LPA – Utility Coordination

Natalie Parks, P.E.American Structurepoint, Inc.

December 19, 2013

Today’s Topics Basic INDOT/LPA Program Key People Utility Coordination Process Submittals Agreements Work in Contract Case Studies Utility Company Comments

INDOT/LPA Program Mission: To empower Local Public

Agencies (LPA) through excellent education and collaborative relationships, to plan, build and maintain a superior transportation system that promotes economic growth, ensures safety, and complies with all local, state, and federal regulations.

INDOT/LPA Program INDOT is Involved on an LPA

Project When Federal Dollars are Spent District LPA Project Manager to secure federal

funds. District Utility Coordination when there is a

reimbursable utility relocation. Must follow federal regulations for utilities CFR

645 (http://www.fhwa.dot.gov/programadmin/utility.cfm

Must follow 105 IAC 13 Utility Accommodation Policy (July 2013) INDOT Design Manual LPA Design Guidance Document - Chapter 10

LPA Utility Coordination Key people

LPA Employee in Responsible Charge (ERC) LPA Design Project Manager Utility Coordinator Utility Personnel INDOT Project Manager

Ultimately the Utility Coordinator and the Design PM are both responsible for ensuring 105 IAC 13 is followed.

LPA Utility Coordination Process Process is the same – (105 IAC

13) Research – 1 to 2 weeks Initial Notice – 1 to 2 months Verification Plans – 2 to 4 months Conflict Analysis – 2 to 4 months Work Plan Development – 1 to 6 months Reimbursable Agreements – 2 to 4

months Notice to Proceed/Construction

Research Many municipalities do not have

a permit program Rely more on:

Indiana 811 Field visits Field surveys

Use previous project information if available

Talk to the LPA utility/engineering dept.

Standard Utility Submittals Follow the 105 IAC 13 rules and allow the

appropriate time for response

Copy project owner representative on all submissions

INDOT’s District Utility Coordinator is involved in a LPA projects Utility Coordination process, only when there are Reimbursable Agreements.

Ready for Contracts Per Section 10-4.03 LPA

Guidance Document: Submission prior to RFC should include: Utility Work Plan/Relocation Drawings

from each utility or Letter of No Conflict LPA/Utility Reimbursement Agreement

for each reimbursable utility Utility FMIS authorization letter or e-mail Utility Certification Utility Special Provisions

Stage 3 The biggest difference between

LPA and INDOT projects:

Utility Certification, Work Plans & Relocation Drawings are due at Stage 3 Submission to INDOT

Who do I call? Concurrently – contact:

Supervisor/UAR of Utility Design Project Manager LPA ERC

Contact INDOT Project Manager Contact INDOT LPA Liasion Contact INDOT Central Office

Manager of Utilities and Railroads

Additional Charges and Invoices Assist the ERC in determining if a scope change to the

existing agreement, or a cost overrun requested by the utility are appropriate.

Make sure that all scope changes and cost overruns have been approved by the ERC prior to the utility company proceeding with work. If not, and the utility does any of this work without prior approval, these charges are not reimbursable.

Assist the ERC in ensuring that the charges are per the agreement and the utility invoices are correct.

If an invoice is incorrect or inappropriate, advise the ERC in resolving the issues with the utility.

Case Study

Project involves: Municipal utility relocation Right-of-way limitations Lift station AND Booster Station

Portions of utility on documented, exclusive easement

Project owner owns the utility Utility requires relocation due to

new roundabout & MSE walls

Case Study

Is the utility reimbursable? If so, by whom?

Does the utility need to secure permanent right-of-way? If so, why? If not, why not?

Case Study

LPA – Utility Coordination

Tom RueschhoffLPA/Railroad/Utility Engineer, INDOT

December 19, 2013

Today’s Topics Relocations that threaten project Need for escalation Subconsultants Agreements Work in Contract Case Study Utility Company Comments

Reimbursable Relocations Too often a local public agency will

find out TOO late in a project that there is an sizeable REIMBURSABLE utility that negatively impacts the project.

Utility coordinator should provide a list of all confirmed reimbursable utility relocations at the end of Stage 1.

One (1) large reimbursable utility can create a critical cost that may have a severe impact such that a LPA cannot move forward with their project.

Or worse, become a burden afterward

Escalation Chain

1) Become well educated in ALL state and federal documents

2) Work with utility company.3) Work with LPA. (ERC)4) INDOT District LPA project manager5) INDOT Central Office – Kenny

Franklin, Statewide Director

Subconsultant Utility Coordinator When to use a subconsultant when

your firm is prequalified?

1.) Relatively low experience level

2.) Difficult project

3.) Many reimbursable utility relocations

4.) Accelerated project development schedule

LPA Utility Relocation Agreements When is an LPA/Utility agreement

required? Only when a utility relocation is required due

to being in direct conflict. There are 3 scenarios:

Reimbursable: When the utility company relocates their own facilities.

Reimbursable : Work in Contract - The utility relocation is constructed as part of the road contract.

Non-reimbursable: Work in Contract - The utility agrees to include the utility relocation as part of the road contract. These bid items should be identified as “non participating” and 100% of the successful bid will be paid up front by the utility company.

Work in Contract Early on (Stage 1) ask the utility

companies to consider including their relocations in the LPA project. Benefits – Why do we recommend WIC :

Allows better overall construction coordination with the contractor in control of the scheduling

Reduces, and hopefully can eliminate, utility delays Saves on overall construction costs (Mobilization,

pavement cuts, shoring, overall efficiency…) Eliminates claims, contractor responsible for the x, y

and z location Saves on overall construction time “The Contractor knows where everyone went”.

Work in Contract SECTION 5 – REIMBURSEMENT

(a) 20 % of the cost to design and prepare construction plans, specifications and preliminary itemized cost estimate for relocation of the Utility’s facilities shall be borne by the Local Public Agency.

  (b) 20 % of the cost to provide testing and inspection

services for relocation of the Utility’s facilities shall be borne by the Local Public Agency.

  (c) The Local Public Agency shall bear 20 % of the cost

of relocating the Utility’s facilities. (See exhibit “B”).

Work in Contract The reimbursements paid for under SECTION 5:

(a), (b), and (c) shall include the cost sharing that is paid with federal funds. This project shall be split in accordance with the funding established, which is typically paid with 20% LPA funding and 80% Federal funding.

How the payments are made: Prior to the awarding of the contract, the LPA submits

their 20% of the Utility Relocation per the Construction estimates.

Contractor actual cost invoices are reviewed and approved by the project manager and paid for with 20% LPA funds / 80% Federal funds.

Any cost overruns or claims should be approved and paid for at the same percentages as the original contract.

Case StudyCase Study

Case Study

Case Study – Existing Pipeline Company has a 14” diameter

gas pipeline that crosses an existing road that the LPA is proposing to add a lane. Existing pipeline has a casing pipe that extends

5 ft. beyond the existing paved shoulder. New pavement will extend beyond the end of

the casing. Pipeline Profile: The top of the pipeline is 6 ft.

below the proposed pavement. Existing pipe is structurally inadequate for the

loading without a casing pipe.

Pipeline Company requested 100% reimbursement. Claim – Lose the ability to access the end of the

casing pipe, therefore will not be able to slide the pipe out for future maintenance.

They proposed 2 possible options and relocation costs:

Option #1: Bore and install a new pipeline with thicker walls under the new wider pavement.

Option #2: Open cut pavement, remove the existing casing, and provide maintenance to the existing pipeline, and install a no-load slab over pipeline.

Case StudyExercise

What costs are reimbursable? Option 1: New pipe bored in placeOption 2: Remove Casing

Inspect and provide maintenance to coating under casing.

Install no-load slab

Note: Current Industry Design Standards no longer recommend a casing pipe be used due to cathodic corrosion.

Case Study

INDOT’s Response: Pipeline is in conflict with the roadway

improvements due to the inadequate structural capacity of the pipe.

Option 1: Only the segment of the pipeline between the existing roadway right-of-ways is within an easement with property interests, and therefore is eligible for reimbursement.

Option 2: Removing the casing and inspecting the pipe’s outer wall coating is a maintenance item, and therefore is not reimbursable.

Neither of these options proposed by the utility company will allow for future maintenance.

Case Studyactical Exercise

INDOT’s Response: Therefore only the no-load slab over the

section of pipeline within the easement is reimbursable.

It is the Utility Company’s decision on either boring and installing a new line, or open cutting and removing casing, and installing the no-load slab.

The Utility Company should coordinate with LPA’s contractor to schedule open cut when road is shutdown.

Case StudyPractical Exercise

Utility Companies Several issues utilities have had

with LPA utility coordination Wide range of experience levels Do not know to follow the 105 IAC 13

when federal aid projects LPA’s often will claim their projects are

Minor Projects to attempt to hold utility companies to shorter response time

Utility companies receive notification to attend a “Pre-construction” meeting when they had not received a Notice to Proceed

Questions?