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    Default 10Qs without a notification of reduction?

    I thought they were sending out the notification with the 10Qs. I only got the 10Qs. By submitting the answers, I am not accepting the reduction, am I?

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    Quote Originally Posted by medstudent13 View Post
    I thought they were sending out the notification with the 10Qs. I only got the 10Qs. By submitting the answers, I am not accepting the reduction, am I?
    The reduction can come with the q's, but if it doesn't it will come in a seperate email after the q's are returned.

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    Just confused because they talk about a reduction in the email. Question 1 is will you accept the award. Am I suppose to answer this with 'yes' or 'yes, but we want to discuss the reduction with you'

    I am the Grants Management Specialist from the Federal Emergency Management Agency (FEMA) Grant Programs Directorate, assigned to review your Fiscal Year (FY) 2009 Assistance to Firefighters Grant Application. Your application was favorably reviewed by a panel of your peers. As such, I have a few matters to discuss/verify with you prior to processing your application any further. Please be advised, this is not a notification of award; it is only a preliminary discussion of your application. If the Program Office has made reductions to your original request, please maintain a copy of your E-mail accepting the reductions to your original application for your official records.

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    Can someone look over this and make sure I'm not screwing anything up. Would hate to mess up now! So close! I'm also posting so everyone else can see what all the Qs are.

    Dear 2009 Assistance to Firefighters Grant Program Applicant:

    I am the Grants Management Specialist from the Federal Emergency Management Agency (FEMA) Grant Programs Directorate, assigned to review your Fiscal Year (FY) 2009 Assistance to Firefighters Grant Application. Your application was favorably reviewed by a panel of your peers. As such, I have a few matters to discuss/verify with you prior to processing your application any further. Please be advised, this is not a notification of award; it is only a preliminary discussion of your application. If the Program Office has made reductions to your original request, please maintain a copy of your E-mail accepting the reductions to your original application for your official records.

    1) If you are selected for a grant award, would you accept?

    Yes.

    2a) If you are selected for a grant award, can your department meet the required cost share?

    Yes.

    2b) How are you planning to meet the required cost-share?

    The Township of **** has agreed to provide $4500 towards this project. Additionally, our service has $1,675 in savings. Thus, we have the $6,175 that is required for the 5% match.

    3) If you are selected for an award, do you understand that the grant funds can only be used to purchase the number and types of items listed in the Request Details section of the approved grant application and that you have to complete the project (i.e., order the goods or services, receive the goods or services, and accept the goods or services) within the grant’s one-year period of performance?

    Yes.

    4). If you are selected, do you understand that your department will be required to report to National Fire Incident Reporting System (NFIRS) for one year commencing at your earliest convenience during the performance period of the grant? Nonaffiliated EMS organizations do not have to comply with the NFIRS reporting requirement.

    We are a nonaffiliated EMS organization.


    5) Is your department fully compliant with the National Incident Management System (NIMS) directives issued by your State and your local jurisdiction?

    Yes.


    If you have any questions on National Incident Management System (NIMS), please call the Incident Management System Integration Division at (202) 646-3850 or E-mail them at FEMA-NIMS@dhs.gov.



    6a) Since submitting the application referenced herein, has your department had an urgent need to purchase any of the items requested in the application? If so, what was purchased, when was it purchased, and why?

    No.

    6b) If you used a grant writer and included the grant writer’s fee in your budget, please fax a copy of the bank statement and canceled check (front and back) that was paid to the grant writer to 202-786-9905, to the attention of the Grants Management Specialist who contacted you. Please include the following information: Grant Number, FD name, city and state.

    We did not hire a grant writer.


    7) Do you have any changes to your contact information provided in your application, such as the names of the individuals, phone numbers, or email addresses?

    No.

    8a) Do you have any changes to your DUNS number, EIN number or your banking information listed in your application?

    No.

    8b). Have you verified the EIN submitted (25-1706198) is correct?

    Yes.

    8c). Are you sharing an EIN with your city and/or county? If so, please name the parent entity.

    No.

    8d). Do you have authorization to use this EIN#?

    Yes.

    9) Do you have any previous AFG grants that are past their period of performance and have not been closed out?

    No.


    10) Have you received any other Federal funding this Fiscal Year?

    No.

    10a) If yes, please indicate the name of the agency that awarded you federal funding and a brief summary of the items that were awarded.





    ************************************************** **********************



    FOR VEHICLE APPLICANTS ONLY



    11a) VEHICLE Applicants only: Do you understand that vehicle awardees will be required to include a Pre-payment Bond if you provide your vendor with an advance of funds prior to receipt of the vehicle? Also, we require vehicle grantees to include in their contracts with vehicle manufacturers: 1) a specific date for delivery of the vehicle, and 2) a penalty clause whereby the manufacturer is penalized no less than $100 per day for every day delay beyond the contracted delivery date.

    Yes, we understand the above requirements.

    11b) Do you certify that you currently have a comprehensive driver/operator training program (compliant with NFPA 1002) already in place or, if you do not have a comprehensive driver/operator training program and you are awarded a grant, do you certify that your Department will have a program in place within one year of the award?

    Yes. We will comply with this requirement.



    11c) If awarded, do you certify that you will develop and/or enforce standard operating policies/procedures that require: 1) all occupants of fire apparatus will use seatbelts, and 2) all drivers of fire apparatus will obey all traffic signals and signage, and 3) all drivers of fire apparatus will adhere to the posted speed limit?

    Yes. We will comply with this requirement.


    11d) If you’ve indicated in your application that your unsafe vehicle will be permanently removed from service, do you certify that the vehicle identified in your application as unsafe will be completely removed from service? In order to comply with this requirement, you may NOT donate, sell, give, or transfer your unsafe vehicle to any other emergency response organization.

    Yes. The vehicle will be completely removed from service and not sold to another emergency response organization.
    Last edited by medstudent13; 02-04-2010 at 01:20 PM.

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    In question 11 a,b,c,d, and on, I would just answer Yes!

    Otherwise everything looks fine to me.

    Now you can expect the the reduction emails to come a couple weeks after submitting the 10Qs. You may even be asked to contact your AFG GMS.

    The reduction notifications come later on. Same thing happened to me.

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    medstudent13,

    You are fine with the answers. Your email does not include a reduction notice; had it it would look like this:

    11) The Program Office has made the following reductions to your grant:

    then the vehicle q's would have been #12.

    The reduction notice will come in a seperate email.

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    I would contact the person that sent the email or your regional rep and ask about the reduction that is mentioned in the email.

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    We got 2 price quotes from vendors. We asked for the best price they could give us on a new 2010 type III 4x4 ambulance. We were told between $150,000-160,000. Our grant is $123,500. Our original request was $142,010.

    Do you think it is worth it to appeal? I don't want to delay our application further if there is little to no chance that they'll give us the money back.

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    Quote Originally Posted by medstudent13 View Post
    We got 2 price quotes from vendors. We asked for the best price they could give us on a new 2010 type III 4x4 ambulance. We were told between $150,000-160,000. Our grant is $123,500. Our original request was $142,010.

    Do you think it is worth it to appeal? I don't want to delay our application further if there is little to no chance that they'll give us the money back.
    There is no guarantee that an appeal will be successful, but if you do not appeal you will never know. You could possibly recieve partial restoration, full restoration or a great big no.

    What it all boils down in the decision to appeal is the department's financial ability. Can the department fund a nearly $40,000 cost overrun plus the share? If not or it could put the department in a precarious place financially an appeal is in order, no matter how long it will delay the award.

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    I have a question about appeals.

    I was under the impression that if you appeal the reduction that you may also not be awarded. So I have always excepted the reduction and figured it out.

    Any truth to this?

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    Quote Originally Posted by onebugle View Post
    There is no guarantee that an appeal will be successful, but if you do not appeal you will never know. You could possibly recieve partial restoration, full restoration or a great big no.

    What it all boils down in the decision to appeal is the department's financial ability. Can the department fund a nearly $40,000 cost overrun plus the share? If not or it could put the department in a precarious place financially an appeal is in order, no matter how long it will delay the award.
    Our annual operating budget is around $30,000. In 2008, we had a net loss of nearly $2,000. So, I guess we will be appealing. Thanks onebugle.

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    Don't be afraid to tell the vendors to sharpen their pencils. Give them a rough idea of the funds you'll have available. They often find a way to work out these details somehow.

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    Quote Originally Posted by MoneyMan29 View Post
    I have a question about appeals.

    I was under the impression that if you appeal the reduction that you may also not be awarded. So I have always excepted the reduction and figured it out.

    Any truth to this?
    I haven't heard of anyone that has appealed their reduction and not recieved their award. I suppose any thing is possible in the grand scheme of things, but can't confirm or deny it has occurred.

    I have done the same thing; accepted the reduction as they have not been that significant that the department could not cover the overruns or get better pricing to absorb the cuts.

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    Quote Originally Posted by medstudent13 View Post
    We got 2 price quotes from vendors. We asked for the best price they could give us on a new 2010 type III 4x4 ambulance. We were told between $150,000-160,000. Our grant is $123,500. Our original request was $142,010.

    Do you think it is worth it to appeal? I don't want to delay our application further if there is little to no chance that they'll give us the money back.
    If you remember very early on I mentioned to you that what you were requesting would be in the 150k+ range. That is a pretty accurate $$$ amount that you've been quoted. I ran the numbers by our ambulance salesman and he agreed it was in line.

    I would definitely appeal the reduction and show that two different vendors have given prices in that range and how your service will raise the additional funds to make up the difference above the 142k you originally requested, Be sure to explain why you need the 4 wheel drive due to the mountainous terrain you cover as your service area.
    Remember you have until you take delivery to fund raise or arrange for a loan to cover your additional percentage of the cost.
    It's really easy to sell to your customers/ neighbors the benefit of helping you raise an additional 20k to cover the cost of a 150k ambulance.

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    Quote Originally Posted by islandfire03 View Post
    I would definitely appeal the reduction and show that two different vendors have given prices in that range and how your service will raise the additional funds to make up the difference above the 142k you originally requested, Be sure to explain why you need the 4 wheel drive due to the mountainous terrain you cover as your service area.
    I don't know for a fact but from what i have seen in the past many of the reductions look like they are computer generated. i.e. Request SCBA at $5600 each, pass computer scoring, do well in Peer Review, and during technical the software says "Whoa up there Pardner--$5,250 is the max for SCBA" and generates the reduction. Now--if there was justification for something out of the ordinary--beyond normal funding limits for your item--in your application and narrative, the appeal is the time to revisit those. The appeals i've done (i'm 3 for 3 over 5 years) I didn't bring in any new information. In each case we said things like "...as you will note in our narrative: <copy-paste a few sentences from narrative here>..."

    The specialists know that Peer read the narrative and considered specific local needs when they did the scoring. The computer (if i'm correct in my hypothesis) doesn't read that. By plugging a few references from the narrative into the appeal, you can point specifically back to what the Peer panel responded to. This, IMHO, is what gives the Specialist what he/she needs to consider the appeal and allow reinstatement of funds IF it is at all possible. For some items (SCBA is a likely example) i don't think there's much if any wiggle room on the $$$.

    That's just how i have it figured in my mind--no clue if that psychology is right or not!!

    earl

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    Quote Originally Posted by Greenacres2 View Post
    I don't know for a fact but from what i have seen in the past many of the reductions look like they are computer generated. i.e. Request SCBA at $5600 each, pass computer scoring, do well in Peer Review, and during technical the software says "Whoa up there Pardner--$5,250 is the max for SCBA" and generates the reduction. Now--if there was justification for something out of the ordinary--beyond normal funding limits for your item--in your application and narrative, the appeal is the time to revisit those. The appeals i've done (i'm 3 for 3 over 5 years) I didn't bring in any new information. In each case we said things like "...as you will note in our narrative: <copy-paste a few sentences from narrative here>..."

    The specialists know that Peer read the narrative and considered specific local needs when they did the scoring. The computer (if i'm correct in my hypothesis) doesn't read that. By plugging a few references from the narrative into the appeal, you can point specifically back to what the Peer panel responded to. This, IMHO, is what gives the Specialist what he/she needs to consider the appeal and allow reinstatement of funds IF it is at all possible. For some items (SCBA is a likely example) i don't think there's much if any wiggle room on the $$$.

    That's just how i have it figured in my mind--no clue if that psychology is right or not!!

    earl
    You and islandfire both sound right. Hopefully, I'll get the reduction notice soon so I can work on appealing. I sent my Qs yesterday, and never even got a confirmation yet. Can't say that I blame them though. I'm about 1 hour from Washington DC and we are about to be BLASTED here on the east coast. Anywhere from 18-24" of snow. They probably are all staying home.

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    My 10Q email had a question 1b), "The Program Office has made the following reductions to your grant:"

    If you're concerned about the reduction not being on the email, contact the person at the bottom of the email and inquire about it. It just takes a simple phone call to clear a lot of these up.

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    Quote Originally Posted by MoneyMan29 View Post
    I have a question about appeals.

    I was under the impression that if you appeal the reduction that you may also not be awarded. So I have always excepted the reduction and figured it out.

    Any truth to this?
    No, that's not the case, at least in my experience. I've had two reductions I've "appealed", both of which resulted in at least partial reinstatement. I had a PPE, SCBA, RIT grant where they cut down my RIT packs, while I didn't get them all reinstated, I did get one, as well as a couple of sets of gear they had reduced.

    This year they cut the CAFS off my skid unit. While I was ready to take the reduction, I simply called to inquire about it and make sure they weren't going to hold me to what I set forth in the narrative with the CAFS. The guy I was talking to immediately looked up my grant and told me a mistake was made and reinstated the total amount.

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    Yep, keep after the 4WD factor within your application because everyone here has known for months your desperate need for it.

    I did a little contesting on my reduction and the GMS said I still didn't make my case well enough. I should have done a little bit better documentation on my part, but that is a lesson learned now at least.

    I don't think they look at denying a reduction as a reason for denying the application. You would have to be the one to not accept the reduction and grant itself. They seem very impersonal about the process, so it shouldn't affect anything.

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    Thanks everyone for the help. I returned the questions on Thursday, and we are going to appeal the reduction.

    HOWEVER, I never got a confirmation from the GMS stating they received my answers. Should I call her and ask if she got them, or is it normal not to get a reply from the GMS?

    Fingers crossed for this Friday or next Friday. It's a stretch, I know.

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    Quote Originally Posted by medstudent13 View Post
    Thanks everyone for the help. I returned the questions on Thursday, and we are going to appeal the reduction.

    HOWEVER, I never got a confirmation from the GMS stating they received my answers. Should I call her and ask if she got them, or is it normal not to get a reply from the GMS?

    Fingers crossed for this Friday or next Friday. It's a stretch, I know.
    It is hit or miss with whether the GMS will send a reply on recieving the q's. Mine did...it was just Thanks.

    You will know they got the q's when they send you the reduction notice.

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    We never got a reply to submitting answers to 10q'a and still got awarded. They've gone from being snowed under to being snowed under so just let it ride.

    earl

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    medstudent:

    With your 4x4 case, appealing the reduction is a good idea. It will however delay your award process. Not something to get worked up about, but it's another set of hoops to jump through and can take a few weeks.

    It's best to try to get your needed funding and push the award back a few extra days than to be quick just to say you have the award.

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