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Questions and Answers

Intercity Bus Security Grant Program FY 2009

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Conference Call Questions and Answers

Question and Answers received via Email

When will the application packages and application instructions be posted on grants.gov?

FEMA will be releasing an Information Bulletin (IB) that will note when the grants.gov system and applications are available. For more information, please see Information Bulletin #295 (IB #295) which is available on our website at: www.tsa.gov/grants. In the meantime, we suggest that you complete the following steps:

Will applicants need to fill out the standard forms (i.e., SF 424, standard assurances and certifications, etc) for each separate Investment Justification (IJ), or just once per application?

You only need one set of completed standard forms regardless of how many investments you are submitting. The standard forms including the SF 424s, standard assurances and certifications are required and must be submitted along with your IJs and budgets. You may download the standard forms and store your information on grants.gov at any time however do not hit the submit button until you are ready to submit a complete application with IJ(s) and detailed budget(s).

If our agency was awarded monies in a previous grant for GPS installation, can we apply for training time and costs in the next grant application?

Yes, as long as the training time and costs meet the requirements on page 27-28 of the grant guidance and the applicant's vulnerability assessment and security plan are current (page 25-26 of the grant guidance).

Does a company's facility have to be located in a UASI to be eligible to receive facility security enhancement funds?

The facility itself does not have to be in a UASI region, but the company must provide service in a UASI region.

Can you provide guidelines or a checklist for conducting an in-house security assessment? What kind of paperwork is required to support such an assessment? And what are the specifics of implementation of a security plan?

The applicant can go to http://www.tsa.gov/what_we_do/grants/programs/
ibsgp/2009/guidance_application.shtm and follow the link for the Security and Emergency Preparedness Plan template. The grantee can also hire a private contractor to conduct the Security Plans/Vulnerability Assessments; however, the government cannot promote or recommend the services of any specific company. More information on Security Plans/Vulnerability Assessments is listed under Funding priorities in the FY2009 IBSGP Guidance and Application Kit (pages 3-4).

Is the TWIC card an allowable project for reimbursement under the IBSGP 09?

The TWIC card is not an allowable expense under the FY2009 IBSGP.

I run a bus company and I am a little confused on the proper manner in which a SEPP would be presented as I have never applied for a security grant previously. I do know that I would like to add cameras, GPS, mobile command station and 24 hour security and surveillance to my facilities and vehicles. How would I properly prepare an SEPP? Could I just write a formal letter outlining what I believe is our security needs and deficiencies?

As you are hopefully aware, if you do not have a security plan (e.g., SEPP), then the only project you are eligible to apply for is for the development of the SEPP. A SEPP Plan template is available on our website at http://www.tsa.gov/what_we_do/grants/programs/
ibsgp/2008/guidance_application.shtm, and is also attached here for ease of reference. This will give you an idea of what must be included in order for your SEPP to be complete.

If a 2008 IBSGP grant was received for the completion of the Vulnerability Assessment and Security Plan, but the budget review has not been completed (due in January 2009), may we still file for 2009 grant with the understanding that VA and Security Plan will be completed prior to any expenditure of approved 2009 grant funds?

Yes. If you received funding for a Vulnerability Assessment and Security Plan in 2008 but that project has not cleared the necessary reviews, you may go ahead and apply for other projects in FY 2009. Just make a note to this effect on the Vulnerability Assessment and Security Plan certification form.

Are there any approved DHS or FEMA trainings or drills (including ICS training) that have been geared toward the motorcoach industry that is acceptable for 2009 grant funding?

Courses and trainings proposed by grantees are generally approved on a case to case basis. An example would be a training called "Operation Secure Transport", which was produced by the American Bus Association. A basic ICS training can be taken on-line through FEMA's Emergency Management Institute (www.training.fema.gov).

One of my clients wants to get some facility security enhancements, he may move next spring, and he is not sure. If he puts in for fencing and it gets approved for his old place and it turns out that he does move & the new place needs fencing and cameras can he just transfer the grant to the new place?

Answer: It would be possible to transfer the grant but not without doing a Grant Adjustment Notice changing the location and a new EHP review.

If he decides in the spring that the new place will be an entirely new complex can he transfer the facility enhancements (fencing and cameras) for a building that is not built yet?

No, the facility must be in place prior to the close of the application period.

We have a question concerning the scoring. For example, the Blue Bus Company has 3 projects and one gets a score of 100, one 90, and one 80. The Green Bus Company has 2 projects, one getting a score of 70 and the other 60. After all the projects are scored, do you place them in order and take them off the top one by one until TSA spends all the tier 2 money, or do you try to give at least one per company that applies for a grant?

All projects reviewed are ranked according to total score, and projects are funded by score until the funding runs out, so in the example above, it is possible that all 3 projects from Blue Bus Company would be funded before any from Green Bus Company are funded because Blue Bus Company had higher scoring projects.

If a company really wants one project over another are their chances better to apply for only that one project or should they apply for several?

We cannot advise on how an applicant should prioritize/strategize in submitting projects.

What defines a "non-vulnerability assessment or security plan project"? Or is it a fair statement that all grants awarded through this year's funding require submission of a SEPP plan?

A "non-vulnerability assessment or security plan project" is basically any other eligible project type that is not the development of a vulnerability assessment or security plan. In order to be eligible for project types other than the development of those plans/assessments, the bus company must certify they have a current vulnerability assessment and security plan (a current SEPP would suffice). If they do not have a current vulnerability assessment and security plan, then the only type of project they can apply for is to develop the assessment and plan.

We are a privately owned fixed route intercity bus company serving a defined UASI jurisdiction. Coupled with our location in the NE, would the installation of electrical generators be eligible for funding given the need for security systems to include building access, cameras, and communications which operate 24 hours a day?

The eligible list of project types are listed in the FY 2009 IBSGP grant guidance on pages 4-5. Based on the information provided above, it would not appear that generators fall into one of those types. However, if you can align the project with one of the project types listed, and make the justification in your IJ, then we still encourage you to submit the application.

I have a question regarding the "in-kind contributions" in the Intercity Bus Security Grant Program. Can you please inform me how this is evaluated or calculated? In other words, what criteria are used to determine a dollar amount on the in-kind contributions?

In-kind match is based on the value of the goods or services offered, and should be calculated by the applicant. The match offered must be an allowable cost under the grant; auditable records should be maintained.

I will be submitting a Grant Application for the 2009 intercity bus security grant. I recently received an e-mail and have misplaced it regarding up-coming conference calls for questions and answers. Can you please re- send it to me?

IBSGP Conference calls for questions are every Tuesday until Jan 6, 2009 at 2:00 PM eastern Standard time. The call in number is 1-877-988-9660, pass code 6827433.

In the Guidance & Application Kit, what information are you requesting on pages 20, 21, 22, and 23– Sample Budget Detail Worksheets?

Investment Justification (IJ) IV Investment Funding Plan (page 17 of the grant guidance) is required, along with a budget narrative and worksheet (samples are on page 20-23). The budget narrative and worksheet should provide a breakdown of budget categories that the grant funds and match would be used for (for example, how much for equipment, how much for consultants, etc). It is unlikely that all the categories listed will be filled in.

Do we need to attach estimates from vendors for any of the Investment Justifications?

No, you can base your budget on the estimate from the vendor, but there is not a need to attach it.

I am trying to download the application package for the IBSGP, using CFDA number 97.057. The TSA websites states it is now available, however, the following notice comes up:

"The application package for CFDA Number "97.057" has not been posted by the awarding agency for submission through Grants.gov. See the Full Funding Opportunity for application instructions."

Please advise when this package is going to be available.

The easiest way to get help is to contact Grants.gov at the following: Contact Center Phone: 1-800-518-4726. Hours of Operation: Monday-Friday, 7:00 a.m. to 9:00 p.m., Eastern Time, closed on Federal Holidays.

Please have the following information available when contacting them to help expedite your inquiry:

In the Guidance & Application Kit on page 27, it states that overtime (in excess of a normal work week) costs are allowable costs. Therefore if a new employee is in a comprehensive training program and we add additional time to the regular training week to do special security/anti-terrorism training are the salary costs for this additional training (over and above a normal work week) allowable?

This example seems to fit the criteria listed on page 27 of the Guidance and Application Kit for allowable overtime costs.

Assume a project costs $100,000. Assume the grant request is $75,000 and the match is $25,000 how does Management & Administration (M&A) get calculated?

M & A is 3% of the federal grant award, so in this example 3% of $75,000 = $2,250.

I want to write a training justification for the FY 09 IBSGP, I hear overtime pay is an allowable cost. Are Fringe benefits an allowable cost? For example would the following be an allowable Investment Justification?

Assuming we were training for 2 hours. Each driver gets $10 per hour overtime for training, plus 25% Fringe Benefits that would cost the company $12.50 per hour in overtime and the driver would get $10.00 per hour in overtime and $2.50 per hour in Fringe Benefits.

Overtime and Backfill are allowable costs for training and exercises (See pages 27-28 of the IBSGP Grant Guidance). Fringe benefits are allowable if they are included by the company as part of the overtime or back-fill expenses for training and exercises.

The very first block on form SF 424 asks for "Application Filing Name" but doesn't define this. Is this the name of my company, the name of the project we are requesting funding for or...?

This should be the company name or name that you registered at grants.gov.

When I save data from the form it goes to my local drive. How will the form be re-populated if I exit the web site and come back in at a later time as there does not appear to be any import type button?

This is a technical question having to do with the operations within grants.gov. Please call the grants.gov helpdesk at 1-800-518-4726. Hours of Operation: Monday-Friday, 7:00 a.m. to 9:00 p.m., EST.

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1/06/09 Conference Call

IBSGP conference Call
January 6, 2009
Time: 2:00PM EST

Is there a prioritized list of projects that is available to applicants?

On page four of the FY 2009 Program Guidance and Application Kit you will find a prioritized list of projects. At the top of the prioritized list are security plans and vulnerability assessments which are followed by operating and capital costs associated with over-the-road bus security awareness, preparedness, and response training, live or simulated exercises, public awareness campaigns and other over-the-road bus security assistance projects as listed in the guidance.

If an agency wants to do a facility security enhancement project, can that agency prioritize that project within its own grant?

If the project is a facility security enhancement project, we would score it based on the extent to which it addressed the specific funding priorities listed on page four of the guidance and other scoring criteria, as applicable. Given that you then receive funding for the project, you have the ability to prioritize the projects as you see fit within the sub-categories of the grant for which you are approved. For example, if your facility security project is for fencing, lighting and CCTV, you may implement those three components in whatever priority is necessary so long as you receive approval to begin the grant. If you have had a security assessment/vulnerability assessment and your project addresses items within those assessments, be sure to mention that in your application. We will take that information into consideration when scoring your application.

Do grantees receive a lump sum of money and then it is up to them to spend it and prioritize it as they see fit?

If your project is awarded a grant, we provide you with the amount of funding that is approved for your project and you should spend that amount according to the budget that was approved for your project.

Are recurring costs like those associated with the monthly service charges for GPS systems allowable?

Monthly recurring charges are not allowable costs under the IBSGP.

Are there any procurement requirements or guidelines concerning such things as quotes from multiple vendors that we should follow when we are procuring services or equipment under the grant?

The administrative and policy requirements are included in the Award Administration section of the program guidance and application kit which begins on page 33. We also suggest that you continue to use the procurement practices and guidelines that are currently in place at your agency to ensure that you are in compliance with our policies and practices as well as those of your agency.

If the application deadline is extended, will this information be posted on the website?

Yes. If the application deadline is extended, FEMA would issue an Information Bulletin (IB) which would contain this information and details about the new application date. We would then post this IB on the TSA Grants website (www.tsa.gov/grants) and the FEMA website (www.fema.gov/grants). We would also send out a blast email through ASKCsid to notify you of the release of the IB and the extended application deadline. If you are not sure if you are on ASKCsid's contact list, send an email to both TSAgrants@tsa.dhs.gov and AskCSID@dhs.gov and request that they add you to the IBSGP contact list.

Are construction projects such as those for building or modifying facilities only allowable projects for state or local government agencies?

Projects that involve construction related to security improvements such as the installation of fencing, lighting and cameras at existing over-the road bus facilities, terminals and garages to enhance security are allowable. Projects that involve the construction of new buildings or facilities are not eligible for funding.

I have completed the Security and Emergency Preparedness Plan (SEPP).What is the next step in the application process?

Hold on to the SEPP and keep it for your records. When you are ready to submit your grant application, complete the Vulnerability Assessment and Security Plan Certification Statement, which is a one-page form that certifies that you have completed the SEPP and turn that form in with your application. The Vulnerability Assessment and Security Plan Certification Statement is separate from the SEPP and is included in the grant guidance and application kit which is available on the TSA grants website at www.tsa.gov/grants. You will find the one-page form on page 24 of the application kit. Signing and submitting the one-page, Vulnerability Assessment and Security Plan Certification Statement along with your application enables you to apply for other funding opportunities under the grant programs.

The guidance and application kit contains the application instructions. Within the application kit, there is also an IJ template and a detailed budget template. You submit one IJ per project and one budget per application. You must then submit the IJ, the detailed budget, the certificate, and all required standard forms through grants.gov by January 13, 2009 to apply for grant funding. While the application materials are not yet posted on grants.gov, you can download the standard forms or SF424s and begin completing them.

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12/30/08 Conference Call

IBSGP conference Call
December 30, 2008
Time: 2:00PM EST

I'm having some trouble with the Investment Justification. There are some formatting problems I can't get rid of that throw the document off. Is there another word document that we could use?

The document on the TSA website is a word document. The format for the IJ on the template is just a suggestion so you don't have to use that exact template. If it is easier for you to copy and paste and make it into a format that is easier to use, that is OK as long as you capture all the information from the template.

"Track Changes" is causing me problems with the template and I cannot turn it off.

If it is too difficult for you, just reproduce the answers from the template and use your own system that works best for you.

Is it correct that one portion of the IJ does not have to be repeated if you are filing more than one IJ?

That portion is the background information on the company for things like contact information, address, and statistical information about your company such as the size of bus fleet, type of bus, and the type of service you provide. This is information that won't change from one IJ to another. It is core introductory information that you only have to submit once. It is section I.

Does the Security Plan/Vulnerability Assessment need to be completed before the application or can I continue to work on it as my application filters through the system and have it completed before we utilize '09 moneys?

You need to have the Vulnerability Assessment/Security Plan completed before the application deadline of January 13 if you are applying for any other type of projects. The only exception to that would be if you were awarded money in FY 2008 to do the Vulnerability Assessment/Security Plan and those projects have not cleared the financial reviews. So you would not have been able to complete this project at this time. In order not to penalize you, you would be able to go ahead and apply for a new project this year.

Have all 2008 grant moneys been cleared yet?

No. The financial office has not completed all the reviews. If you are a FY08 grantee and haven't heard, you will be contacted shortly. If you are a FY08 grantee and are doing a facility security enhancement project or something that required an environmental review, you can go ahead and start gathering the necessary information for the environmental review before you hear from the financial office.

Would we be required to complete our Security Plan/Vulnerability Assessment prior to begin using the '09 moneys?

That should not be an issue. The financial office should have your Security Plan and Vulnerability Assessment for 2008 cleared so you can start that project before they would clear your 2009 money.

We have several components to our '08 money, one of which is a GPS which does not fall under the necessity of a statement of work report. When financial approval comes through, is it possible to apply for the GPS moneys before the environmentally impacted parts?

FEMA can release funds on a project by project basis. Once your GPS project has been reviewed and approved by the budget office, the funds can be released. You need to wait for the release of funds memo before requesting the funds. FEMA would go ahead and put through the categorical conclusion saying that this aspect does not need an environmental review and release the money for that particular aspect of the grant.

What does the financial review entail now?

The financial review is the government's opportunity to perform its required oversight. The government needs to be sure your company is a legitimate organization that meets accounting standards set up by law for receiving government funds. Given the time constraints of the grant program it is easier to review organizations that receive an award versus every organization that applies.

Please explain the priorities for different types of projects for the '09 funding.

Priorities can be found in the 2009 Grant Guidance, on pages 3 through page 5. The Guidance lists in order, the priorities for the grant program.

Is there any kind of a time frame for the decisions about the 2008 financials?

There is no specific timeline. The process has started and the final review was completed on several projects. You will be contacted by the FEMA Grants Management Division about your budgets.

What about contact information on the application?

In the IJ and the standard forms, be sure the grant point of contact and authorized grant representative have current and legitimate email addresses. If you have incorrect email addresses, you may miss out on information. Be sure that future communications go out to current employees and not the grant writer.

It is getting confusing on where to find forms and information. Some information is on old sites that are still up and active. Is there going to be any reorganization or realignment?

TSA does have past years' grant guidance on the website so people can reference back to previous questions and to reference grants that are still active. People that were awarded grants in prior years still need access to those materials. Everything for this year is on the 2009 grants site. If you have any questions about the appropriate forms, we would be happy to help you.

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12/23/08 Conference Call

IBSGP conference Call
December 23, 2008
Time: 2:00PM EST

Is the grant application about the same as last year?

Correct. The form is pretty much the same without changes to the application process. You can find the Investment Justification (IJ) template on the website at www.tsa.gov/grants and start filling it out for each of your projects. You can also find the budget template on the website. You don't need to wait for grants.gov to be up to start your application. The standard forms and certifications should be the same.

As I complete the IJ will I have to cut and paste it into the application?

No. You will upload the IJ you are filling out as an attachment to your application. The substance of you application, the IJ and detailed budget, will be submitted as attachments.

The template is different from last year. The one we used last year had a space for response. There was the information requested and then a space. This year's template now does not have that space and is not limited in size.

This was an oversight. Use the space for the "response instructions" to type in your response. Type over the instructions – you don't need to keep the instructions in there. Also, the word limitations are recommendations only.

Last year there were questions in the IJ that referred to the National Defense Architecture. This year we don't have to do as much. Is that correct?

Correct. The priorities that are listed in the Grant Guidance are taken from the 9/11 Act and are inherently linked to those National Defense Architecture documents. We tried to consolidate redundant questions. The rationale for that was that if you addressed one of the Intercity Bus funding priorities, you inherently link back to the National Architecture documents.

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12/09/08 Conference Call

IBSGP conference Call
December 9, 2008
Time: 2:00PM EST

Do applicants need to have a Vulnerability Assessment before they can apply for a grant?

You do need to have a Vulnerability Assessment and a Security Plan if you are going to apply for a non-Vulnerability Assessment or Security Plan project.

If you plan to complete the Vulnerability Assessment before the grant application deadline and need assistance with the Vulnerability Assessment, go to our website at www.tsa.gov/grants. Under the guidance link you can find the template for completing a Security and Emergency Preparedness Plan (SEPP), which would meet the requirements.

If you received a 2008 grant to do the Vulnerability Assessment and Security Plan but the budget reviews are not completed, will they be done in time so we can finish and apply for a 2009?

If your Vulnerability Assessment and Security Plan are completed or if you have received funding through the FY 2008 IBSGP to do a Vulnerability Assessment and Security Plan, you can go ahead and apply for other grant projects in 2009.

How do we complete a Vulnerability Assessment? Is there a form?

There is guidance for the Vulnerability Assessment on the TSA website at www.TSA.gov/grants. From that page go to the Grant Guidance link where there is a template for completing a Security and Emergency Preparedness Plan. The plan can be done by an outside contractor or in house. The only requirement is to have it completed by the application deadline if applying for non Vulnerability Assessment or Security Plan projects. There is also more information on this and other topics on the website under the Question and Answer link.

Are the grant application forms available on the website?

Some of the application forms are not yet up. FEMA and grants.gov are working to get everything up. Once that is done FEMA will send out an Information Bulletin (IB). What you do have access to are the Investment Justification template and the Detailed Budget template that you can begin filling out as soon as possible. Those templates are available on our website at www.tsa.gov/grants under the IBSGP program, Grant Guidance and Application Kit sub-page.

Is there any time frame when the application will be up?

The application documents should be uploaded soon. In the meantime, you can apply for CCR registration and a DUNS number. This is a good idea because registration can take two to three weeks to complete and can be time-consuming. You will need to be registered with CCR and have a DUNS number to apply on grants.gov.

Will we be notified when the application forms are available?

You should be on the list to receive the IB if you have received other emails concerning this.

If you did not get the original email notice that the grant guidance is out, it indicates you are not on the mailing list. Send an email to TSAgrants@tsa.dhs.gov and ask to be put on the contact list for the Intercity Bus Security Grants Program. Please carbon copy FEMA at ASKcsid@dhs.gov.

Is there any DHS or FEMA approved training for the Motor Coach industry including Incident Command Training? One of grant options states that the training must be DHS approved.

There are DHS-approved training courses. Send us an email request and we will send the list out to you.

In the next grant we want to request replacement parts for cameras in the buses installed from a 2003 grant. Would that be acceptable for 2009?

Replacement and maintenance costs are not eligible for grants. You cannot purchase replacement parts with grant funds.

If we ask for a camera system, are we allowed to request labor costs to install the camera system?

If it is a contractor installing the cameras, you can include costs.

If we want to install the camera system ourselves with our own staff are we allowed to include that labor cost for our own mechanics and technical people?

No, because this would be supplanting labor costs of your own staff.

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12/02/08 Conference Call

IBSGP conference Call
December 2, 2008
Time: 2:00PM EST

Do applicants need to have a Vulnerability Assessment before they can apply for a grant?

The two components you are required to have to apply for a grant are a Security Plan and a Vulnerability Assessment. You do need a Vulnerability Assessment because, in theory, you do a Vulnerability Assessment and then determine where the gaps are. You then do your plan based on your assessment.

One of the requirements to apply for other projects for the IBSGP for this year is to certify that you have a Vulnerability Assessment and Security Plan. If you do not currently have them, you can apply for grant funds to do a Vulnerability Assessment and Security Plan however those are the only allowable projects you will be able to apply for under the grant.

The vulnerability assessment will have bearing on what we request for our grant for this year and this all needs to be submitted by January 13, 2009. How do we schedule a vulnerability assessment?

If you would like guidance on how to do a Vulnerability Assessment on your own before the January 13th deadline, send an email request to TSAgrants@tsa.dhs.gov and we will put you in touch with subject matter experts (SMEs) within our Highway and Motor Carrier Division (HMC). They will then send you some information along with the security and emergency planning templates and other templates for you to use as guides when you are developing your Security Plan and conducting a Vulnerability Assessment. HMC serves as the lead for IBSGP and therefore, leads these efforts for TSA.

Our current grant is not for a Vulnerability Assessment (VA) but we are required to have one. We want to try to get the VA done before we send in our application and would like to know if there is any help available.

Our Highway and Motor Carrier Division (HMC) conducts Corporate Security Reviews (CSR), which are similar to a Vulnerability Assessment and Security Plan and they are conducted at no charge to the agencies. TSA security inspectors conduct them. You can schedule a time for an inspector to come out and visit you and help you through a CSR.

I am concerned that we have complied with the grants we have already received. We have a Security Plan that was submitted with it. We have received the Grant Adjustment Notice (GAN). Is there any other documentation or things we need to do to prepare? Do we need to have someone come out to us?

No. The way that it works is that you sign a certification stating that you have a current Security Plan and Vulnerability Assessment. This means that if we request to see them, you need to provide them to us. If you have certified on the form that you do have them, you do not need to submit them as part of your grant application. You just need to certify that you have it.

For recipients of grant funds who have certified that you have a Security Plan and Vulnerability Assessment, we would suggest that if you have not had a Corporate Security Review (CSR) that you have one done by TSA's Highway and Motor Carrier (HMC) Division. It will enhance your entire Security Plan and Vulnerability Assessment, and will help make your entire package better. Send an email to us at TSAgrants@tsa.dhs.gov and let us know that you are interested in getting a CSR done and we will forward all your information to our HMC Division.

I have been trying to join the blog. We filled out the information but we never received the email with our passwords.

That means it is probably still going through the vetting process because we have a very secure process. We have a very strict access policy and we have to go through and vet everyone. There are 3 titles that are granted automatic access: President and CEO, Security Director, or Grants Administrator. Sometimes it may not be clear by your title in the request what your position is, so our subject matter experts in Highway and Motor Carrier need to vet your name which may take a while. If you are not one of those granted automatic access (per the 3 titles above), you will need one of them to request access for you. If you have a problem with your access, email Jennifer.gustetic@dhs.gov and she will see where your request is in the process. Since this is not about the FY2009 grants process she can be emailed directly and can respond.

Some of the recent conference calls have not been written up. Are they going to be available soon?

Our goal is to get them posted within the week.

With us not being able to get to the applications and with the Christmas holidays coming up, will there be any extension to the filing date?

It is highly unlikely there will be an extension to the submission deadline of January 13, 2009. FEMA is acting as the liaison with the grants.gov people as to when it will be up and running. This affects all Transportation Grants programs and anything that is being submitted on grants.gov that came out with the most recent announcements on the DHS grants programs. If there is an extension, it will be a policy decision from DHS. We will not put any undo burden on anyone. However, a lot will depend on when the application materials are available and that is out of our hands and FEMA's.

If an agency has already received a grant, I understand that one of the components is to then get financial approval. Do you have any schedule or timeline on financial approval for people already awarded grants?

You will be contacted directly by the FEMA Grants Management Division. We do have information that the budget reviews of the FY2008 projects have started. We have not received a further update.

Is the grants.gov site down?

At present, the application documents are not uploaded onto grants.gov for any of the Transportation Security Grants Programs announced on November 5. Grants.gov is not a system controlled by DHS; it is a government-wide system. We know it takes time to obtain the signed documents that you need. FEMA will issue an information bulletin when the site is up and ready to go.

In the meantime, you can apply for CCR registration and a DUNS number since they are separate from grants.gov. This is a good idea because they can take weeks to get and you will want to obtain these as soon as possible as you will need them to apply on grants.gov.

Is there a way to get information bulletins sent to our emails?

If you receive emails from TSAGrants then you will get them. Otherwise email us at TSAgrants@TSA.dhs.gov and request to be put into the contact list. If you have any general questions, please also send them to the FEMA address at AskCSID@dhs.gov. You will get a formal response from us after we review your question.

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11/25/08 Conference Call

IBSGP conference Call
November 25, 2008
Time: 2:00PM EST

Is the training associated with a GPS system an allowable grant cost?

Training that is part of an installation should be an allowable cost, but please submit this question to www.TSAgrants.gov, so that we can research this question and get you a complete answer.

If we are applying for the first time in Tier II, what grants can we apply for?

Any agency that has not completed a vulnerability assessment and security plan can only apply for funding to develop or update a security plan. If you have a security plan that has been developed or updated within the last three years you are eligible to apply for other projects under the FY2009 grant guidance. Pages four and five of the grant guidance lists out all of the allowable uses of funds.

If we are applying for the first time does this restrict us from applying for grants given by other agencies?

You can apply for any other agency grants according to their guidelines, but you may only apply for funding to develop a security plan under the IBSGP for the FY2009 grant year if you do not already have one.

This is the first year we are submitting a security plan, what are some of the specific priorities for FY2009?

The funding priorities are in the FY 2009 IBSGP Guidance and Application Kit, which is posted on the IBSGP webpage on the TSA website at: www.tsa.gov/grants. The specific information begins on page four of the guidance.

If training exercises are a priority and this is only one part of our plan, is it better to do training and then facilities?

Each project is looked at individually and evaluated on its own merit and priority ranking. The higher priority projects are looked at first. The allowable project types are listed in priority order beginning on page four of the guidance.

When applying for three projects, can subsets be added, such as cameras and lighting? Can they be combined under the facility category?

Yes, put them together by type, this makes it easier. The crossing of project types makes it more difficult to evaluate.

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11/18/08 Conference Call

IBSGP conference Call
November 18, 2008
Time: 2:00PM EST

Question One: Do you have an answer to my question on the TWIC cards? I emailed it to you.

Answer: We are looking into it. We should have an answer by Monday. [Note: The answer is that the purchasing of TWIC cards under the FY 2009 IBSGP is not an allowable project.]

Question Two: What about the funding priorities on the web – you went into more detail on them during the workshop.

Answer: They are listed in the guidance on page 3. If you have any other questions about the priorities, please email us at TSAgrants@tsa.dhs.gov and AskCSID@dhs.gov.

Question Three: Is the application online yet?

Answer: Not at this time. Grants.gov is having some problems. But the application guide is on TSAGrants and the FEMA site. You can go ahead and download the Investment Justification (IJ) and Budget forms and began working on those until the application is formally posted on Grants.gov. Do those now, and when Grants.gov gets up and running you will have those completed. We will send an email to everyone once Grants.gov is available for this grant program.

Question Four: Any chance that there will be an extension since Grants.gov is having trouble?

Answer: No.

Question Five: Who performs the security assessments?

Answer: You can if you have the in-house expertise. If this is your first time to apply for a grant, the security assessment is the only project you can apply for. You can have it done by a third party or in-house.

Question Six: Are there any guide lines for doing the assessment?

Answer: If you could email that question to AskCSID@dhs.gov and copy us at TSAgrants@tsa.dhs.gov we can get an answer for you.

Question Seven: Are the questions posted on website?

Answer: Yes, so everyone can have a look at them. We will also be posting the questions and answers that come in through our email on the website.

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11/06/08 Conference Call

IBSGP conference Call
November 6, 2008
Time: 11:00AM EST

Who is eligible to apply – owners and operators?
Only operators are eligible to apply.

With the change of having backfill and overtime as allowable costs, CAN ONE APPLY FOR funds TO SUPPLEMENT PROJECTS FROM PREVIOUS YEARS with those costs?
No, the change in allowability for overtime and backfill costs is not retroactive to FY 2008. However, if you applied to train half of your staff in FY08, you could apply for the other half this year, and include backfill and overtime for the staff request this year.

If I equipped half of my fleet with GPS with FY08 funds, can I apply for the other half with FY09 funds (supplement my FY08 request)?
Yes, that type of request is fine.

CAN WE apply for the next PHASE of A CONTINUING PROJECT?
Yes, that would be fine

ARE THE CONFERENCE CALLS AVAILABLE ON THE WEB?
Yes, the summaries and questions and answers will be available on our website at www.tsa.gov/grants. If you cannot call into one of the calls, or attend the workshop, you can get the information that was covered from our website.

For some of our FY08 projects, we are required to provide a STATEMENT OF WORK WITH ENVIROMENTAL REQIREMENTS before we can draw down funds. IF PART OF our project DOES NOT REQUIRE an environmental review, CAN WE DRAW DOWN funds ON that part of the project?
The FY08 projects are still undergoing financial reviews, and no funds can be drawn down on projects until that review is done. However, once that review is complete, you can do partial draw down on projects that do not require environmental reports.

COULD YOU REPEAT THE WEB ADDRESS?
Our web site where we will be posting all of this information is www.tsa.gov/grants.

WHERE DO I FIND INFORMATION about the workshop that you mentioned?
We sent out the information last week to our contacts, and we will send out again today through TSA grants (TSAGrants@tsa.dhs.gov). We will also post the information on our website at www.tsa.gov/grants.

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