Consultant Utility Coordination

Robert L. Clemens, Jr.Vice President

What is Utility Coordination?

• Calling One-Call and collecting data?

• Meetings?

• Preparing utility schedules/plans?

• Shuffling papers?

• Staying on the phone most of the day?

• Field reviews?

• ALL OF THE ABOVE!

Consultant Utility Coordination

Consultant Utility Coordination Services

• Kick-off meeting• Identify existing utilities• Make utility contacts• Exception coordination• Preliminary utility meeting• Individual utility/field meetings• Collect and review plans and data from

utility owners

Consultant Utility Coordination Services

• Subordination of easements coordination

• Utility design meeting

• Review utility markups/schedules and process

• Utility Coordination/follow-up

• Utility constructability review

• Additional utility services

Consultant Utility Coordination Services

• Processing utility work by Highway Contractor Agreements

• Contract plans to utility owners

• Certification/close-out

Utility Coordination Consultant’s Role

• Subconsultant to the prime on project specifics/Design-Build projects

• State/District-wide consultant

• On-premises consultant

Subconsultant to the Prime

• The client is the prime consultant• The prime’s client is the DOT• Adds level to organization but prime can

hire a firm with an expertise in Utility Coordination

• Handle all aspects of Utility Coordination as specified in the “Scope of Services”

• DOT liaison at State/District level• Multiple clients/projects

State/District-Wide Consultant

• Client is State/District Utility Office

• Master contract for Utility Coordination services

• Usually multi-year contract (standard is 1-3 years)

• Negotiated rates

• Task assignments per project

• Scope and hours per project (negotiated) = fee

• Projects on an as-needed basis

On-Premises Consultant

• Client is State/District Utility Office/Design-Build Consortium

• Master contract for Utility Coordination services• Multi-year contract (usually 1-3 years)• Negotiated rates• Task assignments per time period (i.e. 1-3 months)• Employees tied to that office solely• Employees take direction from DOT (an extension of

their staff)• On-premises staff can work on multiple assignments

Pros and Cons of Consultant Utility Coordination

• Reduced workload of DOT staff

• Cost effective (negotiated rates and scope)

• Oversight responsibilities only

• Can use multiple consultants if necessary

Pros:

• Multiple firms to track• If consultant firm fails, DOT work will

more than double (Hire someone who can do the job and do it well!)

• Loss of direct control

Cons:

Pros and Cons of Consultant Utility Coordination/Design-Build Consortium

• Dedicated personnel working only on your projects

• Staff without overhead costs• If employee does not work out,

ask for another• If work increases/decreases,

staff level can change• Full control of work assignments

Pros:

• Need enough work to keep them busy for 40 hours a week

• Loss of identity for employee (Am I DOT or Company ABC?)

• Employee loses tie to parent firm

Cons:

Pros and Cons of Consultant Utility Coordination

• If they are used to DOT coordinating, it will take time to adjust

• DOT must be willing to cut the ties and give to consultant (utility owners will follow suit)

• If DOT keeps interceding, consultant’s responsibility/authority will be undermined

• When utility owners see the consultant acting on DOT’s behalf (with DOT’s support), it will then be business as usual

DOT’s use of Consultant Utility Coordination

• On-premises: IL, FL• State/District-wide: IN, MI, IL, MD, PA, DE, NH, NY,

AZ, NM, FL, GA, NC• Subconsultant to prime: IN, MI, IL, MD, PA, DE, NH,

NY, AZ, NM,FL, GA, NC, SC• Design-Build projects: MN, MO, VA, TX (on-

premises)

Questions and Answers

THANK YOU!

For questions regarding this presentation, feel free to contact:

Robert L. Clemens, Jr.

Vice President

Cardno TBE

Phone: (317) 585-3540

Cell: (317) 491-5716

Bob.Clemens@CardnoTBE.com