|FHWA ALERT BULLETIN PROCEDURE|
||Office of Primary Interest
||March 3, 1997
- Events to be Reported
- Procedures for Reporting
- Followup Inquiries
- Liaison with Other Organizations
- PURPOSE. To establish an FHWA Alert Bulletin procedure to rapidly
advise the Federal Highway Administrator, the Office of the Secretary of Transportation,
and the appropriate Regional Emergency Transportation Coordinator (RETCO) of
important matters, major occurrences, and catastrophes of local, regional, or
national significance to FHWA programs and to provide for followup reports as appropriate.
- CANCELLATION. FHWA Order 5180.1D, FHWA Alert Bulletin Procedure, dated December 24, 1990, is canceled.
- DOT Order 1900.7D, Crisis Action Plan.
- DOT Order 1910.8, Notifying the Office of the Secretary of Emergency Situations.
- EVENTS TO BE REPORTED. Information on the following types of events
shall be reported immediately to the Washington Headquarters. Accidents/incidents
described in paragraph 4a shall be reported to the Federal Programs Division
(HFO-10) and accidents/incidents described in paragraphs 4b through 4g to the
Federal-Aid and Design Division (HNG-10). The specific contact persons in the
Washington Headquarters are shown in the "FHWA Emergency Preparedness Contacts"
list, which has been transmitted separately.
- accidents/incidents causing multiple fatalities, numerous injuries or
significant property damage resulting from fire, explosion, or the release
of hazardous materials that necessitates the evacuation of the immediate area
and the closing of roads, streets, or highways,
- highway accidents involving the deaths of five or more persons,
- any accident involving a school bus that results in fatalities and/or disabling injuries,
- any incident that causes a major highway to be closed for more than 24
hours, except for when the public has been notified in advance via newspaper,
radio, or television (i.e., construction or maintenance work zones),
- any incident that causes major damage to highway facilities,
- all bridge failures or closures (advise whether the closure resulted from bridge inspections),
- any chain-reaction incident where more than 10 vehicles are involved,
regardless of the number of fatalities, injuries, and length of time the highway is closed.
- PROCEDURES FOR REPORTING
- General. The procedures in paragraph 5b permit direct reporting
to the Washington Headquarters by field officials other than the Regional
Administrators. This arrangement is authorized in view of the urgency ofgetting
information about a major or catastrophic event to the Washington Headquarters
immediately. The Regional Administrators and other appropriate regional officials
(i.e., FHWA Regional Directors, Office of Motor Carriers, Regional Emergency
Preparedness Officer, and the designated RETCO) shall be informed of these
occurrences immediately after Washington Headquarters has been notified or
concurrently, when possible. The Division Administrator shall establish and
maintain a notification system with the respective State highway agency and/or
State Police to ensure he/she or his/her representative will be informed of
reportable incidents at the earliest possible opportunity.
- Field Responsibilities. The FHWA field official(including the Motor
Carriers official) who first becomes aware of an occurrence listed under paragraph
4 shall report it immediately to the Washington Headquarters using the format
in the attached "Alert Bulletin." The specific staff persons to
be contacted after normal working hours are listed in the "FHWA Emergency
Preparedness Contacts" list. The field Motor Carriers report of occurrence
should be provided by telephone to the Regional Directors, Office of Motor
Carriers or his/her designated representative, who will immediately relay
the information to HFO-10.
- Washington Headquarters Responsibilities
(1) The Washington Headquarters official (including the Motor
Carriers official) who first becomes aware of a major event shall immediately
notify the FHWA Emergency Coordinator (HNG-10) so that an "Alert Bulletin" may be prepared.
(2) The Federal Programs Division (HFO-10) will use Form MCS-100
"Initial Notification of Motor Carrier Accidents and Hazardous Materials
Incidents" to record the events outlined in paragraph 4a.
(3) Notification of Higher Authority During Duty Hours.
(a) Alert Bulletins are to be distributed by e-mail or
FAX as indicated in the attached form, and a hard copy hand carried to
the Office of the Administrator at the discretion of the FHWA Emergency Coordinator (HNG-10).
(b) These procedures shall not preclude either the Director,
Office of Motor Carrier Field Operations, or the Chief, Federal-Aid and
Design Division, from advising the Office of the Administrator and/or
the Office of the Secretary by telephone before preparation of the "Alert
Bulletin" when the occurrence, in the judgment of either of these
officials, warrants such actions.
(4) Notification of Higher Authority During Off-Duty
(a) When in the judgment of the Washington official receiving
the information, the occurrence warrants the immediate attention of the
Federal Highway Administrator, the official shall telephone the Administrator at his/her residence.
(b) Telephone notification to the Secretary after working
hours can be made through the United States Coast Guard on 202-267-2100
or the Federal Aviation Administration Operations Center on 202-267-3333.
This notification shall be at the discretion of the Federal Highway Administrator,
Deputy Administrator, or Executive Director.
(c) Telephone notification to the Federal Highway Administrator
and/or Secretary shall not preclude the preparation of an "Alert
Bulletin" for record and confirmation purposes.
- FOLLOWUP INQUIRIES. Occasionally, a Washington Headquarters office
may need more detailed information concerning an incident. In these instances,
the office that initially reported the incident will be contacted and requested
to provide the specific information. All requests for additional information
shall be channeled through HNG-10.
- LIAISON WITH OTHER ORGANIZATIONS. The Office of Motor Carrier
Field Operations receives written and telephonic communications from the United
States Coast Guard's National Response Center concerning hazardous materials
incidents and railroad accidents involving commercial motor vehicles.
Jane F. Garvey
U.S. Department of Transportation
Federal Highway Administration
1. DESCRIPTION OF INCIDENT (Accident, Flood, Road Closure. etc):
2. LOCATION (State/City/County/Route/Milepost/Railroad, River, etc.):
3. DATE/TIME OF INCIDENT:
4. WEATHER AND ROAD CONDITIONS:
5. DESCRIPTION OF VEHICLES INVOLVED:
6. NUMBER OF FATALITIES/INJURIES:
7. TYPE OF HAZARDOUS MATERIALS (if applicable):
8. DESCRIPTION OF FACILITIES DAMAGED:
9. DATE /TIME FACILITIES ARE EXPECTED TO RETURN TO NORMAL:
10. REPORTED BY (name/office/telephone/date/time):