1. Emergency Operations Section 1 LA DOTD Emergency Operations Federal Highway Administration Emergency Relief (ER) Funding for Local Government 1 Parish Engineers and Supervisors Association May 14, 2015

2. Emergency Operations Section 2 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

3. Emergency Operations Section 3 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 facili ty Example – bridge suddenly collapsing after being struck by a barge

4. Emergency Operations Section 4 Two Different Programs Separate Program Requirements FEMA - PAFHWA - ER Presidential DeclarationGovernor or Presidential Declaration Must meet minimum established threshold of eligible damages State must have eligible activities in the range of $700,000 Project minimum $3,000Project minimum per site $5,000 Project Worksheets (PW)Detailed Damage Inspection Reports (DDIR) Categories A – GEmergency Repairs & Permanent Restoration Reimbursement funding on a percentage basis Non-Federal Aid Roads and FacilitiesFederal Aid Roads and Facilities Administered by GOHSEPAdministered 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

5. Emergency Operations Section 5 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/Operations/Emergency_Operations/Pages/default.aspx Maps are available by DOTD Districts and Parishes

6. Emergency Operations Section 6 Federal–Aid Routes

7. Emergency Operations Section 7 Federal-Aid Emergency Relief (ER) Program Two Major Categories 1.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%

8. Emergency Operations Section 8 Federal-Aid Emergency Relief (ER) Program Two Major Categories 2.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

9. Emergency Operations Section 9 Federal-Aid Emergency Relief (ER) Program Recent Changes to FHWA ER Program July 6, 2012 – Moving Ahead for Progress in the 21 st 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

10. Emergency Operations Section 10 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: Heavy maintenance Damage estimates under $5,000 per site Applicant- owned material Prior scheduled work Costs associated with evacuation activities prior to a disaster (traffic control & management) Emergency protective measures (CAT B) Adjustment to signs and signal equipment that does not require repair or replacement of a major item – Heavy Maintenance

11. Emergency Operations Section 11 Federal-Aid Emergency Relief (ER) Program Eligible Expenses and Docum entation  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

12. Emergency Operations Section 12 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 Dates Locations Hours of operatio n Operator’s name

13. Emergency Operations Section 13 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 Letters of Award Contracts Notice to Proceed Change orders Pay estimates Invoices and back up Check copies, etc.

14. Emergency Operations Section 14 Federal-Aid Emergency Relief (ER) Program Process for Applying for FHWA ER 1.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 Once authorized DOTD reimburses Local agency for eligible and documented costs

15. Emergency Operations Section 15 Federal-Aid Emergency Relief (ER) Program Process for Applying for FHWA ER 3.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

16. Emergency Operations Section 16 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 –Mandatory for reimbursements

17. Emergency Operations Section 17 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@la.gov Leslie Mix, P.E. Department of Transportation and Development Maintenance Systems Management Administrator 225-379-1796 Leslie.Mix@la.gov Bill Icenogle, LEM-P Department of Transportation and Development Emergency Operations ESF 3 (Public Works & Engineering) Coordination 225-379-1165 Bill.Icenogle@la.gov Chad Winchester, P.E. Department of Transportation and Development Project Development Division Chief 225-379-1048 Chad.Winchester@la.gov

18. Emergency Operations Section 18 Federal-Aid Emergency Relief (ER) Program Questions?

19. Emergency Operations Section 19 Federal-Aid Emergency Relief (ER) Program Yvonne Murphy, LEM Department of Transportation and Development Emergency Operations Disaster Cost Recovery/Mitigation Funds Manager 225-379-1792 Yvonne.murphy@la.gov PRESENTED BY: