Joe Gundersen Senior Utility Engineer INDOT August 21 2014 Agenda Learning Objectives Introduction Table of Contents WaiverCertificate Special Provision 107R169 Approve Consultants or Contractor ID: 669315
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IDM Chapter 104
Utility Coordination
Joe Gundersen
Senior Utility Engineer, INDOT
August 21, 2014Slide2
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 ResponsibilitiesSlide3
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 rolesSlide4
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:
jgundersen@indot.in.govSlide5
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 EngineeringSlide6
Table of Contents (2)
Design Considerations
Reimbursement
Highway Utility Agreement
Cost
Estimate
Consultant and Contractor Approval
Utility Work in State Contact
Utility Coordination RecordsSlide7
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 CoordinationSlide8
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 limitsSlide9
Contract Requirements
Either -
Waiver, or
Certificate and Special ProvisionSlide10
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 websiteSlide11
Wavier ExampleSlide12
Certificate
Use a certificate for all projects with potential utility involvement
Certificate includes:
Affidavit
Utility information
Format is at INDOT websiteSlide13
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 contractSlide14
IDM Ch. 104 – Certificate ExampleSlide15
Certificate ExampleSlide16
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.Slide17
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 workSlide18
Special Provision 107 R 169Slide19
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 SUESlide20
Definitions
Section includes
Definitions
Acronyms
Abbreviations
Intent was to be consistent with:
Standard Specifications
Design Manual
Review at your own pace and timeSlide21
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?Slide22
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 agreementSlide23
Records
Keep copies of the following:
Maintain a utility coordination log
Activities
Conversations
All signed documents
All notices to proceed
See specific requirementsSlide24
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 responsibilitiesSlide25
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 reviewSlide26
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 ?Slide27
MilepostsSlide28
MilepostsSlide29
Initiation PhaseSlide30
Initiation PhaseSlide31
Initiation PhaseSlide32
Initiation PhaseSlide33
Initiation PhaseSlide34
Letter Permit AddendumSlide35
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.Slide36
Letter Work CompleteSlide37
Letter Request InvoiceSlide38
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 ResponsibilitiesSlide39
Questions?