Overview Utility Coordination

1. Overview Utility Coordination

2. INDOT Mission & Values • INDOT Mission: • INDOT will plan, build, maintain and operate a superior transportation system enhancing safety, mobility and economic growth. • INDOT Values: • Respect--Treat others fairly. Value the individual skills, experience, diversity and contributions of fellow employees. • Teamwork--Share information and seek input from co-workers and agency partners to achieve goals. • Accountability--Take personal responsibility for actions and decisions. • Excellence--Provide exceptional customer service through individual initiative, innovation and delivery of quality results.

3. Misconception: Utility Coordination is a means to get the utilities out of the way of our road project. Utility Coordination The following information is related to utility coordination for highway improvement projects. This information is designed to support the coordination process required to follow the rules established under Utility Facility Relocations on Construction Contracts (105 IAC 13). This information may be most useful to employees of utilities, consultants, contractors and INDOT.

4. Traditional Utility CoordinationTraditional Utility Coordination • Survey, 811 Design ticket • Notify Utility Companies/verification • Follow the letter of 105 IAC 13 • Establish the right-of-way • Conduct Preliminary Field Check • Design the project to 75% plans • Bring in the utility companies to finalize coordination betweenstage 2 & 3 • Construct the project

5. Results of “Our ROW” Approach • Unforeseen surprises in costs and time for both utilities and project owners • No discussion on practical design alternatives to save time and money • Unnecessary relocations • Delays = Change Orders = Frustration • Lack of responses on future projects

6. Road Blocks To Success • Right-of-way acquisition • Utility impacts and subsequent relocations • Environmental permitting

7. Strategic Approach • Critical Path Approach • Understand critical success factors • Identify and understand all partners • Obtain accurate information • Needs and constraints • Align goals • Assess risk to achieve CSF • Build Critical Path

8. Perspective If you, the team, and your stakeholders do not have the same understanding of the project, problems will present themselves which introduces unnecessary risk.

9. Partners Utility Coordination is accomplished with multiple participants, each of which is preforming a different role during the process. Utility Coordination involves engaging all partners to facilitate the execution of successful utility facility relation work.

10. Utility Coordination Customer service • Treat the utility companies as business partners from the planningof and initial development of every project so that the mostcost-effective approach can be delivered for the public interest!

11. Utility Coordination • Live interaction! Not email! Face to face meetings! Pick up a phone! • Understand what is important to each of our partners withtheir facilities! • Understanding the process increases safety, manages costs effectively, and allows for a more productive and effective utility relocation.

12. The ROI is Compelling Research shows that the use of Subsurface-Utility Engineering can reduce the cost, time, and impact of utility facility locations. The determination to use SUE is a risk-management decision.

13. Utility Coordination Chapter 104 • Chapter 104-Utility Coordination: The responsibilities • Avoid utility impacts whenever feasible • Obtain a ballpark estimate • Provide our Geo-Tech reports • Establish which utilities are reimbursable • Understand that UTC is collaborative and interactive • Establish a preliminary layout for ROW and placement of utilities • Everyone Knows Where Everyone Goes • Just a few highlights of UC

14. Utility Coordination Con’t • Determine who will acquire ROW • Determine who will physically clear ROW • Establish the critical path for the ROW

15. Utility Coordination Con’t • Develop a Utility Conflict Matrix • Submit justification for all impacts to be shared with utilities –Design memo • Build in contract whenever feasible • Effective constructability reviews • Develop quality work plans and drawings in partnership with utilities

16. Utility Coordination Con’t • Complete design through tracings • Thorough review of utility work plans, schedules, right-of-way status, and special provisions before letting • Coordinate all pre-construction activities for timely relocations • Be “On-Point” for Construction

17. The facilities of American Electric Power (AEP) Distribution exist within the project limits. The utility could begin to implement their work plan 45 days after receipt of the notice to proceed. The utility will be able to complete its involvement with the contract when the contractor has completed staking and clearing the right-of-way in the location of Sta. 54+00 to Sta. 62+50 “S-3(2)-C” such that the utility may adjust its facilities. It is anticipated that the utility will take approximately 75 calendar days to adjust its facilities in such area. AEP Distribution will need 60 days to obtain materials and 45 days to schedule work crews. If questions arise, Mark Walls of the utility may be contacted at 260-408-1895 or mawalls@aep.com. Special Provision Example

18. Construction Engineering Pay Item • Monitoring accurate placement • Constructability reviews point out the “risk points” within right-of-way where we need to monitor placement during the utility relocations and our construction. • In-house • Consultant • Contractor

19. Benefits to this Approach • Manage Critical Path-On time delivery! • ROW needs are accounted for early and allow for one presentation to the property owner • The project “team” controls the schedule and cost! • Each project “Changes the culture!”

20. Preservation Projects Have No Utilities?

21. Utility Coordination Con’tDsignBuild • Early Coordination to 30% • Take project through Verification • Provide any initial conflict points known • Provide SUE on all urban jobs • Design Build Team • Confirms preliminary work • Accepts full responsibility to complete coordination following 105 and UC Coordination • Must protect relationships with partners • UC Responsibilities