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

2

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

21

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/

29

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

31

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]

36

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

39

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

40

Emergency Relief Program

Federal Requirements

41

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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

43

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

47

Summer 2003, I-80 Near Big Springs

48

Summer 2003, I-80 Near Big Springs

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More Common Example

50

Scour at Bridge Pier

NDOR◦ Kendall Tonjes – State System

Phone – 402 -479-4386 Email Kendall.Tonjes@nebraska.gov

◦ Mitch Doht – Local System Phone – 402-479-4432 Email Mitch.Doht@nebraska.gov

FHWA◦ Frank Rich

Phone – 402 742-8479 Email frank.rich@dot.gov

◦ Kirk Fredrichs Phone – 402 742-8469 Email kirk.fredrichs@dot.gov

NDOR & FHWA ER Contacts