Emergency Operations Section 1 LA DOTD Emergency Operations Federal Highway Administration Emergency...

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

Transcript of Emergency Operations Section 1 LA DOTD Emergency Operations Federal Highway Administration Emergency...

Emergency Operations Section1

LA DOTD Emergency Operations

Federal Highway Administration Emergency Relief (ER) Funding for Local

Government

Parish Engineers and Supervisors Association

May 14, 2015

Emergency Operations Section2

Federal Reimbursement Funding for Disasters(Transportation Infrastructure)

After a Declared Disaster, Federal Funds may beavailable 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

Emergency Operations Section3

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

Emergency Operations Section4

Two Different Programs Separate Program Requirements

FEMA - PA FHWA - ER

Presidential Declaration Governor or Presidential Declaration

Must meet minimum established threshold of eligible damages

State must have eligible activities in the range of $700,000

Project minimum $3,000 Project minimum per site $5,000

Project Worksheets (PW) Detailed Damage Inspection Reports (DDIR)

Categories A – G Emergency Repairs & Permanent Restoration

Reimbursement funding on a percentage basis

Reimbursement funding on a percentage basis

Non-Federal Aid Roads and Facilities Federal Aid Roads and Facilities

Administered by GOHSEP Administered by LA DOTD (similar to FHWA Urban Systems Program)

Debris for all Presidentially declared parishes

Debris will be determined by the type of disaster/emergency declaration and parishes

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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

Emergency Operations Section6

Federal–Aid RoutesFederal–Aid Routes

Emergency Operations Section7

Federal-Aid Emergency Relief (ER)Program

Two Major Categories

1. Emergency Repair WorkDuring 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%

Emergency Operations Section8

Federal-Aid Emergency Relief (ER)Program

Two Major Categories

2. 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

Emergency Operations Section9

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

Emergency Operations Section10

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

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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

Emergency Operations Section12

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

Emergency Operations Section13

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.

Emergency Operations Section14

Federal-Aid Emergency Relief (ER)Program

Process for Applying for FHWA ER

1.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

Emergency Operations Section15

Federal-Aid Emergency Relief (ER)Program

Process for Applying for FHWA ER

3.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

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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

Emergency Operations Section17

Federal-Aid Emergency Relief (ER)Program

LA DOTD Points of Contact

Faith Willis, CEMDepartment of Transportation and Development

Emergency OperationsDebris Manager/Damage Assessment Team Coordinator

[email protected]

Leslie Mix, P.E.Department of Transportation and Development

Maintenance Systems Management Administrator225-379-1796

[email protected]

Bill Icenogle, LEM-PDepartment of Transportation and Development

Emergency OperationsESF 3 (Public Works & Engineering) Coordination

[email protected]

Chad Winchester, P.E.Department of Transportation and Development

Project DevelopmentDivision Chief225-379-1048

[email protected]

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Federal-Aid Emergency Relief (ER)Program

Questions?

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Federal-Aid Emergency Relief (ER)Program

Yvonne Murphy, LEMDepartment of Transportation and

DevelopmentEmergency Operations

Disaster Cost Recovery/Mitigation Funds Manager

[email protected]

PRESENTED BY: