Webinar April 19, 2011 HazMat Grant Program: HMEP Application Guidance Overview and Explanation of the Sample Application for the HMEP Grant Program for Budget Year 2011 – 2012 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration

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

2 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration 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. HMEP Application Kit

3 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Agenda  Funding Allocation  Qualifying Forms  General Requirements  Program Goals and Objectives  Statement of Work  Planning Grant  Training Grant  Budget Narrative  Proposed Planning Activity for Supplemental Funding  Assurances

4 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Funding Allocation  Grant funding is based on several key variables, including: –Number of 302 facilities filing to date –Population –Hazardous materials truck miles within State or Territory –Highway miles within State or Territory –Number of chemical facilities listed in the summary provided by the Bureau of Census, Bureau of Economic Analysis  2011 – 2012 Allocation Adjustments: –Formula was adjusted to reflect 2010 Census data

5 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Qualifying Forms SF-424: Application for Federal Assistance for Non-Construction Programs SF-424A: Budget Sheets ED : Combined Assurance Reference: Application Kit – p. 9 Sample Application – Section A (Qualifying Forms) SF-424B: Assurance Non-Construction Program

6 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Sample Application: General Requirements  Agency Identification  Please indicate the agency name and address, and Agency Director’s name  Transportation Fees  Explain whether the State/Territory assesses and collects fees on the transportation of hazardous materials and whether such assessments or fees are used solely to carry out purposes related to the transportation of hazardous materials  Contact Information  State the designated project manager including the name, position, address, address, and telephone number of that individual who will be responsible for coordinating the funded activities with other agencies and organizations  Report of Progress  Planning and Training progress will be referenced in Quarterly Reports and Final Report Reference: Application Kit – p. 9 Sample Application – p. 2 – 3

7 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration  Introduction  Provide a brief description of the state or territory, including pertinent information regarding the transportation of hazmat in the State/Territory  Purpose  Purpose/Mission of State’s or Territory’s hazmat emergency response program  Objectives  Objectives of hazmat emergency response program  Goals  List hazmat emergency response program’s goals for the upcoming grant cycle  Provide specific goals for Planning and Training  Sub-Grantee Award Schedule  Planned schedule for proposal selection and sub-grant awarding Sample Application: Program Goals and Objectives Reference: Application Kit – p. 9 Sample Application – p. 3

8 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Sample Application: Statement of Work Planning Grant  Overview  Statement of proposed planning activities for upcoming grant period  If funding for planning activities will be distributed to sub-grantees, provide explanation of criteria used in selection/funding process  Activities  Provide a detailed description of the planning activities that will be performed in the upcoming grant period, including information such as:  Goals/objectives of planning activities and how they tie into program goals/objectives  Number and types of deliverables and products to be completed  Schedule for implementation of proposed grant activities Reference: Application Kit – p. 10 Sample Application – p. 4 – 7

9 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Sample Application: Statement of Work (cont. 1) Training Grant  Overview  Statement of proposed training activities for upcoming grant period  Activities  Provide a detailed description of the training activities that will be performed in the upcoming grant period, including information such as:  Goals/objectives of training activities and how they tie into program goals/objectives  Course information  Training activities schedule  Number of training sessions provided for each course  Estimated number of participants, if possible Reference: Application Kit – p. 10 Sample Application – p. 8 – 11

10 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Sample Application: Statement of Work (cont. 2) Budget Narrative a. Personnel - Job title - Role in HMEP grant - Annual salary (Indicate percentage to be charged to HMEP grant and basis for allocation) - Total cost for budget period a. Personnel - Job title - Role in HMEP grant - Annual salary (Indicate percentage to be charged to HMEP grant and basis for allocation) - Total cost for budget period c. Travel (Do not include Travel for sub-grants) - 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 (Do not include Travel for sub-grants) - 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 (Do not include Equipment for sub-grants) - 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 (Do not include Equipment for sub-grants) - 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”; Do not include Supplies for sub-grants) - 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”; Do not include Supplies for sub-grants) - 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 - Indicate approved indirect rate - Provide copy of negotiated agreement in effect at beginning of grant period j. Indirect Charges - Identify cognizant federal agency for negotiation of indirect cost rate - Indicate approved indirect rate - Provide copy of negotiated agreement in effect at beginning of grant period Reference: Application Kit – p. 10 Sample Application – SF-424A and p. 12 – 17

11 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Sample Application: Statement of Work (cont. 3) Budget Narrative: Example – Personnel

12 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration  SERC and LEPC Involvement  Provide a statement detailing appropriate SERC and LEPC involvement  Supplies and Equipment  Provide a description of supplies and equipment needed to implement the statement of work and justification for these needs Sample Application: SERC and LEPC Involvement & Supplies and Equipment Reference: Application Kit – p. 10 Sample Application – p. 17

13 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Appendix: Proposed Planning Activity for Supplemental Funding  The HMEP Grant program may, utilizing any unused HMEP Grant funds, provide supplemental grant funding to applicants who substantiate a need for additional funding. Please see Appendix A-2, Proposed Planning Activity for Supplemental Funding, in the Sample Application for guidance. Reference: Sample Application – p. A-2

14 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Assurances Compliance Forms:  Actions Required of Recipients of HMEP Planning Grants  Actions Required of Recipients of HMEP Training Grants Assurance of Compliance with Title VI of the Civil Rights Act of 1964:  Appendix A  Appendix B  Appendix C Reference: Sample Application – p. A-4 – A-12

15 U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Questions HMEP Grants