Construction Review LaVon M Marshall Greenfield District Utility/RR Engineer, INDOT

1. Construction Review LaVon M Marshall Greenfield District Utility/RR Engineer, INDOT August 27, 2014

2. Introduction • Constructability Review Process • Utility Certification, Special Provisions, Utility Listing and Plans • Post Letting Expectations • Mis-location, Mis-relocation and Missed Coordination • Risk Management

3. Constructability Review Process • Reviews performed several times during a project • Involves construction personnel, maintenance personnel, project manager, designer, utility coordinator and real estate if necessary. • Walk the project, identify manholes, take down pole numbers, contact city EMS

4. Constructability Review Process

5. Constructability Review Process

6. Constructability Review Process • Summary • Well executed review included in process from beginning to letting • Aids in developing: • Improved total quality of construction documents • Lower change order costs • Less delay/claims • Higher quality end product • Potential Benefits to Utilities/INDOT • Simpler, cost effective relocations • Eliminate need to relocate

7. Special Provisions • Utility Special Provision, 107-R-169. • The purpose of the utility special provision is to provide guidance to the contractor for any specific requirements regarding utilities. The utility special provision will be a self sustaining document and will not refer to other documents such as work plans to provide guidance to the contractor. The utilities that have facilities in conflict with the project shall be listed before those utilities that do not have facilities in conflict with the project. The utility special provision will address every utility in the area of the project. And for each utility listed the utility coordinator must address the following items.

8. Special Provisions (2) • The name of the utility, type of facility and that they are in the area of the project. • The name of the person to contact at the utility for any questions regarding the utility work, their telephone number and email address. • A statement the utility facilities are not in conflict with the project and do not need to be relocated or the utility facilities are in conflict with the project and they do need to be relocated. • A statement declaring how long it will take for the utility to complete their work once all prerequisites are completed.

9. Special Provisions (3) • Identify any prerequisites required by the utility to be fulfilled by INDOT prior to starting their work such as ‘all right of way must be acquired’. • Identify any prerequisites required by the utility to be fulfilled by the Contractor prior to starting their relocation work such as ‘staking of the right of way’. • Identify any requirements to be completed by other utilities prior to starting their relocation work such as ‘the lines of Wabash Communication must be removed before the power poles can be removed’. • Identify any other requirements necessary to be completed prior to the utility being able to start their work.

10. Contract Documents • Special Provisions (107-R-169) • NO DATES • NO “Will adjust before construction” • NO “contractor to coordinate with utility” • Has R/W been cleared and staked prior to letting to allow for relocation? • Are all utilities accounted for? • Items that contractor needs to complete prior to utility relocation stated? • Does the 107-R-169 and work plan convey the same message?

11. Contract Documents • Work Plans • Have utilities received “Approved Work Plan” letter • FTRelocPlanDuke0000000forContractServices • Even if “No Involvement” - Work Plan is needed • Signed by Utility, Utility Coordinator and Project Manager • Utility Certification • Separate form from Special Provision • FHWA requirement • Dates of executed agreements and permits • Utility Listing on 2nd page of plans • Same utilities that are on certification AND 107-R-169?

12. Contract Documents • EXAMPLE SPECIAL PROVISION

13. Shop Drawings • Shop Drawings • Example: Mechanically Stabilized Earth (MSE) Retaining Walls and wing walls on structures • Vendor Systems vary. • What is shown in the plans is typically less than what is submitted in Shop Drawings!!!! • Lengths and Elevations of Leveling Pads vary slightly from plans. Can effect Underground Utilities.

14. Post-letting Utility Coordination • Coordinator stays “on point” • Advises CN and PM of all utility activities • Manages schedule • Issue permit addendum for change in cost • Issue permit addendum for change in work • Issue letter work complete • Issue letter request final bill

15. Post Letting Utility Coordination • Attend the Preconstruction Conference • Invite Utilities to preconstruction conference • UC to present Gantt chart and proposed utility work schedule • Discuss R/W staking and clearing • Contractor to issue 15 day “good faith notice” – UC to be copied • Contractor to issue 3 day notice on clearing – UC to be copied

16. Post Letting Utility Coordination • UC to issue NTP to utilities once all items on work plan have been completed such that the utility may start • UC to monitor and coordinate the construction schedules of the utilities. • UC to attend all progress meetings and be proactive on all utility and/or contractor requests

17. Original Utility Location in Error • We all depend on each other and each other’s actions and decisions no matter how small • Maintenance, Citizens, Developments • Scoping • Survey • 811 • Design • Utilities, Coordinators, Construction, Real Estate • Verification of existing facilities • Depends on accuracy of installation and tracer wire • In time….these issues will get less frequent

18. Acceptable Error in Relocation • Utilities Relocate for Project or found not where they thought they would be • Utility places their facility in location not as stated in work plan • Location not in conflict with project, UAP or other relocations • Probably just leave in place • Location in conflict with project • Discuss with project team on pros/cons, INDOT cost vs. delays to contract • Location in conflict with UAP • Consider safety and degree of conflict • If acceptable - request a policy exception • If not acceptable - relocate

19. Acceptable Error in Relocation • Location in conflict with other utilities • Does it jeopardize schedule if reshuffle the other utilities • Is it possible to reshuffle other utility relocation • Do you now violate clearances

20. Error in Coordination • As a whole we are doing much better • IF the utility is where they are supposed to be per the work plan – INDOT has to reimburse cost to relocate if necessary • Pros/cons on cost vs. contractor delays • IF the utility is NOT where they are supposed to be per the work plan – Utility responsible for cost • Pros/cons on cost vs. contractor delays

21. Risk Management • Degree of Risk – Big or small • Storm sewer – right of way restrictions – trees – allowable encroachments – other utilities – crossings or longitudinal • How should it be handled?? Contractor oversight - Coordinator oversight – Construction oversight

22. References • For More Information • IC 8-23-2-6 • http://www.in.gov/legislative/ic/code/title8/ar23/ch2.html • FHWA 23 CFR 645, Subpart A • http://www.fhwa.dot.gov/reports/utilguid/ • Commentary • Appendix A – Legal Code • INDOT Utility Coordination Website • http://www.in.gov/indot/2389.htm • Indiana Design Manual: Chapter 104 • http://www.in.gov/indot/design_manual/files/Ch104_2013.pdf