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FHWA Order 5180.1E

Order
Subject
FHWA ALERT BULLETIN PROCEDURE
Classification Code Date Office of Primary Interest
5180.1E March 3, 1997 FHWA

Par.

  1. Purpose

  2. Cancellation

  3. Authority

  4. Events to be Reported

  5. Procedures for Reporting

  6. Followup Inquiries

  7. Liaison with Other Organizations

  1. 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.

  2. CANCELLATION. FHWA Order 5180.1D, FHWA Alert Bulletin Procedure, dated December 24, 1990, is canceled.

  3. AUTHORITY

    1. DOT Order 1900.7D, Crisis Action Plan.

    2. DOT Order 1910.8, Notifying the Office of the Secretary of Emergency Situations.

  4. 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.

    1. 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,

    2. highway accidents involving the deaths of five or more persons,

    3. any accident involving a school bus that results in fatalities and/or disabling injuries,

    4. 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),

    5. any incident that causes major damage to highway facilities,

    6. all bridge failures or closures (advise whether the closure resulted from bridge inspections),

    7. 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.

  5. PROCEDURES FOR REPORTING

    1. 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.

    2. 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.

    3. 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

          Hours.

          (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.

  6. 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.

  7. 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.

/s/
Jane F. Garvey
Acting Administrator

Attachment

Undisplayed Graphic

U.S. Department of Transportation
Federal Highway Administration

ALERT BULLETIN

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):

______________________________________________________

Page last modified on October 19, 2015
Federal Highway Administration | 1200 New Jersey Avenue, SE | Washington, DC 20590 | 202-366-4000