Emergency Bridge Repair Program Overview
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Division of Finance
October 2017
4SR7 Emergency Bridge Repair Program
4SR7 Emergency Bridge Repair Program
Overview
Overview
Overview
•
Program Overview
•
Eligible Costs
•
Program Points of Contact
•
Process
•
Establishing Accounts Receivable
•
4SR7 Funded Bridge Hits
2
Program Overview
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.
4
Eligible Costs
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
6
Program Points of Contact
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.
8
4SR7 Process
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?
10
4SR7 Process
11
•
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.
4SR7 Process
12
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
.
Establishing Accounts
Establishing Accounts
Receivable
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.
14
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).
15
4SR7 Funded Bridge Hits
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)
17
Questions?
18
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This document provides an overview of the 4SR7 Emergency Bridge Repair Program, funded by the Central Office for annual allocations. It covers eligible costs, points of contact, and the process for establishing accounts receivable. The program specifically addresses structural damage to bridges caused by accidents, providing 100% coverage of contract costs within 18 months of the incident date. Contacts include Brenna Smathers, the program manager, and various finance and engineering personnel. The process involves submitting necessary information for approval before project initiation.
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Presentation Transcript
4SR7 Emergency Bridge Repair Program Overview Division of Finance October 2017
Overview Program Overview Eligible Costs Program Points of Contact Process Establishing Accounts Receivable 4SR7 Funded Bridge Hits 2
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. 4
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 6
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. 8
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? 10
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. 11
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. 12
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. 14
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). 15
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) 17
Questions? 18
