BEST PRACTICES FOR MANAGING YOUR UTILITY PORTFOLIO. Charon Williams, E.I.T., CTCM Timothy Kirkpatrick

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1 BEST PRACTICES FOR MANAGING YOUR UTILITY PORTFOLIO Charon Williams, E.I.T., CTCM Timothy Kirkpatrick October 11, 2017

2 Overview Utility Accommodations Strategy Tools and Resources Update - Buy America Requirements Current Initiatives and Best Practices Q&A 2

3 Utility Accommodations Strategy: A M A Avoid Minimize Accommodate 3

4 ROW Line Utility Accommodations Strategy: A M A CL Roadway Avoid Example

5 ROW Line Utility Accommodations Strategy: A M A CL Roadway Minimize Example

6 ROW Line Utility Accommodations Strategy: A M A CL Roadway Accommodate Example

7 Tools Notice of Proposed Construction 7

8 Tools Notice of Required Accommodation 8

9 Tools Master Utility Agreement 9

10 Resources Available Contracts UACV Utility Accommodation Coordination and Verification Demolition and Disposal 10

11 Update Buy America Requirements 11

12 Buy America Compliance - Foundation Set forth in both the 23 USC 313 and 23 CFR Requires that all contracts eligible for assistance under this chapter for a project carried out within the scope of the applicable finding, determination, or decision under the National Environmental Policy Act of 1969 (42 U.S.C et seq.), regardless of the funding source of such contracts, if at least 1 contract for the project is funded with amounts made available to carry out this title. 12

13 Buy America Compliance Buy America Compliance Is Not Optional Utility work that qualifies for reimbursement, based on compensable property interest, cannot be excluded from Buy America compliance requirements 13

14 Buy America Compliance Minimal Allowance Non-domestic iron and steel materials may be used provided the cost of such materials does not exceed one-tenth of one percent (0.1 %) of the individual Utility Agreement amount, or $2,500.00, whichever is greater. 14

15 Buy America Compliance Guidance - ORIGINAL Certain utility structures and component materials, when composed of more than 90% steel or iron by weight, are subject to BUY AMERICA compliance: 15

16 Buy America Compliance Guidance - ORIGINAL Poles, cross arms, structural support members Towers and girders comprising transmission towers & stand-alone structures Conductor support cables High-strength bolts used as anchor bolts and anchor rods Iron or steel baseplates Encasement pipes, pipes and valves Rebar & other reinforcing iron/steel for all cast-inplace and precast installations Conduit and ducting Fire hydrants Manhole covers, rims, and drop-inlet grates 16

17 Buy America Compliance Revised Guidance Effective June 19, 2017 **Adds** Certain utility structures and component materials, when composed of 100% steel or iron, are subject to BUY AMERICA compliance: Assembly Materials (miscellaneous steel) Attachment materials Housing encasements Fittings Miscellaneous electronics Miscellaneous hardware 17

18 Buy America Process & Procedure Considerations Design phase engineering & consideration for compliance concerns. Verification of documentation and materials prior to installation. Reimbursement procedures detailed in the ROW Utility Manual, with consideration for lump sum. Early identification of materials subject to Buy America and other compliance considerations. Review and revision of documentation standards to meet Buy America requirements. Communication extending the compliance requirements to third-parties and design engineering firms. Communication standards for identifying Buy America requirements on the cost estimate and through purchasing procedures internal and external to the utility industry. 18

19 Current Initiatives and Best Practices Current Initiatives and Best Practices Revised & updated the ROW Utility Manual & TxDOT eforms Revising forms and required documentation for Buy America certification Implemented a statewide training program TxDOT Top down approach from ADM to the utility coordinators Utility Industry Scheduling onsite training with utility companies statewide. Engineering Firms & Third-Party Scheduling onsite training with engineering firms and other third-party organizations. Implementing program status & KPI reporting through dashboards 19

20 Current Initiatives and Best Practices Current Initiatives and Best Practices (Continued) Electronic submittals (ROW_Utility Implementing risk & control based tools to aid in the decision making affecting overall utility adjustments statewide. Lump sum vs. actual cost agreements Developing a certification program with utility companies to monitor & periodically test processes for reimbursement to ease the reporting requirements for reimbursements. Reviewing & assessing the impact of SB1289 & other emerging impacts on compliance. 20

21 Questions? 21

22 Thank You Contact Information Charon Williams, E.I.T., CTCM Tim Kirkpatrick Utility Portfolio Director ROW Division (512) Auditor Utility Portfolio Section ROW Division (512)