IDM Chapter 104 Utility Coordination Joe Gundersen Senior Utility Engineer, INDOT

1. IDM Chapter 104 Utility Coordination Joe Gundersen Senior Utility Engineer, INDOT December 18, 2013

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 70% 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 • Reimbursement • 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. • Waiver includes only an affidavit • 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. Certificate Example • 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 • Milestone start and finish not defined • Indentified sub-tasks to define each milestone • Results • Checklist for utility coordination • Milestones defined by specific sub-activities • Milestones reduced from 12 to 4

27. Milestones

28. Initiation Phase

29. Initiation Phase

30. Initiation Phase

31. Initiation Phase

32. Initiation Phase

33. Initiation Phase

34. Letter Permit Addendum

35. Letter Work Complete

36. Letter Request Invoice

37. 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

38. Questions?