Work Plan Development Mike Hoy Utility Engineer INDOT

Work Plan Development Mike Hoy Utility Engineer INDOT June 22, 2016

Outline n Learning objectives – why work plan? n n What are the recent updates? n n Top five reasons why a work plan is important Target date, signing first or second page, emergency contact, pre-construction & post construction activity, etc. Work plan development (Process): Preparation, review, revision & approval n Practical exercise 2

Why is a Work Plan Important? 1. Because it is the law! n 105 IAC 13 -3 -3 (b) (1): A work plan shall be submitted whether or not any facility relocations are required. n It is not a matter of opinion or an option, it is the law. n Utilities are obligated to submit their work plans to accommodate a highway improvement project.

Why is a Work Plan Important? 2. Because it focuses on deliverables: n n n Target out of conflict date Pre-construction schedule Construction schedule Relocation drawing Cost estimate Proof of property interest

Why is a Work Plan Important? 3. Because it is a signed commitment/contract n A work plan is a signed commitment by a utility to accurately relocate its facilities on schedule. n Projects are let based on information obtained from utility work plans. n A utility may be held accountable, for utility related delay claims.

Why is a Work Plan Important? 4. No surprises during construction: n Work plan is a major tool to avoid surprises during construction. n The utility team shall demonstrate due diligence in reviewing & approving work plans. n Last chance before construction stage!

Why is a Work Plan Important? 5: Because we use the work plan as an input: n Utility risk management report n Gantt chart n Utility special provision n Utility coordination certificate

A tool for resolution of scheduling & location conflicts

Preamble n n 105 IAC-13 -2 -19: Work plan is defined as a plan of the utility to carry out facility relocation to accommodate an improvement project. Use preliminary final project plan (Stage 3/90%). Prepare and send letter Request Work Plan. Use the most recent work plan template. Go to the INDOT website.

When is a Work Plan Due? n n Sixty (60) days for a minor project; and One hundred twenty (120) days for a major project. An additional thirty (30) days will be allowed to furnish the work plan if coordination is required with another utility or utilities. If a work plan is not received on time: Contact the authorized representative and notify the oversight agent.

Work Plan Revision n n Non-compatible work plans shall be returned to the utility immediately. The utility shall submit a revised work plan within 30 days. If the revised work plan is not compatible, the UC will prepare an alternate work plan. The utility shall accept/make changes to the alternate plan within 30 days. 11

Section 1: General Information 12

General info……continued 13

General info……continued 14

Section 2: Location info. 15

Section 3 & 4 n Property interest & work in contract 16

Section 5: Pre-construction 17

Section 6: Construction 18

Section 7, 8, & 9: Attachments $500, 000. 00 (Not Reimbursable) 19

Work Plan Review n Ensure each work plan is compatible with: n n INDOT permit requirements (waterway, wetland, Rule 5 erosion control, etc. ) n The project plans n The construction schedule n Other utility relocation work plans n Project’s NEPA doc & Summary of Commitments Ensure the relocation scheme and cost for compensable work is reasonable 20

Section 10 & 11: Approval 21

Work Plan Approval Letter n n n Relocation permit to occupy public right-of-way. Notice to proceed with preconstruction activities. In rare cases a notice to proceed with construction activities. 22

Work Plan Addendums: n n Addendums can either be INDOT initiated or utility initiated. A utility shall submit a revised work plan with a new cost estimate (if reimbursable). The utility coordinator shall review the addendum; and send it to the approval of the oversight agent. If an addendum is required during construction, the PE and the contractor need to be active in developing a viable solution (final copies provided). 23

Work Plan Addendum Letter n n n What is the change of work? What is the cost? Who is paying for it? What is the impact on construction schedule? Revise exhibits to executed agreements, if reimbursable. 24

Letter AWP Addendum n n No payment for additional work without prior approval. Any change of work needs an approved work plan addendum.

Notice to Proceed n n Does the work of the utility depend on the schedule(s) of other utilities? Are all the parcels needed by the utility acquired, ROE obtained? Is the right-of-way cleared from trees & other obstructions, staked? Does the work of the utility depend on the INDOT contractor? 26

Any Questions? Thank You