2013 Hazardous Materials Emergency Preparedness Grant Program Guidance
CFDA Number: 20.703
The Minnesota Division of Homeland Security and Emergency Management (HSEM) distributes US Department of Transportation Hazardous Materials Emergency Preparedness (HMEP) Grant Program monies to political subdivisions and other entities to help local responders prepare for hazardous materials incidents. Additional information may be obtained at www.dps.state.mn.us/hsem, or by contacting HSEM at 651-201-7400.
Eligibility - County, municipality, public, non-profit organizations that have a federal tax exempt identification number, and Indian Tribes are eligible. Grant monies may be used only for activities involving hazardous materials incident preparedness for public sector responders.
- During the course of the year (Oct 1 – Sept 30) usually only one grant for one of the four activities listed below will be awarded to the same applicant. This will be evaluated on a case-by-case basis.
- All HMEP grants will require a minimum 20 percent match as the applicant's commitment.
- The following negotiable caps will be in place for the grant amount for each event: Planning Advisory Committees (PAC) $1,500; Training $10,000; Conferences $6,000. Hazardous Materials Training Conferences and Events, exercises, and commodity flow studies will be evaluated on a case-by-case basis.
A match is the grantee’s contribution that must be spent on the project during the grant period. A match may either be cash (hard-match), in-kind (soft-match) contributions, or a combination of both. Grantees must contribute a minimum of 20 percent matching share to the total cost (award plus match) of the grant project. Thus, if the total cost of the project is $5,000, the grantee must provide at least $1,000, and HMEP grant will provide $4,000.
Eligible Grant Activities and Money Available
Planning Advisory Committees (PAC) Formation and Implementation - Grants may be used to develop (i.e., start up) local planning advisory committees. The purpose of such committees is to prepare an emergency plan as authorized in M.S. 299K.05. Subsequent grants may be made available to facilitate the upgrade of local emergency plans, in accordance with the HSEM Local Emergency Operations Planning Policy. Personnel costs are not reimbursable, but may be credited as local match.
Reimbursable costs include: office supplies, mailings, printing and copying, meeting expenses, travel, facility rental.
Maximum Grant Award Amount: $1,500
Exercises - Grants may be used to offset costs associated with hazardous materials incident-based drills and exercises. Such exercises must involve (public sector) emergency responders from a number of different agencies at the local level and should include interface with state agencies. Developing mutual aid capabilities should also be a goal of the HMEP-funded exercises, and the local emergency management director should be involved in development of the exercise.
Reimbursable costs include: all costs associated with an exercise are reimbursable including personnel cost.
Ineligible costs include: the purchase of permanent (i.e., non-consumable) equipment and any other expense not related to responding to emergencies for hazardous materials. Food and refreshment costs are non-reimbursable.
Maximum Grant Award Amount: Will be determined after review of application
Training - Grants may be used to offset costs associated with hazardous materials incident-based planning and response training. Funds may be provided for single or multi-jurisdictional training.
Reimbursable costs include: instructor fees, office supplies, mailings, printing and copying, instructor travel, facility rental. Personnel costs are not reimbursable but may be credited as local match.
Maximum Grant Award Amount: $10,000
Conferences - Grants may be used to sponsor conferences related to hazardous materials planning and response. Multiple disciplines must be represented at the conference.
Reimbursable costs include: speaker fees, office supplies, mailings, printing and copying, instructor travel, facility rental
Maximum Grant Award Amount: Negotiable
Hazardous Materials Conferences and Events: Special planning activities devoted to improving the response to hazardous materials incidents may be eligible for funding. The eligibility of such events and the grant monies that may be made available for them will be evaluated on a case-by-case basis. See list of conferences and events below as examples of eligible events.
Reimbursable costs include conference registration fees, travel, and per diem costs.
2013-2014 Hazardous Materials Conferences and Events
- TRANSCAER - Transcaer.com
TRANSCAER® (Transportation Community Awareness and Emergency Response) is a voluntary national outreach effort that focuses on assisting communities prepare for and respond to a possible hazardous material transportation incident. TRANSCAER is dedicated to educating emergency responders and their communities and includes safety training cars from the Firefighters Education and Training Foundation.
- IAFC International Hazardous Materials Response Team Conference - www.iafc.org/hazmat
Attend the International Hazardous Materials Response Team Conference and learn first-hand what’s new in hazmat and how it impacts today’s hazmat teams on the job every day.
- Midwestern Hazardous Materials Response Conference - http://emerysafety.com
Two days filled with hazardous materials and response training! You will have an opportunity to learn from many of the best instructors in the hazmat response community. Enjoy first-class training in an interesting and informative environment!
- FDIC - fdiconlineevent.com
Comprehensive training opportunity for all levels of fire service practitioners. FDIC will be hosting more than 24 hands-on training evolutions, 34 preconference workshops, and more than 160 classroom presentations.
- FRI (Fire Rescue International)- www.iafc.org/FRI
Presented by the International Association of Fire Chiefs (IAFC), Fire Rescue International (FRI) annually brings together more than 13,000 fire and emergency service leaders from across North America and around the globe for five days of networking, learning and collaboration.
- Regional and State Hazmat Conferences
- Regional Hazmat Workshops/training/conferences
Examples of Allowable In-Kind (Soft-Match) Funds:
- Salaries, fringe benefits, per diem, housing, or travel expenses incurred while attending training classes.
- Private contributions such as corporate contributions of facilities or services (e.g., cargo tank trailers, van trailer, training site, hazardous materials equipment, first aid ambulance stand-by, classroom space).
- Voluntary contributions such as: firefighter support and emergency personnel support.
- Equipment or facilities used for exercises, whether public or private.
- Voluntary expenditures such as: (1) A person in the community who is a chemical engineer or a physician donates their time during an exercise. (2) A professor who volunteers to be a trainer or train-the-trainers. (3) Citizens who volunteer to set up or participate in exercises.
- Facility space (e.g., a surplus school building used as hazmat academy) is donated to house courses or conduct exercises.
- University student volunteer time to participate in exercise, aid data collection or assist in exercise report generation.
INELIGIBLE GRANT EXPENSES:
Expenses not related to preparing for response to emergencies involving hazardous materials
- Overtime costs
- Salary cost to backfill positions
- Expenses claimed and/or reimbursed by another program
- Entertainment costs
- Food and refreshment costs
- Hazmat decontamination in a hospital setting
- National Incident Management System (NIMS) courses
- Weapons of Mass Destruction (WMD) courses
- Rope Rescue training
See specific grant activity for additional exclusions which may apply.
The term "Comingling" refers to the mixing or blending of funds so that expenditures cannot be identified to a particular grant, project or indirect activity. The Department of Homeland Security (DHS) Grant Financial Management Guide indicates that each award must be accounted for separately. Recipients and sub-recipients are prohibited from comingling fund on either a program-by-program or project-by-project basis without prior written approval of the awarding agency. This means that:
- Grantee records must adequately identify the source and application of funds for federal sponsored activities. This is particularly important for organizations which have received grants from successive years (with grant performance periods that overlap one another)
- Separate accounts are established for each project.
- The financial system must provide for effective control over and accountability for all funds, property and other assets.
- Recipients shall safeguard all such assets and assure they are used solely for authorized purposes.
- Recipients shall not replace appropriated State or local funding with Federal grant funding.
- Grant funds should increase the overall amount of resources available.
- Recipients must ensure that the current overall level of funding to support objectives (absent exigent circumstances) is not reduced because of Federal funds.
- To deliberately reduce State or local funds because of the existence of Federal funds.
Authorized Representative: Grantees are responsible for managing contact information and access to their grants. If the Grantee's Authorized Representative changes at any time during the grant period, the Grantee must notify HSEM of the change by updating their contact list in E-grants.
Grant Application, Review, and Approval Process
- Applications for the HMEP grants are submitted through the E-Grants website at https://app.dps.mn.gov/egrants.
- The Project Description should reflect the proposed activities to be conducted during the grant period. Describe the activities and tasks to be conducted and the number and types of deliverables to be completed.
- To be eligible for consideration, the application should be submitted via E-Grants at least 45 days before the conference, training session, etc. is held.
- Once a grant application is submitted, HSEM staff will review it and make a determination as to whether it is complete and meets the minimum eligibility requirements for approval.
- Once a grant request has been approved by HSEM, a grant agreement between the applicant and HSEM will be executed.
- Before grant monies can be disbursed, applicants must have an executed grant agreement and submit all necessary reporting documents, including documentation of expenditures and progress report.
- Grant monies must be expended during the same federal fiscal year that they were awarded.
Reimbursement and Reporting Requirements
Reimbursement requests/Financial Status Reports (FSRs) are due 30 days after the expiration of the grant agreement. Payments will be made when an FSR is submitted through E-Grants and documentation of expenditures for eligible expenses are received and approved.
Payments under this award will be made from federal funds obtained by the State through CFDA #20.703. The Grantee is responsible for compliance with all federal requirements imposed on these funds and accepts full financial responsibility for any requirements imposed by the Grantee's failure to comply with federal requirements.
The final grant progress report is due 30 days after the expiration date of the Grant Agreement and should be submitted through E-grants. Complete the report that pertains to your grant project (i.e., training, exercise). To receive the final payment for your grant you must submit the report, along with all other required documents/attachment prior to your final payment request (FSR). If a report is not submitted within this time period, funds may be lost. The Grantee's eligible expenditures must be incurred by the Grantee by the Expiration Date of the Grant Agreement.