6.4 Utility Accommodation Process
TxDOT highway and bridge projects often necessitate the adjustment of utility facilities to accommodate the design and construction of proposed transportation facilities. Failure to mitigate utility conflicts in the design process or to relocate facilities in a timely manner can result in unscheduled delays and increased project costs. This section describes activities associated with utility accommodations that the transportation engineering practitioner should be knowledgeable of to ensure that the project’s schedule is inclusive of all utility accommodation tasks.
Public utility owners (companies) legally share state ROW, so when major changes are made to roadways, the changes very likely affect utilities. It is TxDOT’s responsibility to formally notify all affected utility owners of proposed work as early as possible and to coordinate utility accommodations with the utility owners.
Typically, utility owners are responsible for moving their own facilities, including budgeting, locating existing lines, preparing plans, specifications and estimates, and letting contracts. Under some circumstances and depending on the funding type, TxDOT may fund utility adjustments. Furthermore, utility adjustment plans may be made part of the TxDOT project construction plans. These topics are discussed in more detail later in the section.
depicts the general utility accommodation process used by TxDOT.
Figure 6-3: Utility Accommodation Process
6.4.1 Determination of Utility Conflicts
Once preliminary engineering is advanced to the point to set the ROW footprint (see
), evaluation of utility conflicts can be identified. Roadway, bridge, drainage and traffic engineers should coordinate with the District utility coordinator to determine potential conflicts with the utilities. All utility conflicts should be documented using ROW’s Utility Conflict Analysis Template.
The designer must AVOID, MITIGATE, or ACCOMODATE (in that order of preference) for project utility conflicts to prevent delays and additional project costs.
6.4.2 Contacting Utility Owners
To improve maintenance of traffic, mitigate work zone conflicts, and reduce construction delays, a multi-discipline planning and coordination meeting with utility owners, designers, and traffic engineers helps to ensure better coordination regarding designing, funding, and scheduling issues. After receiving TxDOT’s plans or schematics, the utility owner must prepare their utility adjustment plans, which may include relocation.
Continuous coordination and involvement with the utility owners throughout project development is essential to maintain the project schedule and avoid costly delays. Utility owners must be advised of potential conflicts as soon as possible.
One or more years
may be needed to budget, design, and complete required adjustments.Utility adjustment plans must:
- Show existing and proposed utilities;
- Show key TxDOT project features;
- Show temporary and permanent relocations - since temporary relocations may pose construction conflicts;
- Help resolve potential conflicts between utilities and construction activities; and
- Be incorporated into TxDOT PS&E, if the utility adjustment is included in the TxDOT construction contract (i.e., Joint Bid).
TxDOT may participate in the cost of eligible utility adjustments depending on the project funding type. This is called a reimbursable adjustment (see
). When TxDOT acquires new ROW containing utilities, TxDOT typically participates in the cost of adjusting the utilities.
The department and the utility must negotiate a project utility agreement on terms of the relocation. If cost participation is sought, the utility will need to provide proof of the utility facility's underlying property interest.
TxDOT does not typically participate in the cost of adjusting the utilities when utilities do not have prior right, are in existing ROW and need adjusting. This is called a non-reimbursable adjustment (see
).
Utility conflicts should be identified as early in project development as possible and coordination with affected utility owners should begin after the Design Concept Conference (DCC) (see
). Once design of proposed features is substantially complete (i.e., Detail (60%) Milestone), plans should be sent to utility owners so they can begin designing their adjustments.
Considerations in coordinating utility adjustment plans include:
- Fabrication of major utility equipment may add8 to 12 monthsto the time required to complete the utility adjustment (e.g., transmission towers, greater than 18-in. diameter water pipe, or high-pressure pipelines);
- If TxDOT will participate in adjustment cost, the department’s share must be included in the ROW project cost estimate; and
- The department may determine that it is preferable to design around a utility in accordance with the Utility Accommodation Rules, rather than require the owner to adjust the utility.
6.4.3 Utility Agreements
All required utility adjustments eligible for State cost participation must be performed in accordance with an executed “Utility Agreement.” The agreement specifies each party’s rights and responsibilities regarding the highway/utility interface.
Assignment of agreement approval authority, by the District or ROW, depends on the agreement type and other conditions. An agreement is required, even if the utility adjustment is incorporated in a TxDOT construction contract. More information on utility agreements can be found in TxDOT’s ROW Utility Manual.
The Utility Agreement includes:
- Standard utility agreement form;
- Plans, specifications, and detailed cost estimates;
- Evidence of reimbursable interest; and
- The utility joint-use agreement.
6.4.4 Utility Adjustments
Utility companies cannot break ground or start the accommodation until after environmental clearance is obtained. Throughout the adjustment period, continuous coordination must be maintained between TxDOT and utility owners.
Changes in adjustment schedules and changes in field conditions can affect the overall construction schedule. Periodic inspection by TxDOT of the following items is essential during adjustment of the utility:
- Conformance with the TxDOT Utility Accommodation Rules;
- Conformance with plan requirements; and
- Traffic control in accordance with the TMUTCD and applicable Traffic Engineering Standard Sheets.
Considerations during utility adjustment include:
- Ensure effective communication among utility owners to prevent delays. A responsible party (e.g., Project Manager or Utility Coordinator) should follow up with utility owners on coordinating adjustments on a regular basis. One owner’s facilities may not be able to be adjusted until another owner’s facilities are adjusted; and
- Utility owners have legal rights to use highway rights of way in accordance with TxDOT policy, and they must be regarded as partners in the transportation business. Utility adjustments often require specialized equipment, trained crews, and expertise (e.g., fiber optic cables and electric transmission lines). They are often performed in advance of, and independently of, the transportation construction project. In some cases, the adjustment of a utility (e.g., water lines or drainage pipes) may be incorporated into the highway construction plans as joint bid to be executed by the contractor.
To avoid impacting proposed construction, start utility adjustments as soon as environmental clearance is obtained, necessary ROW is available, agreements are executed, and CONSTRUCT authority for the project is received.
6.4.4.1 Utility Adjustment Verification
The TxDOT Project Construction Engineer or the TxDOT Utility Inspector should check adjustment and relocation sites to ensure that:
- All items and equipment, including salvage and scrap, used in the adjustment process have been removed from the site;
- All backfill operations and site restoration have been successfully completed; and
- Utility markers have been placed in accordance with the UAR.
6.4.5 Utility Certification
A utility certification states that all utility work has been completed or that necessary arrangements have been made for it to be undertaken and completed as required for proper coordination with the physical construction schedule.
Clear utility certifications are required before a project can be advertised for construction bids except in certain cases.
For any certification that is not clear prior to letting, a
Triple-Zero – 000 – Special Provision
notification to the contractor must be included in the bid proposal identifying the items that are not clear (e.g., utility locations, etc.) and the anticipated date of clearance. A Construction Management Plan (CMP)
must be developed and submitted prior to letting in accordance with the PS&E Review and Processing Schedule. Refer to the CMP SOP for additional guidance.Templates for certifications are found on the TxDOT.gov webpage referenced below.
The District Engineer signs project certifications which will be part of the project File of Record. A copy of the signed certifications is submitted, with other supporting documents, to DES for RTL PS&E document review and processing.
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