Guidelines for the Rural Fire Truck Acquisition Assistance Program

# Bulletin 95-7 ## GUIDELINES FOR THE RURAL FIRE ## TRUCK ACQUISITION ASSISTANCE PROGRAM ### OVERVIEW The Mississippi Legislature in its 1995 session created a new program administered by the Department of Insurance to assist in the purchasing of new fire trucks to provide fire protection in rural areas. HB 255 authorized $8.2 million in two (2) equal installments for distribution in 1995 and 1996. The Rural Fire Truck Acquisition Assistance Program will provide the opportunity for each county to purchase at least two new fire trucks meeting National Fire Protection Association (NFPA) 1900 Series Standards. Each of two (2) grants will distribute up to $50,000 towards a new fire truck purchase, which must be matched dollar for dollar by the county. The county may designate any fire department responsible for furnishing rural fire protection services including municipalities provided that they have written contracts. The Board of Supervisors may designate any one of these municipalities to receive a grant directly and to purchase fire trucks for use in providing rural fire protection under this program. ### GRANT PROCEDURE Participating counties shall submit the initial application form either on behalf of the county or of a eligible municipality after July 1, 1995 to: Mississippi Department of Insurance Division of Fire Services Development P.O. Box 22542 Jackson, MS 39225-2542 # STAGE 1 The Division will acknowledge receipt of each application and coordinate review of submitted materials among the members of the grant application review committee. Following review of each application, the President of the Board of Supervisors will receive written approval of the grant application stating the amount of state funds assigned to the project up to $50,000 on, MS 39225-2542 # STAGE 1 The Division will acknowledge receipt of each application and coordinate review of submitted materials among the members of the grant application review committee. Following review of each application, the President of the Board of Supervisors will receive written approval of the grant application stating the amount of state funds assigned to the project up to $50,000. If the grant application is incomplete or if the application does not conform to the program requirements, correspondence will be sent from the review committee to the President of the Board of Supervisors outlining the steps needed to address the problem(s). Applicants must be certain that all fire trucks purchased under this program meet the NFPA 1900 Series Standards (all required equipment) prior to advertising for bids. Technical assistance is available from the State Fire Academy in preparing and evaluating fire truck specifications (See Technical Assistance). # STAGE 2 When the grant applicant has advertised for bids and awarded a contract to a successful bidder, the grant applicant will submit a copy of the resolution awarding the bid and a copy of the bid specifications to the Division of Fire Services Development for review by the committee. Bid specifications will be reviewed to verify that they conform to the NFPA 1900 Series Standards. Any fire truck which does not conform to these standards will be ineligible for receipt of grant funds from the Rural Fire Truck Acquisition Assistance Program. Participating counties and designated municipalities purchasing fire trucks will also submit a payment schedule including a breakdown of the annual matching fund payments on a form to be provided based on the actual purchase price of the fire apparatus. which does not conform to these standards will be ineligible for receipt of grant funds from the Rural Fire Truck Acquisition Assistance Program. Participating counties and designated municipalities purchasing fire trucks will also submit a payment schedule including a breakdown of the annual matching fund payments on a form to be provided based on the actual purchase price of the fire apparatus. Upon verification that: a) the proposed payments meet matching fund requirements, b) that the specifications meet the NFPA 1900 requirements, and (c) that the fire department is an initial responding fire department in a rural area, a letter will be sent from the review committee confirming that all program requirements have been met. ### STAGE 3 Once the truck has been received and the local government has determined that the truck meets its design requirements, a copy of the board minutes accepting the truck and authorizing payment and a copy of the invoice will be forwarded to the Division of Fire Services Development. Upon receipt of these documents, the warrant will be issued within ten (10) working days. ### MATCHING FUNDS Grant applicants must pledge to pay an amount at least equal to the amount for which they are requesting distribution up to $50,000. The pledged monies may be derived from ad valorem tax or from any other monies available to the county or municipality. Until January 1, 1996, monies from the Municipal Fire Protection Fund (83-1-37) and the County Volunteer Fire Department Fund (83-1-39) may be used to match grant funds. After January 1, 1996, matching monies must come from other sources. Therefore, beginning July 1, 1995, counties and designated municipalities may commit up to $50,000 in state fire funds in lieu of the previously cited local matching fund requirements as a one-time match provided that the applications are postmarked no later than December 29, 1995. Fund (83-1-39) may be used to match grant funds. After January 1, 1996, matching monies must come from other sources. Therefore, beginning July 1, 1995, counties and designated municipalities may commit up to $50,000 in state fire funds in lieu of the previously cited local matching fund requirements as a one-time match provided that the applications are postmarked no later than December 29, 1995. The local matching funds each year must be equal to or not less than 1/5 (one-fifth) of the amount for which the municipality or county is requesting grant funds. Repayment of indebtedness for trucks purchased under this program may not exceed five (5) years. The Fire Truck Review Committee reserves the right to change or otherwise amend its procedures and guidelines as needed and to issue any additional requirements as may be necessary to fully implement the program. ## RETROACTIVE REIMBURSEMENT Counties may submit grant applications for new fire apparatus purchased after July 1, 1994. In order to be eligible for retroactive reimbursement counties must have incurred indebtedness in the purchase of a new fire truck which meets NFPA 1900 Series Standards. State fire funds spent to pay for those fire trucks, may be used in lieu of local matching funds in the same way as trucks purchased after July 1, 1995, when the program goes into effect. ## ALLOCATION OF FIRE TRUCK GRANTS The Board of Supervisors of each county is responsible for determining which fire departments will receive fire trucks purchased under this program. Although the primary use of fire trucks purchased under the Rural Fire Truck Acquisition Assistance Program is intended for rural fire fighting purposes, they may also be utilized by municipal or county departments for service within the corporate limits of municipalities as well. ## MUNICIPAL PARTICIPATION determining which fire departments will receive fire trucks purchased under this program. Although the primary use of fire trucks purchased under the Rural Fire Truck Acquisition Assistance Program is intended for rural fire fighting purposes, they may also be utilized by municipal or county departments for service within the corporate limits of municipalities as well. ## MUNICIPAL PARTICIPATION County Board of Supervisors may apply on behalf of any municipality which has a written contract to serve as the primary fire service provider for the purpose of furnishing structural fire fighting services in any unincorporated area(s) adjacent to that municipality. Applicants for the Rural Fire Truck Acquisition Assistance Program are strongly advised to consult with the Mississippi State Rating Bureau to be certain that existing fire protection ratings are not adversely impacted by participation in this program. ## TECHNICAL ASSISTANCE The county or municipality receiving a grant under this program is responsible for determining in consultation with the respective fire department, the design specifications of the fire truck to be purchased with grant funds. Any fire truck which is purchased under this program must meet the relevant NFPA 1900 Series Standard. Failure to comply will result in forfeiture of state funds. Sample specifications and technical assistance in preparing specifications which meet the required NFPA 1900 Series Standards are available from the State Fire Academy by writing or calling: State Fire Academy #1 Fire Academy U.S.A. Jackson, MS 39208 ich is purchased under this program must meet the relevant NFPA 1900 Series Standard. Failure to comply will result in forfeiture of state funds. Sample specifications and technical assistance in preparing specifications which meet the required NFPA 1900 Series Standards are available from the State Fire Academy by writing or calling: State Fire Academy #1 Fire Academy U.S.A. Jackson, MS 39208 (601) 932-2444 FAX (601) 932-2819 A test will be witnessed by the Mississippi State Rating Bureau on Class A pumpers prior to acceptance with the expense being borne by the manufacturer. The grant applicant is solely responsible for inspecting the fire truck when it is delivered to ensure that all applicable design and equipment requirements are met. # DEPARTMENT OF INSURANCE Division of Fire Services Development Rural Fire Truck Acquisition Assistance Program Application Part I - Section I Applicant Information Name of County submitting application Address ( P.O.Box or building number & name of street ) (City) (Zip Code) If the County is submitting this application on behalf of a municipality, give name . If County is purchasing fire truck, attach copy of "County Resolution" authorizing grant participation and designating fire truck recipient. If Municipality is purchasing fire truck, attach copy of county resolution authorizing grant participation, and a municipal resolution also authorizing grant participation. A copy of the contract between the county and the municipal fire department is required for any grant involving a municipality. (Attach these documents to this application ) Who is purchasing the fire truck? ____ County ____ Municipality Was the fire truck purchased between July 1, 1994 and June 30, 1995? ____ Yes ____ No Preparer's Name Preparer's Address if different from item 2 ( P.O.Box or Building number & Street ) (City) ( Title and /or organization affiliation ) (Daytime phone number) (Zip Code) ## Section II ### Fire Truck Data to this application ) Who is purchasing the fire truck? ____ County ____ Municipality Was the fire truck purchased between July 1, 1994 and June 30, 1995? ____ Yes ____ No Preparer's Name Preparer's Address if different from item 2 ( P.O.Box or Building number & Street ) (City) ( Title and /or organization affiliation ) (Daytime phone number) (Zip Code) ## Section II ### Fire Truck Data 1.) Check the type of fire truck to be purchased from the NFPA 1900 series: Pumper Fire Truck ____ 1901(Class A Pumper) Pump Size(GPM) ____ Tank size(gallons) ____ Initial Attack ____ 1902 Pump size(GPM) ____ Tank size(gallons) ____ Mobile Water Supply ____ 1903 Pump size(GPM) ____ Tank size(gallons) ____ Aerial Ladder ____ 1904 Pump size(GPM) ____ Tank size(gallons) ____ 2.) If Fire Truck already purchased, (or if item 6 of Section I answer was "yes") List Purchase Price $ ____ 3.) If truck already purchased was indebtedness incurred? ____ Yes ____ No 4.) If answer to previous question was yes attach documentation verifying such indebtedness. 5.) If fire truck not already purchased, projected cost of Fire Truck indicated above (item 9) $ ____ 6.) Amount of Matching Funds requested for this Fire Truck (Maximum amount allowed $50,000 per truck) $ ____ ## Section III ### Rural Fire Protection Provider Data The information requested in this section applies only to the unincorporated or rural area of the county where the named fire department provides coverage. If the fire department named in this section is a Municipal fire department the information requested pertains to the area protected by county contract. 7.) Name of Fire Department receiving Fire Truck ____ 8.) What is the department's Fire Protection Grading Class? ____ (17.) Area served in square miles (Rural) ____ (continued on reverse side) page 1 Exhibit A to Bulletin 95-7