1. IDM Chapter 104 Utility Coordination Gail Lee Highway Utility Engineer, INDOT June 21, 2016

2. Learning Objectives Become familiar with IDM Chapter 104 –  Our source document for utility coordination  Definitions, codes Roles & Responsibilities  What are the major roles?  Where can I find the responsibilities? Utility Coordination Certification  Our most important deliverable  Know and Apply certification Special Provision 107-R-169  How does it relate to Certification? Work in Contract

3. What About Indiana 811? IC 8-1-26-16 Requires contacting Indiana 811 prior to excavation or demolition..

4. Indiana 811 Dig Laws So…… If the contractor, by law, has to contact Indiana 811 before excavating, why do we even bother with utility coordination?

5. Another Layer of Protection According to the IURC:  40% fail to call 811  30% fail to locate  23% fail to excavate properly

6. Why the Design Manual 104?  Implements the collaborative paradigm Helps the utility coordinator to build the right relation with utilities Minimizes impact to utilities Reduces cost and saves time At least four (4) times IDM Chapter 4 directs both the designer and the coordinator to design around utilities  See Pages 5-7, 11  Brings uniformity to utility coordination and helps limit risk to the project

7. 1. Design Around Utilities Avoid overhead & underground relocations

8. 2. Minimizes Impact

9. 3. Reduce Cost, Risk, & Time Know which utilities will limit construction methods

10. Become Familiar with IDM 104 Ch 104

11. Design Memo Revisions Note the Design Memo Revisions on the Title Sheet Design Memorandum Revision Date Sections Affected 13-14 15-01 August, 2013 February, 2015 Chapter 10 Superseded by Chapter 104 104-1.104(04), 104-1.05, 104- 2.01 http://www.in.gov/indot/design_manual/design_manual_2013.htm#

12. 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 The Indiana Utility Accommodation Policy

13. Definitions Section includes: Definitions Acronyms Abbreviations Intent was to be consistent with: Standard Specifications Design Manual Review at your own pace and time

14. Roles & Responsibilities Key to understanding IDM Ch. 104 There are 6 specific roles described: Designer 16 responsibilities Utility Coordinator 81 responsibilities Utility Oversight Agent 20 responsibilities Surveyor 5 responsibilities Project Manager 9 responsibilities Authorized Representative 6 responsibilities

15. Checklist Checklist for utility coordination 1. Prepare a utility coordination certification and utility special provisions 2. Prepare a contractor approval letter 3. Prepare a work complete letter 4. Prepare a letter requesting an invoice 5. Advise the project team on utility work in contract 6. Keep Records

16. 1. Contract Requirements Utility Coordination Certification which includes Special Provision 107- R-169 No Waiver – Certification with limited Utility involvement

17. 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

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

19. Certification – 1 of 7 Utility Coordination Certification Contract No:Letting Date: Lead Des No.Related Des #s

20. Certification – 2 of 7 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. Utilities exist within the project limits and have been found to be affected by the proposed construction Unique Project Type - Design Build Unique Project Type – Limited Utility Involvement Types of Utility Coordination Certification

21. Two Unique Project Types 1. INDOT Design Build Project 2. Limited Utility Involvement

22. Certification – 3 of 7 Letting Status Let without Exceptions Let with Exceptions Not Applicable

23. What is an Exception? An Exception exists when we have one of the following conditions: 1. 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. 2. An agreement will not have been executed by RFC for at least one of the reimbursable utilities. 3. A work plan will not have been approved by RFC for at least one utility that exists within the project limits. Exceptions: Go to srobinson2@indot.in.govsrobinson2@indot.in.gov

24. 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._______________ Utility CoordinatorDate _______________ (Printed Name) _______________ Firm Name Certification – 4 of 7 Affidavit

25. Certification – 5 of 7 Certification with Exception is approved for letting. (Authorized signature is required for exceptions) ____________________________________________ Authorized Approver’s SignatureDate __________________________ (Printed Name)

26. The Utility Special Provisions The utility special provisions are a part of the utility coordination certification Lavon Marshall will describe this in detail tomorrow afternoon.

27. Certification – 6 of 7 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 CoordinatorDate _____________________________________ Printed NameFirm Name

28. Certification – 7 of 7 Unique Project Type Limited Utility Involvement The undersigned affirms that this project falls within the parameters of a limited utility involvement certification…………_________________ Utility CoordinatorDate _____________________________________ Printed NameFirm Name

29. 3. Contractor Approval Receive a letter from the Utility that requests the use of a contractor Review scope of work, bid tabs, rates, unit costs for materials and labor Send approval letter

30. 4. Letter Work Complete “We are writing in regards to your relocation work plan dated September 30, 2014…” Template on web site Example:

31. 5. Letter Request Invoice “We are writing in regards to your agreement with INDOT in the amount of $159,342.50 that is dated February 6, 2014…” Template on website Example:

32. 6. 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 agreement Final stamped plans Specifications Engineer’s estimate; items: any unique items List of quantities

33. 7. Records Keep copies of the following: Maintain a utility coordination log Activities Conversations All signed documents All notices to proceed Legal Correspondence

34. Summary Become familiar with IDM Chapter 104 –  Our source document for utility coordination  Definitions, codes Roles & Responsibilities  What are the major roles?  Where can I find the responsibilities? Utility Coordination Certification  Our most important deliverable  Know and Apply certification Special Provision 107-R-169  How does it relate to Certification? Work in contract

35. Questions?