Emergency Operations Section 1 LA DOTD Emergency Operations Federal Highway Administration Emergency...
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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
Emergency Operations Section5
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 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
Emergency Operations Section11
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
Emergency Operations Section16
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
Leslie Mix, P.E.Department of Transportation and Development
Maintenance Systems Management Administrator225-379-1796
Bill Icenogle, LEM-PDepartment of Transportation and Development
Emergency OperationsESF 3 (Public Works & Engineering) Coordination
Chad Winchester, P.E.Department of Transportation and Development
Project DevelopmentDivision Chief225-379-1048
Emergency Operations Section19
Federal-Aid Emergency Relief (ER)Program
Yvonne Murphy, LEMDepartment of Transportation and
DevelopmentEmergency Operations
Disaster Cost Recovery/Mitigation Funds Manager
PRESENTED BY: