1. Project Manager / Utility Liaison
UTILITIES
Contact Information:
Theresa Mendoza
Project Manager / Utility Liaison

2. Objectives Local Projects vs. Federal Projects (INDOT)
City website (Indy.gov)
Utility Coordination Process for Local Capital Improvement Projects
Lack of utility response or Unmarked utilities?
Additional permitting
Local Projects vs INDOT Federally Funded Projects
Website locations for Design Memos, Cadd Standards, Utility Coordination Forms, Etc

3. Local vs Federal Funded Projects
Local Projects follow the DPW Utility Coordination Process
Local process utilizes DPW Form Letters
Local process can be expedited and stages can be abbreviated or combined (if approved by DPW Project Manager, DPW Construction Administrator, DPW Utility Liaison and Chief Engineer)
Federally Funded Projects will use INDOT’s Process
Federally funded projects utilize INDOT Form Letters
Less likely to be combine or abbreviate process due to funding
Local Projects vs INDOT Federally Funded Projects
Local uses city forms, Federally funded uses INDOT forms
INDOT is less likely to combine or abbreviate the process due to funding, where DPW can expedite the process if locally funded.

4. New City website. If you have bookmarked any of the pages from our old site, they will no longer work. Please feel free to navigate around the new website.

5. Click Agencies on the top

6. Bunch of Agencies listed

7. Find Department of Public Works

8. Get a bunch of tiles

9. Utility Coordination Process and Forms are found under this tile.

10. Department of Public Works' engineering and construction staff, as well as design consultants will benefit from the design memos. Check back regularly for updates and additions. Technical Specs and Details are also located on this page.

11. Utility Coordination Stages
Initial Notice = 30 day
Verification of Facilities = 30 days
Preliminary Final Plan and Utility Work Plan Request = 45 days
Approved Work Plan and Notice to Proceed (NTP)
Pre-Bid Meeting
Pre-Construction Meeting
Remember at each stage copy the Utility Coordination .
If you run into issues with non-response from utilities, please contact me for assistance.

12. Initial Notice
Sent by the DPW Project Manager via (or USPS) to Utilities and DPW Stakeholders
Response time = 30 days
Letter introduces the project scope and limits to the utility companies
Letter introduces the Designer to the utilities (and Stakeholders).
Designer takes over Utility Coordination Process after this stage
All letter must copy the DPW PM and the Utility Coordination

13. Process Begins with Utility Liaison initiating Design Tool Inquiry.
IUPPS stands for Indiana Underground Plant Protection Services
Indiana 811 is a non-profit organization that was created as a means of reducing damage to those facilities and to promote public safety.
In 2017, Indiana 811 created the Design Tool. This is different than a Design Ticket, where utilities are notified to mark the field. The Design Tool only identifies utilities within the project boundaries, but no utilities are notified.
As you can see some of the information is incorrect and or missing. When I pull a ticket, I correct and/or add the contact information. Please note that it is the Utility’s responsibility to update their information with I try to keep on top, when companies are purchased by another company, s change or there is a change in personnel.

14. Corrections made by Utility Liaison
Also note that only utilities with underground facilities are required to subscribe, but not all do, so a field check is also encouraged.
Some time there is lag time between project construction and getting as-builts to 811, so field check is always a good idea. Try not to rely on Google Maps as some maps are old and what is actually in the field may differ.
The DPW Project Manager will send out the Initial Notice to the utilities and the stakeholders list and copy the Utility Coordination for verification. The letter will introduce the project and the Designer. At this point the Designer takes over the utility coordination process, but always copies the DPW PM and Utility Coordination for verification.

15. Utilities not marked
Design Tickets for Survey are not always marked. There are several
reasons why there are no markings. Companies send files instead of
marking site, they may have missing/inaccurate records,
the marks faded, etc…
If marks are faded, request a remark though 811 or call DPW Dispatch at An additional notice of two full working days is required for the remark, so plan accordingly .
Design Tickets vs the Design Tool as discussed earlier, are usually done for survey. Companies don’t always send out a person to physically locate. We (DPW) like to send as-builts rather than tie up resources sending out a locator. Please bare with the City as we are re-organizing our as-builts.
If there is paint on the ground from a utility and they are faded, then you can request remarks through 811.

16. Verification Of Facilities
Designer reviews the accuracy of plans to location of existing facilities
Hold Preliminary Utility Coordination Meeting
Designer Confirms accuracy of plans provided, discusses schedule, determines ROW clearing and surveying activities, talks over relocation plans, Utility Relocation Agreements
This is time to request design changes
Utilities have 30 days to respond
Remember at each stage copy the Utility Coordination .
If you run into issues with non-response from utilities, please contact me for assistance.

17. Preliminary Final Plan and Work Plan
Determine if coordination of relocation activities are needed between utilities and begin scheduling construction activities
Obtain contact information for Contractors for each affected utility
Work Plans are required for ALL projects, even if no conflicts exist
Utilities have 45 day timeframe to review
Remember at each stage copy the Utility Coordination .
If you run into issues with non-response from utilities, please contact me for assistance.

18. Approved Work Plan and Notice to Proceed
This letter outlines the utility’s responsibilities working within the City of Indianapolis and its Right-of-Way
Please send a copy of the approved work plan back to each utility company.
Notice to Proceed is typically given at the Pre-Bid Meeting, but is also ed to each utility
Remember at each stage copy the Utility Coordination .
If you run into issues with non-response from utilities, please contact me for assistance.

19. Coordination Process Cont…
Pre-Bid Meeting
Before project is awarded. Designer will answer any questions the from the Contractor
Pre-Construction Meeting
After the project has bid, but before construction begins. This meeting shall be used to introduce the Contractor’s project team to the utilities and to get an updates on the current status of remaining relocates.

20. Flood Permits
Outlined in December 13, 2017 DPW Design Memorandum
DPW Projects already are required to obtain INDR and USACE permits for construction in floodways and wetlands, so an additional review through BNS would be redundant. However, BNS will provide an abbreviated process for DPW project to satisfy FEMA requirements for those projects boundaries within a floodway or within the 100-year floodplain.
Submit the Floodplain Permit Application along with final plans to BNS at and copy the DPW Project Manager and the Utility Coordination . The permit will be issued via automated from BNS.

21. Right-Of-Way Permits
ROW permits should be obtained by the contractor/excavator, but sometimes obtained by engineer for coring.
Issued through the department of business and neighborhood services (BNS).
Please make sure a copy of the permit is on site at all times.
READ the permit – to ensure that the description matches the work being performed
UPDATE the emergency name and number if contractor/excavator has changed
REVISE the permit if description or dates are incorrect
If you need help expediting permits, please contact me.

22. Questions