Five steps can mean the difference between a smooth process and a last-minute rush

This grant cycle is shaping up to be different. The Assistance to Firefighters Grant (AFG), Staffing for Adequate Fire and Emergency Response (SAFER) and Fire Prevention and Safety (FP&S) programs are all expected to open together in early February, with a longer application window of six to eight weeks instead of the usual four. While this might seem like extra time, having all three open at once puts significant pressure on departments that are not prepared.

When all three programs open at the same time, the biggest impact is competition for time, not just funding. Chiefs, grant writers, finance staff and vendors are pulled in multiple directions at once. Departments that normally focus on one federal application at a time now face three programs with different goals, scoring priorities and documentation needs.

The result is often rushed narratives, incomplete data and missed opportunities.

Another challenge is decision paralysis. AFG, SAFER and FP&S each serve different needs. AFG covers equipment, PPE, vehicles and training. SAFER is about staffing and recruitment. FP&S funds prevention, education and firefighter safety research. When all three open together, departments must quickly decide which program best matches their biggest need and their best chance for funding. Trying for all three without a clear plan often weakens each application.

A longer application window does not remove this risk. Six to eight weeks may sound like plenty of time, but it can give a false sense of security. Departments may put off starting, thinking they have time to spare. Then vendor delays, slow approvals and missing data end up squeezing the schedule anyway. The departments that benefit most from extra time are the ones that start preparing before the window opens.

Key Steps for Success

Preparing now is essential. It can mean the difference between a smooth process and a last-minute rush. Here’s how you can prepare today:

Step 1: Set priorities.

Departments should decide now which program is their main focus, which is secondary and which program might be shelved this year. This choice should be based on risk, operational gaps and readiness, not just wish lists. For example, if staffing is low and retention is a problem, SAFER should come first. If turnout gear is outdated or SCBA does not meet standards, AFG should be the focus. If community risk reduction or safety programs are on hold due to funding, FP&S is the right choice. Deciding early helps keep each application strong.

Step 2: Organize your documentation.

All three programs use the same basic data: call volume, staffing levels, population served, budget trends and response challenges. Departments should make sure this information is accurate, consistent and easily accessible. Conflicting numbers across applications are an easy way to lose credibility with reviewers and even be disqualified by the computer scoring system. This is also the time to check your SAM registration, UEI status, banking details and authorized officials. These issues cause more problems than most departments want to admit.

Step 3: Coordinate with vendors and partners.

For AFG, departments should already have quotes or at least know the price ranges. Waiting until the application opens can cause delays and rushed estimates. For SAFER, confirm salary scales, benefit rates and long-term funding plans with your finance team now. For FP&S, set up partnerships with schools, community groups or prevention specialists before you start writing. Reviewers want to see clear roles, not general plans.

Step 4: Assign roles.

Another important area is internal capacity. When all three programs open during the same period, departments need to honestly assess who will handle the work. One person cannot manage three full federal applications alone. Assign roles now, even if it means narrowing the number of applications submitted. It is better to submit one strong application than three weak ones.

Step 5: Create a timeline.

Departments should create a submission timeline that plans for delays. Internal review, governing body approval and last-minute data fixes usually take longer than expected. Extra time only helps if you use it on purpose, not just react to problems as they come up.

Get Ready

When AFG, SAFER and FP&S all open together, being prepared pays off. Departments that start now can pick the right program, write a clear application and submit on time. Those who wait for the official opening will be racing the clock, their own workload and other departments that are better prepared.

This grant cycle is a real opportunity, but only for departments that take it seriously and prepare ahead.

Reprinted with permission from FireRescue1.com from Lexipol. 

---

---