Indiana Design Manual (IDM) Chapter 104
Utility Coordination
Gail Lee
Highway Utility Engineer, INDOT
June 13, 2017
Learning Objectives
• Become familiar with Indiana Design Manual IDM Chapter 104
 Our source document for utility coordination
 Definitions, codes
• Know the Roles & Responsibilities of the Utility Coordinator
 What are the major roles?
 Where can I find the responsibilities?
• Know when to use Work in Contract
.
What About Indiana 811??
• IC 8-1-26-16 Requires contacting Indiana 811 prior to
excavation or demolition.
Indiana 811 Dig Laws
• So……
If the contractor, by law, has to contact Indiana 811
before excavating, why do we even bother with utility
coordination?
Another Layer of Protection
According to the IURC:
 40% fail to call 811
 30% fail to locate
 23% fail to
excavate properly
Everyone Knows Where Everyone Goes
• This has become a core utility coordination principle
• The designer, utility coordinator and all of the utility facility owners need to
know where all utilities will be positioned whether the utilities need to relocate
or not.
Why the Indiana Design Manual 104?
 Implements the collaborative paradigm
•
•
•
Helps the utility coordinator to build the right relation
with utilities
Minimizes impact to utilities
Reduces cost and saves time
At least four (4) times IDM Chapter 4 directs both the
designer and the coordinator to design around utilities
 See Pages 5-7, 11
 Brings uniformity to utility coordination and helps limit
risk to the project
1. Design Around Utilities
Avoid overhead & underground relocations
2. Minimizes Impact
3. Reduce Cost, Risk, & Time
Know which utilities will limit construction methods
Become Familiar with Indiana Design Manual Chapter 104
Design Memo Revisions
Note the Design Memo Revisions on the Title Sheet
Design
Memorandum
Revision
Date
Sections Affected
13-14
August, 2013
Chapter 10 Superseded by
Chapter 104
15-01
February, 2015
104-1.104(04), 104-1.05, 104-2.01
http://www.in.gov/indot/design_manual/design_manual_2013.htm#
References
• Code of Federal Regulations
• 23 CFR 645
• Indiana Code
• Majority of references
• Indiana Administrative Code
• 105 IAC 13
• INDOT Standard Specifications
• FHWA Program Guide 23 CFR 645
• ASCE 38-02 Standards for SUE
• The Indiana Utility Accommodation Policy
Definitions
• Section includes:
• Definitions
• Acronyms
• Abbreviations
• Intent was to be consistent with:
• Standard Specifications
• Design Manual
• Review at your own pace and time
Roles & Responsibilities
Key to understanding IDM Ch. 104
There are 6 specific roles described:
Designer
Authorized Representative
16 responsibilities
6 responsibilities
Utility Coordinator
Surveyor
5 responsibilities
81 responsibilities
Utility Oversight Agent
20 responsibilities
Project Manager
9 responsibilities
IDM Chapter 104 & Reimbursement
• Chapter 104 covers utility reimbursement
• Reasons for reimbursement
• Agreement types
• Developing Cost estimates
Just as it is important to determine potential utility conflict early in the utility coordination
process, it is also important to establish reimbursable positions. The cost of relocation may
cause a project to be delayed or re-scoped.
Checklist
• Checklist for utility coordination
1. Prepare a utility coordination certification and utility
special provisions - Steve Merz’s presentation
2. Prepare a contractor approval letter
3. Prepare a work complete letter
4. Prepare a letter requesting an invoice
5. Advise the project team on utility work in contract
6. Keep Records
Contractor Approval
• Receive a letter from the Utility that requests the use
of a contractor
• Review scope of work, bid tabs, rates, unit costs for
materials and labor
• Send approval letter
Letter Work Complete
Example:
“We are writing in regards to your relocation
work plan dated September 30, 2014…”
• Template on web site
Letter Request Invoice
Example:
“We are writing in regards to your agreement with
INDOT in the amount of $159,342.50 that is dated
February 6, 2014…”
• Template on website
Work In Contract
• INDOT prefers to use work in contract
• When eligible for reimbursement
• When work requires extensive coordination
• When the same primary contractor will be used through the
entire project
• Requires Des. No. for each facility type
• Utility must provide:
•
•
•
•
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Approved work plan Signed agreement
Final stamped plans
Specifications
Engineer’s estimate; items: any unique items
List of quantities
Records
• Keep copies of the following:
• Maintain a utility coordination log
• Activities
• Conversations
• All signed documents
• All notices to proceed
• Legal Correspondence
What is NOT in Chapter 104 ?
• Guidance on depth of cover, encasement and other utility location requirements
• The Utility Accommodation Policy Covers these location requirements.
What else is not in Chapter 104 ?
• A definition of utility facility
• 105 IAC 13 Section 7 states “Facility” shall include all privately, municipally,
publically or cooperatively owned systems for supplying: communications,
power, light, heat, electricity, gas water, pipeline, sewage disposal, drain or Like
service, directly or indirectly to the public. The term includes television systems.
More on the definition of utility facility
• Pipeline is not a service line – Interpreted as a petroleum line
• Sewage disposal does not include trash removal
• Definition of utility facility does NOT include plant type components – windmills
or solar panels
Summary
• Become familiar with IDM Chapter 104 –
 Our source document for utility coordination
 Definitions, codes
• Know the Roles & Responsibilities of the Utility Coordinator
 What are the major roles?
 Where can I find the responsibilities?
• Know When to use Work in contract
Questions?