FY 2010 Port Security Grant Program

Grant Guidance OutreachGrant Programs Directorate and United States Coast Guard

December 2009

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Table of Contents

Overview

Application

Post-Award

Resources

Environmental Planning and Historic Preservation (EHP) Compliance

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FY 2010 Transportation Grant Programs

Transportation Infrastructure Security Branch (TISB)

Intercity Bus Security Grant Program

(IBSGP)

Port Security Grant Program(PSGP)

Transit Security Grant Program(TSGP)

Freight Rail Security Grant Program

(FRSGP)

Intercity Passenger Rail

(IPR)

Overview

The FY 2010 Port Security Grant Program (PSGP) is one of five grant programs within the Transportation Infrastructure Security Branch (TISB)

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FY 2010 PSGP

Authorizing Statutes - Department of Homeland Security Appropriations Act, 2010 (Public Law 111-83)- Section 102 of the Maritime Transportation Security Act of 2002, as amended (46

U.S.C. §70107)

Period of Performance: 36 months

Overview

Available Funding

Group FY 2009 FY 2010

Group I $210,649,989 $172,800,000

Group II $140,014,000 $86,400,000

Group III $17,592,011 $14,400,000

All Other Port Areas $15,344,000 $14,400,000

Ferry Systems $5,000,000  

TOTAL $388,600,000 $288,000,000 (p. 7)(p. 7)

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FY 2010 PSGP Key Updates

Overview

No required cost sharing, matching, or cost participation

Management and Administration (M&A) capped at 5% for grantees and 3% for sub grantees (p. 22)

Investment Justifications (IJ) for Group I and II due 45 business days (April 19, 2010) after application deadline (p. 19-20)

No designated Ferry appropriation (p. 9)- Ferries in Group I and II apply through designated FA- All other Ferries apply with Group III and All Other Port Areas

Changes in allowable costs (p. 22-34)- Funding for standard operations vehicles utilized for routine duties, such as patrol

cars and fire trucks, is no longer allowable- Funding for conducting vulnerability assessments to evaluate and make

recommendations with respect to security is no longer allowable

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FY 2010 PSGP Funding Priorities

Overview

1. Enhancing Maritime Domain Awareness (MDA) (p. 22)- Reflect regionalized approach, projects doing more than for just one port- Allows leaders to make effective decisions and act early against threats- Examples of projects: credentialing, communications, and enhanced intelligence sharing and

analysis

2. Enhancing Improvised Explosive Device (IED) and Chemical, Biological, Radiological, Nuclear, Explosive (CBRNE) prevention, protection, response, and recovery capabilities (p. 23)

- Of particular concern are IEDs delivered via small craft, underwater swimmers, or on ferries

3. Training and Exercises Must follow Area Maritime Security Training Exercise Program or the TSA ISTEP guidelines that test operational protocols (p. 24)

- For clarification, visit www.hseep.dhs.gov or email hseep@fema.gov

4. Efforts supporting implementation of the Transportation Worker Identification Credential (TWIC) (p. 23)

- Congressionally mandated security program for using secure ID cards for individuals requiring unescorted access to port facilities

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Basic Eligibility Requirements

Overview

Group IIGroup II

Group IIIGroup III

All Other Port AreasAll Other Port Areas

Funding PoolsFunding Pools

Group IGroup I

Must be fully compliant with relevant Maritime Security Regulations (33 CFR Parts 101-106, MTSA Regulations) (p. 8)

Must implement the National Incident Management System (NIMS) (p. 14)

Congress directed the Department of Homeland Security (DHS) to apply the funds to the highest risk ports (p. 9)- There are a total of 147 port areas aggregated into 91 discreet port funding areas

eligible to apply for funds identified for each of the four PSGP funding pools

There is no longer a separate 5th funding pool for Ferry Systems

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FY 2010 PSGP Timeline

*Completed applications must be received on Grants.gov no later than

11:59pm EST, Friday, February 12, 2010

Overview

December 8, 2009 December 31, 2009 February 12, 2010 April 19, 2010

Application Period Opens

FA Decision Due Date

Application Due Date

IJ Submission (Groups I and II)

on or before September 30, 2010

Award Announcement

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The Fiduciary Agent (FA) Model (p. 15)

Group I and II port areas must continue with the FA process and can either retain their current FA or select a new FA to deal specifically with FY 2010 award

Newly identified Group II port areas can begin the FA process and select a FA or opt out of the FA process

Group IIIs and All Other Port Areas do not need an FA and apply directly to FEMA

Overview

Submit Investment Justifications that align with approved Port Wide Risk

Management Plan (PWRP)

Submit IJ that align with respective Area Maritime

Security Plan (AMSP), Facility Security Plan (FSP), or Vessel

Security Plan (VSP)

FAs with approved PWRPFAs with approved PWRP FAs without approved PWRPFAs without approved PWRP

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How do I apply? All eligible entities must apply for funding through www.grants.gov

- Questions call (800) 518-4726; see Grants.gov FAQ Handout

To access application:- Select “Apply for Grants,” then “Download Application Package”- Enter CFDA number (97.056) and/or the Funding Opportunity Number (DHS-10-GPD-

056-000-01 ) - Select “Download Application Package,” and follow prompts to download application

package

To access instructions:- Select “Apply for Grants,” then “Download Application Package,” then “Instructions”

DUNS® Number- Verify have DUNS number, or take the steps necessary to obtain one ASAP- Applicants can receive a DUNS number at no cost by calling the DUNS number

request line at (866) 705-5711

Valid Central Contractor Registry (CCR) Registration- Must confirm CCR registration at http://www.ccr.gov

Completed applications must be received on Grants.gov by no later than 11:59pm EST, Friday, February 12, 2010

Application

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Application Components (p. 18)

IJ for projects

Detailed Budget(s) containing only allowable costs

MOUs/MOAs (if applicable)

EHP Details (if available)

Standard Forms (SF) (http://www07.grants.gov/agencies/forms_repository_information.jsp)- SF-424, Application for Federal Assistance- SF-424A, Budget Information- SF-424B, Assurances- SF-424C, Budget Information – Construction Form- SF-424D, Assurances – Construction Programs- SF-LLL, Disclosure of Lobbying Activities- Lobbying Form – Certification Regarding Lobbying - Certification Regarding Debarment, Suspension, and Other Responsibility Matters- Certification Regarding Drug-Free Workplace Requirements

Application

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Investment Justifications (IJ) (p. 19-20)

Address each initiative being proposed for funding- Demonstrate how projects address gaps and deficiencies in current programs and

capabilities- Demonstrate ability to provide enhancements consistent with the purpose of the

PSGP program

Separate IJ for each proposed project- Applicants within Group III or All Other Port Areas may apply for up to three projects- Due to nature of FA process, FAs are not limited to three projects

All IJs must be consistent with all applicable requirements outlined in guidance

IJ components: 1. Background 2. Strategic and program priorities3. Impact4. Funding and Implementation Plan

IJ template provided in Part VIII of guidance

Application

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Detailed Budget (p. 20-21)

Template provided in Part VIII of guidance (titled “Budget Detail Worksheet”)- While the format is not required, it is highly recommended that applicants use

the template- Cost categories are required- Include quantity and cost

SF 424A/C (Grants.gov forms) do not replace the Detailed Budget requirement both the Detailed Budget AND the SF424 A/C must be submitted with the application

Budget must be complete, reasonable, cost-effective, and provide the appropriate level of detail to clarify intent

Budget provides the basis of computation of all project-related costs (including M&A) and any appropriate narrative

Application

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Allocation Announcement & Award Notification Final allocations are first announced by the Secretary no later then 60 days

after the close of the application period- An Information Bulletin (IB) is distributed and includes a list of allocations to those

entities receiving awards- The IB is sent out through AskCSID and posted to FEMA and HOMEPORT

websites

Official awards are made on a rolling basis and grantees receive an

electronic notification on or before September 30, 2010 (p. 36)

Grantees must officially accept award upon notification- Email includes instructions on how to access the award- Contact the GMS Help Desk to obtain username and password: 1-888-549-9901

Application

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Financial and Programmatic Reporting (p. 46-49)

Federal Financial Reports (FFR) are required quarterly SF-425 - SF-425 replaces the SF-269- Must be filed online through the PARS website - Reporting periods and due dates:

• October 1 through December 31, due January 30• January 1 through March 31, due April 30• April 1 through June 30, due July 30• July 1 through September 30, due October 30

Financial and Compliance Audit Report – it is suggested to keep financial information 3 years after award closeout

Semi-Annual Progress Report (SAPR)- Formerly titled CAPR- Reporting periods and due dates:

• January 1 through June 30, due July 30• July 1 though December 31, due January 30

Post-Award

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IB # Title Description

IB 329 Environmental Planning and Historic Preservation Requirements for Grants

Provides guidance for those programs that will fund communication towers, physical security enhancements, new construction, renovation, and modifications to buildings or structures. Project descriptions are required to be submitted to GPD electronically via the Centralized Scheduling and Information Desk (CSID) at askcsid@dhs.gov prior to the initiation of the project.

IB 293 Repair and Replacement Costs within PSGP

Rescinds replacement costs as unallowable costs within the FY 2007, FY 2007 Supplemental, and FY 2008 PSGP

IB 193 Cooperative Training Outreach Program (CO-OP)

Designed to decentralize first responder training and to facilitate access to ODP courses in a cost effective manner and augment the capacity of States, territories, and tribal entities to deliver SLGCP/ODP (hereinafter “SLGCP”) courses

IB 333 Use of Standard Form (SF) 425, Federal Financial Report, in lieu of SF-269, SF-269A, SF-272, and SF-272A for Recipient Financial Reporting

SF-425, also known as the Federal Financial Report (FFR), replace the SF-269, SF-269A, SF-272, and SF-272A, currently used by Federal grant recipients to report the financial status of grant funds and cash transactions using grant funds. Beginning October 1, 2009, all Federal agencies and Federal grant recipients will be required to use the SF-425 for financial reporting.

IB 336 Maintenance Costs Using FEMA preparedness grant funds for maintenance contracts and warranties, repair and replacement costs, upgrades, and user fees is allowable.  If your program previously purchased these items with State or local funds, those funds cannot be replaced with Federal grant funding.

http://www.fema.gov/government/grant/bulletins/index.shtm

Resources

Information Bulletins (IB)

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GuamNorthern Mariana IslandsAmerican Samoa Puerto Rico

Virgin Island

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Tier I Port Area

Jackie JacksonJacqueline.Jackson1@dhs.gov

(202) 786-9513

Kathleen SteinleKathleen.Steinle@dhs.gov

(202) 746-5652

Venita LaneVenita.Lane@dhs.gov

(202) 786-9470

GA

WV

Alex BerberianAlexander.Berberian@dhs.gov

(202) 786-9474

Rene PhillipsLurrandaRene.Phillips@dhs.gov

(202) 786-9735

Duane DavisActing Section ChiefDuane.Davis@dhs.gov

(202) 786-9533

Resources

Jeff HallJeffrey.Hall1@dhs.gov

(202) 786-9778

PSGP Program Analyst State Assignments

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Program Office Contact Information

Name Role Email Address

Alex Mrazik TISB Branch Chief Alexander.Mrazik@dhs.gov

Duane Davis Acting Section Chief Duane.Davis@dhs.gov

Kathleen Baker Program Analyst Kathleen.Steinle@dhs.gov

Alex Berberian Program Analyst Alexander.Berberian@dhs.gov

Rene Phillips Program Analyst LurrandaRene.Phillips@dhs.gov

Jackie Jackson Program Analyst Jacqueline.Jackson1@dhs.gov

Venita Lane Program Analyst Venita.Lane@dhs.gov

Jeff Hall Program Analyst Jeffrey.Hall1@dhs.gov

Resources

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Contact Information

Resources

Question Regarding: Contact Information

Grants.gov (800) 518-4726

Application process; financial-related; pre- and post-award administration; technical assistance; PARS

(866) 927-5646ASK-GMD@dhs.gov

Program-specific questions(800) 368-6498 ASKCSID@dhs.gov

DUNS number (866) 705-5711

CCR Registration http://www.ccr.gov

GMS Help (888) 549-9901

Training and Exercises(202) 786-9873hseep@fema.govhttps://hseep.dhs.gov

EHP GPDEHPinfo@dhs.gov

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Environmental Planning and Historic Preservation (EHP) Compliance (p. 43-45)

EHP Compliance

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What is an EHP Review? Involves an analysis of pertinent project information used to

determine the appropriate amount of documentation required for EHP compliance

All projects funded with Federal grant dollars must comply with EHP laws, regulations, and Executive Orders

Projects must be EHP approved before initiation

GPD certifies that a grant-funded project is in compliance with applicable EHP laws, regulations, and Executive Orders

Complex projects will typically require more information to reach a determination

EHP Compliance

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EHP Laws and Executive Orders

NEPA

National Historic Preservation Act

Endangered Species Act

Resource Conservation & Recovery Act

Clean Water Act

Coastal Zone Management Act

Coastal Barrier Resources Act

Clean Air Act

Executive Orders:Environmental Justice

Floodplains Wetlands

EHP Compliance

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What are EHP Considerations? Endangered Species

Cultural Resources•Historic properties •Archaeological sites

Air and Water Quality

Noise

Fish, Habitat & Wildlife

Floodplains

Wetlands

Coastal Zones

Agricultural Lands

Environmental Justice

Socioeconomic Resources

Land Use

Hazardous Materials

Traffic

Geology (Topography, Soils)

EHP Compliance

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Floodplains and Wetlands

Avoid to the extent possible adverse impacts to wetlands and actions within or affecting floodplains

If there is a reasonable alternative outside the wetland or floodplain, FEMA will not fund the project within the wetland or floodplain

If the project impacts or may impact wetlands or a floodplain you should submit:- Section 404 and Section 10 permits (Wetlands)- National Wetlands Inventory Map showing project location

http://www.fws.gov/wetlands/Data/mapper.html- FEMA Flood Insurance Rate Map (FIRM) showing project

locationhttp://www.fema.gov/hazard/map/firm.shtm

EHP Compliance

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Coastal Zone Management Act (CZMA)

Goals: - Reduce uncontrolled development

on islands, beaches, salt marshes, transitional or inter-tidal areas, and other coastal areas

Applicability:- States with a shoreline in the

coastal zone or ones that border the Great Lakes

- All states in the coastal zone have a Coastal Zone Management Plan (CZMP)

- Be aware of the states CZMP and ensure that your project is in compliance

EHP Compliance

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Importance of Compliance

ComplianceCompliance Non-ComplianceNon-Compliance

Protection of natural and cultural resources

Improved project planning

Cost efficient

Programmatic and financial compliance

Efficient project implementation

Improved community relations

Project delays

De-obligation of funding

Negative publicity

Civil penalties

Lawsuits

EHP Compliance

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GPD EHP Review Process

Grantees are responsible for providing all relevant EHP materials to GPD

Grant funds may be used for preparation of EHP documentation

FEMA may be required to consult with State Historic Preservation Office (SHPO), the U.S. Fish and Wildlife Service (FWS), etc.

EHP Compliance

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Roles and Responsibilities Grantees

-Responsible for EHP compliance- Submittal of all EHP review packets to GPD

GPD Program Analysts (PA)- Point of contact between the grantee, GPD-EHP Team,

and Regional Environmental Officer (REO)- Approval of projects with no potential for environmental

and/or historic preservation impacts (Type A)

EHP Compliance

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Roles and Responsibilities GPD-EHP Team

- Point of contact for PAs and REOs- Approval of projects with no potential for environmental and/or

historic preservation impacts if certain conditions apply (Type B)

REO- Review and approval of project with potential for environmental

and/or historic preservation impacts (Type C)- Responsible for State Historic Preservation Office (SHPO)

consultation, with the assistance if necessary from GPD- Liaison with grantees and GPD

EHP Compliance

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Type A Projects Projects with no potential for environmental and/or

historic preservation impacts:- Planning- Classroom-based training and exercises- Field-based training at existing facilities with established

procedures- Personnel- Mobile and portable equipment (PPE, radios, etc.), vehicles, and

other equipment that does not require any installation

EHP Compliance

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Type B Projects Projects with no potential for environmental and/or

historic preservation impacts if certain conditions apply

Examples include:- Physical security enhancements- Equipment installation (structures less than 50 yrs old)

e.g. physical security/access controls

Typical questions- Does the project involve new ground disturbance or clearance

of vegetation?- Does project utilize existing infrastructure?- Will work occur in the vicinity of historic properties?- Will work occur in or near water?

EHP Compliance

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Type C Projects Projects that may have the potential for

environmental and/or historic preservation impacts:- Additional analysis and documentation may be

required to adequately address the impacts in compliance with applicable EHP laws and regulations- Environmental Assessments (EAs), Biological

Assessments (BAs), or Memoranda of Agreement (MOAs) may be required- Public involvement may be required

EHP Compliance

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Type C Example: Modification of Buildings & Structures 50 + Years Old

Equipment installation (e.g. physical security/access controls) on, in, or in the vicinity of historic buildings, piers, bridges, etc.

Building renovation/hardening (e.g. doors, gates, windows)

EHP Compliance

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EHP Review Packet A complete EHP review packet will provide the necessary information

to expedite the EHP review

What are the required contents?- Detailed project description- Physical address of structure/facility or lat/long- Clear color photographs (ground-level and aerial)- Dimensions/acreage/square footage of structure and/or land affected- Extent and depth of ground disturbance for:

• New construction and structure modification• Utility line placement• Fencing, light posts, etc., installations

- Height of communication towers- Special equipment being used, staging areas, etc.- Year building or structure was built (to include buildings or structures that

are in the vicinity)

EHP Compliance

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GPD EHP Updates CSID point of entry for all EHP review packets

Programmatic Environmental Assessment (PEA)

Screening Memo (see CD)

Authorized Equipment List (AEL)- Updated to reflect appropriate equipment

EHP Mailbox GPDEHPinfo@dhs.gov- For EHP related questions

EHP Compliance

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Tips for a Timely EHP Review

A clear and descriptive project description, with clear color photos and maps

Submit materials as soon as you receive your award notice or in your planning phase

Include any previous Master Plans or other environmental documentation

What work is being proposed, where will it take place, and how will it be carried out?

EHP Compliance

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EHP Points of Contact

Name Contact Information

Adria Martínez adria.martinez@dhs.gov

202-286-2566

Marquietta Davis marquita.davis@associates.dhs.gov

Brian Krevor brian.krevor@associates.dhs.gov

Emily Lux emily.lux@associates.dhs.gov

Marshall Popkin marshall.popkin@associates.dhs.gov

CSIDaskcsid@dhs.gov

800-368-6498

GPD EHP Information GPDEHPinfo@dhs.gov

EHP Compliance

Questions?