In this section, we will cover common reasons Closeout Reports are released back to grantees for revision.
Prices Remained Static
The first reason closeout reports are released is that prices of items did not change from the original application. Your request details information is auto-populated from your original application. If you submitted your closeout report without changing any quantities or costs, your report may be released back to you if you do not provide an explanation as to why they remained static.
If the prices did not actually change since the time of award, you must write a statement in the Narrative or SF-425 explaining why this happened. You may also make note of this in the description box in the Request Details Information section.
If the prices did change, then you need to update the Request Details Information section to accurately reflect what was purchased. This section should be identical to the invoices, meaning every piece of equipment that has a different unit cost should be listed as a separate line-item.
$5,000 Item Not in Equipment Inventory
Another reason closeout reports are released is if a single item priced $5,000 or more is not in the Equipment Inventory or EI. All single-item purchases priced $5,000 or more must be entered in the EI section.
In addition, the acquisition cost for the items you list in this section must match the price listed in the Request Details Information, or RDI, section to the penny.
Price in Request Details Information (RDI) Does Not Equal Acquisition Cost in Equipment Inventory (EI)
A third reason closeout reports are released is if the prices in the RDI do not equal the acquisition cost in the EI.
Prices in the closeout report should be 100 percent consistent to the last cent. If a line item in the RDI is a package that contains many smaller items, the description should be updated to contain all items priced $5,000 or more. These should be entered in the EI section.
- Compressor/Fill Station
- Extrication Equipment
- Communications System
Questions in Equipment Inventory (EI) Section Answered "No"
Another reason a closeout report may be released is if you answer "No" to the questions in the Equipment Inventory sections.
The first question asks if your organization will continue to provide emergency response services after the period of performance, or POP, ends. The second asks if your department will continue to use this equipment after the POP.
These two questions should be answered "Yes." If the answer to any of these questions in "no," then you must contact a Program Office Specialist.
Wrong FDID/FDIN Number
If you include the wrong FDID or FDIN number in the narrative section of your report, it will be released back to you.
The number should be five characters long and a combination of numbers and letters. If you don't know your FDID or FDIN number, contact your state fire marshal.
If your agency is a non-affiliated EMS organization or another agency awarded a grant under Fire Prevention & Safety, you do not need to answer this question. If you're a regional grantee, please ask the host department to provide the FDID/FDIN number for the narrative section.
Misuse of Excess Funds
Another reason your report may be released back to you is misuse of excess funds. The AFG Program Office will compare the closeout report to your award package.
If you have spent more than $5,000 worth of materials with written approval from the program office after you have achieved your scope of work, you must contact the program specialist who reviewed your closeout report.
Status of Replaced Vehicle
A final reason our closeout report may be released back to you for revision is a failure to state the status of a replaced vehicle in your performance report narrative.
In FY2006 and later, most (but not all) vehicle grantees had to remove an unsafe vehicle from service as a condition for receiving a new vehicle from the Federal government per question number thirteen of the Request Details in your application.
At closeout, the Program Office needs to know the status of the replaced vehicle. Was it sold? Is it still being used for emergency response?
As such, we request a written statement in the narrative explaining the status of this vehicle.