2019 Utility Workshop

1. 2019 Utility Workshop In an effort to provide better communications with the utilities, consultants, and the Department,            And work toward a cooperative atmosphere in efficiently and effectively facilitating the utility coordination efforts,                     And hopefully cooperative addressing construction delays, and reduce unnecessary cost to the utility rate payers and taxpayers. 1 Utility Workshop 2019

2. Housekeeping • TDOT Staff: Joe Shaw Asst Director ROW Division Michael Horlacher State Utility Coordinator Ben Greeson HQ Utility Coordinator Reg 1 & 2 Monica Cromer HQ Utility Coordinator Reg 3 & 4 Shawn Allen HQ Utility/Railroad Support Joan Haynes HQ Utility Early Notify Jay Lanius HQ Railroad Coordinator • Region Staff: Gus Awali Rg Utility Coordinator Region 1 Lando Santos Rg Utility Coordinator Region 2 Iraj Eghbali Rg Utility Coordinator Region 3 Willie Coleman Rg Utility Coordinator Region 4 • Contract Staff: Stephanie Torres HQ Contract Monitor Hannah Guest HQ Contracts 2 Utility Workshop 2019 JH

3. Housekeeping • WEBSITE – resource for informationhttps://www.tn.gov/tdot/right-of-way-division/utilities-office.html • Breaks • Lunch – on your own • Restrooms • Smoking • Emergency 3 Utility Workshop 2019 JH

4. WEBSITE 4 Utility Workshop 2019 JH

5. WEBSITE 5 Utility Workshop 2019 JH

6. WEBSITE 6 Utility Workshop 2019 JH

7. Guidebook Available on the website http://www.tn.gov/assets/entities/tdot/attachments/TDOT_utilities_guidebook_w-appendix_041612.pdf 7 Utility Workshop 2019 JH

8. TDOT Participation • Early NotificationIf you are on/near project provided to TDOT surveyors + TN1CALL marksCourtesy to utilities to locate existing facilities TCA 54-5-854 (b) • Public Meetings • NEPA meetings • Utilities are invited to all Design development meetings(Field Reviews) • Utility Deconfliction Meetings (UCCC / Staff ) • Constructability Review Meeting • PreconstructionMeeting • Subsurface Utility Engineering(Available during engineering if conflicts can be avoided) • Several opportunities for Utility/Consultant input. 8 Utility Workshop 2019 JH

9. Utility Participation Invited and encouraged to attend Design meetings TDOT Constructability Meetings Moving design needed by utilities into ROW Plans – Phased construction Storm Sewer Retaining Walls Bridge end walls Sound barrier wallsSubsurface Utility Engineering (SUE)Any suggestions on avoiding utility relocations Any suggestions on avoiding construction delays.Need Utilities/Consultants help to avoid delays during construction.Tax Payer or Rate Payer the citizens of the state are paying. Utility Workshop 2019 JH 9

10. Deconfliction • Checklist: • Invite all utilities known to be on the project. • Meeting 2 weeks after ROW plans/PE issued. • Discussed proposed location for all utilities. • Discuss any environmental commitments. • Discuss ROW Acquisition / Relocations. • Discuss Construction Issues. • Discuss Utility Concerns. 10 Utility Workshop 2019 JH

11. Preconstruction • Checklist: • Invite all utilities known to be on the project. • Contractor discuss project construction schedule- Beginning grading ; Borrow/Waste- Working over existing utilities- Choke / Conflict Locations • Utility discuss relocation issues.- Cutover issues- Material issues 11 Utility Workshop 2019 JH

12. Utility Consultant • Must be approved by TDOT prior to incurring cost • Continuous Contract • Utility Staff / Combination 12 Utility Workshop 2019 BG

13. Utility Consultant • Must be approved by TDOT prior to incurring cost**** IMPORTANT ****- TDOT send Approval Letter to utility and consultant- Must be received before consultant works on “A” date package.- Capped at approved amount. Scope of Work change requires an approved revision to estimate. 13 Utility Workshop 2019 BG

14. Utility Consultant • Continuous ContractConsultant with continuous contract. Will require approval with proof of contract term, and rates established. • Utility Staff / CombinationUtility staff does not require approval, but “any” use of consultant will require approval. 14 Utility Workshop 2019 BG

15. CADD Disclaimer • Electronic MicroStation Files If TDOT sends you electronic files, TDOT requires electronic utility files be returned 15 Utility Workshop 2019 BG

16. A-Date Submittals *A-date NEVER changes from that stated on the PE authorization letter • Electronic MicroStation plans for any attachments to structures. Must be approved by TDOT prior to inclusion in the plans. • Electronic MicroStation “Location Approval” plans or RAINBOW PLANS color coded as directed in authorization letter indicating existing facilities, to be removed, added, temporary, or to remain. • Cost EstimateTDOT Form 2015-16 REQUIRED. Clearly indicate percent public and private on estimate. Include: - Engineering Cost - Construction Cost (Includes Staking & Clearing/Grubbing if request Move Prior) - Replacement Easement Cost 16 Utility Workshop 2019 BG

17. A-Date Submittals • Declaration of Scheduled Calendar Man days (Form 2015-16, sheet 9.1) • Letter Request for Reimbursement@ Private Easement/Property @ Move Prior/Before Letting@ Include Work in State contract @ Utility facilities are Not On Project@ Utility not requesting reimbursement, will move at No Cost **The Utility MUST have an executed contract with TDOT before any relocation cost can be incurred. State law requires a utility to show existing facilities on TDOT plans. TDOT survey is only a courtesy. 17 Utility Workshop 2019 BG

18. Relocation Estimate • Cost EstimateTDOT Form 2015-16 REQUIRED. 18 Utility Workshop 2019 BG

19. Utility Conflicts Average Unit Price (AUP) https://www.tn.gov/tdot/tdot-construction-division/transportation-construction-division-resources/transportation-construction-price-information.html Things that effect prices • Phasing • Traffic Control 19 Utility Workshop 2019 BG

20. Schedule of Calendar Days • TDOT will begin to include the Schedule in the 105B Specifications becoming part of the highway contract bid documents. • TDOT Holidays listedBased on Calendar Days • Consider construction phasing • Special Conditions • Utility Performing Work responsible:- Survey- Staking- Clearing / Grubbing- Tree trimming- Environmental Permits/RR Permits- Etc. Statute fine is based on the approved schedule of calendar days. 20 Utility Workshop 2019 BG

21. Schedule of Calendar Days • Review if schedule is reasonable. • If it is not reasonable, and TDOT cannot through discussion with the utility agree to a reasonable schedule, under statute TDOT can set the schedule of calendar days. • Provided to the Project Contractor to schedule project critical path for utility relocations in contract. 21 Utility Workshop 2019 BG

22. Relocation Plan Approval • Review for conflicts with existing / relocated utilities. • Review conflicts with “No Conflict” utilities. • Review relocation outside Clear Zone. • Review for conflicts with construction. • Review if relocation is necessary. 22 Utility Workshop 2019 BG

23. B-Date Submittals B-date change often from that stated on the PE authorization letter.If the letting date changes, the B-date changes. Complex projects B-date will be 28 weeks prior to letting.Check with the Region Utility Office when you schedule BEGIN work to meet the B-date on the PE letter. If that date has changed, you may want to delay your BEGIN work to avoid revisions or Phased Construction (Baby PIN’s). • Electronic MicroStation Detail construction Plans (U-2, U-3, etc.) Sheet numbers assigned by TDOT when approval provided to include MOVE IN • Electronic Detail specifications(WORD or PDF)Specification details to follow in this presentation. • Electronic MCES Spreadsheet (Excel)Composite percentage. 23 Utility Workshop 2019 BG

24. Utility receives ROW plans (120 day clock begins) Yes Utility must submit a request for a separate easement replacement contract (see note 6) No Utility must submit engr. approval package (forms on website) No Does the utility have in-house engineering capability and staffing? Yes Easement Replacement contract (see note 8) TDOT engineering approval (see note 1) Did the utility submit initial response within 120 days? (see note 9) Yes Does the utility wish to move their facilities prior to letting? Yes (Move Prior Contract) No (In-State Contract) Utility to submit plans, specs, etc. 16 weeks prior to letting (see note 7) Yes (In-State Contract) No Contract execution: Does utility agree to terms, sign contract? (see note 3) Yes (Move Prior) Utility sent original contract and put to work TDOT includes relocation within it’s project (see note 10) No Did utility contact the construction office prior to relocation work? Yes No Utility completes relocation work. Did the utility complete their work by the contract completion date? (see note 4) Yes Did utility do significant additional work without specific written authorization or fail to complete their work by the contract completion date? Yes No Utility loses Ch. 86 reimbursement eligibility (see note 2) Utility can submit billing for payment (see note 5) This additional work cannot be paid Utility payment after verification Special Note: This is to be used as a general summary only and is not intended to include all requirements utilities must comply with to have their TDOT projects paid. 24 Appreciation is expressed to Volkert for assisting in the creation of the graphics. Utility Workshop 2019 BG Does the utility have facilities on existing private easements that will be replaced?

25. Additional Info Engineering approval can occur at different points in the project but the utility cannot be reimbursed for any engineering work prior to approval. • If utility loses Chapter 86 eligibility, the utility can request a partial reimbursement of relocation costs and engineering based on portion of facilities on existing private easements. • Utility must declare if betterment is to be included and whether existing private easements are to be replaced. • Any change in scope of proposed relocation work must be submitted to regional utility office for review and approval prior to work beginning.  • Existing Private Easement replacement costs do no count against Utility’s Chapter 86 $1.75M Cap. 25 Appreciation is expressed to Volkert for assisting in the creation of the graphics. Utility Workshop 2019 BG

26. Additional Info • Including electronic plans, electronic specifications, and other items as directed by the regional utilities office. • If the utility plans to include work by state contractors on new easements, documentation of new easements and conveyance must be provided by the letting dates. • Forms and references are available on our website to assist:http://www.tn.gov/tdot/article/row-utilities-office-forms • Utility is required to provide inspection: applicable specifications and safety codes. Utility Acceptance.Reimbursed if “private” compensable cost. (% “PUBLIC “ is not reimbursed per TCA 54-5-804(3)) 26 Appreciation is expressed to Volkert for assisting in the creation of the graphics. Utility Workshop 2019 BG

27. Utility Quantity Estimate 27 Utility Workshop 2019 BG

28. Utility Items http://www.tn.gov/tdot/article/construction-standard-utility-items 28 Utility Workshop 2019 BG

29. Utility Items • Utility Item lists identifies those items that have been determined require Buy America Compliance. • If there is not a Utility Item that fits your needs,Contact the Regional Utility Office.Once they verify the need for a NEW Utility Item Number, they will submit it to TDOT Construction who will work with you to develop a NEW utility item if necessary. 29 Utility Workshop 2019 BG

30. MOVE IN CADD Guidelines Utility construction plans included in Highway Contract plans SAMPLE 30 Utility Workshop 2019 BG

31. MOVE IN CADD Guidelines Utility construction plans included in Highway Contract plans SAMPLE 31 Utility Workshop 2019 BG

32. MOVE IN CADD Guidelines http://www.tn.gov/tdot/article/roadway-design-design-cadd-files-and-documents MicroStationSTANDARDS • Levels • Pen tables • Cells • Sheet borders • File naming Gresham Smith & Partners provided MicroStation Files that we posted to the TDOT Utility Website for your use: • TDOT A Date.tbl – print “A” Date packages • TDOT B Date.tbl – print “B” Date packages • TDOT PDF.pltcfg – print PDF • TDOT Color Table.tbl – adjusted print shop grayscale 32 Utility Workshop 2019 BG

33. Utility MOVE IN - Easements If the utility relocation construction occurs outside the proposed ROW, the utility will have to acquire all necessary property easement to construct their facility. • State Highway contractor cannot work outside project limits • Utility must show easements on their plans. • Utility must convey rights to State highway contractor to access property. • Utility easement must be acquired prior to the project advertisement.(Previously prior to Construction, project delays experienced due to utility easement issues) • Utility MUST NOTIFY TDOT of the completed property acquisitions. • TDOT must have utility construction easement on plans prior to plan assembly to provide for erosion control measures. • TDOT will acquire construction environmental permits for utility work. 33 Utility Workshop 2019 BG

34. MOVE IN - Specifications Specify exactly what the utility wants the State Contractor • Time period of acceptable Service Outage • Required License, Certification, Drug testing of workers submitted to the utility. • Liability Insurance submitted to the utility • Approval of Material, material certifications submitted to the utility • Approval of shop drawings submitted to the utility • Approval of field changes submitted to the utility • Approval of substitution materials or methods submitted to the utility • Clearing/trimming of overhead lines inside/outside public ROW. • Locating utility lines during construction not identified by utility locate services. • Work inside customers residences such as re-lighting pilot lights, re-establishing services, etc. will be the responsibility of the utility • Industry standards, safety standards, and material standards. • Name, address, phone, E-mail, fax, cell phone of utility approval contact 34 Utility Workshop 2019 BG

35. MOVE IN - Specifications • No boiler plate “contract” language allowed. • Limitations on proprietary material (Similar / like is allowed) Utility can provide material with an “exception” MOVE IN contract • Standard TDOT Utility Item Numbers. • Can use utility Standard Contract Specifications. • Cannot limit contractor to a specific company. • Utility can require their preapproval of non pre-approved subs 35 Utility Workshop 2019 BG

36. MOVE IN - Inspection Utility Inspector responsible for Acceptance of facility • Approval of required License, Certification, Drug testing of workers if included in the specifications. • Approval of liability Insurance if included in the specifications. • Approval of Material, material certifications submitted to the utility if included in the specifications. • Approval of shop drawings if included in the specifications. • Approval of field changes. • Approval of substitution materials or methods. • Clearing/trimming. • Protection of existing facilities in operation. • Industry standards, safety standards, and material standards. • TDOT Utility Diaries submitted to Project Engineer’s Office 36 Utility Workshop 2019 BG

37. Utility Go To Work TDOT will issue a GO TO WORK notification to all utilities on project • Move Prior- Prepare detailed relocation plans, detailed estimate, etc.- Notify TDOT Project Supervisor before mobilizing.- Begin relocation ordering material, schedule construction, etc. • Move In- Prepare MOVE IN detailed relocation plans to meet “B” date detailed Specifications to meet “B” date- Order material if so specified in the contract- Schedule operations as necessary- prepare and schedule for inspections • Go To Work letter with - current project Letting Schedule- Project Supervisor contact info • Approved Relocation Plan • Approved Schedule of Calendar Days 37 Utility Workshop 2019 BG

38. What is Buy America? • Buy America refers to 23 USC 313(a) • Applies to Federally funded projects • Steel/Iron products used in such projects must be produced in United States. • Also includes coatings 38 Utility Workshop 2019 MPH

39. Buy America (Minimal Use) • Also called “De Minimis” • Allows for exception to buying domestic • The greater of… • $2500 • 0.1% of the total contract 39 Utility Workshop 2019 MPH

40. Buy America (Minimal Use) Basis for De Minimis calculation varies based on relocation type. • Move-In basis is total project cost • Non Move-In is based of relocation cost 40 Utility Workshop 2019 MPH

41. Buy America (Waivers) There are no waivers! 41 Utility Workshop 2019 MPH

42. Utility - Environmental TDOT Contractor Performing Construction MOVE IN • TDOT obtains construction environmental permits • Utility assumes “after” construction conditions of those permits Corp of Engineers TDEC TVA 42 Utility Workshop 2019 MPH

43. Utility - Environmental Utility Performing Construction MOVE PRIOR or PERMITS where utility performing construction • Utility acquires all necessary permits 43 Utility Workshop 2019 MPH

44. Utility - Environmental Aquatic Resource Alteration Permit (ARAP) https://tn.gov/assets/entities/environment/attachments/water_permit_arap-gp_utility-line.pdf • Dredging, excavation, channel widening, or straightening • Bank sloping; stabilization • Channel relocation • Water diversions or withdrawals • Dams, weirs, dikes, levees or other similar structures • Flooding, excavating, draining and/or filling a wetland • Road and utility crossingsStructural fill • Clay plugParallel to StreamStream Crossing 44 Utility Workshop 2019 MPH

45. Utility Fines • Errors and Omissions • Premiums not reimburseable • Failure to meet Schedule • $500/day fine • Forfeiture of Ch86 reimbursements 45 Utility Workshop 2019 MPH

46. Utility – Stream Mitigation Conservation Easement • Relocation • Permits • On State Highway System • Outside State System 46 Utility Workshop 2019 MPH

47. TDOT UTILITY INVOICES Submitting invoices To TDOT FOR PAYMENT Utility Workshop 2019 TR

48. When turning in utility invoices for payment it is required to come in under the Utilities Coverletter and a signature from the utility. • Required on the invoice is: • Contract Number, • Project Number, • PIN Number, • Invoice has to be dated, • An Invoice Number has to be on as well. • Once an Invoice number has been used from a utility company, That invoice number cannot be used on any project again. Utility Workshop 2019 TR

49. The amount you are requesting to be paid. • Finance will not let any overrun of contract to be paid without a Supplemental Contract in place prior to project being complete. If you see you are going to overrun a project contact this office asap. • The supporting documentation has to total the amount requested. With receipts, breakdown of overhead rates, profit breakdown. If asking to be paid for mileage it has to be broken down per day and person. State mileage is 0.47 cents a mile. Utility Workshop 2019 TR

50. There is a utility invoice template that is not a requirement but shows what is required. I have put a copy of this in the back of this folder. • Once we receive and review and have everything we need, we enter it into our system. It is reviewed by several people from finance before it is approved or denied. We strive to do a good review prior to processing to resolve issues so we can get you paid in an appropriate timeframe. Utility Workshop 2019 TR