2. A Different Type of Utility Coordination? by Mark Porter

3. Design/Construction Process Growth – Growth – Florida is growing at a rapid pace. In order to meet the needs of the traveling public many sections of both existing and new alignment are being designed and built to accommodate the growing needs of the state. Florida is growing at a rapid pace. In order to meet the needs of the traveling public many sections of both existing and new alignment are being designed and built to accommodate the growing needs of the state. Why Are Utilities in the ROW Why Are Utilities in the ROW Utility facilities and services are recognized by the Florida Legislature as serving the public welfare. As such, Statutes provide for the use of public rights of ways by utility companies. SS 125.42, 337.401, 362.01. Utility facilities and services are recognized by the Florida Legislature as serving the public welfare. As such, Statutes provide for the use of public rights of ways by utility companies. SS 125.42, 337.401, 362.01.

4. Design Process Determination of who will perform Utility Work Determination of who will perform Utility Work Assure compatibility of all components of the project to effectively plan a safe, viable, and balanced facility Assure compatibility of all components of the project to effectively plan a safe, viable, and balanced facility Determine UAOs with facilities within the project ROW Determine UAOs with facilities within the project ROW Begin coordination meetings with the respective participants Begin coordination meetings with the respective participants Develop utility involvement either by work schedules/JPAs or no conflict letters Develop utility involvement either by work schedules/JPAs or no conflict letters

5. Design Process FINAL COORDINATION OF UTILITIES FINAL COORDINATION OF UTILITIES Planned Utility Relocations With Contract Provisions. Every DOT project will include in the special provisions package copies of utility relocation schedules if utility work was anticipated. These schedules specify each utilities existing and proposed facilities, as well as the activities and time frames needed to install, relocate or adjust them Planned Utility Relocations With Contract Provisions. Every DOT project will include in the special provisions package copies of utility relocation schedules if utility work was anticipated. These schedules specify each utilities existing and proposed facilities, as well as the activities and time frames needed to install, relocate or adjust them Certification process packaged and submitted Certification process packaged and submitted

7. Utility Construction Management Purpose: Purpose: To establish a uniform procedure and to act as a liaison between the Department and the Utility Agencies/Owners To establish a uniform procedure and to act as a liaison between the Department and the Utility Agencies/Owners Represent the Departments best interest for the success of the project Represent the Departments best interest for the success of the project Develop a common ground for both the Department and the Utility Owner. We both serve the same public interest Develop a common ground for both the Department and the Utility Owner. We both serve the same public interest Reduce conflicts, minimize cost and significantly reduce the amount of construction delays Reduce conflicts, minimize cost and significantly reduce the amount of construction delays Claims avoidance! Claims avoidance!

8. Utility Construction Management Identify a program data base that provides route, location, nature of improvements, probable dates of construction Identify a program data base that provides route, location, nature of improvements, probable dates of construction Additional constructability reviews especially against phasing Additional constructability reviews especially against phasing Evaluate the most economical sequence of construction relative to affected utilities requiring relocation/adjustments Evaluate the most economical sequence of construction relative to affected utilities requiring relocation/adjustments Develop a logical sequence of construction efforts between the effected utility agencies Develop a logical sequence of construction efforts between the effected utility agencies

9. Utility Construction Management Utility schedules may not include all the work necessary on a particular project. Utility schedules may not include all the work necessary on a particular project. Utility schedules vary in their correctness and detail from utility to utility. Some utilities will provide very precise details as to their phases of work, others merely give an overall estimate of time for the overall activity. Utility schedules vary in their correctness and detail from utility to utility. Some utilities will provide very precise details as to their phases of work, others merely give an overall estimate of time for the overall activity. Utility companies have as much difficulty understanding our plans as we do theirs. Especially urban intense projects involving major design features. Utility companies have as much difficulty understanding our plans as we do theirs. Especially urban intense projects involving major design features. All of the plans package may not have been available to the utility when they were preparing the relocation package. All of the plans package may not have been available to the utility when they were preparing the relocation package. Utilities do not know how the contractor intends to build roads and bridges. Utilities do not know how the contractor intends to build roads and bridges. The utility work may not have been properly coordinated between utility companies. The utility work may not have been properly coordinated between utility companies.

10. Most of the time the UAOs involvement and/or sense of urgency dictates the projects success… Most of the time the UAOs involvement and/or sense of urgency dictates the projects success… Utility Construction Management

11. DOTs Side of Conflicts DOTs Side of Conflicts Production Date!! Production Date!! Have to use Utility information provided by the UAOs Have to use Utility information provided by the UAOs Dont know how contractors build what they design Dont know how contractors build what they design Dont get contractors schedules Dont get contractors schedules Expect Utilities to properly identify conflicts Expect Utilities to properly identify conflicts

12. Utility Construction Management Contractors Side of Things Contractors Side of Things Outside their control Outside their control Causes delays Causes delays Dont know how utilities relocate or build Dont know how utilities relocate or build Expect the Department to solve Expect the Department to solve

13. Utility Construction Management Utility Side of Things Utility Side of Things Dont know where they are Dont know where they are bad as-builds bad as-builds took over other companies took over other companies Dont confirm plans to reality Dont confirm plans to reality Dont know how to read our plans Dont know how to read our plans Dont get all of our plans Dont get all of our plans

14. Utility Construction Management There hasn't been a project designed yet that has clearly identified every possible utility conflict or relocation. There hasn't been a project designed yet that has clearly identified every possible utility conflict or relocation. We identify possible problem areas before they become a problem/cost and assist with scheduling the utility work accordingly. We identify possible problem areas before they become a problem/cost and assist with scheduling the utility work accordingly.

15. Utility Construction Management How do we anticipate where utility conflicts may occur? How do we anticipate where utility conflicts may occur? Obviously, you need to be able to anticipate this in order to minimize delays and claims due to "unforeseen" conflicts. Obviously, you need to be able to anticipate this in order to minimize delays and claims due to "unforeseen" conflicts. We try and get ahead of the game as far in advance as possible.

16. Utility Construction Management Walk the site Walk the site Uncover/locate Uncover/locate Review field finding locations against Utility Work Schedule locations. Review field finding locations against Utility Work Schedule locations. Value Engineering Value Engineering Is there any simple design changes that could be put in place to avoid a costly adjustment? Is there any simple design changes that could be put in place to avoid a costly adjustment? Determine real perspective (how wide are pipes) Ditch width and slope Construction method Piles, lights, signals, sign bases not shown

17. Utility Construction Management CSX Coordinating utility adjustments adjacent or direct crossings within CSX ROW including CSX permitting. Vincent Montgomery is also available to help you by using his charm to get you your CSX permit faster than imagined!

18. Utility Construction Management Bridges

19. Results of Poor Planning/Coordination Insufficient time for utility relocation Insufficient time for utility relocation Slowness of utilities in relocation Slowness of utilities in relocation Shifting project and utility schedules or priorities Shifting project and utility schedules or priorities Project or utility plans with errors and omissions Project or utility plans with errors and omissions Late changes to plans Late changes to plans Higher cost for everyone Higher cost for everyone Public complaints Public complaints

20. Utility Construction Management JPA JPA Typically utilized by Utility Owners with a significant amount of relocation or interest in installing new facilities along the FDOT ROW. Typically utilized by Utility Owners with a significant amount of relocation or interest in installing new facilities along the FDOT ROW. You get competitive biddingYou get competitive bidding Contractor performs your workContractor performs your work This work must be included in his schedule so its hard to derive at a claim for delaysThis work must be included in his schedule so its hard to derive at a claim for delays You have contract unit pricesYou have contract unit prices

21. Utility Construction Management Claims Claims Additional work outside the original scope. Additional work outside the original scope. Contractor must provide an intent to claimContractor must provide an intent to claim If additional cost are involved it is the utility owners responsibility to settle with the contractor per CPAMIf additional cost are involved it is the utility owners responsibility to settle with the contractor per CPAM Time Delays can become very costly on incentive projectsTime Delays can become very costly on incentive projects

22. Utility Construction Management Reimbursable Agreements Reimbursable Agreements Utility work associated with a specific project that falls under reimbursement allows the Utility Owner to be compensated for adjustments necessary for proposed work Utility work associated with a specific project that falls under reimbursement allows the Utility Owner to be compensated for adjustments necessary for proposed work Utility Owner must submit an engineers estimateUtility Owner must submit an engineers estimate If additional conflict areas arise not identified during design, the utility owner must submit a revised engineers cost estimate to encumber additional monies before the work beginsIf additional conflict areas arise not identified during design, the utility owner must submit a revised engineers cost estimate to encumber additional monies before the work begins Notification before work begins and ends is a mustNotification before work begins and ends is a must

23. Utility Construction Management Utility Work Schedules Utility Work Schedules Identifies utility work associated for a specific project and time within a phase for the work to be performed Identifies utility work associated for a specific project and time within a phase for the work to be performed Contractor must include this within his scheduleContractor must include this within his schedule Changes to original MOT phasing must include approved schedules before being changedChanges to original MOT phasing must include approved schedules before being changed Additional time used by a utility owner to perform adjustments outside the original time indicated usually entitles the contractor moneyAdditional time used by a utility owner to perform adjustments outside the original time indicated usually entitles the contractor money Make sure your special constraints are discussed with the contractor at the start of the projectMake sure your special constraints are discussed with the contractor at the start of the project

24. Utility Construction Management Permits Permits Identifies requested utility work to be performed within the FDOT ROW Identifies requested utility work to be performed within the FDOT ROW 30 day process IF all the required information is included30 day process IF all the required information is included Especially on a incentive project make sure you initiate this request early to allow any revisions/submittals that may be needed of youEspecially on a incentive project make sure you initiate this request early to allow any revisions/submittals that may be needed of you Most permit applications are returned due to MOT and lack of proposed information (diameter, offsets, other utilities, method of installationMost permit applications are returned due to MOT and lack of proposed information (diameter, offsets, other utilities, method of installation

25. Question? Why did the Designer/EOR design over my utility line without making sure it was included in my UWS?

26. Questions? Can changes after final design be made to allow a utility that was originally slotted to be relocated to now remain in place?

27. Questions? What if I felt I had a conflict during design and brought it to the attention of the designer yet is was never taken into consideration or added to my UWS?

28. Questions? Can the Contractor perform my utility work without having a JPA?

29. Questions? Should I document a possible claim situation?

30. Utility Construction Management Be involved Be involved Attend Meetings Attend Meetings E-Mail E-Mail Write down everything. If an agreement is reached in the field document it and copy everyone. Talk to the Utility Engineer or Construction Coordinator when you have the problem Write down everything. If an agreement is reached in the field document it and copy everyone. Talk to the Utility Engineer or Construction Coordinator when you have the problem Try and stay ahead of the contractor and be aware of their schedule Try and stay ahead of the contractor and be aware of their schedule

31. Utility Construction Management Utility Construction Management Utility Design Coordination Utility Design Coordination Construction Services Utility Coordination & Inspection Construction Services Utility Coordination & Inspection Inspection and Oversight of Utility Services Installation Inspection and Oversight of Utility Services Installation Design Design Permitting Permitting Scheduling Review Scheduling Review Conflict Analysis Conflict Analysis As-Builts As-Builts Mark Porter Wilbur Smith Associates O: 407-896-5851, C: 407-947-2611, F 407-896-9165