U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration PHMSA Hazmat Grant Program NASTTPO Mid-Year Conference October 2012

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration PHMSA Overview

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration US DOT Pipeline and Hazardous Materials Safety Administration (PHMSA) Every day PHMSA strives to meet the needs of our ultimate customers, the American public, to ensure your communities remain safe, livable, and free from transportation incidents involving hazardous products. We rely on our external partners to work with us in promoting and supporting safe practices through resource utilization, training and awareness, new technology investments and other ways to help pipeline operators and hazardous materials transporters assure safety

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration 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

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration PHMSA Organization - 5 -

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration ASSOCIATE ADMININSTRATOR HAZMAT SAFETY MATERIALS DEPUTY ASSOCIATE ADMININSTRATOR POLICY AND PROGRAMS DEPUTY ASSOCIATE ADMININSTRATOR FIELD OPERATIONS International Standards Coordinator OUTREACH, TRAINING AND GRANTS PROGRAM DEVELOPMENT SPECIAL INVESTIGATIONS ENFORCEMENT, FITNESS AND TRAINING STANDARDS AND RULEMAKING ENGINEERING AND RESEARCH APPROVALS AND PERMITS Office of Hazmat Safety

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration OHMS Divisions Standards and Rulemakings –Develops regulations and standards for the classifying, handling and packaging of over 1 million daily shipments of hazardous materials within the United States. Engineering and Research –Provides technical subject matter expertise in support of OHMS efforts. Approvals and Permits –Approvals authorize the transportation of designated hazardous materials (i.e. explosives) or the performance of a designated hazardous materials function (i.e. cylinder retester) under the PHMSA regulations. Field Operations –Conducts compliance, incident and accident inspections and investigations; performs safety, performance and regulatory adequacy and fitness determinations; executes outreach, education and training activities. Outreach, Training and Grants –Provide publications, self-training products, and in-person training opportunities, and assists the first responder communities via Hazardous Materials Grant Programs. Program Development –Provides integrated planning, development, and evaluation of programmatic activities for the Associate Administrator for the Office of Hazardous Materials Safety

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Program Overview - 8 -

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Program Purpose The purpose of this grant program is to increase State, Territorial, Tribal, and local effectiveness in safely and efficiently handling hazardous materials incidents and to encourage a comprehensive approach to emergency training and planning by incorporating the unique challenges of responses to transportation situations

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Grant Program Audit Interim Findings: 1) Lack of clear internal and external guidance on allowable uses of grant funds (courses, equipment) 2)Grantee administrative requirements not clear/not well articulated 3)Inconsistencies in completeness of grantee files 4)Lack of adequate oversight of grantee performance 5)Vague proposals included in application 6)Grantees utilize multiple funding sources (DHS/FEMA, EPA) without clear separation 7)Numbers Trained (as noted on Report to Congress) are unclear 8)Failure to manage grants in accordance with “federal norms”:  App Review/Awarding  Admin/Oversight  Close-out  Compliance 9)Regulations do not align with assurance documents or grantee submissions/practices

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Grant Program Action Plan Finding(s)Item/ActivityDue DateStatus 1,2Eligible/Ineligible ListMarch 15 th COMPLETE 2,8Regulation Quick Reference GuideMarch 15 th COMPLETE 8Internal Training PlanMarch 28 th COMPLETE 6Outreach PlanMarch 28 th COMPLETE 2,5,6,7Guidance DocumentApril 15 th COMPLETE 7Quarterly Reporting Requirement (in ’11 Award T&Cs)April 15 th COMPLETE 5Proposed Activity TemplateApril 15 th COMPLETE 4,8Perform Site Visits (with LMI)April 15 th COMPLETE 3,4,8Standard Operating Procedures (full grant cycle)April 29 th COMPLETE 4,8Performance MeasuresJune 17 th COMPLETE 5,6,7,Quarterly/Final Report TemplateApril 15 th COMPLETE 8Compliance ProtocolJune 3 rd COMPLETE 9RegulationsSeptember 16 th COMPLETE

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration The Renewed HMEP Grants Program 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.

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration The Renewed HMEP Grants Program grant specialists and 1 admin support Additional Staff Emmanuel Ekwo New Program Lead Eligible activities list Sample Application Best practice sharing Enhanced Guidance Webinars, conferences, conference calls Outreach Increased scrutiny of applications and reports Monitoring reimbursement activity Oversight

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Grant Specialist Assignments Andre WhiteCarla SheppardLisa ReichenbacherSuezett Edwards ArizonaAmerican SamoaAlabamaArkansas International Association of Fire FightersDelawareAlaskaCalifornia International Association of MachinistsGuamColoradoFlorida International Brotherhood of TeamstersInter Tribal Council of ArizonaConnecticutIndiana International Chemical Workers UnionMaineGeorgiaIowa MassachusettsNevadaHawaiiKansas MinnesotaNew HampshireIdahoNew Jersey MissouriNorth CarolinaIllinoisNew York MontanaNorth DakotaKentuckyNorthern Mariana Islands National Labor CollegeOklahomaLouisianaOregon Nez PerceSan Manuel Band of Mission IndiansMarylandPennsylvania South DakotaSeminole Tribe of FloridaMichiganPuerto Rico St. Regis Mohawk TribeSouth CarolinaMississippiRhode Island TennesseeDistrict of ColumbiaNebraskaTexas WashingtonEly Shoshone TribeNew MexicoUtah West VirginiaPaiute-Shoshone TribeOhio WisconsinPueblo of LagunaVermont Wyoming Reno-Sparks Indian Colony Virginia Virgin Islands

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Programs SPST $1 million Competitive Grant Train instructors on Hazmat response HMEP $21.8 million States, Territories & Tribes Assist local communities in Planning and Training on Hazmat incidents in transportation HMIT $4 million Competitive Grant Non-profit hazardous materials employee organizations Expertise in conducting training programs for hazmat employees

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Grant Program Process Flow

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Application Overview

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Application Forms Application for Federal Assistance (SF-424) Budget for Non-Construction Programs (SF-424A) Assurances for Non-Construction Programs (SF-424B) Combined Assurances (ED ) Narrative 1.Agency Identification 2.Transportation Fees 3.Contact Information 4.Report of Progress 5.Program Goals and Objectives 6.Statement of Work for Upcoming Budget Period 7.SERC/LEPC Involvement 8.Supplies and Equipment

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration 2012 – 2013 Application Summary We recommended that grantees place 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.

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Application Preparation Requirements & Expectations Budget Narrative a. Personnel - Staff positions by title - Annual salary - Job title - Role in HMEP grant - Total cost for budget period a. Personnel - Staff positions by title - Annual salary - Job title - Role in HMEP grant - Total cost for budget period c. Travel - Local Travel: -Estimate of aggregate costs - Mileage reimbursement rate - Reasons for travel - Non-Local Travel: - Estimated # of trips - Purpose and programmatic need - Location and estimated costs c. Travel - Local Travel: -Estimate of aggregate costs - Mileage reimbursement rate - Reasons for travel - Non-Local Travel: - Estimated # of trips - Purpose and programmatic need - Location and estimated costs b. Fringe Benefits - If included as Direct Cost: - Percentage used (fringe benefit rate) - Basis for computation of rate - If addressed as Indirect Cost: - Do not include amounts for fringe benefits b. Fringe Benefits - If included as Direct Cost: - Percentage used (fringe benefit rate) - Basis for computation of rate - If addressed as Indirect Cost: - Do not include amounts for fringe benefits d. Equipment - Identify equipment that: -is tangible - is non-expendable personal property - has an estimated cost of $5,000+/unit - has a useful life of more than 1 year - will be used during proposed planning or training activities d. Equipment - Identify equipment that: -is tangible - is non-expendable personal property - has an estimated cost of $5,000+/unit - has a useful life of more than 1 year - will be used during proposed planning or training activities e. Supplies (tangible property other than “Equipment”) - Identify categories of supplies to be procured which will be used during proposed planning or training activities - Identify “sensitive” items (laptops, GPSs, etc.) and associated cost/unit e. Supplies (tangible property other than “Equipment”) - Identify categories of supplies to be procured which will be used during proposed planning or training activities - Identify “sensitive” items (laptops, GPSs, etc.) and associated cost/unit h. Other - Provide detailed information on other subgrants, Insurance, space rental, printing, publication, Postage, utilities, telephone, rental of equipment and supplies, and activities not covered under other budget categories. h. Other - Provide detailed information on other subgrants, Insurance, space rental, printing, publication, Postage, utilities, telephone, rental of equipment and supplies, and activities not covered under other budget categories. f. Contractual - Anticipated expenditures for services/analyses or consultants - Specify purpose and estimated cost f. Contractual - Anticipated expenditures for services/analyses or consultants - Specify purpose and estimated cost j. Indirect Charges - Identify cognizant federal agency for negotiation of indirect cost rate - State approved indirect rate - Provide copy of most recent negotiated agreement j. Indirect Charges - Identify cognizant federal agency for negotiation of indirect cost rate - State approved indirect rate - Provide copy of most recent negotiated agreement

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Eligible Activities Ineligible General Hazmat Public Awareness Hazmat decontamination in a hospital setting WMD Training Request for multi-year funding Operational Equipment All-Hazards training courses LEPC Operations Cost Multi-Agency Hazmat Drills-includes Hazardous Materials Spill Drills and Hazmat Tabletop Exercises Hazmat Technician Training Hazmat drills and exercises to test State and County emergency response capabilities and to identify gaps in training and planning needs Commodity Flow Studies Incident Command

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Planning Activities Planning Grant – Examples of Eligible Activities Tabletop Exercises Commodity Flow Studies Emergency Response Drills Associated with Emergency Preparedness Plan NASTTPO Conference

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Training Activities Training Grant – Examples of Eligible Activities Training Classes for Hazardous Materials Incident Response ˗Awareness ˗First Responder Operations ˗Technician ˗Technician Upgrade ˗Technician Refresher Hazardous Materials Whistlestop Tour: Chlorine Statewide Transportation of Hazardous Materials Expo

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Administration Overview

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration HMEP Grant Management Expectations & Requirements Grantees are expected to: Institute a structured review and evaluation process for subgrants Document and support use of federal funds and matching through record keeping to ensure sub-grants meet PHMSA grant requirements Ensure that federal funds for sub-grants are used for actual expenses versus generic operational expenses Ensure that matching amounts should be based on documented volunteer hours and/or expenses

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Awards Awards may be offered with conditions that must be met to access funding Awarded mid-September via Awards must be accepted, signed and returned within 60 days of offer to be valid

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration PHMSA Grant Schedule Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb March 1 st Application Process Begins May 1 st Deadline for Applications Sept 30 th HMEP Grants Awarded* Oct 1 st All Grants Open for Use (HMEP, HMIT, and SPSTG) Dec 31st Deadline for Submission of Final Report** April 1 st 2 nd Qtr SF-425 Due July 1 st 3 rd Qtr SF-425 Due Sept 30 th 4 th Qtr SF-425 Due Dec 31 st Close-Out Reports Due Jan 1 st 1 st Qtr SF-425 Due Grant Activity Schedule Application Schedule * Grant award must be signed and returned before funds are available for disbursement. ** Grantee must submit a Final Report with a final SF-425 for Planning and for Training, final Narrative Report, and Grant Accountability Questionnaire

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Program Requirements Forms –SF-270s (Reimbursements) –Quarterly SF-425s (Federal Financial Reports) –Final Report (Narrative, SF-425 & Questionnaire)

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Delphi eInvoicing System The Department of Transportation (DOT) has implemented a program to transform and automate the grants payment process. This program will improve online invoice processing activities by enabling submission of invoices (i.e., requests for reimbursement) electronically via a new system called the Delphi eInvoicing System at

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Grant Portal – Home Page The Grant Portal was developed in an effort to improve administrative efficiency in the Grant program. This tool allows grantees to request post- award changes to their award via the Activity Request and changes to contact information through the Portal

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Desk Reviews & Site Visits ApplicationAdministrationCloseout Desk reviews will involve in-depth evaluations of grantee files and supporting documentation. Site Visits include on-site discussions and process reviews resulting in presentation of findings and possible requirement for corrective actions

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Questions Program: Grant Specialist or Grants.gov: Carrie Brown Winslow, (757) General: (202)