U.S. DEPARTMENT OF HOMELAND SECURITY Fiscal Year 2008 TRUCKING SECURITY PROGRAM PROGRAM GUIDANCE AND APPLICATION KIT February 2008 U.S DEPARTMENT OF HOMELAND SECURITY U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM CONTENTS INTRODUCTION........................................................................................................................................................1 PART I. AVAILABLE FUNDING AND ELIGIBLE APPLICANTS ......................................................................6 PART II. APPLICATION EVALUATION PROCESS ............................................................................................7 PART III. PROGRAM REQUIREMENTS................................................................................................................9 APPENDIX A. ALIGNMENT WITH THE NATIONAL PREPAREDNESS ARCHITECTURE.................... A-1 APPENDIX B. TSP ALLOWABLE EXPENSES................................................................................................B-1 APPENDIX C. GRANTS.GOV QUICK-START INSTRUCTIONS ................................................................. C-1 APPENDIX D. INVESTMENT JUSTIFICATION............................................................................................... D-1 APPENDIX E. SAMPLE BUDGET DETAIL WORKSHEET............................................................................E-1 APPENDIX F. AWARD AND REPORTING REQUIREMENTS ......................................................................F-1 APPENDIX G. ADDITIONAL RESOURCES..................................................................................................... G-1 i U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM INTRODUCTION The Trucking Security Program (TSP) is one of five grant programs that constitute the Department of Homeland Security (DHS) Fiscal Year (FY) 2008 focus on infrastructure protection activities. The TSP is one tool among a comprehensive set of measures authorized by Congress and implemented by the Administration to help strengthen the nation’s critical infrastructure against risks associated with potential terrorist attacks. The TSP was originally developed in the trucking industry with an emphasis on safety. The program was opened up to all professionals and operating entities throughout the highway sector, including private companies, public entities, and governmental operations. The funds provided by the TSP seek to assist all professionals and operating entities throughout the entire highway sector in obtaining the skills and abilities required to support the National Preparedness Guidelines and associated National Priorities. Per Congressional direction in the Consolidated Appropriations Act of 2008, the FY 2008 TSP will be awarded as a competitive grant. The purpose of the program guidance and application kit is to provide: (1) an overview of the TSP; and (2) the formal grant guidance and application materials needed to apply for funding under the program, including an explanation of DHS requirements for submission of a grant application. The Department’s intent is to provide applicants with clear guidance. All applicants are required to read and conform to all requirements of this grant guidance document and must have read and accepted all program guidance as binding. For FY 2008 the grant award will be made through a competive application process. The grant recipient must provide all of the priority functions outlined in this guidance and application kit including: participant identification and recruitment, training, communications, and information analysis and distribution for an anti-terrorism and security awareness program. Separate Investment Justifications must be submitted for each funding priority, but the award will be made for the provision of all five functions to one grantee. Applicants must also demonstrate their financial capabilites/plan, strategic approach/plan, and coordination plan for supporting all five priority functions. Innovative approaches to improve cost effectiveness, efficiency, and security are particularly encouraged. A. Federal Investment Strategy The TSP is an important part of the Administration’s larger, coordinated effort to strengthen homeland security preparedness, including the security of America’s critical infrastructure. The TSP implements objectives addressed in a series of post 9/11 laws, strategy documents, plans, Executive Orders and Homeland Security Presidential Directives (HSPDs) outlined in Appendix A. Of particular significance is the National 1 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Preparedness Guidelines1 and associated work products, including the National Infrastructure Protection Plan (NIPP) and its transportation sector-specific plans and Executive Order 13416 (Strengthening Surface Transportation Security). The National Preparedness Guidelines provides an all-hazards vision regarding the nation’s four core preparedness objectives: to prevent, protect against, respond and recover from terrorist attacks and catastrophic natural disasters. The National Preparedness Guidelines define a vision of what to accomplish and a set of tools to forge a unified national consensus about what to do and how to work together at the Federal, State, local, and Tribal levels. Private sector participation is integral to the Guidelines’ success. It outlines 15 scenarios of terrorist attacks or natural disasters that form the basis of much of the Federal exercise and training regime. In addition, it identifies some 37 critical target capabilities that DHS is making the focus of key investments with State, local and Tribal partners. DHS expects its critical infrastructure partners – including recipients of TSP grants – to be familiar with this Federal preparedness architecture and to incorporate elements of this architecture into their planning, operations and investments to the degree practicable. DHS funding priorities outlined in this guidance reflect the National Preparedness Guidelines’ priority investments as appropriate. Programmatic requirements or priority investment categories reflecting the National Preparedness Architecture for the TSP are expressly identified below. 1 The National Preparedness Guidelines and its supporting documents were published in September 2007 and are available at: http://www.dhs.gov/xprepresp/publications/gc_1189788256647.shtm 2 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM B. Funding Priorities The funding priorities for the FY 2008 TSP reflect the Department’s overall investment strategy, in which two priorities have been paramount: risk-based funding and regional security cooperation. The TSP priorities for FY 2008 are: 1. Participant Identification and Recruitment • Develop methodologies to identify and recruit all types of highway professionals that will actively participate in and support an anti-terrorism and security awareness program, including but not limited to: o New Motor Carriers such as truck, bus, truck driving schools, and school transportation o Individual Drivers such as active, current drivers to include truckers, school bus drivers, motor coach drivers, independent, unaffiliated drivers, passenger carriers, and other vehicle fleets o First responder entities o Highway workers to include toll booth workers • Provide fulfillment activities to support recruitment efforts, for example brochures, websites, radio ads, outreach at conferences, and targeted mailings • Develop a five-year strategic plan for the continuation and enhancement of the participant identification and recruitment program 2. Planning • Develop plans based on identified high-risk scenarios (e.g. truck hijacking, hazmat incidents) • Conducting a risk assessment or hazard analysis 3. Training • Update anti-terrorism and security awareness program training and corresponding web-content. The training must educate participants on how to identify security incidents and how to report them completely and accurately. Emphasis should be placed on: o Creating a web-enabled, web-based training system o Utilizing the “train the trainer” approach o Identifying cost-effectiveness and efficiency in all training 3 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM • Develop and include specialized training for HAZMAT drivers (webenabled is encouraged) • Implement a training component specific to State, local and law enforcement entities to familiarize these forces with domain awareness and incident/suspicious activity reporting training and with the identification devices used to distinguish TSP-trained personnel from those who have not been trained • Develop a plan for self-sustaining the program • Develop a five-year strategic plan for the continuation and enhancement of the training program. • Implement an evaluation methodology to ensure that the training program is addressing homeland security and safety issues in conjunction with the TSP Guidelines 4. Communications • Maintain a full-service, 24/7 call center for the anti-terrorism and security awareness program staffed with well-trained responders who will provide nationwide first responder and law enforcement contact numbers and electronic linkage to registered participants. The center must be capable of re-directing calls to law enforcement and first responders for immediate action or to the Highway Information Sharing and Analysis Center (ISAC) for investigation as terrorist threats. The call center may also be utilized during an incident of national significance • Develop a five-year strategic plan for the continuation and enhancement of the communications effort 5. Information Analysis and Distribution • Maintain the Highway ISAC, located at TSA’s Transportation Security Operations Center (TSOC) in Herndon, VA, and dedicated exclusively to highway and highway-transport related security needs and issues. The applicant will provide recommendations, implementation strategies, and a completed plan for continued Highway ISAC operations to include other transportation stakeholders. Responsibilities may include identifying the appropriate role of a highway-specific ISAC or implementation strategies that address incidents of critical national significance • Develop a five-year strategic plan for the continuation and enhancement of the ISAC initiative 4 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM C. Allowable Expenses Specific investments made in support of the funding priorities discussed above generally fall into one of three categories (planning, training, and management and administration). Within the five project areas discussed above, funding may be used in the following five categories: 1. Participant Identification and Recruitment 2. Planning 3. Training 4. Communications and Information Distribution Support 5. Management and Administration Appendix B provides additional detail about each of the allowable expense categories, as well as a section that identifies several specific unallowable costs. 5 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM PART I. AVAILABLE FUNDING AND ELIGIBLE APPLICANTS A. Available Funding The FY 2008 TSP will provide a grant in the amount of $15,544,000. The grant award will be made following a competitive application process. Eligible entities must submit separate investment justifications for each funding priority but the award will be made for the provision of all functions to one grantee. B. Selection of Eligible Applicants There are no restrictions on who may apply for funding under the FY 2008 TSP. However, in order to be considered as a potential grantee, applicants must demonstrate that they are able to support all five funding priorities and that they have the financial and resource capabilities, as there will be a single award to one grantee to support all program priorities. 6 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM PART II. APPLICATION EVALUATION PROCESS This section summarizes the overall timetable for the FY 2008 TSP and core process and priorities that will be used to assess applications under the FY 2008 TSP. The next section provides detailed information about specific application requirements and the process for submission of applications. A. TSP Program Management: Roles and Responsibilities at DHS Within DHS, Transportation Security Administration (TSA) by law has the lead for managing the Department’s security oversight and security programs for the transit industry. TSA provides transit system subject matter expertise within DHS and determines the primary security architecture for the TSP program. Its subject matter experts have the lead in crafting all selection criteria associated with the application review process. TSA coordinates daily with the DHS Chief Intelligence Officer to review intelligence reporting and craft intelligence risk assessments related to the transportation sector. The Federal Emergency Management Agency (FEMA) has the lead for designing and operating the administrative mechanisms needed to manage the Department’s core grant programs, including this grant program. In short, FEMA is responsible for ensuring compliance with all relevant Federal grant management requirements and delivering the appropriate grant management tools, financial controls, audits and program management discipline needed to support the TSP. While both TSA and FEMA of necessity interface directly with our transit stakeholders, TSA will prioritize specific investments and set security priorities associated with the TSP. B. Overview – Application Deadline and Review Process Completed applications must be submitted to DHS via grants.gov (see below for details about this Federal grants application tool) no later than 11:59 PM EDT, March 17, 2008. All applicants must submit the following documents by March 17, 2008: • SF-424 (Application for Federal Assistance) • Investment Jusitification (see Appendix D for more details) • Detailed Budget 7 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM DHS will evaluate and act on applications within 60 days following close of the application period. Applicants must comply with all administrative requirements -including Investment Justifications, budgets and application process requirements -- described herein. Having met all administrative requirements, applications will be evaluated and ranked based on: 1. Feasibility of overall program coordination and implementation based on the strategic plan 2. Cost-effectiveness of the application will be evaluated and prioritized on the expected impact on security relative to the investment 3. Ability of the applicant to support the priority functions for the entirety of the period of performance 4. Innovative approaches in executing the five priority functions 5. Cost-Share. The applicant who proposes cost share will receive added consideration 8 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM PART III. PROGRAM REQUIREMENTS This section provides detailed information about specific application requirements and the process for submission of applications. A. General Program Requirements. Once the grant recipient is identified through the competitive process, the grant award will be executed through a cooperative agreement with the grant recipient. 1. Management and Administration limits. The grant recipient may retain a maximum of three percent (3%) of the funds awarded for management and administration costs associated with the implementation of the TSP award. 2. Cost Share Requirement. There is no cost share requirement for the FY 2008 TSP. However, the Department is considering such a requirement for the FY 2009 TSP, and service providers are strongly encouraged to factor this into their fiscal planning for the next Federal fiscal year at a share consistent with those found in existing FEMA programs. B. Application Requirements. The following steps must be completed using the on-line grants.gov system to ensure a successful application submission, however applicants should review the relevant program-specific sections of this Guidance for additional requirements that may apply. 1. Application via grants.gov. DHS participates in the Administration’s e- government initiative. As part of that initiative, all applicants must file their applications using the Administration’s common electronic “storefront” -grants. gov. Applicants must apply for funding through this portal, accessible on the Internet at http://www.grants.gov. 2. Application deadline. Completed Applications must be submitted to grants.gov no later than 11:59 PM EDT, March 17, 2008. 3. Valid Central Contractor Registry (CCR) Registration. The application process also involves an updated and current registration by the applicant. Eligible applicants must confirm CCR registration at http://www.ccr.gov, as well as apply for funding through grants.gov. 9 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM 4. On-line application. The on-line application must be completed and submitted using grants.gov after CCR registration is confirmed. The on-line application includes the following required forms and submissions: • Standard Form 424, Application for Federal Assistance • Standard Form 424B Assurances • Standard Form LLL, Disclosure of Lobbying Activities • Standard Form 424A, Budget Information • Certification Regarding Debarment, Suspension, and Other Responsibility Matters • Any additional Required Attachments The program title listed in the Catalog of Federal Domestic Assistance (CFDA) is “Trucking Security Program.” The CFDA number is 97.059. When completing the on-line application, applicants should identify their submissions as new, non- construction applications. 5. Project period. The project period will be for a period not to exceed 36 months. Extensions to the period of performance will be considered on a case-by-case basis only through formal written requests to DHS. 6. DUNS number. The applicant must provide a Dun and Bradstreet Data Universal Numbering System (DUNS) number with their application. This number is a required field within grants.gov and for CCR Registration. Organizations should verify that they have a DUNS number, or take the steps necessary to obtain one, as soon as possible. Applicants can receive a DUNS number at no cost by calling the dedicated toll-free DUNS Number request line at 1-800-333-0505. 7. Investment Justifications. As part of the application process, applicants must develop a formal Investment Justification that addresses each funding priorities: participant identification and recruitment, planning, training, communications, and information analysis and distribution. These Investment Justifications must demonstrate how the applicant will support all five priority areas, including their financial and resource capabilities. Additional details and templates for the Investment Justification may be found in Appendix D. 8. Detailed Budget. The applicant must also provide a detailed budget for the funds requested. The budget must be complete, reasonable and cost-effective in relation to the funding priority areas. The budget should provide the basis of computation of all project-related costs and any appropriate narrative. The budget should include detailed costs for all four funding priorities. The budget should also demonstrate any match. Additional details and templates for the Detailed Budget may be found in Appendix E. 10 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM 9. Standard financial requirements. 9.1 -- Non-supplanting certification. This certification affirms that grant funds will be used to supplement existing funds, and will not replace (supplant) funds that have been appropriated for the same purpose. Applicants or grantees may be required to supply documentation certifying that a reduction in non-Federal resources occurred for reasons other than the receipt or expected receipt of Federal funds. 9.2 -- Assurances. Assurances forms (SF-424B and SF-424D) can be accessed at http://www07.grants.gov/agencies/approved_standard_forms.jsp It is the responsibility of the recipient of the Federal funds to understand fully and comply with these requirements. Failure to comply may result in the withholding of funds, termination of the award or other sanctions. The applicant will be agreeing to these assurances upon the submission of the application. 9.3 -- Certifications regarding lobbying, debarment, suspension, other responsibility matters and the drug-free workplace requirement. This certification, which is a required component of the on-line application, commits the applicant to compliance with the certification requirements under 44 CFR Part 17,which contains provisions for Government-wide Debarment and Suspension (Non-procurement) and Government-wide Requirements for Drug-Free Workplace (Grants); and 44 CFR part 18, the New Restrictions on Lobbying. All of these can be referenced at: http://www.access.gpo.gov/nara/cfr/waisidx_07/44cfrv1_07.html 10. Technology requirements. 10.1 -- National Information Exchange Model (NIEM). DHS requires all grantees to use the latest NIEM specifications and guidelines regarding the use of Extensible Markup Language (XML) for TSP awards. Further information about the required use of NIEM specifications and guidelines is available at http://www.niem.gov. 10.2 -- Geospatial guidance. Geospatial technologies capture, store, analyze, transmit, and/or display location-based information (i.e., information that can be linked to a latitude and longitude). DHS encourages grantees to align any geospatial activities with the guidance available on the FEMA website at http://www.fema.gov/grants 11 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM 11. Administrative requirements. 11.1 -- Freedom of Information Act (FOIA). DHS recognizes that much of the information submitted in the course of applying for funding under this program or provided in the course of its grant management activities may be considered law enforcement sensitive or otherwise important to national security interests. While this information under Federal control is subject to requests made pursuant to the Freedom of Information Act (FOIA), 5. U.S.C. §552, all determinations concerning the release of information of this nature are made on a case-by-case basis by the DHS FOIA Office, and may likely fall within one or more of the available exemptions under the Act. The applicant is encouraged to consult its own State and local laws and regulations regarding the release of information, which should be considered when reporting sensitive matters in the grant application, needs assessment and strategic planning process. The applicant may also consult FEMA regarding concerns or questions about the release of information under State and local laws. The grantee should be familiar with the regulations governing Sensitive Security Information (49 CFR Part 1520), as it may provide additional protection to certain classes of homeland security information. 11.2 -- Protected Critical Infrastructure Information (PCII). The PCII Program, established pursuant to the Critical Infrastructure Information Act of 2002 (CII Act), created a new framework, which enables State and local jurisdictions and members of the private sector voluntarily to submit sensitive information regarding critical infrastructure to DHS. The Act also provides statutory protection for voluntarily shared CII from public disclosure and civil litigation. If validated as PCII, these documents can only be shared with authorized users who agree to safeguard the information. PCII accreditation is formal recognition that the covered government entity has the capacity and capability to receive and store PCII. DHS encourages all SAAs to pursue PCII accreditation to cover their state government and attending local government agencies. Accreditation activities include signing an MOA with DHS, appointing a PCII Officer, and implementing a self-inspection program. For additional information about PCII or the accreditation process, please contact the DHS PCII Program Office at pcii-info@dhs.gov. 11.3 -- Compliance with Federal civil rights laws and regulations. The grantee is required to comply with Federal civil rights laws and regulations. Specifically, the grantee is required to provide assurances as a condition for receipt of Federal funds that its programs and activities comply with the following: • Title VI of the Civil Rights Act of 1964, as amended, 42. U.S.C. 2000 et. seq. – no person on the grounds of race, color or national origin will be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination in any program or activity receiving Federal financial assistance. 12 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM • Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 794 – no qualified individual with a disability in the United States, shall, by reason of his or her disability, be excluded from the participation in, be denied the benefits of, or otherwise be subjected to discrimination in any program or activity receiving Federal financial assistance. • Title IX of the Education Amendments of 1972, as amended, 20 U.S.C. 1681 et. seq. – discrimination on the basis of sex is eliminated in any education program or activity receiving Federal financial assistance. • The Age Discrimination Act of 1975, as amended, 20 U.S.C. 6101 et. seq. – no person in the United States shall be, on the basis of age, excluded from participation in, denied the benefits of or subjected to discrimination under any program or activity receiving Federal financial assistance. Grantees must comply with all regulations, guidelines, and standards adopted under the above statutes. The grantee is also required to submit information, as required, to the DHS Office for Civil Rights and Civil Liberties concerning its compliance with these laws and their implementing regulations. 11.4 -- Services to limited English proficient (LEP) persons. Recipients of DHS financial assistance are required to comply with several Federal civil rights laws, including Title VI of the Civil Rights Act of 1964, as amended. These laws prohibit discrimination on the basis of race, color, religion, natural origin, and sex in the delivery of services. National origin discrimination includes discrimination on the basis of limited English proficiency. To ensure compliance with Title VI, recipients are required to take reasonable steps to ensure that LEP persons have meaningful access to their programs. Meaningful access may entail providing language assistance services, including oral and written translation, where necessary. The grantee is encouraged to consider the need for language services for LEP persons served or encountered both in developing their Investment Justifications and budgets and in conducting their programs and activities. Reasonable costs associated with providing meaningful access for LEP individuals are considered allowable program costs. For additional information, see http://www.lep.gov. 11.5 -- Integrating individuals with disabilities into emergency planning. Section 504 of the Rehabilitation Act of 1973, as amended, prohibits discrimination against people with disabilities in all aspects of emergency mitigation, planning, response, and recovery by entities receiving financial from DHS. In addition, Executive Order #13347, entitled "Individuals with Disabilities in Emergency Preparedness" signed in July 2004, requires the Federal Government to support safety and security for individuals with disabilities in situations involving disasters, including earthquakes, tornadoes, fires, floods, hurricanes, and acts of terrorism. Executive Order 13347 requires the federal government to, among other things, encourage consideration of the needs of individuals with disabilities served by State, local, and tribal governments in emergency preparedness planning. 13 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM DHS has several resources available to assist emergency managers in planning and response efforts related to people with disabilities and to ensure compliance with Federal civil rights laws: • Guidelines for Accommodating Individuals with Disabilities in Disaster: The Guidelines synthesize the array of existing accessibility requirements into a user friendly tool for use by response and recovery personnel in the field. The Guidelines are available at http://www.fema.gov/oer/reference/. • Disability and Emergency Preparedness Resource Center: A web-based “Resource Center” that includes dozens of technical assistance materials to assist emergency managers in planning and response efforts related to people with disabilities. The “Resource Center” is available at http://www.disabilitypreparedness.gov. • Lessons Learned Information Sharing (LLIS) resource page on Emergency Planning for Persons with Disabilities and Special Needs: A true one-stop resource shop for planners at all levels of government, non-governmental organizations, and private sector entities, the resource page provides more than 250 documents, including lessons learned, plans, procedures, policies, and guidance, on how to include citizens with disabilities and other special needs in all phases of the emergency management cycle. LLIS.gov is available to emergency response providers and homeland security officials from the local, state, and federal levels. To access the resource page, log onto http://www.LLIS.gov and click on Emergency Planning for Persons with Disabilities and Special Needs under Featured Topics. If you meet the eligibility requirements for accessing Lessons Learned Information Sharing, you can request membership by registering online. 11.6 -- Compliance with the National Energy Conservation Policy and Energy Policy Acts. In accordance with the Consolidated Appropriations Act of 2008 (P.L. 110-161), all FY 2008 grant funds must comply with the following two requirements: • None of the funds made available through shall be used in contravention of the Federal buildings performance and reporting requirements of Executive Order No. 13123, part 3 of title V of the National Energy Conservation Policy Act (42 USC 8251 et. Seq.), or subtitle A of title I of the Energy Policy Act of 2005 (including the amendments made thereby). • None of the funds made available shall be used in contravention of section 303 of the Energy Policy Act of 1992 (42 USC13212). 14 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM 11.7 -- Environmental and Historic Preservation Compliance. FEMA is required to consider the potential impacts to the human and natural environment of projects proposed for FEMA funding. FEMA, through its Environmental and Historic Preservation (EHP) Program, engages in a review process to ensure that FEMA-funded activities comply with various Federal laws including: National Environmental Policy Act, National Historic Preservation Act, Endangered Species Act, and Executive Orders on Floodplains (11988), Wetlands (11990) and Environmental Justice (12898). The goal of these compliance requirements is to protect our nation’s water, air, coastal, wildlife, agricultural, historical, and cultural resources, as well as to minimize potential adverse effects to children and low-income and minority populations. The grantee shall provide any information requested by FEMA to ensure compliance with applicable Federal EHP requirements. Any project with the potential to impact EHP resources (see Section E.8) cannot be initiated until FEMA has completed its review. Grantees may be required to provide detailed information about the project, including the following: location (street address or map coordinates); description of the project including any associated ground disturbance work, extent of modification of existing structures, construction equipment to be used, staging areas, access roads, etc; year the existing facility was built; natural, biological, and/or cultural resources present in the project vicinity; visual documentation such as site and facility photographs, project plans, maps, etc; and possible project alternatives. For certain types of projects, FEMA must consult with other Federal and State agencies such as the U.S. Fish and Wildlife Service, State Historic Preservation Offices, and the U.S. Army Corps of Engineers, as well as other agencies and organizations responsible for protecting natural and cultural resources. For projects with the potential to have significant adverse effects on the environment and/or historic properties, FEMA’s EHP review and consultation may result in a substantive agreement between the involved parties outlining how the grantee will avoid the effects, minimize the effects, or, if necessary, compensate for the effects. Because of the potential for significant adverse effects to EHP resources or public controversy, some projects may require an additional assessment or report, such as an Environmental Assessment, Biological Assessment, archaeological survey, cultural resources report, wetlands delineation, or other document, as well as a public comment period. Grantees are responsible for the preparation of such documents, as well as for the implementation of any treatment or mitigation measures identified during the EHP review that are necessary to address potential adverse impacts. For more information on FEMA’s EHP requirements, grantees should refer to FEMA’s Information Bulletin #271, Environmental Planning and Historic Preservation Requirements for Grants 15 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM C. Trucking Application Checklist All TSP applicants must complete the following: 1. SF-424 Grant Application with Certifications (through Grants.gov) • Non-Supplanting Certification • Assurances • Certifications Regarding Lobbying; Debarment, Suspension, and Other Responsibility Matters; and Drug-Free Workplace Requirement 2. DUNS Number (through Grants.gov form) 3. Investment Justifications (through Grants.gov file attachment) 4. Detailed Budget (through Grants.gov file attachment) 16 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Appendix A Alignment with the National Preparedness Architecture Figure 1, below, graphically summarizes key elements of the national preparedness architecture. Figure 1. Laws, Strategy Documents, Directives and Plans that Impact the Grant Programs LAWS PRESIDENTIAL DIRECTIVES NATIONAL STRATEGIES STRATEGIC PLANS SECTOR SPECIFIC PLANS Aviation Transportation Security Act (ATSA) Homeland Security Act (HSA) Intelligence Reform and Terrorism Prevention Act (IRTPA) Maritime Transportation Security Act (MTSA) SAFE Port Act USA PATRIOT Act Management of Domestic Incidents (HSPD-5) Critical Infrastructure (HSPD-7) National Preparedness (HSPD-8) Maritime Security Policy (NSPD-41/HSPD-13) National Preparedness Guidelines National Security Strategy National Strategy for Combating Terrorism National Strategy for Homeland Security National Strategy for the Physical Protection of Critical Infrastructure and Key Assets Department of Homeland Security Strategic Plan 2004 National Strategy for Maritime Security National Strategy for Transportation Security National Intelligence Strategy National Strategy to Secure Cyberspace National Incident Management System (NIMS) National Response Framework (NRF) National Infrastructure Protection Plan (NIPP) National Maritime Security Plan (NMSP) Area Maritime Security Plans (AMSP) State/Urban Area Homeland Security Strategies Regional Transit Security Strategies (RTSS) National Plan for Research & Development in Support of Critical Infrastructure Protection Transportation Sector Specific Plan 16 Other Sector Specific Plans A-1 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Appendix B TSP Allowable Expenses A. Overview Within the project areas (Participant Identification and Recruitment, Planning, Training, Communications, and Information Analysis and Distribution), funding may be used in the following categories: 1. Participant Identification and Recruitment 2. Planning 3. Training 4. Communications and Information Distribution Support 5. Management and Administration 1. Participant Identification and Recruitment. FY 2008 TSP funds may be used for the following types of activities in support of participant identification and recruitment: • Development of methdologies to identify and recruit highway professionals • Development of plans, methodologies, and materials to support fulfillment activities • Development of strategic plans for the continuation and enhancement of the program 2. Planning. FY 2008 TSP funds may be used for the following types of planning activities: • Public Education/Outreach • Development of plans based on identified high risk scenarios • Development and enhancement of existing plans and protocols • Hiring of full- or part-time staff or contractors/consultants to assist with planning activities (not for the purpose of hiring personnel) • Conferences to facilitate planning activities • Materials required to conduct planning activities B-1 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM 3. Training. FY 2008 TSP funds may be used for the following training activities: • Training Workshops and Conferences. Grant funds may be used to plan and conduct training workshops or conferences to include costs related to planning, meeting space and other meeting costs, facilitation costs, materials and supplies, travel and training plan development. • Full- or Part-Time Staff or Contractors/Consultants. Full- or part-time staff may be hired to support training-related activities. The services of contractors/consultants may also be procured by the applicant in the design, development, conduct, and evaluation of chemical, biological, radiological, nuclear, or explosive (CBRNE) device training. The applicant's formal written procurement policy or the Federal Acquisition Regulations (FAR) must be followed. • Overtime and Backfill Costs. Payment of overtime expenses will be for work performed by award or sub-award employees in excess of the established work week (usually 40 hours). Further, overtime payments and backfill costs associated with sending personnel to training are allowable, provided that it is DHS-sponsored training. These costs are allowed only to the extent the payment for such services is in accordance with the policies of the State or unit(s) of local government and has the approval of the State or the awarding agency, whichever is applicable. In no case is dual compensation allowable. That is, an employee of a unit of government may not receive compensation from their unit or agency of government AND from an award for a single period of time (e.g., 1:00 pm to 5:00 pm), even though such work may benefit both activities. Fringe benefits on overtime hours are limited to Federal Insurance Contributions Act (FICA), Workers’ Compensation and Unemployment Compensation. • Travel. Travel costs (e.g., airfare, mileage, per diem, hotel) are allowable as expenses by employees who are on travel status for official business related to the planning and conduct of the training project(s) or for attending DHS- sponsored courses or DHS-sponsored technical assistance programs. • Supplies. Supplies are items that are expended or consumed during the course of the planning and conduct of the training project(s) (e.g., copying paper and training materials). • Other Items. These costs include the rental of space/locations for planning and conducting training, badges, etc. B-2 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM 4. Communications and Information Distribution. FY 2008 TSP funds may be used for the following activities in support of communications, and information analysis and distribution: • Equipment to enhance communication efforts • Development of plans and methodologies to enhance communications efforts • Costs related to maintaining the Call Center and the ISAC, including personnel • Development of recommendations, implementation strategies, and plans for continued ISAC operations 5. Management and Administration (M&A) Costs. FY 2008 TSP funds may be used for the following M&A costs in the following manner: • Hiring of full-time or part-time staff or contractors/consultants to assist with the management of the FY 2008 TSP • Hiring of full-time or part-time staff or contractors/consultants and expenses related to meet compliance with reporting/data collection requirements, including data calls • Meeting-related expenses • Acquisition of authorized office equipment, including personal computers, laptop computers, printers and LCD projectors dedicated solely to the use of TSP project activities. B. Unallowable Costs The following costs are unallowable under the FY 2008 TSP: • Maintenance costs • Construction and renovation costs • Personnel costs (other than those specified above) Federal employees are prohibited from serving in any capacity (paid or unpaid) on any proposal submitted under this program. Federal employees may not receive funds under these awards. B-3 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Appendix C Grants.Gov Quick-Start Instructions DHS participates in the Bush Administration’s e-government initiative. As part of that initiative, all applicants must file their applications using the Administration’s common electronic “storefront” --grants.gov. Applicants must apply for funding through this portal, accessible on the Internet at http://www.grants.gov. Application attachments submitted via grants.gov must be in one of the following formats: Microsoft Word (*.doc), PDF (*.pdf), or text (*.txt). Use the Catalog of Federal Domestic Assistance (CFDA) number listed in the relevant program guidance section of this document in grants.gov. This Appendix is intended to provide guidance on the various steps and activities associated with filing an application using grants.gov. Step 1: Registering. Registering with grants.gov is a one-time process; however, if you are a first time registrant it could take 3-5 business days to have your registration validated, confirmed, and receive your user name and password. It is highly recommended you start the registration process as early as possible to prevent delays in submitting your application package to our agency by the deadline specified. While your registration is pending, you may continue with steps 2, 3, and 4 of these instructions. Registration must be complete for you to be able to submit (step 5) and track (step 6) an application. 1. Establishing an e-business point of contact. grants.gov requires an organization to first be registered in the CCR before beginning the grants.gov registration process. If you plan to authorize representatives of your organization to submit grant applications through grants.gov, proceed with the following steps. If you plan to submit a grant application yourself and sign grant applications and provide the required certifications and/or assurances necessary to fulfill the requirements of the application process, proceed to DUNS Number and then skip to the Authorized Organization Representative and Individuals section. Go to www.grants.gov, and click on the “Get Started” tab at the top of the screen. • Click the “e-Business Point of Contact” option and click the “GO” button on the bottom right of the screen. If you have already registered with grants.gov, you may log in and update your profile from this screen. • To begin the registration process, click the “Register your Organization [Required]” or “Complete Registration Process [Required]” links. You may print a registration checklist by accessing www.grants.gov/assets/OrganizationRegCheck.pdf. C-1 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM 2. DUNS number. You must first request a Data Universal Numbering System number. Click “Step 1. Request a DUNS Number.” If you are applying as an individual, please skip to “Authorized Organization Representative and Individuals.” If you are applying on behalf of an organization that already has a DUNS number, please proceed to “Step 2. Register with Central Contractor Registry (CCR).” You may obtain a DUNS number at no cost by calling the dedicated toll-free DUNS number request line at 1– 866–705–5711. 3. Central Contractor Registry. Registering with the CCR, updating or changing your profile could take up to three to five business days to be confirmed and validated. This delay could prevent your application from being submitted by the deadline specified, so you should register or make changes to your profile as early in the process as possible. Once you have a DUNS number, click on “Step 2. Register with Central Contractor Registry (CCR).” Here you are required to designate an individual as a point of contact. This point of contact is the sole authority for the organization and has the capability of issuing or revoking another individual’s authority to submit grant applications through grants.gov. A registration worksheet is provided to assist in the CCR registration process at http://www.ccr.gov. It is recommended you review the “Tips for registering with the CCR” at the bottom of this template. • Go to http://www.ccr.gov or click on the CCR icon in the middle of the screen to begin the registration process. To see if your organization is already registered, click “Search CCR” at the top left side of the screen. Search entries must be exact to accurately search the database. If your organization is already registered, you can scroll down and see who the e-Business point of contact is for your agency. If your organization is not already registered, return to the CCR home page and click “Start New Registration” at the top left of the screen. • If you have problems or questions about the CCR registration process, please contact the CCR Assistance Center at (888) 227–2423. • Once your registration is complete, you will receive an e-mail with a Trading Partner Identification Number (TPIN) and Marketing Partner Identification Number (MPIN) number. You will need the MPIN number to register with grants.gov. If your organization is already registered with the CCR, you will need to obtain the MPIN number from your e-Business POC. 4. Authorize your Organization Representative. Click “Step 3. Authorize your Organization Representative.” Follow steps 1-4. You will need your DUNS + 4 digit number and the MPIN number CCR e-mailed to you. C-2 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM 5. Log in as e-Business Point of Contact. You may now go to “Step 4. Log in as e- Business Point of Contact.” Here you may authorize or revoke the authority of the Authorized Organization Representative. Once you are logged in, go to Step 2. Downloading the Application Viewer, below. 6. Authorized Organization Representative and Individuals. If you plan to submit a grant application as an individual or an Authorized Organization Representative, with authority to sign grant applications and the required certifications and/or assurances necessary to fulfill the requirements of the application process, proceed with the following steps: • Go to www.grants.gov and click on the “Get Started” tab at the top of the screen. • Click the “Authorized Organization Representative (AOR)” option and click the “GO” button to the bottom right of the screen. If you are applying as an individual, click the “Individuals” option and click the “GO” button to the bottom right of the screen. • If you have previously registered as an AOR, you may start searching for this grant opportunity from this page. Otherwise, you must complete the first-time registration by clicking “Complete First-Time Registration [Required].” You also may click on “Review Registration Checklist” and print a checklist for the following steps (see www.grants.gov/assets/AORRegCheck.pdf). • Individuals may click the “registration checklist” for help in walking through the registration process. 7. Credential Provider. Once you have entered the registration process, you must register with the credential provider, to safeguard the security of your electronic information. You must have your agency’s or individual DUNS + 4 digit number to complete this process. Now, click on “Step 1. Register with a Credential Provider.” Enter your DUNS number and click “Register.” Once you have entered the required information, click the “Submit” button. If you should need help with this process, please contact the Credential Provider Customer Service at (800) 386–6820. It can take up to 24 hours for your credential provider information to synchronize with grants.gov. Attempting to register with grants.gov before the synchronization is complete may be unsuccessful. 8. Grants.gov. After completing the credential provider steps above, click “Step 2. Register with grants.gov.” Enter the same user name and password used when registering with the credential provider. You will then be asked to provide identifying information and your organization’s DUNS number. After you have completed the registration process, grants.gov will notify the e-Business POC for assignment of user privileges. C-3 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Complete the “Authorized Organization Representative User Profile” screen and click “Submit.” Note: Individuals do not need to continue to the “Organizational Approval” step below. 9. Organization Approval. Prior to submitting a grant application package, you must receive approval to submit on behalf of your organization. This requirement prevents individuals from submitting grant application packages without permission. A notice is automatically sent to your organization’s e-Business POC. Then, your e-Business POC approves your request to become an AOR. You may go to http://www.ccr.gov to search for your organization and retrieve your e-Business POC contact information. Once organization approval is complete, you will be able to submit an application and track its status. Step 2: Downloading the Application Viewer. You may download the PureEdge Viewer while your registration is in process. You also may download and start completing the application forms in steps 3 and 4 below. This application viewer opens the application package needed to fill out the required forms. The download process can be lengthy if you are accessing the Internet using a dial-up connection. • From the grants.gov home page, select the “Apply for Grants” tab at the top of the screen. • Under “Apply Step 1: Download a Grant Application Package and Applications Instructions,” click the link for the PureEdge Viewer (http://www.grants.gov/DownloadViewer). This window includes information about computer system requirements and instructions for downloading and installation. If you are a Macintosh user, please read the PureEdge Support for Macintosh white paper available at www.grants.gov/GrantsGov_UST_Grantee/!SSL!/WebHelp/MacSupportforPureEdge.pdf. • Scroll down and click on the link to download the PureEdge Viewer (www.grants.gov/PEViewer/ICSViewer602_grants.exe). • You will be prompted to save the application. Click the “Save” button and the “Save As” window opens. Select the location where you would like to save PureEdge Viewer and click the “Save” button. • A window appears to show the progress of the download. When the downloading is complete, click to close the dialog box. C-4 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM • To install the PureEdge Viewer, locate the file on your computer and click to open it. When you are prompted to run the file, click “RUN.” Click “Yes” to the prompt to continue with the installation. The ICS InstallShield Wizard extracts the necessary files and takes you to the “Welcome” page. • Click “Next” to continue. • Read the license agreement and click “Yes” to accept the agreement and continue the installation process. This takes you to the “Customer Information” screen. • Enter a User Name and a Company Name in the designated fields and click “Next.” • The “Choose Destination Location” window prompts you to select the folder in which PureEdge Viewer will be installed. To save the program in the default folder, click “Next.” To select a different folder, click “Browse.” Select the folder in which you would like to save the program, click on “OK,” then click “Next.” • The next window prompts you to select a program folder. To save program icons in the default folder, click “Next.” To select a different program folder, type a new folder name or select one from the list of existing folders, then click “Next.” Installation will begin. • When installation is complete, the “InstallShield Wizard Complete” screen will appear. Click “Finish.” This will launch the “ICS Viewer Help Information” window. Review the information and close the window. Step 3: Downloading an Application Package. Once you have downloaded the PureEdge Viewer, you may download and view this application package and solicitation instructions. • From the grants.gov home page, select the “Apply for Grants” tab at the top of the screen. • Click “Apply Step 1: Download a Grant Application Package and Application Instructions.” • Enter the CFDA number for this announcement, 97.059. Then click “Download Package.” This will take you to the “Selected Grants Application for Download” results page. • To download an application package and its instructions, click the corresponding download link below the “Instructions and Application” column. C-5 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM • Once you select a grant application, you will be taken to a “Download Opportunity Instructions and Application” screen to confirm that you are downloading the correct application. If you would like to be notified of any changes to this funding opportunity, enter your e-mail address in the corresponding field, then click the “Submit” button. • After verifying that you have downloaded the correct opportunity information, click the “Download Application Instructions” button. This will open a PDF of this grant solicitation. You may print the solicitation or save it to your computer by clicking either the print icon at the top tool bar or the “File” button on the top tool bar. If you choose to save the file, click on “Save As” and save to the location of your choice. • Click the “Back” Navigation button to return to the “Download Opportunity Instructions and Application” page. Click the “Download Application Package” button. The application package will open in the PureEdge Viewer. • Click the “Save” button to save the package on your computer. Because the form is not yet complete, you will see a prompt that one or more fields may be invalid. You will complete these fields in step 4, but for now, select “Yes” to continue. After you click “Yes,” the “Save Form” window will open. • Save the application package to your desktop until after submission. Select a name and enter it in the “Application Filing Name” field. Once you have submitted the application through grants.gov, you may then move your completed application package to the file location of your choice. • Click the “Save” button. If you choose, you may now close your Internet browser and complete your application package offline by double clicking the icon on your desktop. You do not have to be connected to the Internet to complete the application package in step 4 below. Step 4: Completing the Application Package. This application can be completed entirely offline; however, you will need to log in to grants.gov to submit the application in Step 5. • Locate the application package you saved on your computer. When you open the package, it will be in PureEdge Viewer. You may save your application at any time by clicking on the “Save” button at the top of the screen. • Enter a name for your application package in the “Application Filing Name” field. This can be a name of your choice. C-6 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM • Open and complete all the mandatory and optional forms or documents. To complete a form, click to select the form, and then click the “Open” button. When you open a required form, the mandatory fields will be highlighted in yellow. If you enter incomplete information in a mandatory field, you will receive an error message or the field will turn red, indicating a change needs to be made. • Mandatory forms include the: (1) Application for Federal Assistance (SF-424); (2) Assurances for Non-Construction Programs (SF-424B); and (3) Disclosure of Lobbying Activities (SF-LLL). These forms can also be viewed at http://apply.grants.gov/agency/FormLinks?family=7. Other mandatory forms are identified in Section IV. • When you have completed a form or document, click the “Close Form” button at the top of the page. Your information will automatically be saved. • Next, click to select the document in the left box entitled “Mandatory Documents.” Click the “=>” button to move the form or document to the “Mandatory Completed Documents for Submission” box to the right. • Some mandatory documents will require you to upload files from your computer. To attach a document, select the corresponding form and click “Open.” Click the “Add Mandatory Attachment” button to the left. The “Attach File” box will open. Browse your computer to find where your file is located and click “Open.” The name of that file will appear in the yellow field. Once this is complete, if you would like to attach additional files, click on the “Add Optional Attachment” button below the “Add Mandatory Attachment” button. • An “Attachments” window will open. Click the “Attach” button. Locate the file on your computer that you would like to attach and click the “Open” button. You will return to the “Attach” window. Continue this process until you have attached all the necessary documents. You may attach as many documents as necessary. • Once you have finished, click the “Done” button. The box next to the “Attach at Least One Optional Other Attachment” will now appear as checked. • Note: the name of these buttons will vary depending on the name of the form you have opened at that time; i.e., Budget Narrative, Other Attachment, and Project Narrative File. • To exit a form, click the “Close” button. Your information will automatically be saved. C-7 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Step 5: Submitting the Application. Once you have completed all the yellow fields on all the forms and saved the application on your desktop, check the application package for errors. This can be done any time throughout step 4 above and as often as you like. • When you are ready to submit your final application package, the “Submit” button at the top of your screen will be enabled. This button will not be activated unless all mandatory data fields have been completed. When you are ready to submit your application, click on “Submit.” This will take you to a “Summary” screen. • If your “Submit” button is not activated, then click the “Check Package for Errors” button at the top of the “Grant Application Package” screen. PureEdge Viewer will start with the first form and scan all the yellow fields to make sure they are complete. The program will prompt you to fix one error at a time as it goes through the scan. Once there are no more errors, the system will allow you to submit your application to grants.gov. • Review the application summary. If you wish to make changes at this time, click “Exit Application” to return to the application package, where you can make changes to the forms. To submit the application, click the “Sign and Submit Application” button. • This will take you to a “Login” screen where you will need to enter the user name and password that you used to register with grants.gov in “Step 1: Registering.” Enter your user name and password in the corresponding fields and click “Login.” • Once authentication is complete, your application will be submitted. Print this confirmation screen for your records. You will receive an e-mail message to confirm that the application has been successfully uploaded into grants.gov. The confirmation e-mail will give you a grants.gov tracking number, which you will need to track the status of your application. The confirmation e-mail will go to the e-Business POC; therefore, if you are submitting on behalf of someone else, be sure the e-Business POC is aware of the submission and that a confirmation e-mail will be sent. • When finished, click the “Close” button. C-8 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Step 6: Tracking the Application. After your application is submitted, you may track its status through grants.gov. To do this, go to the grants.gov home page at http://www.grants.gov. At the very top of the screen, click on the “Applicants” link. Scroll down the “For Applicants” page and click the “Login Here” button. Proceed to login with your user name and password that was used to submit your application package. Click the “Check Application Status” link to the top left of the screen. A list of all the applications you have submitted through grants.gov is produced. There four status messages your application can receive in the system: • Validated. This means your application has been scanned for errors. If no errors were found, it validates that your application has successfully been submitted to grants.gov and is ready for the agency to download your application. • Received by Agency. This means our agency DHS downloaded your application into our electronic Grants Management System (GMS) and your application is going through our validation process to be successfully received on our end. • Agency Tracking Number Assigned. This means our GMS did not find any errors with your package and successfully downloaded your application into our system. • Rejected With Errors. This means your application was either rejected by grants.gov or GMS due to errors. You will receive an e-mail from grants.gov customer support, providing details of the results and the next steps required. Most applications are rejected because: (1) a virus was detected; (2) you are using a user name and password that has not yet been authorized by the organization’s e-Business POC; or (3) the DUNS number you entered on the SF424 form does not match the DUNS number that was registered in the CCR for this organization. If you experience difficulties at any point during this process, please call the grants.gov customer support hotline at 1–800–518–4726. C-9 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Appendix D Investment Justification A. Investment Justification Overview Applicants must submit separate Investment Justifications for each funding priority, and must apply for all five funding priorities. Follow the template below when developing their Investment Justifications. Note: The Investment Justification must demonstrate the applicant’s ability to implement initiatives consistent with the purpose of the program and guidance provided by TSA and FEMA. B. Investment Justification Template Applicants must provide information in the following categories. The Background section needs only to be completed once for the entire application; the other sections need to be completed for each proposed Investment: • Background; • Strategic and Program Priorities; • Impact; and, • Funding/Implementation Plan. Investment Heading Applicant Organization Investment Name Investment Amount $ D-1 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM I. Background Note: This section only needs to be completed once per application, regardless of the number of Investments proposed. The information in this section provides background/context for the Investment(s) requested, but does not represent the evaluation criteria used by DHS for rating individual Investment proposals. It will also be used to confirm eligibility. I.A. Identify the point(s) of contact for this Investment. Response Type Narrative Word Limit Not to exceed ½ page Response Instructions Identify the following: • Point of contact’s (POC) name and title; • POC’s full mailing address; • POC’s telephone number; • POC’s fax number; • POC’s email address; and, • Also include the corresponding information for the single authorizing official for your organization—i.e., the individual authorized to sign a grant award. Response: I.B. Describe how the provision of all four of the priority functions will be coordinated and successfully implemented. Response Type Narrative Word Limit Not to exceed 1 page Response Instructions Identify the following: • Demonstration of the financial ability of the applicant to provide the functions • Strategic approach/plan to perform and coordinate all priority functions • Overview of functions that will be performed, and how they will maximize efficiency and cost effectiveness (e.g., innovative approaches) Response: II. Strategic and Program Priorities II.A. Describe how the Investment will address one of the FY 2008 TSP Priorities. Response Type Narrative Page Limit Not to exceed 1 page Response Instructions Briefly discuss which of the following FY 2008 TSP priorities this Investment will address: 1. Participant Identification and Recruitment: • Recruit all types of highway professionals for anti-terrorism and security awareness program, including but not limited to: o Active current drivers to include truckers, school bus drivers, D-2 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM motor coach drivers, independent, unaffiliated drivers, passenger carriers, and other vehicle fleets oHighway workers to include toll booth workers •Recruit other types of morot carrier professionals (e.g., truck, bus, truck driving schools, school transportation) 2. Planning: •Develop plans based on identified high-risk scenarios (e.g., truck hijacking, hazmat incidents) •Conduct a risk assessment or hazard analysis 3. Training: •Update training and corresponding web-content for anti-terrorism and security awareness program. Emphasis should be placed on: oCreating a web-enabled, web-based training system oUtilizing “train the trainer” approach oIdentifying cost-effectiveness and efficiency in all training •Develop and include specialized training for HAZMAT drivers (webenabled is encouraged) •Develop a plan for scaling the program based on the size of future appropriations •Implement an evaluation methodology to ensure the training program is addressing homeland security issues in conjunction with the Guidelines •Implement a training component specific to State, local and law enforcement entities to familiarize these forces with the domain awareness and incident/suspicious activity reporting training afforded to students and with the identification devices used to distinguish trained personnel from those who have not been trained 4. Communications: • Call Center – Maintain a full-service (24/7) communications/call for the anti-terrorism and security awareness program center staffed with well-trained responders who will provide nationwide first responder and law enforcement contact numbers and electronic linkage to registered participants. The center must be capable of re-directing calls to law enforcement and first responders for immediate action or to the Highway ISAC for investigation as terrorist threats. The call center may also be utilized during an incident of national significance. 5. Information Analysis and Distribution: •Maintain the Highway ISAC, located at TSA’s Transportation Security Operations Center (TSOC) in Herndon, VA, and dedicated exclusively to highway and highway-transport related security needs and issues. The applicant will provide recommendations, implementation strategies, and a completed plan for continued Highway ISAC operations to include other transportation stakeholders. Responsibilities may include identifying the appropriate role of a highway-specific ISAC or implementation strategies that address incidents of critical national significance. Response D-3 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM III. Impact III.A. Describe what the potential homeland security risks of not funding this Investment are. Response Type Narrative Page Limit Not to exceed ½ page Response Instructions • Consider the risks that already exist and will be more prevalent and/or any new risks that will result if this Investment is not funded and implemented. • Briefly discuss potential outcomes if this risk is not addressed – explain what vulnerabilities will not be reduced or what potential consequences will not be mitigated. Response III.B. Describe the potential cost effectiveness and sustainability of this Investment without additional Federal funds. Response Type Narrative Page Limit Not to exceed ½ page Response Instructions Describe the security related impact to the trucking industry if you do not receive funding for this project. Response IV. Funding & Implementation Plan IV.A. Investment Funding Plan. Response Type Numeric and Narrative Page Limit Not to exceed 1 page Response Instructions • Complete the chart below to identify the amount of funding you are requesting for this Investment only; • Funds should be requested by allowable cost categories (as identified in the FY 2008 TSP Program Guidelines and Application Kit); • Applicants must make funding requests that are reasonable and justified by direct linkages to activities outlined in this particular Investment; and, • Applicants must indicate whether additional funding (non-FY 2008 TSP) will be leveraged for this Investment. Note: Investments will be evaluated on the expected impact on security relative to the amount of the investment (i.e., cost effectiveness). An itemized Budget Detail Worksheet and Budget Narrative must also be completed for this investment. See Appendix 5 of this document for a sample format. Response D-4 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM The following template illustrates how the applicants should indicate the amount of FY 2008 TSP funding required for the Investment, how these funds will be allocated across the cost elements, and any match being offered: FY 2008 TSP Request Total Cash Match Grand Total Participant Identification and Recruitment Planning Training Communications Information Analysis and Distribution M&A Total IV.B. Identify up to five (5) potential challenges to the effective implementation of this Investment (e.g., stakeholder buy in, sustainability, aggressive timelines). Response Type Narrative Page Limit Not to exceed ½ page Response Instructions • For each identified challenge, provide a brief description of how the challenge will be addressed and mitigated, and indicate a probability of occurrence (high, medium, or low); • The response should focus on the implementation only; • Consider the necessary steps and stages that will be required for successful implementation of the Investment; • Identify areas of possible concern or potential pitfalls in terms of Investment implementation; and, • Explain why those areas present the greatest challenge to a successful Investment implementation. Response IV.C. Describe the management team, including roles and responsibilities, that will be accountable for the oversight and implementation of this Investment, and the overall management approach they will apply for the implementation of this Investment. Response Type Narrative Page Limit Not to exceed ½ page Response Instructions • Provide the high-level skill sets (e.g., budget execution, grant administration, geospatial expert, outreach and communication liaison) that members of the management team must possess for the successful implementation and oversight of the Investment; • Discuss how those skill sets fulfill the oversight and execution responsibilities for the Investment, and how the management roles and responsibilities will be distributed/assigned among the management team; and, • Explain how the management team members will organize and work together in order to successfully manage the Investment. Response D-5 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM IV.D. Discuss funding resources beyond FY 2008 TSP that have been identified and will be leveraged to support the implementation and sustainment of this Investment. Response Type Narrative Page Limit Not to exceed ½ page Response Instructions • Discuss any other funding sources (e.g., non-TSP grant programs, public or private agreements, future fiscal year grants) that you plan on utilizing for the implementation and/or continued sustainment of this Investment; • If no other funding resources have been identified, provide rationale as to why the requested FY 2008 TSP funding is sufficient for the implementation and sustainment of this Investment. Response IV.E. Provide a high-level timeline, milestones and dates, for the implementation of this Investment. Possible areas for inclusion are: stakeholder engagement, planning, major acquisitions/purchases, training, exercises, and process/policy updates. Up to 10 milestones may be provided. Response Type Narrative Page Limit Not to exceed 1 page Response Instructions • Only include major milestones that are critical to the success of the Investment; • While up to 10 milestones may be provided, applicants should only list as many milestones as necessary; • Milestones are for this discrete Investment – those that are covered by the requested FY 2008 TSP funds and will be completed over the 36-month grant period; • Milestones should be kept to high-level, major tasks that will need to occur; • Identify the planned start date associated with the identified milestone. The start date should reflect the date at which the earliest action will be taken to start achieving the milestone; • Identify the planned completion date when all actions related to the milestone will be completed and overall milestone outcome is met; and, • List any relevant information that will be critical to the successful completion of the milestone (such as those examples listed in the question text above). Response D-6 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM IV.F. Describe the planned duration for this overall Investment. Discuss your long-term sustainability plans for the Investment after your FY 2008 TSP funds have been expended, if applicable. Response Type Narrative Page Limit Not to exceed ½ page Response Instructions • Give the expected total life-span for this Investment if fully implemented and sustained through completion; • Consider how this Investment will be sustained and funded after FY 2008 TSP funds are expended, if applicable; • Include information about resource needs (e.g., personnel, processes, and tools), as well as critical governance needs; and, • List critical milestones that are outside of the FY 2008 TSP grant period, and how those milestones will be met with the identified funding and resources. Response IV.G. Describe the technical implementation plan for this Investment. Discuss the innovativeness of the solution proposed. Response Type Narrative Page Limit Not to exceed ½ page Response Instructions • Define the vision, goals, and objectives for the risk reduction, and summarizes how the proposed Investment will fit into the overall effort to meet the critical infrastructure security priorities (including integration into existing security protocols); • Describe the specific needs and/or resource limitations that need to be addressed; • Identify specific needs and other details for training, awareness, exercises, and other programs, if applicable (e.g., number of people to be trained, length of training, type of training, number of printed materials, number of agencies and staff members involved in exercise planning, execution, and review); • Describe progress made on the security project this Investment will be completing, if applicable; and, • Reference use of prior year grant funds, if applicable. Response C. Investment Justification Submission and Naming Convention Investment Justifications must be submitted with the grant application as a file attachment within grants.gov. Applicants must use the following file naming convention when submitting required documents as part of the FY 2008 TSP. Investment Justification (through Grants.gov file attachment) . Name of Applicant_ IJ Number (Example: Company A_IJ#1) D-7 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Appendix E Sample Budget Detail Worksheet OMB Approval No. 1121-0188 A. Budget Detail Worksheet Purpose The Budget Detail Worksheet may be used as a guide to assist applicants in the preparation of the budget and budget narrative. You may submit the budget and budget narrative using this form or in the format of your choice (plain sheets, your own form, or a variation of this form). However, all required information (including the budget narrative) must be provided. Any category of expense not applicable to your budget may be deleted. A. Personnel. List each position by title and name of employee, if available. Show the annual salary rate and the percentage of time to be devoted to the project. Compensation paid for employees engaged in grant activities must be consistent with that paid for similar work within the applicant organization. Name/Position Computation Cost Note: Personnel costs are only allowable for direct management and administration of the grant award, i.e., preparation of mandatory post-award reports. TOTAL _________ B. Fringe Benefits. Fringe benefits should be based on actual known costs or an established formula. Fringe benefits are for the personnel listed in budget category (A) and only for the percentage of time devoted to the project. Fringe benefits on overtime hours are limited to FICA, Workman’s Compensation, and Unemployment Compensation. Name/Position Computation Cost TOTAL _________ Total Personnel & Fringe Benefits _________ C. Travel. Itemize travel expenses of project personnel by purpose (e.g., staff to training, field interviews, advisory group meeting, etc.). Show the basis of computation (e.g., six people to 3day training at $X airfare, $X lodging, $X subsistence). In training projects, travel and meals for trainees should be listed separately. Show the number of trainees and unit costs involved. Identify the location of travel, if known. Indicate source of Travel Policies applied, Applicant or Federal Travel Regulations. E-1 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Purpose of Travel Location Item Computation Cost TOTAL _________ D. Equipment. List non-expendable items that are to be purchased. Non-expendable equipment is tangible property having a useful life of more than two years. (Note: Organization’s own capitalization policy and threshold amount for classification of equipment may be used). Expendable items should be included either in the “Supplies” category or in the “Other” category. Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially high cost items and those subject to rapid technical advances. Rented or leased equipment costs should be listed in the “Contractual” category. Explain how the equipment is necessary for the success of the project. Attach a narrative describing the procurement method to be used. Item Computation Cost Budget Narrative: Provide a narrative budget justification for each of the budget items identified. TOTAL _________ E. Supplies. List items by type (office supplies, postage, training materials, copying paper, and other expendable items such as books, hand held tape recorders) and show the basis for computation. (Note: Organization’s own capitalization policy and threshold amount for classification of supplies may be used). Generally, supplies include any materials that are expendable or consumed during the course of the project. Supply Items Computation Cost TOTAL _________ F. Consultants/Contracts. Indicate whether applicant’s formal, written Procurement Policy or the Federal Acquisition Regulations are followed. Consultant Fees: For each consultant enter the name, if known, service to be provided, hourly or daily fee (8-hour day), and estimated time on the project. Name of Consultant Service Provided Computation Cost Budget Narrative: Provide a narrative budget justification for each of the budget items identified. Subtotal ___________ E-2 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Consultant Expenses: List all expenses to be paid from the grant to the individual consultant in addition to their fees (i.e., travel, meals, lodging, etc.) Item Location Computation Cost Budget Narrative: Provide a narrative budget justification for each of the budget items identified. Subtotal __________ Contracts: Provide a description of the product or services to be procured by contract and an estimate of the cost. Applicants are encouraged to promote free and open competition in awarding contracts. A separate justification must be provided for sole source contracts in excess of $100,000. Item Cost Budget Narrative: Provide a narrative budget justification for each of the budget items identified. Subtotal ________ TOTAL __________ G. Other Costs. List items (e.g., rent, reproduction, telephone, janitorial or security services, and investigative or confidential funds) by major type and the basis of the computation. For example, provide the square footage and the cost per square foot for rent, and provide a monthly rental cost and how many months to rent. Description Computation Cost Budget Narrative: Provide a narrative budget justification for each of the budget items identified. Important Note: If applicable to the project, construction costs should be included in this section of the Budget Detail Worksheet. TOTAL _________ H. Indirect Costs. Indirect costs are allowed only if the applicant has a Federally approved indirect cost rate. A copy of the rate approval, (a fully executed, negotiated agreement), must be attached. If the applicant does not have an approved rate, one can be requested by contacting the applicant’s cognizant Federal agency, which will review all documentation and approve a rate for the applicant organization, or if the applicant’s accounting system permits, costs may be allocated in the direct costs categories. E-3 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Description Computation Cost TOTAL _________ Budget Summary. When you have completed the budget worksheet, transfer the totals for each category to the spaces below. Compute the total direct costs and the total project costs. Indicate the amount of Federal funds requested and the amount of non-Federal funds that will support the project. Budget Category Federal Amount Non-Federal Amount A. Personnel __________ ___________ B. Fringe Benefits __________ ___________ C. Travel __________ ___________ D. Equipment __________ __________ E. Supplies __________ ___________ F. Consultants/Contracts __________ ___________ G. Other __________ ___________ Total Direct Costs __________ __________ H. Indirect Costs __________ ___________ * TOTAL PROJECT COSTS __________ __________ Federal Request __________ Non-Federal Amount __________ B. Detailed Budget Submission and File Naming Convention Detailed Budgets must be submitted with the grant application as a file attachment within grants.gov. Applicants must use the following file naming convention when submitting required documents as part of the FY 2008 TSP. Detailed Budget (through Grants.gov file attachment) . Name of Applicant_ IJ Number_Budget (Example: Company A_IJ#1_Budget) E-4 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Appendix F Award and Reporting Requirements Prior to the transition to FEMA, the former Office of Grants and Training preparedness programs followed The Department of Justice's codified regulations, 28 CFR and the OGO Financial Management Guide. The former Office of Grants and Training is now within FEMA and all preparedness programs will follow FEMA's codified regulations, 44 CFR. A. Grant Award and Obligation of Funds. Upon approval of an application, the grant will be awarded to the grant recipient. The date that this is done is the “award date.” Obligations are a legal liability to pay, under a grant, subgrant, or contract, determinable sums for services or goods incurred during the grant period. This includes, but is not limited to, amounts of orders placed, contracts and subgrants awarded, goods and services received, and similar transactions during a given period that will require payment by the grantee during the same or a future period. The period of performance is 36 months. Any unobligated funds will be deobligated at the end of this period. Extensions to the period of performance will be considered only through formal requests to FEMA with specific and compelling justifications why an extension is required. B. Post Award Instructions. The following is provided as a guide for the administration of an award. Additional details and requirements may be provided to the grantee in conjunction with finalizing an award. 1. Review award and special conditions document. Notification of award approval is made by e-mail through the Grants Management System (GMS). Once an award has been approved, a notice is sent to the e-mail address of the individual who filed the application, as well as to the authorized grantee official. Follow the directions in the notification e-mail and log into GMS to access the award documents. The authorized grantee official should carefully read the award and special condition documents. If you do not receive a notification e-mail, please contact your Preparedness Officer for your award number. Once you have the award number, contact the GMS Help Desk at (888) 549-9901, option 3 to obtain the username and password associated with the new award. F-1 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM If you agree with the terms and conditions, the authorized grantee official should sign and date both the original and the copy of the award document page in Block 19 and initial the special conditions page(s). Retain a copy and fax the documents to (202) 786-9905 Attention: Control Desk or send the original signed documents to: U.S. Department of Homeland Security/FEMA Grant Programs Directorate/Control Desk 4th Floor, TechWorld 500 C St SW Washington, DC 20472 If you do not agree with the terms and conditions, contact the Preparedness Officer named in the award package. 2. Complete and return form SF1199A . The SF1199A Direct Deposit Sign-up Form is used to set up direct deposit for grant payments. The SF1199A form can be found at: http://www.fema.gov/government/grant/administration.shtm. NOTE: Please include your vendor number in Box C of the SF1199A form. 3. Access to payment systems. Grantees under this solicitation will use FEMA’s online Payment and Reporting System (PARS) to request funds. The website to access PARS is https://isource.fema.gov/sf269/execute/LogIn?sawContentMessage=true. Questions regarding payments or how to access PARS should be directed to the FEMA Call Center at (866) 927-5646 or sent via e-mail to ask-OGO@dhs.gov. 4. Reporting requirements. Reporting requirements must be met throughout the life of the grant (refer to the program guidance and the special conditions found in the award package for a full explanation of these requirements. Please note that PARS contains edits that will prevent access to funds if reporting requirements are not met on a timely basis. 5. Questions about your award? A reference sheet is provided containing frequently asked financial questions and answers. Financial management questions regarding your award should be directed to the FEMA Call Center at (866) 927-5646 or sent via e- mail to ask-OGO@dhs.gov. Note: If you have any questions about GMS, need to establish a GMS account, or require technical assistance with accessing your award, please contact the GMS Help Desk at (888) 549-9901. F-2 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM C. Drawdown and Expenditure of Funds. Following acceptance of the grant award and release of any special conditions withholding funds, the grantee can drawdown and expend grant funds through PARS. Grant recipients should request funds based upon immediate disbursement requirements. Funds will not be paid in a lump sum, but rather disbursed over time as project costs are incurred or anticipated. Recipients should time their drawdown requests to ensure that Federal cash on hand is the minimum needed for disbursements to be made immediately or within a few days. Grantees may elect to draw down funds up to 120 days prior to expenditure/ disbursement. FEMA strongly encourages recipients to draw down funds as close to expenditure as possible to avoid accruing interest. Funds received by grantees must be placed in an interest-bearing account and are subject to the rules outlined in 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments and 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements (Including Sub-awards) with Institutions of Higher Education, Hospitals and other Non-profit Organizations (formerly OMB Circular A-110). These regulations further provide that entities are required to promptly, but at least quarterly, remit interest earned on advances to: United States Department of Health and Human Services Division of Payment Management Services P.O. Box 6021 Rockville, MD 20852 The grantee may keep interest earned, up to $100 per fiscal year for administrative expenses. This maximum limit is not per award; it is inclusive of all interest earned on all Federal grant program funds received. Although advance drawdown requests are permissible, State grantees remain subject to the interest requirements of the Cash Management Improvement Act (CMIA) and its implementing regulations at 31 CFR Part 205. Interest under CMIA will accrue from the time Federal funds are credited to a State account until the time the State pays out the funds for program purposes. F-3 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM D. Reporting Requirements. 1. Financial Status Report (FSR) -- required quarterly. Obligations and expenditures must be reported on a quarterly basis through the FSR, which is due within 30 days of the end of each calendar quarter (e.g., for the quarter ending March 31, FSR is due no later than April 30). A report must be submitted for every quarter of the period of performance, including partial calendar quarters, as well as for periods where no grant activity occurs. Future awards and fund draw downs may be withheld if these reports are delinquent. The final FSR is due 90 days after the end date of the performance period. FSRs must be filed online through the PARS. Required submission: Financial Status Report (FSR) SF-269a (due quarterly). 2. Categorical Assistance Progress Report (CAPR). Following an award, the grantee will be responsible for providing updated obligation and expenditure information on a semi-annual basis. The CAPR is due within 30 days after the end of the reporting period (July 30 for the reporting period of January 1 through June 30; and January 30 for the reporting period of July 1 though December 31). Future awards and fund drawdowns may be withheld if these reports are delinquent. CAPRs must be filed online through the internet at http://grants.ojp.usdoj.gov. Guidance and instructions for completing the CAPR can be found at https://grants.ojp.usdoj.gov/gmsHelp/index.html . Required submission: CAPR (due semi-annually). 3. Exercise Evaluation and Improvement. Exercises implemented with grant funds should be threat- and performance- based and should evaluate performance of critical prevention and response tasks required to respond to the exercise scenario. Guidance on conducting exercise evaluations and implementing improvement is defined in the Homeland Security Exercise and Evaluation Program (HSEEP) Volume II: Exercise Evaluation and Improvement located at www.hseep.dhs.gov. Grant recipients must report on scheduled exercises and ensure that an After Action Report (AAR) and Improvement Plan (IP) are prepared for each exercise conducted with FEMA support (grant funds or direct support) and submitted to FEMA within 60 days following completion of the exercise. The AAR documents the performance of exercise related tasks and makes recommendations for improvements. The IP outlines the actions that the exercising jurisdiction(s) plans to take to address recommendations contained in the AAR. Generally the IP, with at least initial action steps, should be included in the final AAR. FEMA is establishing a national database to facilitate the scheduling of exercises, the submission of the AAR/IPs and the tracking of IP implementation. Guidance on the development of AARs and IPs is provided in Volume II of the HSEEP manuals. Required submissions: AARs and IPs (as applicable). F-4 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM 4. Financial and Compliance Audit Report. Recipients that expend $500,000 or more of Federal funds during their fiscal year are required to submit an organization- wide financial and compliance audit report. The audit must be performed in accordance with the U.S. General Accountability Office, Government Auditing Standards, located at http://www.gao.gov/govaud/ybk01.htm, and OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, located at http://www.whitehouse.gov/omb/circulars/a133/a133.html. Audit reports are currently due to the Federal Audit Clearinghouse no later than nine months after the end of the recipient’s fiscal year. In addition, the Secretary of Homeland Security and the Comptroller General of the United States shall have access to any books, documents, and records of recipients of grant assistance for audit and examination purposes, provided that, in the opinion of the Secretary or the Comptroller, these documents are related to the receipt or use of such assistance. The grantee will also give the sponsoring agency or the Comptroller, through any authorized representative, access to, and the right to examine all records, books, papers or documents related to the grant. The State shall require that sub-grantees comply with the audit requirements set forth in OMB Circular A-133. Recipients are responsible for ensuring that sub-recipient audit reports are received and for resolving any audit findings. 5. Federal Funding Accountability and Transparency Act. While there are no State and Urban Area requirements in FY 2008, the Federal Funding Accountability and Transparency Act of 2006 may affect State and Urban Area reporting requirements in future years. The Act requires the Federal government to create a publicly searchable online database of Federal grant recipients by January 1, 2008 with an expansion to include sub-grantee information by January 1, 2009. 6. National Preparedness Reporting Compliance. The Government Performance and Results Act (GPRA) requires that the Department collect and report performance information on all programs. For grant programs, the prioritized Investment Justifications and their associated milestones provide an important tool for assessing grant performance and complying with these national preparedness reporting requirements. FEMA will work with grantees to develop tools and processes to support this requirement. DHS anticipates using this information to inform future-year grant program funding decisions. F-5 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM E. Monitoring. Grant recipients will be monitored periodically by FEMA staff, both programmatically and financially, to ensure that the project goals, objectives, performance requirements, timelines, milestone completion, budgets and other related program criteria are being met. Monitoring will be accomplished through a combination of office-based reviews and on-site monitoring visits. Monitoring will involve the review and analysis of the financial, programmatic, performance and administrative issues relative to each program and will identify areas where technical assistance and other support may be needed. The recipient is responsible for monitoring award activities, to include sub-awards, to provide reasonable assurance that the Federal award is administered in compliance with requirements. Responsibilities include the accounting of receipts and expenditures, cash management, maintaining of adequate financial records, and refunding expenditures disallowed by audits. F. Grant Close-Out Process. Within 90 days after the end of the award period, grantees must submit a final FSR and final CAPR detailing all accomplishments throughout the project. After these reports have been reviewed and approved by FEMA, a Grant Adjustment Notice (GAN) will be completed to close out the grant. The GAN will indicate the project as being closed, list any remaining funds that will be deobligated, and address the requirement of maintaining the grant records for three years from the date of the final FSR. After the financial information is received and approved by GPD, the grant will be identified as “Closed by the Grant Programs Directorate.” Required submissions: (1) final SF-269a, due 90 days from end of grant period; and (2) final CAPR, due 90 days from the end of the grant period F-6 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM Appendix G Additional Resources This Appendix describes several resources that may help applicants in completing this application. 1. Centralized Scheduling & Information Desk (CSID) Help Line. The CSID is a non-emergency resource for use by emergency responders across the nation. CSID is a comprehensive coordination, management, information, and scheduling tool developed by DHS through FEMA for homeland security terrorism preparedness activities. The CSID provides general information on all FEMA preparedness grant programs and information on the characteristics of CBRNE, agro-terrorism, defensive equipment, mitigation techniques, and available Federal assets and resources. The CSID maintains a comprehensive database containing key personnel contact information for homeland security terrorism preparedness programs and events. These contacts include personnel at the Federal, State and local levels. The CSID can be contacted at (800) 368-6498 or askcsid@dhs.gov. CSID hours of operation are from 8:00 am–6:00 pm (EST), Monday-Friday. 2. Grant Programs Directorate (GPD). FEMA GPD will provide fiscal support, including pre- and post-award administration and technical assistance, to the grant programs included in this solicitation. For financial and administrative guidance, all state and local government grant recipients should refer to 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. Institutions of higher education, hospitals, and other non-profit organizations should refer to 2 CFR Part 215 for the applicable uniform administrative requirements. Additional guidance and information can be obtained by contacting the FEMA Call Center at (866) 927-5646 or via e-mail to ask-OGO@dhs.gov. 3. GSA’s Cooperative Purchasing Program. The U.S. General Services Administration (GSA) offers two efficient and effective procurement programs for State and local governments to purchase products and services to fulfill homeland security and other technology needs. The GSA Schedules (also referred to as the Multiple Award Schedules and the Federal Supply Schedules) are long-term, indefinite delivery, indefinite quantity, government-wide contracts with commercial firms of all sizes. G-1 U.S. DEPARTMENT OF HOMELAND SECURITY – TRUCKING SECURITY PROGRAM • Cooperative Purchasing Program Section 211 of the E-Government Act of 2002, authorized GSA sales of Schedule 70 IT products and services to State and Local Governments through the introduction of Cooperative Purchasing. The Cooperative Purchasing program allows State and local governments to purchase from Schedule 70 (the Information Technology Schedule) and the Consolidated Schedule (containing IT Special Item Numbers) only. Cooperative Purchasing is authorized by Federal law and was enacted when Section 211 of the E-Government Act of 2002 amended the Federal Property and Administrative Services Act. Under this program, State and local governments have access to over 3,500 GSA Schedule contractors who have voluntarily modified their contracts to participate in the Cooperative Purchasing program. The U.S. General Services Administration provides a definition of State and local governments as well as other vital information under the frequently asked questions section on its website at http://www.gsa.gov/cooperativepurchasing. • Disaster Recovery Purchasing Program GSA plays a critical role in providing disaster recovery products and services to Federal agencies. Now State and Local Governments can also benefit from the speed and savings of the GSA Federal Supply Schedules. Section 833 of the John Warner National Defense Authorization Act for Fiscal Year 2007(Public Law 109-364) amends 40 U.S.C. 502 to authorize the GSA to provide State and Local governments the use of ALL Federal Supply Schedules of the GSA for purchase of products and services to be used to facilitate recovery from a major disaster declared by the President under the Robert T. Stafford Disaster Relief and Emergency Assistance Act or to facilitate recovery from terrorism or nuclear, biological, chemical, or radiological attack. In the aftermath of emergency events, State or local governments’ systems may be disrupted. Thus, use of Federal Supply schedule contracts prior to these events to acquire products or services to be used to facilitate recovery is authorized. State or local governments will be responsible for ensuring that purchased products or services are to be used to facilitate recovery. GSA provides additional information on the Disaster Recovery Purchasing Program website at http://www.gsa.gov/disasterrecovery. State and local governments can find a list of eligible contractors on GSA’s website, http://www.gsaelibrary.gsa.gov, denoted with a or symbol. Assistance is available from GSA on the Cooperative Purchasing and Disaster Purchasing Program at the local and national levels. For assistance at the local level, visit http://www.gsa.gov to find the point of contact in your area. For assistance at the national level, contact Tricia Reed at patricia.reed@gsa.gov, 571-259-9921. More information is available at http://www.gsa.gov/cooperativepurchasing and http://www.gsa.gov/disasterrecovery. G-2