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Emergency Relief Manual

(Federal-Aid Highways)

Interim Update August 2003

Office of Infrastructure
Office of Program Administration
Federal Highway Administration

Table of Contents

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Chapter I Introduction

1. Purpose of Manual
2. Program Overview
   
   

Chapter II Eligibility of Damage Repair Work

1. General
2. Eligible Items
   1. Engineering and Right-of-Way
   2. Detours
   3. Traffic Damage
   4. Overlays
   5. Raising Grades
      1. Traditional Flooding
      2. Basin Flooding
   6. Slides
   7. Work on Active Construction Projects
   8. Toll Facilities
   9. Traffic Control Devices
   10. Landscaping
   11. Roadside Appurtenances
   12. Timber and Debris Removal
   13. Transportation System Management (TSM) Strategies
   14. Projects and Project Features Resulting from Environmental Process
   15. Outside of the Highway Right-of-Way
   16. Administrative Expenses
       1. Regular and Extra Employees
       2. Payroll Additives
   17. Supplies and Materials
   18. Equipment
3. Ineligible Items
   1. Heavy Maintenance
   2. Damage Estimate Under $5,000 per Site
   3. Traffic Damage
   4. Frost Heaving
   5. Applicant - Owned Material
   6. Erosion Damage
   7. Prior Scheduled Work
   8. Mine/Underground Subsidence
   9. Snow and/or Ice Removal
   10. Emergency/Medical Transportation Services
   11. Mitigation/Preventive Work Prior to Disaster
   12. Catastrophic Failure from Internal Cause
4. Emergency Repairs VS. Permanent Repairs
   1. Emergency Repairs
      1. General
      2. Intent of Emergency Repairs
      3. Federal Share (180-Day Period)
   2. Permanent repairs
      1. General
      2. Restoration in Kind
      3. Replacement in Kind
      4. Deficient Bridges
      5. Replacement of Culverts
      6. Betterments
   
   

Chapter III. Emergency Relief Application Process

1. Method 1 - Traditional
   1. Preliminary Steps
   2. Disaster Assessment
   3. Formal State Request for ER Funding and Field Report
   4. Length of Time to Develop Application
   5. Division Administrator's Finding
2. Method 2 - Traditional (Expedited)
   1. Preliminary Steps
   2. Disaster Assessment
   3. Formal State Request for ER Funding & Field Report
   4. Length of Time to Develop Application
   5. Division Administrator's Finding
   6. Detailed Damage Inspections
3. Method 3 - Quick Release
   1. Preliminary Steps
   2. Disaster Assessment
   3. Formal State Request for ER Funding & Field Report
   4. Length of time to Develop Application
   5. Division Administrator's Finding
   6. Detailed Damage Inspections
   7. Additional Considerations
4. Two Disasters Treated As One
5. Flow Chart

Chapter IV. Preliminary Steps

1. Letter of Intent
2. Acknowledgment Letter
3. Governor's Proclamation
   1. Basic Criteria
   2. Timing of the Proclamation
   3. Relationship to President's Declaration
   4. Concurrence by the Division Administrator
   
   

Chapter V. Disaster Assessment and Damage Survey Summary Report

1. Purpose
2. Logistics/Mobilization
   1. Disaster Coordination Engineer
   2. Division Office Orientation
   3. Resource Evaluation
3. Coordination with other Agencies
   1. Policy
   2. State Department of Transportation
4. Damage Assessments
   1. Detailed Damage Inspections
      1. Documentation
      2. Disaster Inspection Teams
   2. Windshield Inspections
      1. Scope of Review
      2. Record-keeping
      3. Supplemental Information
   3. Damage Assessments for Quick Release
5. Damage Survey Summary Report
   1. Purpose
   2. Damage Survey Summary Report Preparation/Content
   3. Damage Survey Report Submissions
   4. Summary of Other Required Documents
   5. Exception
   
   

Chapter VI. Project Procedures and Requirements

1. General
2. Fund Management
3. Federal share
4. Preparation and Submission of Programs
5. Approval of Programs and Project Authorizations
6. Advancing Projects During ER Program Funding Shortages
   1. Previously Approved ER Events
   2. ER Events Awaiting A Division Administrator Finding
   3. General Comments
7. Project Oversight
8. Combined Federal-aid and Emergency Relief
9. Construction Start Deadline (Time Extensions)
10. FHWA as the Construction Agency
11. Project Designations and Numbering
12. Disaster Code
13. Construction Contracts/Force Accounts
    1. Emergency Repairs
       1. Force Account
       2. Solicited Contract
       3. Negotiated Contract
    2. Permanent Repairs
    3. Techniques to Accelerate Projects
       1. Cost-Plus-Time Bidding
       2. Lane Rental
       3. Design-Build
       4. Abbreviated Plans and Shortened Advertisement Period for Bids
       5. Short List of Qualified Contractors
    4. Contract Requirements
       1. Davis-Bacon Act
       2. Buy America
       3. Disadvantaged Business Enterprises (DBE)
       4. Americans with Disability Act (ADA)
       5. Convict Labor
14. Environmental Considerations
15. Design Standards
16. State Emergency Manual
    
    

Appendices

Appendix A - Sample State Letter of Intent
Appendix B - Sample FHWA Acknowledgment Letter
Appendix C - Sample Governor's Proclamation
Appendix D - Detailed Damage Inspection Report Form
Appendix E - Sample State Letter for Quick Release of ER Funds
Appendix F - Sample State Letter Requesting ER Funds

Index

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