Utility Workshop 2017 02-02-2017 - Tennessee

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2017 Utility WorkshopIn an effort to provide better communications with theutilities, consultants, and the Department,And work toward a cooperative atmosphere inefficiently and effectively facilitating the utilitycoordination efforts,And hopefully cooperative addressingconstruction delays, and reduce unnecessarycost to the utility rate payers and taxpayers.1Utility Workshop 2017

AgendaA. Introduction – Schedules / Housekeeping / Website / TEAMS / Region StaffB. Utility Opportunities for ParticipationC. Changes to Buy AmericaD. Utility ConsultantsE. CADD Disclaimer / 3-D Underground Utility ConflictsF. A – Date Submittals / Relocation Estimate / Schedule of Calendar DaysG. B – Date Submittals / MOVE IN / Specifications / Utility Items / Utility Estimate / Utility EasementsH. CADD GuidelinesI. Utility EnvironmentalJ. Utility InvoicingK. Railroad CoordinationL. Utility PermitsM. Utility Rules and RegulationsN. Cellular installation permittingO. Street Lighting reimbursementP. Utility Process Manual.Q. UCC ConsultantsR. Utility ParticipationS. GIS initiativeT. TDOT Proposed Projects2Utility Workshop 2017JH

ScheduleJan 31, 2017NashvilleFeb 02, 2017KnoxvilleFeb 08, 2017ChattanoogaMar 02, 2017JacksonSpring 2018NashvilleSpring 2019KnoxvilleNashvilleChattanoogaJackson3Utility Workshop 2017JH

Housekeeping TDOT Staff: Joe ShawAsst Director ROW DivisionMichael HorlacherState Utility CoordinatorBen GreesonHQ Utility Coordinator Reg 1 & 2Monica CromerHQ Utility Coordinator Reg 3 & 4Shawn AllenHQ Utility/Railroad SupportJoan HaynesHQ Utility Early NotifyJay LaniusHQ Railroad CoordinatorRegion Staff: Gus AwaliRg Utility Coordinator Region 1Steve LangfordRg Utility Coordinator Region 2Jim NikahdRg Utility Coordinator Region 3Willie ColemanRg Utility Coordinator Region 4WEBSITE – resource for ties-officeBreaksLunch – on your ownRestroomsSmokingEmergencyUtility Workshop 20174JH

WEBSITEhttp://www.tn.gov/tdot/section/row5Utility Workshop 2017JH

office6Utility Workshop 2017JH

GuidebookAvailable on the chments/TDOT utilities guidebook w-appendix 041612.pdf7Utility Workshop 2017JH

TDOT TEAMRe-organization Regional TEAM – Project Development- RG DirectorProject Development- RG TEAMS have a project from concept to construction lettingDesign MembersROW Acquisition MembersUtility Coordination Member- RG TECHNICAL GroupTechnical ROWincluding Utility OfficeTechnical SurveyTechnical EnvironmentalOperationsNow includes Maintenance and Construction combined- HQ- Design Administration- ROW Administration including Utility office- Structural Design- Environmental AdministrationUtility Workshop 20178JH

Region StaffRG 1 KnoxvilleGus 5.0160wille.coleman@tn.govPermits 731.343.0038patrick.walker@tn.govLisa AddisonRoyce FoutPermitsRG 2 ChattanoogaSteve LangfordSeth FreerAndrew MillerJim ThompsonPermitsRG 3 NashvilleJim NikahdIraj EghbaliChristopher JohnstonTim RossPermitsRG 4 JacksonWillie ColemanPatrick Walker9Utility Workshop 2017JH

TDOT Participation Early NotificationIf you are on/near project provided to TDOT surveyors TN1CALL marksCourtesy to utilities to locate existing facilities TCA 54-5-854 (b) Public Meetings NEPA meetings Utilities are invited to all Design development meetings(Field Reviews) Utility coordination (UCCC projects currently)Constructability Review MeetingPreconstruction MeetingSubsurface Utility Engineering(Available during engineering if conflicts can be avoided)Several opportunities for Utility/Consultant input.Utility Workshop 201710JH

Buy AmericaThe project either: (i) Includes no permanently incorporated steel oriron materials, or (ii) if steel or iron materials are to be used, allmanufacturing processes, including application of a coating, forthese materials must occur in the United States. Coating includes allprocesses which protect or enhance the value of the material to which thecoating is applied.July 12, 2012Moving Ahead for Progress in the 21st Century Act (MAP-21)Dec 21, 2012FHWA Memorandum clarification 90% steel contentDec 31, 2013FHWA mandated ComplianceJan 1, 2014TDOT enacted procedural changesDec 22, 2015U.S. District Court DecisionMar 1, 2016TDOT enacted procedural changes11Utility Workshop 2017MPH

Buy America WaiverFHWA-2016-0028Buy America Nationwide WaiverNotification for Commercially AvailableOff-the-Shelf (COTS) Products WithSteel or Iron Componentsandfor Steel Tie Wire PermanentlyIncorporated in Precast ConcreteProducts12Utility Workshop 2017MPH

Utility Consultant Must beapproved byTDOT prior toincurring cost ContinuousContract Utility Staff /Combination13Utility Workshop 2017MPH

CADD Disclaimer ElectronicMicroStation FilesIf TDOT sends youelectronic files,TDOT requireselectronic utility files bereturned14Utility Workshop 2017MPH

3-D UG Utility ConflictsTDOT- Moving Phased traffic control into ROW Plans(contractor can propose a different traffic phasing)- Moving noise barrier / retaining walls into ROW plans(contractor can propose a different traffic phasing)- Moving storm sewer design into the ROW Plans- Utilities receiving CADD files required to provide 3-D proposed plan- TDOT using software will model UG proposed facilities Highway & UtilityIdentify potential conflictsReduce construction delays resulting from conflicts15Utility Workshop 2017MPH

A-Date SubmittalsA‐date NEVER changes from that stated on the PE authorization letter Electronic MicroStation plans for any attachments to structures.Must be approved by TDOT prior to inclusion in the plans. Electronic MicroStation “Location Approval” plans or RAINBOW PLANScolor coded as directed in authorization letter indicating existing facilities, to beremoved, added, temporary, or to remain. Cost Estimate TDOT Form 2015‐16 REQUIRED. Clearly indicate percent public andprivate on estimate. Include:‐ Engineering Cost‐ Construction Cost (Includes Staking & Clearing/Grubbing if request Move Prior)‐ Replacement Easement Cost Declaration of Scheduled Calendar Man days (Form 2015‐16, sheet 9.1) Letter Request for Reimbursement@ Private Easement/Property@ Move Prior/Before Letting@ Include Work in State contract@ Utility facilities are Not On Project@ Utility not requesting reimbursement, will move at No CostThe Utility MUST have an executed contract with TDOT before any relocation cost canbe incurred.State law requires a utility to show existing facilities on TDOT plans. TDOT survey is courtesy.Utility Workshop 2017BG16

Relocation Estimate Cost EstimateTDOT Form 2015‐16REQUIRED.17Utility Workshop 2017BG

Schedule of Calendar Days TDOT will begin to include theSchedule in the 105B Specificationsbecoming part of thehighway contract bid documents. TDOT Holidays listedBased on Calendar Days Consider construction phasing Special Conditions Utility Performing Work responsible:- Survey- Staking- Clearing / Grubbing- Tree trimming- Environmental Permits- Etc.Statute fine is based on the approved schedule ofcalendar days.18Utility Workshop 2017BG

B-Date SubmittalsB‐date change often from that stated on the PE authorization letter.If the letting date changes, the B‐date changes.Complex projects B‐date will be 28 weeks prior to letting.Check with the Region Utility Office when you schedule BEGIN workto meet the B‐date on the PE letter. If that date has changed, youmay want to delay your BEGIN work to avoid revisions or PhasedConstruction (Baby PIN’s). Electronic MicroStation Detail construction Plans (U‐2, U‐3, etc.)Sheet numbers assigned by TDOT when approval provided toinclude MOVE IN Electronic Detail specifications (WORD or PDF)Specification details to follow in this presentation. Electronic MCES Spreadsheet (Excel)Composite percentage.19Utility Workshop 2017BG

Utility receives ROW plans (120 day clock begins)YesDoes the utility have facilities on existing privateeasements that will be replaced?NoDoes the utility have in-houseengineering capability and staffing?NoUtility must submitengr. approval package(forms on website)Utility must submit a requestfor a separate easementreplacement contract(see note 6)YesDid the utility submit initial response within 120 days?(see note 9)TDOT engineeringapproval(see note 1)Easement Replacementcontract(see note 8)YesDoes the utility wish to move their facilities prior to letting?Yes(Move Prior Contract)NoNo(In-State Contract)Contract execution: Does utility agree to terms, sign contract?(see note 3)Yes(Move Prior)Utility sent original contract and put to workNoYes(In-StateContract)Utility to submit plans, specs, etc.16 weeks prior to letting(see note 7)TDOT includes relocation withinit’s project(see note 10)Did utility contact the construction office prior to relocation work?YesNoUtility completes relocation work.Did the utility complete their work by the contract completion date?(see note 4)YesDid utility do significant additional work without specific writtenauthorization or fail to complete their work by the contractcompletion date?NoUtility loses Ch. 86reimbursement eligibility(see note 2)Utility can submit billing for payment(see note 5)This additional work cannot be paidUtility payment after verificationSpecial Note: This is to be used as a general summary only and is not intended to include all requirements utilities must comply with to have their TDOT projects paid.20Utility Workshop 2017Appreciation is expressed to Volkert for assisting in the creation of the graphics.BG

Notes SubmittalsTDOT Chapter 86 Utility Decision Flowchart Special Notes:Engineering approval can occur at different points in the project butthe utility cannot be reimbursed for any engineering work prior to approval.1.If utility loses Chapter 86 eligibility, the utility can request a partial reimbursement of relocation costs andengineering based on portion of facilities on existing private easements.2. Utility must declare if betterment is to be included and whether existing private easements are to bereplaced.3. Any change in scope of proposed relocation work must be submitted to regional utility office for reviewand approval prior to work beginning.4. This can be done prior to letting if work is complete.5. The easement replacement costs are not to be included in the relocation cost estimate.Separate “Easement” Contract6. Including electronic plans, electronic specifications, and other items as directed by the regional utilitiesoffice.7. If the utility plans to include work by state contractors on new easements, documentation of neweasements and conveyance must be provided by the letting dates.8. Submission includes, but may not be limited to, the following: Electronic conceptual relocation plans Standard Estimate Form 2015-16 (Website)9. Forms and references are available on our website to s-office-forms10. Utility is required to provide inspection: applicable specifications and safety codes. Utility Acceptance.Reimbursed if “private” compensable cost. (% “PUBLIC “ is not reimbursed per TCA 54-5-804(3))Utility Workshop 2017Appreciation is expressed to Volkert for assisting in the creation of the graphics.BG21

Utility MOVE IN state1) Civil Penalty54-5-854. Project plans -- Copies -- Marking, approval, and changes -- Liability -- Civil penalties.(h) (1) (A) If the owner fails to complete the required installation, relocation or adjustment of its utilityfacilities within the approved schedule of calendar days as approved by the department, thecommissioner of transportation shall have the authority to assess and collect from the owner a civilpenalty in the amount of five hundred dollars ( 500) for each calendar day after the scheduledcompletion date that the owner fails to complete the required installation, relocation or adjustment.Owners having less than three thousand (3,000) customers shall be subject to the assessment of acivil penalty not to exceed two hundred fifty dollars ( 250) per calendar day when the owner fails tocomplete the required installation, relocation or adjustment of its utility facilities within the approvedschedule of calendar days.2) Chapter 86 ReimbursementPolicy Number 340-07If a Move Prior Contract is requested, it will be reviewed on a case by case basis and only approved ifit is determined to be beneficial to the Department highway construction schedule. Municipally Ownedutilities, Utility Districts, Utility Cooperatives will be eligible for 50% of the relocation cost. All otherutilities will be eligible for 25% of the relocation cost for utility facilities located on public highway rightsof-way.If a Move In Contract is requested, Municipally Owned utilities, Utility Districts, Utility Cooperatives willbe eligible for 100% of the relocation cost. All other utilities will be eligible for 75% of the relocationcost for utility facilities located on public highway rights-of-way. Capped at 1.75 Million.22Utility Workshop 2017BG

Utility MOVE IN - EasementsIf the utility relocation construction occurs outside the proposed ROW, theutility will have to acquire all necessary property easement to construct theirfacility. State Highway contractor cannot work outside project limits Utility must show easements on their plans. Utility must convey rights to State highway contractor to access property. Utility easement must be acquired prior to the project advertisement.(Previously prior to Construction, project delays experienced due to utility easement issues) Utility MUST NOTIFY TDOT of the completed property acquisitions. TDOT must have utility construction easement on plans prior to planassembly to provide for erosion control measures. TDOT will acquire construction environmental permits for utility work.23Utility Workshop 2017BG

MOVE IN - SpecificationsSpecify exactly what the utility wants the State Contractor Time period of acceptable Service Outage Required License, Certification, Drug testing of workers submitted tothe utility. Liability Insurance submitted to the utility Approval of Material, material certifications submitted to the utility Approval of shop drawings submitted to the utility Approval of field changes submitted to the utility Approval of substitution materials or methods submitted to the utility Clearing/trimming of overhead lines inside/outside public ROW. Locating utility lines during construction not identified by utility locateservices. Work inside customers residences such as re-lighting pilot lights,re-establishing services, etc. will be the responsibility of the utility Industry standards, safety standards, and material standards. Name, address, phone, E-mail, fax, cell phone of utility approvalcontact24Utility Workshop 2017BG

MOVE IN - SpecificationsUtility construction plans included in Highway Contract plans No boiler plate “contract” language allowed. No proprietary material (Similar / like is allowed)Utility can provide material with an “exception” MOVE IN contract Standard TDOT Utility Item Numbers. Can use utility Standard Contract Specifications.Note:Phased Construction (Baby PIN’s) utility transitions may need to beaddressed since utility relocation construction will be limited to the projectlimits of the Phased Construction.25Utility Workshop 2017BG

Utility tandard-utility-itemsCurrently Out ofDate26Utility Workshop 2017BG

Utility Items Utility Item lists identifies those items that have beendetermined require Buy America Compliance. If there is not a Utility Item that fits your needs,Contact the Regional Utility Office.Once they verify the need for a NEW Utility Item Number,they will submit it toTDOT ConstructionDarrell Bostwho will work with you to develop a NEW utility item ifnecessary.27Utility Workshop 2017BG

Utility Quantity Estimate28Utility Workshop 2017BG

MOVE IN CADD GuidelinesUtility construction plans included in Highway Contract plans29Utility Workshop 2017BG

MOVE IN CADD GuidelinesUtility construction plans included in Highway Contract plans30Utility Workshop 2017BG

MOVE IN CADD esign-design-cadd-files-and-documentsMicroStation STANDARDS Levels Pen tables Cells Sheet borders File namingGresham Smith & Partnersprovided MicroStation Files that weposted to the TDOT Utility Website foryour use: TDOT A Date.tbl – print “A” Date packages TDOT B Date.tbl – print “B” Date packages TDOT PDF.pltcfg – print PDF TDOT Color Table.tbl – adjusted print shop grayscale31Utility Workshop 2017BG

Utility - EnvironmentalTDOT ContractorPerformingConstructionMOVE IN TDOT obtains constructionenvironmental permits Utility assumes “after”constructionconditions of those permitsCorp of EngineersTDECTVA32Utility Workshop 2017BG

Utility - EnvironmentalUtility PerformingConstructionMOVE PRIOR orPERMITS whereutility performing construction Utility acquires all necessarypermits33Utility Workshop 2017BG

Utility - EnvironmentalAquatic Resource Alteration Permit ttachments/water permit arap-gp utility-line.pdf Dredging, excavation,channel widening, orstraighteningBank sloping; stabilizationChannel relocationWater diversions orwithdrawalsDams, weirs, dikes, leveesor other similar structuresFlooding, excavating,draining and/or filling awetlandRoad and utility crossingsStructural fillClay plugParallel to StreamStream Crossing34Utility Workshop 2017BG

Invoicing - Utility Consultant Engineering Cost- Project Specific- Continuing Contract- Approval Date Utility Contract Bid Concurrence Utility Staff Engineering Cost Utility Relocation Construction Cost Utility Inspection Cost Utility Clerical Cost35Utility Workshop 2017JES

Invoicing - UtilityConsultant CostConsultant Engineering reimbursement is most commonly the first invoice submitted: Utility must submit request for reimbursement, not the Consultant. The consultant is undercontract to the utility. Utility submits documentation the utility has been paid. Utility INVOICE to the utility should comply with TDOT Invoicing requirements to avoiddelays and added time/expenses. Engineering approved amount is CAPPED.If scope of work changes, a revision must be requested and approved prior to additionalwork being performed. Engineering OVERHEAD Rate is billed at the rate in effect at the date of the invoice, not thedate of the services rendered per instructions from TDOT Finance Office. TDOT pays 80% of reimbursement contract TOTAL.(Generally the majority of the Consultant Engineering cost is paid early on MOVE PRIOR invoices, and this does notaffect consultant engineering reimbursement. Construction reimbursement generally contribute majority to final invoice.Reimbursement contracts ,such as MOVE IN, where the majority of the reimbursement is for services, may be affected .TDOT would determine if the commensurate engineering scope has been completed prior to final payment.)The remaining 20% invoiced is held until the FINAL INVOICE is submitted.Be sure that at least 80% of the utility relocation work is completed36Utility Workshop 2017JES

Invoicing - UtilityInvoice must include / requirements: Supplier NameSupplier Contact InformationSupplier remittance AddressTDOT State Project NumberTDOT PIN NumberFederal Project Number, if applicableTDOT Contract Number/Work Order NumberInvoice DateInvoice Number – unique & assigned by vend

Utility Workshop 2017 JH A. Introduction – Schedules / Housekeeping / Website / TEAMS / Region Staff B. Utility Opportunities for Participation . Shawn Allen HQ Utility/Railroad Support Joan Haynes HQ Utility Early Notify Jay Lanius HQ Railroad Coordinator Region Staff: Gus Awali Rg Utility Coordinator Region 1 .

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