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
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.