Gail Lee Highway Utility Engineer INDOT June 21 2016 Learning Objectives Become familiar with IDM Chapter 104 Our source document for utility coordination D efinitions codes Roles amp Responsibilities ID: 669316
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Slide1
IDM Chapter 104
Utility Coordination
Gail Lee
Highway Utility Engineer
, INDOT
June 21, 2016Slide2
Learning Objectives
Become familiar with
IDM Chapter 104
–
Our source document for utility coordination
D
efinitions, codes
Roles & Responsibilities
What are the major roles?
Where can I find the responsibilities?
Utility Coordination Certification
Our most important deliverable
Know and Apply certification
Special Provision 107-R-169
How does it relate to Certification?
Work in
C
ontract
Slide3
What About Indiana 811?
IC 8-1-26-16 Requires contacting Indiana 811 prior to excavation or demolition.
.Slide4
Indiana 811 Dig Laws
So…… If the contractor, by law, has to contact Indiana 811 before excavating, why do we even bother with utility coordination?Slide5
Another Layer of Protection
According to the
IURC
:
40% fail to call 811
30% fail to locate
23% fail to
excavate properlySlide6
Why the Design Manual 104?
Implements the collaborative paradigm
Helps the utility coordinator to build the right relation with utilities
Minimizes impact to utilities
Reduces cost and saves time
At least
four
(4)
times IDM Chapter 4 directs both the designer and the coordinator to design around utilities
See Pages 5-7, 11
Brings uniformity to utility coordination and helps limit risk to the projectSlide7
1. Design Around Utilities
Avoid overhead & underground relocations Slide8
2. Minimizes ImpactSlide9
3. Reduce Cost, Risk, & Time
Know which utilities will limit construction methodsSlide10
Become Familiar with IDM 104
Ch 104Slide11
Design Memo Revisions
Note the Design Memo Revisions on the Title Sheet
Design
Memorandum
Revision
Date
Sections
Affected
13-14
15-01
August,
2013
February, 2015
Chapter 10 Superseded by Chapter 104
104-1.104(04), 104-1.05, 104-2.01
http://www.in.gov/indot/design_manual/design_manual_2013.htm#
Slide12
References
Code of Federal Regulations
23 CFR 645
Indiana Code
Majority of references
Indiana Administrative Code
105 IAC 13
INDOT Standard SpecificationsFHWA Program Guide 23 CFR 645ASCE 38-02 Standards for SUE
The Indiana Utility Accommodation PolicySlide13
Definitions
Section includes:
Definitions
Acronyms
Abbreviations
Intent was to be consistent with:
Standard Specifications
Design ManualReview at your own pace and timeSlide14
Roles & Responsibilities
Key to understanding IDM Ch. 104There are 6 specific roles described:
Designer
16 responsibilities
Utility Coordinator
81 responsibilities
Utility Oversight Agent
20 responsibilities
Surveyor
5 responsibilities
Project Manager
9 responsibilities
Authorized Representative
6 responsibilitiesSlide15
Checklist
Checklist for utility coordination
Prepare a utility coordination certification and utility special provisions
Prepare a contractor approval letter
Prepare a work complete letter
Prepare a letter requesting an invoice
Advise the project team on utility work in contract
Keep RecordsSlide16
1. Contract Requirements
Utility Coordination Certification
which includes
Special Provision 107-R-169
No Waiver
– Certification with limited Utility involvementSlide17
Certification
Use a
U
tility Coordination Certification for all projects
Utility Coordination Certification includes:
Affidavit – your due diligence
Utility information SP 107-R-169
The Utility Coordination Certification format is on the INDOT websiteSlide18
Changes to the Certification
Utility Coordination CertificationExampleTemplate on INDOT websiteSlide19
Certification – 1 of 7
Utility Coordination Certification
Contract No: Letting Date:
Lead Des No.
Related
Des
#s
Slide20
Certification – 2 of 7
No Utilities were found within the project
limits
Utilities exist within the project limits, but have been found not to be affected by the proposed construction; or incidental construction
.
Utilities exist within the project limits and have been found to be affected by the proposed
construction
Unique
Project Type
- Design Build
Unique
Project Type – Limited Utility Involvement
Types of Utility Coordination CertificationSlide21
Two Unique Project Types
1. INDOT Design Build Project
2
.
Limited Utility InvolvementSlide22
Certification – 3 of 7
Letting Status
Let
without Exceptions
Let
with Exceptions
Not
ApplicableSlide23
What is an Exception?
An Exception exists when we have one of thefollowing conditions:
A utility that needs to be relocated in order to be out of conflict with the project will not have been relocated by the
RFC
date.
An agreement will not have been executed by
RFC
for at least one of the reimbursable utilities.A work plan will not have been approved by RFC
for at least one utility that exists within the project limits.
Exceptions:
Go to
srobinson2@indot.in.govSlide24
The
undersigned affirms that they are an INDOT Certified Utility Coordinator and have performed all of the required duties for the project.
The
undersigned affirms they have performed his or her responsibilities as a utility coordinator in conformance with 105 IAC 13, the Utility Accommodation Policy and
Indiana Design Manual
Chapter 104......
The 107-R-169
is
attached.
_______________
_______________
Utility Coordinator Date
_______________
(Printed Name)
_______________
Firm Name
Certification – 4 of 7 AffidavitSlide25
Certification – 5 of 7
Certification with Exception is approved for letting.
(Authorized signature is required for exceptions)
__________________________
__________________
Authorized Approver’s Signature Date
__________________________
(Printed Name) Slide26
The Utility Special Provisions
The utility special provisions are a part of the utility coordination certification
Lavon Marshall will describe this in detail tomorrow afternoon.Slide27
Certification – 6 of 7
Unique Project TypeINDOT Design Build Project
The undersigned affirms that they are an INDOT Certified Utility Coordinator and have performed all of the required duties for the project required for the design build project …………….The 107-R-169 is attached.
_________________ _________________
Utility Coordinator Date _________________ ____________________ Printed Name Firm NameSlide28
Certification – 7 of 7
Unique Project TypeLimited Utility Involvement
The undersigned affirms that this project falls within the parameters of a limited utility involvement certification…………
_________________ _________________
Utility Coordinator Date _________________ ____________________ Printed Name Firm NameSlide29
3. Contractor Approval
Receive a letter from the Utility that requests the use of a contractor
Review scope of work, bid tabs, rates, unit costs for materials and labor
Send approval letterSlide30
4. Letter Work Complete
“We are writing in regards to your relocation work plan dated September 30, 2014…”
Template on web site
Example:Slide31
5. Letter Request Invoice
“We are writing in regards to your agreement with INDOT in the amount of $159,342.50 that is dated February 6, 2014…”
Template on
website
Example:Slide32
6. Work In Contract
INDOT prefers to use work in contract
When eligible for reimbursement
When work requires extensive coordination
When the same primary contractor will be used through the entire project
Requires
Des. No
. for each facility typeUtility must provide:Approved work plan Signed agreement
Final stamped plans
Specifications
Engineer’s estimate; items: any unique items
List of quantitiesSlide33
7. Records
Keep copies of the following:
Maintain a utility coordination log
Activities
Conversations
All signed documents
All notices to proceed
Legal CorrespondenceSlide34
Summary
Become familiar with
IDM Chapter 104
–
Our source document for utility coordination
Definitions
, codes
Roles & ResponsibilitiesWhat are the major roles?
Where can I find the responsibilities?
Utility Coordination Certification
Our most important deliverable
Know and Apply certification
Special Provision 107-R-169
How does it relate to Certification?
Work in
contractSlide35
Questions?