Utility Coordination: An Overview

Course Objectives This module provides and overview for utility coordination along with helpful hints to become successful utility coordinators. At the end of this module, learners will have a better understanding of the following: INDOT Utility’s mission and values Overview of Utility Coordination Review of 105 IAC Article 13 Overview for the Utility Oversight Agent Overview of Certification for Utility Coordination

INDOT Utility Mission & Values INDOT Mission: INDOT will plan, build, maintain and operate a superior transportation system enhancing safety, mobility and economic growth. Utility Division’s Mission: The Utility and Railroad Division’s mission is to strategically coordinate utility and railroad relocation, accommodation, design, and construction issues efficiently and effectively for the Indiana’s highway projects.  Utility Division’s Vision: The Utility and Railroad Division’s vision is striving to be an indispensable partner with all INDOT Divisions and their affiliations, strive for excellence in customer service, deliverables and team development in accordance to the agency’s goals.  

Utility Coordination Overview Utility Coordination for highway improvement projects is established under 105 IAC Article 13. The information supports the coordination process for utility work during a highway improvement project. Utility coordination is accomplished with multiple participants, each of which, is performing a different role during the coordination process. The Utility Coordinator is the person designed to complete the utility coordination responsibilities. The Utility Oversight Agent is an INDOT employee designed with responsibilities to deliver the utility tasks of the project b y overseeing consultants who complete the utility coordination responsibilities. The INDOT project manager is the primary person reasonability to deliver ALL aspects of a project including utility coordination.

Utility Coordination Overview—Reminders!! Each project is different. Don’t assume things are the same for each and prepare to the best of your ability! By understanding utility coordination, you will learn how to manage projects from basic to complicated.

KNOWLEDGE CHECK The ________________ is the primary person reasonability to deliver ALL aspects of a project including utility coordination. Project Manager Utility Coordinator Construction Manager Utility Oversite Agent Answer: A The INDOT project manager is the primary person reasonability to deliver ALL aspects of a project including utility coordination. The Utility Coordinator is the person designed to COMPLETE the utility coordination responsibilities.

Utility Coordination.. WHY and WHEN To engage our utility partners so that maintenance of and improvements to the public infrastructures can be accomplished timely and efficiently. During project development, Utility Coordinators should be considering designing around utilities at the very first meeting with designers and utilities. Otherwise, if utility coordinators are not involved, the ability of making informed decisions on the location of existing utility facilities might be jeopardized because of inaccurate, incomplete, and/or out of date information. Poor utility coordination can result in lettings being delayed or missed completion deadlines caused by delays.

Utility Coordination…WHY? Accommodating utilities within the right-of-way provides a more economic and reliable delivery of public service commodities such as water, electricity, communications, and gas during an improved highway project. The relationship between utilities and public right-of-way benefits the general welfare, safety, and health of Indiana citizens. As you prepare for the construction phase, of a highway improvement project, there is a good chance, an impact to utilities will occur. If you aren’t prepared, utility delays can cost the project more money and possibly cause serious delays.

UTILITY COORDINATION…WHY? As the number of utilities on a highway improvement project increases, the complexity for coordinating schedules and work activities increases as well. Try to allow extra time for complex utility coordination Strive for early and proper coordination and better communication, so that delays and the risk of injury/accidents decrease on the work site. Good utility coordination minimizes the impact on utilities, provide sufficient time for the utilities to plan work, and eliminates conflicts during constructions.

Utility Coordinator Responsibilities A few of the responsibilities for all work relating to coordinating with utilities including but not limited to: Engaging partners to facilitate the execution of utility facility relocation work Obtain information on the approved highway improved project such as DES, work type, project description, RFC, and letting date and get familiar with the information Stay in contact with the project manager on details regarding utility work. Conflict Issues and conflict resolutions Utility Work Plans UTA and ERMS Recommendations for work plans, cost estimates, lead meetings Paperwork, invoices, agreements, 107 Exception There are many, and these are just a few responsibilities to keep on top of, knowing what is going on and where everything go!

Utility Coordinator Responsibilities In a previous module, you learned why 105 IAC Article 13 was important to utility coordination. Article 13 is the general provisions for utility facility relocations on construction contracts. Article 13 is the administrative rule that implements utility facility relocation and sets the framework for the utility coordination that must occur during the design process. The objective to Article 13 is to prevent delays to the utility facility relocation activities. It prescribes the method on which INDOT will conduct activities involving a facility needing to relocate. Article 13 imposes specific time frames for various activities in the utility coordination process.

KNOWLEDGE CHECK At which point is it best for utility coordinators to consider design around utilities? During letting During construction phase During project development meetings At RFC 2. What is the objective for 105 Article 13? To catch utilities not following agreements. To prevent delays to the utility facility relocation activities. To make utility facilities pay for relocation To find an oversight agent ANSWER: C During project development, Utility Coordinators should be considering designing around utilities at the very first meeting with designers and utilities. Otherwise, if utility coordinators are not involved, the ability of making informed decisions on the location of existing utility facilities might be jeopardized because of inaccurate, incomplete, and/or out of date information. Answer: B The objective to Article 13 is to prevent delays to the utility facility relocation activities. It prescribes the method on which INDOT will conduct activities involving a facility needing to relocate.

Utility Coordination Tactics The next few slides are valuable tactics that should help you with utility coordination. By starting early in the project and utilities these tactics, you avoid challenges of coordinating utilities. In the 105 IAC module, these are listed formally; or you can read them in 105 IAC Article 13, however in the next few slides, this module will go over a few that coincide to 105 IAC.

IDENTIFY Identifying is the first area. Identify any potential utility facilities within the proposed improvement project limits. Communicate with each of the identified utilities facilities to determine the location of the utility and the potential conflicts during construction.

COORDINATE Coordinate with the utility facility to make sure all everyone’s on the same page, lines of communication is open, and any special requirements from the utility is addressed. The utility may need to relocate or temporary relocate. The utility needs to communicate time frames when the utility cannot be taken out of service. Or any other accommodations are communicated, so that no surprised cause delays.

COORDINATE--RELOCATION If the utility requires relocation, having complete awareness or understating of the utilities relocation schedules, details, and impact on construction will also minimize delays. Know the location and contact information for all utilities to avoid potential conflicts. This information will help your construction and contractor locate utilities and also avoid potential conflicts as well.

COORDINATATE--RELOCATION 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 Collaborate with Construction, designer, project manager. Communication is essential. Addressing all utility-related concerns = Reducing unforeseen problems involving utilities

UTILITY COORDINATION Some UC responsibilities can be written down and you can check them off, read about them, but what about those that you learn over time. The customer service Personal attention to details Traits that are learned..NOT TAUGHT These are skills. These are the building blocks to successful utility coordination

What kind of Utility Coordinator do you want to be?? Communication style Staying on time with your responsibilities Safety concerns Clarify, not assume. Understand perspectives Working with your partners, not against them. Good problem-solving skills Proactive in order to prevent problems Good at dealing with different personalities

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. Utility facility includes electricity, heat, water, and gas..just to name a few.

KNOWLEDGE CHECK The definition of a utility facility includes which of the following systems? Power, heat, water, gas. Communications, electricity, sewage, solid waste disposal. Cable television, light, septic system, water. Heat, electricity, solar panels, light. 2. Which are traits for utility coordinators? Good problem-solving skills Proactive in order to prevent problems Good at dealing with different personalities All of the above. ANSWER: A. Power, heat, water, gas. ANSWER: D ALL OF THE above. Utility Coordinators must be versatile in their abilities. Able to stay on time, communicate, proactive, and problem solve.

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.

Utility Coordination—Customer Service Treat the utility companies as business partners from the planning of and initial development of every project so that the most cost-effective approach can be delivered for the public interest!

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

Utility Coordination—Project Success Manage Critical Path-On time delivery! The project “team” controls the schedule and cost! Stay in contact with project manager for the utility budget. Each project “Changes the culture!” Post letting Utility Coordinator is essential for right-of-way clearing, special provisions in the contract, and continued collaboration with all partners.

KNOWLEDGE CHECK Which of the following qualities does a Utility Coordinator need to be successful? Contact the project manager every single day to request the progress of the utility coordination and review the budget for potential reimbursement utility costs. Be ready to force your point to utilities to drive outcomes Be responsive, positive, and solution minded; ready to resolve office or field situations to impact outcomes. Leave utility relocation up to the project manager to resolve. 2. Post-Letting utility coordination duties may include but are not limited to which of the following: Discuss ROW staking and clearing. Discuss special provisions in the contract. Proactively engage each utility and report on their activities and schedules to the Utility Oversight Agency, Project Manager, and Construction. All of the Above. ANSWER: C ANSWER: D

WHAT IS THE OVERSIGHT AGENT? The Utility Oversight Agent is an INDOT employee designed with responsibilities to deliver the utility tasks of the project by overseeing consultants who complete the utility coordination responsibilities. Many responsibilities are listed in the UCDM, UPA, and 105 IAC 13. The Oversight Agent is responsible for the delivery of all utility coordination of the project.

OVERSIGHT AGENT DUTIES Reviewing the final utility relocation work plans to ensure that it is compatible and reasonable. Review permits, sign permit letters for addendum to work plans Review documents for selection of a consultant or contractor. Review each utility agreements, forward for signatures, after fully executed, then send to utility coordinator. Review estimates, budgets, and review/approve invoices from reimbursable utilities. Sharing and updating information, open communication, and understanding that the skills to be a successful utility coordinator is still needed to be a successful oversight agent.

SUMMARY OF UTILITY COORDINATION Utility Coordination work involves many tasks. From facilitating initial meetings involving utility specific activities to post-letting coordination. Review materials in the Utility Coordination, chapter 104, the UAP, and 105 IAC..and you will be off to a great start! In the next module, you will learn in more detail on how to become a Certified Utility Coordinator, because in order to perform and affirm required duties of an INDOT utility coordinator, you must be certified.

CERTIFIED UTILITY COORDINATORS The next module will go into full detail on Certification and special provisions, but understand that utility coordination must be signed off by an INDOT Certified Utility Coordinator affirming all responsibilities have been performed in accordance to 105 IAC 13, the UAP, and the UCDM. To become certified, The first, and probably, obvious one..is this training you are taking. 1. You must take all the Utility Coordination Training modules and take and successful pass exam. The passing rate is 75%. 2. a)The second qualification is a bachelor’s degree in engineering with at least two years experience in highway or utility industries. OR b) Four years of experience in highway or utility industries with at least one year utility coordination.

Certified Utility Coordination Certifying utility coordination on a project verifies that utility coordination has been accomplished according to FHWA and INDOT policies and Procedures. Understanding your responsibilities before signing off on a certification is very critical. Make sure you understand that before signing. Make sure you are cognitive of the responsibilities and you will be a successful utility coordinator!