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
U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
Agenda
• Program Overview and Grants Team
• Current Phase of the Program
• PHMSA Updates
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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
Program Overview and Grants Team
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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.
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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
The Hazmat Grant Programs
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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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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
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Windy Hamilton,Windy Hamilton, RETIREDRETIRED
U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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.
U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
HMEP Program Phase: 2012 – 2013 Application
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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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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
U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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
U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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
U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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.
U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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.
U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
PHMSA Updates
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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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.
U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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
U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
Site Visit Guidance for Grantees
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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
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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U.S. Department of Transportation
Pipeline and Hazardous Materials Safety Administration
www.phmsa.dot.gov/hazmat/grants
(202)366-1109
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