PHMSA Hazmat Grant Program

U.S. Department of Transportation

Pipeline and Hazardous Materials Safety Administration

PHMSAHazmat Grant Program

NASTTPO Mid-Year

Conference

October 2012



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PHMSA Overview



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.

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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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PHMSA Organization

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ASSOCIATE ADMININSTRATORHAZMAT SAFETY MATERIALS

DEPUTY ASSOCIATE ADMININSTRATOR

POLICY AND PROGRAMS

DEPUTY ASSOCIATE ADMININSTRATORFIELD 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



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.

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Hazmat Grant Program Overview

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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.

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Grant Program Audit

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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 articulated3) Inconsistencies in completeness of grantee files4) Lack of adequate oversight of grantee performance5) Vague proposals included in application6) Grantees utilize multiple funding sources (DHS/FEMA, EPA) without clear separation7) Numbers Trained (as noted on Report to Congress) are unclear8) 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



Grant Program Action Plan

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Finding(s) Item/Activity Due Date Status

1,2 Eligible/Ineligible List March 15th COMPLETE

2,8 Regulation Quick Reference Guide March 15th COMPLETE

8 Internal Training Plan March 28th COMPLETE

6 Outreach Plan March 28th COMPLETE

2,5,6,7 Guidance Document April 15th COMPLETE

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

5 Proposed Activity Template April 15th COMPLETE

4,8 Perform Site Visits (with LMI) April 15th COMPLETE

3,4,8 Standard Operating Procedures (full grant cycle) April 29th COMPLETE

4,8 Performance Measures June 17th COMPLETE

5,6,7, Quarterly/Final Report Template April 15th COMPLETE

8 Compliance Protocol June 3rd COMPLETE

9 Regulations September 16th COMPLETE



The Renewed HMEP Grants Program

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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.



The Renewed HMEP Grants Program

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• 5 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



Grant Specialist AssignmentsAndre White Carla Sheppard Lisa Reichenbacher Suezett Edwards

Arizona American Samoa Alabama ArkansasInternational Association of Fire Fighters Delaware Alaska CaliforniaInternational Association of Machinists Guam Colorado FloridaInternational Brotherhood of Teamsters Inter Tribal Council of Arizona Connecticut IndianaInternational Chemical Workers Union Maine Georgia IowaMassachusetts Nevada Hawaii KansasMinnesota New Hampshire Idaho New JerseyMissouri North Carolina Illinois New YorkMontana North Dakota Kentucky Northern Mariana IslandsNational Labor College Oklahoma Louisiana OregonNez Perce San Manuel Band of Mission Indians Maryland PennsylvaniaSouth Dakota Seminole Tribe of Florida Michigan Puerto RicoSt. Regis Mohawk Tribe South Carolina Mississippi Rhode IslandTennessee District of Columbia Nebraska TexasWashington Ely Shoshone Tribe New Mexico UtahWest Virginia Paiute-Shoshone Tribe OhioWisconsin Pueblo of Laguna VermontWyoming Reno-Sparks Indian Colony Virginia

Virgin Islands

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http://tcapp.phmsa.dot.gov/phh/PHH-50/Shared%20Documents/Forms/AllItems.aspx?RootFolder=/phh/PHH-50/Shared%20Documents/PHMSA%20Grants/10-11%20Grant%20Cycle/10-11%20Grants.gov%20Applications/HMIT/IAM%20Corp&FolderCTID=&View=%7B2B823DAA-BC9E-4F2C-8EDE-B69614B2F858%7D

http://tcapp.phmsa.dot.gov/phh/PHH-50/Shared%20Documents/Forms/AllItems.aspx?RootFolder=/phh/PHH-50/Shared%20Documents/PHMSA%20Grants/10-11%20Grant%20Cycle/10-11%20Grants.gov%20Applications/HMIT/Int.%20Brotherhood%20of%20Teamsters&FolderCTID=&View=%7B2B823DAA-BC9E-4F2C-8EDE-B69614B2F858%7D

http://tcapp.phmsa.dot.gov/phh/PHH-50/Shared%20Documents/Forms/AllItems.aspx?RootFolder=/phh/PHH-50/Shared%20Documents/PHMSA%20Grants/10-11%20Grant%20Cycle/10-11%20Grants.gov%20Applications/HMIT/Int.%20Chemical%20Workers%20Union&FolderCTID=&View=%7B2B823DAA-BC9E-4F2C-8EDE-B69614B2F858%7D

http://tcapp.phmsa.dot.gov/phh/PHH-50/Shared%20Documents/Forms/AllItems.aspx?RootFolder=/phh/PHH-50/Shared%20Documents/PHMSA%20Grants/10-11%20Grant%20Cycle/10-11%20Grants.gov%20Applications/HMIT/National%20Labor%20College&FolderCTID=&View=%7B2B823DAA-BC9E-4F2C-8EDE-B69614B2F858%7D



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

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Grant Program Process Flow

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How the HMEP Grants Program Contributes to Agency Goals

Program Outputs: Activities & Resources: General Strategies: National Goals: DOT Strategic Goal: (to grantees) (available to grantees)

Mitigation: Reduce the severity

of each failure

Program goal: Reduce deaths and

injuries from hazmat incidents

Prevention: Reduce the number

of failures

Response: Minimize the

consequences of incidents

Training

Planning

Exercises

Hazard Communication

People, Equipment

HMEP Planning Grants

to States & Tribes

HMEP Training Grants

to States & Tribes

Safety goal: Reducedeaths and injuries

from transportation-related incidents

SupplementalTraining Grants

Hazmat Instructor Training Grants



Hazmat Grant Application Overview

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Hazmat Grant Application

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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



2012 – 2013 Application Summary

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• 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.



Hazmat Grant Application PreparationRequirements & Expectations

Budget Narrative

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

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 activitiese. 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 equipmentand supplies, and activities not covered under otherbudget categories.

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

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Eligible Activities Ineligible

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• 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



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Planning ActivitiesPlanning Grant – Examples of Eligible Activities• Tabletop Exercises

• Commodity Flow Studies

• Emergency Response Drills Associated with Emergency Preparedness Plan

• NASTTPO Conference



Training Activities

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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



Hazmat Grant Administration Overview

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HMEP Grant ManagementExpectations & 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

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Hazmat Grant Awards

• Awards may be offered with conditions that must be met to access funding

• Awarded mid-September via Email

• Awards must be accepted, signed and returned within 60 days of offer to be valid

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PHMSA Grant Schedule

Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb

March 1st

Application Process Begins

May 1st

Deadline for Applications

Sept 30th

HMEP Grants Awarded*

Oct 1st

All Grants Open for Use (HMEP,

HMIT, and SPSTG)

Dec 31stDeadline for

Submission of Final Report**

April 1st

2nd Qtr SF-425 Due

July 1st

3rd Qtr SF-425 Due

Sept 30th

4th Qtr SF-425 Due

Dec 31st

Close-Out Reports Due

Jan 1st

1st 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.



Program Requirements

• Forms

– SF-270s (Reimbursements)

– Quarterly SF-425s (Federal Financial Reports)

– Final Report (Narrative, SF-425 & Questionnaire)

www.whitehouse.gov/omb/grants_forms

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http://www.whitehouse.gov/omb/grants_forms



Delphi eInvoicing System

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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 https://einvoice.esc.gov.

.

https://einvoice.esc.gov/OA_HTML/AppsLocalLogin.jsp?requestUrl=APPSHOMEPAGE&cancelUrl=https://einvoice.esc.gov/oa_servlets/oracle.apps.fnd.sso.AppsLogin&s2=3DCF365D904A7E2338CC24668FB821A8944CD572E6425FA4DB3BE6EF9CE2D359





Grant Portal – Home Page

https://hazmatgrants.phmsa.dot.gov

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.

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Desk Reviews & Site Visits

Application

AdministrationCloseout

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.

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Questions

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Program: Grant Specialist or [email protected]

Grants.gov: Carrie Brown Winslow, [email protected] (757)689-3168

General: www.phmsa.dot.gov/hazmat/grants(202)366-1109

mailto:[email protected]

mailto:[email protected]

http://www.phmsa.dot.gov/hazmat/grants