1. #1
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    Default Reductions and excess funds

    Looking ahead say I've bought everything allowed after reductions on my grant and I have $1000.00 left over. We requested originally 10 pair of leather boots but were reduced to 7, would they allow us to go ahead and purchase the 3 pair we were reduced? I can already see the problems telling 3 guys they'll still have the rubber boots when the rest are sporting new leather.

    Per the PG:
    (2) Grantees may use excess funds to create or expand a fire or injury prevention project.
    Excess funds above the amounts discussed in paragraph (1) above must be used for
    fire or injury prevention activities or returned to DHS [See option (3) below]. In order
    to use excess funds for fire or injury prevention activities, a grantee must submit an
    amendment to their grant. The amendment request should explain the following:
    i) Fire or injury prevention efforts currently underway in your organization.
    ii) Where the use of excess funds would fit within your existing efforts, if
    applicable.
    iii) What fire or injury problem you are trying to address with these funds.
    iv) The target audience for your fire or injury prevention project(s), and how
    this audience was identified.
    v) How you will implement/deliver your project(s).
    vi) How you will evaluate the effectiveness of the requested fire or injury
    prevention project(s).

    I see nothing there that would prevent it but then they reduced the number for a reason, I haven't tried to appeal that decision, we're happy with what we got.

  2. #2
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    Quote Originally Posted by OsbornFPD View Post
    Looking ahead say I've bought everything allowed after reductions on my grant and I have $1000.00 left over. We requested originally 10 pair of leather boots but were reduced to 7, would they allow us to go ahead and purchase the 3 pair we were reduced? I can already see the problems telling 3 guys they'll still have the rubber boots when the rest are sporting new leather.

    Per the PG:
    (2) Grantees may use excess funds to create or expand a fire or injury prevention project.
    Excess funds above the amounts discussed in paragraph (1) above must be used for
    fire or injury prevention activities or returned to DHS [See option (3) below]. In order
    to use excess funds for fire or injury prevention activities, a grantee must submit an
    amendment to their grant. The amendment request should explain the following:
    i) Fire or injury prevention efforts currently underway in your organization.
    ii) Where the use of excess funds would fit within your existing efforts, if
    applicable.
    iii) What fire or injury problem you are trying to address with these funds.
    iv) The target audience for your fire or injury prevention project(s), and how
    this audience was identified.
    v) How you will implement/deliver your project(s).
    vi) How you will evaluate the effectiveness of the requested fire or injury
    prevention project(s).

    I see nothing there that would prevent it but then they reduced the number for a reason, I haven't tried to appeal that decision, we're happy with what we got.
    When you have been reduced in quantity for a specific item, excess funds cannot be used to purchase more of those items.

    From the FAQ's:

    No. If the Program Office negotiated a lower number of items, it was because the Program Office Subject Matter Specialists determined the original request contained excessive or duplicative equipment. Saving funds does not eliminate the rationale for the reduction in items. For example, a department with 10 active members sought 20 sets of turnout. The Program Office reduced the request to 10 because purchasing a second set of gear is a poor use of limited grant funds when so many other departments have unmet needs. If this department received quotes sufficient to purchase 20 sets of gear, we would only pay for 10 based on the negotiated agreement. The only exception to this scenario is the use of excess funds. Grantees are allowed discretion in their use of up to $5,000 in excess funds. See the Program Guidance for more details on the eligible uses of excess fund.
    Last edited by onebugle; 02-22-2010 at 08:17 PM.

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    I figured that was the case but wasn't sure

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    I think you can purchase additional PPE as long as you did not receive a reduction in quantity, and you can account for the members within your original narrative including your online application.

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    Quote Originally Posted by onebugle View Post
    The only exception to this scenario is the use of excess funds. Grantees are allowed discretion in their use of up to $5,000 in excess funds. See the Program Guidance for more details on the eligible uses of excess fund.
    Now wait a minute here, to me that reads I could use to buy the 3 pair of boots, what am I missing here

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    Quote Originally Posted by OsbornFPD View Post
    Now wait a minute here, to me that reads I could use to buy the 3 pair of boots, what am I missing here
    When in doubt, contact the grant specialist and find out in writing. I'd be sure to use that little part of the FAQ when I did.

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    Excess funds allows the purchase. The main thing they're trying to prevent is someone going way low and buying the cheapest thing on the market at half the cost of decent stuff and then buying twice as many to use up the whole award amount. As long as it's within the excess funds limit of $5k it can be done. People buy extra gloves, boots, hoods, and other such stuff all the time on excess, encouraged by DHS reps to use up the excess since that stuff tends to wear out faster than the coats, pants, and helmets do.

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    That makes more sense Brian, unless the vendors I sent bid requests to really sharpen their pencils I think we can buy quality gear and bring it in 500-1000 under the awarded amount, when it comes to that I'll get it writing first.

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    I don't see an issue with using the excess funds to expand on your overall project. The issue is whether the excess funds can buy more boots that the AFG cut in the first place. The AFG cut the quantity for some reason whether the # of FF's didn't match up with the quantity asked for or age etc. Buying more boots would be contrary to what was agrreed upon in the reduction.

    The only way to be sure is to ask if it's acceptable. In the end you need to CYA.

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