1. #1
    1500chief@sbcglobal.net's Avatar
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    Default Can a grant award be amended?

    We received an award notification today. While we are on cloud 9 for getting the award. We have some issues. They cut back our air packs becuase they said we had asked for to much. After talking with some vendors I can do the air packs for the award amount. The problem is that we asked for LDH, LDH adapters and a deck gun. We under bid on all these items. Is there any chance that we could get the additional funding or can we just purchace fewer sections and adapters to stay with in the grant amount? We really can not afford the difference. We are tight on meeting our part and can not afford additional cost. I realize now that we should have allowed more money for shipping and so forth, but now what do I do?

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    How much money are you talking about?

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    1500chief@sbcglobal.net's Avatar
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    Probably about 2500 to 3000.

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    No, they will not amend you for more funding. But you are looking at a full year to finish this out. And I know it's been said before but Wal-Mart is a great place to start asking for donations.

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    1500chief@sbcglobal.net's Avatar
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    what if we just purchase 6 adaptors instead of 10? do you think they would go for that?

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    1500chief@sbcglobal.net's Avatar
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    We asked for 170 an adapter but sme of them we need are almost 300.

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    I think you have to purchase what you ask for. Maybe someone will jump in here and help answer that question.
    You should be able to save that much on the SCBAs Just a thought to rebid them. Ours came in under $5,000. limit that we were awarded this year.

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    This is from the 2006 Program Guidance

    Grantees’ Responsibilities
    Recipients (grantees) must agree to:
    (1)Perform the tasks (scope of work) as outlined in the grantee’s application and approved by the AFG program office in accordance with the Articles of Agreement.

    (2)Share in the costs of the projects funded under this grant program. Fire departments and nonaffiliated EMS organizations serving populations of over 50,000 must match the Federal grant funds with an amount of non-Federal funds equal to 20 percent (20%) of the total project costs. Fire departments and nonaffiliated EMS organizations serving populations of 50,000 or fewer must agree to match the Federal grant funds with an amount of non-Federal funds equal to 10 percent (10%) of the total project cost. Fire departments and nonaffiliated EMS organizations serving areas with a population 20,000 or fewer, must match the Federal grant funds with an amount of non-Federal funds equal to 5 percent (5%) of the total project cost. All non-Federal match funds must be in cash; in-kind contributions are not acceptable. No waivers of this requirement will be granted except for applicants located in Insular Areas as provided for in 48 U.S.C. § 1469a.
    The grantee is not required to have the cash match in hand at the time of application nor at the time of award. But, before a grant is awarded, we will ascertain that the grantee either has the funding in hand or has a viable plan to obtain the funding necessary to fulfill the matching requirement.

    (3)Maintain operating expenditures for the one-year grant period in the areas funded by this grant activity at a level equal to or greater than the average of their operating expenditures in the two years preceding the year in which this assistance is received. This program is meant to supplement rather than replace an organization’s funding.

    (4)Retain grant files and supporting documentation for three years after the conclusion and closeout of the grant or any audit subsequent to closeout.

    (5)Ensure all procurement actions are conducted in a manner that provides, to the maximum extent possible, open and free competition. In doing so, the grantee must follow its established procurement processes when purchasing vehicles, equipment, and services with the grant funds. If the grantee has no established procedures, it should obtain at least two quotes/bids for the items being procured and document in the grant files the process used. Sole-source purchasing is not an acceptable procurement method except in unusual circumstances.

    (6)Submit a Performance Report to us after six months. At grant closeout, the grantee needs to report how the grant funding was used and the benefits realized from the award in a detailed final report. An accounting of the funds must also be included.

    (7)Make grant files, books, and records available if requested for inspection to ensure compliance with any requirement of the grant program.

    (8) Agree to provide information, through established reporting channels, to the U.S. Fire Administration’s National Fire Incident Reporting System (NFIRS) for the period covered by the assistance if the grantee is a fire department. Nonaffiliated EMS organizations do not have to comply with the NFIRS reporting requirement. If fire department grantees do not currently participate in the incident reporting system and do not have the capacity to report at the time of the award, that grantee must agree to provide information to the NFIRS system for a 12-month period commencing as soon as they develop the capacity to report. We expect non-reporting grantees to pursue the capacity to report immediately after notification of award and for these non-reporting grantees to be actively reporting to NFIRS within the approved period of performance. AFG program grantees from previous years will not be allowed to close out their grants until they demonstrate they are complying with this requirement. Failure to close out previous years’ grants may affect the consideration of future awards.

    (9) Following the audit requirements of OMB Circular A-133, Audits of States, Local Governments, and Non-profit Organizations, grantees who expend $500,000 or more in Federal funds in their year (from all Federal sources) must have a single audit performed in accordance with the Circular. (For more information about the Circulars, go to www.whitehouse.gov/omb/circulars.)

    (10) Comply with Homeland Security Presidential Directive-5 (HSPD-5). Starting October 1, 2004, HSPD-5 requires all recipients of Federal preparedness funding – including recipients of Federal grants and contracts – to adopt the National Incident Management System (NIMS) as a condition for receipt of the Federal funds. Recipients of FY2006 AFG funds must comply with this directive (see Appendix). AFG recipients will be considered in compliance with this NIMS requirement if the grantee: 1) has an operational knowledge of the Incident Command System (ICS); 2) has an understanding of NIMS’ principles and policies; and 3) agrees to adopt and/or comply with all directives, ordinances, rules, orders, edicts, etc., passed down by the local or state authorities with respect to incident management. Organizations already trained in ICS do not need re-training if the previous training was consistent with DHS standards. In order for us to document compliance, grantees will be required to certify their recognition of NIMS/ICS as part of their grant closeout process.

    DHS offers ICS and NIMS training for those organizations that have not implemented the Incident Command System or those that are unfamiliar with the principles and policies of NIMS. For example, the Federal Emergency Management Agency (FEMA) offers ICS training from introductory courses to advanced ICS training. For more information regarding ICS and NIMS training, visit the NIMS Web site at www.fema.gov/nims. For more information about ICS training, contact the DHS Centralized Scheduling and Information Desk (CSID) at 1-800-368-6498, or visit the Web site of the DHS Emergency Management Institute (EMI) and the National Fire Academy (NFA) at www.usfa.fema.gov. Your state emergency management training office may also be a source of information in this regard.
    I believe that you have to stick to the original scope of work for the grant.

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    You may already be doing it, but have you hit multiple vendors? Or maybe looked at lower priced adapters and appliances? I know there's a lot of cases where Brand A is a helluva lot higher than Brand B, but either will do the job. At the same time, you might be able to find some vendors that are considerably cheaper than others.

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    1500chief-I looked back at one of your other posts and I don't really think you have as big a problem as you think. From what you posted this is mostly for SCBAs? If you were awarded that amount and most of it is for SCBAs go back to your vendor. Make a better deal-then write an e-mail to FEMA-mother may I and spend that extra money on your LDH, deck gun, and adapters to make up the difference.

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    Also I do remember someone saying I think "Brian", correct me if I'm wrong. If you ask for 12 SBCAs and they award you 10. Then 10 is the number you are allowed to buy. Unless your department wants to make up the difference on the other 2 or you have an approved amendment.
    Just not sure when you stated that you could make up the funding on the SCBAs if that was where you were going.

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    Quote Originally Posted by 1500chief View Post
    We asked for 170 an adapter but sme of them we need are almost 300.

    You don;t have to completet the project till a year after award date. Get your airpacks and then hold some fundraisers, get the Wal-Mart grant, go ask some of your civic organizations to help out etc. You shoudl have plenty of time to get the extra money that you need to complete the package and still finish on time.
    Kurt Bradley
    Public Safety Grants Consultant

    "Never Trade Skill for Luck"

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