ROW Utilities Manual

1 ROW Utilities Manual September 2018. 2018 by Texas Department of Transportation (512) 463-8630 all rights reserved Manual Notice 2018-1. From: Gus Cannon, CTCM, Right of Way Division Director Manual : ROW Utilities Manual Effective Date: September 10, 2018. Purpose This revision is intended to update the Manual to match current requirements and procedures . Also, the Manual name is being changed from Utility Manual to ROW Utilities Manual . Changes Chapter 3: Updated Section 3 Texas Codes and Regulations . Chapter 5: In Section 6 Compliance with the UAR , clarified the consideration of exceptions. Chapter 7: Updated Section 2 Cost Estimate Methods and Categories . Updated Section 4 Buy America Guidelines . Added a new Section 5 Iron and Steel Preference Provisions in Improvement Contracts . Chapter 11: Updated Section 1 Invoicing and Payment procedures . Updated Section 2 Partial Payments . Updated Section 3 Final Billings.

2 Chapter 12: Updated Section 7 Economically Disadvantaged / Insolvent Utilities : . Renamed Section 14 Comprehensive Development Agreements to Alternative Delivery Project Agreements , and updated the section. Entire Manual : Made minor text changes. Added or updated form links & form names. Updated names of various ROW Division sections. Contact Charon Williams, EIT, CTCM, Right of Way Division Utility Portfolio Section Director, Archives Past Manual notices are available in a PDF archive. Table of Contents Chapter 1 Introduction Section 1 Utility Adjustment Overview .. 1-2. Utility Adjustment Flowchart .. 1-2. Transition Terms and Acronyms .. 1-2. Glossary of Terms .. 1-2. Utility Forms .. 1-2. Section 2 Overview of the TxDOT-Utility Cooperative Management Process .. 1-5. Introduction .. 1-5. Distribution of Responsibilities .. 1-5. Description of procedures .. 1-6. Parameters .. 1-7. Section 3 Liaison between TxDOT and Utilities .

3 1-9. General.. 1-9. General Accounting Office Report .. 1-11. Section 4 Fiscal Responsibility .. 1-12. Eligible Utilities .. 1-12. Section 5 Programming and Authorization.. 1-13. General.. 1-13. Right of Way Releases for Utility Work .. 1-13. Federal Project Authorization and Agreement (FPAA) .. 1-14. Utility Reimbursement Policies (Interstate Highways) .. 1-15. Utility Reimbursement Policies (US, State (TX), FM, and RM Highways) .. 1-15. Chapter 2 TxDOT-Utility Cooperative Management Process and Subprocess Section 1 TxDOT Utility Cooperative Management Process - The Process .. 2-2. Overview .. 2-2. Exchange of Preliminary Information: Annual Meeting - Process Activity I .. 2-2. Exchange of Project Specific Information: Initial Project Notification . - Process Activity II .. 2-3. Exchange of Project Specific Information: Preliminary Design Meeting . - Process Activity III .. 2-4. Exchange of Project Specific Information: Field Verification - Process Activity IV.

4 2-6. Design and Utility Construction Phase: Design Conference - Process Activity V .. 2-7. Design and Utility Construction Phase: Intermediate Design Meeting(s) . - Process Activity VI .. 2-8. Design and Utility Construction Phase: Final Design & Initial Construction Coordination Meeting - Process Activity VII.. 2-10. Design and Utility Construction Phase: Pre-letting Utility Meeting . ROW Utilities Manual i TxDOT 9/2018. - Process Activity VIII .. 2-11. Construction Phase: Utility Meeting After Award - Process Activity IX .. 2-12. Construction Phase: Utility Coordination Meeting During Project Construction . - Process Activity X .. 2-13. Section 2 Right of Way Utility Adjustment Subprocess - The Subprocess .. 2-15. Flowcharts .. 2-15. Released - Limited for Preliminary Utility Activities . - Right of Way Subprocess Activity I .. 2-15. Field Verification - Right of Way Subprocess Activity II.. 2-16.

5 Federal Project Authorization and Agreement (FPAA) . - Right of Way Subprocess Activity III (a) .. 2-16. TxDOT-LPA Right of Way Contracts - Right of Way Subprocess Activity III (b) .. 2-17. Right of Way Release - Right of Way Subprocess Activity IV .. 2-18. Alternate Procedure Approval from FHWA - Right of Way Subprocess Activity V .. 2-19. LPA Agreement to Contribute Funds - Right of Way Subprocess Activity VI .. 2-19. Request for Determination of Eligibility - Right of Way Subprocess Activity VII .. 2-20. District Approves Utility Consultant Contract - Right of Way Subprocess Activity VIII 2-20. Prepare Utility Adjustment Assembly for Approval . - Right of Way Subprocess Activity IX .. 2-21. Perform Utility Adjustment - Right of Way Subprocess Activity XI .. 2-23. Determination of Upper Limit - Right of Way Subprocess Activity XII .. 2-24. Utility Payment Process - Right of Way Subprocess Activity XIII.

6 2-25. Section 3 Memorandums of Understanding (MOU).. 2-27. Overview .. 2-27. Instructional Guide for the Utility Memorandum of Understanding.. 2-28. MOU-Introduction Section .. 2-29. MOU-The TxDOT-Utility Cooperative Management Process Section .. 2-30. MOU-Standards for Installation Section .. 2-30. MOU-Construction and Financial Considerations Section .. 2-31. MOU-Utility Coordination Steering Committee Section .. 2-32. MOU-Conclusions and Endorsements Section .. 2-32. Chapter 3 References for Utility Accommodation Section 1 Introduction.. 3-2. Legal Requirement Categories .. 3-2. Section 2 Federal Codes and Regulations.. 3-3. United States Code (USC) .. 3-3. Code of Federal Regulations (CFR) .. 3-3. National Electric Code (NEC) .. 3-3. National Electrical Safety Code (NESC).. 3-3. ROW Utilities Manual ii TxDOT 9/2018. Electric Deregulation Act .. 3-4. Buy America (FHWA, USC).. 3-4. Section 3 Texas Codes and Regulations.

7 3-5. Texas Administrative Code (TAC) .. 3-5. Transportation Code .. 3-5. Utilities Code .. 3-6. Local Government Code .. 3-6. Water Code .. 3-7. Natural Resources Code .. 3-7. Section 4 Related Policies and Guidance .. 3-8. References .. 3-8. Research on Eligibility .. 3-10. Chapter 4 Preliminary Planning Section 1 District Utility Cooperative Process Meetings .. 4-2. General.. 4-2. Annual Transportation Improvement Program (TIP) Meeting .. 4-2. Annual Meeting (Process Activity I).. 4-3. Utility Coordination Council Meetings .. 4-4. Initial Project Notification Meeting (Process Activity II) .. 4-4. Preliminary Design Meeting (Process Activity III).. 4-6. Section 2 Utility Location Investigations .. 4-8. General.. 4-8. Section 3 Preliminary Utility Adjustment Funding Determinations.. 4-9. Federal Utility Procedure (FUP) .. 4-9. State Utility Procedure (SUP) .. 4-10. Section 4 Initial Exchange of Design Data and Criterion.

8 4-11. General.. 4-11. Section 5 Requirements for LPA .. 4-13. Authority .. 4-13. Procedure .. 4-13. Chapter 5 Utility Considerations During Highway Design Section 1 Determination of Utility Impacts .. 5-2. Justification .. 5-2. Considerations .. 5-2. Section 2 Coordination .. 5-3. Objective .. 5-3. Procedure .. 5-3. ROW Utilities Manual iii TxDOT 9/2018. Section 3 Utility Engineering Contracts .. 5-5. Subsurface Utility Engineering (SUE) .. 5-5. Utility Coordination Contracts .. 5-6. Section 4 Utility Access, Corridors, and Strips .. 5-7. Access Rights.. 5-7. Utility Corridors .. 5-8. Utility Strips .. 5-8. Section 5 Combined Transportation Utility Construction .. 5-10. Procedure .. 5-10. Advance Funding Agreements (AFA).. 5-11. Section 6 Compliance with the UAR .. 5-12. Utility Accommodation Rules (UAR) .. 5-12. Section 7 Alternate Financial Assistance to the Utility .. 5-14. Overview .. 5-14. Section 8 Intermediate Design Meetings.

9 5-15. Overview .. 5-15. Section 9 TxDOT Assistance to the Utility .. 5-16. Overview .. 5-16. Section 10 Utility Design Considerations Related to Reimbursement .. 5-17. Overview .. 5-17. Coating and Wrapping of Utility Lines .. 5-17. Cathodic Protection of Utility Lines .. 5-17. Additional Thickness of Pipe.. 5-17. Spare Conduits or Ducts .. 5-18. Taller Poles .. 5-18. Joint Occupancy of Poles.. 5-18. Utility Facilities in Highway Structures .. 5-19. Existing Facilities Remaining in Place .. 5-19. New Location Considerations .. 5-20. Chapter 6 Utility Plans and Specifications Section 1 Initial Actions of the Utility .. 6-2. Use of Consulting Engineers by a Utility Company .. 6-2. Replacement of Utility Right of Way .. 6-5. Section 2 Utility Plan Preparation.. 6-6. Policy .. 6-6. Plan Requirements .. 6-6. Preparation of Utility Specifications and Proposals .. 6-7. Section 3 Use of Contractors on Utility Work.

10 6-9. ROW Utilities Manual iv TxDOT 9/2018. Establishing Need for a Contractor's Services .. 6-9. Utility Work in the Highway Contract .. 6-9. Chapter 7 Utility Cost Estimates Section 1 General Requirements.. 7-2. Overview .. 7-2. Section 2 Cost Estimate Methods and Categories .. 7-3. Reimbursable Cost Methods .. 7-3. Cost Estimate Categories.. 7-5. Materials and Supplies.. 7-5. Labor .. 7-6. Overhead .. 7-6. Transportation and Equipment .. 7-7. Right of Way .. 7-7. Traffic Controls .. 7-8. Salvage, Abandoned Facilities, and Removal of Materials.. 7-8. Credits .. 7-9. Betterments .. 7-10. procedures for Computing Elective Betterment Credit .. 7-11. Section 3 Contract Work and Consultants .. 7-13. Contract Work .. 7-13. Consultants .. 7-14. Section 4 Buy America Guidelines .. 7-15. Overview .. 7-15. Documentation Requirements for Buy America .. 7-16. Additional Consideration to Certification Methods.