1. Background. The Examination of Existing Structures (EES) Program is one of a number of Reclamation programs that have been referred to in the past as “Associated O&M”, “Bureauwide”, or “Reclamation-wide” Programs. These programs have been established to fund the non-reimbursable costs of those activities that Reclamation has determined to be inappropriate to charge to funded projects as “project O&M” activities. Often the activities included in this program may be related to many projects throughout Reclamation or the activities are related to a specific project where there is no specific line item in Reclamation’s budget because the activities are minor or non-recurring in nature. Refer to Reclamation Manual Directives & Standards BGT 04-02 (http://www.usbr.gov/recman/bgt/bgt04-02.html) for general information regarding “Reclamation-wide Program Funding Criteria.”

2.Objective. These Directives and Standards (D&S) are intended to provide a general description of this program, the types of activities that are to be included under this program, and the authorities, as applicable, and rationale for the non-reimbursable funding of the program.

3. Definitions.

A. Funded project. A specific authorized Reclamation project which receives annual appropriations or revenues to fund project O&M activities.

B. Project O&M activities. Activities determined by Reclamation to be performed on behalf of and directly benefiting the ongoing operation and maintenance of a specific project or project feature, and thus are considered to be reimbursable or partially reimbursable.

C. Reimbursable costs. Costs related to project O&M activities that are reimbursed to the Federal government in accordance with established reimbursable cost allocations as determined by the original project authorizations, legislatively approved expansion of project purposes, or current project uses.

4. General Program Description.

A. Evaluation Activities. This program provides for the systematic overview and evaluation/analysis of activities related to operation and maintenance of Reclamation facilities operated by both Reclamation and other entities. This provides for ensuring the safe and proper operation of facilities for their intended purposes, the reduction of in-service and breakdown facilities maintenance, and the protection of the Federal investment.

B. Emergency Management Activities. This program also provides for procedural requirements in implementing Emergency Action Plans to be used in the event of an emergency situation. The Emergency Action Plans provide direction in timely and accurate notification to the local authorities responsible for the evacuation of the public potentially at risk from high operational or dam failure releases from Reclamation facilities.

5. Representative Tasks.

A. Facility Reviews.

(1) Regional and area office participation in formal reviews of high- and significant-hazard dams (annual site inspections, Periodic Facility Reviews, and Comprehensive Facility Reviews). These reviews are performed to ensure that proper operation and maintenance practices and procedures are implemented to fulfill the project’s intended purpose; to identify deficiencies and track corrective measures; to ensure public safety; and to protect the Federal investment as a condition assessment for asset management purposes. Costs for conducting the annual site inspections, Periodic Facility Reviews, and Comprehensive Facility Reviews, and related special and normally inaccessible features examinations are non-reimbursable, as specified in Reclamation Manual D&S FAC 01-07 (http://www.usbr.gov/recman/fac/fac01-07.pdf). Denver Office participation in Comprehensive Facility Reviews is covered as a Safety Evaluation of Existing Dams (SEED) activity and funded under section 6.A. of Reclamation Manual D&S FAC 06-01 (http://www.usbr.gov/recman/fac/fac06-01.pdf.).

(2) Regional and area office participation in Review of Operation and Maintenance (RO&M) Program examinations of associated facilities (water-related facilities and structures). These examinations are performed to ensure that proper operation and maintenance practices and procedures are implemented to fulfill the project’s intended purpose; to identify deficiencies and track corrective measures; to ensure public safety; and to protect the Federal investment as a condition assessment for asset management purposes. Costs for conducting RO&M Program examinations are non-reimbursable, as specified in Reclamation Manual D&S FAC 01-04 (http://www.usbr.gov/recman/fac/fac01-04.html).

B. Emergency Management Program.

(1) Coordination of emergency management activities such as providing information to communities downstream of Reclamation facilities to assist them in the preparation of Emergency Action Plans (EAPs).

(2) Structural monitoring activities, including performance parameter monitoring and surveillance of major structures.

C. Review of Dam and Reservoir Operating Instructions. Includes the review and evaluation of Standing Operating Procedures (SOPs) and EAPs

D. Inundation Mapping. Support to prepare, review, and publish inundation mapping and related information incorporated in EAPs used to inform local emergency management officials of impacts resulting from significant operations or emergency situations at Reclamation facilities.

E. Landslide Surveillance Program.

(1) Collection and compilation of data relating to significant landslides which may have an impact on the safe operation of existing facilities.

(2) The publication and distribution of the Landslide Register which summarizes the data.

6. Funding Criteria.

A. General. Reclamation’s authority to determine which costs to charge customers is governed by general provisions of Reclamation law, project and program specific legislation, and specific provision of contracts that Reclamation enters into with water users. As such, only the costs of those activities considered appropriate by Reclamation to be “project O&M” activities are charged to water users or power customers. The costs of other activities (non-project costs) are typically captured as costs under the Reclamation-wide Programs.

B. Criteria. Within Reclamation Manual D&S BGT 04-02, criteria is outlined for the establishment of Reclamation-Wide Programs (which includes the EES Program) and the related types of activities appropriate to fund under these programs.

C. Specific Authorities. In addition to Reclamation’s general authority, as cited above, the Fact Finders Act of 1924, Subsection O, as amended, and Public Law 92-149 provide additional basis to support the non-reimbursable funding determination of general engineering and evaluation activities that are conducted for non-specific project purposes.

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