Utility Coordination Certification and Utility Special Provisions

1. Utility Coordination CertificationandUtility Special Provisions

2. Learning Objectives • Utility Coordination Certification • Utility Special Provisions 107-R-169

3. Contract Requirements • Utility Coordination Certification which includes Special Provision107-R-169 • No Waiver – Certification with limited Utility involvement • This is a CHANGE from what is currently in the Design Manual, but the Indiana Design Manual is a living, changing document. “Certification with limited utility involvement” is a choice on the Utility Coordination Certificate document we’ll discuss this further in a few minutes

4. Activities Only CERTIFIED Utility Coordinators may perform utility coordination work that involves the following tasks: • Present all project reports necessary for project delivery, such as status reports and risk reports. • Recommend work plans for approval, including narrative portion, relocation drawing, cost estimates and proof of property interests. • Recommend work plan addendums for approval. • Lead or facilitate any meetings involving utility-specific activities, such as kickoff meetings, conflict resolution meetings, and reimbursement eligibility meetings. • Discuss cost estimates, reimbursement, reimbursable status or agreements with utilities. • Review and recommend approval of utility consultants and utility contractors. • Review and sign all required letters to utilities. • Prepare and sign all required contract letting documents including the Lead DES • Conduct post-letting coordination services.

5. Certification • Use a Utility Coordination Certification for all projects • Utility Coordination Certification includes: • Affidavit – your due diligence • Utility information SP 107-R-169 • The Utility Coordination Certification format is on the INDOT website

6. Changes to the Certification Utility Coordination Certification Example Template on INDOT website

7. Certification – For Partial Contract Utility Coordination Certification From Consultant Contract No: 38655 Letting Date:09-13-2017 Lead Des No. Related Des #s 5100655 1592937

8. Certification – From Consultant Type of Utility Coordination Certification

9. Certification from Consultant Letting Status

10. Certification –Affidavit Consultant The undersigned affirms that they are an INDOT Certified Utility Coordinator and have performed all of the required duties for the project. The undersigned affirms they have performed his or her responsibilities as a utility coordinator in conformance with 105 IAC 13, the Utility Accommodation Policy and Indiana Design Manual Chapter 104...... The 107-R-169 is attached. ___________________1/30/2017___________ Utility Coordinator Date ___Dennis Tyner____________ (Printed Name) __Clark Dietz_____________ Firm Name

11. Special Provisions Consultant with Two Project DES

12. Certification-Lead DES Coordinator Utility Coordination Certification Contract No: 38655 Letting Date:09-13-2017 Lead Des No. 1500666 RelatedDes#s 1296062, 1296143, 1296144, 1296146, 1296147, 1500655, 1592937

13. Example…check the appropriate Type of Utility Coordination Certification

14. Certification Letting Status

15. Certification – Affidavit The undersigned affirms that they are an INDOT Certified Utility Coordinator and have performed all of the required duties for the project. The undersigned affirms they have performed his or her responsibilities as a utility coordinator in conformance with 105 IAC 13, the Utility Accommodation Policy and Indiana Design Manual Chapter 104...... The 107-R-169 is attached. ___________________1-30-2017___________ Utility Coordinator Date ___Steve Merz____________ (Printed Name) __INDOT_____________ Firm Name

16. The Utility Special Provisions The utility special provisions are a part of the utility coordination certification The Special Provisions tell the contractor what has been determined and approved in each utility approved work plan. The contract will use the special provisions to : To know whether or not to bid – can the contractor construct the project in the time allotted with the given utility conditions? To know what amount to bid – what amount will cover risk that project can be built on time with given utility conditions

17. Special Provisions for Entire Contract 107-R-169 STATEMENTS ABOUT EXISTING CONDITIONS OF UTILITIES, ADDITIONAL RIGHT-OF-WAY, AND ENCROACHMENTS (Revised 06-08-15) The Standard Specifications are revised as follows: 107.26 Existing Conditions of Utilities, Additional Right-of-Way, and Encroachments Such existing conditions are as described below.

18. Special Provisions – Lead DES and Subordinate DES Contract 38655 (a) Utilities The status of all utility companies and organizations potentially involved with the work to be performed are described below as know at the time this contract was prepared.

19. Special Provisions Continued DES 1500666 (Lead) The facilities of Town of Liztonexist within the project limits, but are not expected to be affected by the proposed construction. There is a 2 “ sanitary sewer force main running perpendicular to…If questions arise, Jonathan Moen of the utility may be contacted at (317) 377-5230. Example of information that will be helpful to the contractor

20. SP Lead with Subordinate DES continued The facilities of Communications Corporation / TDS Telecom exist within the project limits, but are not expected to be affected by the proposed construction. TDS has buried copper cable along the E side of CR 1000 E Crossing….If questions arise, Mike Johnson of the utility may be contacted at (262) 939-6355. Another example of “nice to know” information

21. SP Lead with Subordinate DES Continued DES 1296062 & DES 1500665 There is no known involvement of utility companies or organizations located within the project limits. Another example of “nice to know” information

22. What is an Exception? An Exception exists when we have one of the following conditions: • A utility that needs to be relocated in order to be out of conflict with the project will not have been relocated by the RFC date. • An agreement will not have been executed by RFC for at least one of the reimbursable utilities. • A work plan will not have been approved by RFC for at least one utility that exists within the project limits.

23. EXCEPTIONS Tim Lawson, PE tlawson1@indot.in.gov: LaPorte District Fort Wayne District Greenfield District Curtis Craig, PE CCraig@indot.in.gov Crawfordsville District Seymour District Vincennes District

24. Certification • Certification with Exception is approved for letting. • (Authorized signature is required for exceptions) • ________________________________________ • Authorized Approver’s Signature Date • _Aschalew Aberra_________________________ • (Printed Name) Authorized approver reviews certification with exceptions so that we may: Improve consistency among all utility coordinators ONE INDOT Reduce risk of increased cost and impact to the project schedule

25. Certification Unique Project Type INDOT Design Build Project The undersigned affirms that they are an INDOT Certified Utility Coordinator and have performed all of the required duties for the project required for the design build project …………….The 107-R-169 is attached. _________________ _________________ Utility Coordinator Date _________________ ____________________ Printed Name Firm Name The required duties for the project required for the Design Build are generally understood to be: the initial notices, research, verification, and conflict analysis for the design at this stage of development specific to this contract. The utility coordinator affirms they have made a diligent effort to identify if utilities are involved within the project up to the submission of this certification.

26. Unique Project Type • Limited Utility Involvement • These types of projects are for multiple locations, have no specific design to coordinate utilities to, are of such nature that utilities would not generally be impacted, (may require the contractor to make minor placement adjustments to protect and avoid any potential impact such as setting a sign post, or managing equipment), and the utilities will not be relocating. A project that is considered “routine maint. i.e. mowing, spraying, sweeping.

27. Certification Unique Project Type Limited Utility Involvement The undersigned affirms that this project falls within the parameters of a limited utility involvement certification………… _________________ _________________ Utility Coordinator Date _________________ ____________________ Printed Name Firm Name These types of projects are for multiple locations, have no specific design to coordinate utilities, are of such nature that utilities would generally not be impacted (may require the contractor to make minor placement adjustments to protect and avoid any potential impact such as setting a sign post or managing equipment) and the utilities will not be relocating. IDIQ Indefinite delivery indefinite quantity

28. LESSONS LEARNED • UTILTY CONSTRUCTABILITY MEETINGS • ALL UTILITIES • AREA ENGINEER • PROJECT ENGINEER • PROJECT MANAGER • PROJECT DESIGNER • ROW • UTILITY COORDINATOR

29. COMMON ISSUES SEEN • Last minute requests on RFC date • Missing date of work plan approval which is a FHWA requirement • Mismatches between work plan and the 107 • Stating clear dates versus number of days to complete relocation after staking or other dependency

30. Summary • Utility Coordination Certification • Our most important deliverable • Know and Apply certification • Special Provision 107-R-169 • How does it relate to Certification?