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FHWA Emergency Relief
(FHWA-ER) Training
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2
FHWA Emergency Relief Training
Training Developed and Coordinated By
Colorado Department of Transportation
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3
FHWA Emergency Relief Training
FHWA Flowchart Policies, Purpose, Agency Roles Application Process Eligibility Emergency Repairs and Permanent Restoration Detailed Damage Inspection Reports (Form 1547) Special Circumstances Contract Requirements
Slides referencing sources of information are provided at the end of the presentation
Agenda
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4
FHWA Emergency Relief Training
Who’s Here
CDOT
FHWA
FEMA
Colorado OEM
Local Agencies
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5
FHWA Emergency Relief Training
Two Separate Federal
Disaster Programs
Federal Highway Administration (FHWA)
Emergency Repair (ER) and Permanent Restoration (PR)
Federal Emergency Management Agency
(FEMA) Public Assistance (PA) - Covers both Emergency Work
and Permanent Work
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6
FHWA Emergency Relief Training
Federal Highway
Administration Emergency
Relief Program
(FHWA-ER)
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7
FHWA Emergency Relief Training
FHWA
Emergency
Relief Program
Flow Chart
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8
FHWA Emergency Relief Training
Federal Highway
Administration (FHWA)
Emergency Relief (ER)
Policies, Purpose, and
Agency Roles
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9
FHWA Emergency Relief Training
ER Invocation
23 USC 125 (a):
• “...result of (1) natural
disaster over a wide
area such as by floods,
hurricanes, ...”
• “...or (2) catastrophic
failures from any
external cause ...”
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10
FHWA Emergency Relief Training
Natural Disasters
23 CFR 668.103(f):
”...sudden and unusual natural occurrence ... which
causes serious damage.”
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11
FHWA Emergency Relief Training
Catastrophic Failures
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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12
FHWA Emergency Relief Training
ER Program Purpose
23 USC 125(a): “…repair or reconstruction of
highways, roads, and trails ...that have suffered
serious damage...”
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13
FHWA Emergency Relief Training
Repair Damage Resulting Directly from an Eligible
Event
Restoration In-Kind to pre-disaster condition
Supplemental $$
• State Program
• Local Programs
Purpose and Intent
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14
FHWA Emergency Relief Training
Covering all repairs
Relieving heavy maintenance responsibilities of Federal-aid recipients
Non Federal-aid highways
FEMA used as other source
Not Intended for:
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15
FHWA Emergency Relief Training
FHWA Role
Reporting of Natural Disasters and
Catastrophic Failures
Administer ER Program
Implement Policies and Procedures
Assist in Developing ER Application
Participate on Detailed Damage Inspection Teams
Provide Technical Assistance & Training
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16
FHWA Emergency Relief Training
CDOT Role
Identify Federal-Aid Highways
Identify Damaged Sites
Request Emergency Relief (ER) Funding
Complete Emergency Repairs
Complete Permanent Restoration (when authorized)
Participate on Detailed Damage Inspection Teams
Coordinate Locally Administered Projects
Provide Technical Assistance & Training
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17
FHWA Emergency Relief Training
Local Agency Role
Identify Damaged Sites
Complete Emergency Repairs
Coordinate with CDOT
Participate on Detailed Damage Inspection Teams
Complete Permanent Restoration (when authorized)
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18
FHWA Emergency Relief Training
Emergency Relief (ER)
Application Process
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19
FHWA Emergency Relief Training
FHWA Emergency
Relief Program
Application
Process
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20
FHWA Emergency Relief Training
Disaster Occurs
Governor’s Proclamation or Presidents
Declaration
Letter of Intent
FHWA Acknowledgement
FHWA Eligibility Finding by the Colorado
Division Office (Division Administrator)
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21
FHWA Emergency Relief Training
Application Process
Traditional
&
Quick Release
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22
FHWA Emergency Relief Training
Disaster Assessment
Detailed Site Inspections/ Windshield Inspections
Formal State Request for ER Funding
Damage Survey Summary Report
Traditional Process
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23
FHWA Emergency Relief Training
Disaster Assessment
Media Reports/Aerial Survey
Formal State Request for ER Funds
FHWA Division Office Endorsement (Abbreviated
Damage Survey Summary Report Submitted,
DDIRs submitted later).
Quick Release Process
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24
FHWA Emergency Relief Training
Traditional and Quick Release
FHWA Division Office (D.O.) Review
FHWA Division Administrator Approval &
Request for HQ Fund Allocation
HQ Allocation of Funds
Program of Projects
FHWA D.O. Approves Program of Projects
Begin Permanent Repair Work
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25
FHWA Emergency Relief Training
$100 million set-aside from the Highway Trust Fund for nationwide coverage in any single year
$100 Million per Event per State
Higher Cap w/Special Legislation
Minimum $700,000 threshold in damages per event
Funding the Program
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26
FHWA Emergency Relief Training
Emergency Relief
Eligibility
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27
FHWA Emergency Relief Training
NO Local Roads
NO Rural Minor Collectors
Use Functional Classification Maps
Federal-Aid Highways
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28
FHWA Emergency Relief Training
Minimum $700,000 threshold in damages per event
Site damage greater than $5,000
Signs and Signals
• Individual locations might not reach $5,000 by themselves
• Sometimes combined on an area-wide basis
• Determined on a Storm by Storm basis
• Only for FEMA declared counties
Eligibility Limits
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29
FHWA Emergency Relief Training
Roadway repairs
Traffic control devices
Labor and equipment (including maintenance forces)
Railroad Crossings (Crossing Fed Aid Routes only)
Safety patrols
Examples of Eligible Items
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30
FHWA Emergency Relief Training
Engineering and ROW
Detours
Overlays
Slides
Work on Active Construction Projects
Toll Facilities
Eligible Items (cont.)
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31
FHWA Emergency Relief Training
Landscaping (if incidental to other eligible repair)
Roadside appurtenances
Transportation System Management Strategies
Features resulting from the NEPA process
Pre-authorized outside of highway ROW (e.g. stream channels adjacent to roadway)
Others (Refer to the FHWA ER Manual)
Eligible Items (cont.)
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32
FHWA Emergency Relief Training
Pre-existing Conditions (ex. bridge scour)
Assessments, Overhead, Project Planning
Betterments (eligible with approved justification)
Bridge, Sign, or Signal Inspections
Maintenance and administration
Inmate labor
National Guard (with some exceptions)
Damage to Contractor Equipment
Examples of Ineligible Items
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33
FHWA Emergency Relief Training
Heavy Maintenance
Damage Estimated under $5,000
Pavement Damage Caused by Traffic
Frost Heaving
Erosion Damage
Prior Scheduled Work
Ineligible Items
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34
FHWA Emergency Relief Training
Emergency/Medical Transportation Services
Pre-existing Conditions
Ineligible Items (cont.)
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35
FHWA Emergency Relief Training
Emergency Repair (ER)
vs.
Permanent Restoration (PR)
Emergency Relief
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36
FHWA Emergency Relief Training
23 CFR 668.109(b)(4):
Minimize the extent of damage
Protect remaining facilities
Restore essential traffic
Emergency Repair (ER)
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37
FHWA Emergency Relief Training
23 CFR 668.109(b)(1):
Restoring Highway to Pre-disaster Condition
Requires Prior FHWA Approval & Authorization
Normal FHWA Procedures are Required
Pro-rata share
• 90% for Interstate
• 80% for non-interstate
Permanent Restoration (PR)
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38
FHWA Emergency Relief Training
No Prior Authorization Required for:
Emergency Repair (ER)
Preliminary Engineering (PE) and/or
Construction Engineering (CE)
• As properly documented
Temporary Operations
Incidental Permanent Restoration (PR)
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39
FHWA Emergency Relief Training
Prior Authorization Required for:
Permanent Restoration (PR)
• Normal Federal-aid procedures (FHWA Form
1273)
• Preliminary and Construction Engineering & ROW
• Environmental Clearance (NEPA)
• Time Extensions
Revised DDIR (Scope Changes or Cost
Increases)
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40
FHWA Emergency Relief Training
Covering All Repairs
Relieving heavy maintenance responsibilities
of Federal-aid recipients
Non Federal-aid highways
FEMA used as other source
Not Intended For:
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41
FHWA Emergency Relief Training
Emergency Relief
Detailed Damage Inspection Report
Form 1547 (DDIR)
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42
FHWA Emergency Relief Training
Detailed Damage
Inspection Report
(DDIR) - FHWA
Form 1547
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43
FHWA Emergency Relief Training
What it IS:
• In most cases, one is written per site
• It is a preliminary cost ESTIMATE
• It is a determination of Eligibility
• It is a brief but inclusive description of the
scope of work
• It is used to support the FHWA request to
DC for ER funding
Detailed Damage Inspection Report
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44
FHWA Emergency Relief Training
What it is NOT:
• It is not a Contracting Mechanism
• It is not a NEPA determination or approval
• It is not authorization to begin Permanent
Restoration work
• It should never be used to indicate actual
contractor quantities, prices, or scope of the
construction contract
Detailed Damage Inspection Report
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45
FHWA Emergency Relief Training
Federal-Aid Highway
Specific Location (beginning and ending Limits, federal aid route number)
Nature and Extent of Damage
State/County
Emergency Repair (ER)
Permanent Restoration (PR)
Environmental Determination (NEPA) with Signature
Method of Work
Detailed Damage Inspection Report
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46
FHWA Emergency Relief Training
Cost and Quantity Estimates (L x W x H)
FHWA/State Recommendation
State and/or Local Agency Concurrence
Sketch of the Site and Required Photos
Investigation Reports
Miscellaneous FHWA Approvals
CONTRACT REQUIRED for work underway
Detailed Damage Inspection Report
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47
FHWA Emergency Relief Training
DDIR Form FHWA-1547
Copies of contracts and amendments
Cost Summaries or Spreadsheet – not lump
sum
Photographs
Maps showing FHWA-ER eligible roads
Tabular spreadsheet showing FHWA-ER
eligible roads
DDIR General Requirements
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48
FHWA Emergency Relief Training
For work already started A copy of the contract and prices
Backup material (estimated or known quantities) used to
determine costs
Permanent Work No worked started so normal FHWA procedures will be
followed. Still need estimate information.
DDIR General Requirements (Cont.)
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49
FHWA Emergency Relief Training
Estimate only
Provides a basis for
allocation of funds
Actual cost will be
reimbursed
DDIR is only a
determination of
eligibility, not
reimbursement
Damage Assessments
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50
FHWA Emergency Relief Training
Repair of Roads, Bridges, Signs, Signals Before and after pictures of locations repaired or
replaced
Cost to repair / replace each roadway section, sign, signal, etc. and supporting documentation
Justification as to the necessity to perform the emergency work
Dates and Locations of work performed Invoices, receipts, documentation of work completed
by maintenance forces, etc.
Adequate Documentation
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51
FHWA Emergency Relief Training
Emergency Relief
Special Circumstances
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52
FHWA Emergency Relief Training
National Environmental Policy Act
(NEPA)
Particularly important if impacts to protected
or sensitive resources are possible
Advance coordination with CDOT on
environmental requirements
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FHWA NEPA Process
ER Program must comply w/NEPA
Emergency Repair: Typically a Categorical
Exclusion (Cat Ex) with coordination
Permanent Restoration: Typically is
Categorically Excluded with exceptions
• Betterments
• Bridge Work
• Any impacts affecting resources
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Betterments
Improvement to Facility
Feature Not Existing Prior to Disaster
Justification:
• Prevents Future Eligible Damage
• Cost/Benefit Analysis
• FHWA PRIOR APPROVAL REQUIRED
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Administrative Expenses
Eligible
• Regular and Extra Employees
• Payroll Additives
Non-Eligible
• General Administration
• General Supervisor or Other Overhead
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Traffic Damage
In general, ineligible for ER Funds
Three exceptions:
• Damage from responding vehicles making
repairs
• Any officially designated detour
• Any Federal-aid highway, vehicles
responding to a disaster
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Outside of ROW
In general, ineligible for ER Funding
Must meet four criteria:
• Directly related to protection of highway
• Not eligible for funds from another agency
• No other agency has responsibility
• Applicant agrees to accept future
maintenance
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Contract Requirements
Fed-Aid contract rules:
• Contracting methods according to ER Manual
• FHWA Form 1273
• Standard federal-aid provisions physically incorporated
into all contracts – not referenced
• 1273 not included = work not eligible
• Davis-Bacon Labor Rates
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• Disadvantaged Business Enterprises (DBE)
• Americans with Disabilities Act (ADA)
• Buy America (steel & Iron)
• NO convict labor
Design Standards: CDOT Standard Specifications
Environmental NEPA Issues/Process
Fed-Aid contract rules (Cont’d):
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Advertisement Period
Emergency Repairs
No advertisement period but must have a minimum of
three (3) quotes.
Permanent Repairs
Three weeks minimum.
23 CFR 635.112 Bullet B
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Contractual Methods (FHWA Emergency Relief Manual)
Emergency Repairs
• Competitive bid
• Solicited Contracts
• Negotiated Contracts
• Maintenance Forces
• Joint Participation Agreements
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Permanent Restorations
• Competitive Bid Contracts – normal federal
aid requirements
• Local Agency Program (LAP) Agreements
Contractual Methods (Cont’d)
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References CDOT websites
www.coloradodot.info/travel/floodinfoupdates
www.coloradodot.info/business
FHWA-ER Manual
http://www.fhwa.dot.gov/reports/erm/er.pdf
FHWA Form 1273
http://www.fhwa.dot.gov/programadmin/contracts/1273/
Disadvantaged Business Enterprises (DBE)
https://www.fhwa.dot.gov/federalaid/stewardship/agreements/pdf/fl.pdf
Americans with Disabilities Act (ADA)
https://www.fhwa.dot.gov/federalaid/stewardship/agreements/pdf/fl.pdf
NEPA
http://www.fhwa.dot.gov/environment/
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Questions?