The objectives of the initial are to:

provide preliminary project description, scope and letting schedule to utilities;
set a date for preliminary design meeting;
identify TxDOT Project Design Engineer & TxDOT Design Consultant, if appropriate;
request identities of utility contacts to be assigned to the TxDOT project;
request block maps/mark ups, as built plans, or system drawings indicating utility facility locations and other features from utilities.

The District should invite all utilities that might be affected by construction, and provide each with one copy of the proposed preliminary schematic, the notification of project, the scope of project, the proposed let date, and the name of TxDOT contact person. All utilities should be encouraged to attend. This advance notification enables utilities to:

plan for those changes that may be needed by the proposed construction, and
make arrangements for adjusting their annual budgets and schedules to accommodate facility adjustment(s).

This activity in “The Process” could take the form of a project-specific letter of information prepared for distribution to all affected utilities. The letter should also include:

A request for utility locations:
Attach a copy of the preliminary right of way map, schematic, or plan and profile sheets with all known locations of the utility’s facilities indicated.
Request the utility to make any additions or corrections necessary to give an accurate account of the facilities to be encountered during construction. It is the utility’s responsibility to establish the location.
Request the utility to promptly submit the block maps/mark ups, as-built plans, or system drawings to the District regarding any feasible design changes to insure compliance with the UAR.
A request for determination of utility property interests:
The notification letter should also request that an indication be made on the right of way map of the approximate boundaries of easements or other interests in lands held by the utility along or on proposed highway right of way. Such information is necessary to estimate reimbursable costs.
A request for the name of the utility representative with whom to coordinate:
Meet with or correspond with the designated official regarding a determination of utility facilities involved, effect of the proposed construction upon the facility, and exact nature and limits of the utility’s property interests.
Make this preliminary contact as early as possible.

A copy of the UAR should accompany the letter.

The initial project notification will announce the time and location of the Preliminary Design Meeting. It should be sent out no less than two weeks (four to six weeks is reasonable) in advance to ensure full attendance and to allow adequate time for the utilities to compile requested information.