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IDM Chapter 104Utility Coordination
Gail Lee Utility and Railroad Engineer, INDOT
June 10, 2015
Agenda Learning Objectives Introduction Table of Contents 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 Become familiar with IDM Chapter 104 Know and apply 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 But it is only 80% of where we want to
be. Changes listed on Title Sheet Why do we have IDM Ch. 104? To
provide detailed guidance to design team
Suggestions for improvement email: [email protected]
Table of Contents (1) General Information
Introduction Responsibilities and Roles Utility Rule 105 IAC 13 No Waiver-Limited Utility Involvement 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 No Waiver – Certificate with limited
Utility involvement Certificate and Special Provision
Certificate : Limited Utility Involvement
Use a certificate with limited utility involvement for routine maintenance projects such as: Mowing, Herbicide treatment, Sweeping Pavement markings, Etc.
A certificate with limited utility involvement does not mean there are no utilities in the area
Certificate Use a certificate for all projects Certificate includes:
Affidavit Utility information Exceptions
Format is at INDOT website
What is an Exception?
An Exception exists when a utility that needs to be relocated will not be relocated by the letting date.
Certificate Example 1 of 12
UTILITY COORDINATION CERTIFICATE
Monday, May 18, 2015 Contract No.:
Letting Date: LEAD DES No.:
Certificate Example 2 of 12
Related DES#s: Location Description
Enter location description
Certificate Example 3 of 12
No Utilities were found within the project limits
Utilities exist within the project limits, but have been found not to be affected by the proposed construction; or incidental construction. (Attachment A)
Utilities exist within the project limits and have been found to be affected by the proposed construction (Attachment B)
Design-Build Project (See Attachment D for Statement and Signatures)
Type of Utility Certificate:
Certificate Example 4 of 12
Let without Exceptions
Let with Exceptions (Attachment C)
Not applicable (no Utilities Involved)
Letting Status:
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 undersigned affirms they have made a diligent effort to identify if Utilities are involved within the project. If it is determined that utilities will be affected with the proposed construction, the Utility Coordinator affirms that he or she has shown on the project plans all known utility facilities within the limits of this project; have completed the conflict analysis; and have executed work plans for all utilities with facilities in the project area. Plans or other information that clearly identify the scope of this contract were provided to all utility companies with utility facilities within the project area. Utility relocation work plans including narrative, schedule, and drawings have been reviewed, coordinated, and approved. All utility documents required for letting have been submitted to the designer as of (date).
Certificate Example 5 of 12
Certificate 6 of 12
The “Existing Conditions of Utilities” statement included in this contract is for all utility companies with utility facilities found to be within the limits of the right of way. The “Existing Conditions of Utilities” include utility name, contact person name and telephone numbers, and work description and schedule. This certifies, when applicable, that the utility has acquired all necessary property interests and permits necessary to relocate impacted facilities. The Utility Coordinator does not guarantee or warrant in any way the accuracy of information provided by utility companies.
Utility Coordinator, (District Name) DistrictDate
(Printed Name)
Certificate 7 of 12
Certification with Exceptions is approved for letting.(Senior Utility Engineer signature is required for exceptions)
Senior Utility EngineerDate
(Printed Name)
Certificate 8 of 12
Utility Name
Attachment AList of Utilities within Project Limits, but were found to be unaffected by the proposed Construction:Utility Name:
Certificate 9 of 12
Attachment BList of Utilities within Project Limits found to be affected by the proposed Construction:
Reimbursable Work in Contract Utility Name Agreement No. Permit No.
Yes No Yes
Yes No Yes
Yes No Yes
Yes No Yes
Yes No Yes
Yes No Yes
Yes No Yes
Yes No Yes
Yes No Yes
Yes No Yes
Yes No Yes
Yes No Yes
Certificate 10 of 12
Insert 107-R- 169
Certificate 11 of 12
Attachment CList Utilities Let with Exceptions
Utility Name Exception Description
Certificate 12 of 12
Attachment D
INDOT Design-Build ProjectThe 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 in which the awarded Contractor will take over further Utility Coordination responsibilities. 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 undersigned affirms they have made a diligent effort to identify if Utilities are involved within the project up to the point that the Awarded Contract for the Design-Build Project takes over all aspects of the project, including Utility Coordination. As the project evolves under the direction of the Contractor for this project, there may be further Utility Coordination required which is the responsibility of the Awarded Contractor for this project <enter Contract #>. After this date, <enter date>, the Utility Coordination responsibilities are relinquished to the Awarded Contractor.
Utility Coordinator, (District Name) District Date
(Printed Name)
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 When the same primary contractor will be used
through the entire project Requires Des. No. for each facility
type Utility must provide:
Approved work plan Signed agreementFinal stamped plans
Specifications Engineer’s estimate List of quantities
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?
