Utility Coordination

Utility Coordination SW Region – Madison Office April 22, 2013

SW Region Utility Staff • TSS Supervisor • Ruth Alfaro • Utility Engineer • Matthew Dapp • Utility Coordinators • Gary Plummer (Madison) • Chad Renly (Madison) • Bobbie Keck (Madison) • Gary Jackson (La Crosse) • Bob Gonia (La Crosse) • Utility Permit Coordinator • Mark Goggin (Madison/La Crosse)

Objectives • Reasons for Coordination • What is Trans 220? • Trans 220 Process • Compensability • Non-Compensable Timeline (No Plat) • Compensable Timeline (R/W Plat) • Common Project Issues • Common Design Conflicts • Common Construction Conflicts

Reasons for Coordination • Utility relocations are one of most common reasons for project delays and increased project cost • Avoid, minimize, mitigate • Reduce number of conflicts in design & construction • Save money and time • Reduce delays in construction • Letting may be delayed • Increase safety

What is Trans 220? • Administrative rule that implements State Statute 84.063 Utility Facilities Relocation (state law) • Objective of law and rule is to prevent delays to the highway contractor caused by utility relocation activities • Applies to all state trunk highway improvement projects that have facilities on them and are let to contract • “Improvement” includes construction, reconstruction, rehabilitation, and processes incidental to building, fabricating, or bettering a highway or street, but not maintenance

What is Trans 220? • Local Roads and Connecting Highways are NOT required to follow Trans 220 • Trans 220 imposes specific timeframes for various activities • All days are calendar days

Trans 220 Process • Utilities notified of project (1077’s) • Typically at time of OPM (Operation Planning Meeting) • Utility has 60 days to respond with system maps • Send completed plans to utilities (1078’s) • Typically at 60% plan completion • Utilities notified of potential conflicts • Requires a completed plat (for compensable parcels) • Utility has limited time to review the project plans and develop a work plan • Resurfacing – 60 days • Pavement Replacement – 90 days • Stand-alone Bridge Replacement – 90 days • Reconditioning – 120 days • Reconstruction – 120 days • Expansion – 120 days • Major Project – 120 days

System Map

Trans 220 Process • Utilities notified of project (1077’s) • Typically at time of OPM (Operation Planning Meeting) • Utility has 60 days to respond with system maps • Send completed plans to utilities (1078’s) • Typically at 60% plan completion • Utilities notified of potential conflicts • Requires a completed plat (for compensable parcels) • Utility has limited time to review the project plans and develop a work plan • Resurfacing – 60 days • Pavement Replacement – 90 days • Stand-alone Bridge Replacement – 90 days • Reconditioning – 120 days • Reconstruction – 120 days • Expansion – 120 days • Major Project – 120 days

Trans 220 Process • Additional 30 days will be added if coordination is required with other utility facility owners, or if the work is compensable • Designer reviews work plans – if rejected, utility has 30 days to redo and resubmit • Utility companies have 60 days to redesign their plan if any changes are made to the original plans • If WisDOT requires additional work to a utility facility after the facility has been relocated in accordance with a work plan, the department shall bear the reasonable cost of additional work

Trans 220 Process • WisDOT reviews and approves utility work plan • Used to write USR and “Utility” Special Provisions • Utility company obtains a permit from WisDOT to work on right-of-way • Utilities should be allowed one year to relocate facilities prior to letting • If utility company does not follow Trans 220, utility company will be liable to the contractor for all delay costs and liquidated damages incurred by the contractor • If WisDOT does not follow Trans 220, WisDOT will be liable to the contractor for all delay costs and liquidated damages incurred by the contractor

Compensable Facility • WisDOT will pay for the cost to relocate or adjust utility facilities that occupy an area being acquired for highway right-of-way where the utility has acquired a land interest either through an easement or under prescriptive rights • Typically, utility facilities that lie in existing highway right-of-way are not eligible for compensation • Utility company will obtain a permit which grants them the right to occupy highway right-of-way • Allow 8 weeks for processing in Central Office

Non-Compensable Timeline (No Plat) • 60 days to respond • Time depends on project complexity Send 1077’s to Utilities Send 1078’s to Utilities • Utilities Identified • Compare field survey to system maps At OPM At 60% Plan Complete Trans 220 • Time depends on project scope – 60, 90, 120 days • 7 months Utility Work Plans Due • Potential conflicts are identified • Utilities develop work plan • Work plans reviewed/approved • USR and special provisions written • Permitting process • Utility Relocates • 3 to 6 months PSE Date LET Date • Send final plans to utilities • Addendum if necessary • Add 60 days if plan change • Add 30 days if coordination required with other utilities

Compensable Timeline (R/W Plat) • Time depends on project duration • 60 days to respond Send 1077’s to Utilities Send 1078’s to Utilities • Utilities Identified • Compare field survey to system maps At OPM At 60% Plan Complete Trans 220 • Time depends on project scope – 90, 120, 150 days • 2 months Utility Work Plans Due • 2 months UTL PSE • Work plans reviewed/approved • Potential conflicts are identified • Utilities develop work plan • Requires finished plat • Add 30 days if compensable • Compensable issues to CO for review • 7 months • 3 to 6 months LET Date UTL Date PSE Date • Utilities cleared by CO • USR and special provisions • Permitting process • Utility Relocates • Send final plans to utilities • Addendum if necessary • Add 60 days if plan change • Add 30 days if coordination required with other utilities

Common Project Issues • August/November PS&E dates • Utility will need to relocate in winter months • Higher costs when dealing with frost issues • Advanced/compressed schedules • Utilities are allowed timeframes specified by law in Trans 220 • Utilities need time to budget, bid work, order material • Right-of-Way not clear • Utility needs time to move facilities

Common Design Conflicts • Cuts or fills for side roads/driveways • Cuts for driveways may not be shown on cross sections • Excavation below subgrade (EBS) • Avoid placing proposed utilities in potential EBS areas • Environmental areas • Utility company many not be aware of arch. sites, historical sites, contaminated sites • Traffic control staging and temporary widening • Poles and pedestals may not be in conflict with final roadway, but might be in conflict with temporary work • Overhead lines vs. construction equipment • Crane should be able to swing 180 degrees without violating OSHA clearances • Lighting and signal bases and poles • May be larger than you expect and often overlooked • Structures • 1:1 slope usually needed from bottom of structure to existing ground for structural backfill • No room to relocate facility • Possibly purchase additional 10 ft of right-of-way for utilities to occupy

Common Construction Conflicts • Field changes • Must notify utility of any changes and give adequate time to design and construct a relocation of their facility • Unknown facilities • Not picked up, survey crew missed it, utility company not aware of facility • Undetected conflicts • Contact utility person listed in the plan • Incorrectly marked facilities • Can cause an extremely dangerous situation • May lead to injury and/or costly delays • Facilities shown on plan incorrectly • Contractor must always call Diggers Hotline

Any Questions?

Utility Coordination