Jeff Shelley, P.E.Project Delivery Team Leader

FHWA, Alabama Division9500 Wynlakes Place

Montgomery, AL 36117(334) 274-6362

Fax: (334) 274-6352Mail to: Jeff.Shelley@dot.gov

Federal Highway Administration

Alabama Division

EMERGENCY RELIEF EMERGENCY RELIEF MANUALMANUAL

MAY 2013MAY 2013

PROGRAM OVERVIEWPROGRAM OVERVIEW

Section 125 Title 23, United States CodeAssists States And Local Jurisdictions With The Repair Or Reconstruction of Damaged Federal-Aid Highways Impacted by– Natural Disasters– Catastrophic Failures From External Cause

Restore To Pre-Disaster ConditionDamage Must Be Directly Related To An Eligible Event

NATURAL DISASTERSNATURAL DISASTERS

FloodsFloods

HurricanesHurricanes

TornadoesTornadoes

EarthquakesEarthquakes

Land SlidesLand Slides

CATASTROPHIC FAILURESCATASTROPHIC FAILURES

Sudden Failure Of A Major Element Of Sudden Failure Of A Major Element Of The Highway Due To An The Highway Due To An External External CauseCause

Not Attributable To Gradual And Not Attributable To Gradual And Progressive DeteriorationProgressive Deterioration

Not Result Of An Inherent FlawNot Result Of An Inherent Flaw

EMERGENCY RELIEF EMERGENCY RELIEF APPLICATION PROCESSAPPLICATION PROCESS

Decision to Seek ER Financial Assistance Rests With the StateDecision to Seek ER Financial Assistance Rests With the StateGovernor Issues a Formal Proclamation of the Existence of an EmergencyGovernor Issues a Formal Proclamation of the Existence of an EmergencyState Submits a Formal Request for ER Funding to FHWAState Submits a Formal Request for ER Funding to FHWATo be Approved by FHWA The Estimated Damages Must be at Least $700,000To be Approved by FHWA The Estimated Damages Must be at Least $700,000

Not Intended To Fund Heavy MaintenanceNot Intended To Fund Heavy MaintenanceOr Routine Emergency RepairsOr Routine Emergency Repairs Not To Replace Other FundingNot To Replace Other FundingNot To Pay For All RepairsNot To Pay For All Repairs

ER FUNDING IS ER FUNDING IS NOTNOT INTENDED TO INTENDED TO

Pay For All RepairsPay For All Repairs

Relieve Maintenance ResponsibilityRelieve Maintenance Responsibility

Replace Other FundingReplace Other Funding

Correct Non-Disaster Related Correct Non-Disaster Related DeficiencyDeficiency

Add CapacityAdd Capacity

ELIGIBILITY OF DAMAGE ELIGIBILITY OF DAMAGE REPAIR WORKREPAIR WORK

Must Be On Federal-Aid HighwayMust Be On Federal-Aid Highway– Roads Must be Major Collectors or Higher as Roads Must be Major Collectors or Higher as

Shown on Approved Shown on Approved Functional Classification MapsFunctional Classification Maps

– County, Functional Class, and Link Node Maps are ONLINE

– http://cpmsweb2.dot.state.al.us/TransPlan/SpecialStudies/SpecialStudies.aspx

Functional Classification Map

ELIGIBILITY OF DAMAGE ELIGIBILITY OF DAMAGE REPAIR WORKREPAIR WORK

Must Be On Federal-Aid HighwayMust Be On Federal-Aid Highway– Roads Must be Major Collectors or Higher as Shown on Roads Must be Major Collectors or Higher as Shown on

Approved Approved Functional Classification MapsFunctional Classification Maps

Direct ResultDirect Result Of The Approved Disaster Of The Approved Disaster

Within The Highway Right-Of-Way LimitsWithin The Highway Right-Of-Way Limits

Minimum $5,000 Per Site Minimum $5,000 Per Site

Restore To Pre-disaster ConditionRestore To Pre-disaster Condition

MINIMUM DAMAGE MINIMUM DAMAGE $5,000 PER SITE $5,000 PER SITE

An Individual Location Where An Individual Location Where Damage Has OccurredDamage Has Occurred

Group Similar Damage As A Group Similar Damage As A Single Site Single Site

County Wide or Division WideCounty Wide or Division Wide

TYPES OF REPAIRSTYPES OF REPAIRS

Emergency RepairsEmergency Repairs

Permanent RepairsPermanent Repairs

EMERGENCY REPAIRSEMERGENCY REPAIRS 100% Reimbursable100% Reimbursable

• To Restore Essential TrafficTo Restore Essential Traffic

To Minimize The Extent Of DamageTo Minimize The Extent Of Damage

To Protect The Remaining Facilities To Protect The Remaining Facilities

During /Immediately Following A DisasterDuring /Immediately Following A Disaster

Work Must Be Completed In First 180 DaysWork Must Be Completed In First 180 Days

TYPICAL EXAMPLES OF TYPICAL EXAMPLES OF EMERGENCY REPAIRSEMERGENCY REPAIRS

Regrading Or Restoration Of Roadway Surfaces, Roadway Fills, And EmbankmentsRepair/Replace Drainage StructuresErection And Removal Of Barricades, Detour Signs And Other Traffic ControlRemoval Of Slides From RoadwaysConstruction Of Temporary Roadway Connections (Detours)Debris Removal

TIMBER AND DEBRIS TIMBER AND DEBRIS REMOVALREMOVAL

Clearing Of Debris And Downed Timber Is Clearing Of Debris And Downed Timber Is Limited To Traveled Way, Cut And Fill Limited To Traveled Way, Cut And Fill SlopesSlopes

Any Additional Clearing Required To Assure Any Additional Clearing Required To Assure The Full Functioning Of Pavement Or The Full Functioning Of Pavement Or Drainage Ditches And Structures Including Drainage Ditches And Structures Including The Clear Zone For SafetyThe Clear Zone For Safety

ER Funds Will Only Pay For Removal Of ER Funds Will Only Pay For Removal Of Right of Way Related DebrisRight of Way Related Debris

Changes in MAP-21Changes in MAP-21

New law was effective October 1, 2012.New law was effective October 1, 2012.

Debris removal for major disasters declared Debris removal for major disasters declared under the Stafford Act will be funded by under the Stafford Act will be funded by FEMAFEMA..

Stafford Act goes into effect when a Presidential Stafford Act goes into effect when a Presidential Declaration for a disaster is made.Declaration for a disaster is made.

Debris Removal Eligible for FEMA Debris Removal Eligible for FEMA FundingFunding

Disaster-related debris removal that is eligible for Disaster-related debris removal that is eligible for FEMA funding is not eligible for ER funds.FEMA funding is not eligible for ER funds.

Debris removal from Federal-aid highways is eligible Debris removal from Federal-aid highways is eligible for FEMA funding when the President declares an for FEMA funding when the President declares an emergency or a major disaster and FEMA determines emergency or a major disaster and FEMA determines that debris removal is eligible under the Stafford Actthat debris removal is eligible under the Stafford Act. .

Debris Removal by FHWADebris Removal by FHWA

The Governor makes an emergency or disaster The Governor makes an emergency or disaster declaration but the President does not make an declaration but the President does not make an emergency or a major disaster declaration under the emergency or a major disaster declaration under the Stafford Act.Stafford Act.

The President declares an emergency or major disaster The President declares an emergency or major disaster but FEMA determines that debris removal is not eligible but FEMA determines that debris removal is not eligible under the Stafford Act.under the Stafford Act.

The Governor’s declaration covers counties that are not The Governor’s declaration covers counties that are not included in the President’s declaration. included in the President’s declaration.

ALDOT Guidelines for ER-eligible ALDOT Guidelines for ER-eligible Debris Removal (May 3, 2011)Debris Removal (May 3, 2011)

a. Interstate routes – 60 feet from the edge of pavement (edge line) or as a. Interstate routes – 60 feet from the edge of pavement (edge line) or as necessary to reestablish the recovery zone.necessary to reestablish the recovery zone.

b. Divided routes (non interstate) – 60 feet from the edge of pavement b. Divided routes (non interstate) – 60 feet from the edge of pavement (edge line) or as necessary to re-establish the recovery zone.(edge line) or as necessary to re-establish the recovery zone.

c. Undivided routes (non interstate) – 40 feet from the edge of pavement c. Undivided routes (non interstate) – 40 feet from the edge of pavement (edge line) or as necessary to re-establish the recovery zone.(edge line) or as necessary to re-establish the recovery zone.

d. If application of the above limits would result in “pockets” of debris d. If application of the above limits would result in “pockets” of debris remaining on the ROW that would be insufficient in quantity to be remaining on the ROW that would be insufficient in quantity to be included in a permanent restoration contract let through ALDOT, those included in a permanent restoration contract let through ALDOT, those may be included in the emergency debris removal work.may be included in the emergency debris removal work.

e. If application of the above limits would leave debris or damaged trees e. If application of the above limits would leave debris or damaged trees that are a threat to the travel way or clear zone, those may be included in that are a threat to the travel way or clear zone, those may be included in the emergency debris removal work.the emergency debris removal work.

DETAILED DAMAGE DETAILED DAMAGE INSPECTIONSINSPECTIONS

Inspections Conducted On Site Inspections Conducted On Site To Determine:To Determine:

–The Extent Of DamageThe Extent Of Damage

–Scope Of Repair WorkScope Of Repair Work

–Preliminary Cost EstimatePreliminary Cost Estimate

–ER Funding EligibilityER Funding Eligibility

Inspection Team PersonnelInspection Team Personnel

FHWAFHWA

ALDOTALDOT

CountyCounty

Specialists As AppropriateSpecialists As Appropriate

Options For Getting The Options For Getting The Repairs Done Repairs Done

Emergency RepairsEmergency Repairs– Force Account (i.e. local forces)Force Account (i.e. local forces)– Solicited ContractsSolicited Contracts– Negotiated ContractsNegotiated Contracts

Permanent RepairsPermanent Repairs– Contract Awarded By Competitive Contract Awarded By Competitive

BiddingBidding

!!! DOCUMENTATION !!!!!! DOCUMENTATION !!!

If Not Properly Documented : If Not Properly Documented : Cost of ER Cost of ER Work May Not Be ReimbursedWork May Not Be ReimbursedTake pictures before starting workTake pictures before starting work

Documentation For Emergency Repairs Must Be Tied Documentation For Emergency Repairs Must Be Tied to A Specific Fed-aid Route and Damage Locationto A Specific Fed-aid Route and Damage Location

Example – Co. Rd. 118 (FA-203) Between MP 6.3 & Example – Co. Rd. 118 (FA-203) Between MP 6.3 & MP 7.5MP 7.5

Date work preformedDate work preformed

Time charges for all personnelTime charges for all personnel

Equipment used and supporting cost documentationEquipment used and supporting cost documentation

Materials used and supporting cost documentationMaterials used and supporting cost documentation

QUESTIONS?QUESTIONS?

FHWA ER website: http://www.fhwa.dot.gov/programadmin/erelief.cfm

Contact :

Your ALDOT Division Office

FHWA Division Office: Jeff Shelley– Phone (334) 274-6362– E-mail – Jeff.Shelley@dot.gov