1. Aschalew Aberra, P.E. Senior Utilities Engineer INDOT June 14, 2017
Work Plan Development
Aschalew Aberra, P.E.
Senior Utilities Engineer
INDOT
June 14, 2017

2. Outline Learning objectives – why work plan?
Top five reasons why a work plan is important
What are the recent updates?
Target date, signing first or second page, emergency contact, pre-construction & post construction activity, etc.
Work plan development (Process):
Preparation, review, revision & approval

3. Why is a Work Plan Important?
1. Because it is the law!
105 IAC (b) (1): A work plan shall be submitted whether or not any facility relocations are required.
It is not a matter of opinion or an option, it is the law.
Utilities are obligated to submit their work plans to accommodate a highway improvement project.

4. Why is a Work Plan Important?
2. Because it focuses on deliverables:
Target out of conflict date
Pre-construction schedule
Construction schedule
Relocation drawing
Cost estimate
Proof of property interest
e.g. prior to RF or prior to Letting

5. Why is a Work Plan Important?
3. Because it is a signed commitment/contract
A work plan is a signed commitment by a utility to accurately relocate its facilities on schedule.
Projects are let based on information obtained from utility work plans.
A utility may be held accountable, for utility-related delay claims.
Utilities will be held accountable for any delays caused solely by their inaction/wrong action.
FHWA does not participate in utility related claims unless the delay is caused due to force majors such as severe weather conditions, national emergencies.
That is why we require utilities to use their letter heads while submitting their work plans and we want the staff of the utility (authorized representative or his/her designate) to sign off as opposed to a consultant.

6. Why is a Work Plan Important?
4. No surprises during construction:
The work plan is a major tool to avoid surprises during construction.
The utility team shall demonstrate due diligence in reviewing & approving work plans.
Last chance before construction stage!
Everyone knows where everyone goes

7. Why is a Work Plan Important?
5: Because we use the work plan as an input:
Utility risk management report
Gantt chart
Utility special provision
Utility coordination certificate

8. A tool for resolution of scheduling & location conflicts

9. Preamble
105 IAC : Work plan is defined as a plan of the utility to carry out facility relocation to accommodate an improvement project.
Use preliminary final project plan (Stage 3/90%).
Prepare and send letter Request Work Plan.
Use the most recent work plan template. Go to the INDOT website.

10. When is a Work Plan Due? Sixty (60) days for a minor project; and
One hundred twenty (120) days for a major project.
An additional thirty (30) days will be allowed to furnish the work plan if coordination is required with another utility or utilities.
If a work plan is not received on time: Contact the authorized representative and notify the oversight agent.

11. Work Plan Revision
Non-compatible work plans shall be returned to the utility immediately.
The utility shall submit a revised work plan within 30 days.
If the revised work plan is not compatible, the UC will prepare an alternate work plan.
The utility shall accept/make changes to the alternate plan within 30 days.

12. Section 1: General Information

13. General Info……continued

14. General Info……continued

15. Section 2: Location Info

16. Section 3 & 4
Property interest & work in contract

17. Section 5: Pre-construction
Be aware of working on Railroad R/W – extra time and costs to get permits reviewed and approved, Utilities have to obtain their own environmental, railroad permits, and permits from Cities and counties.

18. Section 6: Construction
If relocation work dependent on work to be done by other utilities, list the other utilities and the sequencing of their work in relation to one another. (ex. a pole can’t be removed before the attachers remove their cables)
Double check if the same utilities listed here are also listed in the work plan of the other utility too.
How many days does the utility need to begin construction after the other utilities, INDOT and its contractor completed its work?
This information shall be used to update the SPECIAL PROVISION.
If the relocation work dependent on the work to be done by INDOT or its contractor, list the type of activities. (ex. acquisition of new R/W, demolition of buildings, tree clearing, staking etc.)
If R/W is not acquired obtain Rights of entry to utility work.
Advise the PM if clearing contractor need to be hired prior to the main contractor.
Consider using the consultant to do the staking.

19. Sections 7, 8, & 9: Attachments
$500, (Not Reimbursable)
Drawing with sufficient details include, stations, offsets, elevations at critical locations, vertical areal clearance for overhead lines crossing existing to stay or proposed pavements. (to be discussed by Natalie Parks).
If there is a discrepancy between the work plan narrative and the drawing, per INDOT standard specification, the drawing will have precedence.
All utilities are expected to submit their cost estimates whether or not they are reimbursable.
Proof of property interest shall be verified by a right-of–way professional way before the work plan submittal stage.

20. Work Plan Review Ensure each work plan is compatible with:
INDOT permit requirements (UAP
The project plans
The construction schedule
Other utility relocation work plans
Project’s NEPA doc & Summary of Commitments
Ensure the relocation scheme and cost for compensable work is reasonable
All sections and subsection of the work plan are filled out and signed properly. All section and subsections that are not applicable to the utility are marked as N/A .
The information provided in the narrative portion shall be consistent with the information on the drawings.
The pre-construction and construction activities will be completed before the target out of conflict date provided in section 1 (6). Check if the days add up. If they don’t add up advise the PM on the discrepancy. As a result, the letting date may be moved, the construction sequencing may be changed, the utility special provision may be updated accordingly.
The information provided in the work plan is consistent with the work plans of other utilities whose works are related.
Schedule of the utility does not conflict with the schedules of other utilities working in the same area.
Check if the work plan is consistent with INDOT Utility Accommodation Policy, INDOT Design Manual, and INDOT Standards and Specifications.

21. Sections 10 & 11: Approval
The signatory on section 10 has to be the employee of the utility. We don’t allow consultants working for cities or utiltieis to signoff on behalf of the utility company. The utility company has to own the work plans.
The signatory as the utility coordinator on section 11 has to match with that of the name on section 2 of the work plan.

22. Work Plan Approval Letter
To be signed by the utility oversight agent (an employee of INDOT; district or central office).
Relocation permit to occupy public right-of-way.
Notice to proceed with preconstruction activities.
In rare cases (if a utility is relocating on their own easements), a notice to proceed with construction activities.

23. Work Plan Addendums:
Addendums can either be INDOT initiated or utility initiated.
A utility shall submit a revised work plan with a new cost estimate (if reimbursable).
The utility coordinator shall review the addendum; and send it to the approval of the oversight agent.
If an addendum is required during construction, the PE and the contractor need to be actively involved in developing a viable solution (final copies provided).

24. Work Plan Addendum Letter
What is the change of work?
What is the cost?
Who is paying for it?
What is the impact on construction schedule?
Revise exhibits to executed agreements, if reimbursable.
Request additional funding, if reimbursable.

25. Letter AWP Addendum
No payment for additional work without prior approval.
Any change of work needs an approved work plan addendum.
Document, document, document!

26. Notice to Proceed to Relocation
Does the work of the utility depend on the schedule(s) of other utilities?
Are all the parcels needed by the utility acquired? Are RsOE obtained on condemned or delayed acquisitions?
Is the right-of-way cleared from trees & other obstructions? Is the RW staked?
Staking%20and%20Clearing%20Right%20of%20Way.pdf
Does the work of the utility depend on the INDOT contractor?
RsOE: Rights of Entry. Please use the Right-of-way clearing and staking flow chart from the INDOT website

27. Any Questions before changing the topic to Gantt Charts & Schedules?

28. Gantt Charts & Schedules

29. Indiana Design Manual IDM 104-1.03 (3) Utility Coordinator
#58. Prepare a Gantt chart for all utility relocation work that reflects the start time, finish time and duration for each independent section of the utility facility relocation work. Ensure the chart has information regarding the geographical direction (east to west) the utilities are operating.

30. When Should We Do Schedules?
Schedules now need to be completed at three points in time:
Preliminary Stage
At/During PFC Meeting, to estimate how long relocations will take….could affect Letting
Prior to Work Plan Approved Stage
To be sure there is proper summation of utilities’ relocations….could affect contractor start date
Construction Stage
Based on actual progress made by each relocating utility….could lead to contractor “delay” claim

31. Types of Schedules
INDOT now requires a visual schedule, such as “Gantt Project”
Free, public domain software
You may use other programs:
MS Project Schedule
Excel spreadsheet
Others acceptable (key is visual)
Keep them as simple and practical as possible

32. Gantt Charts Remember these from college? Various types of schedules
Bar Charts (low complexity)
CPM (high complexity)
Gantt Charts (mid-level complexity)

33. Gantt Charts Advantages Multiple work elements/tasks
Tracks “Start” and “Finish” dates
Shows durations
Obvious interconnection/relationships
Visual easy to understand/interpret

34. Utility Schedule So why is INDOT requiring it?
To determine IF construction can be DONE:
Without conflicts with utilities
Simultaneous with relocations
To avoid overlaps BETWEEN:
Various utilities’ relocation schedules
Utilities’ schedules vs. contractor’s
To help:
Utilities be aware & coordinate amongst themselves
Identify “under-builds” on aerial electric lines
Facilitate preceding activities, even pre-construction (acquire ROW, stake ROW, clear trees, etc.)
A picture speaks a 1000 words! Allows all parties involved to be able to quickly understand the true utility invovlment. I can get up to speed by looking at a Gantt chart in a matter of a couple minutes versus minutes of reading and trying to digest the RSP 107 written durantaions…which I am probably going to sketch out my own visual Gantt chart if there are multiple utilities moving, time is critical, complicated relocations or site restrictions.

35. Utility Schedule So what inputs are needed?
Preconstruction schedules of each utility
Relocation schedules of each utility
ROW Clear and ROW Staked dates
Direction each utility plans to proceed
“Target Date” department/contractor wants utilities moved
Engineer’s MOT schedule
Engineer’s phasing/sequencing of CX
Contractor’s overall schedule

36. Example Gantt Chart

37. Example Conflict from Gantt Chart

38. Citizens of Indiana PAY either way
Conclusion
Why do a Gantt Chart?
Required by IDM , Item #58
Presents all schedule conflicts visually
Shared easily w/ PM, utilities & Area Eng.
Substantiates the completed “Work Plans”
Reinforces the submitted “Utility Special provisions.”
Aids in avoiding costly delays –
Citizens of Indiana PAY either way

39. Any Questions?
Thank You