US Department of Transportation - H azardous M aterials E mergency P reparedness Grant Program

U.S. Department of Transportation

Pipeline and Hazardous Materials Safety Administration

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US Department of Transportation -US Department of Transportation -HHazardous azardous MMaterials aterials EEmergency mergency PPreparednessreparedness

Grant ProgramGrant Program

Presentation for NASTTPOPresentation for NASTTPOApril 2012April 2012



Agenda

• Program Overview and Grants Team

• Current Phase of the Program

• PHMSA Updates

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Program Overview and Grants Team

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PHMSA Mission

To protect people and the environment from the risks inherent in transportation of hazardous materials - by pipeline and other modes of transportation.

– Preparedness and Response: To reduce the consequences (harm to people, environment, and economy) after a pipeline or hazmat failure has occurred.

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Hazmat Grant Program Purpose

To increase State, Territorial, Tribal, and local effectiveness in safely and efficiently handling hazardous materials

accidents and incidents and to encourage a comprehensive approach to emergency training and

planning by incorporating the unique challenges of responses to transportation situations.

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The Hazmat Grant Programs

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Hazmat Grants Personnel

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Kyra Stewart,Kyra Stewart, Sr. HMEP Grant Program AnalystSr. HMEP Grant Program Analyst

Nancy White,Nancy White, Team LeadTeam Lead

Crystal Catlett,Crystal Catlett, Grant SpecialistGrant Specialist

Suezett Edwards,Suezett Edwards, Grant SpecialistGrant Specialist

Lisa Reichenbacher,Lisa Reichenbacher, Grant SpecialistGrant Specialist

Andre White, Andre White, Grant Specialist Grant Specialist

Rose Achieng,Rose Achieng, Business AnalystBusiness Analyst

Jasmine Clarke,Jasmine Clarke, Administrative AssistantAdministrative Assistant

**************************

Windy Hamilton,Windy Hamilton, RETIREDRETIRED



Grant Specialist Assignments

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Crystal Catlett Suezett Edwards Windy Hamilton Andre WhiteLisa

Reichenbacher

Alaska Arkansas Alabama (Reichenbacher) Ely Shoshone Connecticut California New York Arizona (White) Fallon Paiute-Shoshone Georgia

Delaware Florida Colorado (Catlett) Inter Tribal Louisiana Kansas Illinois Hawaii (Catlett) Council of Arizona Michigan Maine Indiana Idaho (Reichenbacher) Nez Perce Tribe Maryland Missouri Iowa Kentucky (Reichenbacher) Pueblo of Laguna Mississippi Nevada Massachusetts Minnesota (Catlett) Reno Sparks Nebraska North Carolina Oregon Montana (White) Saint Regis Mohawk New JerseyOklahoma Texas Ohio (White) San Manuel North Dakota Tennessee New Hampshire Pennsylvania (Catlett) Seminole Tribe South CarolinaWest Virginia New Mexico Rhode Island (White) Vermont

Utah South Dakota (Reichenbacher) Virginia

Wisconsin Washington (White) Supplemental Public Sector Training Grants

Wyoming District of Columbia Guam Hazardous Materials Instructors

Training GrantsVirgin Islands

American Samoa Puerto Rico

Northern Mariana Is.



HMEP Program Phase: 2012 – 2013 Application

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Feb Mar April May June July Aug Sept Oct Nov

Pre-Announcement ActivitiesJan-April 1

Open Application Period

April 1-June 1

PHMSA App Review 1

June 1-Aug 1Review 2

Aug 1- Aug 15

Award Memo to OST for ConcurrenceAug 15 – Sept 30

Print and Sign NGAsAug 15 – Sept 30

Pre-Announcement

Activities1

Jan 1- NLT March 16

Open Application

PeriodNLT March 16 -

May 1 Review 22

May 31-June 18

Award Memo to OST for

ConcurrenceJune 18-August

1

Generate NGAsJune 18-August

1

NGA Issued for Grantee Acceptance 3

HMEP: August 1-Sept 30

HMIT/SPSTG: August 1-Oct 1

(60 days)

NGA Issued for Grantee

AcceptanceSept 30-Dec 31

(90 days)

DecJan

NGAs released to grantee on August 1

NGAs released to grantee on September

302011-2012 Grant Cycle

2012-2013 Grant Cycle

PHMSA App Review 12

May 1-31

Feb Mar April May June July Aug Sept Oct NovJan Dec

Application and Award Processing Timeline



AWARD USED UNUSED PERCENTAGE

Year PLANNING TRAINING TOTAL PLANNING TRAINING TOTAL PLANNING TRAINING TOTAL UN-USED

2010 162,611.00 238,676.00 401,287.00 139,664.80 147,915.20 287,580.00 22,946.20 90,760.80 113,707.00 28%

2009 162,611.00 238,676.00 401,287.00 155,544.00 156,006.40 311,550.40 7,067.00 82,669.60 89,736.60 22%

2008 162,611.00 238,676.00 401,287.00 124,028.00 152,014.00 276,042.00 38,583.00 86,662.00 125,245.00 31%

Hazmat Grant Application

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• Applications opened March 16, 2012

• Current and recent grantees were notified by email with proposed award amount and 3-year history of fund usage

Program: Grant Specialist or [email protected]

Grants.gov: [email protected] / 617-494-3318



Hazmat Grant Application Kit

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Apply through Grants.gov

FormsApplication for Federal Assistance (SF-424)Budget for Non-Construction Programs (SF-424A)Assurances for Non-Construction Programs (SF-424B)Combined Assurances (ED-80-0013)

Narrative1.Agency Identification2.Transportation Fees3.Contact Information4.Report of Progress5.Program Goals and Objectives6.Statement of Work for Upcoming Budget Period7.SERC/LEPC Involvement8.Supplies and Equipment



Sample Application

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The Sample HMEP Application is one of PHMSA’s efforts to provide grantees with better application guidance. This document demonstrates a comprehensive and effective proposal of activities to be performed with HMEP Grant funds. The sample application may be used as an example of how to organize application information. Additional application information can be found in the Application Kit.



2012 – 2013 Application Guidance

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• Recommend placing additional emphasis on the following sections:

- Program Goals and Objectives

List goals/objectives of training and planning activities and how they tie into program goals/objectives

- Statement of Work

Statement of proposed activities or deliverables

Number of proposed activities or deliverables

Schedule of implementation

- Budget Narrative

• We are also clarifying that the Report of Progress information may be provided through Quarterly and Final Reports, rather than as a narrative within the application.



2012-2013 HMEP Application Evaluation Criteria

• Agency/State goals and objectives identified?

• SF-424A budget substantiated in the narrative?

• Matching detailed?

• Object Class Category correctly used?

• Personnel costs charged to the program?

• Indirect costs passed through to the program?

• Planning/Training SOWs included?

– Project costs allowable, reasonable, feasible?

• Subgrant schedules provided?

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PHMSA Updates

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The HMEP Grants Program Brand

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PHMSA is committed to ensuring that the HMEP Grant Program is making strides in the area of process improvement. This requires that the Grant Program monitor efficacy, increase outreach efforts

with our grantees, and furthers its reach to the Nation’s first responders. Grantees will be encouraged to administer high performing HMEP Grant programs within their States, Territories and Tribes. To

facilitate this process, the Grant Program will provide improved IT resources, increased contact with Grant Specialists, and better guidance.

PHMSA is committed to ensuring that the HMEP Grant Program is making strides in the area of process improvement. This requires that the Grant Program monitor efficacy, increase outreach efforts

with our grantees, and furthers its reach to the Nation’s first responders. Grantees will be encouraged to administer high performing HMEP Grant programs within their States, Territories and Tribes. To

facilitate this process, the Grant Program will provide improved IT resources, increased contact with Grant Specialists, and better guidance.



Action PlanItem/Activity Due Date (2011) Status

Eligible/Ineligible List (Allowable/Unallowable) December 31st COMPLETE

Regulation Quick Reference Guide March 15th COMPLETE

Internal Training Plan March 28th COMPLETE

Outreach Plan March 28th COMPLETE

Guidance Document April 15th COMPLETE

Quarterly Reporting Requirement (in ’11 Award T&Cs) April 15th COMPLETE

Proposed Activity Template2 April 15th COMPLETE

Perform Site Visits April 15th COMPLETE

Standard Operating Procedures (full grant cycle) March 2012 IN-PROCESS

Compliance Protocol June 3rd COMPLETE

Quarterly/Final Report Template February 2012 COMPLETE

Performance Measures December 16th COMPLETE

Regulations May 2012 TO BEGIN FEB ‘12

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Grant Program Priorities• Aligning Grant funded activities to PHMSA Priorities and Grant Program

intent

• Enhanced Outreach and Guidance

– Web Site Enhancements

– Webinars

– Site Visits

• Increased oversight of grantee

– Financial Requests

• Applications

• SF-270s)

– Reporting

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HMEP Activities Guidance

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• Updated to be more user friendly based on grantee feedback

• Describes HMEP activities within the context of seven object class categories

• Provides an updated list of example activities



Site Visit Guidance for Grantees

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iSupplier

Multi-year DOT Department-wide program to improve financial management

•Grant Payments processing the first out of 11 Key Process Areas to be reengineered DOT-wide Implementation of a new Oracle Financials E-Business Suite platform

•Streamlining of policies, processes, and related systems across DOT

•Opportunity for DOT to recognize cost savings and efficiencies

Implementation planned for late May 2012

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Hazmat Safety Assistance (HMSAT) Team

HMSAT conducts One-Day Hazmat Transportation Workshops are designed to meet the needs of industry or the public

safety community. These free one-day events are scheduled across the nation to help meet the needs of the

local community.

Presenter Request Form for HMSAT:

http://www.phmsa.dot.gov/phmsa-ext/feedback/hmsatPresenterRequestForm.jsp

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Conference/Workshop Guidance

• Take care when planning grant funded conference and workshops

Suggested Pointers for Cost Savings:

Plan events at least 60 – 90 days in advance

Limit events to no more than 3 days

Avoid officially endorsed socializing during non-business hours

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[email protected]

www.phmsa.dot.gov/hazmat/grants

(202)366-1109

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