idm chapter 104 utility coordination joe gundersen senior utility engineer, indot august 21, 2014
TRANSCRIPT
IDM Chapter 104Utility Coordination
Joe GundersenSenior Utility Engineer, INDOT
August 21, 2014
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
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
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 80% of where we want to
be. Why do we have IDM Ch. 104? To
provide detailed guidance to design team
Suggestions for improvement email: [email protected]
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
Table of Contents (2) Design Considerations Reimbursement Highway Utility Agreement Cost Estimate Consultant and Contractor Approval Utility Work in State Contact Utility Coordination Records
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
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
Contract Requirements Either - Waiver, or Certificate and Special Provision
Waiver Use a waiver for routine
maintenance projects such as: Mowing, Herbicide treatment, Sweeping Pavement markings, Etc.
A waiver does not mean there are no utilities in the area
Waiver requires only an affidavit utilities in the area may be listed
Format is at INDOT website
Wavier Example
Certificate Use a certificate for all projects
with potential utility involvement
Certificate includes: Affidavit Utility information
Format is at INDOT website
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
IDM Ch. 104 – Certificate Example
Certificate Example
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.
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
Special Provision 107 R 169
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
Definitions Section includes
Definitions Acronyms Abbreviations
Intent was to be consistent with: Standard Specifications Design Manual
Review at your own pace and time
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?
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
Records Keep copies of the following:
Maintain a utility coordination log Activities Conversations
All signed documents All notices to proceed See specific requirements
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
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
Checklist Why a checklist?
Currently 12 milestones in SPMS Mileposts start and finish not defined Identified sub-tasks to define each
milestone Results
Checklist for utility coordination Mileposts defined by specific sub-
activities Mileposts reduced from 12 to ?
Mileposts
Mileposts
Initiation Phase
Initiation Phase
Initiation Phase
Initiation Phase
Initiation Phase
Letter Permit Addendum
Letter Permit Addendum No payment for additional work without
prior approval. Utility needs to coordinate approval prior to performing additional work.
No payment for additional cost without prior approval. Utility needs to coordinate approval prior to incurring additional cost.
Any change of work needs permit addendum.
Any change of cost needs permit addendum.
Letter Work Complete
Letter Request Invoice
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
Questions?