Local Finance Notice 2004-20September 1, 2004Page 2

Local Finance Notice 2004-20September 1, 2004Page 2

Local Finance Notice 2004-21September 22, 2004Page 1

Streamlined Grant Procedure

At this time, the bulk of the federal grants have been provided to county governments in the form of reimbursement grants from the Department of Law and Public Safety under the State Homeland Security Grant Program. To streamline the grant process, the Division has worked with the Department of Law and Public Safety to streamline the fiscal and administrative procedures of these grants. This streamlining is a single resolution that will take the place of what have been four separate resolutions.

Once a county is offered a grant by the federal agency, a single “For Domestic Security Grants Pursuant To The State Budget” resolution that includes the following elements can be passed:

  1. Accepting the grant
  2. Inserting the amount as an item of revenue and appropriation in the budget
  3. Approval to purchase the items in the grant from federally approved vendors or a state contract, without public bidding.
  4. Certification of availability of funds

The resolution takes effect upon filing it with the Division.

The Division has prepared the form of resolution to be used by counties. It may be used by municipalities only with advance approve of the Division. It follows this Notice and is available as a Word document under the Emergency Responder section on the Division’s Local Procurement Web Site.

Information on the federal Prime Vendor program can be found in Local Finance Notice 2004-6. E-mail or call 609-292-7842 with questions concerning the use of the special resolution or other procurement questions

Approved: Susan Jacobucci, Acting Director

Table of Web Links

Page / Shortcut text / Internet Address
1 / New provisions /
2 / Division’s Local Procurement Web Site. /
2 / Local Finance Notice 2004-6 /
2 / E-mail /

FORM OF RESOLUTION FOR DOMESTIC SECURITY GRANTS PURSUANT TO THE STATE BUDGET

(Grant acceptance, budget amendment, approval to purchase, and certification of availability of funds)

WHEREAS, the County of ______has been offered a grant from the <Name of State Agency> in the amount of $______for the purpose of ______; and,

WHEREAS, N.J.S. 40A: 4-87 provides that the Director of the Division of Local Government Services may approve the insertion of any special item of revenue in the budget of any county or municipality when such item shall have been made available by law and the amount was not determined at the time of the adoption of the budget; and,

WHEREAS, the Director may also approve the insertion of an item of appropriation for equal amount; and,

OPTION 1-Federal purchase: WHEREAS, the State 2004 Appropriations Act, P.L.2004, c.71, and as described by the Division of Local Government Services in Local Finance Notice 2004-____ allows local units to purchase goods from certain federal government contracts without the requirement for public bidding pursuant to the Local Public Contracts Law, and, through this resolution and properly executed contracts, the County plans to use such contracts to purchase goods to meet the requirements of the grant; (insert: “and,” if authorizing purchasing by federal or State contract)

OPTION 2-State contract purchase: WHEREAS, the ______may by resolution and without advertising for bids, purchase any goods or services under the State of New Jersey Cooperative Purchasing Program for any State contracts entered into on behalf of the State by the Division of Purchase and Property in the Department of the Treasury; and;

NOW, THEREFORE, BE IT RESOLVED, that the Board of Chosen Freeholders of the County of ______herewith accepts the award of a ______Grant in the amount of $______from the <Issuing Agency>; and.

BE IT FURTHER RESOLVED that the Director of the Division of Local Government Services is requested to approve the insertion of an item of revenue in the budget of the year 20__ in the sum of $______, which is now available from ______in the amount of $______from the aforementioned Grant; and,

BE IT FURTHER RESOLVED, that the like sum of $______is hereby appropriated under the caption ______; and

BE IT FURTHER RESOLVED that the County Purchasing Agent is authorized to purchase certain goods or services from those approved federally approved vendors (if needed:and/or the New Jersey State Contract Vendors on the attached list), pursuant to all conditions of the individual contracts; and

BE IT FURTHER RESOLVED that pursuant to N.J.A.C. 5:30-5.5(b), the certification of available funds shall either certify the full maximum amount against the budget at the time the contract is awarded, or no contract amount shall be chargeable or certified until such time as the goods or services are ordered or otherwise called for prior to placing the order, and a certification of availability of funds is made by the Chief Finance Officer.

Resolution No.: ______

Offered by: ______

Seconded by: ______

Adopted: ______

Clerk: ______

Vote: Aye:

Nay:

Abstain:

I, ______, Clerk to the Board of Chosen Freeholders of the County of ______in the State of New Jersey, do hereby certify that the foregoing is a correct and true copy of a resolution adopted by the Board of Chosen Freeholders of the County of ______in the State of New Jersey.