SECTION 10 UTILITIES

Transcription

1 SECTION 10 UTILITIES Virtually every highway construction project in the State of New Jersey impacts utility facilities. The Designer shall examine and seek alternatives to minimize or eliminate the impact on utility facilities. NJSA 27:7-44.9, amended in 1983 requires the State of New Jersey to reimburse Utility Owners for utility facility work required as the result of a highway project administered by the Commissioner of Transportation. The treatment of utility facilities located within the existing or proposed highway right-of-way require coordination among the Project Manager, Designer, the New Jersey Department of Transportation Utility Design Engineer (UDE) and the Utility Owners. The responsibilities of the Designer and the UDE are as follows: A. DESIGNER: 1. Determine the location (horizontal and vertical) of all existing utility facilities within the limits of the work. 2. Determine conflicts and/or involvement with utility facilities. 3. Develop Schemes of Accommodation, and Utility Owner Design Authorization describing the work to be performed to accommodate each utility affected by the project. 4. Prepare Utility Plan, engineering text and supplemental specifications reflecting the approved Scheme of Accommodation and include utility facility information in the construction contract documents. 5. Coordinate all activities with the Project Manager. B. UTILITY DESIGN ENGINEER (UDE): 1. Participate with the Utility Owner and the Designer in developing Schemes of Accommodation. 2. Interpret applicable standards and policies and identify betterments. 3. Establish utility owner funding for both preliminary engineering and construction. 4. Review and approve Scheme of Relocation, Utility Owner Design Authorization, Engineering Text, Specifications, and Utility Plans. 5. Prepare Utility Agreements and process for execution. 6. Coordinate all activities with the Project Manager Scope Development Initial Contact The UDE, upon assignment of the project, will participate in the Scoping process with the Project Manager, and Department s Lead Design Units. During this process the proposed project will be reviewed to determine the effect on existing utility facilities

2 The UDE, will determine the owner of all existing utilities and railroad facilities within the project limits. The UDE shall send the Initial Contact Letter (Attachment 1) requesting the name, address, and telephone number of the owner's engineer assigned to the project. Establish Engineering Funding The UDE will make a reconnaissance of the project, estimate engineering costs to be incurred by the Utility Owners, advises the Project Manager, and requests utility engineering funding from Capital Program Coordination (CPC). (CPC will establish funding source: State, Federal, 3 rd Party, etc.) Prepare Utility Agreement Upon receipt of utility engineering funding approval, the UDE prepares Utility Agreements for each utility and transmits them to the Utility Owners for execution. The Agreement Transmittal Letter shall include the date of authorization for the owners to incur engineering costs. Verify Existing Utilities The Designer shall show the existing utilities on the base plans. Each Utility Owner shall verify that the information on the plans is accurate and will add the type, size, depth, operating restrictions and limiting factors imposed by highway construction. Preparation of the base plan shall include location of existing utilities obtained from field survey (poles, valves, manholes, pipeline markers, cable markers, etc.). In addition, the base plan Designer may use the services of a Subsurface Utility Engineering (SUE) firm to mark out (mains, duct banks, bury cables, etc.) while surveying the project in order to locate and indicate the underground utility facilities. The Designer shall supply two (2) sets of base plans indicating the utilities obtained from the survey information to each of the Utility Owners and request the Owner to verify its facilities and add facilities which are not shown on one set of the base plans to be returned to the Designer. NOTES: Base plan utility items may vary with individual project scope. Designer and Utility Owner shall determine the best method of communicating with each other (i.e., meetings, exchange of written correspondence, and/or electronic communication)

3 Develop Preliminary Relocation Cost Estimate The UDE will develop and provide a preliminary relocation cost estimate to the Project Manager at the conclusion of Scope Development. This estimate will be a forecast used to program utility relocation costs for funding

4 10.2 Design Development Identify Conflicts, Develop Schemes of Accommodation and Utility Owner Design Authorization. The Designer, with the assistance of the UDE assigned, will develop Schemes of Accommodation with each of the Utility Owners. (Note: The UDE is responsible for interpreting policies and procedures with respect to utility arrangements.) The Designer shall: (a) (b) (c) (d) Make every effort to avoid conflicts with utility facilities by modifying the design features above and below ground. Determine the effect of the proposed highway construction on the existing utility facilities. Develop Scheme of Accommodation (work may involve alternate schemes including profiles and cross sections where necessary). Applicable polices, regulations, Department and utility construction standards will effect the Scheme of Accommodation. Identify Conflicts Utility Accommodations are part of the overall design process. The Designer must identify potential utility facility conflicts as the project is developed and record them on the Utility Owner Design Authorization Document in the location and existing facility columns. Utility conflicts may occur in the vicinity of footings, drainage, excavation and embankment, structures, sign structures, traffic signals, highway lighting, guide rail and changes in horizontal and/or vertical alignment, noise walls. Conflicts may also occur with the placement and operation of construction equipment. The Designer should be cognizant of the possibility that utilities being designed by the Owners may conflict with each other. Develop Scheme of Accommodation The Designer, when developing Schemes of Accommodation, should take into consideration at least the following: temporary facilities safety issues (OSHA) de-energizing back feeding utility facility operational constraints constructibility issues highway lighting traffic signal facilities environmental permits easements and right of way maintenance of traffic items soil erosion and sediment control items work hour restrictions contaminated soil construction staging Utility excavation shall be included in the project analysis for soil erosion and sediment control. Utility work performed by the State s contractor requiring soil erosion control items, must be included in the State s overall contract. Utility work performed by the Utility Owner must include the owner s soil erosion control

5 Scheme of Accommodation drawings shall be color coded as follows: Red for existing facilities to be removed or abandoned. Yellow for proposed temporary facilities. Green for permanent facilities to be constructed for or by the Utility Owner. Blue for facilities to be constructed for or by the utility owner at its sole cost and expense. Utility Owner Design Authorization Authorization by a Project Engineer, Utilities, BURW for the Utility Owner to develop detailed plans and estimates for their work in accordance with the approved Scheme of Accommodation. The Document describes existing facilities in conflict and the proposed accommodation within the proposed project. Master Plan The Designer shall record the existing and proposed configuration of all utility facilities on a "master plan." The scale of the "master plan" will be large enough to detail the relationships between utility facilities. The "master plan" will provide visual assurance that underground facilities are not in conflict with each other and that utility poles are not in conflict with underground facilities. The "master plan" will be color coded as follows: Red for electric facilities. Yellow for gas facilities. Blue for water facilities. Orange for communication facilities. Purple for cable television facilities. Green for sanitary sewer facilities. Meet With Owners The Designer shall meet with the Utility Owners to finalize the Scheme of Accommodation and Utility Owner Design Authorization. The Designer shall invite the Project Manager and UDE to the meeting. It may be prudent to coordinate the underground and aerial utilities at separate meetings. The meetings should include an exchange of information consisting of the character of the proposed highway construction, utility construction standards, utility service requirements, etc., allowing refinement of the Scheme of Accommodations and Utility Owner Design Authorization

6 Approval of Scheme of Accommodation The Designer shall schedule a meeting with the UDE and Project Engineer, Utilities assigned to the project for approval of the Scheme of Accommodation and Utility Owner Design Authorization. The Designer shall forward to each Utility Owner: A. Approved Utility Scheme of Accommodation and Utility Owner Design Authorization. B. A set of the latest construction contract plans for reference. C. A request for the Utility Owner to prepare detailed plans and estimates for their work. Detailed Plan and Estimate The Designer shall maintain contact with the Utility Owners, furnishing them with additional highway construction information as required for the development of Owner Detailed Plans and Estimates. The Utility Owner will proceed with the preparation of the Detailed Plans and Estimates as required. Each Utility Owner should be requested to furnish the Designer with four copies of the Owner Detailed Plans and Estimates. The Designer in turn shall forward two sets of Owner Detailed Plans and Estimates to the UDE. When utility facilities are to be included as part of the State s overall construction project, the Designer shall prepare estimates for the work as well as the specifications and details to be included in the State s contract documents. A separate copy of this estimate shall be transmitted to the UDE for review. Upon receipt of the Detailed Plans and Estimates, the Designer shall review them for compliance with the approved Utility Owner Design Authorization and Scheme of Accommodation plan. The Designer will note deviations and obtain UDE approval before proceeding. Utility Plan, Contract Plans and Supplemental Specifications The Designer shall prepare utility agreement plan sheet/sheets indicating the following: A. Title Block. 1) Project description and agreement number assigned by UDE. B. Key Map

7 C. Plan indicating utility work. (1) Plan Scale shall be selected so that facilities may be clearly shown on the least number of plan sheets [one sheet utility plans are preferred]. (2) Plan Size (fold standard contract plan sheets sized 594 by 841 mm to an outside dimension of 216 by 356 mm), which includes a 15 mm wide margin along the left side. Smaller plans in a multiple of 216 by 356 mm are acceptable with prior approval of the UDE. (3) Overall project limits. (4) Individual utility items of work. (5) Existing roadways and bridges. (6) Proposed roadways and bridges. (7) Proposed and existing right-of-way lines. (8) Proposed "No Access" lines. (9) Existing owners' utility facilities. a. Size (diameter, voltage, pairs, etc.) b. Type of construction c. Depth-cover (if warranted) d. Test pit information (if warranted) e. Material f. Right-of-way parcels and easements (when required) g. Proposed drainage and sign facilities (if warranted) (10) Proposed utility facilities (temporary and permanent). D. Engineering text. (1) Description of each utility item to be constructed. (2) Schedule for the Utility Owner to perform the work. (3) Notes indicating order of work and advance work required where applicable. E. Color legend. (1) Green - proposed facilities (2) Red - facilities to be removed. (3) Yellow - temporary facilities. (4) Blue - betterment facilities (facilities at owner s expense) F. General notes. The letter of transmittal to the UDE shall contain a certification to the effect that: "The Scheme of Accommodation reflected in the documents is the most economical and feasible and conforms with law, Department policy, Department standards, utility owner policy and utility owner standards." Required documents for each Agreement to be submitted by the Designer at this time are as follows:

8 A. Utility Plan. Each Utility Agreement will require a reproducible and 16 colored and folded prints; Railroad Agreements will require a reproducible and 25 colored and folded prints or as directed by the UDE. B. Utility owners' Detailed Plans and Estimates. C. Two copies of supplemental specifications for the following: 1. Section Utility work to be performed by the owners. 2. All specifications for utility items to be constructed by the State's contractor. Contract Plans. The Designer shall show each Utility Owner s proposed facilities on the Contract Plans. Supplemental Specifications. The Designer shall prepare supplemental specifications indicating the following: a) General notes affecting the utility work. b) Generic description of each utility item of work. c) Schedule for the Utility Owner to perform the work. d) Notes indicating order of work and advance work required where applicable. Review Plans and Modify Utility Agreements. UDE shall review proposed construction plans and specifications to assure utility facilities are accommodated. UDE will prepare the Agreement Modification attaching the utility plan request budget approval by the Project Manager, and transmit copy to CPC requesting utility construction funding. Authorization for Utility Owner Construction After funding is secured from CPC the UDE will issue the Utility Agreement Modification authorizing the Utility Owner to perform its construction. Project Construction. UDE will assist the Resident Engineer with utility involvement, prepare Agreement Modifications, request funding and issue Agreement Modifications for utility construction as necessary. Project Close-Out UDE shall inspect the project after construction to determine that all utility construction work is complete, prepare final Agreement Modifications and Department Actions to close the utility portion of the project

9 Attachment 1 - Utility Accommodation Policy

10 INITIAL CONTACT LETTER Date Utility Contact Name Utility Contact Title Utility Owner Name Utility Owner Address RE: Route (1953), Section Project Description Project Location Utility Designer Company Name Company Address Designer Name Designer Telephone Number Dear Utility Contact: The New Jersey Department of Transportation (NJDOT) has engaged us to develop contract plans and specifications for (subject project, brief description of the project, project limits, and anticipated advertising date if known). In accordance with NJDOT Utility and Railroad Steps of Procedure, our preliminary investigation disclosed that (name of utility owner) is franchised to operate within the proposed project limits and may have facilities affected by the State's proposed construction. Should you have existing or proposed plant within the project limits, it is necessary for us to verify your facilities and enter into engineering dialog with (name of utility owner). Please complete the following questionnaire and return to us by (Date ) ( ) ( ) ( ) Owner Engineer to be contacted is: Name Title Address Telephone Number We DO HAVE existing facilities within the project limits. We DO NOT HAVE existing facilities within the project limits. ( ) Other (Owner comment)

11 Page Two Questions concerning this matter should be directed to. Thank you for your cooperation in this matter. Sincerely, Designer Name Designer Title Attachment Copy to: Manager, Utilities Bureau of Utilities and Right of Way

12 ENGINEERING FUNDING REQUEST NEW JERSEY DEPARTMENT OF TRANSPORTATION MEMORANDUM To: From: Chief, Bureau of Program Coordination Manager, Utilities Phone: Date: Subject: Utility Engineering Programming Request Listed hereunder are the estimated costs for Utility Owner Engineering, relocation and/or rearrangement as required by the subject project: AGREEMENT NO. UTILITY OWNER ESTIMATED COST ENGINEERING

13 Page Two Total Estimated Cost We will develop and enter into a Engineering Agreement with the above Utility Owners and request funds for construction at a later date. Construction by the owners will be authorized by a construction authorization (Agreement Change Order) issued by us after construction funding is authorized. It is anticipated that relocation of facilities will be accomplished by State's contractor under, and chargeable to, the project's construction contract account. Said relocation costs are not included herein. The construction costs shown are for construction engineering and inspection. Will you please initiate programming for the above Engineering for Utility Reconnaissance and Plan Preparation with the Department and/or Federal Highway Administration at your earliest convenience. The project's design is currently underway and therefore Engineering costs are anticipated immediately. (Railroad/Utility) Engineering has previously been programmed and is being funded under Item of the 19 and Federal Project No.. No (railroads/utilities) are involved in this project. Any questions pertaining to this matter should be directed to Mr. of this office at ( ). FMIS Form T-AC-1643 is attached. Attachment c:, Project Manager

14 AGREEMENT TRANSMITTAL LETTER Date: Mr./Mrs./Miss/Ms. Re: Dear Mr./Mrs./Miss/Ms. : Enclosed herewith are three (3) copies of proposed Utility Agreement covering the understandings between the State of New Jersey and the for the design engineering and subsequent construction authorization of facilities in connection with construction of the above referenced project. Will you please take the following actions: Have two copies of the Agreement signed, attested to and embossed with your official seal affixed. Type or print the name and title of the signer and attestor beneath each signature on the Agreement. Prepare a resolution authorizing execution of this Agreement. Said resolution must identify the signer of the Agreement by name. Return two (2) signed copies of the Agreement to this office. The third copy is for your files. Remit your check in the amount of $ payable to the New Jersey Department of Transportation covering Betterment costs included in State s Contract. Please do not date the Agreement, it will be dated upon execution by the Department. Please be advised that Owner Engineering charges for the subject project have been approved as follows: A. Estimated cost B. Capital Construction Program Year Number C. Effective date for Engineering

15 Page Two Engineering costs include design, plan preparation, meetings, contract administration, consultant fees, tests pits and any other effort on your part necessary to accommodate the project. The Designer will forward to you the approved Utility Owner Design Authorization with a schematic drawing indicating the location of your existing and proposed facilities, and the current proposed highway plans to assist you in developing. A. Owner plans. B. Owner cost estimates. C. Preconstruction notice time D. Estimated construction time to accomplish your proposed work. Upon completion of your plans and estimates, please forward 4 complete sets to the Designer so that they may prepare the Utility Plan, State Contract Plans, and Specifications, which must include your existing and proposed facilities. The Utility Design Engineer will prepare a construction modification to this Agreement to cover the rearrangement of your facilities necessitated by the proposed project. The State will accept billing for engineering as soon as Utility Agreement is fully executed. Invoices containing engineering charges should include reference to the Agreement number and this letter. Thank you for your cooperation in this matter. Sincerely, Manager, Utilities Bureau of Utilities and Right of Way Enclosures c:

16 UTILITY OWNER DESIGN AUTHORIZATION UNDERGROUND ACCOMMODATION PROJECT DESCRIPTION UTILITY OWNER (Facility Type) Agreement No. Sheet No. of LOCATION Length of Route or Road Name Station and Offset Right or Left EXISTING FACILITIES Length of main or conduit from beginning station to ending station; size, type of material, class of service. PROPOSED ACCOMMODATION TEMPORARY AND PERMANENT State what is to be constructed, lowered, etc, using the terms at left. State what is to be removed and/or abandoned. REMARKS Reserved for comment and/or approval by DOT Project Engineer. Repeat as Needed Indicate as above. Indicate as above. General Notes: 1. Who is doing the work? 2,. How are services being handled? 3. Is the work in kind or betterment? Other Issues to Address: 1. Environmental permit restrictions on when accommodation work can be performed (i.e. work in a stream). 2. Time of year and/or day restrictions on when accommodation work can be performed (i.e. transmission gas main in winter). 3. The effect of staging on the accommodation. 4. The effect of highway grades on the accommodation

17 UTILITY OWNER DESIGN AUTHORIZATION AERIAL ACCOMMODATION PROJECT DESCRIPTION UTILITY OWNER (Facility Type) Agreement No. Sheet No. of LOCATION Route or Road Name. Station Right or Left and Pole # to Station Right or Left and Pole #. Repeat as Needed. EXISTING FACILITIES Aerial plant length from beginning station to ending station. Wire size, type of material, class of circuit. Indicate as above PROPOSED ACCOMMODATION TEMPORARY & PERMANENT State what is to be constructed, lowered, transferred, etc, using the terms at left. State what is to be removed. Indicate as above. REMARKS Reserved for comment and/or approval by DOT Project Engineer. General Notes: 1. Who is doing the Work? 2. How are services being handled? 3. Is the work in kind or betterment? Other Issues to address: 1. Clearing site/tree trimming. 2. Time of year and/or day restrictions on when accommodation work can be performed (i.e. electric transmission lines in summer). 3. The effect of staging on the accommodation. 4. The effect of highway grades on the accommodation

18 CONSTRUCTION FUNDING REQUEST NEW JERSEY DEPARTMENT OF TRANSPORTATION MEMORANDUM TO: FROM: Chief, Bureau of Program Coordination Manager, Utilities DATE: PHONE: SUBJECT: Construction Funding Request Enclosed (is one copy each) (are two copies each) of the proposed Utility Agreements required as a result of the construction of the above referenced project. The Agreements are as follows: AGREEMENT/ MODIFICATION NO. COMPANY/ MUNICIPALITY ENGINEERIN G CONSTRUCTION AUTHORIZATION COST AGREEMENT TOTAL Total Estimated Cost

19 Page Two Amounts shown are for costs incurred by the. Utility facilities will be relocated/rearranged and funded as part of State's contract. Said construction costs are not included herein. Utility Agreement Nos. cover utility relocation work that will be performed by the owners and reimbursed by the State under the terms of their respective Agreements. Utility Agreements Nos. reflect facility relocation work that will be performed and paid for under the State's construction contract. Only the Utility owner's plan review, inspection and/or field services costs are being funded by the Utility Agreement. Utility Agreement Nos. indicate that certain work will be performed for the Utility owner by State's contractor at Utility owner's sole cost and expense. The cost of said work is not included herein. Utility Agreement Nos. indicate that certain work will be performed by State's contractor for the Utility owner at State expense. The cost of said work is to be funded under the construction contract account and is not included in this funding request for the Utility Agreements. Utility Agreement Nos. are "no-conflict" Agreements and do not require any construction funding. Utility Agreement No. will require an additional Engineering appropriation of $ in order to adequately fund the Agreement. Previous authorization was under Item of, and Federal Project No.. Railroad Agreement RRA- covers railroad engineering, flagging and inspection costs that railroad will incur as a result of this project. No railroads are involved in this project. The drafts of the Construction Modification to the Agreements are being forwarded for your review and appropriation of the funds required to progress the relocations and/or construction services. The estimated total for the Agreements is $. Of this amount, $ is for Engineering which has been previously funded under Item of the, and Federal Project No.. Federal participation is now being requested for $. Copies of the executed Agreements will be furnished you upon execution by the Commissioner of Transportation. Enclosures c:, Project Manager