Utility Coordination and Subsurface Utility Engineering Working Together

Utility Coordination and Subsurface Utility Engineering Working Together Presented by: George Marleau / Utility Coordinator

Utility Coordination How important is Utility Coordination?

Answer: Absolutely essential to the successful completion of any project in today’s world.

What is the job of a Utility Coordinator? AT&T BCE NEXXIA CORPORATION BUCKEYE PIPELINE COMPANY BUFFALO SEWER AUTHORITY CENTURYLINK CITY OF BUFFALO WATER AUTHORITY CITY OF LACKAWANNA ELANTIC TELECOM, INC ENBRIDGE ENERGY PARTNERS, INC ERIE COUNTY DIVISION OF SEWER MANAGEMENT ERIE COUNTY WATER AUTHORITY FIBER TECHNOLOGIES, LLC G 4 S TECHNOLOGY LLC KIANTONE PIPELINE CORPORATION LEVEL 3 COMMUNICATIONS LINDE LLC A DIVISION OF THE LINDE GROUP INC MCI NATIONAL FUEL GAS | BUFFALO - NFG 101 NATIONAL FUEL GAS | TONAWANDA - NFG 104 NATIONAL GRID / WEST / ELECTRIC NYS DOT BUFFALO - REGION #5 NYS THRUWAY AUTHORITY | BUFFALO NYSEG LANCASTER ELECTRIC SPRINT NEXTEL STATE OF NY OFFICE OF COURT ADMINISTRATION SUNY BUFFALO | OFFICE OF PLANNING & DESIGN TIME WARNER CABLE - BUFFALO TW TELECOM VERIZON | BUFFALO Act as liaison between project designer/owner and utility owners.

Types of Utility Coordination Contracts: v Project Designer (turn-key) v Municipality-Wide Consultant v On-Premises Consultant

v Project Designer • The client is the Municipality • Adds level to organization if Designer hires a firm with an expertise in Utility Coordination or they can handle within • Handles all aspects of Utility Coordination as specified in the “Scope of Services” • Utility Coordinator acts as the Municipal liaison • Multiple Clients/Projects

v Municipality-Wide Consultant • • Client is Municipality Master Contract for Utility Coordination services Usually Multi-Year contract (standard is 3 -5 years) Negotiated Rates Task assignments per project Scope and hours per project (negotiated) = Fee Projects on an as-needed basis

v On-Premises Consultant • • • Client is Municipality Master Contract for Utility Coordination services Multi-Year contract (usually 3 -5 years) Negotiated Rates Task assignments per time period (i. e. 1 -3 months) • Employee(s) tied to that client solely • Employee(s) take direction from Municipality (an extension of their Staff) • On-Premises staff can work on multiple assignments

v Pros and Cons of Consultant UC Pros • Reduced work load of City staff • Cost effective (negotiate rates and scope) • Oversight responsibilities only • Can use multiple consultants if necessary Cons • Multiple firms to track • If consultant firm fails, City work will more than double (hire someone who can do the job and do it well!) • Loss of direct control

Review Question # 1 How important is Utility Coordination to the success of a project? A. Not necessary. B. Only required on urban projects. C. Only required when relocations are necessary. D. Absolutely essential for all projects in today’s world. Answer: Absolutely essential for all projects in today’s world.

Federal-Aid Utility Certification All Federal-aid projects require the submittal of a utility certification to confirm the appropriate and adequate coordination has taken place prior to construction. This utility certification is required for all projects, including those that don’t affect any utilities.

Utility Coordination Strategies: 1. Identify all utility owners with facilities on a project. 2. Communicate with owners and operators. 3. Coordinate with the utility early and often. 4. Cooperate with the utility. Relocation of utility only if needed. 5. Include details of arrangements in project documents. 6. Include location and contact

The Utility Coordination Process: When does the process begin? • Should begin during Concept/Planning Stage of a project. • As early as possible, and the earlier the better. • What do you need to know at this stage?

The Utility Coordination Process: What? Where? How?

The Utility Coordination Process: • • • What Where are pay they located? Within ROW or on do they have that may effect Who the major utility owners: public • facilities How much will relocation cost? Who will for relocations if necessary? private? the project? and private?

The Utility Coordination Process: How long does the process last? • From Concept / Planning Stage to Completion of Construction

The Utility Coordination Process: What does a Utility Coordinator do? • Manages Existing / Proposed Utilities • Negotiates utility work between project owner and utility owner • Manages Risk and Saves Money

The Utility Coordination Process: RISK MANAGEMENT TOOLS The Three C’s

FHWA has asked the State DOT’s that their Utility Coordination process adhere to the following terms… Early and Often Communication

Have you heard of the 3 C’s: • Communication • Coordination • Cooperation There is a 4 th C: • Commitment

Review question # 2 What does a Utility Coordinator do? A. Acts as liaison between utility owners and project owner/d B. Identifies all utilities on a project and analyses impacts. C. Negotiates time frames for relocations. D. All of the above. Answer: D. All of the above.

Review question # 3 FHWA recommends following the 3 ‘C’s. What are they? A. Communication, Condemnation, Condescension B. Communion, Cooperation, Commitment C. Communication, Coordination, Cooperation D. Communication, Coordination, Answer: C. Communication, Coordination, Contraction Cooperation

The Utility Coordination Process: RISK MANAGEMENT TOOLS The Three C’s Utility Impact Analysis

NYSDOT Utility Facilities Inventory Report Used to compile a list of utilities on a project together with inventory data.

Sample Conflict Matrix

Lets Relocate A Fiber Served Remote Terminal Multiplexer • This equipment is used to convert lightwave to electrical signal. • Requires a 40’ x 20’ Utility Easement 4 – 4” ducts • Serves approx. 3500 -4000 lines. • Relocate cost - approx. $250, 000 -$300, 000 • The Relocation time frame is greater than 180 days. • Easement acquisition add approx. 90 days to the process. 4 – 4” ducts 8 – 4” ducts

Utility Impact Analysis • • Identifies potential conflicts Compares existing utilities vs. proposed design Include overhead and underground utilities Prepare Conflict matrix Plans can be at any stage, best when drainage is on plans Utilities must be shown on plans Iterative process during design progression

How do you finalize the Utility Impact Analysis? § Identify all potential conflicts § Some conflicts are obvious (pole in roadway) § Some conflicts are not as obvious § Grade removed over utility line § Drainage crosses underground utility § You have options for conflict resolution § Contractor can handle during construction (could be costly) § Obtain data and mediate during design § Involves Risk Management

The Utility Coordination Process: RISK MANAGEMENT TOOLS The Three C’s Utility Impact Analysis Subsurface Utility Engineering

What happens when the plans for a project don’t show where underground utilities are actually located? Unreliable Utility Information Results in Damages Delays Change Orders $$$

Unreliable Utility Information affects … • Project Planning/Design • Project Funding and Construction Costs • Right of Way Acquisitions • Construction Delays • Health and Safety Risks

A Proven Solution: Subsurface Utility Engineering (SUE) Civil Engineering Geophysics Survey CADD and/or GIS SUE is a branch of Civil Engineering that involves managing certain risks associated with: • utility mapping at appropriate quality levels • utility coordination • utility relocation design and coordination • utility condition assessment • communication of utility data to concerned parties • utility relocation cost estimates • implementation of utility accommodation

SUE’s History 1982 – SUE was first developed – Traditional ways of dealing with utilities not working 1985 – First statewide contract with Virginia Department of Transportation 1991 – FHWA began promoting SUE 2002 – Standard Guideline was adopted by American Society of Civil Engineers 2012 – 35+ State DOTs using

Industry Standards and Guidelines ASCE Standard CI/ASCE 38 -02 Standard Guideline for the Collection and Depiction of Existing Subsurface Utility Data

Four “Quality Levels” define The SUE Process ASCE Standard 38 -02 SUE Quality Levels D, C, B, A

ASCE Quality Level D – “Records Research” Information comes solely from: • • Existing utility records Individual recollections Dial Before You Dig tickets Field review Public Service Commission Governmental Permitting Agencies Web based search

ASCE Quality Level C – “Field Research” Involves surveying visible above ground utility facilities, i. e. manholes, valve boxes, etc. Correlates survey data with existing utility records plans

Quality Level C is good for above ground, but what about underground? Telecom R. T. Location Sewer Water Power

ASCE Quality Level B – “Designating” of underground utilities (sometimes called “Locating” by contractors) Uses surface geophysical techniques to determine the existence and approximate horizontal position (designation) of underground utilities. Utilities are marked out using paint or flags for surveyor to pick up. Designation data is added to plans.

One-Call “Locating” vs. ASCE Quality Level B Designating One-call Mark Indicating Gas Line ASCE Quality Level B Mark Indicating Gas Line

One-Call “Locating” vs. ASCE Quality Level B Designating Water Line Location According to One-Call 7 if d ’ ce n e fer Actual Location Of Utility Found With Designatio n (Surveyed)

One-Call “Locating” vs. ASCE Quality Level B Designating • One-Call was not developed in accordance with CI/ASCE Standard 38 -02 • Not depicted on plans and signed by a Licensed Professional Land Surveyor or Engineer • Not backed-up by Errors & Omissions Insurance

Ground Penetrating Radar (GPR) Another tool in the tool box. Safe, non-invasive geophysical investigation method used to detect metallic, non-metallic, natural and manmade underground objects

3 D Ground Penetrating Radar (GPR) > > > Multi-frequency ground penetrating radar Provides depths estimates for utilities and other subsurface features Off-site data processing enables 3 D deliverable production

ASCE Quality Level A – “Locating” Using non-destructive excavating equipment at critical points to determine the precise horizontal and vertical position, type, size, condition, material, and other characteristics of underground utilities

The SUE Process Data Management: Uses the surveyed utility information obtained by Designating and Locating. Typically that data is incorporated into CAD or GIS. Activities include: • Updating existing utility drawings • Depiction on design plans • Creation of “composite” utility maps

SUE line styles and Quality Levels appearing on final plans

Utility Quality Level A Information plotted on Drainage Profiles.

Utility Quality Level A information plotted on earthwork cross sections.

Proven Benefits of using SUE is important because it has been proven to: Reduce damages Resolve conflicts prior to construction Avoid unnecessary utility relocations Save Money Save Lives

Risks of NOT Using SUE project delays extra work orders damage to utility facilities construction claims reduced safety for workers and public higher insurance costs redesign costs higher financing costs higher bids change orders traffic detours negative publicity

Total Risk for the Engineering Pool Decreases as Quality Level of SUE Increases DESIGN ENGINEER’S RISK POOL WITHOUT SUE REALLOCATION OF RISK WITHIN ENGINEERING POOL WITH SUE

SUE: Return on Investment Solution Purdue University Jan. 2000 Commissioned by Federal Highway Administration $4. 62 Return on $1. 00 Investment Estimated $1 B National Savings/Year A Proven University of Toronto Commissioned by Ontario Sewer & Watermain Contractors Association $3. 41 Return on $1. 00 Investment

Why Use Subsurface Utility Engineering? Plenty of existing underground utilities > Power > Telecommunications > Gas / Propane > Petroleum > Sanitary Sewer > Drainage > Steam > Water > Cable TV > Fiber Optic

Review question # 4 The use of Subsurface Utility Engineering. . . A. Should always involve a complete mapping of utility lines to quality level B throughout the entire project limits B. Should always involve the collection of quality level A locations throughout the entire project limits C. Should fit the needs of the project D. Both A B. Answer: C. and Should fit the needs of the project.

Review Question # 5 Quality level A. . . A. Is typically at a specific point on a utility line. B. Is the precise horizontal and vertical location of utilities obtained by actual exposure. C. Typically describes the highest quality level to be collected for the entire length of a utility line. D. Both A and B. Answer: D. Both A and B.

Review Question # 6 The use of Subsurface Utility Engineering on projects. . . A. Is recommended by FHWA. B. Is a proven solution to problems involving underground utilities. C. Is cost effective: $4. 62 return on every $1. 00 spent. D. All of the above. Answer: D. All of the above.

The Utility Coordination Process: RISK MANAGEMENT TOOLS The Three C’s Utility Impact Analysis Subsurface Utility Engineering Completing the Job

Preliminary Design Phases I-IV Utilities in the Design Approval Document A. Initial Utilities Inventory Report should be prepared. B. Major utilities must be considered in the selection of preferred alternative. C. Estimated costs of potential relocations should be considered in the development of project costs. D. All existing underground above ground utility facilities must be shown on preliminary plans.

Final Design Phases V&VI Utilities in Design Phase V A. Update Initial Utilities Inventory Report. B. Provide utilities with information (plans, profiles, staging, schedule, etc. ) for approved design alternative. C. All utilities must be shown on ADP’s, and provided to utilities to verify accuracy of plans. D. Coordinate with Structures Design and Construction Division if utilities are to be located on structures.

Final Design Phases V&VI Utilities in Design Phase V (cont. ) E. Utility facilities and landscape plantings need to be coordinated when relocations are involved. F. Utility Facility Relocations, Betterments, and/or Adjustments: Development of time schedules for utility work should be well under way or complete by Phase V. Betterment and/or reimbursement agreements should be processed.

Final Design Phases V&VI Utilities in Design Phase VI A. All Projects. • Disposition of Utilities must be shown on plans. • Final Utility Inventory must be completed and submitted. • Special Note, “Coordination with the Utility Schedule” must be provided. B. Projects with Utility Involvement. • Agreements: Utility Work Agreement(s), and other agreements, (Municipal, etc. ), and resolutions shall be completed and submitted

“Coordination with the Utilities Schedule” The most important of all project documents. • Provides in outline form, a narrative summary of all utility work associated with a project. • Describes proposed schedules, time frames, and parties responsible for utility work. • Is attached to and becomes part of all Utility Work Agreements, Betterment Agreements, Reimbursement Agreements. • Is included in Special Notes section of Project Proposal. • Is attached to Pre-letting Notices and Post Award Notices. • Provides legal basis for delay claims when schedules are not met for relocations resulting in contract delays.

Utility Schedules and Time Frames • • Negotiated with Utility Owners Agreed upon by all parties Look for alternatives to relocation Improvements done now can eliminate the need for repairs later. • Utilities need time to plan relocations and improvements, order supplies, hire sub-contractors, etc. • Keep utilities informed of project schedules and proposed work changes • Communication, coordination, and cooperation makes for commitment.

Pre-Letting and Post Award Notices • When letting date is firm, Pre-Letting Notice is sent to utility owners with facilities that are affected and require relocation. • Post Award Notice is sent immediately following project award and establishes start date for scheduled relocations. • “Coordination with the Utilities Schedule” is attached to both notices.

Sometimes the project is more consuming than you thought!

Utility Coordination during Construction • Utility Coordination continues during construction using the “Coordination with the Utilities Schedule” as a basis. • Contractor should hold regular meetings with utilities to discuss progress, identify problems and seek solutions. • The 4 C’s still apply. • Avoid the 5 th ‘C’! • Confrontation!!!!!

Review Question # 7 With regard to utilities, the most important document in the project is. . . A. The estimate of quantities. B. Title page of the plans. C. Coordination with the Utilities Schedule. D. Plan Index. Answer: C. Coordination with the Utilities Schedule.

Utilities are essential to our modern American way of life. Proper utility coordination is essential for any project to succeed.

Questions?

Contact Information Brian Mac. Vean, Project Manager, Syracuse Office 407 Cambridge Ave. , Syracuse, NY 13208 Ph. 315 -214 -4779 Fax: 315 -214 -5832 Cell: 315 -870 -4779 Email: brian. macvean@Cardno. com George Marleau, Utility Coordinator, Syracuse Office Cell: 315 -720 -3172 Email: george. marleau@Cardno. com Laura Clark, Business Development Manager 45 Lori Drive, Niskayuna, NY 12309 Cell: 518 -416 -3333 Email: laura. clark@Cardno. com