dates
a. No later than July 30 (for the period Jan. 1 – June 30)
5. No later than January 30 (for the period July 1 – Dec. 31)] E. Closeout Reporting Requirements
Within 120 days after the end of the period of performance, or after an amendment has been issued to close out a federal award, recipients must submit the following:
• The final request for payment, if applicable.
• The final FFR.
• The final progress report detailing all accomplishments. • A qualitative narrative summary of the impact of those accomplishments throughout the period of performance.
• Other documents required by this NOFO, terms and conditions of the federal award, or other DHS Component guidance.
After FEMA approves these reports, it will issue a closeout notice. The notice will indicate the period of performance as closed, list any remaining funds to be de-obligated, and address the record maintenance requirement. Unless a longer period applies, such as due to an audit or litigation, for equipment or real property used beyond the period of performance, or due to other circumstances outlined in 2 C.F.R. § 200.334, this maintenance requirement is three years from the date of the final FFR.
Also, pass-through entities are responsible for closing out those subawards as described in 2 C.F.R. § 200.344; subrecipients are still required to submit closeout materials within 90 calendar days of the subaward period of performance end date. When a subrecipient completes all closeout requirements, pass-through entities must promptly complete all closeout actions in time for the recipient to submit all necessary documentation and information to FEMA during the closeout of their prime award. The recipient is responsible for returning any balances of unobligated or unliquidated funds that have been drawn down that are not authorized to be retained per 2 C.F.R. § 200.344(e).
A closeout tutorial is available here
https://www.fema.gov/sites/default/files/documents/fema_afg-closout-tutorial.pdf Administrative Closeout
Administrative closeout is a mechanism for FEMA to unilaterally execute closeout of an award if no activity is taken during the period of performance (submitting of reports, financial drawdowns). FEMA will use available award information in lieu of final recipient reports, per 2 29 | Page
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C.F.R. § 200.344(h)-(i). It is an activity of last resort, and if FEMA administratively closes an award, this may negatively impact a recipient’s ability to obtain future funding.
Additional Reporting Requirements
Anytime there is a chance in personnel for any of the awardees and/or subrecipients, their information needs to be submitted for approval (all the previous personal information identified).
F. Disclosing Information per 2 C.F.R. § 180.335
Before entering into a federal award, the applicant must notify FEMA if it knows that the applicant or any of the principals (as defined at 2 C.F.R. § 180.995) for the federal award:
1. Are presently excluded or disqualified;
2. Have been convicted within the preceding three years of any of the offenses listed in § 180.800(a) or had a civil judgment rendered against you for one of those offenses within that time period;
3. Are presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with the commission of any of the offenses listed in § 180.800(a); or
4. Have had one or more public transactions (Federal, State, or local) terminated within the preceding three years for cause or default.
This is requirement is fully described in 2 C.F.R. §180.335.
Additionally, 2 C.F.R. § 180.350 requires recipients to provide immediate notice to FEMA at any time after entering a federal award if:
1. The recipient learns that either it failed to earlier disclose information as required by 2 C.F.R. § 180.335;
2. Due to changed circumstances, the applicant or any of the principals for the federal award now meet the criteria at 2 C.F.R. § 180.335 listed above.
G. Reporting of Matters Related to Recipient Integrity and Performance Appendix XII to 2 C.F.R. Part 200 states the terms and conditions for recipient integrity and performance matters used for this funding opportunity.
If the total value of all active federal grants, cooperative agreements, and procurement contracts for a recipient exceeds $10,000,000 at any time during the period of performance:
1. The recipient must maintain the currency of information reported in SAM.gov about civil, criminal, or administrative proceedings described in paragraph 2 of Appendix XII;
2. The required reporting frequency is described in paragraph 4 of Appendix XII.
H. Single Audit Report
Any non-Federal entity that must be audited (as defined by 2 C.F.R. § 200.1) during its fiscal year must undergo an audit. This may be either a single audit complying with 2 C.F.R. § 200.514 or a program-specific audit complying with 2 C.F.R. §§ 200.501 and 2 C.F.R. §§ 200.507. 30 | Page
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Audits must follow 2 C.F.R. Part 200, Subpart F, 2 C.F.R. § 200.501, and the U.S. Government Accountability Office (GAO) Generally Accepted Government Auditing Standards.
I. Monitoring and Oversight
Per 2 C.F.R. § 200.337, DHS and its authorized representatives have the right of access to any records of the recipient or subrecipient pertinent to a Federal award to perform audits, site visits, and any other official use. The right also includes timely and reasonable access to the recipient’s or subrecipient’s personnel for the purpose of interview and discussion related to such documents or the Federal award in general.
Pursuant to this right and per 2 C.F.R. § 200.329, DHS may conduct desk reviews and make site visits to review and evaluate project accomplishments and management control systems as well as provide any required technical assistance. Recipients and subrecipients must respond in a timely and accurate manner to DHS requests for information relating to a federal award.
J. Program Evaluation
Title I of the Foundations for Evidence-Based Policymaking Act of 2018, Pub. L. No. 115-435 (2019) (Evidence Act), PUBL435.PS urges federal agencies to use program evaluation as a critical tool to learn, improve delivery, and elevate program service and delivery across the program lifecycle. Evaluation means “an assessment using systematic data collection and analysis of one or more programs, policies, and organizations intended to assess their effectiveness and efficiency.” Evidence Act, § 101 (codified at 5 U.S.C. § 311). OMB A-11, Section 290 (Evaluation and Evidence-Building Activities) further outlines the standards and practices for evaluation activities. Federal agencies are required to specify any requirements for recipient participation in program evaluation activities (2 C.F.R. § 200.301). Program evaluation activities incorporated from the outset in the NOFO and program design and implementation allow recipients and agencies to meaningfully document and measure progress and achievement towards program goals and objectives, and identify program outcomes and lessons learned, as part of demonstrating recipient performance (2 C.F.R. § 200.301).
As such, recipients and subrecipients are required to participate in a Program Office (PO) or a DHS Component-led evaluation, if selected. This may be carried out by a third-party on behalf of the PO or the DHS Component. Such an evaluation may involve information collections including but not limited to, records of the recipients; surveys, interviews, or discussions with individuals who benefit from the federal award, program operating personnel, and award recipients; and site visits or other observation of recipient activities, as specified in a DHS Component or PO-approved evaluation plan. More details about evaluation requirements may be provided in the federal award, if available at that time, or following the award as evaluation requirements are finalized. Evaluation costs incurred during the period of performance are allowable costs (either as direct or indirect) in accordance with 2 C.F.R. § 200.413.
Recipients and subrecipients are also encouraged, but not required, to participate in any additional evaluations after the period of performance ends, although any costs incurred to participate in such evaluations are not allowable and may not be charged to the federal award.
K. Additional Performance Reporting Requirements
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Not applicable
L. Termination of Federal Award
The FY 2026 DHS Standard Terms and Conditions sets forth a term and condition entitled “Termination of a Federal Award”. The termination provision condition listed below applies to the grant award and the “Termination of a Federal Award” term and condition in the FY 2026 DHS Standard Terms and Conditions does not.
Termination of the Federal Award by FEMA
FEMA may terminate the federal award in whole or in part for one of the following reasons:
a. If the recipient or subrecipient fails to comply with the terms and conditions of the federal award.
b. With the consent of the recipient, in which case FEMA and the recipient must agree upon the termination conditions. These conditions include the effective date and, in the case of partial termination, the portion to be terminated.
c. If the federal award no longer effectuates the program goals or agency priorities. Under this provision, FEMA may terminate the award for these purposes if any of the following reasons apply:
i. If DHS/FEMA, in its sole discretion, determines that a specific award objective is ineffective at achieving program goals as described in this NOFO; ii. If DHS/FEMA, in its sole discretion, determines that an objective of the award as described in this NOFO will be ineffective at achieving program goals or agency priorities;
iii. If DHS/FEMA, in its sole discretion, determines that the design of the grant program is flawed relative to program goals or agency priorities; iv. If DHS/FEMA, in its sole discretion, determines that the grant program is not aligned to either the DHS Strategic Plan, the FEMA Strategic Plan, or successor policies or documents;
v. If DHS/FEMA, in its sole discretion, changes or re-evaluates the goals or priorities of the grant program and determines that the award will be ineffective at achieving the updated program goals or agency priorities; or
vi. For other reasons based on program goals or agency priorities described in the termination notice provided to the recipient pursuant to 2 C.F.R. § 200.341. vii. If the awardee falls out of compliance with the Agency’s statutory or regulatory authority, award terms and conditions, or other applicable laws. d. For convenience, including, but not limited to, when the award no longer advances agency priorities or the national interest.
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1. Termination of a Subaward by the Pass-Through Entity The pass-through entity may terminate a subaward in whole or in part for one of the following reasons identified in 2 C.F.R. § 200.340:
a. If the subrecipient fails to comply with the terms and conditions of the federal award. b. With the consent of the subrecipient, in which case the pass-through entity and the subrecipient must agree upon the termination conditions. These conditions include the effective date and, in the case of partial termination, the portion to be terminated. c. If the pass-through entity’s award has been terminated the pass-through recipient will terminate its subawards.
2. Termination by the Recipient or Subrecipient
The recipient or subrecipient may terminate the federal award in whole or in part for the following reason identified in 2 C.F.R. § 200.340: Upon sending FEMA or pass-through entity a written notification of the reasons for such termination, the effective date, and, in the case of partial termination, the portion to be terminated. However, if FEMA or pass-through entity determines that the remaining portion of the federal award will not accomplish the purposes for which the federal award was made, FEMA or pass-through entity may terminate the federal award in its entirety.
3. Impacts of Termination
a. When FEMA terminates the federal award prior to the end of the period of performance due to the recipient’s material failure to comply with the terms and conditions of the federal award, FEMA will report the termination in SAM.gov in the manner described at 2 C.F.R. § 200.340(c).
b. When the federal award is terminated in part or its entirety, FEMA or pass-through entity and recipient or subrecipient remain responsible for compliance with the requirements in 2 C.F.R. §§ 200.344 and § 200.345.
4. Notification Requirements
a. FEMA must provide written notice of the termination in a manner consistent with 2 C.F.R. § 200.341. The federal award will be terminated on the date of the notification unless stated otherwise in the notification.
5. Opportunities to Object and Appeal
a. Where applicable, when FEMA terminates the federal award, the written notification of termination will provide the opportunity and describe the process to object and provide information challenging the action, pursuant to 2 C.F.R. § 200.342.
6. Effects of Suspension and Termination
a. The allowability of costs to the recipient or subrecipient resulting from financial obligations incurred by the recipient or subrecipient during a suspension or after the termination of a federal award are subject to 2 C.F.R. 200.343. 33 | Page
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M. Best Practices
While not a requirement in the DHS Standard Terms and Conditions, as a best practice: Entities receiving funds through this program should ensure that cybersecurity is integrated into the design, development, operation, and maintenance of investments that impact information technology (IT) and/ or operational technology (OT) systems. Additionally, “The recipient and subrecipient must take reasonable cybersecurity and other measures to safeguard information including protected personally identifiable information (PII) and other types of information.” 2 C.F.R. § 200.303(e).
N. Payment Information
Recipients will submit payment requests in FEMA GO for FY 2025 awards under this program.
Instructions to Grant Recipients Pursuing Payments
FEMA reviews all grant payments and obligations to ensure allowability in accordance with 2 C.F.R. § 200.305. These measures ensure funds are disbursed appropriately while continuing to support and prioritize communities who rely on FEMA for assistance. Once a recipient submits a payment request, FEMA will review the request. If FEMA approves a payment, recipients will be notified by FEMA GO and the payment will be delivered pursuant to the recipients SAM.gov financial information. If FEMA disapproves a payment, FEMA will inform the recipient.
Processing and Payment Timeline
FEMA must comply with regulations governing payments to grant recipients. See 2 C.F.R. § 200.305. For grant recipients other than States, 2 C.F.R. § 200.305(b)(3) stipulates that FEMA is to make payments on a reimbursement basis within 30 days after receipt of the payment request, unless FEMA reasonably believes the request to be improper. For state recipients, 2 C.F.R. § 200.305(a) instructs that federal grant payments are governed by Treasury-State Cash Management Improvement Act (CMIA) agreements ("Treasury-State agreement") and default procedures codified at 31 C.F.R. part 205 and Treasury Financial Manual (TFM) 4A-2000, "Overall Disbursing Rules for All Federal Agencies." See 2 C.F.R. § 200.305(a).
Treasury-State agreements generally apply to "major federal assistance programs” that are governed by 31 C.F.R. part 205, subpart A and are identified in the Treasury-State agreement. 31 C.F.R. §§ 205.2, 205.6. Where a federal assistance (grant) program is not governed by subpart A, payment and funds transfers from FEMA to the state are subject to 31 C.F.R. part 205, subpart B.
Subpart B requires FEMA to "limit a funds transfer to a state to the minimum amounts needed by the state and must time the disbursement to be in accord with the actual, immediate cash requirements of the state in carrying out a federal assistance program or project. The timing and amount of funds transfers must be as close as is administratively feasible to a state's actual cash outlay for direct program costs and the proportionate share of any allowable indirect costs." 31 C.F.R. § 205.33(a). Nearly all FEMA grants are not “major federal assistance programs.” As a result, payments to states for those grants are subject to the "default” rules of 31 C.F.R. part 205, subpart B.
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If additional information is needed, a request for information will be issued by FEMA to the recipient; recipients are strongly encouraged to respond to any additional FEMA request for information inquiries within three business days. If an adequate response is not received, the request may be denied, and the entity may need to submit a new reimbursement request; this will re-start the 30-day timeline.
Submission Process
All non-disaster grant program reimbursement requests must be reviewed and approved by FEMA prior to drawdowns.
For all non-disaster reimbursement requests (regardless of system), please ensure submittal of the following information:
1. Grant ID / Award Number
2. Total amount requested for drawdown
3. Purpose of drawdown and timeframe covered (must be within the award performance period)
4. Subrecipient Funding Details (if applicable).
5. Is funding provided directly or indirectly to a subrecipient? a. If no, include statement “This grant funding is not being directed to a subrecipient.”
6. If yes, provide the following details:
a. The name, mission statement, and purpose of each subrecipient receiving funds, along with the amount allocated and the specific role or activity being reimbursed. b. Whether the subrecipient’s work or mission involves supporting aliens, regardless of whether FEMA funds support such activities.
c. Whether the payment request includes an activity involving support to aliens. d. Whether the subrecipient has any diversity, equity, and inclusion practices.3 3 Pursuant to the preliminary injunction order issued on November 21, 2025, in County of Santa Clara et al. v.
Noem, et al., No. 25-cv-08330-WHO (N.D. Cal.), the DHS Standard Term and Condition titled "Federal AntiDiscrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act" does not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect. If the preliminary injunction is stayed, vacated, or extinguished, the term will immediately become effective.
Pursuant to the preliminary injunction order issued on November 21, 2025, in City of Chicago et al. v. Noem, et al., No. 25-CV-12765 (N.D. Ill.), the DHS Standard Term and Condition titled "Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act" does not apply to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect.
If the preliminary injunction is stayed, vacated, or extinguished, the term will immediately become effective.
Pursuant to the preliminary injunction order issued on October 31, 2025, in City of Seattle v. Trump, et al., No. 2:25-cv-01435-BJR (W.D. Wa.), the DHS Standard Term and Condition titled "Anti-Discrimination" does not apply 35 | Page
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7. Supporting documentation to demonstrate that expenses are allowable, allocable, reasonable, and necessary under 2 CFR part 200 and in compliance with the grant’s NOFO, award terms, and applicable federal regulations.
All non-disaster grant program reimbursement requests must be reviewed and approved by FEMA prior to drawdowns.
O. Immigration Conditions
The term titled “Communication and Cooperation with the Department of Homeland Security and Immigration Officials” and paragraph (2)(a)(ii) of the term titled “Federal AntiDiscrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act” in the FY 2026 DHS Standard Terms and Conditions do not apply to any federal award under this funding opportunity.
10. Other Information
A. Period of Performance Extension
Extensions to the Period of Performance (POP) for this program are allowed.
Extensions to the POP identified in the award will only be considered through formal, written requests via FEMA GO and must contain specific and compelling justifications as to why an extension is required. Recipients are advised to coordinate with the FEMA Fire Program Specialist or Program Analyst as needed when preparing an extension request. Recipients should request extensions only under exceptional circumstances. Approval is not guaranteed. AFG grants with a two-year POP are not expected to need an extension, except for vehicle/apparatus awards.
Extension requests will be granted only due to compelling legal, policy, or operational challenges. Extension requests will only be considered for the following reasons:
1. Contractual commitments by the recipient or subrecipient with vendors prevent completion of the project, including delivery of equipment or services, within the existing POP;
to awards or subawards issued to any of the plaintiffs subject to the preliminary injunction order while the order remains in effect. If the preliminary injunction is stayed, vacated, or extinguished, the term will immediately become effective.
As stated above, Paragraph(2)(a)(ii) of the DHS Standard Term and Condition titled "Federal Anti-Discrimination Laws Material to the Government’s Payment Decisions Under the False Claims Act" will not apply even if any of these preliminary injunctions are stayed, vacated, or extinguished. 36 | Page
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2. The project must undergo a complex environmental review that cannot be completed within the existing POP;
3. Projects are long-term by design, and therefore acceleration would compromise core programmatic goals; or
4. Where other special or extenuating circumstances exist.
Recipients must submit all proposed extension requests to FEMA for review and approval at least 120 days prior to the end of the POP to allow sufficient processing time. The review process can take up to 30 calendar days or longer. Recipients should factor this review period into the timing of when to submit a request for an extension. Extensions are typically granted for no more than six-months.
All extension requests must address the following:
1. The grant program, fiscal year, and award number;
2. Reason for the delay –including details of the legal, policy, or operational challenges that prevent the final outlay of awarded funds by the deadline;
3. Current status of the activity or activities;
4. Approved POP termination date and new project completion date;
5. Amount of funds drawn down to date;
6. Remaining available funds, both federal and, if applicable, non-federal;
7. Budget outlining how remaining federal and, if applicable, non-federal funds will be expended;
8. Plan for completion, including milestones and timeframes for achieving each milestone and the position or person responsible for implementing the plan for completion; and
9. Certification that the activity or activities will be completed within the extended POP without any modification to the original statement of work, as described in the original statement of work and as approved by FEMA.
B. Other Information
a. Environmental Planning and Historic Preservation (EHP) Compliance FEMA is required to consider effects of its actions on the environment and historic properties to ensure that activities, grants and programs funded by FEMA, comply with federal EHP laws, Executive Orders, regulations, and policies.
Recipients and subrecipients proposing projects with the potential to impact the environment or cultural resources, such as the modification or renovation of existing buildings, structures, and facilities, and/or new construction and/or replacement of buildings, structures, and facilities, must participate in the FEMA EHP review process. This includes conducting early engagement to help identify EHP resources, such as threatened or endangered species, historic properties, or communities with environmental justice concerns; submitting a detailed project description with supporting documentation to determine whether the proposed project has the potential to impact EHP resources; and, identifying mitigation measures and/or alternative courses of action that may lessen impacts to those resources.
FEMA is sometimes required to consult with other regulatory agencies and the public in order to complete the review process. Federal law requires EHP review to be completed before federal 37 | Page
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funds are released to carry out proposed projects. FEMA may not be able to fund projects that are not in compliance with applicable EHP laws, Executive Orders, regulations, and policies.
FEMA may recommend mitigation measures and/or alternative courses of action to lessen impacts to EHP resources and bring the project into EHP compliance.
EHP guidance is found at Environmental Planning and Historic Preservation. The site contains links to documents identifying agency EHP responsibilities and program requirements, such as implementation of the National Environmental Policy Act and other EHP laws, regulations, and Executive Orders. DHS and FEMA EHP policy is also found in the EHP Directive & Instruction.
All FEMA actions, including grants, must comply with National Flood Insurance Program (NFIP) criteria or any more restrictive federal, state, or local floodplain management standards (44 C.F.R. § 9.11(d)(6)). For actions located within, or that may affect, a floodplain or wetland, the following alternatives must be considered: a) no action; b) alternative locations; and c) alternative actions, including alternative actions that use natural features or nature-based solutions. Where possible, natural features and nature-based solutions shall be used. If not practicable as an alternative on their own, natural features and nature-based solutions may be incorporated into actions as minimization measures.
The GPD EHP screening form is located at
https://www.fema.gov/sites/default/files/documents/fema_ehp-screening_form_ff-207-fy-21- 100_5-26-2021.pdf.
Additionally, all recipients under this funding opportunity are required to comply with the FEMA GPD EHP Policy Guidance, FEMA Policy #108-1.
https://www.fema.gov/sites/default/files/documents/fema_gpd-dhp-policy-guidance.pdf b. Procurement Integrity
When purchasing under a FEMA award, recipients and subrecipients must comply with the federal procurement standards in 2 C.F.R. §§ 200.317 – 200.327. To assist with determining whether an action is a procurement or instead a subaward, please consult 2 C.F.R. § 200.331.
For detailed guidance on the federal procurement standards, recipients and subrecipients should refer to various materials issued by FEMA’s Procurement Disaster Assistance Team (PDAT), such as the Procurement Under Grants (PUG) Manual and Contract Provisions Guide. Additional resources, including a schedule of upcoming trainings can be found on the PDAT Website:
https://www.fema.gov/grants/procurement.
Under 2 C.F.R. § 200.317, when procuring property and services under a federal award, states (including territories) and tribal governments must follow the same policies and procedures they use for procurements from their non-federal funds; additionally, states and tribal governments must now follow 2 C.F.R. § 200.321 regarding socioeconomic steps, 200.322 regarding domestic preferences for Procurements and 2 C.F.R. § 200.327 regarding required contract provisions.
States, but not tribal governments, must also follow 200.323 regarding procurement of recovered materials.
Local government and nonprofit recipients or subrecipients must have and use their own documented procurement procedures that reflect applicable State, Local, Tribal, and Territorial 38 | Page
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(SLTT) laws and regulations, provided that the procurements conform to applicable federal law and the standards identified in 2 C.F.R. Part 200.
1. Important Changes to Procurement Standards in 2 C.F.R. Part 200 On April 22, 2024, OMB revised parts of Title 2 of the Code of Federal Regulations, including procurement standards. These updates apply to all FEMA awards with a federal award date or disaster declaration date on or after October 1, 2024, unless stated otherwise. The revisions include changes to federal procurement standards, which outline how FEMA award recipients and subrecipients must make purchases under a FEMA award.
More information on OMB’s revisions to the federal procurement standards can be found in Purchasing Under a FEMA Award.
2. Competition and Conflicts of Interest
Under 2 C.F.R. § 200.319(b), local government and nonprofit recipients or subrecipients must exclude contractors who develop or draft specifications, requirements, statements of work, or invitations for bids from competing for those procurements. FEMA considers these activities an organizational conflict of interest and extends this restriction to contractors who assist in preparing grant applications, project plans, or project budgets. Additionally, former employees are prohibited from managing the grant or executing a contract if they were involved in these activities while employed by the recipient or subrecipient.
Under this prohibition, federal funds cannot be used to pay a contractor to execute work if that contractor was also involved in developing the specifications, unless the recipient or subrecipient procured a contract for both development and execution in compliance with 2 C.F.R. §§ 200.317–200.327. This rule applies to all contracts funded with federal grant funds, including pre-award costs, such as grant writer fees, and post-award costs, such as grant management fees.
In addition to organizational conflicts of interest, situations considered to be restrictive of competition include, but are not limited to:
• Placing unreasonable requirements on firms for them to qualify to do business; • Requiring unnecessary experience and excessive bonding; • Noncompetitive pricing practices between firms or between affiliated companies; • Noncompetitive contracts to consultants that are on retainer contracts; • Specifying only a “brand name” product instead of allowing “an equal” product to be offered and describing the performance or other relevant requirements of the procurement; and
• Any arbitrary action in the procurement process.
Under 2 C.F.R. § 200.318(c)(1), local government and nonprofit recipients or subrecipients are required to maintain written standards of conduct covering conflicts of interest and governing the actions of their employees engaged in the selection, award, and administration of contracts. No employee, officer, agent, or board member with a real or apparent conflict of interest may participate in the selection, award, or administration of a contract supported by the Federal 39 | Page
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award. A conflict of interest includes when the employee, officer, agent, or board member, any member of their immediate family, their partner, or an organization that employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from an entity considered for a contract. An employee, officer, agent, and board member of the recipient or subrecipient may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors. However, the recipient or subrecipient may set standards for situations where the financial interest is not substantial or a gift is an unsolicited item of nominal value. The recipient's or subrecipient's standards of conduct must also provide for disciplinary actions to be applied for violations by its employees, officers, agents, or board members.
Under 2 C.F.R. 200.318(c)(2), if the local government and nonprofit recipient or subrecipient has a parent, affiliate, or subsidiary organization that is not a SLTT government, the recipient or subrecipient must also maintain written standards of conduct covering organizational conflicts of interest. Organizational conflict of interest means that because of a relationship with a parent company, affiliate, or subsidiary organization, the recipient or subrecipient is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization.
The recipient or subrecipient must disclose in writing any potential conflicts of interest to FEMA or the pass-through entity in accordance with applicable FEMA policy.
3. Supply Schedules and Purchasing Programs
Generally, a recipient or subrecipient may seek to procure goods or services from a federal supply schedule, state supply schedule, or group purchasing agreement.
Information about General Services Administration (GSA) programs for state, local, and tribal governments, and their instrumentalities, can be found at Programs for state and local governments and authorized organizations and help for state, local, and tribal governments to make MAS buys | GSA.
4. Procurement Documentation
Per 2 C.F.R. § 200.318(i), local government and nonprofit recipients or subrecipients are required to maintain and retain records sufficient to detail the history of procurement covering at least the rationale for the procurement method, selection of contract type, contractor selection or rejection, and the basis for the contract price. States and tribal governments are reminded that in order for any cost to be allowable, it must be adequately documented per 2 C.F.R. § 200.403(g).
Examples of the types of documents that would cover this information include, but are not limited to:
• Solicitation documentation, such as requests for quotes, invitations for bids, or requests for proposals;
• Responses to solicitations, such as quotes, bids, or proposals; • Pre-solicitation independent cost estimates and post-solicitation cost/price analyses on file for review by federal personnel, if applicable;
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• Contract documents and amendments, including required contract provisions; and • Other documents required by federal regulations applicable at the time a grant is awarded to a recipient.
c. Financial Assistance Programs for Infrastructure
1. Build America, Buy America Act
Recipients and subrecipients must comply with FEMA’s implementation requirements of the Build America, Buy America Act (BABAA), which was enacted as part of the Infrastructure Investment and Jobs Act §§ 70901-70927, Pub. L. No. 117-58 (2021); and Executive Order 14005, Ensuring the Future is Made in All of America by All of America’s Workers. See also 2 C.F.R. Part 184, Buy America Preferences for Infrastructure Projects and Office of Management and Budget (OMB), Memorandum M-24-02, Implementation Guidance on Application of Buy America Preference in Federal Financial Assistance Programs for Infrastructure.
None of the funds provided under this program may be used for a project for infrastructure unless the iron and steel, manufactured products, and construction materials used in that infrastructure are produced in the United States.
The Buy America preference only applies to articles, materials, and supplies that are consumed in, incorporated into, or affixed to an infrastructure project. As such, it does not apply to tools, equipment, and supplies, such as temporary scaffolding, brought to the construction site and removed at or before the completion of the infrastructure project. Nor does a Buy America preference apply to equipment and furnishings, such as movable chairs, desks, and portable computer equipment, that are used at or within the finished infrastructure project but are not an integral part of the structure or permanently affixed to the infrastructure project.
To see whether a particular FEMA federal financial assistance program is considered an infrastructure program and thus required to implement FEMA’s Build America, Buy America requirements, please see Programs and Definitions: Build America, Buy America Act | FEMA.gov.
2. Waivers
When necessary, recipients (and subrecipients through their pass-through entity) may apply for, and FEMA may grant, a waiver from these requirements.
A waiver of the domestic content procurement preference may be granted by the agency awarding official if FEMA determines that:
• Applying the domestic content procurement preference would be inconsistent with the public interest, or
• The types of iron, steel, manufactured products, or construction materials are not produced in the United States in sufficient and reasonably available quantities or of a satisfactory quality, or
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• The inclusion of iron, steel, manufactured products, or construction materials produced in the United States will increase the cost of the overall project by more than 25%.
The process for requesting a waiver from the Buy America preference requirements can be found on FEMA’s website at: "Buy America" Preference in FEMA Financial Assistance Programs for Infrastructure | FEMA.gov.
3. Definitions
For definitions of the key terms of the Build America, Buy America Act, please visit Programs and Definitions: Build America, Buy America Act | FEMA.gov. d. Mandatory Disclosures
The non-Federal entity or applicant for a federal award must disclose, in a timely manner, in writing to the federal awarding agency or pass-through entity all violations of federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award, 2 C.F.R. § 200.113.
e. Adaptive Support
Pursuant to Section 504, of the Rehabilitation Act of 1973 , recipients of FEMA financial assistance must ensure that their programs and activities do not discriminate against qualified individuals with disabilities.
f. Record Retention
1. Record Retention Period
Financial records, supporting documents, statistical records, and all other non-Federal entity records pertinent to a Federal award generally must be maintained for at least three years from the date the final FFR is submitted. See 2 C.F.R. §200.334. Further, if the recipient does not submit a final FFR and the award is administratively closed, FEMA uses the date of administrative closeout as the start of the general record retention period.
The record retention period may be longer than three years or have a different start date in certain cases.
2. Types of Records to Retain
FEMA requires that recipients and subrecipients maintain the following documentation for federally funded purchases:
• Specifications
• Solicitations
• Competitive quotes or proposals
• Basis for selection decisions
• Purchase orders
• Contracts
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• Invoices
• Cancelled checks
h. Actions to Address Noncompliance
Non-federal entities receiving financial assistance funding from FEMA are required to comply with requirements in the terms and conditions of their awards or subawards, including the terms set forth in applicable federal statutes, regulations, NOFOs, and policies. Throughout the award lifecycle or even after an award has been closed, FEMA or the pass-through entity may discover potential or actual noncompliance on the part of a recipient or subrecipient.
In the case of any potential or actual noncompliance, FEMA may place specific conditions on an award per 2 C.F.R. §§ 200.208 and 200.339. FEMA may place a hold on funds until the matter is corrected, or additional information is provided per 2 C.F.R. § 200.339, or it may do both.
Similar remedies for noncompliance with certain federal civil rights laws are authorized pursuant to 44 C.F.R. Parts 7 and 19 or other applicable regulations.
If the noncompliance is not able to be corrected by imposing additional conditions or the recipient or subrecipient refuses to correct the matter, FEMA may take other remedies allowed under 2 C.F.R. § 200.339.
i. Audits
FEMA grant recipients are subject to audit oversight from multiple entities including the DHS OIG, the GAO, the pass-through entity, or independent auditing firms for single audits, and may cover activities and costs incurred under the award. Auditing agencies such as the DHS OIG, the GAO, and the pass-through entity (if applicable), and FEMA in its oversight capacity, must have access to records pertaining to the FEMA award.
11. Appendices
A. Appendix A – Changes
Appendix A contains a brief list of changes between FY 2024 and FY 2025 to the AFG Program.
Changes to the FY 2025 AFG NOFO include:
1. Under Wellness and Fitness Activity: Priority 1 programs are now designated as High Priority, while Priority 2 programs are designated as Medium Priority.
2. Under Wellness and Fitness Activities: ineligible participants have been updated to anyone other than fire personnel, fire inspector, or EMS personnel.
3. Excess Funds restrictions have been updated.
4. Period of performance extensions and amendment requirements have been updated.
5. Props (single-use or permanent) essential for training programs requested in the application cannot exceed $100,000 for Operations and Safety.
B. Appendix B – Programmatic Information and Priorities 43 | Page
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Appendix B contains details on AFG Program information and priorities. Reviewing this information may help applicants make their application(s) more competitive.
1. Applicants sharing facilities:
Fire departments and nonaffiliated EMS organizations are recognized as distinct entities for AFG eligibility if they have distinct funding streams, personnel rosters, and EINs, even if they share the same facilities. Such entities sharing facilities may submit separate applications. However, applications to fund the same activity may require a review by FEMA to prevent the duplication of benefits.
2. Ineligible Applications and/or Organizations:
Examples of ineligible applications and/or organizations include:
• Nonaffiliated EMS organization requests for any activity that is specific or unique to structural/proximity/wildfire firefighting gear.
• Fire departments that are a federal government entity, or contracted by the federal government, and are solely responsible under a formally recognized agreement for suppression of fires on federal installations or land.
• Fire departments or nonaffiliated EMS organizations that are not independent entities but are part of, controlled by, or under the day-to-day operational command and control of a larger department, agency or AHJ.
• However, if a fire department is considered to be the same legal entity as a municipality or other governmental organization, and otherwise meets the eligibility criteria, that municipality or other governmental organization may apply on behalf of that fire department as long as the application clearly states that the fire department is considered part of the same legal entity.
• Fire-based EMS organization applying as a nonaffiliated EMS organization. • Auxiliaries, hospitals, or fire service associations or interest organizations that are not the AHJ over the applicant.
• Dive teams, search and rescue squads, or similar organizations that do not provide medical transport.
• Fire departments, regional, or nonaffiliated EMS organizations that are for profit. • State or local agencies, or subsets of any governmental entity, or any authority that do not meet the requirements as defined by 15 U.S.C. §2229 (a), (c). • Submitting multiple applications for the same equipment or activity (e.g., SCBA under both Regional and Operations and Safety activities, or two applications for the same vehicle) may result in disqualification of both applications. This rule does not apply if an applicant is applying on behalf of multiple agencies (e.g., fire departments within the same county or city). In such cases, the applicant can request similar equipment, as long as the application clearly specifies the equipment and quantities for each agency.
Multiple applications across regional and direct categories are allowed in this scenario. 44 | Page
FEMA AFG FY 2025 NOFO
Eligible Fire Department and nonaffiliated EMS applicants may submit only one application for each of the following application types: Individual Operations and Safety, Individual Vehicle, Regional Operations and Safety, and Regional Vehicle.
• For Operations and Safety applications, applicants may request multiple activities and multiple items within each activity.
• For Vehicle applications, applicants may submit one application for a vehicle activity (or activities) for their department and a separate application for a Regional vehicle.
However, the same vehicle(s) cannot be requested in both applications.
All duplicate application submissions may be disqualified.
Supporting Definitions for this NOFO:
Authority having Jurisdiction (AHJ) is an organization, office, or individual responsible for enforcing the requirements of a code or standard, or for approving equipment, materials, and installation, or a procedure (Per NFPA 101, 2021 Edition: Life Safety Code).
Automatic Aid is a plan developed between two or more fire departments for immediate joint response on first alarms (Per NFPA 1710, 2020 Edition and NFPA 1720, 2020 Edition).
Career Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that has an all-paid force of firefighting personnel other than paid-on-call firefighters.
Combination Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that has paid firefighting personnel and volunteer firefighting personnel. FEMA considers a fire department with firefighting personnel paid a stipend, regardless of the amount, on a per event basis, or paid on-call, to be a combination fire department. This includes non-fire emergency medical service personnel of the department.
Firefighting Personnel, as defined in 15 U.S.C. § 2229, means individuals, including volunteers, who are firefighters, officers of fire departments, or emergency medical service personnel of fire departments.
Mutual Aid is a written intergovernmental agreement between agencies and/or jurisdictions stating that they will assist one another on request by furnishing personnel, equipment, and/or expertise in a specified manner (NFPA 1710 Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Career Fire Departments, 2016 and 2020 edition; and NFPA 1720 Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Volunteer Fire Departments, 2020 Edition).
Metro Department is a metropolitan fire department that has a minimum staffing of 350 career firefighters as defined by the International Association of Fire Chiefs (IAFC). DHS/FEMA collects information on metro departments for statistical purposes only. Status as a metro department is not a factor in scoring or funding.
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FEMA AFG FY 2025 NOFO
Non-federal airport and/or port authority fire or EMS organizations: are eligible only if they have a formally recognized arrangement with the local jurisdiction to provide fire suppression or emergency medical services on a first-due basis outside the confines of the airport or port facilities. Airport or port authority fire and EMS organizations whose sole responsibility is suppression of fires or EMS response on the airport grounds or port facilities are not eligible for funding under the AFG Program.
Primary First Due is a geographic area surrounding a fire station in which a company from that station is projected to be first to arrive on the scene of an incident.
State Fire Training Academies: A SFTA must be designated either by legislation or by a governor’s declaration as the sole fire service training agency within a state, territory, or the District of Columbia and recognized by the National Fire Academy. The designated SFTA shall be the only agency, bureau, division or entity within that state, territory, or the District of Columbia, to be an eligible SFTA applicant under the AFG Program.
Volunteer Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that has an all-volunteer force of firefighting personnel that do not receive any compensation (does not include length of service award programs).
Community Classifications:
The information provided by the applicant organization in the Applicant Characteristics and Community Description sections of the AFG Program application determines whether FEMA classifies the jurisdiction as urban, suburban, or rural. This community classification influences the funding priority for the application.
The US Census Bureau’s urban/suburban/rural classifications are fundamentally a delineation of geographical areas. For more information, please visit the Census website at Urban and Rural.
FY 2025 demographics for determining urban, suburban, or rural include:
Community Urban Suburban Rural
Population of
primary first due
response area
>3,000 sq. mi. or
50,000+ Population
1,000-2,999/sq. mi.
or
25,000-50,000
Population
0-999/sq. mi. or
<25,000 Population
Water Supply (% of
primary first due
response area
covered by hydrant
service)
75-100% hydrants
(municipal water) 50-74% hydrants <50% hydrants
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FEMA AFG FY 2025 NOFO
Land Use within
primary first due
response area
<25% for agriculture
(based on zoning)
>50% industrial and
commercial
combined
25%-49% used for
agriculture (based on
zoning)
25%-49% industrial
and commercial
combined
>50% used for
agriculture (based on
zoning)
<25% industrial and
commercial combined
Square miles within
primary first due
response area per
station
<3 sq. mi. per station 3-9 sq. mi. per
station >10 sq. mi. per station
Applicants should review the funding priorities in Appendix B of this NOFO, categorized as "High," "Medium," or "Low." FEMA prioritizes funding for "High" priority items first.
Requesting "Medium" or "Low" priority items may lower the overall application score. For Operations and Safety – Equipment, only "High" priority items will be considered for funding.
Restrictions on Uses of Award Funds:
AFG Program funds cannot be used for hiring (part-time or full-time), salaries, benefits, or fringe benefits (e.g., contributions for social security, insurance, workers’ compensation, or retirement plans) for any personnel. However, the following personnel-related expenses are allowable:
• Backfill and Overtime/Lost Wages: Documented costs for backfill and/or overtime to support awarded training activities are eligible.
• Instructor Rates: Applicants must include instructor base rates in the application narrative, along with market-researched competitive rates for delivering the requested training.
• Internal Instruction: If training is provided by an existing member of the recipient organization, only the established base rate of compensation (excluding benefits or overtime) is eligible for reimbursement.
Recipients are encouraged to share the benefits of awarded activities with other organizations, such as filling SCBA cylinders, cleaning turnout gear, or offering excess training capacity. If costs associated with shared benefits (e.g., backfill, overtime, tuition) for members outside the recipient’s department are included, the applicant must apply as a regional applicant.
Activity Alignment:
Items requested under Additional Funding must align with the same Activity area as the primary request. Improper requests with misaligned items may be disqualified.
Allowable Requests:
47 | Page
FEMA AFG FY 2025 NOFO
• Rapid Intervention Team (RIT) Packs: May be requested under the PPE activity if supporting an SCBA request. If not supporting an SCBA request, RIT packs must be requested under the Equipment activity.
• PPE Gear Bags: Eligible under the PPE activity only when associated with a PPE gear request.
• Air Compressor/Fill Station/Cascade Systems (Fixed or Mobile): May be requested under the PPE activity in support of a Regional SCBA request. If not supporting an SCBA request, these items must be requested under the Equipment activity. • PPE Gear Washer/Extractor/Dryer: May be requested under the PPE activity in support of a PPE gear request. If not supporting a PPE gear request, these items must be requested under the Equipment activity.
Application Requirements:
• Dropdown Selection: Items must be requested using the appropriate individual item dropdowns in the application. For example, nozzles and appliances should be requested under the "Appliance(s)/Nozzle(s)" option, not under the "hose (Attack/Supply)" dropdown.
• Bundled Requests: Bundled item requests must include detailed information on the number of units and cost per individual component. Requests without these details will not be considered for funding.
Funding Priorities: Operations and Safety – Training
Overview FEMA has determined that hands-on, instructor-led training, which adheres to a national, state, or DHS-adopted standard and leads to a national or state certification, offers the greatest training benefit. All of the following are considerations in pre-scoring and peer review determinations: High (H), Medium (M), Low (L)
Fire Department, Regional, and SFTA Training Priorities by Purpose H Training evaluated using national or state standards
H Training that brings a department into compliance with recommended NFPA or other national standards
H Instructor-led training that requires student testing to demonstrate academic competence or practical proficiency
Fire Department, Regional, and SFTA Training Priorities by Purpose H
Training that benefits the highest percentage of applicable personnel, such as the hazardous materials training within a fire department or training that will be open to other eligible organizations
M Training that does not result in certification
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FEMA AFG FY 2025 NOFO
M Training that is self-directed/validated
L Training that will address an identified risk but not associated with compliance to any standards
Fire Department and Regional Training Priorities by Course Type Training NFPA # Urban Suburban Rural
Firefighter I, II 1001 H H H
Fire/Emergency
Services Instructor 1041 H H H
Hazardous Materials
Response- Awareness,
Operations, Technician
470 H H H
Infection Control 1581 H H H
Confined Space
Response- Awareness,
Operations, Technician
2500 H H H
Wildland firefighting
(basic) 1140 H H H
Wildland firefighting
certification (red card) 1140 H H H
Wildland Fire Officer 1051 H H H
Rapid Intervention
Training 1407 H H H
Fire Officer 1021 H H H
Emergency Medical
Responder N/A H H H
Emergency Medical
Technician N/A H H H
Advanced Emergency
Medical Technician to
Paramedic
N/A H H H
Paramedic N/A H H H
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FEMA AFG FY 2025 NOFO
Paramedic to
Community Paramedic N/A H H H
Firefighter Safety and
Survival 1407 H H H
Safety Officer 1026,1521 H H H
Fire Apparatus
Driver/Operator 1002 H H H
Fire Prevention 1037,1730 H H H
Fire Inspector 1031 H H H
Fire Investigator 921,1033 H H H
Fire Educator 1035 H H H
NIMS/Incident
Management System
(IMS)
1026,1561 H H H
Emergency Scene
Rehab 1584 H H H
Critical Incident
Debriefing/Crisis
Intervention
1500 H H H
Any training to a
National/State or
NFPA standards
N/A H H H
Fire Department and Regional Training Priorities by Course Type Training NFPA # Urban Suburban Rural
Compliance with
federal/state- mandated
program
N/A H H H
Technical RescueOperations, Technician1006,
2500 H H H
Vehicle Rescue 2500 H H H
Another officer 1021 H H M
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FEMA AFG FY 2025 NOFO
Aircraft Rescue
Firefighting (ARFF)
440,
460,1003 H H M
Weapons of Mass
Destruction (WMD) 470 H H H
Mass Casualty N/A H H H
Fire Department and Regional Training Priorities by Course Type Training NFPA # Urban Suburban Rural
Training to address a
local risk not elevated
to a national or state
N/A M M M
Specialized Training N/A M M M
Maritime Firefighting 1005,
1405,1910 L L L
Instructor-led training
that does not lead to
certification
N/A L L L
Self-taught courses N/A L L L
Training not elevated to
a national or state
standard
N/A L L L
Funding Priorities for Fire Departments and Nonaffiliated EMS Organizations Training The AFG Program provides training grants to help fire departments and nonaffiliated EMS personnel meet educational and performance requirements. Training should align with the U.S.
National highway Traffic Safety Administration's National Standard Curriculum for Emergency Medical Technician (EMT) training and the National Registry of Emergency Medical Technicians (NREMT), which maintains a national standard and provides certification information for paramedics relocating to another state.
Higher Priority Training Activities:
FEMA assigns higher priority to the following training activities due to the time and cost associated with upgrading an organization’s response level:
• Upgrading from Emergency Medical Responder (EMR) to EMT. • Upgrading from Advanced EMT (AEMT) to Paramedic.
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FEMA AFG FY 2025 NOFO
• Training Community Paramedics.
Organizations seeking to train a high percentage of active EMRs will receive additional consideration when applying under the Training activity.
Eligible Training Activities for Fire Departments and Regional Applications include but are not limited to:
• Train-the-trainer courses
• Alternative fuel firefighting
• Response to natural disasters
• Minor interior alterations, requested under
Additional Funding and limited to $10,000 total
expenditure to support the awarded Training
activities (e.g., removal/construction of a nonweight bearing wall) • Overtime expenses paid to career firefighters to
attend training or to backfill positions for
colleagues who are in training
• Rental of facilities to conduct training
• Rental of Audio/Visual equipment
• Travel expenses associated with attendance at a
formal training course or conference (air/rail
transportation, mileage, lodging expenses, etc.)
• Compensation to volunteers (Fire and
nonaffiliated EMS) for wages lost to attend
training; there is no overtime or backfill for
volunteers
• Tuition, exam/course fees, and
certifications/certification expenses
• Purchase of training curricula and
training services (instructors)
• Chemical Biological Radiological
Nuclear and Explosive (CBRNE)
awareness, performance, planning, and
management
• Travel expenses associated with Type 3
Incident Management Teams (IMT)
attending position
development/mentoring assignment with
national Type 2 or Type 1 IMTs
• Supplies or expendables or one-time use
items essential for an award’s scope of
work, such as foam, breaching materials
(e.g., wood or sheetrock) for ventilation
or rescue props, or the amount of fuel
required to sustain an awarded live fire
training activity, or per NFPA 1403
Standard on Live Fire Training
Evolutions, reasonable safety
mitigations to a structure acquired for
training
• Props (single-use or permanent)
essential for training programs requested
in the application cannot exceed
$100,000 per prop for Operation and
Safety requests; this does not apply to
SFTA requests.
Ineligible Training Activities for Fire Departments and Regional Applications include but are not limited to:
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FEMA AFG FY 2025 NOFO
• Construction of facilities (buildings, towers,
sheds, etc.)
• Firefighting equipment or PPE, such as SCBA,
used exclusively for training
• Remodeling not directly related to grant
activities
• Any costs associated with planning and/or
participating in formal or planned special event
exercises to identify user needs, evaluate an
organization’s performance capabilities, validate
existing capabilities, or to facilitate coordination
and asset sharing
• Firefighting equipment and PPE rental, as well
as training facility personnel costs (such as
facility maintenance, cleaning, safety officer
services, etc.)
• Site preparation to accommodate or
modify any training activity, facility, or
prop that is a permanent or semipermanent improvement, including but not limited to: landscaping, cutting or
grading an access road, trenching,
paving a training area, exterior stairs or
sidewalks, or the installation of utilities
• Purchase or lease of real estate (this
does not preclude departments from
securing necessary training facilities
such as classrooms, use of towers,
training props, etc.)
• Purchase of Unmanned Aerial Vehicles
(UAVs) and Drones
• Food and beverages
Eligible Training Activities for Nonaffiliated EMS include but are not limited to:
• EMR
• EMT
• AEMT
• AEMT to Paramedic
• Paramedic (applicant must clearly demonstrate
plan to accomplish paramedic training within
the period of performance)
• Community Paramedics (paramedics with
Primary Care certification)
• Travel expenses associated with attendance at a
formal training course or conference: air/rail
transportation, mileage, hotel/lodging expenses,
etc. (Note: Food and beverages are ineligible
travel expenses)
• Attendance at formal training forums or
conferences providing continuing
education credits
• Overtime expenses paid to career
nonaffiliated EMS responders to attend
training or to backfill positions for
colleagues who are in training
• Compensation to volunteers for wages
lost to attend training (there is no
overtime or backfill for volunteers)
• Supplies or expendables or one-time use
items essential to complete the training
activity of a nonaffiliated EMS award’s
scope of work; examples include
bandages, splints, expendable respiratory
supplies, etc.
Operations and Safety – Equipment Overview
AFG grants fund equipment for effective response, firefighting, rescue and emergency medical operations to enhance public safety.
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FEMA AFG FY 2025 NOFO
Reminder: When requesting training for any items in this section, enter the request under “Additional Funding” in the “Request Details” section of the application. Clearly specify the type and scope of training, timeframe, and other relevant details in the item description section.
The training must be directly related to the use of the equipment (e.g., vendor training) and must not duplicate courses listed under the Training activity.
Also note:
• Accountability Systems: these should be requested under the Equipment activity. • Simulators, Tow Vehicles, and Fire/Evolution Props: All mobile or fixed fire/evolution props (e.g., burn trailers, forcible entry, or rescue/smoke mazes) are located under the Equipment activity.
• Monitors/Defibrillators: Requests should be based on the number of transport and nontransport ALS response vehicles in the fleet (e.g., medic engine, medic chase vehicle, ALS ambulance).
• P-25 Compliant Portable Radios: Requests must be based on the number of seated riding positions or active department members and must be justified in the request narratives. • P-25 Mobile Radios: Requests must be based on the number of vehicles in the fleet. • Replacement of Obsolete or Damaged Equipment: Requests must ensure the applicant meets applicable industry, local, state, and national standards. • Equipment Product Lifecycles: Equipment is categorized by age as Short (5–7 years), Intermediate (8–14 years), or Long (15–20 years). Items are compared only to others within the same lifespan category to ensure fair scoring. The product lifespan does not affect the score but ensures even comparison of similar equipment types.
All of the following are considerations in pre-scoring and peer review determinations:
Only high (H) priority equipment items listed below will be considered for funding.
Priority Age Category Fire and Fire Regional SFTA
BASIC EQUIPMENT
M H
Intermediate Air Compressor/Fill
Station/Cascade System (Fixed
or Mobile) for filling SCBA.
Fire Department applicants - M
Regional Applicants - H
Air Compressor/Fill Station/Cascade
System (Fixed or Mobile) for filling
SCBA – H
H Long Appliance(s)/Nozzle(s) Appliance(s)/Nozzle(s)
H Long Basic hand Tools
(Structural/Wildfire)
Basic hand Tools
(Structural/Wildfire)
M H Intermediate Electric/Gas Powered
Saws/Tools - M
Electric/Gas Powered Saws/Tools -
H
M H Short Fit Tester - M Fit Tester – H
Priority Age Category Fire and Fire Regional SFTA
M H Long Foam Eductors - M Foam Eductors - H
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FEMA AFG FY 2025 NOFO
H Intermediate Hose (Attack/Supply) Hose (Attack/Supply) H Short
Immediately Dangerous to Life
or Health (IDLH) Monitoring
Equipment
IDLH Monitoring Equipment
H Immediate
IDLH Protection for
Investigators (this is single-use
respiratory protection)
M H Long Ladders - M Ladders - H
M H Short Personal Accountability
Systems - M
Personal Accountability Systems -
H
H Intermediate PPE Washer/Extractor/Dryer
(Turnout)
PPE Washer/Extractor/Dryer
(Turnout)
M Intermediate Respirator Decontamination
System (SCBA)
Respirator Decontamination System
(SCBA)
M H Intermediate Props - M Props - H
H Intermediate RIT Pack/Cylinder RIT Pack/Cylinder
M Intermediate Generator – Portable Generator – Portable M H Intermediate Tech Rescue (Ropes, Harnesses,
Carabiners, Pulleys, etc.) - M
Tech Rescue (Ropes, Harnesses,
Carabiners, Pulleys, etc.) - H
M H Short Simulators (including virtual) -
M
Simulators (including virtual) - H
Repairs and upgrades (nonconstruction) to existing Simulators - H
H Short Thermal Imaging Camera (Must
be NFPA 1801 compliant)
Thermal Imaging Camera (Must be
NFPA 1801 compliant)
L M H Short
Software and Learning
Management System (LMS) to
support training for Fire
Departments - L
Software and LMS to support
training for Regional - M
Software and LMS to support
training - H
M Short Computers used in support of
training
Computers used in support of
training
H Short Vehicle Mounted Exhaust
Systems Vehicle Mounted Exhaust Systems
M Short
Mobile computing devices
intended to be used on scene
(Tablets)
Mobile computing devices intended
to be used on scene (Tablets)
COMMUNICATIONS
M H Intermediate Base Station (must be P-25
Compliant) - M
Base Station (must be P-25
Compliant) - H
M H Intermediate Headsets - M Headsets - H
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FEMA AFG FY 2025 NOFO
M H Intermediate Mobile Radios (must be P-25
Compliant) - M
Mobile Radios (must be P-25
Compliant) - H
M H Intermediate Mobile Repeaters (must be P25 Compliant) - M Mobile Repeaters (must be P-25
Compliant) - H
M H Intermediate Pagers (limited to number of
active members) - M
Pagers (limited to number of active
members) - H
H Intermediate Portable Radios (must be P-25
compliant)
Portable Radios (must be P-25
compliant)
M Intermediate Mobile Data Terminal (MDT) MDT
Priority Age
Category Fire and Fire Regional SFTA
M Short Software specifically to enable
Radio over IP (RoIP) Software specifically to enable RoIP
EMS EQUIPMENT
H Short Airway Equipment (NonDisposable) Airway Equipment (Non-Disposable) H Short CPAP Device (NonDisposable) CPAP Device (Non-Disposable) H Short Suction Unit (NonDisposable) Suction Unit (Non-Disposable) H Short
Automated External
Defibrillators (AEDs) BLS
Level
AEDs BLS Level
H Short Automatic Chest Compression
Device (CPR) Automatic CPR
H Short EMS Training Aids EMS Training Aids
H Short Monitor/Defibrillator Monitor/Defibrillator
H Intermediate Power Lift Cot Power Lift Cot
H Intermediate Power Lift System Power Lift System
H Short Pulse Oximeters Pulse Oximeters
H Short Responder Rehab Equipment Responder Rehab Equipment H Short Power Stair Chair Power Stair Chair
H Short Patient Carbon Monoxide
Monitor Patient Carbon Monoxide Monitor
H Short Capnography/Capnometer
Device Capnography/Capnometer Device
M Short O2 Kit O2 Kit
M Short Non-Disposable Splints Non-Disposable Splints
L Intermediate Stretcher Stretcher
L Intermediate Backboard Backboard
L Short Trauma Bag Trauma Bag
L Short Mass Casualty Kit Mass Casualty Kit
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FEMA AFG FY 2025 NOFO
L Short
Portable Lift System (i.e.,
devices, hydraulic or electrical,
used to assist with the lifting of
patients that are not associated
with cots or stair chairs)
Portable Lift System (i.e., devices,
hydraulic or electrical, used to assist
with the lifting of patients that are not
associated with cots or stair chairs)
EXTRICATION
M H Intermediate Cutter/Spreader - M Cutter/Spreader - H M H Intermediate Vehicle Extrication Equipment
- M Vehicle Extrication Equipment - H
HAZARDOUS MATERIALS
M Intermediate Basic HazMat Response
Equipment Basic HazMat Response Equipment
M Intermediate
Decon, Clean-Up,
Containment and Packaging
Equipment
Decon, Clean-Up, Containment and
Packaging Equipment
M Short Sampling Devices (HazMat) Sampling Devices (HazMat)
SPECIALIZED
H Intermediate Skid Unit Skid Unit
M Intermediate Air Quality Device Air Quality Device
M Intermediate Boats Boats
M Short
Marine equipment (NFPA
1910: Standard on Marine FireFighting Vessels)
Marine equipment (NFPA 1910:
Standard on Marine Fire-Fighting
Vessels)
M Intermediate Mobile Generator Mobile Generator
Priority Age Category Fire and Fire Regional SFTA
M Intermediate Portable Pump Portable Pump
L Short Specialized Equipment
(Other) Specialized Equipment (Other)
CHEMICAL BIOLOGICAL RADIOLOGICAL NUCLEAR EQUIPMENT (CBRNE) L Short CBRNE-related Equipment CBRNE-related Equipment L Short Non-Disposable Biological
Detection Non-Disposable Biological Detection
Priority Age Category Tow Vehicles Applicant Type
Note: Tow vehicles may be applied for under different application types with differing priority levels. Please reference the chart below when applying for tow vehicles.
H Long Tow Vehicle SFTA
M Long Tow Vehicle Regional
L Long Tow Vehicle Fire Department
Priority Age Category Nonaffiliated EMS Nonaffiliated EMS Regional 57 | Page
FEMA AFG FY 2025 NOFO
COMMUNICATIONS
H Intermediate Base Station (must be P-25
Compliant)
Base Station (must be P-25
Compliant)
H Intermediate Mobile Radios (must be P-25
Compliant)
Mobile Radios (must be P-25
Compliant)
H Intermediate Mobile Repeaters (must be P25 Compliant) Mobile Repeaters (must be P-25
Compliant)
H Intermediate Pagers (limited to number of
active members)
Pagers (limited to number of active
members)
H Intermediate
Portable Radios (must be P-25
Compliant, limited to number
of AFG Program-approved
seated positions)
Portable Radios (must be P-25
Compliant, limited to number of AFG
Program-approved seated positions)
M Intermediate Mobile Data Terminal Mobile Data Terminal M Intermediate Headsets Headsets
M Short Software specifically to
enable RoIP Software specifically to enable RoIP
EMS EQUIPMENT
H Short ALS/BLS Equipment ALS/BLS Equipment
H Short Airway Equipment (NonDisposable)
Airway Equipment (NonDisposable)
H Short AEDs BLS Level AEDs BLS Level
H Short Automatic CPR Automatic CPR
H Short EMS Training Aids EMS Training Aids
H Short CPAP Device (NonDisposable) CPAP Device (Non-Disposable) H Short Monitor/Defibrillator - 15
leads Monitor/Defibrillator - 15 leads
H Intermediate Power Lift Cot Power Lift Cot
H Intermediate Power Lift System Power Lift System
H Short Responder Rehab Equipment Responder Rehab Equipment H Short Suction unit Suction unit
H Intermediate Power Stair Chair Power Stair Chair
Priority Age Category Nonaffiliated EMS Nonaffiliated EMS Regional H Short Patient Carbon Monoxide
Monitor
Patient Carbon Monoxide
Monitor
H Short Capnography/Capnometer Device Capnography/Capnometer Device
M Short O2 Kit O2 Kit
M Short Non-Disposable Splints Non-Disposable Splints
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FEMA AFG FY 2025 NOFO
L Intermediate Stretchers Stretchers
L Intermediate Backboards Backboards
L Short Trauma Bag Trauma Bag
L Short Mass Casualty Kit Mass Casualty Kit
M Short Computers used in support of
training
Computers used in support of
training
M Short
Mobile computing devices
intended to be used on scene
(tablets)
Mobile computing devices
intended to be used on scene
(tablets)
H Short Vehicle Mounted Exhaust
Systems
Vehicle Mounted Exhaust
Systems
L Short
Portable Lift System (i.e., devices,
hydraulic or electrical, used to
assist with the lifting of patients
that are not associated with cots)
Portable Lift System (i.e., devices,
hydraulic or electrical, used to
assist with the lifting of patients
that are not associated with cots)
HazMat
M Intermediate Basic HazMat Response
Equipment
Basic HazMat Response
Equipment
M Intermediate Decon, Clean-Up, Containment
and Packaging Equipment
Decon, Clean-Up, Containment
and Packaging Equipment
M Short Sampling Devices (HazMat) Sampling Devices (HazMat)
Fire Department, Nonaffiliated EMS, Regional, and SFTA Equipment Priorities Priority Purpose of Request Definition
H
Obtain equipment needed but not
currently owned or replace
equipment that is broken and/or
damaged beyond repair to achieve
minimum operational and
deployment standards for existing
missions
Applies to requests for equipment needed, and not
currently owned, to achieve minimum operational
and deployment standards for a department’s
existing mission requirements. This includes
equipment that is no longer usable because it is
broken and/or damaged beyond repair.
H Replace noncompliant equipment
to current standard
Applies to equipment that is deemed obsolete
and/or is out of compliance with current standards
for that type of equipment. Equipment requested
under this reason for purchase has not been
deemed inoperable, and while it may not be
compliant with current standards it is not broken,
damaged, or otherwise unusable.
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FEMA AFG FY 2025 NOFO
M Obtain equipment for new
mission
Applies to requests for equipment, supplies, or
inventories that are intended to fulfill minimum
service requirements associated with new missions
that a department is taking on and building the
capability for but has not been previously fulfilled.
For example, this may include, but is not limited
to, establishing a new HazMat capability or Swift
Water Rescue capability.
Fire Department, Nonaffiliated EMS, Regional, and SFTA Equipment Priorities Priority Purpose of Request Definition
L Upgrade technology to current
standard
Applies to requests for equipment that may or may
not be owned, but newer technology is available.
Eligible Equipment Activities for Fire Department, Nonaffiliated EMS, Regional, and SFTA include but are not limited to:
• Shipping, taxes, assembly, and
installation of the requested equipment
• Extended warranties and service
agreements if acquired concurrent with
initial acquisition
• Minor interior alterations (requested
under Additional Funding and limited to
$10,000 total expenditure) to support the
awarded Equipment activities (e.g.,
removal/ construction of a non-weight
bearing wall)
• Equipment for response to incidents
involving CBRNE/WMD
• Training specific to the requested
equipment
• Requested support activities for equipment
requiring supplies or expendables or “onetime”
use items essential for an award’s scope of
work, such as foam, breaching materials (e.g.,
wood or sheetrock) for ventilation or rescue
props, or the amount of fuel required to sustain
an awarded live fire training activity, or per
NFPA 1403 Standard on Live Fire Training
Evolutions, reasonable safety mitigations to a
structure acquired for training
• Subscriptions necessary for the operation of the
awarded equipment and purchased
concurrently within the POP
• Computing device may be considered for
reimbursement if essential to the operation of
the funded equipment.
Ineligible Equipment Activities Fire Department, Nonaffiliated EMS, Regional, and SFTA include but are not limited to:
• Construction of facilities, such as
buildings, towers, or sheds to house
communications
• All fixed non-mobile repeaters or fixed
site amplifiers
• Sirens or other outdoor warning devices
• Signage of any kind
• Phones (telephone/satellite/cell) and
carrier plans
• Utility Vehicles and All-Terrain Vehicles
(UTV/ATV)
• UAVs and Drones
• Bomb disposal equipment and robots
• Mobile radios for personally owned vehicles
(except Chief Fire Officer’s personal vehicle if
justified)
• Supplies or expendables or common one-time
use items such as foam, soaps, disinfectant
wipes, medical gowns/gloves, bandages, any
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FEMA AFG FY 2025 NOFO
• Investments in emergency
communications systems and equipment
must meet applicable SAFECOM
Guidance
• Personal Safety/Rescue Bailout System
(PPE)
• Computer assisted dispatch (CAD)
systems and software, geographic
information systems (GIS), dispatch
consoles, workstations and office
furniture
• Nonaffiliated EMS expendable supplies
(including but not limited to
medications)
• Vehicle mounted fans
drug, intravenous bags/fluids, defibrillator
pads/electrodes, syringes, cervical collars,
batteries, exhaust system filters and splints
• Flashover or other simulators/props that do not
meet NFPA 1402 or 1403 standard (homemade
or aftermarket simulators)
• Subscriptions, memberships, equipment rental
or lease to purchase
• Refurbished equipment
Key Requirements for Interoperable Communications Equipment under the AFG Program:
• Eligibility: the acquisition of P-25 compliant interoperable communications equipment is the only eligible activity for interoperable communications equipment under the AFG Program.
• P-25 Compliance:
o P-25 compliant equipment features a digital platform that is programmable, scalable, and capable of communicating in analog mode with legacy radios, as well as in both analog and digital modes with other P-25 equipment.
o P-25 compliance enhances interoperability, enabling first responders to effectively communicate and coordinate during all-hazard responses. o Non-P-25 compliant equipment is not allowed, and no waivers for P-25 compliance will be granted.
• SAFECOM Guidance: Recipients must comply with the SAFECOM Guidance for Emergency Communication Grants, including technical standards that ensure and enhance interoperable communications.
• Documentation Requirements: Recipients must obtain and retain documented evidence that the equipment has been tested and meets all applicable P-25 compliance requirements. This documentation must be available for submission to FEMA upon request.
• Application Affirmation: While applicants are not required to specify a particular P-25- compliant product in their application narrative, they must affirm that the requested or acquired interoperable communications equipment will meet P-25 compliance standards. • Note: Recipients using FY 2025 AFG Program funds for emergency communications activities must review and comply with the SAFECOM Guidance for Emergency Communication Grants available at SAFECOM Guidance. This guidance includes provisions on technical standards to ensure and enhance interoperable communications. 61 | Page
FEMA AFG FY 2025 NOFO
Emergency communication equipment, such as portable radios, must adhere to these standards. Additionally, recipients must ensure their projects align with their state’s Statewide Communications Interoperability Plan (SCIP) to support coordinated and effective emergency communications. Operations and Safety – PPE Overview AFG Program funds may only be used to acquire new, compliant PPE for firefighting and nonaffiliated EMS personnel. Only PPE compliant with the most current editions of NFPA 1971, 1977, 1981, and/or 1999 is eligible. The acquisition of used, refurbished, or updated PPE is ineligible for reimbursement. PPE requests should prioritize increasing firefighter safety. Replacement and Inventory Requirements: When requesting to replace or purchase new PPE (e.g., Turnout Gear or SCBA), applicants must provide the age of the items being replaced.
• Accurately describe and account for all PPE items in the current inventory within the application narrative.
PFAS-Free PPE:
• Exposure to Per- and Polyfluoroalkyl Substances (PFAS) has been linked to cancer and other health effects.
• Recipients are strongly encouraged to:
• Ask vendors about compliance with PFAS-free materials. • Purchase PFAS-free gloves, hoods, boots, and other items where readily available.
Noncompliance and Replacement Guidelines:
• Based on NFPA 1851, PPE (including SCBA) is considered noncompliant if:
• It is at least 10 years old and 2 NFPA cycles behind the current standard. • PPE less than 10 years old and 2 NFPA cycles behind may be eligible for replacement if it is deemed damaged, unsafe, or unrepairable, with sufficient justification provided.
High-Priority Requests:
• SCBA Face Pieces:
o Requesting or replacing an SCBA face piece for each operational member is a High Priority.
o Additional face pieces beyond those included with SCBA units must be requested as separate line items (e.g., if 35 face pieces are needed but only 25 SCBA units are requested, the remaining 10 face pieces must be listed separately). • Complete Gear Sets:
o Structural/Proximity PPE Turnout Gear (NFPA 1971 Compliant):
One pair of pants, one coat, one helmet, two hoods, one pair of boots, two pairs of gloves, one pair of suspenders, and one pair of goggles. If statutorily required, additional PPE (e.g., Personal Safety/Rescue Bailout Systems) will be considered part of a complete set.
o EMS PPE Turnout Gear (NFPA 1999 Compliant):
One pair of pants, one coat, one helmet, one pair of boots, one pair of gloves, one pair of suspenders, and one pair of goggles.
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FEMA AFG FY 2025 NOFO
o Wildfire PPE Turnout Gear (NFPA 1977 Compliant):
One pair of pants, one coat, one jumpsuit, one helmet, one pair of boots, one pair of gloves, one pair of suspenders, one pair of goggles, one fire shelter, web gear, backpack, and canteen/hydration system.
• Additional Funding:
o PPE Gear Bags and RIT Packs: Eligible for request under Additional Funding to support PPE or SCBA requests.
o SCBA Units: A complete SCBA unit includes a harness/backpack, one face piece, and two cylinders.
o Proper Fit Considerations:
o Recipients should prioritize proper fitting gear, including considerations for female firefighters.
• Training Requirements:
o Applicants must certify that all grant-funded PPE will only be used by sufficiently trained personnel. Failure to meet this requirement will result in the request being deemed ineligible.
o If training is requested to support a PPE activity, it must be entered in the “Additional Funding” section of the “Request Details” in the application.
The following are considerations in pre-scoring and peer review determinations:
Fire Department, Nonaffiliated EMS, Joint/Regional, and SFTA PPE Priorities Priority Purpose of Request Definitions
H
Increase supply for new hires
and/or existing firefighters that do
not have one set of turnout gear
(PPE) or allocated seated positions
(SCBA). This includes replacing
out of service PPE-Turnout Gear
and SCBA.
Applies to PPE-Turnout Gear for new
firefighters (i.e., new hires or volunteer
recruits) and/or existing firefighters that do
not currently have one set of PPE-Turnout
Gear, and to add SCBA to fill seated riding
positions that do not currently have SCBA.
H
Replace in-service or in-use
damaged/ unsafe/unrepairable
PPE/SCBA to meet current
standard
Applies to PPE-Turnout Gear and SCBA that
is deemed damaged unsafe and unrepairable
yet still in use at the time of application.
H
Replace in-service/in-use/expired/
noncompliant PPE/SCBA to
current standard
Applies to PPE-Turnout Gear or SCBA that
is deemed obsolete and/or is out of
compliance with current standards. PPETurnout Gear or SCBA to be replaced is not compliant with
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FEMA AFG FY 2025 NOFO
current standards; it is not broken, damaged
or otherwise unusable.
L
Replace PPE/SCBA to upgrade
technology to current standard
Applies to PPE-Turnout Gear or SCBA that
is less than 10 years old for PPE-Turnout
Gear or compliant within two NFPA cycles
for SCBA.
Additional Considerations for Fire Department, Nonaffiliated EMS, Joint/Regional, and SFTA for PPE or SCBA Priorities
• Higher priority is given to the age of requested PPE, reason for purchase/replacement, priority. Applicant’s call volume is a lesser factor. Applicants will be required to provide the age of the PPE being replaced.
• Applicants with the oldest PPE and/or trying to bring the department into 100% NFPA compliance or the number of active members who will have compliant gear.
PPE List
Structural/Proximity H
• American National Standards Institute
(ANSI) Traffic Vests
• Boots
• Coats
• Complete Set of Turnout Gear
• Gloves
• Goggles
• Helmets
• Hoods
• Pants
• Pass Devices
• Personal Safety/Rescue Bailout System
• Suspenders
Respiratory H
• Air-Line Unit
• Face Pieces
• Respirators
• SCBA Spare Cylinders
• SCBA (SCBA Unit includes Harness/
Backpack, Face Piece, and two cylinders)
Wildfire H
• Jumpsuits/Coveralls
• Boots
• Coats
• Pants
• Suspenders
• Goggles
• Shelters
• Web Gear/Backpacks
• Canteens/Hydration Systems
• Helmets
Specialized PPE M
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FEMA AFG FY 2025 NOFO
• Ballistic Protective Equipment (BPE),
which includes one vest, one helmet, one
triage bag, one pair of goggles
• Chemical/Biological Suites (must conform
to NFPA 1990 2022 edition)
• Extrication Clothing/Rescue Clothing
• Proximity Suits
• Splash Suits
• Wet and Dry Suits
• Encapsulated Suits
Eligible PPE Activities for Fire Department, Nonaffiliated EMS, Joint/Regional and SFTA include but are not limited to:
• ANSI approved retroreflective highway
apparel
• Training for requested PPE
• Turnout gear bags
• Customized helmet shields
• Level C suits
• Personal Safety/Rescue Bailout System
• Face Pieces Regulators
Ineligible PPE Activities for Fire Department, Nonaffiliated EMS, Joint/Regional and SFTA include but are not limited to:
• Three-quarter length rubber boots
• Uniforms (formal/parade or station/duty) and
uniform items (hats, badges, etc.)
• PPE gear bags (ineligible unless requested as
additional funds in association with a PPE
request)
• RIT packs (ineligible unless requested as
additional funds in association with SCBA
request)
• Air Compressor/Fill Station/Cascade Systems
(ineligible unless requested as additional
funds in association with a Regional SCBA
request)
• PPE gear washer/extractor/dryer (ineligible
unless requested additional funds in
association with PPE gear request)
• Personal Safety/Rescue Bailout System for
nonaffiliated EMS organizations
• Food and beverages
• Integrated Thermal Imaging Cameras
(TIC) with heads-up display
• Bomb disposal suits
• Any communications equipment (e.g.,
radios and pagers) in the PPE section
• Structural, proximity, wildfire firefighting
gear, or rescue and extrication gear for
nonaffiliated EMS organizations
• Any decals, embroidery, engraving, flags,
graphics, logos, vehicles, and PPE Turnout
lettering that customizes awarded items
beyond the normal expectation (except
customized helmet shields)
• Funding is limited to one set of PPETurnout Gear per person • Equipment rental or lease to purchase
• Note: Where bailout system is statutorily
required, FEMA will consider all
statutorily required items to be part of a
complete PPE set
Operations and Safety – Wellness and Fitness Overview
Wellness and Fitness Activities aim to enhance the mental, physical, and emotional resilience of emergency responders to meet the demands of all hazardous operations.
To be eligible for funding, applicants must currently offer or plan to offer all five Priority 1 activities outlined in the table below. These activities are considered essential for building and maintaining the overall wellness and fitness of emergency responders. 65 | Page
FEMA AFG FY 2025 NOFO
Fire Department and Nonaffiliated EMS Wellness and Fitness Priorities Priority 1: (H) Wellness and Fitness Activities:
• Initial Medical Exams
• Job-Related Immunizations
• Annual Medical and Fitness Evaluations
• Behavioral health Services
• Cancer Screening Program (aligned with NFPA 1582)
All five of the above must be in place to be considered a Complete Wellness and Fitness Program.
Departments that already have some Priority 1 programs in place must request funding to implement any missing Priority 1 programs before applying for funds for additional programs All grant-funded physicals (except for explorers) must comply with the current NFPA 1582 standards (Chapter 9, Occupational Medical Evaluation). The cost of physicals should reflect local physician or health center prices. For detailed guidance on implementing NFPA 1580 physicals, visit: First Responder Center.
Fire Department and Nonaffiliated EMS Wellness and Fitness Priorities Priority 2 (M) Wellness and Fitness Activities:
• Candidate Physical Ability Evaluation.
• Exercise Equipment.
• Formal Fitness Program Development Costs (e.g., IAFF/IAFC Peer Fitness Trainer Program, including travel, overtime, and implementation costs).
• Eligibility:
• Applicants can request Priority 2 items only if they currently offer or are requesting funding for all five required Priority 1 activities.
Important Notes:
• Lower Priority for Combined Requests: Applications requesting both Priority 1 and Priority 2 activities will receive lower funding consideration than those focused solely on completing Priority 1 activities.
• NFPA 1583 Standards:
o Establishes minimum requirements for developing and managing health-related fitness programs for fire department members involved in emergency operations. o Aims to improve occupational performance, safety, and health while reducing risks of injury and disease.
Guidance for Fitness Programs:
o Programs should require mandatory participation but must not be punitive. o NFPA 1583 focuses on improving overall health and fitness, not setting physical performance criteria.
Recommendation: Applicants should complete Priority 1 activities first to increase funding chances and align with program goals
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FEMA AFG FY 2025 NOFO
Eligible Wellness and Fitness Activities for Fire Department and Nonaffiliated EMS include but are not limited to:
• Behavioral health programs to include, but
not limited to: Critical Incident Stress
Management Programs, Employee
Assistance Programs
• Transportation expenses related to
a member’s participation in offered
Wellness and Fitness activities
• Contractual costs (non-hiring) for personnel
(such as nutritional counseling), physical
fitness equipment (including shipping
charges and sales tax, as applicable), and
supplies directly related to physical fitness
activities
• Minor interior alterations (requested under
Additional Funding and limited to $10,000
total expenditure) to support the awarded
Wellness and Fitness activities (e.g.,
removal/ construction of a non-weight
bearing wall); note that these will require
EHP review
Ineligible Wellness and Fitness Activities for Fire Department and Nonaffiliated EMS include but are not limited to:
• Fitness club memberships for participants or
their families
• Non-cash incentives (e.g., t-shirts or hats of
nominal value, vouchers to local businesses,
or time-off)
• Purchase of real estate
• Cash incentives
• Food and beverages
• Subscriptions and memberships
• Saunas (including infrared)
• Hyperbaric chambers
• Ice baths
• Priority 1 or 2 items for anyone other than
fire personnel, fire inspector, or EMS
personnel
• Purchase of medical equipment
• Whole-body MRI scans
• Contractual services with anyone other than
medical professionals (e.g., health care
consultants, trainers, and nutritionists) for
programs such as smoking cessation
• Purchase of equipment or personal
protective equipment that is otherwise
eligible under the Equipment activity or the
PPE activity
Operations and Safety – Modifications to Facilities Overview AFG Program funds may be used to modify fire stations and other facilities to improve safety and health conditions. New fire station construction is not eligible.
Eligible Activities:
• Source Capture Exhaust Systems (SCES):
o SCES is a High Priority item for mitigating vehicle exhaust exposure. o These systems capture exhaust gases directly from the vehicle tailpipe and expel them outside the building via mechanical or pneumatic means. 67 | Page
FEMA AFG FY 2025 NOFO
• Sprinkler Systems
• Carbon Monoxide Alarms
• Smoke/Fire Detection Systems
Important: Only systems specific to these functions are eligible. Multi-purpose systems that include ineligible features are not allowed.
Key Requirements:
1. Environmental and Historic Preservation (EHP) Review:
• All facility modifications, including major or minor changes and equipment installations, require EHP review.
2. Minor Interior Alterations:
• Minor alterations (e.g., removal or construction of a non-weight-bearing wall) to support Training or Wellness and Fitness activities are eligible under Additional Funding, with a total expenditure limit of $10,000.
3. Funding Cap:
• The total cost for modifications (e.g., a sprinkler system and exhaust system) cannot exceed $100,000 per individual station.
4. Structural Limitations:
• Modifications cannot change the structure’s footprint or profile.
5. Health and Safety Impact:
• Eligible projects must directly improve the health and safety of firefighters.
Additional Notes:
• Vehicle Mounted Exhaust Systems: these remain classified as a High Priority item under the Equipment Activity.
• Priority for Diesel Fume Mitigation: Due to the risks posed by diesel fumes, SCES systems are considered a high Priority for facility modifications.
Applicants should ensure all requested modifications align with these guidelines to maximize funding eligibility.
Facility Considerations:
1. Highest Priority:
• Facilities staffed full-time.
• Facilities with sleeping quarters.
2. Secondary Consideration:
• Facilities without sleeping quarters.
• Facilities with part-time occupancy.
3. Next Consideration:
• Training facilities.
• Marine fire facilities.
• Intermittently occupied facilities.
Applicants should align their requests with these priorities to optimize funding consideration.
All of the following are considerations in pre-scoring and peer review determinations:
68 | Page
FEMA AFG FY 2025 NOFO
Eligible Modifications to Facilities Priorities for Fire Department and Nonaffiliated EMS include but are not limited to:
H
• New source capture exhaust systems, sprinkler systems, carbon monoxide, or smoke/fire detection systems – only for these types of systems and not multi- purpose systems that encompass ineligible features as described below.
• Replacement or updates to existing source capture exhaust systems, sprinkler systems, carbon monoxide, or smoke/fire detection systems are considered lower priority over requests submitted for new systems.
M
• Emergency generators, Air Quality Systems (AQSs)
• Note: AQSs are fixed equipment that are air purifying, scrubbing, and/or air exchange systems.
Ineligible Modifications to Facilities Priorities for Fire Department and Nonaffiliated EMS include but are not limited to:
• Station maintenance
• Resurfacing of bay floors
• Interior remodeling not pertaining to the
requested project(s)
• Food and beverages
• Security systems, or other alerting systems
of similar purpose designed to notify fire
stations of unauthorized access or provide
deployment notifications or multi-purpose
systems that include any of these features
even if they also include otherwise eligible
features
Regional Applications Overview
A Regional application allows a fire department or nonaffiliated EMS organization to act as a host and apply or funding on behalf of itself and other participating AFG Program-eligible organizations. The host and its partners must be the intended beneficiaries of the proposed project.
Eligibility and Requirements:
1. Host Eligibility:
• A fire department can host on behalf of other eligible fire departments and nonaffiliated EMS organizations within the same application.
• A nonaffiliated EMS organization can only host other nonaffiliated EMS organizations. • State Fire Training Academies (SFTAs) are not eligible to apply under the Regional activity.
2. Eligible Regional Activities:
• Vehicle Acquisition
• Operations and Safety, limited to:
o Training
o Equipment
o Wellness and Fitness
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FEMA AFG FY 2025 NOFO
o PPE
3. Regional Goals:
• Projects must achieve cost-effectiveness, support regional efficiency and resilience, and directly benefit more than one local jurisdiction (e.g., county, parish, town, township, city, or village).
4. Vendor Requirement:
• All departments and agencies in a Regional application must use the same vendor to foster interoperability.
• Exceptions require pre-approval by FEMA in writing and must be based on compelling operational need.
Funding Limitations:
• Funding limits are based on the total Population served by the host and participating partners.
• Example: If the host and partners serve a population of 100,000 or fewer and receive a $1 million Regional award, the host has reached its funding cap and is no longer eligible for additional AFG Program funds.
Community and Population Considerations:
• The community identification characteristic (e.g., Rural, Urban, or Suburban) and the organizational status (e.g., Career, Combination, or Volunteer) of the host applicant will apply to the Regional application, regardless of the composition of the participating partners. • The regional population served is the aggregate of the geographically fixed primary firstdue response areas of the host and participating partners. o Exceptions: If the host is also the parent organization responsible for smaller, independent stations.
• The call volume for regional applications is the aggregate of the host and regional partners Application Restrictions:
• The host and participating partners may submit their own individual applications for AFG Program activities (Vehicle Acquisition or Operations and Safety) but not for the same item. o Example: A department cannot apply for PPE under its own application and also participate in a Regional PPE application.
Application Narrative Requirements:
The host must include:
• A list of all participating organizations benefiting from the Regional project. • Validated points of contact and each organization’s EIN. • Clear and detailed information on the requested regional activities. • Specific details on the distribution of grant-funded acquisitions or contracted services and the responsibilities of the host and partner organizations.
Host Responsibilities:
• The host is responsible for all aspects of the grant, including:
o Cost share.
o Accountability for assets.
o All reporting requirements.
• The host is not considered a pass-through entity and may not issue sub-awards. 70 | Page
FEMA AFG FY 2025 NOFO
• The host must provide macro demographics (e.g., total square miles) and master listings (e.g., combined SCBA inventories) for the region served.
Compliance Requirements:
• All participants must be compliant with AFG Program requirements, including:
o Current status on past grants.
o Closeouts.
o Reporting requirements.
• The host agency may not distribute grant-funded assets or provide grant-funded services to non-compliant partners. FEMA will notify the host and delinquent partners of specific deficiencies.
Memorandum of Understanding (MOU):
• A Regional host and participating partners must execute an MOU or equivalent document signed by all parties.
• The MOU must specify:
o Individual and mutual responsibilities of the host and partners. o Each participant’s level of involvement in the project(s). o EINs of participating partners.
o Proposed distribution of grant-funded assets or contracted services. • Copies of the MOU will be requested during the technical evaluation of the application if it is not included originally.
• Any entity benefiting from the award must be an eligible AFG Program organization and a party to the MOU.
By adhering to these guidelines, Regional applicants can ensure their applications meet AFG Program requirements and maximize their chances of receiving funding.
Vehicle Acquisition Guidelines
Eligibility and Standards:
• Vehicles purchased with AFG Program funds must comply with NFPA 1900 standards (Standard for Aircraft Rescue and Firefighting Vehicles, Wildland Fire Apparatus, and Automotive Fire) or equivalent (e.g., Standard for Automotive Ambulances). • Leases, loan payments, or installment plans for vehicles are not eligible and will not be reimbursed.
Community Paramedic/Health Vehicles:
• These are non-transport vehicles and cannot serve a dual role (e.g., as utility or support vehicles).
• Emergency response packages (e.g., lights, sirens) and operational equipment (e.g., rescue tools, firefighting equipment) are ineligible for these vehicles.
Requesting Multiple Vehicles:
• Applicants may request more than one vehicle but must stay within the financial cap based on population listed in the application.
• If multiple requests are approved, the total funding for all vehicles must remain within the financial cap.
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FEMA AFG FY 2025 NOFO
• Each vehicle request requires:
o A separate line item.
o A complete narrative for each vehicle.
o Details such as the age and vehicle identification number (VIN) of each vehicle being replaced.
o VINs cannot be reused across multiple line items.
Vehicle Reassignment:
• If a vehicle is not being replaced but is having its service status changed (e.g., from first due to reserve), the VIN must still be provided in the narrative for the vehicle being reassigned.
Driver/Operator Training Requirements:
1. Fire Vehicles:
• Applicants must have drivers/operators trained to NFPA 1002 standards (or equivalent) or have a training program in place before the awarded vehicle is delivered. • Failure to meet this requirement will result in ineligibility for a vehicle award.
2. Nonaffiliated EMS Vehicles:
• Drivers/operators must be trained to the National Standard Emergency Vehicle Operator Curriculum (EVOC) developed by the U.S. Department of Transportation (DOT) or equivalent.
• A training program must be in place before the awarded vehicle is delivered.
3. Driver Training Program Requests:
• Applicants may request funding for a driver training program within the “Vehicle Acquisition” section.
• this request must be added in the “Additional Funding” area in the “Request Details” section of the Vehicle Application.
• All training programs must be completed before vehicle delivery, or the recipient will be in violation of the grant agreement.
Evaluation Criteria:
• The pre-score evaluation considers the department’s need for the vehicle based on:
o The age and condition of current vehicles.
o The demands on the organization.
By adhering to these guidelines, applicants can ensure compliance with AFG Program requirements and improve their chances of securing funding for vehicle acquisition.
Eligible Vehicle Activities for Fire Department, and SFTA include but are not limited to:
Priority Urban Communities Suburban Communities Rural Communities 72 | Page
FEMA AFG FY 2025 NOFO
H
• Aerial
• Ambulance
• Pumper
• Rescue Vehicle
Light, Medium, or Heavy
• Non-Transport EMS
(Community Paramedic/
• Healthcare)
• Quint
• Brush Type III or
larger
• Aerial
• Ambulance
• Pumper
• Tanker/Tender
• Rescue Vehicle Light,
Medium or heavy
• Non-Transport EMS
(Community Paramedic/
Healthcare)
• Quint
• Brush
• Aerial
• Ambulance
• Brush/Attack
• Pumper
• Tanker/Tender
• Non-Transport EMS
(Community Paramedic/
Healthcare)
• Quint
M
• Command/Mobile
Communications Vehicle
• HazMat Unit
• Air/Light Unit
• Rehab Unit
• Command/Mobile
Communications Vehicle
• HazMat Unit
• Air/Light Unit
• Rehab Unit
• Command/Mobile
Communications Vehicle
• Hazardous Materials
Unit
• Air/Light Unit
• Rescue Vehicle
Light, Medium or Heavy
L
• ARFF
• Foam Truck
• Fire Rescue/Boat
• Highway Safety
Unit
• Hybrid (i.e.,
Transport Engine)
• Tanker/Tender
• ARFF
• Foam Truck
• Highway Safety Unit
• Hybrid (i.e., Transport
Engine)
• Fire Rescue/Boat
• ARFF
• Foam Truck
• Highway Safety
Unit
• Hybrid (i.e.,
Transport Engine)
• Fire Rescue/Boat
• Rehab Unit
Eligible Regional Vehicle Activities for Fire Departments (ALL Community Types) H
• Aerial
• Air/Light Unit
• Bariatric Ambulance
• Command/Mobile Communications Vehicle
• Non-Transport EMS (Community Paramedic/healthcare)
• Rehab Unit
• Rescue Vehicle Light, Medium or heavy
• Tow Vehicle (Applied for under equipment)
M • Highway Safety Unit
L • Hazardous Materials Unit
• Foam Truck
Eligible Nonaffiliated EMS and Nonaffiliated Regional Vehicle Activities 73 | Page
FEMA AFG FY 2025 NOFO
H
• Ambulances
• Bariatric Ambulance
• Non-Transport EMS (Community Paramedic/healthcare)
Compliance with Standards
• Ambulances must comply with NFPA 1900, or GSA Federal Standard KKK-A-1822F • Applicants must certify that unsafe vehicles will be permanently removed from service if awarded a grant; acceptable uses of unsafe vehicles include farm, nursery, scrap metal, salvage, construction, or donation to a foreign entity
• Applicants should consider adopting the principles of Traffic Incident Management Systems (TIMS); the USFA report on TIMS can be found on FEMA’s website at: Traffic Incident Management Systems
• New fire apparatus must be compliant with NFPA 1900 for the year ordered/manufactured
Additional Considerations (to include, but not limited to) • Age and mileage of the vehicle being replaced; older equipment receives higher consideration
• Age of the newest vehicle in the department’s fleet that is like the vehicle to be replaced • Average age of the fleet; older equipment within the same class • Call volume of primary first due response area or region • Converted vehicles (with an emphasis on tanker/brush trucks) not designed or intended for use in the fire service departments that have automatic aid agreements, mutual aid agreements, or both; a converted vehicle is any vehicle that is not engineered to an NFPA standard, or not being used for its original design, or over its gross vehicle weight • Vehicles on loan to the organization in the application narrative but not in the organization’s inventory
• Damaged vehicles and out of service vehicles in the organization’s inventory • Replacement of open cab/jump seat configurations
IMPORTANT
Vehicle Inventory Requirements:
• Applicants may need to provide additional fleet details after submitting their application. • Vehicle inventory must include:
o Owned vehicles.
o Leased or long-term loaned vehicles.
o Vehicles ordered or under contract but not yet received.
Vehicle Definitions:
• Front Line Vehicle: Fully equipped and ready for emergency response. • Ready-Reserve Vehicle: Equipped and can quickly be made ready for response. • Reserve Vehicle: Not fully equipped, used when front-line vehicles are out of service. 74 | Page
FEMA AFG FY 2025 NOFO
• Temporarily Out of Service Vehicle: Removed from service for repairs but will return to front-line or reserve status.
• Decommissioned Vehicle: Permanently removed from emergency duties (e.g., retired, parade use). Not included in inventory or eligible for replacement.
Vehicle Contract Requirements:
• Recipients must submit a copy of the vehicle purchase contract to FEMA for compliance monitoring.
• Without a contract, recipients cannot:
o Request advance federal funds for partial payments.
o Request a project extension.
Bond Requirements:
• Performance Bond (Recommended): Protects applicant funds if the vendor fails to deliver or goes out of business.
• Prepayment Bond (Required): Protects federal funds if federal money is advanced for a down payment. Costs are reimbursable under the grant.
Penalty Clause:
• Contracts must include a penalty clause of at least $100/day for non-delivery or nonperformance by the vendor. Exceptions require FEMA approval.
Payment Guidelines:
• Down Payment: Allowed up to 25% of the federal share. Costs beyond this must be covered by the recipient.
• Final Payment: May be requested in advance but cannot be disbursed until the vehicle is received, inspected, and accepted.
Eligible Vehicle Activities for Fire Department, Nonaffiliated EMS Organizations, Joint/Regional, and SFTA include but are not limited to:
• Cost of vehicle
• Physicals to meet current NFPA 1582/US
DOT 649 F
• Cost of associated equipment that is eligible
under current NFPA 1900
• Driver/operator training programs that meet
applicable standards, current NFPA 1002 or
EVOC, or equivalent
• Travel expenses (air/rail transportation,
mileage, hotel/lodging) to inspect a
requested vehicle during production Note:
Food and beverages are ineligible travel
expenses
Ineligible Vehicle Activities for Fire Department, Nonaffiliated EMS Organizations, Joint/Regional, and SFTA include but are not limited to:
• Leasing, rental, or installment purchase of
any grant funded vehicle
• Aircraft, bulldozers, or construction- related
equipment
• Using the vehicle being awarded as
collateral for any financial loan
• UTVs and ATVs
• UAVs and drones
• Used or refurbished apparatus
• Converted vehicles not originally designed
for firefighting
• Food and beverages
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Examples of vehicle types
• Pumper (an apparatus that carries a minimum of 300 gallons of water and has a pump with the capacity to pump a minimum of 750 gallons per minute [GPM]) • Urban interface vehicles (Type I) pumper (300 gallons of water and 750 GPM) • Ambulance (vehicle used for transporting patients)
• Tanker/Tender (an apparatus that has water capacity in excess of 1,000 gallons of water) • Quint Aerial (an aerial ladder, elevating platform, or water tower that is designed to position personnel, handle materials, provide continuous egress, or discharge water) • Quint (fire apparatus with a permanently mounted fire pump, a water tank, a hose storage area, an aerial ladder or elevating platform with a permanently mounted waterway, and a complement of ground ladders)
• Aerial Ladder (elevating platform, or water tower that is designed to position personnel, handle materials, provide continuous egress, or discharge water) Unsafe Vehicles: Certification and Disposition Requirements Certification Requirement:
Applicants who specify that the vehicle(s) to be replaced are unsafe must certify that, if awarded, the vehicle will be permanently removed from emergency service response. • Permanently Removed means:
o The recipient cannot use the vehicle for any emergency service response. o The recipient cannot sell or transfer the vehicle to any individual or emergency service response organization that would use it for emergency service response.
Grant Agreement Violation:
• If a recipient certifies that an unsafe vehicle will be removed from service but later sells or transfers the vehicle to another emergency service response organization or otherwise fails to remove the vehicle from emergency service response, the recipient will be considered in violation of the grant agreement.
Acceptable Dispositions for Unsafe Vehicles:
Unsafe vehicles may be donated or sold for purposes that do not involve emergency service response. Acceptable dispositions include:
• Donation or Sale to a Training Facility:
o The vehicle may be used for training purposes only, with no emergency response outside the training grounds.
• Farm Use:
o The vehicle may be repurposed for agricultural activities. • Construction or Nursery Use:
o The vehicle may be used for construction or nursery operations. • Sale to a Non-Emergency Service Response Entity:
o The vehicle may be sold for refurbishment or other non-emergency uses. • Scrap Metal or Salvage:
o The vehicle may be dismantled or sold for parts.
• Foreign Donation:
o The vehicle may be donated to entities outside the United States for nonemergency purposes. 76 | Page
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By adhering to these guidelines, recipients ensure compliance with the grant agreement and maintain safety standards.
C. Appendix C – Award Administration Information
Appendix C provides detailed guidance on the programmatic and financial administration of AFG Program awards. Recipients are encouraged to review this information to ensure compliance with award requirements and to effectively manage their grant activities.
Help FEMA Prevent Fraud, Waste, and Abuse
If applicants or recipients have information about instances of fraud, waste, abuse, or mismanagement involving FEMA programs or operations, they should contact the DHS Office of Inspector General (OIG) hotline at (800) 323-8603, by fax at (202) 254-4297, or email [email protected].
Grant Writer/Preparation Fees: Eligibility and Documentation Requirements Eligibility for Reimbursement: Grant Writer Fees may be included as a pre-award expenditure, subject to the following conditions: Fees must comply with the cost-share requirement. Services must be competitively sourced, specifically identified, and listed in the “Request Details” section of the application. Costs must comply with 2 C.F.R. § 200.458. Reimbursement is limited to application preparation (not administration) and capped at $1,500. Timing of Allowable Costs:
• Fees must be paid within the following timeframe:
o 90 days prior to the publication date of the NOFO and up to 30 days after the application period closes.
Retainer or Subscription Fees:
• Retainer or subscription fees are eligible if:
o They were competitively secured.
o Costs are limited to the start of the appropriation period for the underlying award. o They meet the requirements under 2 C.F.R. § 200.458.
Ineligible Costs:
• Fees payable on a contingency basis are not eligible. • Federal funds cannot be used to pay entities, including grant writers, that are suspended or debarred from federal contracts.
Verification of Contractor Eligibility:
• Recipients must verify contractor eligibility under 2 C.F.R. § 180.300 to ensure compliance.
Accuracy and Certification:
• Applicants must review all work produced by grant writers or third parties for accuracy before submission.
• By submitting the application, applicants certify that:
o All information is true and accurate.
o Submission of false or misleading information, regardless of intent, may result in actions by FEMA, including:
The application not being considered for award.
Temporary withholding of funding under an existing award pending investigation.
Referral to the DHS Office of Inspector General (OIG).
Required Documentation:
Applicants must provide the following documentation to FEMA upon request:
1. Grant Writer’s Contract for Services
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2. Invoice or Purchase Order
3. Canceled Check (Front and Back)
4. Evidence of Competitive Procurement
• If local procurement policies do not require competitive bidding for amounts under $1,500, applicants may be asked to provide a copy of that policy.
Failure to provide the requested documentation may result in the grant writer fee being deemed ineligible, and the grant may be reduced accordingly.
Application Participants:
• FEMA requires applicants to identify all individuals or organizations that assisted with the development, preparation, or review of the application in the “Contact Information” section.
• This includes anyone involved in drafting or writing the narrative and budget, whether:
o Compensated or not.
o Assistance occurred before submission of the application.
By adhering to these guidelines, applicants can ensure compliance with FEMA requirements and avoid issues with grant writer fee eligibility.
Maintenance and Sustainment for AFG Programs
Allowable Costs:
• FEMA preparedness grant funds may cover repairs, replacements, maintenance contracts, warranties, and user fees if they directly support critical capabilities developed with FEMA or DHS grants.
Unallowable Costs:
• Routine upkeep (e.g., gasoline, tire replacement, oil changes, inspections, or facility maintenance) and related supplies are the recipient's responsibility and cannot be funded by the grant.
Guidelines for Maintenance Agreements, Warranties, and User Fees:
1. Grant Period Limitation:
• Maintenance agreements, service contracts, or warranties purchased with grant funds cannot extend beyond the grant's period of performance, unless:
o The warranty is incidental to the original equipment purchase and aligns with typical coverage for such items.
2. Stand-Alone Agreements:
• Warranties or maintenance contracts for already-owned equipment cannot exceed the grant's period of performance.
3. Reasonableness:
• Extended warranties or agreements must be reasonable for the equipment's expected useful life. For example, a 10-year warranty on equipment with a 5-year lifespan is not reasonable and cannot be charged to the grant.
Taxes, Fees, Levies, and Assessments
Taxes, fees, levies, or assessments that the recipient is legally required to pay and are directly related to any eligible AFG Program acquisition activity may be charged to an AFG Program award pursuant to 2 C.F.R. § 200.470. These charges shall be identified and enumerated in the AFG Program application narrative, as well as the “Request Details” section of the acquisition activity.
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Any avoidable and unreasonable costs that result from the action or inaction of a recipient (or recipient’s agent) or that prevent that recipient from enjoying any lawful exemption, waiver, or reduction of any tax, fee, levy, or assessment directly related to any eligible AFG Program acquisition activity, are not chargeable to any AFG award.
Example: Governmental entities and Public Safety Agencies are exempt from some Federal Communications Commission (FCC) fees*, but only if the eligible organization submits an exemption or waiver request to the FCC.
*Government entities are not required to pay FCC regulatory fees. Nonprofit entities (exempt under Section 501 of the Internal Revenue Code) may also be exempt. The FCC requires that any entity claiming exempt status submit, or have on file with the FCC, a valid Internal Revenue Service Determination Letter documenting its nonprofit status or certification from a governmental authority attesting to its exempt status. For more information, please visit the Federal Communications Commission website.
Excess Funds: Guidelines and Restrictions:
FEMA expects recipients to complete awarded activities within the budget allocated. However, excess funds may remain after completing the original project described in the recipient’s award.
This may be due to cost savings from under-budget acquisition activities or competitive procurement processes. These excess funds are to generally be deobligated and may not be used for additional activities.
FEMA may consider exceptions if urgent and compelling needs are identified that directly relate to a demonstrated event(s) impacting the health and safety of the department's firefighters, such as a presidentially declared disaster. Requests must be submitted at least 120 days prior to period of performance expiration. NOTE: the opportunity for excess funds is limited when the original uncompleted Scope of Work is changed via an amendment such as reduction in quantities.
Payments and Amendments
FEMA uses the Direct Deposit/Electronic Funds Transfer method of payment to recipients.
AFG Program payment/drawdown requests are generated using FEMA GO. Recipients should not expend funds until all special conditions listed on the grant award document have been met, including completion of EHP review, and the request for payment in FEMA GO has been approved. Recipients should draw down funds based upon immediate disbursement requirements; however, FEMA strongly encourages recipients to draw down funds as close to disbursement or expenditure as possible to avoid accruing interest.
Non-federal entities should keep detailed records of all transactions involving the grant. FEMA may at any time, request copies of any relevant documentation and records, including purchasing documentation along with copies of cancelled checks for verification. See, e.g., 2 C.F.R. §§ 200.318(i), 200.334, 200.337.
Advances
Advance Payments:
• Recipients can receive advance payments if they:
1. Minimize the time between receiving funds and spending them (within 30 days).
2. Maintain financial management systems that meet federal standards (2 C.F.R. Part 200).
Requirements for Advance Payments:
• Recipients must submit invoices or purchase orders with their payment requests. 79 | Page
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• Environmental and Historic Preservation (EHP) review must be completed before advance payments are made.
Compliance with Federal Laws:
• Recipients must follow federal laws in effect when the grant is awarded, including:
o Uniform Administrative Requirements (2 C.F.R. Part 200). o Cash Management Improvement Act (CMIA) (31 C.F.R. Part 205).
Interest on Federal Funds:
• Interest accrues from the time funds are deposited into the recipient’s account until they are spent on program purposes.
• For the interest rate, refer to the Treasury Current Value of Funds Rate.
Reimbursement
Reimbursement Payments:
• Reimbursement is preferred if advance payment requirements under 2 C.F.R. § 200.305 cannot be met.
• Recipients must minimize the time between receiving funds and spending them, as required by 31 C.F.R. Part 205.
Requirements for Reimbursement Requests:
• Recipients must provide:
1. Proof of purchase (e.g., canceled check or credit card transaction).
2. Active SAM.gov registration.
3. Final invoice(s).
Rebates
Recipients shall disburse program income, rebates, refunds, contract settlements, audit recoveries, and interest earned on such funds before requesting additional cash payments, in accordance with 2 C.F.R. § 200.305. The reduction of federal financial participation via rebates/refunds may generate excess funds for the recipient if the recipient previously obligated their Cost Share match based upon the original award figures. If the recipient previously obligated their original Cost Share prior to the rebate, then the recipient may have minimum excess funds equal to the difference between the original Cost Share less the rebate adjusted Cost Share
Payment Requests During Closeout
Reimbursement Payment Requests:
• Recipients may submit reimbursement payment requests up to 120 days after the expiration of the Period of Performance (POP) during the award’s closeout reconciliation. • Reimbursement payments are the only eligible payment requests allowed after the grant’s POP has expired.
Eligibility Requirements for Reimbursement:
• The expenditure must have been obligated and the goods or services received during the active POP of the award.
• The payment request must include clear and specific information certifying that the liquidation of federal funds is for an obligation properly incurred during the active POP.
FEMA Review:
• FEMA may request supporting documentation for the reimbursement at any time for review.
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By adhering to these guidelines, recipients can ensure compliance with FEMA requirements for payment requests during the closeout period.
Amendments to AFG Program Awards: Guidelines
General Expectations:
• Recipients are expected to complete their projects as awarded. • The AFG Program does not guarantee approval of any deviation from the original award. • Amendments may be approved by FEMA on a case-by-case basis for specific reasons.
Allowable Reasons for Amendments:
1. Extension of the Period of Performance (POP):
• Extensions are limited to 6 months and only to complete the original, unamended scope of work. (vehicles/apparatus awards may be granted additional time) • Extensions cannot be used to utilize excess funds.
• Extension requests must be submitted 120 days prior to the period of performance expiring
2. Changes to the Award Scope:
• Changes to specific item descriptions.
• Adjustments to quantities of items or services procured. • Retroactive approval (pre-award).
• Closeout issues.
3. Budget Changes:
• Non-closeout deobligation of funds.
• Adjustments to unit prices due to changes in quantities.
Submission Requirements:
• Amendments must be submitted via FEMA GO.
• Requests must include specific and compelling justifications for the proposed changes. • Amendments must be submitted at least 120 days before the end of the Period of Performance (POP).
Additional Requirements:
• Recipients must maintain an active SAM.gov registration for all amendments to be considered.
By adhering to these guidelines, recipients can ensure their amendment requests are properly submitted and have the best chance of being approved by FEMA.
Deobligation of Unused Funds: Guidelines
What is Deobligation?
• Deobligation refers to the return of unused funds, including:
o Funds previously drawn down via payment requests.
o Remaining award funding that was never requested.
Process for Deobligation:
1. Submit an Amendment in FEMA GO:
• The recipient must submit an amendment stating that the unliquidated funds are not necessary for fulfilling the grant’s obligations or mission. • The amendment must also indicate the recipient’s understanding that the returned funds will be deobligated and will no longer be available for any future award expenses.
2. Confirmation Process:
• FEMA will confirm the deobligation amendment with all points of contact listed in the grant. 81 | Page
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• After confirmation, FEMA will hold the approved deobligation request for 14 days to allow the recipient time to reconsider.
3. Finalization:
• Once processed, the deobligation of funds is permanent and cannot be reversed.
Impact of Deobligation:
• Deobligation will:
o Decrease the federal portion of the grant.
o Reduce the recipient’s Cost Share obligation.
o
By following this process, recipients can return unused funds in compliance with FEMA guidelines while ensuring proper documentation and understanding of the deobligation's finality.
Disposition of Grant Funded Equipment
A recipient must use, manage, and dispose of AFG Program-funded equipment in accordance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 C.F.R. § 200.313. Except for state governments, when original or replacement equipment acquired under an AFG award is no longer needed for the original project, program, or other activities currently or previously supported by a federal awarding agency, the recipient must request disposition instructions from FEMA. FEMA strongly recommends contacting the Fire Grants Help Desk prior to the disposition of AFG Program funded equipment, to include vehicles.