| Editor’s note: We’re pleased to introduce a new columnist to our roster, Bryan Jack. Bryan is available to answer your grant-related questions and he will share his insights in this regular column section, Grants Q&A. If you have a query regarding grants and funding, e-mail Bryan at Bryan.jack@firegrantshelp.com. |
By Bryan Jack
Question: We applied for AFG funding this year and now we are waiting to see whether we’ve been successful. If we are given notification that we have won the award, what is the next process for us to actually get the grant?
Your first step should be to log into your “E-Grant Application” Suite, through the Assistance to Firefighters Grant Program Web site. This is the same site that you submitted your application through, and now it will be your one-stop shop for managing your grant.
Once you’ve logged in, select the “View Award Package” under the “Action” column and review your award. Next, if you have not received funding under an AFG, SAFER, or FP&S program in the past, you will need to fill out and submit your Direct Deposit Form (SF-1199A). Your Direct Deposit form needs to be completed so that you can make payment requests. The faster you complete and submit this form, the faster you will be able to receive your funding.
After you complete the first two necessary tasks, I would recommend printing and reviewing both your original grant application and the “Agreement Articles.” These two crucial documents define the scope of your project and the terms, guidelines and rules that you must adhere to when spending your federal grant money. Remember you have to stay within the scope of your project.
Review policy
Once you have completed the necessary online forms and reviewed your grant application and “Agreement Articles,” it is time to review your internal policy on purchasing and procurement. If you don’t have an internal policy, now might be a good time to develop one.
At a minimum, you need to solicit two bids/quotes for the equipment that you plan on purchasing. This process needs to be conducted in an ethical, competitive and fair way. Additionally, you need to remember that the quotes you receive must be dated within your “performance period.” Quotes you received prior to award acceptance will not suffice, as they do not meet the “competitive” process required by AFG.
After you have selected a quote, you have two options on how to receive your federal payment. Option one is to pay for your purchase outright and then submit for reimbursement through the grant management page of the “E-Grant Application.”
Your second option is to request an “Advanced Drawdown.” You can choose this option if the equipment you ordered will arrive in the next 30 days and you don’t have the financial means to cover the purchase costs upfront.
There’s also additional information at Firegrantsupport.com/prog/grantsmgt.
Meanwhile, I’ll be aiming to answer your grant-related questions in future columns — contact me at Bryan.jack@firegrantshelp.com.