CONDUCTING AN EFFECTIVE UTILITY PRE-DESIGN MEETING

1. CONDUCTING AN EFFECTIVE UTILITYPRE-DESIGN MEETING Vince Camp, District Two Utility Administrator Robert “Bobby” Ellis, District Three Utility Engineer Jerrold R. Whitt, Manager Special Projects, PBS&J

2. PRESENTATION CONTENT 1. MEETING PREPARATION 2. CONDUCTING THE MEETING 3. MEETING MINUTES 4. SUGGESTED IMPROVEMENTS

3. MEETINGPREPARATION 1. UAO – Should consider bringing your subcontractor or construction personnel. 2. Consider Use of Internet to send meeting notice and plans. (ie. FTP sites)

4. MEETING PREPARATION 3. Consider providing color plans for the meeting or markup using proper color codes for utilities and highlight special features that the UAO may over look: a. De-mucking /Contaminated limits on the cross sections b. Drainage features- Offsite retention basins, French drain , size etc. c. Signal features- mast arm vs. concrete strain, foundations sizes, height requirements, electrical service arrangements, interconnect cable-aerial vs. underground. d. Widening, large ditch cuts or fill sections, sheet piling gravity walls, ditch blocks, and MSE walls e. Landscaping ( Power lines vs. trees, & electrical and water service requirements) f. CONTROL ZONE

5. URBAN AND RURAL CONTROL ZONE

6. MEETINGPREPARATION • Review all subsurface utility information against the plan sheets. • Review R/W issues and maps : Replacement of Utility Easements (I e Subordination Agreements), Offsite improvements (Utility services to homes, businesses, backflow facility ,etc.) • Review Conflict Resolution info. Sheet or Matrix • Review and confirm that all plan sheets, drainage sheets, cross sections sheets, bridge details sheets, etc. show existing utilities properly labeled and identified.

7. MEETINGPREPARATION • Consider the possible number of Utility Agreements and the lead time to obtain an executed Agreement, if a UAO does not have a Master Agreement. NOTE: Website List existing Master Agreement with UAO’s.

8. UTILITY AGREEMENTS • Utility Work Agreement- At UAO and at Dept. Expense • Utility Work by Highway Contractor Agreement- At UAO / At Dept. Expense • Roadway Lighting System Maintenance Agreement • Highway Illumination Service Agreement • Utility Design by FDOT Consultant • Selective Utility Work Agreement • Joint Pole Use Agreements – (aka. Joint Use of Facilities ) * Resolutions- Local Government and Corporate

9. UTILITY AGREEMENTS • All Utility Office Forms and Agreements are available on the Department’s Internet Website. • Only the District’s Utility Office can negotiate the terms of the Department’s Utility Agreements.

10. Approximate Time Line for Agreement’s to be executed in District TWO by the UAO…………………… Counties and Cities- 1 to 2 months Local Private Companies- 1 to 1 ½ months Small Corporate Utility - 2 to 3 months Large Corporate Utility - 3 to 6 months UTILITY AGREEMENTS

11. CONDUCTING THE MEETING 1. The Designer should provide a brief overview of the project by highlighting special items…(I.e. MOT, deadlines for plans, environmental issues.) 2. Discuss possible Plan notes & T. S.P.’s dealing with Utilities (IE., any prior clearing & grubbing by the Roadway Contractor or UAO,). 3. Review the plans in the following order: Plan/Profile, cross sections and drainage structures, signals, traffic signals, and MOT. (Special Conditions/Constraints, including required Exceptions or DEP Conflict Manhole notices.) 4. Compile a List of attendees and people (FDOT, Utilities, Designer, etc.) and contact numbers (phone, beepers, cell, office, and fax with whom coordination may be required.

12. CONDUCTING THE MEETING 6. Discuss the Contractors Work Progression & Schedule and its possible effects on the utility owner ‘s Utility Relocation Schedules. • On projects with Bridges- Review Conduit locations within the structure. Note: The FDOT does not reserve conduits!!! • Review Pile Layout (Drilled vs. Driven) 2. Cranes vs. Barges 8. On WIM and REST AREA- Discuss Power Service, Phone Service requirements, Pay Phones

13. CONDUCTING THE MEETING 13. Document Action Items (IE., what needs to be done, when, by whom). 14. Document all Exception issues and DEP contacts regarding domestic water conflict issues and summarizes those who needs permits and agreements they will be executing. 15. Utility Pre-Design Minutes should be received by the Utilities within one week of the meeting.

14. SUGGESTED IMPROVEMENTS 1. Use E-mail & Internet Services for notices to expedite the process. 2. Major Project- Consider a website for Utility Owner to visit : Updated plans, Minutes from meetings with other UAO’s, Online questions and Answers. 3. Request UAO invite Utility Locating Service to Design Meeting.

15. SUGGESTED IMPROVEMENTS 4. Department should be sharing Underground utility survey information with UAO to update their data base for future locates. What do I mean?

16. Case Studies for Utility Coordination

23. CONSTRUCTION TECHNIQUES

26. DESIGN TECHNIQUES CADD Modeling

30. UTILITY WORK SCHEDULE

31. FPN COUNTY S.R.# FAP NO. STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION UTILITY RELOCATION SCHEDULE UTILITY AGENCY/OWNER NON-CONSTRUCTION ITEMS ESTIMATED CALENDAR DAYS CONSTRUCTION ITEMS ESTIMATED CALENDAR DAYS Prior to FDOT Project Construction During FDOT Project Construction Preliminary Material Procurement Right-of-Way Acquisition Other This document has been developed as the method for a Utility Agency/Owner (UAO) to transmit to the Florida Department of Transportation (FDOT), the Highway Contractor, and other right-of-way users, the location, relocation,adjustment, installation, and/or protection of their facilities, on this FDOT project. The following data is base on FDOT preliminary construction plans dated ______________. Any deviation by the FDOT or its contractor from the plans, as provided, may render this relocation schedule null and void. Upon notification by FDOT of such change, this utility may require additional days for assessment and negotiation of a new relocation schedule. This UAO is not responsible for events beyond the control of the UAO that could not reasonably be anticipated by the UAO and which could not be avoided by the UAO with the exercise of due diligence at the time of the occurrence. The UAO agrees to notify the Department in writing prior to starting, stopping, resuming, or completing work. During the project. The UAO shall locate their facilities within 48 hours of notice to their Representative _________________________________________, Telephone Number ___________________ This UAO’s Field Representative is _________________________, Telephone Number _________________ This document is a printout of an FDOT form maintained in an electronic format and all revisions thereto by the UAO in the form of additions, deletions or substitutions are reflected only in an Appendix entitled “Changes to Form Document” and no change is made in the text of the document itself. Hand notations on affected portions of this document may refer to changes reflected in the above-named Appendix but are for reference purposes only and do not change the terms of the document. By signing this document, the UAO hereby represents that no change has been made to the text of this document except though the terms of the appendix entitled “Changes to Form Document”. The form cannot be revised and any changes will be in the form of an Appendix named: “Changes to Form Document” Authorized Utility Agent: _______________________________ ________ (Signature) (Date) _______________________________ (Printed Name) Acceptance by District Utilities: ___________________________ ________ (Signature) (Date) _______________________________ (Printed Name)

32. FPN COUNTY S.R.# FAP NO. STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION UTILITY WORK SCHEDULE Utility Owner B. Special Conditions / Constraints What is this Section used for? This Section is used as a means for the utility to identify to the FDOT and its contractor those unique situations or conditions relating to their relocation project. Items identified in this Section should only be those conditions or situations that cannot be or are not covered in: • Section C ( Disposition of Facilities) • Standard Specification for Bridge & Highway Const • State Statute This Section should be completed after Section C

33. FPN COUNTY S.R.# FAP NO. What goes here ? All existing facilities that will be installed, adjusted or relocated, defined by location and type using station & offsets. Highway/utility MOT activity that relates to this work function Which FDOT, Utility activity that must occur prior to or during this work function Total days relating to activity include non productive days I.E. Weekend, …, etc. Activity relating to work station STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION UTILITY RELOCATION SCHEDULE Power Company C. Disposition of Facilities (List All Existing & Proposed) on Project: DESCRIPTION OF UTILITY WORK DEPENDENT ACTIVITIES M.O.T. PHASE NUMBER CONSECUTIVE CALANDER DAYS UTILITY FACILITIES by TYPE/ SIZE/ MATERIAL/ OFFSET TO BASELINE FROM STA. TO STA

34. FPN COUNTY S.R.# FAP NO. Turns to Cross SR xx at Sta 16+75, 15’ LT Remain in place N/A N/A N/A Meters at: • Sta 12+52, 18’Lt • Sta 13+45, 18’ Lt Hydrants at: • Sta 12+45, 17’ Lt • Sta 15+10, 18’ Lt Relocate to 25’ Lt “ Relocate to 25’ Lt Adjust & modify to final grade Prior to final grade “ Prior to FDOT construction None After filling ditch & prior to final grade N/A I II II 3 3 7 3 STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION UTILITY RELOCATION SCHEDULE UAO Name C. Disposition of Facilities (List All Existing & Proposed) on Project: DESCRIPTION OF UTILITY WORK DEPENDENT ACTIVITIES M.O.T. PHASE NUMBER CONSECUTIVE CALANDER DAYS UTILITY FACILITIES by TYPE/ SIZE/ MATERIAL/ OFFSET TO BASELINE FROM STA. TO STA Lt side of SR xx Pipe: 8” DIP-WM STA 12+00 to STA 15+00, 10-12’ LT STA 15+00 to 16+50, 12-16’ LT Remain in place Remove existing install proposed 8” DIP WIM to 23’ LT N/A Prior to installation of 18” RCP from S-3 to S-4, Removal after new facility in service N/A I N/A 35

35. FPN COUNTY S.R.# FAP NO. STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION UTILITY RELOCATION SCHEDULE UAO Name C. Disposition of Facilities (List All Existing & Proposed) on Project: DESCRIPTION OF UTILITY WORK DEPENDENT ACTIVITIES M.O.T. PHASE NUMBER CONSECUTIVE CALANDER DAYS UTILITY FACILITIES by TYPE/ SIZE/ MATERIAL/ OFFSET TO BASELINE FROM STA. TO STA LT side of SR xx Pipe: 8” DIP-WM • STA 12+00 to STA 15+00, 10-12’ LT • STA 15+00 to 16+50, 12-16’ LT Turns to Cross SR xx at Sta 16+75, 15LT Hydrants at: • STA 12+45, 17’LT • STA 15+10, 18’LT Meters at: • Sta 12+52, 18’ LT • Sta 13+45, 18’ LT N/A Remain in Place N/A Prior to installation of 18” RCP from S-3 to S-4, Removal after new facility in service. Remove existing Install proposed 8” DIP WM to 23’ LT I Remain in Place N/A N/A N/A Relocate to 25’ LT Prior to FDOT Construction Adjust & Modify to Final Grade After filling ditch and prior to Final Grading I Relocate to 25’LT Prior to final grading II

36. FPN COUNTY S.R.# FAP NO. STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION UTILITY RELOCATION SCHEDULE UAO Name C. Disposition of Facilities (List All Existing & Proposed) on Project: DESCRIPTION OF UTILITY WORK DEPENDENT ACTIVITIES M.O.T. PHASE NUMBER CONSECUTIVE CALANDER DAYS UTILITY FACILITIES by TYPE/ SIZE/ MATERIAL/ OFFSET TO BASELINE FROM STA. TO STA LT side of SR xx Pipe: 8” DIP-WM • STA 12+00 to STA 15+00, 10-12’ LT • STA 15+00 to 16+50, 12-16’ LT Turns to Cross SR xx at Sta 16+75, 15LT Hydrants at: • STA 12+45, 17’LT • STA 15+10, 18’LT Meters at: • Sta 12+52, 18’ LT • Sta 13+45, 18’ LT N/A N/A Remain in Place N/A Prior to installation of 18” RCP from S-3 to S-4, Removal after new facility in service. Remove existing Install proposed 8” DIP WM to 23’ LT I 35 Remain in Place N/A N/A N/A N/A Relocate to 25’ LT Prior to FDOT Construction 7 Adjust & Modify to Final Grade After filling ditch and prior to Final Grading I 3 3 Relocate to 25’LT Prior to final grading II

37. QUESTIONS?