1. 4SR7 Emergency Bridge Repair Program Overview
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Division of Finance
October 2017

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

3. Program Overview

4. 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 ( ) approved usage

5. Eligible Costs

6. 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

7. Program Points of Contact

8. 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 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 s from the insurance companies, drivers, or companies even Chief Legal asking about it.

9. 4SR7 Process

10. 4SR7 Process
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

11. 4SR7 Process
If 4SR7 funds are being requested, Brenna Smathers will 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 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.

12. 4SR7 Process If additional 4SR7 funds are needed at a later date:
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!

13. Establishing Accounts Receivable

14. 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.

15. 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

16. 4SR7 Funded Bridge Hits

17. Funded 4SR7 Bridge Hits Examples:
FRA-I-270/I-70 Tanker Fire - $2.2M (7/15)
WAY-US 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 Bridge Hit, Estimate $380,000 (3/17)
First three have been invoiced, last two are still work in progress

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