1. Emergency Relief Process

2. Emergency Relief Process
A natural disaster or accident occurs
Field personnel inspect and report damage to MnDOT EM
MnDOT EM personnel compile and report total to SEOC
The Governor declares an emergency
MnDOT EM sends a letter of intent to FHWA
FHWA sends an acknowledgement letter
MnDOT EM coordinates site visits or windshield tour
MnDOT EM requests ER and submits Damage Summary Survey
FHWA in Minnesota reviews the request
FHWA Division administer concurs with the request.
This process is the same for emergency and permanent repair
Until we have an declared event, we don’t move forward with DDIRs
Repairs will be done with or without ER declaration
Cost tracking is essential – start early and be meticulous

3. State Aid Emergency Repair
Local agency photographs damage and determines appropriate action
Local agency reports location, type of damage and projected cost to MnDOT district HQ
MnDOT districts report damages to MnDOT EM/SA
Local agency determines optimum method for emergency repairs
Repairs are completed
Local agency completes a DDIR within 12 weeks.
MnDOT approves projects less than $150K
Local agency provides documentation of repair costs

4. State Aid Permanent Repair
Local agency photographs damage and determines appropriate action
Local agency reports location, type of damage and projected cost to MnDOT district HQ
MnDOT districts report damage to MnDOT ER/SA
Permanent Repairs must be performed by Standard Competitively Bid Contract
Local agency must complete the DDIR before the project is contracted and constructed
MnDOT assigns SP#s to DDIR
Approved DDIRS are sent to SALT

5. State Aid Permanent Repair
NEPA approval must be obtained
Project does not need to be in STIP
Project does need to be in PPMS
All necessary permits are required
SALT requests federal authorization in FMIS
Project is let through normal DCP process
Permanent repairs are completed, payment is made by normal DCP means
District State Aid Engineer completes final inspection report and DCP processing