HAZARDOUS MATERIALS EMERGENCY PREPAREDNESS GRANT PROGRAM UPDATE

Transcription

1 HAZARDOUS MATERIALS EMERGENCY PREPAREDNESS GRANT PROGRAM UPDATE Swapan K Saha, PhD Kansas Division of Emergency Management

2 Overview Funded by fees collected from shippers and carriers of hazardous materials Pass-through: USDOT > State > LEPC Award amount formula takes into account highway miles and population A 20% match is required, cash or in-kind FFY Allocation: $368, Planning: $159, (43%) Training: $209, (57%) Performance period: October 1 September 30

3 Purpose, Mission, & Objectives Purpose: To support State and local communities to deal with hazardous materials emergencies, particularly those involving transportation, and to enhance the implementation of the Emergency Planning and Community Right-to-Know Act of 1986 Mission: To protect people and the environment from the risks of hazardous materials transportation Objective: To reduce the consequences (harm to people, environment, and economy) after a pipeline or hazmat transportation failure has occurred

4 General Guidelines HMEP Grant program is focused on transportation-related hazmat safety planning and training expenditures and activities It prioritizes efforts that lead to increased effectiveness in safely and efficiently handling hazmat accidents and incidents To be allowable, expenditures and activity costs must be eligible, reasonable, necessary, and allocable to the approved project in accordance with the OMB Circular A-87 and 49 CFR Part 18 Only PHMSA-approved activities, via the application process or subsequent request(s), are eligible for grant funding

5 General Guidelines New activities and any requests to change approved activities during the grant cycle should be submitted to KDEM PHMSA. Change requests should include adequate justification. A 20% match is required of the direct and indirect costs of all activities covered under the grant award program. Match can be cash (hardmatch), in-kind (soft-match) contributions, or a combination of both. The source of match must be non-federal funds and funds that have not been used to match another grant program. Equipment, supplies, space usage, the value of a participant s time during an allowable activity (salary), etc. or the dollar value of a grantrelated activity or purchase can be used as match.

6 HMEP Grant Activities Planning (49 CFR (a)) Developing, improving, and implementing emergency plans required under Title III Performing hazard assessments and gap analysis to determine hazmat safety risks within a jurisdiction, state, or region Improving interagency interoperability to better respond to and mitigate hazmat incidents Determining flow patterns of hazmat within a state; between a state and another state, territory, or Native American tribe; and the developing and maintaining a system to keep information current Assessing the need for regional hazmat emergency response teams Assessing local response capabilities Performing emergency response drills and exercises associated with emergency preparedness plans

7 HMEP Grant Activities Training (49 CFR (b)) Delivery of comprehensive preparedness and response training to public sector employees. Design and delivery of preparedness and response training to meet specialized needs Emergency response drills and exercises associated with training, a course of study, response capabilities An assessment to determine the number of public sector employees employed or used by a political subdivision who need the proposed training and to select courses consistent with the National Curriculum Expenses associated with training by a person Staff to manage the training effort designed to increase benefits, proficiency, and rapid deployment of local/regional responders

8 Examples of Eligible Planning Activities (Allowed, Conditionally Allowed) General Preparedness Planning Hazmat Flow Identification/Hazard Analyses Regional Response Strategy Selection Hazmat Communications Exercises, Hazmat Tabletop exercises Data Collection Site Visits Hospital Drills EOC Leadership exercises National Incident Management System (NIMS) courses Software to manage Title III materials Fixed-facility hazmat preparedness - according to 49 CFR , transportation should be the emphasis of the planning activity Local Emergency Planning Committee (LEPC) Meetings Expenses

9 Examples of Ineligible Planning Activities All-Hazards Warning System Drills Joint Terrorism Task Force, Pandemic Flu, Avalanche, Earthquake, Wildfire, etc. exercises Tier II Chemical Inventory Reports, Tier II Databases WebEOC (EOC-Emergency Operations Center) mapping Development and distribution of a Hazmat Calendar Entertainment costs Purchase of cell telephone(s) Foreign travel Expenses counted as matching funds toward another Federal grant program or cooperative agreement Costs stated as ineligible in 49CFR Part 110 Final Rule

10 Examples of Eligible Training Activities (Core Competency, Mission Specific Competency) Hazmat Awareness Hazmat Operations Hazmat Technician Hazmat Incident Commander Hazmat Safety Officer Hazmat Officer Tank Car Specialty, Cargo Tank Specialty, Intermodal Tank Specialty Industrial Fire Fighting- (rail yards, fuel transfer facilities, and ports) Confined Space Rescue Hazmat Basic Life Support/Advance Life Support Chemistry for Emergency Responders Radiological (sources in transportation, but not WMD) Flammable Liquid Bulk Storage, Flammable Gas Bulk Storage Tank Truck Rollover Simulator, First Receiver Awareness Training

11 Examples of Eligible Training Activities (Chemical specific, Miscellaneous) Ammonia Emergencies Response Chlorine Emergencies Response Ethanol Emergencies Response LP Gas Emergencies Response Alternative fuels used in transportation Pipeline Training Hazmat IQ Training Hazmat Decontamination Drug Lab Training CAMEO Training Hazmat Containment and Control

12 Examples of Ineligible Training Activities Courses not related to responding to hazmat emergencies Full-Scale School Violence Prevention Weapons of Mass Destruction (WMD) Terrorism courses Training for personnel who are not directly involved in providing hazmat emergency response services (e.g., hospital personnel who may have indirect contact with persons needing medical treatment due to an emergency involving hazmat)

13 Supplies and Equipment Supplies means all tangible personal property other than equipment Equipment means tangible, non-expendable, personal property having a useful life of more than one year (Cost> $5,000 per unit) Supplies or purchased or rental equipment must be necessary to provide specific training, or is dedicated to drills and exercises associated with testing Emergency Preparedness Plans In most cases, equipment costs are expected not to exceed 5 percent of the total cost of the grant awarded and must be fully justified Provide contact information in regards to who will have the custody and will be responsible for maintaining the equipment

14 Unallowable Supplies and Equipment (Examples) Purchase of Hazardous Materials Operations Equipment, such as the following: Self-Contained Underwater Breathing Apparatus (SCUBA) PPE (Personal Protective Equipment) Monitoring Equipment Optional equipment not necessary for a specific training or drill exercise Tier II Chemical Inventory Reports WebEOC mapping Town-wide alert system Development and distribution of a Hazmat Calendar FERRAT Kits

15 Focus of Kansas HMEP Grant Program (Goals And Objectives) Goals: Ensure effective use of funds for statewide hazmat training and planning activities in accordance with PHMSA s Mission and HMEP Grant Program intent Objectives: Evaluate statewide hazmat training and planning needs and allocate HMEP funds based on identified priorities Ensure cost effectiveness of HMEP projects Direct planning projects to meet State s HMEP program goals Provide hazmat training through KF&RTI and OSFM in addition to sub-grant awards

16 State Hazmat Planning/Training Priorities Planning: Regional Commodity Flow Studies/Hazards Analysis Response Capabilities Assessment Develop or revise Hazmat Plan Hazmat drills and exercises to test emergency response capabilities/ emergency response plan Funds for attending hazmat conferences and symposiums Training: NFPA 472 Core Competency training courses NFPA 472 Mission specific training courses Chemical specific response training Hazmat drills and exercises to identify gaps in training Other training courses authorized by PHMSA

17 Effective Use of HMEP Funds Focus on statewide hazmat planning and training issues, fund projects (internal and external) based on State s hazmat planning and training priority order Prioritize regional planning projects (Commodity Flow Survey, Hazards Analysis, LEOP development/update, exercises, trainings) Offer cost-effective training through KF&RTI and OSFM Review past performance of sub-grant applicants, reduce duplication of efforts (repetition of projects) Ensure expenditures and activity costs submitted by sub-grantees are eligible, reasonable, necessary, and allocable to the project

18 Evaluation of Sub-grantee Proposals Necessity of the Project (Needs Assessment) Project Benefit (Regional>Multi>Single Jurisdiction) Project Focus (Hazmat Transportation>Fixed Facility) Type of Hazard (Chemical>Radiological) Concurrence with State Priorities Outcome (Immediate >Delayed) Complexity/Skill Level Involved (Complex>Simple) Complete application (Relevant information, Itemization) Supporting documentation (Quotes, Bids, etc.) HMEP Grant funding within 3 years for similar projects

19 Sub-grantee Responsibilities Develop your project ahead of time, meet with the partners involved, get the project reviewed and approved by the LEPC Submit as soon as the project is ready, allow time for KDEM to review Determine the source of match, match cannot be used for other federal or state grant If awarded, review the contract carefully, sign and return by the deadline Start your project as soon as possible after the grant is awarded Adhere to the original proposal or obtain prior approval for any change in scope of work Include 20% match info with reimbursement requests Submit Quarterly Reports within 15 days of the end of a quarter Submit Final Report and Checklist by the specified deadline Maintain paperwork for 3 years after the end of grant period

20 Questions?

21 HMEP Grant Process Part II Purpose of this part of the presentation is to: Discuss the statistics of grant funds awarded in last five years Discuss any issues with the HMEP program Discuss how to develop a HMEP Application Use an example

22 How Are We Doing in Terms of Utilizing HMEP Funds? FFY 2010: Awarded - $391,846; Spent: $307,463; Unused: $84,383 FFY 2011: Awarded - $391,846; Spent: $319,534; Unused: $72,312 FFY 2012: Awarded - $397,120; Spent: $347,618; Unused: $49,502 FFY 2013: Awarded - $396,755; Spent: $371,191; Unused: $25,564 FFY 2014: Awarded - $371,904; Spent: Ongoing; Unused: $? FFY 2015: PHMSA Allocation - $368,982; $39,000 spent by KDEM for training through KF&RTI, OSFM in 2013 $27,000 allocated for training through KF&RTI, OSFM in 2014

23 HMEP Fund Distribution by Region (Five Year Statistics ( )) $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 $0 NORTHEAST SOUTHEAST SOUTH CENTRAL NORTH CENTRAL NORTHWEST SOUTHWEST

24 Why LEPCs Don t Apply for HMEP Funds? Lack of manpower Develop regional projects Not interested May we know why? Have other source of funds You can still apply for HMEP funds for eligible activities. If not used during the grant year, it s gone forever Application process difficult KDEM staff are available to assist you Short performance period Requested USDOT to change the 1 year timeline, but no change has been approved at this time Too much paperwork Myth vs. fact

25 Developing an HMEP Application (Needs Assessment, Purpose) Needs Assessment: PROGRAM NEED = (DESIRED PROGRAM ACTUAL PROGRAM) o Assess your hazmat program, identify gaps o Evaluate effectiveness of LEPCs and local response teams o Evaluate safety of citizens from Hazmat incidents o Evaluate needed tasks, activities, supplies and equipment o Set your future goals and objectives o Develop priorities for tasks and activities to be conducted Purpose/Justification: Describe the purpose of the project, what you plan to accomplish. Justify why the project should be funded

26 Developing an HMEP Application (Goals and Objectives) Goals and Objectives: List hazmat emergency response program s goals and objectives for the upcoming grant cycle. When determining Goals & Objectives for your program, ensure the Goals & Objectives: Align with the PHMSA/KDEM s program Goals & Objectives Address the findings of the Needs Assessment Ensure goals and objectives are obtainable and reasonable Ensure goals and objectives are clear and concise Ensure goals and objectives are measurable in terms of projected outputs and outcomes

27 Developing an HMEP Application (How to Build a Project Narrative ) Project Narrative: Describe the activities that you intend to perform during the grant cycle. When listing Tasks & Activities, it is very important to remember the following: What What task or activity is to be performed? Why Why is the task or activity being performed? Where Where will the task or activity take place? Who Who will perform the task or activity, project manager, leader? When When is the task or activity projected to be performed? How Many What is the projected number participants involved in the task or activity? How Much What is the projected cost of the task or activity?

28 Developing an HMEP Application (Elements to be listed in an Application) Tasks and Activities: Describe the tasks and activities to be performed, project lead, location, when it will be performed, details about contractors, consultants, specialists, instructors, etc. Number and Types of Deliverables: State the number and types of deliverables Schedule of Implementation: Provide a detailed schedule for execution of the project such as tentative dates for training, the dates for exercise meetings as stated in HSEEP Manual, projection completion date, etc. Outcomes/Impact: Describe the overall outcome, how the project will benefit hazmat planners and first responders. Products to be Completed: Final product or deliverable Budget Narrative: Provide a detailed and itemized budget

29 Budget Narrative The budget narrative of a grant proposal provides: Transparency for proposed costs Justification for proposed costs that may appear questionable to the granting agency Details how and where the applicant will satisfy matching requirements Provide detailed information on the budget, justify costs Ensure costs are reasonable, allocable and allowable Itemize cost for contractual costs, supplies, travel, rental, and equipment for each activity Provide additional information if contractors/consultants are hired, quotes from vendors or contractors, as applicable refer to the next slide

30 Developing an HMEP Application: Contractual Information Consultants and Outside Contractors: Contractual Obligation includes any procurement of services from individual consultants or commercial firms Justify the need for hiring a contractor Describe the qualifications and duties of the outside specialists that must be hired Explain the amount of time they will spend on the project Include cost estimates/descriptions of quotes obtained for any specialized services Describe the county s procurement policies for selecting a contractor

31 Certification: Developing an HMEP Application (Certification, Supporting Documentation) The proposal must be reviewed by the LEPC and signed by the LEPC Chair Supporting Documentation: Include quotes from vendors for planning and exercise projects that costs $5,000 or more Include quotes from vendors for training projects that costs $5,000 or more Provide trainers credentials if an individual or entity is contracted for the training

32 HMEP Application Example Needs Assessment: Due to the recent implementation of Hydraulic Fracturing process, there has been an huge surge of liquid petroleum gas (LPG) production in county. The produced LPGs are transported through the county road on a daily basis. The first responders in the county do not have the chemical specific training to respond to situations involving LPG. Purpose: To provide LPG Response Training to the county s first responders. Justification: A recent increase in frequency of LPG transportation through the county makes the proposed training essential at this time. This training will enhance the county s response capabilities involving LPG in transportation. This training was not offered to its responders in past five years.

33 HMEP Application Example Goals And Objectives: County s goal is to train its first responders in LPG Response training. The county plans to host two training sessions using HMEP Grant funds to train 50% of its first responders. Project Narrative: Tasks and Activities: The county intends to offer two consecutive LPG training sessions in spring to train its full time and part time/volunteer fire fighters. The county Fire Chief will be the project manger for this training. One training sessions will be held over the weekend to accommodate part time and volunteer fire fighters. The training will be provided at the county s Emergency Management Department. A vendor will be hired for this training for a total cost of $8,000 for two sessions

34 HMEP Application Example Number and Types of Deliverables: Each session is expected to be attended by first responders; A minimum of 30 students will be trained in LP Gas Emergencies; Each training session will meet the requirement for minimum number of students. Schedule of Implementation: The tentative dates for the training are April 9 and 10, Quotes from three contractors are attached with the application. Outcomes/Impact: This training will enable the first responders to incidents involving LPG effectively and safely thus saving life, protecting property, and environment. Products to be Completed: Complete two LPG Emergencies training by April 10, 2015; train at least 30 responders.

35 HMEP Application Example Supplies: The proposed activity will require use of firefighting foam and gasoline so that the students gain hands on experience for responding to LPG spill/fire during a transportation related incident. The supplies that will be required for the training are: 10 gals of Foam, $ gals of Gasoline, $300 Equipment: Necessary equipment for the training will be provided by the contractor which will be covered under the grant contract. No additional equipment will be rented or purchased using HMEP grant funds.

36 HMEP Application Example Budget Narrative: Contractual Cost for two sessions: $7,000 Supplies: $1,000 Foam: $700 Gasoline: $300 Cost for Equipment: $0 Total Direct Cost: $8,000 Required 20% Match (In-Kind): $8,000*(20/80) = $2,000 Match estimate: 30 students* $20/hour (salary)* 8 hours = $4,800 Total Cost including Match: $10,000

37 Checklist Agency/Local goals and objectives identified? Misaligned objectives enable unallowable expenses Planning or training tasks and activities included? Lack of planned program activities enable unfocused and ineffective spending Subgrant schedules provided if applicable? Lack of planned schedule enable delay in project completion and/or return of funds Budget substantiated in the narrative? Undisclosed activities enable unallowable activities Matching details? Lack of clarification on how match will be met may result in rushed and incorrect accounting

38 Contact Information Swapan Saha, PhD, HMEP Program Manager

39 QUESTIONS??