webinar april 19, 2011 hazmat grant program: hmep application guidance overview and explanation of...

WebinarApril 19, 2011

HazMat Grant Program: HMEP Application GuidanceOverview and Explanation of theSample Application for the HMEP Grant Programfor Budget Year 2011 – 2012

U.S. Department of TransportationPipeline and Hazardous Materials Safety Administration

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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.

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.

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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.

HMEP Application Kit

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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

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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

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Qualifying Forms

SF-424: Application for Federal Assistance for Non-Construction Programs

SF-424A: Budget Sheets

ED-80-0013: Combined Assurance

Reference:Application Kit – p. 9Sample Application – Section A (Qualifying Forms)

SF-424B: Assurance Non-Construction Program

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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, email 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. 9Sample Application – p. 2 – 3

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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 ObjectivesReference:Application Kit – p. 9Sample Application – p. 3

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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


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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


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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 equipmentand supplies, and activities not covered under otherbudget categories.

h. Other- Provide detailed information on other subgrants,Insurance, space rental, printing, publication,Postage, utilities, telephone, rental of equipmentand supplies, and activities not covered under otherbudget 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. 10Sample Application – SF-424A and p. 12 – 17

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Sample Application: Statement of Work (cont. 3)

Budget Narrative: Example – Personnel

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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 EquipmentReference:Application Kit – p. 10Sample Application – p. 17

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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

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Assurances

Compliance Forms: Actions Required of Recipients of HMEP Planning Grants Actions Required of Recipients of HMEP Training Grants

Assurance of Compliance withTitle VI of the Civil Rights Act of 1964:

Appendix A Appendix B Appendix C

Reference:Sample Application – p. A-4 – A-12

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Questions

HMEP [email protected]

202-366-1109

webinar april 19, 2011 hazmat grant program: hmep application guidance overview and explanation of...

Documents

sample hmep application

hmep application kit

transportation fees

hazmat grant program

sample application section

hmep grant funds

grant specialists

better application guidance