Work Plan Development Aschalew Aberra Highway Utility Engineer, INDOT January 22, 2014

1. Work Plan Development Aschalew Aberra Highway Utility Engineer, INDOT January 22, 2014

2. Outline • Learning objectives –why work plan? • Top five reasons why a work plan is important • What are the recent updates? • Target date, signing first or second page, emergency contact, pre-construction & post construction activity, etc. • Work plan development (Process): preparation, review, revision & approval. • Practical exercise

3. Why is a work plan Important? • Because it is the law! he • 105 IAC 13-3-3 (b) (1): A work plan shall be submitted whether or not any facility relocations are required. • It is not a matter of opinion or an option, it is the LAW. • Utilities are obligated to submit their work plans to accommodate a highway improvement project.

4. Why is a work plan Important ? 2. Because it focuses on deliverables: • Target out of conflict date. • Pre-construction schedule. • Construction schedule. • Relocation drawing. • Cost estimate • Proof of property interest.

5. Why is a work plan Important? 3. Because it is a signed commitment/contract • A work plan is a signed commitment by a utility to accurately relocate its facilities on schedule. • Projects are let based on information obtained from utility work plans. • A utility may be held accountable, for utility related delay claims.

6. Why is a work plan Important 4. No Surprises during construction: • Work plan is a major tool to avoid surprises during construction. • The utility team shall demonstrate due diligence in reviewing & approving work plans. • Last chance before construction stage!

7. Why is a work plan Important? 5: Because we use the work plan as an input: • Utility risk management report. • Gantt chart. • Utility special provision. • Utility coordination certificate.

8. A tool for resolution of scheduling and location conflicts

9. Preamble • 105 IAC-13-2-19: Work plan is defined as a plan of the utility to carry out facility relocation to accommodate an improvement project. • Use preliminary final project plan (Stage 3/90%). • Prepare and send letter Request Work Plan. • Use the most recent work plan template. Go to the INDOT website.

10. When is a work plan due? • Sixty (60) days for a minor project; and • One hundred twenty (120) days for a major project. • An additional thirty (30) days will be allowed to furnish the work plan if coordination is required with another utility or utilities. • If a work plan is not received on time: contact the authorized representative and notify the oversight agent.

11. Work plan revision • Non compatible work plans shall be returned to the utility immediately. • The utility shall submit a revised work plan within 30 days. • If the revised work plan is not compatible, the UC will prepare an alternate work plan. • The utility shall accept/make changes to the alternate plan within 30 days.

12. Section 1: General Information

13. General info……cont’d

14. General info……cont’d

15. Section 2: Location info.

16. Section 3 & 4 • Property interest & Work in contract

17. Section 5: Pre-construction

18. Section 6: Construction

19. Section 7, 8, & 9: Attachments $500,000.00 (Not Reimbursable)

20. Work Plan Review • Ensure each work plan is compatible with: • INDOT permit requirements • The project plans • The construction schedule • Other utility relocation work plans • Ensure the relocation scheme and cost for compensable work is reasonable

21. Section 10 & 11: Approval

22. Work Plan Approval Letter • Relocation permit to occupy public right-of-way. • Notice to proceed with preconstruction activities. • In rare cases a notice to proceed with construction activities.

23. Work plan addendums: • Addendums can either be INDOT initiated or utility initiated. • A utility shall submit a revised work plan with a new cost estimate (if reimbursable). • The utility coordinator shall review the addendum; and send it to the approval of the oversight agent. • If an addendum is issued during construction, a copy shall be sent to the construction engineer.

24. Work Plan Addendum Letter • What is the change of work. • What is the cost. • Who is paying for it. • What is the impact on construction schedule. • Revise exhibits to executed agreements, if reimbursable.

25. Notice to Proceed • Does the work of the utility depend on the schedule(s) of other utilities? • Are all the parcels needed by the utility acquired, ROE obtained? • Is the right-of-way cleared from trees & other obstructions, staked? • Does the work of the utility depend on the INDOT contractor?

26. Questions? Questions?

27. Practical Exercise • Group exercise • Identify 3 or 4 items that need to be corrected.