4SR7 Emergency Bridge Repair Program Overview A title slide background to enhance your Microsoft PowerPoint presentations. You can download this design and over 10,000 more at www.presentationpro.com Division of Finance October 2017

Overview Program Overview Eligible Costs Program Points of Contact Process Establishing Accounts Receivable 4SR7 Funded Bridge Hits

Program Overview

4SR7 Program Overview Central Office funded program for emergency bridge damage repairs. Estimated $1M new allocation annually Alleviates districts from using district allocations for these types of repairs. Damages that affect structural integrity & unsafe for motoring public. Revenue received from AG collections is applied to the SAC, paid costs from bridge invoices Currently 5 open 4SR7 invoices, 1 non emergency 6-FY18 approved and pending-work in progress. 4 FY17 approved and pending. 1 non 4SR7 pending. FY17- $2M approved in usage FY18-Already at $1M (10-17-17) approved usage

Eligible Costs

Eligible 4SR7 Costs 100% of contract cost only. Structural damage to bridges by accidents. Not eligible for graffiti, guardrail hits Program covers costs if repairs completed within 18 months from accident date. Extensions upon program manager approval No in house costs such as plan design or inspection costs Need to complete work within specified time frame due to limited funds, CO needs to invoice and attempt to recover costs to replenish SAC in a timely manner Also, if it is an emergency, repairs will be done as soon as possible to bring the bridge back to its original condition for safety purposes Unique circumstances will be evaluated on a case by case basis for extensions

Program Points of Contact

4SR7 Points of Contact Brenna Smathers, 4SR7 Program Manager, Central Office Finance/Accounts Receivable. Sara Downs, Budget Administrator Tim Keller, Mike Loeffler, Mike Brokaw, CO Structural Engineering. Please be sure to email everyone-even if no 4SR7 funds are being requested. This is to keep CO Finance aware of what is going on for potential phone calls and emails from the insurance companies, drivers, or companies even Chief Legal asking about it.

4SR7 Process

4SR7 Process Email CO Finance program manager Brenna Smathers and CO Structural Engineering, include the following information: Accident report Bridge inspection report Estimate amount Pictures Bridge Number & Location Date of accident Approximate Sale Date-Quarter/Year (within 18 months of accident date) Was the bridge already scheduled for maintenance or repair? If bridge was scheduled for major repairs or replacement within 3 years of accident, then it would not qualify to use emergency funds

4SR7 Process If 4SR7 funds are being requested, Brenna Smathers will email with approval/disapproval for use of the program based on the criteria sent. Upon approval the district can enter the project into Ellis Programming using the Bridge Damage SAC 4SR7. The District will need to email the PID and estimated completion date to CO, Brenna Smathers.   Estimated completion date is important , this gives me a date to use to follow up with district and see if finished or how close it is to being done.

4SR7 Process If additional 4SR7 funds are needed at a later date: Email CO Brenna Smathers requesting additional funds before making any changes in ELLIS. This is to ensure 4SR7 funds are available for the fiscal year. Once approved, the district will receive a reply to confirm the increase in 4SR7 is available and approved. Important to do because of the increased usage of the program. There isn’t always additional money available, always check with CO to see if approved amount can be increased!

Establishing Accounts Receivable

Establish Accounts Receivable When project is complete, within 45 days the district will collect the billing documentation needed to bill the driver and company/owner of vehicle: Copy of all bids received for project Contractor costs Any ODOT labor, daily dairies, equipment and/or materials used If a lump sum bid such as heat straightening, a copy of the bid Include the Bridge Damage Invoice Checklist (provided by CO), summarizing the costs with a grand total for billing. 2 copies of the costs package should be sent to Brenna Smathers to bill. I will always provide a Bridge Damage Checklist, this needs completed and signed by district. A labor calculation spreadsheet for ODOT labor costs and a summary of the process to refer to when/if needed. These are also available on the web, Finance, Accounts Receivable Important to get to me as soon as possible after project is complete. Billing months after work is done causes questions and push back from insurance company.

Establish Accounts Receivable When the district is NOT using or approved for 4SR7 funds, the district accounting office will invoice the driver for the damages. Once repairs are completed, all documentation will go to the district accounting personnel to create an invoice in the receivables system (ARS) using the appropriate damage coding (452500B). NEW- when the repairs are non 4SR7, districts will bill, very rarely are there non 4SR7 hits Follow all of the previous steps, but all the billing docs go to district accounting office to invoice in ARS instead of to CO

4SR7 Funded Bridge Hits

Funded 4SR7 Bridge Hits Examples: FRA-I-270/I-70 Tanker Fire - $2.2M (7/15) WAY-US30-16.61 Bridge Hit $384,780 (10/15) FRA-US23/SR104 Removal & Rebuild-$632,000 (1/16) FRA-270/33 Bridge Fire, Estimate $675,000 (1/17) FAI-33-11.59 Bridge Hit, Estimate $380,000 (3/17) First three have been invoiced, last two are still work in progress

Questions? Any questions on something not covered? Ideas for improvement? What do you feel works with current process?