A New Paradigm for Utility Coordination Kenny Franklin INDOT Director of Utilities and Railroads

INDOT Mission: INDOT will plan, build, maintain and operate a superior transportation system enhancing safety, mobility and economic growth INDOT Values: Respect Teamwork Accountability Excellence INDOT Mission & Values

A Common View of Utility Coordination Utility Coordination is a means to get the utilities out of the way of our road project.

Common Steps for Traditional Utility Coordination  Survey  Notify Utility Companies  Conduct Preliminary Field Check  Follow the letter of 105 IAC 13  Establish right-of-way  Design the project to final plans  Bring in the utility companies to finalize coordination  Construct the project

Results of Traditional Steps Unforeseen surprises in costs and time for both Utilities and project owners High Costs to all, including the public No discussion on alternatives for design to save time and money- unnecessary relocations Delays Change Orders Frustration between all parties involved

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

Tools for Removing Obstacles Communication with internal team members -early, often, and continuous Engage strategic partners* Accurate Information Early Risk Assessment Identify “Critical Path” items and develop strategic plan to address them

Partners

New Paradigm to Utility Coordination Early, proactive engagement and partnership with all involved parties partners so that maintenance of and improvements to the public infrastructures can be accomplished in the most timely and cost effective manner and service the needs of the public.

New Paradigm for Utility Coordination Survey and Initial Notice Live contact with Utility Partners Understand the complications and what is important to each of our partners

Just a line on the paper!!!!

$$$ and over a year of impact!

New Paradigm – continued Obtain accurate utility locations in sufficient detail to start design Avoid utility impacts whenever feasible Submit justification for all impacts to be shared with utilities  Obtain a ballpark estimates  Establish which utilities are reimbursable  Understand that UTC is collaborative and interactive

Project Manager Designer Utility Coordinator Utility Independent Operation Collaborative Operation

New Paradigm- cont.  Establish a preliminary layout for ROW and placement for utilities  “Everyone knows where everyone goes!”  Determine who will acquire ROW  Determine who will physically clear ROW Establish the critical path for the ROW Provide our Geo-Tech reports Build in contract whenever feasible

New Paradigm Example

 Effective constructability reviews  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 Post-Letting Construction New Paradigm- cont.

Project Delivery Model

The facilities of American Electric Power (AEP) Distribution (also known as Indiana Michigan Power) exist within the project limits. The utility could begin to implement 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 to Sta “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 or Special Provision Example

Managing Risk 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

Benefits to this Approach Project involves entire team early All right-of-way needs are accounted for early and allow for one presentation to the property owner The project team controls the schedule that was built together Plan for All Partner Costs Reduce delays/change orders Project is delivered by a team that worked together as partners throughout

Design build? 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 New Paradigm Must protect relationships with partners

Partnership

Questions?

Contact Information INDOT Director of Utilities and Railroads Kenny Franklin