1. Greenfield District Utility/RR Engineer, INDOT
Construction Review
LaVon M Marshall
Greenfield District Utility/RR Engineer, INDOT
August 27, 2014

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

3. Constructability Review Process
Reviews performed several times during a project
Involves construction personnel, maintenance personnel, project manager, designer, utility coordinator and real estate if necessary.
Walk the project, identify manholes, take down pole numbers, contact city EMS

4. Constructability Review Process

5. Constructability Review Process

6. Constructability Review Process
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

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 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 their 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 their 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 their relocation work such as ‘staking of the right of way’.
Identify any requirements to be completed by other utilities prior to starting their 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 their work. 

10. Contract Documents Special Provisions (107-R-169) NO DATES
NO “Will adjust before construction”
NO “contractor to coordinate with utility”
Has R/W 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?

11. Contract Documents Work Plans Utility Certification
Have utilities received “Approved Work Plan” letter
FTRelocPlanDuke forContractServices
Even if “No Involvement” - Work Plan is needed
Signed by Utility, Utility Coordinator and Project Manager
Utility Certification
Separate form from Special Provision
FHWA requirement
Dates of executed agreements and permits
Utility Listing on 2nd page of plans
Same utilities that are on certification AND 107-R-169?

12. Contract Documents
EXAMPLE SPECIAL PROVISION

13. Shop Drawings 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.

14. Post-letting Utility Coordination
Coordinator stays “on point”
Advises CN and PM of all utility activities
Manages schedule
Issue permit addendum for change in cost
Issue permit addendum for change in work
Issue letter work complete
Issue letter request final bill

15. Post Letting Utility Coordination
Attend the Preconstruction Conference
Invite Utilities to preconstruction conference
UC to present Gantt chart and proposed utility work schedule
Discuss R/W staking and clearing
Contractor to issue 15 day “good faith notice” – UC to be copied
Contractor to issue 3 day notice on clearing – UC to be copied

16. Post Letting Utility Coordination
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

17. 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

18. Acceptable Error in Relocation
Utilities Relocate for Project or found not where they thought they would be
Utility places their 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

19. 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

20. 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
IF the utility is NOT where they are supposed to be per the work plan – Utility responsible for cost

21. 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

22. References For More Information IC 8-23-2-6 FHWA 23 CFR 645, Subpart A
FHWA 23 CFR 645, Subpart A
Commentary
Appendix A – Legal Code
INDOT Utility Coordination Website
Indiana Design Manual: Chapter 104