Mitchell D. Doht, PEQuality Management
EngineerNDOR – Local Projects
Division402-479-4432 1
Emergency Relief (ER)
Program
“Just the Basics”
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
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ER Program Topics:
Emergency Relief Program
Purpose & Definitions
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Purpose of the ER Program
23 USC 125(a)◦... repair or reconstruction of highways,
roads, and trails ...that have suffered serious damage ...
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[Pg. 1-3]
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 ...
5
[Pg. 1]
23 CFR 668.103(f)◦...sudden and unusual natural
occurrence ... which cause serious damage.
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NATURAL DISASTER
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...
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CATASTROPHIC FAILURE
Emergency Relief Program
Program Overview
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FHWA ER Manual – November 2009
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10
[ Pg. 36]
Non Federal-aid highways Covering all repairs Relieving maintenance responsibilities of
Federal-aid recipients◦ Heavy maintenance
Note:Economic hardship is not a factor for eligibilityFEMA may cover ER ineligible costs
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ER Program is Not Intended for:
[Pg. 7]
Emergency Relief Program
Application Process
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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
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APPLICATION PROCESS
[Pgs. 32 -34]
[Pgs. 65 – 67]
Emergency Relief Program
Roles & Responsibilities
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Damage Assessment
Early agency coordination is Critical NDOR has the lead role for ER Program
Coordination
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FEMA/NEMAFHWA
Utilities
NDOR
EPA/ACOE/FWSLPAs
[Pgs. 40 – 41]
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
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NDOR Role in ER Program
Reporting of Natural Disasters and Catastrophic Failures
Participates on site inspection teams to verify extent of damages and determine eligibility of repairs
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FHWA Role in ER Program
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
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Local Public Agency Role
Emergency Relief Program
Emergency vs. Permanent Repairs
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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
20[Pgs. 22 – 24]
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
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Activities Not RequiringPrior FHWA Authorization
[Pg. 22]
Documentation
Documentation
Documentation
Documentation
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
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Permanent Repairs (PR)
[Pgs. 24 - 31]
Permanent Repairs ◦ Normal Federal-aid procedures ◦ PE and/or CE as Properly Documented◦ ROW Activities◦ Environmental Clearance (NEPA)◦ Time Extensions
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Activities RequiringPrior FHWA Authorization
[Pgs. 24 – 31]
Emergency Relief Program
Eligible & Ineligible Items
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Engineering and ROW Detours* Traffic Damage* Overlays Raising Grades Slides Work on Active Construction Projects
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Eligible Items
[Pgs. 10 - 20]
Detours
Officially Designated by Highway Official
Could Apply to non-Federal-aid highway
Pre-disaster Survey Restore to Pre-disaster
Condition
27[Pgs. 6 – 7 ]
Traffic Control Devices Landscaping Roadside Appurtenances Timber and Debris Removal Transportation System Management Strategies Features Resulting from the NEPA Process Outside of Highway ROW
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Eligible Items cont.
[Pgs. 5 - 18]
NO Local Roads NO Rural Minor Collectors Use Functional Classification Maps
http://www.nebraskatransportation.org/maps/
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Non Federal-aid Highways
[Pg. 6]
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
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Ineligible Items
[Pgs. 20 - 22]
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
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Traffic Damage
[Pgs. 7 - 8]
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
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Ineligible Items cont.
[Pgs. 18 - 21]
Emergency Relief Program
Detailed Damage Inspection Report (DDIR)
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FHWA/State/Local Representatives May Include Specialists:
◦ Geotech◦ Hydrologist◦ Biologist◦ Cultural Specialist◦ Structures◦ R-O-W Specialist◦ Environmental Generalist◦ FEMA and/or NEMA Representatives
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DDIR Team Members
Damage Assessment
Estimate only* Provides a basis for
allocation of funds Actual cost will be
reimbursed Prior Approval for
Revised DDIR
35[Pgs. 42 - 43]
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1. Damage due from event2. Maintenance3. Heavy Maintenance4. Pre-existing condition5. Damage on FHWA eligible route6. Damage meets FHWA dollar threshold
$5,000 or greater per site
Decision Steps for DDIR
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
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DDIR Form
[Pg. 69]
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
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DDIR Form
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
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Emergency Relief Program
Federal Requirements
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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]
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
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Emergency Relief Program
Pictures and Contacts
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Summer 2002, I-80 Near Ogallala
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Summer 2002, I-80 Near Ogallala
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Summer 2003, I-80 Near Big Springs
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Summer 2003, I-80 Near Big Springs
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More Common Example
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Scour at Bridge Pier
NDOR◦ Kendall Tonjes – State System
Phone – 402 -479-4386 Email [email protected]
◦ Mitch Doht – Local System Phone – 402-479-4432 Email [email protected]
FHWA◦ Frank Rich
Phone – 402 742-8479 Email [email protected]
◦ Kirk Fredrichs Phone – 402 742-8469 Email [email protected]
NDOR & FHWA ER Contacts