Report Prepared by: Janet German, Management Analyst, Fire Department
Title
SUBJECT: Approval to Accept and Appropriate Grant Funds from the Department of Homeland Security Federal Emergency Agency (FEMA) Fiscal Year 2025 Assistance to Firefighters Grant (AFG) Program in the Amount of $278,182 Approving a Supplemental Appropriation from the Unencumbered, Unreserved General Fund Balance in the Amount of $27,819 for the 10% Local Match Requirement, for a Total Project Cost of $306,001 for Hazardous Material Technician-Level Training of 18 Firefighters, Including Overtime and Backfill Costs
REPORT IN BRIEF
Considers accepting and appropriating federal grant funds from the Department of Homeland Security Federal Emergency Agency (FEMA) Fiscal Year 2025 Assistance to Firefighters Grant (AFG) Program in the amount of $278,182, along with a supplemental appropriation of $27,819 from the unencumbered, unreserved General Fund balance to satisfy the required 10% local cash match, for a total project cost of $306,001. Funds will support Hazardous Material Technician-Level training for 18 firefighters, including associated overtime and backfill costs, and the engagement of a qualified contractor to deliver the training. Approval is also requested to use pooled cash to cover expenditures until grant reimbursement is received from FEMA.
RECOMMENDATION
City Council - Adopt a motion:
A. Accepting the FY 2025 AFG in the amount of $278,182 in grant funds for future costs to be incurred for: personnel and contractual costs, to be recorded in Fund 1000-General Fund; and,
B. Approving a supplemental appropriation in the amount up to $27,819 from the unencumbered, unreserved Fund 1000-General Fund balance to satisfy the city’s required 10% local cash match, as identified in the grant application; and,
C. Appropriating $216,001 to Fund 1000-General Fund for personnel costs, including overtime and backfill; and,
D. Appropriating $90,000 to Fund 1000-General Fund for contractual services, specifically the engagement of a qualified instructor to deliver Hazardous Material Technician-Level firefighter training; and
E. Authorizing the use of pooled cash to cover grant related expenditures until reimbursement; and,
F. Authorizing the City Manager to execute all documents, including any amendments.
Body
ALTERNATIVES
1. Approve, as recommended by staff;
2. Approve, subject to other than recommended by staff, identify specific findings;
3. Refer to staff for reconsideration of specific items as requested by Council; or,
4. Continue to a future City Council meeting; or,
5. Deny request, which would result in the City of Merced being unable to use the AFG funds.
AUTHORITY
Charter of the City of Merced, Section 200 - Powers
Charter of the City of Merced, Section 405 - Powers Vested in the City Council
Charter of the City of Merced, Section 1105 - Budget Appropriations
CITY COUNCIL PRIORITIES
Public Safety, as provided in the City Council’s adopted Strategic Priorities.
DISCUSSION
Prior Council Action
The AFG program provides federal funding to assist fire department in improving their ability to protect the health and safety of the public and firefighting personnel from fire and fire-related hazards.
On 06/15/26, the City Council approved Resolution 2026-33 authorizing the City Manager to submit an application to FEMA for a Fiscal Year 2025 AFG award with an estimated total project cost of $500,000 to implement a comprehensive, department-wide hazardous material training program with a city match of 10% ($45,454.55) of the grant funds. The proposed program is intended to provide firefighters with the education, training, and practical skills necessary to progress from an awareness/defensive level of hazardous materials response to an operational technician-level capability.
The department has a proven history of successfully obtaining and administering FEMA AFG funding. Previous AFG awards have supported the acquisition of self-contained breathing apparatus (SCBA) and related safety equipment, paramedic training, as well as to provide other critical training opportunities. These grants have allowed the department to supplement local funding and makes investments that improve firefighter safety, operational readiness, and emergency response capabilities.
The MFD has also successfully demonstrated its ability to administer federal grant awards and comply with applicable grant reporting, reimbursement, and closeout requirements.
Grant Award
On 09/22/26 the Fire Department was notified that its FY 2025 AFG application has been awarded $278,182 in federal funding. The award requires a 10% local match of $27,819, which is being requested through a supplemental appropriation from the unencumbered, unreserved General Fund balance, for a total approved project budget of $306,001. Grant funds will support the following activities:
• Engagement of a qualified contractor to deliver Hazardous Material Technician-Level training ($90,000 in contractual costs); and
• Personnel costs, including overtime and backfill for 18 firefighters attending training ($216,001).
Community and Operational Impact
Maintaining a well-trained firefighting workforce is essential to protecting the Merced community. Receipt of this grant award enables the MFD to significantly enhance its hazardous material technical response capabilities at a fraction of the actual cost.
Hazardous materials incidents can involve a wide range of substances, including flammable and combustible materials, toxic substances, corrosive materials, compressed gases, chemicals and other hazardous substances. These incidents can present significant risks to firefighters, residents, businesses, and the environment and may required specialized training, equipment, procedures, and incident-management capabilities.
The city’s own Hazard Mitigation Plan identified hazardous materials incidents as a priority hazard, and the MFD routinely responds to hazardous materials emergencies as part of its core emergency response responsibilities. Additionally, the presence of UC Merced, a major university research institution where hazardous chemical and compressed gases are regularly used and stored underscores the need for technician-level response capability with the city.
Developing technician-level proficiency among 18 firefighters will increase the city’s ability to safely manage complex hazardous materials incidents and provide an enhanced level of protection to residents, businesses, and the broader community.
A budget summary of the award is as follows:
|
Activity Description |
Cost |
|
Personnel (Overtime and Backfill) |
$216,001 |
|
Contractual (Training Instructor) |
$ 90,000 |
|
Subtotal-Project Activity |
$306,001 |
|
|
|
|
Federal AFG Award |
$278,182 |
|
City Local Match (10%) |
$ 27,819 |
|
Total |
$306,001 |
IMPACT ON CITY RESOURCES
Grant Reimbursement and Pooled Cash
The AFG program operates on a reimbursement basis: the city must expend funds first and then submit for reimbursement from FEMA. FEMA will reimburse the $278,182 (90% of total project costs), while the city’s required local contribution is $27,819 (10%), to be funded through a supplemental appropriation from the unencumbered, unreserved General Fund balance. To bridge the timing gap between expenditure and reimbursement, the city will utilize pooled cash until grant funds are received.
Ongoing Personnel Costs due to Hazardous Materials Pay
Acceptance of the AFG award will result in ongoing personnel costs beyond the grant period. Pursuant to the Merced Firefighters’ Local 1479 Memorandum of Understanding (MOU), firefighters who attain and maintain Hazardous Materials Technician-level certification are eligible to receive hazardous materials specialty pay equal to 2.5% of their base rate of pay. Based on the average current base rates of the 18 firefighters expected to receive certification, this additional compensation is estimated at approximately $71,000 annually. This recurring personnel expense is the sole financial responsibility of the city and is not reimbursable through the AFG grant.
While this represents an additional ongoing cost, it is important to note that the enhanced capability directly addresses an identified community risk. The investment in technician-level training and the associated specialty pay reflects the city’s commitment to maintaining a highly trained, operationally ready fire department capable of responding safely and effectively to the full range of hazards present in the Merced community.
This item requires at least five affirmative votes for approval.
ATTACHMENTS
1. Grant Award Letter