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IDM Chapter 104 Utility Coordination Joe Gundersen Senior Utility Engineer, INDOT November 19, 2013. Agenda. Learning Objectives Introduction Table of Contents Waiver/Certificate Special Provision 107-R-169 Approve Consultants or Contractor Work In State Contract Records Checklist

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Presentation Transcript

IDM Chapter 104

Utility Coordination

Joe Gundersen

Senior Utility Engineer, INDOT

November 19, 2013


Agenda
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
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
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.

  • Suggestions for improvement email:

    • [email protected]


Table of contents 1
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
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


105 iac 13
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 131
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


Waiver
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



Certificate
Certificate

  • Use a certificate for all projects with potential utility involvement

  • Certificate includes:

    • Affidavit

    • Utility information

  • Format is at INDOT website


Certificate1
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




Certificate example1
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
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



References
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
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
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
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
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

  • 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

  • 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
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












Summary
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



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