Utility Manual

Utility Manual July 20, 2018 Contents 1. Introduction ............................................................................................ 5 1.1 General ............................................................................................ 5 1.2 TDOT Contact Information ............................................................ 6 1.3 Commonly Used Abbreviations ...................................................... 7 2. Accommodation Utilities within Highway Rights-of-way - Permits ..... 8 2.1 Accommodation Rules .................................................................... 8 2.2 Permit Applications ........................................................................ 9 2.2.1 Special Permits ......................................................................... 10 2.2.2 General Agreement ................................................................... 10 2.2.3 Application Submittals.............................................................. 11 2.3 Permit Review ............................................................................... 11 2.4 Permit Inspection .......................................................................... 13 2.5 Additional Permits Required ........................................................ 14 2.5.1 Local Agency Permits ........................................................... 14 2.5.2 Environmental Permits .......................................................... 14 2.5 Checklist ....................................................................................... 15 3. Utility Coordination on Projects with Right-of-Way (ROW) Plans .... 18 3.1 Early Notification ......................................................................... 18 3.1.1 Distribution of Early Notification Letter to the Utility (Headquarters Office) ........................................................................... 18 3.1.2 Utility Responses (HQ) ......................................................... 18 3.1.3 Incorporation of Responses into Plans (HQ) ........................ 19 3.2 ROW Phase ................................................................................... 19 3.2.1 Distribution of ROW Plans to Utilities (Region) .................. 19 3.2.2 120-Day Reminder (Region) ................................................. 19 3.2.3 120-Day/165-Day Utility Response (Region) ....................... 20 2 3.2.4 Processing Consultant Engineering Requests (Region/HQ) .. 20 3.2.5 Processing Utility Responses to ROW Plans (Region) .......... 22 3.2.6 Relocation Contract Generation (HQ) ................................... 24 3.2.7 Detailed Construction Plans Submittal .................................. 26 3.2.8 Authorizations for Utilities to Go To Work (Region) ............ 28 3.2.9 Utility Certification (HQ) ...................................................... 28 3.3 Construction Phase ........................................................................ 29 3.3.1 Preconstruction Meeting (Region) ......................................... 29 3.3.2 Fining Utilities Who Failed to Meet the Deadline ................. 29 4. Utility Coordination on Projects without ROW Plans .......................... 30 4.1 Early Notification .......................................................................... 30 4.2 Letting / Utility Certification (HQ) ................................................ 30 5. Railroads ............................................................................................... 31 5.1 Introduction .................................................................................... 31 5.1.1 Railroads within the State of Tennessee ................................ 32 5.1.2 Types of Railroad Involvement ............................................. 34 5.2 Railroad Coordination Process ...................................................... 52 5.2.1 Distribution of Preliminary Plans .......................................... 52 5.2.2 Multi-Modal Studies .............................................................. 56 5.2.3 Distribution of Right-of-Way Plans ....................................... 58 5.2.4 Force Account Estimate (FAE) .............................................. 59 5.2.6 Special Provisions 105C (SP105C) ....................................... 60 5.2.7 Agreement Execution ............................................................ 62 5.2.8 Supplemental Agreements ..................................................... 71 5.3 Safety Projects ............................................................................... 73 6. Invoicing ............................................................................................... 77 Utility Manual 3 6.1 Utility Invoices (Region) .............................................................. 77 6.1.1 Receiving Invoice ................................................................. 77 6.1.2 Setting up the Purchase Order ............................................... 79 6.1.3 Creating the Receipt .............................................................. 80 6.1.4 Creating the Voucher ............................................................ 80 6.2 Railroad Invoices (HQ) ................................................................. 82 4 1. Introduction 1.1 General The purpose of this publication is to establish a procedure governing the adjustment, installation and relocation for Utilities involved in State right-of-way acquisition. This publication is for the use of Department personnel as well as public and private Agencies affected by highway construction. This publication cannot cover every circumstance that may occur during utility relocations. It is intended to provide general policies and guidelines for resolving special circumstances that are encountered. Each special circumstance will be evaluated on a case-by-case basis; the Department is committed to negotiate a fair and equitable resolution based on governing regulations and case histories. The responsibility for utility negotiations has been placed upon the Department’s Right-of-Way Division. The Utility Section is directed by the State Utility Coordinator under the supervision of the Right-of-Way Director. Utility Manual 5 1.2 TDOT Contact Information See: https://www.tn.gov/tdot/right‐of‐way‐division/utilities‐office/utilities‐ office‐staff.html 6 1.3 Commonly Used Abbreviations ASA: Administrative Services Assistant CADD: Computer Aided Design and Drafting COC: Certification of Consultant FHWA: Federal Highway Administration HQ: Utility Headquarters Office IRIS: Integrated Right-of-Way Information System MOU: Memorandum of Understanding MUCES: Modified Utility Consultant Excel Spreadsheet MUES: Modified Utility-item Excel Spreadsheet POA/POC: Point of Accountability and/or Point of Contact PPRM: Program/Project/Resource Management System Region: Regional Utility Office ROW: Right-of-Way TDOT: Tennessee Department of Transportation Utility Manual 7 2. Accommodation Utilities within Highway Rights-of-way - Permits 2.1 Accommodation Rules Promulgated Chapter 1680-6-1 Rules and Regulations for accommodating utilities within highway rights-of-way (Utility Rules and Regulations) and subsequent Utility Instructional Bulletins (UIB) will be used to evaluate and approve utilities and individuals seeking a permit for installations on State Highway rights-of-way. Regional Utility Office Coordinators process the Utility Permits submitted for their respective region. If a permit crosses regional lines, generally more than 1000 feet, both regions will review and issue permits in the respective region. Both Regional Utility Coordinators will consult and issue such permits as they determine. Any exception to the Rules and Regulations the Regional Utility Coordinator will submit to the State Utility Coordinator for approval. This includes any installations within Freeways (Control access). As well any questions or concerns regarding accommodation will be coordinated between the Regional Utility Coordinator and the State Utility Coordinator. The Regional Director can override any Utility Accommodation permit by signing approval of the permit application. This may be for the installation of utility facilities longitudinally under roadway pavement, or the open trenching of a state route where an adequate detour may be available, or any other condition that they deem warranted which is an exception to general practices for utility permit approvals. 8 2.2 Permit Applications There are three types of Permit Applications: 1.) INDIVIDUAL Permit Application A single occurrence utility permit application from an agency providing utility services to the public. 2.) GENERAL AGREEMENT Permit Application A utility permit application from an agency providing utility services to the public which has an active executed General Agreement on file with the Department. 3.) PRIVATE LICENSE Permit Application A utility permit from an individual or company that does not provide utility services to the public. The consideration for such permits would be: ‐ Property owner(s) who has property rights on property separated by State highway Rights-of-way. Such requests would be to provide a conduit from one side of the ROW to the opposite side of the ROW to provide for communication cable, waterline, sewer line, electrical connection. Generally this will be limited to underground installations. ‐ Property owner whereby existing essential services (water or sewer) have been disrupted (well dries up, well fouled, septic system fails and cannot be

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