1. Construction Review LaVon M. Marshall Greenfield District Utility/RR Engineer, INDOT June 22, 2016

2. Construction Review Constructability Review Process Utility Certification, Special Provisions, Utility Listing and Plans Post Letting Expectations Mis-location, Mis-relocation and Missed Coordination Risk Management

3. Construction Review Reviews performed several times during a project: Involve construction personnel, maintenance personnel, project manager, designer and real estate, if necessary. Walk the project, identify manholes, take down pole numbers, contact city EMS Consider how utilities will access the site to do the relocation

4. Constructability Review

5. Constructability Review Process

6. Summary Well executed review included in process from beginning to letting Aids in developing: Improved total quality of construction documents Lower change order costs Less delay/claims Higher quality end product Potential Benefits to Utilities/INDOT Simpler, cost effective relocations Eliminate need to relocate Building trust and better relationships between parties

7. Special Provisions Utility Special Provision, 107-R-169. The purpose of the utility special provision is to provide guidance to the contractor for any specific requirements regarding utilities. The utility special provision will be a self-sustaining document and will not refer to other documents such as work plans to provide guidance to the contractor. The utilities that have facilities in conflict with the project shall be listed before those utilities that do not have facilities in conflict with the project. The utility special provision will address every utility in the area of the project. And for each utility listed the utility coordinator must address the following items:

8. Special Provisions (2) The name of the utility, type of facility and that they are in the area of the project. The name of the person to contact at the utility for any questions regarding the utility work, their telephone number, and email address. A statement the utility facilities are not in conflict with the project and do not need to be relocated or the utility facilities are in conflict with the project and they do need to be relocated. A statement declaring how long it will take for the utility to complete its work once all prerequisites are completed.

9. Special Provisions (3) Identify any prerequisites required by the utility to be fulfilled by INDOT prior to starting its work, such as ‘all right-of-way must be acquired.’ Identify any prerequisites required by the utility to be fulfilled by the Contractor prior to starting its relocation work, such as ‘staking of the right-of-way.’ Identify any requirements to be completed by other utilities prior to starting relocation work, such as ‘the lines of Wabash Communication must be removed before the power poles can be removed.’ Identify any other requirements necessary to be completed prior to the utility being able to start its work.

10. Special Provisions (4) Does your Provision answer these questions? Can the contractor determine what items need to be done prior to relocation of utilities? Can the contractor determine the sequence of activities and when the contractor can start work? Is the date the work plan was approved stated?

11. Special Provisions The status of all utility companies and organizations potentially involved with the work to be performed are described below as known at the time this contract was prepared. The work for this project is being performed in conjunction with the work of Des. Number 0600432, Contract Number IR-30163: US 31 Improvements involving the 116th Street Interchange and the 111th Street Overpass being designed and constructed by the Indiana Department of Transportation. Utility coordination and relocation for the roundabout construction at 111th Street and Pennsylvania St will be performed simultaneously to the utility efforts for the US 31 project by the contractors, consultants and various other personnel representing the Indiana Department of Transportation. The successful contractor shall acknowledge that cooperation with the contractors, consultants and various other personnel representing the Indiana Department of Transportation, as well as the impacted utilities within the project area, while constructing this roundabout project shall be considered a vital expectation during the timeframe of this roundabout project. The natural gas facilities of Vectren Energy exist within the project limits as buried gas lines. The facilities exist as an 8” steel line along 111th Street which will all be abandoned. A new 12” steel line will be located onto parcels 61, 62, 64, & 65 along the north side of 111th Street within their private easement. The relocation activities are not yet scheduled pending the easement acquisition. It is anticipated the utility will take approximately 150 calendar days, following commencement to adjust its facilities in such area.

12. Special Provisions (5) Special Provision Example:

13. Contract Documents Special Provisions (107-R-169) NO “Will adjust before construction” NO “contractor to coordinate with utility” Has ROW been cleared and staked prior to letting to allow for relocation? Are all utilities accounted for? Items that contractor needs to complete prior to utility relocation stated? Does the 107-R-169 and work plan convey the same message?

14. Contract Documents Work Plans Have utilities received “Approved Work Plan” letter? FTRelocPlanDuke0000000forContractServices Even if “No Involvement” – Work Plan is needed Signed by Utility, Utility Coordinator and Project Manager/ERC Utility Certification Separate form from Special Provision FHWA requirement Utility Listing on 2 nd page of plans Same utilities that are on Certification AND 107-R-169?

15. Post-Letting Utility Coordination Shop Drawings Example: Mechanically Stabilized Earth (MSE) Retaining Walls and wing walls on structures Vendor Systems vary What is shown in the plans is typically less than what is submitted in Shop Drawings! Lengths and Elevations of Leveling Pads vary slightly from plans. Can effect Underground Utilities. Geotech Reports will approximate sizes of footings and state if footings are necessary

16. Post-Letting Utility Coordination

17. Discuss during field checks/constructability reviews sizes and depths of footings. Address footing sizes at preconstruction conference, especially if utilities are under the structure. Half steel or conduits placed to protect the utility Have utilities pothole or potholing items and leave standpipes for verification purposes for construction

18. Post-Letting Utility Coordination Coordinator stays “on point” Doesn’t have to be “in field” but “engaged” Advises CN and PM of all utility activities Manages schedule Postponed Project notification Issue permit addendum for change in cost Issue permit addendum for change in work Issue letter work complete Issue letter request final bill

19. Post-Letting Utility Coordination Attend the Preconstruction Conference Invite Utilities to preconstruction conference Discuss any “Unique” provisions in contract UC to present Gantt chart and proposed utility work schedule Discuss ROW staking and clearing Contractor to issue 15 day “good faith notice” – UC to be copied

20. Post-Letting Utility Coordination Contractor to issue 3 day notice on clearing – UC to be copied PE/PS to approve clearing prior to notifying UC UC to issue NTP to utilities once all items on work plan have been completed such that the utility may start UC to monitor and coordinate the construction schedules of the utilities. UC to attend all progress meetings and be proactive on all utility and/or contractor requests

21. Post-Letting Utility Coordination After Work Plan Approval and before letting: Touch base with ALL utilities about project schedule at least monthly If ROW is being cleared and staked prior to letting, keep utilities advised on the clearing schedule Notify utilities when clearing is done after verification and issue NTP to utilities

22. Original Utility Location in Error We all depend on each other and each other’s actions and decisions, no matter how small Maintenance, Citizens, Developments Scoping Survey 811 Design Utilities, Coordinators, Construction, Real Estate Verification of existing facilities Depends on accuracy of installation and tracer wire In time….these issues will get less frequent

23. Acceptable Error in Relocation Utilities Relocate for Project or found not where they thought they would be Utility places its facility in location not as stated in work plan Location not in conflict with project, UAP or other relocations Probably just leave in place Location in conflict with project Discuss with project team on pros/cons, INDOT cost vs. delays to contract Location in conflict with UAP Consider safety and degree of conflict If acceptable – request a policy exception If not acceptable – relocate

24. Acceptable Error in Relocation Location in conflict with other utilities: Does it jeopardize schedule if reshuffle the other utilities? Is it possible to reshuffle other utility relocation? Do you now violate clearances?

25. Error in Coordination As a whole we are doing much better IF the utility is where they are supposed to be per the work plan – INDOT has to reimburse cost to relocate if necessary Pros/cons on cost vs. contractor delays This is NOT true on LPA projects, main complaint from utility companies IF the utility is NOT where they are supposed to be per the work plan – Utility responsible for cost Pros/cons on cost vs. contractor delays

26. Risk Management Degree of Risk – Big or small Storm sewer – right-of-way restrictions – trees – allowable encroachments – other utilities – crossings or longitudinal How should it be handled? Contractor oversight - Coordinator oversight – Construction oversight Oversight does NOT have to be entire project but at critical points of conflict

27. References For More Information IC 8-23-2-6 http://www.in.gov/legislative/ic/code/title8/ar23/ch2.html FHWA 23 CFR 645, Subpart A http://www.fhwa.dot.gov/reports/utilguid/ Commentary Appendix A – Legal Code INDOT Utility Coordination Website http://www.in.gov/indot/2389.htm Indiana Design Manual: Chapter 104 http://www.in.gov/indot/design_manual/files/Ch104_2013.pdf