U. S. Department of Justice

Office of Justice Programs

Office for Domestic Preparedness

ODP Information Bulletin No. 48 

January 15, 2002

TO: All State Administrative Agency Heads

All State Administrative Agency Points of Contact

FROM: C.H. “Butch” Straub II

Director

SUBJECT: Expediting Application Process for FY 2000/2001 Funding

State Administrative Agencies (SAA) are encouraged to apply for FY 2000/2001 domestic

preparedness funding as soon as they are notified by the Office for Domestic Preparedness (ODP) 

that the State’s three-year domestic preparedness strategic plan has been approved. To expedite

the grant application process and the equipping of State and local emergency responders, ODP

has modified the requirement that States provide a detailed equipment budget worksheet with the

State’s grant application.

States that purchase and disseminate equipment directly may now submit their application prior to

completing the equipment budget detail worksheet. ODP will process the award with a special

condition requiring that the State submit an equipment budget detail worksheet to ODP for

approval prior to release of the funds. This will allow States to complete the worksheet while

ODP is reviewing the application and processing the award. The worksheet has been simplified

and should contain the following information: (1) a listing of the jurisdictions in the State to

receive funding, (2) the name and identity of the equipment item(s) to be procured for each

jurisdiction, (3) the estimated quantity of the items to be purchased for each jurisdiction, (4) the

public safety disciplines receiving these items in these jurisdictions, and (5) the total funding

allocation for each jurisdiction funded. An itemized estimated cost for each type of equipment is

not required. States will be allowed to increase or decrease the number of previously approved

equipment items on the worksheet without prior approval from ODP. The State must request

approval from ODP to add new equipment items to the approved equipment budget detail

worksheet to ensure that the requested items are allowable under the terms of the grant.

States that distribute their funds through sub-awards are responsible for ensuring that items

purchased by sub-grantees are allowable under the terms of the grant and are not required to

submit an equipment budget detail worksheet. However, these States are required to provide a

list of jurisdictions receiving sub-grants, and the total amounts being awarded to each of those

jurisdictions. If this list is not submitted as part with the application, the award will be special

conditioned to require the list prior to the release of the funds. Because the State remains
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responsible for ensuring that the grant funds are expending in accordance with the grant award,

the State should require an equipment budget detail worksheet from each subgrantee prior to

releasing its grant funds. Subgrantees should be required to obtain State approval for new

equipment items prior to ordering the equipment item. Questions on the allowability of an

equipment item should be referred to the ODP Program Manager to the State.

States that plan to use part of the grant funds for subgrants and part to make direct purchases are

required to provide 1) for the subgrants: a list of jurisdictions receiving sub-grants, and the total

amounts being awarded to each of those jurisdictions, and 2) for the direct purchases: an

equipment budget detail worksheet. See the previous paragraphs for more information on both

procedures.

The modified budget requirements described above also apply to funds awarded under the

FY1999 State Domestic Preparedness Equipment Program. States that have not provided the

equipment budgets for their FY 1999 funds should use the modified formats when requesting the

release of those funds.

After all funds have been expended, each States must provide a final equipment list containing: 

(1) the total amount of funds expended for each jurisdiction, (2) the equipment items purchased

for each jurisdiction, (3) the quantity of each item purchased, and (4) the public safety disciplines

that received the equipment. This information must be submitted to ODP for all equipment

purchased with grant funds, including equipment purchased by subgrantees. 

For clarification or additional information regarding these changes please contact your State

program manager.