1. A Paradigm for Utility Coordination
Todd May
District Deputy Commissioner
Greenfield District – INDOT

2. INDOT Mission & Values INDOT Mission: INDOT Values:
INDOT will plan, build, maintain and operate a superior transportation system enhancing safety, mobility and economic growth
INDOT Values:
Respect
Teamwork
Accountability
Excellence

3. A Common View of Utility Coordination
Utility Coordination is a means to get the utilities out of the way of our road project.

4. Traditional Utility Coordination Traditional Utility Coordination
Survey, 811 Design ticket
Notify Utility Companies/verification
Follow the letter of 105 IAC 13
Establish the right-of-way
Conduct Preliminary Field Check
Design the project to 75% plans
Bring in the utility companies to finalize coordination between stage 2 & 3
Construct the project

5. Results of “Our ROW” Approach
Unforeseen surprises in costs and time for both utilities and project owners
No discussion on practical design alternatives to save time and money
Unnecessary relocations
Delays = Change Orders = Frustration
Lack of responses on future projects

7. Road Blocks To Success Right-of-way acquisition
Utility impacts and subsequent relocations
Environmental permitting

8. Strategic Approach Critical Path Approach
Understand critical success factors
Identify and understand all partners
Obtain accurate information
Needs and constraints
Align goals
Assess risk to achieve CSF
Build Critical Path

9. Perspective
If you, the team, and your stakeholders do not have the same understanding of the project, problems will present themselves which introduces unnecessary risk.

10. Partners

11. Paradigm for Utility Coordination
Treat the utility companies as business partners from the planning of and initial development of every project so that the most cost-effective approach can be delivered for the public interest!

12. Paradigm for Utility Coordination
Live interaction! Not !
Understand what is important to each of our partners with their facilities!
QLB picked up in original Survey

13. Just a Line on the Plans!!

14. $$$ and Over a Year of Impact!

15. The ROI is Compelling

16. Paradigm – continued Avoid utility impacts whenever feasible
Obtain a ballpark estimate
Provide our Geo-Tech reports
Establish which utilities are reimbursable
Understand that UTC is collaborative and interactive

17. Collaborative Operation
Independent Operation
Project Manager
Utility Coordinator
Designer
Utility

18. Paradigm – continued
Establish a preliminary layout for ROW and placement of utilities
Everyone Knows Where Everyone Goes

19. Paradigm – continued Determine who will acquire ROW
Determine who will physically clear ROW
Establish the critical path for the ROW

20. Paradigm Example

21. Paradigm – continued Develop a Utility Conflict Matrix
Submit justification for all impacts to be shared with utilities – Design memo
Build in contract whenever feasible
Effective constructability reviews
Develop quality work plans and drawings in partnership with utilities

22. Paradigm – continued Complete design through tracings
Thorough review of utility work plans, schedules, right-of-way status, and special provisions before letting
Coordinate all pre-construction activities for timely relocations
Be “On-Point” for Construction

23. Special Provision Example
The facilities of American Electric Power (AEP) Distribution exist within the project limits. The utility could begin to implement their work plan 45 days after receipt of the notice to proceed. The utility will be able to complete its involvement with the contract when the contractor has completed staking and clearing the right-of-way in the location of Sta to Sta “S-3(2)-C” such that the utility may adjust its facilities. It is anticipated that the utility will take approximately 75 calendar days to adjust its facilities in such area. AEP Distribution will need 60 days to obtain materials and 45 days to schedule work crews. If questions arise, Mark Walls of the utility may be contacted at or

24. Construction Engineering Pay Item
Monitoring accurate placement
Constructability reviews point out the “risk points” within right-of-way where we need to monitor placement during the utility relocations and our construction.
In-house
Consultant
Contractor

25. Benefits to this Approach
Manage Critical Path-On time delivery!
ROW needs are accounted for early and allow for one presentation to the property owner
The project “team” controls the schedule and cost!
Each project “Changes the culture!”

26. Critical Path

27. Preservation Projects Have No Utilities?

28. Design Build Early Coordination to 30% Design Build Team
Take project through Verification
Provide any initial conflict points known
Provide SUE on all urban jobs
Design Build Team
Confirms preliminary work
Accepts full responsibility to complete coordination following 105 and UC Paradigm
Must protect relationships with partners

29. Partnership

30. Questions?