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Emergency Relief Funding for Transportation Infrastructure

Learn about the Federal-Aid Emergency Relief (ER) program and how it provides funding for the repair and reconstruction of federal-aid roadways after a disaster. Discover eligibility criteria, eligible projects, and recent changes to the program.

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Emergency Relief Funding for Transportation Infrastructure

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  1. Parish Engineers and Supervisors Association May 14, 2015 LA DOTD Emergency OperationsFederal Highway Administration Emergency Relief (ER) Funding for Local Government

  2. Federal Reimbursement Funding for Disasters(Transportation Infrastructure) • After a Declared Disaster, Federal Funds may be • available from several agencies for Response and Recovery activities. • Federal Emergency Management Agency (FEMA) • - Public Assistance (PA) • Non-Federal Aid Roads and Facilities • Federal Highway Administration (FHWA) • - Emergency Relief (ER) • Federal Aid Eligible Roads and Facilities

  3. Federal-Aid Emergency Relief (ER) Program • Special Program authorized by Congress from the Highway Trust Fund for the repair or reconstruction of Federal-Aid roadways which have suffered serious damage as a result of: • Natural disasters over wide area • Floods, hurricanes, earthquakes, tornadoes, severe weather, etc. • Catastrophic failures from an external cause • Sudden and complete failure of a major element or segment of the highway system that causes a disastrous impact on transportation services • Failure must be catastrophic in nature • Cause of failure must be determined to be external to the facility • Example – bridge suddenly collapsing after being struck by a barge

  4. Two Different Programs Separate Program Requirements

  5. Federal-Aid Emergency Relief (ER) Program • What are Federal – Aid Highways? • “Federal-aid highways are all the public roads that are classified as arterial, urban collectors and major rural collectors.” Emergency Relief Manual (Federal-Aid Highways) updated May 31, 2013 • Based on the “Guidance for the Functional Classification of Highways” • May not apply to all parishes • Color coded maps delineate FHWA/FEMA routes • DOTD Website • Emergency Relief Funding Eligibility Maps • http://wwwsp.dotd.la.gov/Inside_LaDOTD/Divisions/Operations/Emergency_Operations/Pages/default.aspx • Maps are available by DOTD Districts and Parishes

  6. Federal–Aid Routes

  7. Federal-Aid Emergency Relief (ER)Program • Two Major Categories • Emergency Repair Work • During or immediately following a disaster to: • restore essential traffic • minimize the extent of damage • protect the remaining facilities • Can begin immediately and does not require prior approval from FHWA • Properly documented costs will later be reimbursed once the FHWA Division Administrator makes a finding that the disaster and the work are eligible for ER funding • Repairs that go beyond these three objectives are considered permanent repairs • Emergency repair work accomplished in the first 180 days after the occurrence of the disaster, may be reimbursed at 100% federal share • Emergency repairs accomplished more than 180 days after the event may be reimbursed at 80%

  8. Federal-Aid Emergency Relief (ER)Program • Two Major Categories • Permanent Repairs or Restoration • Repairs undertaken after the occurrence of a disaster to restore the highway to its pre-disaster condition • Projects must be submitted to DOTD and included in list of project sites and costs within 2 years of the event • Cost may not exceed the cost to repair or reconstruct a comparable facility • Must have prior FHWA approval and authorization, unless done as part of emergency repairs • Reimbursed at normal pro rata share (80%) unless performed as an incidental part of emergency repair work

  9. Federal-Aid Emergency Relief (ER)Program • Recent Changes to FHWA ER Program • July 6, 2012 – Moving Ahead for Progress in the 21st Century Act (MAP 21) was signed into Law • Major changes in program requirements are: • 1. Time limit for projects – must submit complete list of projects and advance to construction within 2 years of event • 2. Debris removal for major disaster declared under Stafford Act will be funded by FEMA

  10. Federal-Aid Emergency Relief (ER)Program • Eligible ER Projects • The ER Program is not intended to fund repairs to roadways damaged as a result of pre-existing or non-disaster conditions. • Repair work must: • Exceed heavy maintenance • Damage estimate $5,000 or more per site • Extraordinary • Will restore to pre-disaster service • Repair of replacement of traffic control devices if damage & associated repair or replacement costs exceed heavy maintenance. • Ineligible ER Projects • Not all damages are eligible for ER funds • Ineligible projects include but not limited to: • Heavy maintenance • Damage estimates under $5,000 per site • Applicant- owned material • Prior scheduled work • Costs associated with evacuation activities prior to a disaster (traffic control & management) • Emergency protective measures (CAT B) • Adjustment to signs and signal equipment that does not require repair or replacement of a major item – Heavy Maintenance

  11. Federal-Aid Emergency Relief (ER)Program • Eligible Expenses and Documentation • Must be requested within 2 years of Disaster • Detailed Damage Inspection Report (DDIR) prepared - must be signed by FHWA, DOTD, and Parish • Actual costs - must be documented and maintained • Parish/City – State Agreement required – prepared by LADOTD • State Project Number required – obtained by LADOTD • Documentation must be maintained for 5 years

  12. Federal-Aid Emergency Relief (ER)Program • General Guidelines: • In-house Labor • Actual costs • Regular time and Overtime is eligible • Documentation • Signed Daily Work Reports • Timesheets • Payroll Reports • Hourly Rates • Calculation of labor surcharge (fringe benefits) • In-house Equipment • Equipment Rates • Your equipment rate, if available • Blue Book • Documentation • Equipment Usage Records • Dates • Locations • Hours of operation • Operator’s name

  13. Federal-Aid Emergency Relief (ER)Program • General Guidelines: • Rented Equipment, Materials, Supplies • Actual costs • Documentation • Inventory Stock Tickets • Suppliers Invoice • Payment Documents • Procurement Process • Rental Agreements • Proof of Payment • Contracted Work • Actual costs • plus Preliminary Engineering and Construction Engineering Costs • Documentation • Signed Statement Explaining - Circumstances and Procurement Procedures • Bid Advertisement, Bids and Bid Tabs • Letters of Award • Contracts • Notice to Proceed • Change orders • Pay estimates • Invoices and back up • Check copies, etc.

  14. Federal-Aid Emergency Relief (ER)Program • Process for Applying for FHWA ER • Local responsibility to assess damages and advise DOTD • DOTD and FHWA have established Damage Assessment Teams • Local agency contacts DOTD to arrange for Damage Assessment Team to conduct site visit and perform inspections • Local agency assigns a local public works person to ride with the DOTD/FHWA Assessment Team • Detailed Damage Inspection Report (DDIR) prepared • DDIR must be signed by FHWA, DOTD and Local Agency Representative • 2. Emergency repairs may proceed in advance of DDIR or approval • and authorization. • DDIR prepared • Work completed • Local agency submits cost documentation to DOTD • DOTD review • City-State or Parish-State Agreement prepared by DOTD and executed • DOTD requests authorization from FHWA • Once authorized DOTD reimburses Local agency for eligible and documented costs

  15. Federal-Aid Emergency Relief (ER)Program • Process for Applying for FHWA ER • Permanent Repair or Restoration • Must be documented on DDIR • Must be authorized by DOTD and FHWA prior to start of any work or advertisement or solicitation of bids • Will be carried out under the City-State or Parish-State Agreement • Contracts will be coordinated through DOTD following standard Urban System project procedures • Local agency submits cost documentation to DOTD • DOTD review • City-State or Parish-State Agreement prepared and executed • DOTD requests authorization from FHWA • Once authorized DOTD reimburses Local agency for eligible and documented costs

  16. Federal-Aid Emergency Relief (ER)Program • FHWA • (Local Federal-Aid Routes) • Detailed Damage Inspection Report (DDIR) • Detailed Damage Inspection Reports are used to determine eligibility for FHWA funding. Should provide specific information on location, description of damage, whether emergency or permanent work and an estimated cost. • Development Process: • Damage Assessment • Prepared by DOTD, FHWA with Local Government concurrence • Sets repair scope and cost estimate • Damages classified as “Emergency” and “Permanent” • FHWA will revise if necessary • Mandatory for reimbursements

  17. Federal-Aid Emergency Relief (ER)Program

  18. Federal-Aid Emergency Relief (ER)Program • Questions?

  19. Federal-Aid Emergency Relief (ER)Program PRESENTED BY: Yvonne Murphy, LEM Department of Transportation and Development Emergency Operations Disaster Cost Recovery/Mitigation Funds Manager 225-379-1792 Yvonne.murphy@la.gov

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