1. IDM Chapter 104 Utility Coordination Joe Gundersen Senior Utility Engineer, INDOT August 21, 2014

2. Agenda 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

3. Learning Objective Explain why IDM Chapter 104 was developed Identify the components of IDM Chapter 104 Know and apply Waiver or 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

4. Introduction Design Manual IDM Ch. 104 replaces IDM Ch. 10 IDM Ch. 104 – revised August 2013 IDM Ch. 104 is 100% relevant But it is only 80% of where we want to be. Why do we have IDM Ch. 104? To provide detailed guidance to design team Suggestions for improvement email: jgundersen@indot.in.gov

5. Table of Contents (1) General Information Introduction Responsibilities and Roles Utility Rule 105 IAC 13 Utility Waiver Utility Coordination Certificate Utility Coordination Special Provision Utility Coordination References Definitions and Acronyms Utility Coordination Process Subsurface Utility Engineering

6. Table of Contents (2) Design Considerations Reimbursement Highway Utility Agreement Cost Estimate Consultant and Contractor Approval Utility Work in State Contact Utility Coordination Records

7. 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

8. 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

9. Contract Requirements Either - Waiver, or Certificate and Special Provision

10. Waiver Use a waiver for routine maintenance projects such as: Mowing, Herbicide treatment, Sweeping Pavement markings, Etc. A waiver does not mean there are no utilities in the area Waiver requires only an affidavit utilities in the area may be listed Format is at INDOT website

11. Wavier Example

12. Certificate Use a certificate for all projects with potential utility involvement Certificate includes: Affidavit Utility information Format is at INDOT website

13. Certificate Utility descriptions include: Name of utility Utility is in the area of the project Utility is/is not in conflict with project Relocation work plan approved date Utility is eligible for reimbursement Type of agreement and status Specifically address: Yes work in contract Not work in contract

14. IDM Ch. 104 – Certificate Example

15. Certificate Example

16. Example The facilities of TDS Telecom (parent company of Communications Corporation) utility are in the area of this project and are in conflict with the project. The relocation work plan for this utility was approved 7/26/2013. This utility is eligible for reimbursement and the agreement is not yet issued.

17. 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

18. Special Provision 107 R 169

19. 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

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

21. 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?

22. Work In Contract INDOT prefers to use work in contract When eligible for reimbursement When work requires extensive coordination Requires Des. No. for each facility type Utility must provide: Approved work plan Final stamped plans Specifications Engineer’s estimate List of quantities Signed agreement

23. Records Keep copies of the following: Maintain a utility coordination log Activities Conversations All signed documents All notices to proceed See specific requirements

24. 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

25. 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

26. 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 ?

27. Mileposts

29. Initiation Phase

34. Letter Permit Addendum

35. 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.

36. Letter Work Complete

37. Letter Request Invoice

38. 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

39. Questions?