Consultant Utility Coordination

1. Consultant Utility Coordination Robert L. Clemens, Jr. Vice President

2. What is Utility Coordination? • Calling One-Call and collecting data? • Meetings? • Preparing utility schedules/plans? • Shuffling papers? • Staying on the phone most of the day? • Field reviews? • ALL OF THE ABOVE!

3. Consultant Utility Coordination

4. Consultant Utility Coordination Services • Kick-off meeting • Identify existing utilities • Make utility contacts • Exception coordination • Preliminary utility meeting • Individual utility/field meetings • Collect and review plans and data from utility owners

5. Consultant Utility Coordination Services • Subordination of easements coordination • Utility design meeting • Review utility markups/schedules and process • Utility Coordination/follow-up • Utility constructability review • Additional utility services

6. Consultant Utility Coordination Services • Processing utility work by Highway Contractor Agreements • Contract plans to utility owners • Certification/close-out

7. Utility Coordination Consultant’s Role • Subconsultant to the prime on project specifics/Design-Build projects • State/District-wide consultant • On-premises consultant

8. Subconsultant to the Prime • The client is the prime consultant • The prime’s client is the DOT • Adds level to organization but prime can hire a firm with an expertise in Utility Coordination • Handle all aspects of Utility Coordination as specified in the “Scope of Services” • DOT liaison at State/District level • Multiple clients/projects

9. State/District-Wide Consultant • Client is State/District Utility Office • Master contract for Utility Coordination services • Usually multi-year contract (standard is 1-3 years) • Negotiated rates • Task assignments per project • Scope and hours per project (negotiated) = fee • Projects on an as-needed basis

10. On-Premises Consultant • Client is State/District Utility Office/Design-Build Consortium • Master contract for Utility Coordination services • Multi-year contract (usually 1-3 years) • Negotiated rates • Task assignments per time period (i.e. 1-3 months) • Employees tied to that office solely • Employees take direction from DOT (an extension of their staff) • On-premises staff can work on multiple assignments

11. Pros and Cons of Consultant Utility Coordination • Reduced workload of DOT staff • Cost effective (negotiated rates and scope) • Oversight responsibilities only • Can use multiple consultants if necessary Pros: Cons: • Multiple firms to track • If consultant firm fails, DOT work will more than double (Hire someone who can do the job and do it well!) • Loss of direct control

12. Pros and Cons of Consultant Utility Coordination/Design-Build Consortium • Dedicated personnel working only on your projects • Staff without overhead costs • If employee does not work out, ask for another • If work increases/decreases, staff level can change • Full control of work assignments Pros: Cons: • Need enough work to keep them busy for 40 hours a week • Loss of identity for employee (Am I DOT or Company ABC?) • Employee loses tie to parent firm

13. Pros and Cons of Consultant Utility Coordination • If they are used to DOT coordinating, it will take time to adjust • DOT must be willing to cut the ties and give to consultant (utility owners will follow suit) • If DOT keeps interceding, consultant’s responsibility/authority will be undermined • When utility owners see the consultant acting on DOT’s behalf (with DOT’s support), it will then be business as usual

14. DOT’s use of Consultant Utility Coordination • On-premises: IL, FL • State/District-wide: IN, MI, IL, MD, PA, DE, NH, NY, AZ, NM, FL, GA, NC • Subconsultant to prime: IN, MI, IL, MD, PA, DE, NH, NY, AZ, NM,FL, GA, NC, SC • Design-Build projects: MN, MO, VA, TX (on-premises)

15. Questions and Answers

16. THANK YOU!

17. For questions regarding this presentation, feel free to contact: Robert L. Clemens, Jr. Vice President Cardno TBE Phone: (317) 585-3540 Cell: (317) 491-5716 Bob.Clemens@CardnoTBE.com