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Public Assistance Process Flowchart (DFO) o Phased Deplo)TIlenl ) Applicants' Briefing Special Considerations Scoping Meetings FEIIINSTATE Coordination on INF, etc. / / i ~30 days - S.P. - 20% Validatioll >30 da)'s. S.P.. 100'% Validatin" 60 davs - allnroiects ~,ubmit1ed Applicant Develops Scope of Work & Cost PACs Conduct Kickoff Meetings PACs IdenlifY ls~ues at Kickoff Meeting PAC Requests PO o Figure 1. Public Assistance Process Flowchart Source: FEMA Continued Briefings Develop Disaster Specific Guidance I' AO Conduct I' A Personnel Briefing PAO Assigns PACs I' ACs Prepare for Kickoff Meeting PACs examine PWs PO Develops Cos~ .nd completes PW PAC Confinns All Issues Resolved and Doctnnented g 4\ [lllHIl!<;.!IIl1l.1 I, ?ilIKe:IIt[IJ!T'l~r~~1 I II ,,::{~~~'l(Val.] i:'\:'\'(PI Il rnwrll(l{ol!i M@::: . Federal Highway Admillistratioll Emergellcy Relief Program Congress authorized a special program from the Highway Trust Fund for the repair or reconstruction of federal-aid roads and bridges which have suffered serious damage as a result of: (1) natural disasters, or (2) catastrophic failures from an external cause. By law, the Federal Highway Administration (FHW A) can provide up to $100 million in Emergency Relief (ER) funding to a state for each natural disaster or catastrophic failure that is found eligible for funding under the ER Program. Under this program, the FHW A will reimburse disaster-affected communities for eligible costs associated with clearing, removing and disposing of disaster related debris from federal-aid roads. This pertains only to the right-of-way (ROW) on federal-aid routes and, within that ROW, only to the travel way, shoulders, cut and fill slopes, drainage ditches and structures. Debris that is brought to the ROW from public or private property adjoining the ROW is not eligible for FHW A reimbursement. Communities should have identified and documented, especially prior to a disaster event, which streets and highways within their jurisdiction qualify as federal-aid roads. Any designation lists should be disseminated to AshBritt management; it is prudent for these data to be exchanged during pre-event planning sessions, for instance, during reviews of priority emergency first-push routes. During recovery operations, ideally, City representatives (i.e., loading site monitors) should continuously remind and advise AshBritt work crews whenever debris clearing or removal is being performed on one of these roads. It is critical that all operations (debris clearing and removal) on federal-aid roads be clearly tracked and documented separately and distinguished from operations on non-federal-aid roads. City loading site monitors should prepare separate and distinct load tickets for debris clearing and removal operations that occur on federal-aid and non-federal- aid (City) roads. AshBritt work crews should never commingle debris loads from these two designated roads. Our project management personnel and data processing staff will always clearly track and separate load tickets and all related costs when preparing reports and requests for payment. AshBritt's methodology and procedures for tracking data, reporting and billing, including properly segregating FHW A and non-FHW A work, is discussed in greater detail in Section 6c. Q On the whole, the FHW A debris reimbursement process will normally pertain only to debris clearing tasks that are AshBritt. Inc. I Sunny Isles Beach, FL I RFP No. 08-07-01 75