December 2005


Emergency Response Manual

for

The Orlando-Orange County Expressway Authority

Construction Management Projects

1.0   Chapter 1 Introduction

1.1    Purpose

1.2    Introduction

1.3    Local Emergency Contacts

2.0   Chapter 2 Emergency Response Plan

2.1    Hurricane Categories

2.2    Hurricane Status Levels

2.3    Hurricane Response Procedures

2.3.1        Preliminary

2.3.2        Authority Representative (CMC)

2.3.3        CEI Consultants

2.3.4        Construction Contractors

2.4    Construction Project Emergencies

2.5    Fiber Optic Network Cut Procedure

 

3.0   Chapter 3 Emergency Equipment and Supplies

 

4.0   EMERGENCY RESPONSE DIRECTORY (ATTACHMENTS)

 

 

 

 


EMERGENCY RESPONSE MANUAL

CONTROL PROCEDURE

 

1.0              Introduction                                                                                    

1.1       Purpose

This Emergency Response Manual is written to cover an area-wide emergency in which there is some advance warning such as a hurricane.  Other localized emergencies that are spontaneous, such as forest fires, flooding, tornadoes, hazardous spills and major accidents would be handled by using the Manual sections on communication, damage assessment and restoration that apply to the situation.

The Manual provides procedures for situational analysis, mobilizing personnel and equipment, information to the public, taking protective action, assessing damage, record keeping, planning recovery/restoration, and coordinating emergency response activities.

1.2       Introduction

The following section of the Emergency Response Plan (hereinafter called the Plan) has been developed for hurricane emergencies in light of lessons learned from previous hurricanes and emergencies in Florida.  This Plan pertains to project construction sites under the jurisdiction of the Orlando-Orange County Expressway Authority (the Authority) and the office facilities, personnel, equipment, and records used to administer those projects.  The Plan is designed to coordinate the activities of the Authority, the Construction Engineering and Inspection (CEI) Consultants and the Construction Contractors in the steps required to prepare for, and recover from, a hurricane or similar emergency condition.

A major item to be considered in preparing for a hurricane is the congestion of highways and roads caused by evacuation of the expected storm area.  Where evacuation of major urban areas is required, severe traffic congestion can be expected, particularly on the Authority’s system and its connecting roadways.  Maintaining traffic flow will be a critical consideration.  A secondary problem may be the depletion of personnel resources due to people’s absence attending to the safety of their families.

Major problems to be faced in the aftermath of a hurricane are (1) the absence of communications due to disruption of phone lines and destruction of antenna for cellular, microwave and regular radio communications, (2) lack of access and mobility within the storm area due to roads blocked with storm damage or debris, and (3) traffic congestion due to people now trying to leave, people trying to return and relief agencies and support operations needing to deal with the emergency.

In considering and implementing the Emergency Response Plan the above factors need to be kept in mind and individual plans tailored to best address the problems mentioned above.

 

 


1.3             Emergency Contacts

Local Emergency Contacts

For all Emergencies (needing Fire/Police/Ambulance Assistance) Dial 9-1-1

For Non-Emergency calls:

Fire

         Winter Garden………………………………….     (407) 656-4689

         Orange County…………………………………     (407) 836-9100

         Orlando………………………………………….     (321) 235-5200

 

Police

         Winter Garden…….……………………………     (407) 656-3636

         Orlando………………………………………….     (321) 235-5300

 

Sheriff

         Orange County…………………………………     (407) 737-2400

Authority Road Ranger

         Orange County…………………………………     (800)927-7718

 

Emergency Management Center

         Orange County…………………………………     (407) 836-9140

Hospitals

         Florida Hospital East Orlando…………….      (407) 303-8110

         7727 Lake Underhill Rd., Orlando, Fl 32822

         Florida Hospital Orlando…………….              (407) 303-6611

         601 E. Rollins St., Orlando, Fl 32803

 

Florida Highway Patrol

         Troop “D”………………………………………       (407) 737-2300

         Troop “K” Turnpike……………………………      (407) 855-5382

 

Florida Department of Transportation

         District 5 – Deland………………………………..(386) 943-5000

 

Utility Companies

         Florida Power…………………………………        (800) 700-8744                                  (407) 629-1010                                                                         

         Lake Apopka Natural Gas……………………       (407) 656-2734

         Sprint Telephone………………………………      (800) 877-2000

         Sprint (Cellular Customers)…………………        (800) 894-1233

         City of Ocoee (Water Dept.)…………………       (407) 905-3199

         City of Apopka (Water Dept.)………………..       (407) 889-1731

         City of Winter Garden (Water Dept.)………        (407) 656-4100

         BellSouth……………………………………..         (407) 780-2222

         Orlando Utilities (Water and Electrical)……        (407) 423-9100

 

Back to the Table of Contents


2.0         EMERGENCY RESPONSE PLAN

2.1             Hurricane Categories

·         Category 1 = Winds of 74 – 95 miles per hour. Storm surge 4 to 5 feet. Damage minimal; primarily to foliage, unanchored mobile homes and poorly constructed signs.

·         Category 2 = Winds of 96 – 110 miles per hour. Storm surge 6 to 8 feet. Damage moderate; overall heavy damage to mobile homes, some damage to house roofs and windows.

·         Category 3 = Winds 111 – 130 miles per hour. Storm surge 9 to 12 feet. Damage extensive; mobile homes destroyed, structural damage to buildings and foliage torn from trees.

·         Category 4 = Winds 131 to 155 miles per hour. Storm surge 13 to 18 feet. Damage extreme; overall heavy damage to homes and large trees up rooted.

·         Category 5 = Winds 156 miles per hour or greater. Storm surge above 18 feet. Damage catastrophic; small buildings blown away or overturned; few if any trees left standing.

2.2       Hurricane Status Levels

·         Alert -   Storm is within 72 hours of possible landfall in an area, which could impact operations.

·         Watch - Hurricane conditions are possible in an area, which could impact operations within 24 to 48 hours.

·         Warning – Hurricane conditions are probable in an area, which could impact operations within 24 hours.

The primary purpose of this Plan is to direct the relevant CMC, CEI Consultant and Contractor personnel in the actions required in preparation for and the handling of hurricane conditions within the Authority construction areas.  The focus of the activities is to remove every impediment to traffic flow in the evacuation process before the hurricane and to mobilize resources to restore the Authority system as a major artery for movement of relief forces following the hurricane where the system is normally open to traffic.

2.3       Hurricane Response Procedures

The Plan is broken down into a series of phases and the corresponding steps to be taken up, during and immediately following a hurricane or similar emergency conditions.

 

·         Phase ‘A’ includes an annual review.  It also includes those steps to be performed and the facilities to be maintained and checked at regular intervals as a general preparedness condition during normal times.

 

·         Phase ‘B’ is the “alert” stage when a storm is within 72+ hours of possible landfall.  The  CMC Emergency Team will assemble at this time and issue an “alert” status to all operational units in the Construction group.  The construction personnel (CEI, Contractor and Support Services) will be notified, along with the appropriate Authority staff.

 

·         Phase ‘C’ refers to those activities and acquisitions performed during a “Hurricane Watch.”  A Hurricane Watch is issued when hurricane conditions are possible in the designated area within a 24 to 48 hour time period.

 

·         Phase ‘D’ refers to those activities to be performed during a “Hurricane Warning.” A Hurricane Warning is issued when hurricane conditions are considered likely in the designated area within 24 hours.

 

·         Phase ‘E’ refers to those activities to be performed immediately following a hurricane. It is assumed that all personnel are either evacuated from or remain within a secure building in the hurricane area for the duration of the storm.

 

2.3.1 Preliminary

 

The Emergency Operations Center will be under the leadership of the Authority or designated representative.  On an annual basis before the hurricane season, the Authority representative will call for a meeting with the CEI Consultant Project Resident Engineers to review and revise as necessary the Emergency Response Plan.

 

All construction emergency contact with the Authority staff will be through the designated representative.  The Authority representative in turn will notify the Authority of emergency activities on the construction project.  Information to the public will be through the Authority’s Director of Construction and Maintenance, who is authorized to issue position statements or releases to the media.

 

In the following sections the activities to be performed during each Phase are detailed for each organization:

·         The Authority representative or Construction Management Consultant (CMC)

·         Construction Engineering and Inspection (CEI) Subconsultants

·         Construction Contractors

 

 

2.3.2       Authority Representative (CMC)

 

            2.3.2.1 Phase ‘A’ - Before Hurricane

 

The Authority Representative will be the main liaison with the Authority and will be in overall charge of Authority’s Construction Projects.  Specific tasks to be performed during the various phases are:

·         Maintain an up-to-date directory of all key personnel (Authority, CMC, CEI’s, Contractors, and Local Municipalities having jurisdiction of roads crossed or directly connected to the Authority system to expedite communications during an emergency and identify the representatives of the various participating organizations.  The directory is to include positions, phone numbers (work, home, mobile, pagers, etc.), and alternate means of communications.  The list of key personnel, along with their mobile phones, pagers and home phone numbers is included in Section 6.

·         Perform periodic reviews of CEI Consultants’ and Contractors’ offices to ensure that their portion of the Plan is up-to-date, is communicated to all required personnel, that they are knowledgeable of the Plan and able to perform their functions and that all emergency materials are available and suitably stored for use.

·         Develop a plan for evacuation of movable office equipment, computer disks and project files if the office is in an unsecured area within potential hurricane path.  Define a “secure area” for equipment and files for CEI and Contractor offices and include in individual plans how this evacuation operation would be managed.  Obtain and store sufficient quantity of folding cardboard file boxes to allow for evacuation of project files.

·         Attend annual meetings with the CEI Consultant Resident Engineers to review and revise as necessary the Emergency Preparedness Plan.  Provide minutes of meetings and distribute to attendees, CEI Consultants and Contractors.  Convene, when necessary, follow-up meetings with CEI Consultants and Contractors to coordinate up-dating of the Emergency Response Plan.

·         Authorize purchase and storage of emergency supplies.  (See Section 3.0)

 

2.3.2.2  Phase ‘B’ - Hurricane Alert

Call all construction response team personnel, the CEIs and the Contractors.  All parties should verify at this time that their personnel are available and ready, that telephone lists are correct, and all vehicles to be used during the emergency are prepared and equipped with the necessary emergency supplies. (See Section 3.0)

            2.3.2.3   Phase ‘C’ - Hurricane Watch

·         Monitor news bulletins and notify CEI Consultants and Contractors when Hurricane Watch is issued.  Authorize implementation of Phase ‘C’ activities.

·         Advise location of the “operations center” to be set up in a secure location and manned by key personnel.  Set up communication systems and lines of communications.

·         Coordinate contacts with the CMC Construction Manager and CEI Consultant staff to arrange meeting places following the hurricane.

·         Coordinate with CEI Consultants and Contractors the removal of nonessential MOT devices and the opening of closed lanes and ramps to ensure minimum disruption to evacuation traffic.  Cooperate with Authority and Florida Department of Transportation (FDOT) Operations, Florida Highway Patrol (FHP) and local agencies in support of population evacuation plans and coordinate support of CEI Consultants and Contractors.  Every effort is to be made to promote traffic flow and to remove impediments to traffic.

·         If a construction field office is in an unsecured area within the potential hurricane path, place all files in cardboard file boxes and prepare for evacuation.  Check that inventory of equipment and material is up-to-date.  Back-up on to tape and/or disks, all computer information.  See that this back-up is stored in a safe and dry location.

·         Organize the release of nonessential personnel for evacuation of families within the hurricane path.  Essential personnel shall arrange evacuation of families and, where possible, return to the project.

·         Check emergency supplies, fill all vehicles, generators and fuel tanks with gasoline or diesel.

·         Coordinate with CEI Consultants and Contractors outside the hurricane path to maintain communications, as far as possible during the hurricane and to set up contact stations and support services immediately following the hurricane.

 

2.3.2.4Phase ‘D’ - Hurricane Warning

·         Monitor news bulletin and advise the CEI Consultants and Contractors when Hurricane Warning is issued.

·         Secure and/or relocate records and equipment as necessary.

·         Check with CEI’s on the removal of non-essential MOT devices and that all lanes are open.  Report status to the Authority and FHP. 

·         If field offices are in trailers and within the hurricane path, secure offices by covering windows.  Load and evacuate files, movable equipment and computer discs to a secure location.

·         All offices within the hurricane path should do a complete backup of the file server and personal computers.  Backup tapes and discs must be stored in a secure location.

·         Advise CEI Consultants within the hurricane path to secure all office trailers and evacuate file records and movable equipment.

·         Monitor population evacuation operations and coordinate with the Authority, FHP, CEI Consultants and Contractors in maintaining population evacuation procedures.

·         To the extent possible, maintain communications with CEI Consultants to coordinate activities in the event of a later change in the hurricane’s direction.

·         Coordinate with the Authority and CEI Consultants the final plans to maintain communications during the hurricane, if possible, and to confirm meeting points to coordinate relief work after the hurricane has passed.

2.3.2.5  Phase ‘E’ - After the Hurricane

·         Assess the impact of the hurricane, determine responses and coordinate through the Authority, CEI Consultants and Contractors.

·         Re-establish communications with the Authority, CEI Consultants and Contractors.  Gather all available information, which would impact the system within the hurricane area and coordinate with Authority management team.

·         Advise CEI Consultants and Contractors not to move any personnel or equipment into the hurricane area without prior authorization with the exception of making the area safe.

·         Assist the CEI Consultants with the assessment of the work required to open the Authority’s roadway, restore signage and remove debris.  Determine requirements and notify CEI Consultants to mobilize Contractor resources as directed.

·         If an Emergency Declaration is issued by the Governor, prepare a detailed damage assessment report and recommendations for each project, and assist with developing and processing the necessary contract modifications (if authorized by the Authority).  The CEIs will be provided with the necessary instructions and guidance.

2.3.3 CEI Consultants

2.3.3.1 Phase ‘A’ - Before Hurricane

·         Maintain up-to-date lists of their own and Contractor’s key personnel with all above relevant information and advise the Authority when changes occur.  Note all changes in the Emergency Response Directory until a revised directory is issued.

·         Meet with the Contractor and discuss the Emergency Response Plan.  Review project status on a regular basis and plan for the removal of non-essential MOT devices and the opening, when possible, of closed lanes and ramps to ensure minimum disruption of traffic.  Ensure that Contractor understands the requirements of the Plan in relation to that particular contract and section.  Confirm to the Authority that CEI Consultants and Contractors have agreed on the details of the Plan and provide written copies of the Plan.

·         Ensure office trailers are adequately tied down and provide and store plywood panels and hardware to cover windows.  Provide sufficient quantity of folding cardboard file boxes and store for possible evacuation of project files.  Develop a plan for the evacuation of movable office equipment and computer discs.

·         Obtain and store emergency equipment and supplies as shown on Attachment A.

·         Attend up-date meetings as called by CMC Program Manager and ensure up-dates are implemented by the CEI, Consultant and the Contractor.

 

2.3.3.2  Phase ‘B’ - Hurricane Alert

Assist as requested in alerting their CEI personnel and that of the Contractor.  All parties should verify at this time that their personnel are available and ready, that telephone lists are correct and all vehicles to be used during the emergency are prepared and equipped with the necessary emergency supplies.

 

2.3.3.3  Phase ‘C’ - Hurricane Watch

2.3.3.3.1        Within Hurricane Path

·         Notify the Contractor of Hurricane Watch and authorize implementation of Phase “C” activities.

·         Place all files in cardboard file boxes and prepare for evacuation.

·         Organize the release of non-essential personnel for evacuation of families.  Essential personnel should arrange evacuation of families and return to the field office, if possible.

·         Check emergency supplies (See Section 3.0) and fill all vehicles, generators and fuel tanks, if any, with gasoline or diesel.

·         Coordinate with the Contractor the removal of nonessential MOT devices and the opening of closed lanes and ramps to ensure minimum disruption to evacuation of traffic.  Cooperate with the Authority, FDOT, FHP, the Contractor and all relevant agencies in support of population evacuation plans.  Every effort is to be made to promote traffic flow and to remove impediments to traffic.

·         Relocate or secure all loose materials and equipment and prepare to evacuate Nuclear Density Devices per license requirements.

·         Check and record the Contractor’s activities in securing the site, offices and equipment.

·         Coordinate with the Authority and the Contractor plans for contact stations to be set up immediately following the hurricane.

2.3.3.3.2 Outside Hurricane Path

·                     Notify Contractors of Hurricane Watch and advise readiness to implement Phase ‘C’ and ‘D’ activities if hurricane path changes.

·                     Coordinate with the Contractor the removal of all non-essential MOT devices and the opening of closed lanes and ramps to ensure minimum disruption of evacuation of traffic.  Cooperate with the Authority, FDOT, FHP, the Contractor and all relevant agencies in support of population evacuation plans. 

·                     Every effort is to be made to promote traffic flow and to remove impediments to traffic.

·                     Cooperate with the Authority, other CEI Consultants and Contractors outside the hurricane path to maintain communications during the hurricane and to set up contact stations and support services immediately following the hurricane.

2.3.3.4 Phase ‘D’ - Hurricane Warning

2.3.3.4.1 Within Hurricane Path

·         Upon notification of Hurricane Warning, secure office trailers with plywood over the windows, load and evacuate file records, movable equipment and Nuclear Density Devices and all personnel except those who have access to secure premises locally.

·         Check to see that all loose materials and equipment have been secured and that all utilities have been disconnected.

·         To the extent possible, coordinate available Contractor services to assist relevant agencies in evacuation procedures.  Maintain detailed records in field books of the CEI Consultant and Contractor’s activities in Phase ‘C’ and ‘D’ Document to the extent possible activities, calls for support and directions of other public safety agencies.

·         Coordinate with the Authority and the Contractor final plans to maintain communications during the hurricane, to the extent possible, and to confirm meeting points to coordinate relief work after the hurricane has passed.

2.3.3.4.2        Outside Hurricane Path

·         Maintain communications with the Authority, as far as possible, throughout entire period of Hurricane Warning and hurricane passage.

·         Be prepared to implement Phase ‘D’ activities in the event of later change of direction of hurricane.

·         Cooperate with all agencies in support of population evacuation plans.  Coordinate available Contractor services to assist evacuation procedures.

2.3.3.5  Phase ‘E’ - After the Hurricane

2.3.3.5.1        Within Hurricane Area

·         As soon as possible, re-establish communications with the Authority and provide assessment of hurricane impact.

·         Ensure that the Contractor re-establishes all MOT necessary to provide maximum accessibility and safety on the system in construction areas.

·         Meet with the Contractor and assess impact of the hurricane on construction activities, e.g., disruption due to: a) evacuation procedures, b) preparation activities, and c) delays due to hurricane relief support or maintaining maximum access on the system for hurricane relief traffic.

·         Provide recommendations for Contractor services to restore and reopen sections of the system that may have previously been open to traffic.

·         Transmit instructions to the Contractor to provide services and maintain a record of services provided.  Notify the Contractor not to mobilize any personnel or equipment until notified, except to make area safe, unless there is adequate access to the site.

·         Assess and report the likely time required to remobilize, or replace if damaged beyond repair, the CEI Consultant’s office trailer.  If reinstatement of the office trailer is likely to take some time, provide a temporary, alternate location as agreed by the Authority.

·         Report availability of CEI Consultant personnel and the ability to keep usefully employed.

·         Report availability of Contractor’s personnel and equipment and work available, both contract work and hurricane relief work.

2.3.3.5.2        Outside Hurricane Area

·         Maintain or restore communications to the Authority and provide assistance as directed.

·         Ensure that the Contractor re-establishes all MOT necessary to provide maximum accessibility and safety within the construction areas.

·         Monitor the Authority’s roadway system under construction to maintain maximum availability to traffic to and from the hurricane area.

·         Meet with the Contractor and assess the impact of the hurricane on construction activities, e.g., disruption due to a) evacuation procedures, b) preparation activities, and c) delays due to hurricane relief support or maintaining maximum access on the system for hurricane relief traffic.  Provide a written report as soon as possible and up-date as hurricane effects continue.

·         As instructed by the Authority (through the CMC), authorize the Contractor to provide hurricane relief and support activities.  Maintain records of such activities.

2.3.4 Construction Contractors

2.3.4.1 Phase ‘A’ - Before Hurricane

·         Review requirements of the Emergency Response Plan and provide information on key personnel to CEI Consultants as required.

·         Develop a detailed plan based on these guidelines that is specific to the Contract and project section site.  Confirm the plan with the CEI Consultant and obtain approval.

·         Provide and maintain emergency supplies and up-date the Plan periodically to keep current with personnel changes.  Advise the CEI Consultant of any changes.  Emergency supplies will normally consist of first-aid supplies, flashlights, spare batteries, etc (see Section 3.0).  Since power may be disrupted, consideration should be given to generator driven lights or oil lanterns with oil supplies where gasoline may be in short supply.

·         Office and storage trailers are to be adequately tied down.  The plan should include for evacuation of the Contractor’s records and movable office equipment.

·         Attend up-date meetings with the CEI Consultant and implement, as necessary, up-dates to the Emergency Response Plan.

2.3.4.2  Phase ‘B’ - Hurricane Alert

Alert all Contractor personnel, verify that they are available, telephone lists are correct, and all vehicles to be used during the emergency are prepared and equipped with the necessary emergency supplies.

2.3.4.3  Phase ‘C’ - Hurricane Watch

2.3.4.3.1        Within Hurricane Path

·         Upon notification by the CEI Consultant, implement Phase ‘C’ activities.

·         Relocate or secure all loose materials, formwork, equipment and work-in-place that have the potential to become airborne and hazardous during a hurricane.

·         Secure office and storage trailers and take steps to secure records.

·         Perform all tasks required by their insurance policies.

·         Remove all non-essential MOT devices and open closed lanes and ramps.  Make every effort to remove all impediments to traffic flow and to take all possible steps to promote traffic flow.  Cooperate with the CEI Consultant and all relevant agencies in support of population evacuation plans.

·         To the extent possible, backfill excavations, remove obstruction as to drainage and water flow and move equipment that must remain to higher ground.  Check project for possible locations of damaging erosion or flooding and place necessary control devices.

·         Coordinate with the CEI Consultant plans for contact stations to be set up immediately following the hurricane.

·         Fill all vehicles, equipment, generators and fuel tanks with gasoline or diesel and check all emergency supplies.

2.3.4.3.2        Outside Hurricane Path

·         Upon notification by the CEI Consultant, remove all nonessential MOT devices and open wherever possible and feasible, closed lanes and ramps.  Make every effort to remove all impediments to traffic flow and take all reasonable steps that will improve traffic flow.  Cooperate with the CEI Consultant and all relevant agencies in support of population evacuation plan.

·         Cooperate with the CEI Consultant to maintain communications during the hurricane and to set up contact stations and support services immediately after the hurricane.

·         Be prepared to implement Phase ‘C’ or ‘D’ activities in the event of a later change of the hurricane path.

2.3.4.4      Phase ‘D’ - Hurricane Warning

2.3.4.4.1        Within Hurricane Path

·         Evacuate records, equipment, vehicles and personnel to the extent that secure accommodations are not available locally.

·         Secure all trailers and offices with plywood over the windows.  Complete securing of any loose materials or cover with earth, if possible.

·         Locate all major equipment on the leeward side (side away from the approaching storm) of high embankments normally located at approaches to major bridge structures or at similar high fill locations to provide protection.  Fill all tanks with fuel and prepare for use after the hurricane.

·         Remove all remaining road signs or other items that can become airborne in hurricane force winds, depending on population evacuation and time available.

·         Lower booms on all cranes and excavators.  Final check on pumps, portable lighting equipment, generators, etc., for fuel and secure for use after the hurricane.

·         To the extent possible, continue to provide assistance, as directed by the CEI Consultant or local emergency agency in the population evacuation procedures.

·         Confirm with the CEI Consultant final plans to maintain communications during the hurricane and meeting points after the storm to assist in relief work.

·         Maintain thorough records, including photos and video, of all activities for which reimbursement may be sought.

2.3.4.4.2 Outside Hurricane Path

·         Maintain communications during the entire Hurricane Warning period and during hurricane passage with the CEI Consultant.  Be prepared to implement Phase ‘D’ activities in the event of a late change in direction of the hurricane.

·         Support to the fullest extent possible, as directed by the CEI Consultant, the population evacuation procedures.  Suspend any activities that interfere or hinder the evacuation procedures.

·         Final check and prepare equipment that may be required for relief services following the hurricane.

·         During the hurricane, all parties should, to the extent possible, maintain communications and monitor radio and TV broadcasts for information on the passage and impact of the hurricane.

2.3.4.5      Phase ‘E’ - After the Hurricane

2.3.4.5.1        Within Hurricane Area

·         As soon as possible, meet with the CEI Consultant at a pre-determined meeting point, assess hurricane impact and re-establish communications with the CEI Consultant and the Contractor’s Home Office.

·         Take necessary actions to clear roadways in the construction zone and to secure the construction site.  Re-erect traffic control devices (signs, barricades and barriers) where possible.  No lane restrictions should be installed unless required for traffic safety.

·         Provide hurricane relief services as directed by the CEI Consultant and as personnel and equipment are available.  The primary focus will be upon removing debris, improving drainage, and re-opening the Authority’s system and ancillary roads that were previously open to traffic.

·         To avoid unnecessary congestion and impedance to relief agencies, avoid moving personnel or equipment into the area unless instructed to do so by the CEI Consultant to secure the site.

·         Advise the CEI Consultant on availability of labor, equipment and materials for contract work and hurricane relief activities.         

·         Provide written assessment at the earliest time possible to the CEI Consultant, of the impact on the contract, of preparation activities, population evacuation activities and hurricane relief activities.

2.3.4.5.2        Outside Hurricane Area

·         Provide support to maintain traffic flow within the Authority’s construction areas, as directed by the CEI Consultant, for hurricane relief vehicles.

·         Provide written assessment at the earliest time possible to the CEI Consultant, of the impact on the contract, of preparation activities, population evacuation activities and hurricane relief activities.

·         Advise the CEI Consultant on availability of labor, equipment and materials for contract work and hurricane relief activities.

NOTE:   The complete EMERGENCY RESPONSE DIRECTORY for the Authority’s construction project is included in the Plan (see Section 4.0).  This directory is updated periodically and distributed to all appropriate Authority and CMC personnel, all CEI Consultants and Construction Contractors.  The directory contains a list of all active construction projects along with the key people associated with the project (Authority, CMC, CEI, and Contractor).  For these people, their office, home, mobile and pager numbers are listed.  Any changes in personnel, titles, functions, or contact numbers should be furnished immediately to the CMC, who has the responsibility for this manual.  Depending on the actual date, the latest issue should be referred to.


2.4        Construction Project Emergencies

2.4.1 Preparation for Potential Emergency

The Contractor and the CEI need to implement extra caution when working in construction areas which affect the general public.  The following procedures will be utilized to be prepared for traffic emergencies and implement repairs if emergency conditions should occur:

·         Supply of rap, cold mix or 57 stone on site – During the contract duration, the Contractor shall be required to maintain on site a stockpile of 40 tons of RAP and 40 tons of 57 stone.

·         Steel plates available on site – The Contractor will be required to maintain 240 S.F. of traffic bearing steel plates on site.  These plates will be used to bridge any localized depression that may suddenly develop in the roadway.

·         Know traffic volumes – The Resident Engineer, Project Engineer and Senior Inspectors shall be provided daily traffic volumes (24 hrs-7 days) at various locations within the project limit.  If a condition should develop that would require a repair to an active lane/roadway, the CEI will strive to delay the repair until a time period when the hourly traffic counts do not exceen 1,500 vehicles/hour/open lane(s).

·         Have Emergency Contacts and Numbers Available – The following emergency contacts and numbers shall be carried by each CEI employee:

FL Highway Patrol-Troop D-    (407)303-8110   Troop K (Tpke)-(407)855-5382

Police Dept            Orlando-    (321)235-5300   Winter Garden -(407)235-5300

Orange County Sheriff -         (407)737-2400

Authority Road Ranger-          (800)927-7718

The appropriate agency will be notified immediately and requested to provide assistance with traffic.

 

2.4.2 When a Traffic Emergency Occurs

The following procedures will be utilized to respond to traffic emergencies and implement repairs if emergency conditions should occur:

·         Notify the Road Ranger – the CEI shall notify the on-duty Road Ranger should any condition develop that causes or has the potential to cause a back-up of traffic.  The Road Ranger will be briefed on his arrival and will be directed by the CEI to provide advance warning to approaching traffic.  These warnings may include a description and location of the delay, advisory to seek alternate routes, etc.  As traffic continues to back up, the Road Ranger will reposition himself so that he continues to provide advance warning prior to the start of the back up.

 

·         Notify PIO and Authority personnel – the CEI shall immediately notify the Program Manager, the Authority and the Project PIO if an unforeseen condition develops that will have an adverse impact on the traveling public.  The PIO will issue advisories and updates to the local media throughout the duration of the event causing the impact.

·        If an emergency occurs – The CEI shall coordinate and plan with the Contractor to insure that the necessary personnel, equipment and materials are stages within the project limits.  The staging areas shall be away from the roadway so that the staged resources do not cause any additional reasons for the lengthening of the traffic backup.  Only the essential resources will be allowed in the vicinity of the emergency until traffic volumes are reduced, lanes closed and repairs implemented.

2.5        Fiber Optic Network Cut Procedure

The following Fiber Optic Network (FON) Cut Procedure is to be followed by all CEI's and contractors.

1)      If the Contractor damages any portion of the FON including the tone wire, any conduit, or fiber cable, the Contractor shall immediately notify the CEI.  The CEI shall immediately notify PBCS.  PBCS shall immediately notify OOCEA (L.A. Griffin and/or Ben Dreiling), the FON Locate Provider (Jaimie Waters, GAI), and the GEC (Mark Burcham, PBS&J).

 

2)     The Contractor shall stop all work in the vicinity of the fiber optic network on both sides of the roadway until the damage can be assessed.

 

3)     The CEI shall attempt to assess the extent of the damage and report the situation to PBCS.  PBCS will report the assessment to OOCEA and PBS&J.  If requested, PBS&J will assist the CEI with identifying the extent of the damage.

 

The following two scenarios describe the remaining procedure depending upon the type of damage:

Scenario 1: Unoccupied conduit or tone wire is damaged   

4)      The Contractor may resume work.

 

5)     The Contractor shall submit a plan to repair the damaged tone wire/conduit to the CEI for approval.

 

6)     The CEI will transmit the repair plan to PBS&J via PBCS.

 

7)     Once the repair plan is approved, the Contractor shall perform the repair at his own expense within 48 hours of approval.  Upon completion of any tonewire repair, the Contractor shall test the Line Management System (LMS) line(s) to ensure the same or better readings in accordance with Section 631-3.2 (Tone Wire System and Radiodetection LMS) of the FON Preservation Specification.

 

8)     If requested, PBS&J will be available to assist the CEI with the inspection of the repair.


 

 

Scenario 2: Occupied conduit is damaged

4)      The FON Maintenance Contractor (Sprint) and PBS&J will monitor active communications and may detect damage to a fiber optic cable prior to the Contractor's notification to the CEI. PBS&J will notify OOCEA (L.A. Griffin and/or Ben Dreiling) and PBCS (Reggie Sterns) if there is a suspected fiber cable cut within the construction limits of a roadway project.  PBCS will notify the CEI and request that the CEI investigate the damage. 

 

5)     If the active fiber is suspected to be damaged, Sprint's technicians will investigate the site as an emergency call out and will conduct a Primary Service Restoration if the fiber cable is damaged.  A Primary Service Restoration may include (without limitation) optical fiber, conduit and encasement, and/or other appurtenances. Primary Service Restoration repairs generally use a buried splice enclosure to repair a cut fiber optic cable.  Sprint is contractually bound to repair the damage or at least be on site conducting the repair within 4 hours notification that there is a potential fiber cut. As such, the CEI shall request the complete cooperation of the Contractor to allow Sprint to conduct the repair without delay.

 

6)     The Contractor shall stop all excavation in the vicinity of the fiber optic network on both sides of the roadway until the FON Maintenance Contractor (Sprint) repairs the damage with a primary service restoration (i.e. buried splice closure).  Likewise, PBCS shall coordinate with adjacent projects to stop any excavation near the FON until the primary service restoration is complete.  PBCS shall coordinate with PBS&J and OOCEA to determine which adjacent projects will need to stop excavation near the FON.

 

7)     PBS&J will inspect the FON Maintenance Contractor's (Sprint) Primary Service Restoration repair work. 

 

8)     OOCEA will determine if secondary repairs are required.  Secondary repairs are those follow-on repairs intended to provide long-term restoration to the Fiber Optic Network where previous Primary Service Restoration repairs have been made for an interim period. Secondary Restoration repairs are intended to restore the fiber optic network to an acceptable condition, as defined by OOCEA, with the addition of at most one new butt end splice.

 

9)     If OOCEA authorizes Sprint to conduct secondary restoration repairs, the Contractor shall stop all excavation in the vicinity of the fiber optic conduits on both sides of the roadway until Sprint completes the repair.  PBS&J will coordinate with PBCS to schedule the repair. The CEI shall request the complete cooperation of the Contractor to allow Sprint to conduct the repair without delay.  Likewise, PBCS shall coordinate with adjacent projects to stop any excavation near the FON until secondary restoration is complete.  PBCS shall coordinate with PBS&J and OOCEA to determine which adjacent projects will need to stop excavation near the FON.

 

10) PBS&J will inspect the FON Maintenance Contractor's (Sprint) secondary restoration repair work.

The following is contact information for the individuals denoted in the preceding FON Cut Procedure.

 

Name

Affiliation

Office

Mobile

Email

Ben Dreiling

OOCEA

(407) 316-3813

 (407)468-7581

Dreiling@oocea.com

L.A. Griffin

OOCEA

(407) 316-3839

(407) 509-5013

GriffinL@oocea.com

Jaimie Waters

GAI

(407) 423-8398 x3026

(321) 377-5157

 

Mark Burcham

PBS&J

(407) 647-7275 x362

(407) 701-8321

markburcham@pbsj.com

Matt D'Angelo

PBS&J

(407) 647-7275 x409

(407) 808-8790

mattdangelo@pbsj.com

Reggie Sterns

PBCS

(407) 273-9919

(321) 229-3516

sterns@pbworld.com

 

 Back to the Table of Contents


3.0 Emergency Equipment and Supplies

The following equipment and supplies will be carried in each designated emergency response vehicle (as a minimum, one of each):

·         First Aid Kit

·         Flares

·         Hard Hat

·         Safety Vest

·         Flashing Beacon

·         Fire Extinguisher

·         Flashlight and extra batteries

·         Work Gloves

·         Tow Strap & Shackle

·         Traffic Flag

 

In addition to the above items, each office should also carry as a minimum:

 

·         Battery Operated Radio

·         Utility Knife

·         Pliers

·         Tape

·         Large garbage bags or plastic sheeting – for covering computers and water-sensitive equipment

·         Extra Cell-Phone Batteries

·         A fire-proof, water-proof box with:

·         Office inventory

·         Backups of key computer files

·         Contact list of vendors, utilities and insurance

 

back to the Table of Contents