FY 2010 Port Security Grant Program

1. FY 2010 Port Security Grant Program Grant Guidance Outreach Grant Programs Directorate and United States Coast Guard December 2009

2. Table of Contents Overview Application Post-Award Resources Environmental Planning and Historic Preservation (EHP) Compliance

3. Overview FY 2010 Transportation Grant Programs • The FY 2010 Port Security Grant Program (PSGP) is one of five grant programs within the Transportation Infrastructure Security Branch (TISB) Transportation Infrastructure Security Branch (TISB) Intercity Bus Security Grant Program (IBSGP) Port Security Grant Program (PSGP) Transit Security Grant Program (TSGP) Freight Rail Security Grant Program (FRSGP) Intercity Passenger Rail (IPR)

4. Overview FY 2010 PSGP • Authorizing Statutes • Department of Homeland Security Appropriations Act, 2010 (Public Law 111-83) • Section 102 of the Maritime Transportation Security Act of 2002, as amended (46 U.S.C. §70107) • Period of Performance: 36 months (p. 7)

5. Overview FY 2010 PSGP Key Updates • No required cost sharing, matching, or cost participation • Management and Administration (M&A) capped at 5% for grantees and 3% for sub grantees(p. 22) • Investment Justifications (IJ) for Group I and II due 45 business days (April 19, 2010) after application deadline(p. 19-20) • No designated Ferry appropriation(p. 9) • Ferries in Group I and II apply through designated FA • All other Ferries apply with Group III and All Other Port Areas • Changes in allowable costs(p. 22-34) • Funding for standard operations vehicles utilized for routine duties, such as patrol cars and fire trucks, is no longer allowable • Funding for conducting vulnerability assessments to evaluate and make recommendations with respect to security is no longer allowable

6. Overview FY 2010 PSGP Funding Priorities • Enhancing Maritime Domain Awareness (MDA)(p. 22) • Reflect regionalized approach, projects doing more than for just one port • Allows leaders to make effective decisions and act early against threats • Examples of projects: credentialing, communications, and enhanced intelligence sharing and analysis • Enhancing Improvised Explosive Device (IED) and Chemical, Biological, Radiological, Nuclear, Explosive (CBRNE) prevention, protection, response, and recovery capabilities(p. 23) • Of particular concern are IEDs delivered via small craft, underwater swimmers, or on ferries • Training and Exercises Must follow Area Maritime Security Training Exercise Program or the TSA ISTEP guidelines that test operational protocols(p. 24) • For clarification, visitwww.hseep.dhs.gov or email hseep@fema.gov • Efforts supporting implementation of the Transportation Worker Identification Credential (TWIC)(p. 23) • Congressionally mandated security program for using secure ID cards for individuals requiring unescorted access to port facilities

7. Overview Basic Eligibility Requirements • Must be fully compliant with relevant Maritime Security Regulations (33 CFR Parts 101-106, MTSA Regulations) (p. 8) • Must implement the National Incident Management System (NIMS) (p. 14) • Congress directed the Department of Homeland Security (DHS) to apply the funds to the highest risk ports (p. 9) • There are a total of 147 port areas aggregated into 91 discreet port funding areas eligible to apply for funds identified for each of the four PSGP funding pools • There is no longer a separate 5th funding pool for Ferry Systems Funding Pools Group I Group II Group III All Other Port Areas

8. *Completed applications must be received on Grants.gov no later than 11:59pm EST, Friday, February 12, 2010 Overview FY 2010 PSGP Timeline Application Period Opens FA Decision Due Date Application Due Date IJ Submission (Groups I and II) Award Announcement December 8, 2009 December 31, 2009 February 12, 2010 April 19, 2010 on or before September 30, 2010

9. Overview The Fiduciary Agent (FA) Model(p. 15) • Group I and II port areas must continue with the FA process and can either retain their current FA or select a new FA to deal specifically with FY 2010 award • Newly identified Group II port areas can begin the FA process and select a FA or opt out of the FA process • Group IIIs and All Other Port Areas do not need an FA and apply directly to FEMA FAs with approved PWRP Submit Investment Justifications that align with approved Port Wide Risk Management Plan (PWRP) Submit IJ that align with respective Area Maritime Security Plan (AMSP), Facility Security Plan (FSP), or Vessel Security Plan (VSP) FAs without approved PWRP

10. Application How do I apply? • All eligible entities must apply for funding through www.grants.gov • Questions call (800) 518-4726; see Grants.gov FAQ Handout • To access application: • Select “Apply for Grants,” then “Download Application Package” • Enter CFDA number (97.056) and/or the Funding Opportunity Number (DHS-10-GPD-056-000-01 ) • Select “Download Application Package,” and follow prompts to download application package • To access instructions: • Select “Apply for Grants,” then “Download Application Package,” then “Instructions” • DUNS® Number • Verify have DUNS number, or take the steps necessary to obtain one ASAP • Applicants can receive a DUNS number at no cost by calling the DUNS number request line at (866) 705-5711 • Valid Central Contractor Registry (CCR) Registration • Must confirm CCR registration at http://www.ccr.gov • Completed applications must be received on Grants.gov by no later than 11:59pm EST, Friday, February 12, 2010

11. Application Application Components (p. 18) • IJ for projects • Detailed Budget(s) containing only allowable costs • MOUs/MOAs (if applicable) • EHP Details (if available) • Standard Forms (SF) (http://www07.grants.gov/agencies/forms_repository_information.jsp) • SF-424, Application for Federal Assistance • SF-424A, Budget Information • SF-424B, Assurances • SF-424C, Budget Information – Construction Form • SF-424D, Assurances – Construction Programs • SF-LLL, Disclosure of Lobbying Activities • Lobbying Form – Certification Regarding Lobbying  • Certification Regarding Debarment, Suspension, and Other Responsibility Matters • Certification Regarding Drug-Free Workplace Requirements

12. Application Investment Justifications (IJ) (p. 19-20) • Address each initiative being proposed for funding • Demonstrate how projects address gaps and deficiencies in current programs and capabilities • Demonstrate ability to provide enhancements consistent with the purpose of the PSGP program • Separate IJ for each proposed project • Applicants within Group III or All Other Port Areas may apply for up to three projects • Due to nature of FA process, FAs are not limited to three projects • All IJs must be consistent with all applicable requirements outlined in guidance • IJ components: 1. Background 2. Strategic and program priorities 3. Impact 4. Funding and Implementation Plan • IJ template provided in Part VIII of guidance

13. Application Detailed Budget (p. 20-21) • Template provided in Part VIII of guidance (titled “Budget Detail Worksheet”) • While the format is not required, it is highly recommended that applicants use the template • Cost categories are required • Include quantity and cost • SF 424A/C (Grants.gov forms) do not replace the Detailed Budget requirement  both the Detailed Budget AND the SF424 A/C must be submitted with the application • Budget must be complete, reasonable, cost-effective, and provide the appropriate level of detail to clarify intent • Budget provides the basis of computation of all project-related costs (including M&A) and any appropriate narrative

14. Application Allocation Announcement & Award Notification • Final allocations are first announced by the Secretary no later then 60 days after the close of the application period • An Information Bulletin (IB) is distributed and includes a list of allocations to those entities receiving awards • The IB is sent out through AskCSID and posted to FEMA and HOMEPORT websites • Official awards are made on a rolling basis and grantees receive an electronic notification on or before September 30, 2010(p. 36) • Grantees must officially accept award upon notification • Email includes instructions on how to access the award • Contact the GMS Help Desk to obtain username and password: 1-888-549-9901

15. Post-Award Financial and Programmatic Reporting (p. 46-49) • Federal Financial Reports (FFR) are required quarterly SF-425 • SF-425 replaces the SF-269 • Must be filed online through the PARS website • Reporting periods and due dates: • October 1 through December 31, due January 30 • January 1 through March 31, due April 30 • April 1 through June 30, due July 30 • July 1 through September 30, due October 30 • Financial and Compliance Audit Report – it is suggested to keep financial information 3 years after award closeout • Semi-Annual Progress Report (SAPR) • Formerly titled CAPR • Reporting periods and due dates: • January 1 through June 30, due July 30 • July 1 though December 31, due January 30

16. Resources Information Bulletins (IB)

17. Resources VA HI PSGP Program Analyst State Assignments Kathleen Steinle Kathleen.Steinle@dhs.gov (202) 746-5652 Venita Lane Venita.Lane@dhs.gov (202) 786-9470 Rene Phillips LurrandaRene.Phillips@dhs.gov (202) 786-9735 Jackie Jackson Jacqueline.Jackson1@dhs.gov (202) 786-9513 Alex Berberian Alexander.Berberian@dhs.gov (202) 786-9474 Duane Davis Acting Section Chief Duane.Davis@dhs.gov (202) 786-9533 Jeff Hall Jeffrey.Hall1@dhs.gov (202) 786-9778 AK WA I ME X VT MT ND NH I MN OR VIII II WI MA NY ID SD MI RI WY CT PA V IA NJ NE III NV OH VII IN IL IX DE UT WV WV CO MD KS MO CA KY NC TN AZ OK IV SC AR NM GA VI AL MS TX Guam Northern Mariana Islands American Samoa LA Puerto Rico FL Tier I Port Area Virgin Island

18. Resources Program Office Contact Information

19. Resources Contact Information

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

21. EHP Compliance What is an EHP Review? • Involves an analysis of pertinent project information used to determine the appropriate amount of documentation required for EHP compliance • All projects funded with Federal grant dollars must comply with EHP laws, regulations, and Executive Orders • Projects must be EHP approved before initiation • GPD certifies that a grant-funded project is in compliance with applicable EHP laws, regulations, and Executive Orders • Complex projects will typically require more information to reach a determination

22. EHP Compliance EHP Laws and Executive Orders ExecutiveOrders: Endangered Species Act Environmental Justice National Historic Floodplains Preservation Act Wetlands NEPA Clean Air Act Coastal Barrier Clean Water Act Resources Act Resource Conservation & Coastal Zone RecoveryAct Management Act

23. Endangered Species Cultural Resources Historic properties Archaeological sites Air and Water Quality Noise Fish, Habitat & Wildlife Floodplains Wetlands Coastal Zones Agricultural Lands Environmental Justice Socioeconomic Resources Land Use Hazardous Materials Traffic Geology (Topography, Soils) EHP Compliance What are EHP Considerations?

24. EHP Compliance Floodplains and Wetlands • Avoid to the extent possible adverse impacts to wetlands and actions within or affecting floodplains • If there is a reasonable alternative outside the wetland or floodplain, FEMA will not fund the project within the wetland or floodplain • If the project impacts or may impact wetlands or a floodplain you should submit: • Section 404 and Section 10 permits (Wetlands) • National Wetlands Inventory Map showing project location http://www.fws.gov/wetlands/Data/mapper.html • FEMA Flood Insurance Rate Map (FIRM) showing project location http://www.fema.gov/hazard/map/firm.shtm

25. EHP Compliance Coastal Zone Management Act (CZMA) • Goals: • Reduce uncontrolled development on islands, beaches, salt marshes, transitional or inter-tidal areas, and other coastal areas • Applicability: • States with a shoreline in the coastal zone or ones that border the Great Lakes • All states in the coastal zone have a Coastal Zone Management Plan (CZMP) • Be aware of the states CZMP and ensure that your project is in compliance

26. EHP Compliance Importance of Compliance Compliance Non-Compliance • Protection of natural and cultural resources • Improved project planning • Cost efficient • Programmatic and financial compliance • Efficient project implementation • Improved community relations • Project delays • De-obligation of funding • Negative publicity • Civil penalties • Lawsuits

27. EHP Compliance GPD EHP Review Process • Grantees are responsible for providing all relevant EHP materials to GPD • Grant funds may be used for preparation of EHP documentation • FEMA may be required to consult with State Historic Preservation Office (SHPO), the U.S. Fish and Wildlife Service (FWS), etc.

28. Roles and Responsibilities Grantees Responsible for EHP compliance Submittal of all EHP review packets to GPD GPD Program Analysts (PA) Point of contact between the grantee, GPD-EHP Team, and Regional Environmental Officer (REO) Approval of projects with no potential for environmental and/or historic preservation impacts (Type A) EHP Compliance

29. Roles and Responsibilities GPD-EHP Team Point of contact for PAs and REOs Approval of projects with no potential for environmental and/or historic preservation impacts if certain conditions apply (Type B) REO Review and approval of project with potential for environmental and/or historic preservation impacts (Type C) Responsible for State Historic Preservation Office (SHPO) consultation, with the assistance if necessary from GPD Liaison with grantees and GPD EHP Compliance

30. EHP Compliance Type A Projects • Projects with no potential for environmental and/or historic preservation impacts: • Planning • Classroom-based training and exercises • Field-based training at existing facilities with established procedures • Personnel • Mobile and portable equipment (PPE, radios, etc.), vehicles, and other equipment that does not require any installation

31. EHP Compliance Type B Projects • Projects with no potential for environmental and/or historic preservation impacts if certain conditions apply • Examples include: • Physical security enhancements • Equipment installation (structures less than 50 yrs old) • e.g. physical security/access controls • Typical questions • Does the project involve new ground disturbance or clearance of vegetation? • Does project utilize existing infrastructure? • Will work occur in the vicinity of historicproperties? • Will work occur in or near water?

32. EHP Compliance Type C Projects • Projects that may have the potential for environmental and/or historic preservation impacts: • Additional analysis and documentation may be required to adequately address the impacts in compliance with applicable EHP laws and regulations • Environmental Assessments (EAs), Biological Assessments (BAs), or Memoranda of Agreement (MOAs) may be required • Public involvement may be required

33. EHP Compliance Type C Example: Modification of Buildings & Structures 50 + Years Old • Equipment installation (e.g. physical security/access controls) on, in, or in the vicinity of historic buildings, piers, bridges, etc. • Building renovation/hardening (e.g. doors, gates, windows)

34. EHP Compliance EHP Review Packet • A complete EHP review packet will provide the necessary information to expedite the EHP review • What are the required contents? • Detailed project description • Physical address of structure/facility or lat/long • Clear color photographs (ground-level and aerial) • Dimensions/acreage/square footage of structure and/or land affected • Extent and depth of ground disturbance for: • New construction and structure modification • Utility line placement • Fencing, light posts, etc., installations • Height of communication towers • Special equipment being used, staging areas, etc. • Year building or structure was built (to include buildings or structures that are in the vicinity)

35. EHP Compliance GPD EHP Updates • CSID point of entry for all EHP review packets • Programmatic Environmental Assessment (PEA) • Screening Memo (see CD) • Authorized Equipment List (AEL) • Updated to reflect appropriate equipment • EHP MailboxGPDEHPinfo@dhs.gov • For EHP related questions

36. EHP Compliance Tips for a Timely EHP Review • A clear and descriptive project description, with clear color photos and maps • Submit materials as soon as you receive your award notice or in your planning phase • Include any previous Master Plans or other environmental documentation • What work is being proposed, where will it take place, and how will it be carried out?

37. EHP Compliance EHP Points of Contact

38. Questions?