LA DOTD Emergency Operations Federal Highway Administration Emergency Relief (ER) Funding for Local Government

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LA DOTD Emergency OperationsFederal Highway
Administration Emergency Relief (ER) Funding for
Local Government

• Parish Engineers and Supervisors Association
• May 14, 2015

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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

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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

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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/O
  perations/Emergency_Operations/Pages/default.aspx
•  
• Maps are available by DOTD Districts and Parishes

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FederalAid Routes
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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

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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

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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
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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

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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

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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

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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

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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

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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

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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

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Federal-Aid Emergency Relief (ER)Program
LA DOTD Points of Contact
Faith Willis, CEM Department of Transportation and Development Emergency Operations Debris Manager/Damage Assessment Team Coordinator 225-379-1781 Faith.Willis_at_la.gov Leslie Mix, P.E. Department of Transportation and Development Maintenance Systems Management Administrator 225-379-1796 Leslie.Mix_at_la.gov Bill Icenogle, LEM-P Department of Transportation and Development Emergency Operations ESF 3 (Public Works Engineering) Coordination 225-379-1165 Bill.Icenogle_at_la.gov Chad Winchester, P.E. Department of Transportation and Development Project Development Division Chief 225-379-1048 Chad.Winchester_at_la.gov
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Federal-Aid Emergency Relief (ER)Program
Questions?
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Federal-Aid Emergency Relief (ER)Program
PRESENTED BY
Yvonne Murphy, LEM Department of Transportation
and Development Emergency Operations Disaster
Cost Recovery/Mitigation Funds Manager 225-379-179
2 Yvonne.murphy_at_la.gov