Service Planning Grant Programhttps://dps.mn.gov/divisions/sfm/programs-services/Pages/Shared-Services.aspx
Service Planning Grant Program
Service Planning Grants can be used for information-gathering and a variety of studies. Those studies can examine
everything from sharing training needs, administrative costs, personnel and equipment, to full consolidation of
departments. If a department has an idea, the State Fire Marshal Division (SFMD) wants to hear it.
Eligible Use of Funds
These funds are to be used to pay for (but are not limited to solely paying for) a third-party feasibility study that
addresses the study requirements listed below and the options for service planning, including (but not limited to)
those provided in “A Blueprint for Shared Services.” A prerequisite could also be from a group’s independent study
done to show that implementation will benefit all groups involved and improve service.
Study Requirements
The study will include:
A clear set of goals that identifies how the participating fire departments/cities/townships will more efficiently
plan for future service improvements in the areas of (but not limited to) training, department administration,
personnel, equipment or department consolidation.
An analysis of the efficiency and effectiveness of emergency response and benefit to the population served.
The study should also take into account:
Geographic area, population density and other factors that encourage communities’ and fire service
providers’ voluntary participation.
Funding sources for the project if implemented.
Cooperative training among departments and equipment procurement between departments.
Employment issues associated with combining existing agencies and entities into a regional or multi-
jurisdictional entity for consolidation projects.
An analysis of best practices in the creation and functioning of public-safety-related service planning delivery
models.
A preliminary set of operating procedures for cooperative shared fire and rescue service systems.
The grants are broken into three categories:
1. Exploratory. For example, a city that does not have a fire department but is exploring the options.
2. Planning. For example, departments that would benefit from a county-wide/regional set of standard
operating procedures/standard operating guidelines; multiple departments considering sharing a piece of
equipment.
3. Implementation. The oversight committee will decide whether the implementation justifies the cost. The
prerequisite for Implementation Grants would be an Exploratory Grant, Planning Grant or a previous Shared
Services Grant. A prerequisite could also be from a group’s independent study done to show that
implementation will benefit all groups involved and improve service.
How to Apply
1. Interested parties will be directed to take the online survey.
2. The survey will be forwarded to an SFMD fire service specialist (FSS).
3. A kickoff meeting will be set up with all players. The FSS will ensure all parties are identified. This meeting is
facilitated by the FSS, and a clear set of goals and milestones will be agreed upon by the group with
oversight by the FSS. The meeting will include fire chiefs and elected officials. At this meeting, the parties
must identify a champion of the project that is not the FSS. The application must be completed. All forms
and information can be acquired through your FSS.
The application consists of:
-- Project information sheet.
-- Project application narrative.
-- Program budget request, to include budget milestones (total budget amount should be known before
application is submitted).
-- Letter from each participating jurisdiction indicating their intent to cooperate in the study.
-- Proof of an independent study or equivalent must be submitted with the application if a group is applying
for an Implementation Grant and has not had a previous --- Shared Services Study, Exploratory, or Planning
Grant.
4. The scoring/oversight committee will review and score the application.
5. Successful applicants will be recommended to the commissioner of the Minnesota Department of Public
Safety (DPS), who will make the final determination. Once a grant request has been awarded, a formal grant
agreement will be prepared and must be signed by the grantee’s organization and DPS. Once the signature
process has been completed, the grant is considered fully executed and becomes a legally binding
agreement between the grantee’s organization and DPS.
Post Application Process
Scoring/Oversight Committee
The scoring and oversight committee will consist of one member from each of the following organizations:
Minnesota State Fire Department Association as appointed by their president.
Minnesota State Fire Chiefs Association as appointed by their president.
Minnesota Professional Firefighters as appointed by their president.
Minnesota SFMD as appointed.
League of Minnesota Cities as appointed.
Association of Minnesota Townships as appointed.
Fire Service Advisory Committee as appointed by their chair.
Audit/Compliance
The grant funds are available on a cost-reimbursement basis where costs are reimbursed after they are incurred and
paid by the grantee agencies. This process is similar to the FEMA AFG (Assistance to Firefighters Grant) process.
Here is a breakdown of reimbursement percentages:
Up to $25,000 – 5 percent match
$25,001 to $50,000 – 10 percent match
$50,001 and up – 15 percent match
Examples:
$55,000 total grant
State pays $46,750 = 85 percent of total grant
Local entity pays $8,250 = 15 percent of total grant
$24,000 total grant
State pays $22,800 = 95 percent of total grant
Local entity pays $1,200 = 5 percent of total grant
The match percent is determined by the total grant amount. This amount should be determined before
application is submitted.
The grantee organization will be required to provide to the SFMD with the written report on the results of the study
and a written summary of all expenditures, including documentation on how the grant and matching funds were
spent. Completed studies will be available to be viewed on the SFMD website. Each Entity will be required to take
surveys after the grant is completed and again when the project is completed, this will enable data tracking for SFMD
personnel and future requests for grant money.
Although we would like to fund every project applied for, that may not be possible. Negotiations on proposals may
occur; groups may be asked to clarify statements in their applications or to modify their budgets.
Service Planning Grant Program Timeline
2017
August: SFMD program planning
September: Announcement of Service Planning Grant and application period
2018
Jan. 31: Application deadline
February: Selection and notification of grant recipients
March-May: Program implementation by cities, townships and departments (soft deadline)
2019
April: Reallocation of Service Planning Grant funds (if applicable)
June: Program closeout (hard deadline)
Service Planning Grant Program FAQs
Do we need to know the total grant amount before we apply for a grant? Yes, this determines the match amount
and defines the project a little more.
Can the grant be used for implementation costs, or costs other than paying a consultant for a study? Yes, the
grant funds can also be used for things that the oversight committee determines a reasonable use of funds.
Legacy “Shared Services Grants” Program Info
A link to previous “Shared Services Studies” (2010, 2012, 2014, and 2015) can be found here.
Application Submission
A complete application packet must be received by 4 p.m. CST Jan. 31, 2018, preferably by email, to:
Tate Mills
State Fire Marshal Division
445 Minnesota St., Suite 145
St. Paul, MN 55101-5145
Tate.Mills@state.mn.us
Any questions about the application process should be directed to Tate Mills at 320-333-2817
or Tate.Mills@state.mn.us.