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Emergency Relief (ER) Program “Just the Basics”

Emergency Relief (ER) Program “Just the Basics”. Mitchell D. Doht, PE Quality Management Engineer NDOR – Local Projects Division 402-479-4432. ER Program Topics:. Purpose & Definitions Program Overview Application Process Roles & Responsibilities

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Emergency Relief (ER) Program “Just the Basics”

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  1. Emergency Relief (ER) Program“Just the Basics” Mitchell D. Doht, PE Quality Management Engineer NDOR – Local Projects Division 402-479-4432

  2. ER Program Topics: • Purpose & Definitions • Program Overview • Application Process • Roles & Responsibilities • Emergency vs. Permanent Repairs • Eligible & Ineligible Items • Detailed Damage Inspection Report • Federal Requirements • Pictures and Contacts • Questions

  3. Emergency Relief Program Purpose & Definitions

  4. Purpose of the ER Program • 23 USC 125(a) • ... repair or reconstruction of highways, roads, and trails ...that have suffered serious damage ... [Pg. 1-3]

  5. ER Program Definitions: • 23 USC 125 (a) (cont.) • ...result of (1) natural disaster over a wide area such as by floods, hurricanes, ... • ...or (2) catastrophic failures from any external cause ... [Pg. 1]

  6. NATURAL DISASTER • 23 CFR 668.103(f) • ...sudden and unusual natural occurrence ... which cause serious damage.

  7. CATASTROPHIC FAILURE • 23 CFR 668.103(b) • ...sudden failure of a major element or segment of the highway systems due to an external cause. • ...not be primarily attributable to gradual and progressive deterioration...

  8. Emergency Relief Program Program Overview

  9. FHWA ER Manual – November 2009

  10. [ Pg. 36]

  11. ER Program is Not Intended for: • Non Federal-aid highways • Covering all repairs • Relieving maintenance responsibilities of Federal-aid recipients • Heavy maintenance Note: Economic hardship is not a factor for eligibility FEMA may cover ER ineligible costs [Pg. 7]

  12. Emergency Relief Program Application Process

  13. APPLICATION PROCESS • Governors Proclamation or President’s Declaration • Letter of Intent by NDOR • FHWA Acknowledgement • Disaster Assessment – leading to a Damage Summary Report • FHWA Eligibility Finding by the NE Division Office (Division Administrator) • Funding Approval by FHWA Headquarters [Pgs. 32 -34] [Pgs. 65 – 67]

  14. Emergency Relief Program Roles & Responsibilities

  15. Damage Assessment • Early agency coordination is Critical • NDOR has the lead role for ER Program Coordination FEMA/NEMA FHWA NDOR EPA/ACOE/FWS Utilities LPAs [Pgs. 40 – 41]

  16. NDOR Role in ER Program • Identify Federal-aid Routes • Identify Damage Sites • Request Emergency Relief Funding • Complete Emergency Repairs on State Highways • Participate on Detailed Damage Inspection Teams • Administer Permanent Repair Projects • Coordinate LPA Permanent Repair Projects

  17. FHWA Role in ER Program • Reporting of Natural Disasters and Catastrophic Failures • Participates on site inspection teams to verify extent of damages and determineeligibility of repairs

  18. Local Public Agency Role • Help to Identify Federal-aid Routes • Identify Damage Sites • Complete Emergency Repairs on Federal-aid Routes • Coordinate with State Highway Contacts • Participate on Detailed Damage Inspection Teams • Administer Permanent Restoration Projects

  19. Emergency Relief Program Emergency vs. Permanent Repairs

  20. Emergency Repairs (ER) • 23 CFR 668.109(b)(4) • Minimize extent of damage • Protect remaining facilities • Restore essential traffic • Incidental Permanent Repairs • 180 day limit/100% • Timely “prompt” repair [Pgs. 22 – 24]

  21. Activities Not RequiringPrior FHWA Authorization • Emergency Repairs • PE and/or CE as Properly Documented • Temporary Operations • Incidental Permanent Repairs • Requires FHWA Prior Approval and is Not reimbursable at 100%, but at a pro-rata share [Pg. 22]

  22. Documentation • Documentation • Documentation • Documentation

  23. Permanent Repairs (PR) • 23 CFR 668.109(b)(1) • Restoring Highway to Pre-disaster Condition • Requires Prior FHWA Approval and Authorization • Normal FHWA Procedures are Required • Pro-rata share • 80/20 or 90/10 [Pgs. 24 - 31]

  24. Activities RequiringPrior FHWA Authorization • Permanent Repairs • Normal Federal-aid procedures • PE and/or CE as Properly Documented • ROW Activities • Environmental Clearance (NEPA) • Time Extensions [Pgs. 24 – 31]

  25. Emergency Relief Program Eligible & Ineligible Items

  26. Eligible Items • Engineering and ROW • Detours* • Traffic Damage* • Overlays • Raising Grades • Slides • Work on Active Construction Projects [Pgs. 10 - 20]

  27. Detours • Officially Designated by Highway Official • Could Apply to non-Federal-aid highway • Pre-disaster Survey • Restore to Pre-disaster Condition [Pgs. 6 – 7 ]

  28. Eligible Items cont. • Traffic Control Devices • Landscaping • Roadside Appurtenances • Timber and Debris Removal • Transportation System Management Strategies • Features Resulting from the NEPA Process • Outside of Highway ROW [Pgs. 5 - 18]

  29. Ineligible Items Non Federal-aid Highways • NO Local Roads • NO Rural Minor Collectors • Use Functional Classification Maps http://www.nebraskatransportation.org/maps/ [Pg. 6]

  30. Ineligible Items • Heavy Maintenance • Damage Estimate under $5,000 • Traffic Damage* • Frost Heaving • Applicant Owned Material • Erosion Damage • Prior Scheduled Work • If project already in approved STIP or TIP [Pgs. 20 - 22]

  31. Traffic Damage • In general, ineligible for ER Funds • Three exceptions: • Any public roads, responding vehicles making repairs • Any public roads, officially designated detour • Any Federal-aid highway, vehicles responding to a disaster [Pgs. 7 - 8]

  32. Ineligible Items cont. • Mine/Underground Subsidence • Snow and/or Ice Removal • Emergency/Medical Transportation Services • Mitigation/Preventive Work Prior to Disaster • Catastrophic Failure from Internal Cause • Pavement Damage • Pre-existing Conditions [Pgs. 18 - 21]

  33. Emergency Relief Program Detailed Damage Inspection Report (DDIR)

  34. DDIR Team Members • FHWA/State/Local Representatives • May Include Specialists: • Geotech • Hydrologist • Biologist • Cultural Specialist • Structures • R-O-W Specialist • Environmental Generalist • FEMA and/or NEMA Representatives

  35. Damage Assessment • Estimate only* • Provides a basis for allocation of funds • Actual cost will be reimbursed • Prior Approval for Revised DDIR [Pgs. 42 - 43]

  36. Decision Steps for DDIR 1. Damage due from event 2. Maintenance 3. Heavy Maintenance 4. Pre-existing condition 5. Damage on FHWA eligible route 6. Damage meets FHWA dollar threshold • $5,000 or greater per site

  37. DDIR Form • Federal-aid Highway Route Number • Specific Location (Beginning and Ending Limits) • Nature and Extent of Damage • ADT • Emergency Repair (ER) • Permanent Repair (PR) • Environmental Determination (NEPA) • Method of Work [Pg. 69]

  38. DDIR Form • Cost Estimates (L x W x H) & Expenditures to Date • FHWA/State Recommendation • State and/or Local Agency Concurrence • Sketch of the Site and Required Photos (Digital) • Calculations • Investigation Reports • Miscellaneous FHWA Approvals • TIME WINDOW • DDIRs generally Completed/Submitted within 6-10 weeks

  39. Detailed DDIRs - Summary • Eligible route • Scope of damage and repair (ER and/or PR work) • Coordination with other agencies (NEPA determination) • Supporting documentation • Sketches with measurements • Maps & required pictures • Minimum of one photo per site

  40. Emergency Relief Program Federal Requirements

  41. FHWA NEPA PROCESS ER program must comply w/NEPA ROW acquisition (temp/perm) must follow Uniform Act ER: Categorical Exclusion (CE) w/coordination PR: Typically Categorical Exclusion w/exceptions Betterments Bridge Work Any impacts affecting resources [Pgs. 60 - 61]

  42. Contract Requirements • All Fed-Aid rules apply to contracts (ER & PR) • Advertisement period • Innovative Contracting Methods • Davis-Bacon Labor Rates • Disadvantaged Business Enterprises (DBE) • Americans with Disabilities Act (ADA) • Buy America (steel) • NO convict labor • Design Standards (NDOR required) • Environmental NEPA Issues/Process

  43. Emergency Relief Program Pictures and Contacts

  44. Summer 2002, I-80 Near Ogallala

  45. Summer 2002, I-80 Near Ogallala

  46. Summer 2003, I-80 Near Big Springs

  47. Summer 2003, I-80 Near Big Springs

  48. More Common Example

  49. Scour at Bridge Pier

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