For fire departments, being awarded a grant often brings excitement and relief. However, that moment is only the beginning of a critical phase — post-award management. Proper oversight, careful documentation and strict adherence to guidelines are essential to realizing the full benefits of grant monies. Without this diligence, departments risk mismanaging funds, facing compliance issues or becoming ineligible for future funding opportunities.
Effective post-award grant management ensures compliance with federal regulations, maximizes the benefits of grant funds and strengthens a department’s ability to secure future funding. In this article, we’ll explore best practices for managing grants after an award is issued, focusing on Assistance to Firefighters Grant (AFG) requirements, procurement strategies and the grant closeout process.
Understanding AFG Post-Award Requirements
Administered by the Federal Emergency Management Agency (FEMA), the AFG program provides critical funding for fire departments to acquire equipment, training, protective gear, vehicles and other essential resources. Once awarded, departments must adhere to FEMA’s post-award management requirements to ensure compliance and successful implementation of their projects.
The first and perhaps most crucial step after award notification is to understand the full scope of responsibilities and requirements tied to the funding. A proactive approach in this phase lays the foundation for seamless grant execution and overall success.
Simply purchasing new tools or vehicles is not enough; ensuring their effective deployment and integration into daily operations is what maximizes the investment.
Accepting the award and understanding grant terms. After receiving an AFG grant, fire departments must formally accept the award in the FEMA GO (Grants Outcomes) system. The grant agreement includes specific terms and conditions that must be carefully reviewed. Key elements include:
- Period of Performance (PoP): The timeframe allotted for all grant-related activities to be completed, typically between 12 to 48 months.
- Federal Cost Share Requirement: Many AFG grants require a financial contribution from the recipient based on the department’s population size.
- Reporting Obligations: Departments must submit progress reports and financial documentation to demonstrate compliance with grant objectives and spending requirements.
Failure to fully understand these conditions can lead to compliance violations, missed deadlines and even forfeiture of funds. To avoid possible complications, it is essential for departments to designate a grant manager or team to oversee the process from the start to finish.
Best Practices for Grant Fund Management
Once the grant is accepted, fire departments should establish structured procedures to manage funds effectively. The following best practices can help streamline the process and maintain compliance:
Procurement compliance and strategic purchasing. Federal grants, including AFG, require strict adherence to procurement policies to ensure transparency and fiscal responsibility. Fire departments should follow these key procurement practices:
- Develop a Procurement Plan: Outline a step-by-step approach for purchasing equipment or services, including bid processes, vendor selection and payment procedures.
- Comply with Federal Procurement Standards: AFG-funded purchases must align with federal procurement guidelines (2 CFR Part 200), ensuring fairness and preventing conflicts of interest.
- Solicit Competitive Bids: Departments must adhere to local, state and federal bidding requirements for larger purchases. Competitive purchasing agreements (Sourcewell, BuyBoard) are typically allowed and can simplify the purchase process.
- Evaluate Vendors Based on Performance: Instead of focusing solely on cost, departments should assess vendor reliability, product quality, customer service and experience with similar contracts.
- Document All Transactions: Maintain records of all bid solicitations, vendor communications, purchase orders and invoices to support audits and grant closeout reports.
These procurement practices do more than simply satisfy compliance — they also ensure departments receive high-quality goods and services that truly meet operational needs.
Tracking and managing funds effectively. To ensure financial accountability and compliance:
- Use a Dedicated Grant Account or Budget Line Item: Grant funds should be tracked separately to avoid misallocation.
- Monitor Spending Regularly: Departments should compare expenses against the approved grant budget to prevent overspending or to track excess funds.
- Request Reimbursements Promptly: FEMA requires proper documentation for reimbursement requests, which must be submitted through the FEMA GO system.
Acquiring and Implementing Grant-Funded Equipment
Once purchases are made, departments must ensure proper implementation and compliance with grant requirements.
Deploying equipment and training personnel. The transition from procurement to practical use is a vital phase during which departments must be diligent and meticulous. Simply purchasing new tools or vehicles is not enough; ensuring their effective deployment and integration into daily operations is what maximizes the investment. Proper training and verification are critical to achieving the grant’s intended goals.
- Verify Equipment Upon Arrival: Ensure all items received match the grant specifications and meet operational needs.
- Conduct Training Sessions: All relevant personnel should receive instruction on the newly procured equipment. Departments should maintain records of training sessions and attendance.
- Measure Performance and Impact: AFG grants often require documentation demonstrating how new equipment or training has enhanced department operations. Fire departments should track improvements and maintain reports to showcase the benefits of grant-funded purchases.
A successful implementation phase not only enhances daily operations but also provides the department with tangible evidence of the grant’s impact — an important factor when applying for future funding.
To build continuity, departments should consider integrating new tools and training into ongoing drills, reviews and community engagement programs. This ensures the investments are fully utilized and provide long-term value.
Navigating the Grant Closeout Process
After successful implementation of grant-funded resources, the final step — closing out the grant — is just as critical as any other phase. This process involves more than administrative wrap-up; it is a comprehensive review and documentation effort that can influence a department’s eligibility and competitiveness for future funding opportunities. Effective closeout not only demonstrates compliance but also the department’s capacity for accountability and program execution. Fire departments that approach this step proactively will be better positioned to build long-term funding relationships with granting agencies.
Submitting final reports and documentation. Once all grant-related activities are completed, fire departments must initiate the closeout process in FEMA GO. This includes:
- Final Financial Report: A breakdown of how grant funds were spent, ensuring all purchases align with the approved budget.
- Performance Metrics: Documentation showing that grant objectives were met, such as increased operational capacity or improved emergency response capabilities.
- Equipment Inventory Report: If required, departments must submit records detailing grant-funded equipment and its current usage.
Maintaining records for future audits. Grant documentation must be retained for at least three years after the closeout process is completed. This includes:
- Procurement records (quotes, bids, invoices, receipts)
- Training logs
- Financial reports
- Closeout submissions
- Equipment usage documentation
Thorough recordkeeping ensures compliance with potential audits and strengthens future grant applications.
Clear and thorough closeout documentation fulfills federal requirements while also positioning a department as a responsible and trustworthy grantee — a factor that can influence future award decisions.
Sustaining Success Through Strong Post-Award Management
Successfully managing a grant award requires careful planning, documentation and adherence to guidelines. By understanding AFG post-award requirements, implementing sound procurement and financial management strategies, and following a structured closeout process, fire departments can maximize the impact of grant funding.
Departments that view post-award management as a strategic priority — not just a compliance task or busy work — will be better equipped to serve their communities and secure additional resources in the future.
For long-term grant success, fire departments should prioritize proactive planning, detailed documentation and strict compliance with regulations. Mastering post-award grant management enhances department operations and strengthens future funding opportunities, ensuring firefighters have the resources to protect their communities effectively.
With the right practices in place, fire departments can transform grant opportunities into sustainable improvements that elevate both emergency response capabilities and community trust.
To further support fire departments in grant management, Lexipol offers Post-Award Management Services to ensure compliance and efficiency in managing awarded grants. These services include:
- Expert post-award grant consulting to keep your project on track
- Support for up to two grants annually per period of performance
By utilizing Lexipol’s Post-Award Management Services, fire departments gain a competitive edge in securing and managing grants effectively, ensuring that every dollar awarded is maximized for the benefit of their personnel and community.
