Preliminary Design Meeting (Process Activity III)

At the
preliminary design meeting
, TxDOT and utility’s representatives should be introduced, along with any consultants that may be used in the design process. The Director of TP&D, or appropriate TxDOT District Administrative Management personnel, should open the meeting by describing:
  • the proposed improvements, including such drainage facilities, typical sections, structures and other roadside features;
  • right of way needs;
  • PS&E development schedule;
  • environmental clearance schedule;
  • environmental impact;
  • the anticipated letting schedule; and
  • any other potential impacts on utilities.
Participants at the preliminary design meeting should include the following:
  • TxDOT Project Design Engineer/Design Team
  • Utilities
  • TxDOT Design Consultant
  • TxDOT Utility Liaison
  • TxDOT Right of Way Representative
  • TxDOT Advanced Project Development Engineer
  • TxDOT Environmental Representative
  • LPA Parties, as applicable
TxDOT’s Utility Accommodation Rules (UAR) and reimbursement eligibility criteria should be explained at this time. TxDOT should also provide the following:
  • The
    UAR
    may be found in Title 43, Chapter 21, Sub-chapter C in the Texas Administrative Code, which can be found online. Instruct participants of the meeting how to access the website.
  • Reimbursement eligibility criteria. Briefly explain the need for proof of compensable interests and reasons for requesting further information from utilities to verify their reimbursable interests.
  • The expected magnitude of impact. Identify, as early as possible, any conditions that might prevent compliance with the UAR and propose potential solutions.
An action plan for locating affected utility facilities can be developed after a determination has been made whether the field verification is to be accomplished jointly or independently. Concerns to be addressed in the action plan are as follows:
  • The immediate need for horizontal and vertical alignment information on underground and overhead utilities. Special attention should be given to signs, bridges, noise walls, high mast lighting, footings, pilings, etc.
  • Physical constraints affecting methods and equipment to be used in the field verification process, like:
    • access;
    • traffic control (comply with the Texas Manual of Uniform Traffic Control Devices) (TMUTCD); and
    • right of way restrictions.
  • Anticipated utility adjustment schedules and response times of utility information providers.
As a result of the above discussion, a date will be identified for the
Design Conference