IDM Chapter 104Utility Coordination

Joe GundersenSenior Utility Engineer, INDOT

August 21, 2014

Agenda Learning Objectives Introduction Table of Contents Waiver/Certificate Special Provision 107-R-169 Approve Consultants or Contractor Work In State Contract Records Checklist Roles and Responsibilities

Learning Objective Explain why IDM Chapter 104 was

developed Identify the components of IDM Chapter

104 Know and apply Waiver or Certificate Write special provision 107-R-169 Know how to approve Consultants &

Contractors Know when to do relocation Work In

Contract Know what records to maintain Know and apply the IDM Ch 104 Checklist Know and apply applicable roles

Introduction Design Manual

IDM Ch. 104 replaces IDM Ch. 10 IDM Ch. 104 – revised August 2013 IDM Ch. 104 is 100% relevant But it is only 80% of where we want to

be. Why do we have IDM Ch. 104? To

provide detailed guidance to design team

Suggestions for improvement email: jgundersen@indot.in.gov

Table of Contents (1) General Information

Introduction Responsibilities and Roles Utility Rule 105 IAC 13 Utility Waiver Utility Coordination Certificate Utility Coordination Special Provision Utility Coordination References Definitions and Acronyms

Utility Coordination Process Subsurface Utility Engineering

Table of Contents (2) Design Considerations Reimbursement Highway Utility Agreement Cost Estimate Consultant and Contractor Approval Utility Work in State Contact Utility Coordination Records

105 IAC 13 Minor or major project

Minor is less than 12 months design Major is more than 12 month design Project Manager makes the decision Input from the Utility Coordinator Affects duration of Utility Coordination

105 IAC 13 Geographical limits

Limits of expected utility involvement In the area means in the geographical

limits Defined by the Project Manager Minimum is survey limits

Contract Requirements Either - Waiver, or Certificate and Special Provision

Waiver Use a waiver for routine

maintenance projects such as: Mowing, Herbicide treatment, Sweeping Pavement markings, Etc.

A waiver does not mean there are no utilities in the area

Waiver requires only an affidavit utilities in the area may be listed

Format is at INDOT website

Wavier Example

Certificate Use a certificate for all projects

with potential utility involvement

Certificate includes: Affidavit Utility information

Format is at INDOT website

Certificate Utility descriptions include:

Name of utility Utility is in the area of the project Utility is/is not in conflict with project Relocation work plan approved date Utility is eligible for reimbursement Type of agreement and status Specifically address:

Yes work in contract Not work in contract

IDM Ch. 104 – Certificate Example

Certificate Example

Certificate Example

Example The facilities of TDS Telecom (parent

company of Communications Corporation) utility are in the area of this project and are in conflict with the project. The relocation work plan for this utility was approved 7/26/2013. This utility is eligible for reimbursement and the agreement is not yet issued.

IDM Ch. 104 – SP 107 R 169 Remember –

These are instructions to the Contractor For each utility in the area state:

Utility name Utility is in the area of the project Utility is or is not in conflict with the project Designated Representative: name, telephone,

email Activities before utility begins construction Expected duration of relocation work General location of their existing facilities General scope of their relocation work

Special Provision 107 R 169

References Code of Federal Regulations

23 CFR 645 Indiana Code

Majority of references Indiana Administrative Code

105 IAC 13 INDOT Standard Specifications FHWA Program Guide 23 CFR 645 ASCE 38-02 Standards for SUE

Definitions Section includes

Definitions Acronyms Abbreviations

Intent was to be consistent with: Standard Specifications Design Manual

Review at your own pace and time

Contractor Approval Primary responsibilities:

Proper solicitation procedures were followed Costs are reasonable

Utility submits letter requesting approval

Utility submits supporting documents Continuing contract with rate sheet Bid tabulations and lowest qualified bidder

selected UC reviews documents –

recommendation OSA approves and signs letter Complications?

Work In Contract INDOT prefers to use work in contract

When eligible for reimbursement When work requires extensive coordination

Requires Des. No. for each facility type

Utility must provide: Approved work plan Final stamped plans Specifications Engineer’s estimate List of quantities Signed agreement

Records Keep copies of the following:

Maintain a utility coordination log Activities Conversations

All signed documents All notices to proceed See specific requirements

Roles Roles and Responsibilities Key to understanding IDM Ch.

104 There a 6 specific roles

described: Designer – 16 responsibilities Surveyor – 5 responsibilities Utility Coordinator – 81 responsibilities Utility Oversight Agent – 20 responsibilities Authorized Representative – 6

responsibilities Project Manager – 9 responsibilities

Responsibilities Responsibilities are listed in:

IDM Chapter 104 Checklist for utility coordination They are not the same Checklist has tasks and sub-tasks

Checklist – please get your copy Checklist – let us review

Checklist Why a checklist?

Currently 12 milestones in SPMS Mileposts start and finish not defined Identified sub-tasks to define each

milestone Results

Checklist for utility coordination Mileposts defined by specific sub-

activities Mileposts reduced from 12 to ?

Mileposts

Mileposts

Initiation Phase

Initiation Phase

Initiation Phase

Initiation Phase

Initiation Phase

Letter Permit Addendum

Letter Permit Addendum No payment for additional work without

prior approval. Utility needs to coordinate approval prior to performing additional work.

No payment for additional cost without prior approval. Utility needs to coordinate approval prior to incurring additional cost.

Any change of work needs permit addendum.

Any change of cost needs permit addendum.

Letter Work Complete

Letter Request Invoice

Summary Learning Objectives Introduction Table of Contents Waiver/Certificate Special Provision 107-R-169 Approve Consultants or Contractor Work In State Contract Records Checklist Roles and Responsibilities

Questions?