PURPOSE
The purpose of this procedure is to provide guidelines for coordinating the required relocation or removal of any utility structures (pipes, cables, poles, etc.) impacted by the planned construction project.
REFERENCES
N/A
RESPONSIBILITIES
Project Engineer (PE): It is the PE’s responsibility to review all available utility maps of the site with the Project Manager (PM) and identify the existing utilities. Where utility interference occurs, the PE should look at possible design and alignment alternatives to avoid utility interference. If interference with utilities can be avoided without compromising the integrity of the project or without undue additional construction costs, the alternate alignments should be incorporated. If utility conflicts are particularly extensive or complicated (i.e., street widenings or realignments), the PE may contact the Utility Coordination Section (UCS) of the Project Award and Control Division (PAC) at about the 50% completed plans stage of the project. The UCS can send out a “Preliminary Notice” to utility companies impacted by the project, provide them with the preliminary plans and schedule, and request the latest as-built plans. The PE is responsible for coordinating, tracking, and reporting to the PM the status of site utilities from conception to completion of the project. Any utility delays that may adversely impact the project must be clearly communicated to the PM. The PE can request assistance from the UCS of the PAC at any phase of the project.
Project Manager (PM): The PM tracks the impact of utility relocations or removals on the project and reviews the 50% complete plans. The PM also notifies the UCS when the plans are 90% completed and delivers the plans to the UCS for the First Utility Notice. (Typically, the PM should submit one set of the Civil Drawings, a hard copy and an electronic version in portable document format (PDF) for storage. UCS will then review and request additional copies from the PM to include with the First Utility Notice). The PM is responsible to schedule and conduct the Pre-Bid Meeting and instructs the Contractor and utility companies to coordinate their work and report all delays. The PM is responsible to schedule and conduct the Pre-Design Meeting and the Pre-Construction Meeting with assistance from UCS.
Construction Manager (CM): The CM is responsible for overseeing utility work between the Contractor and utility companies during the construction phase. The CM must also notify UCS immediately upon discovery of any unidentified utilities and work with UCS to resolve any utility issues during construction of the project.
Project Award and Control Division (PAC), Utility Coordination Section (UCS): UCS is responsible for utility notifications (mailing Preliminary, First, Second and Third Notices to utility companies). UCS prepares the Summary of First Notice Replies to be included in the project’s bid package. UCS assists the PM in resolving any utility problems that arise during the pre-design, design, and construction phases (such as identifying unknown utility structures or contacting the appropriate utility representatives) of the project, and if required, assist PM/CM in issuing Removal Orders to utility owners.
Utility Companies: Utility companies are responsible for reviewing and identifying utility conflicts and related relocation or removal of their facilities based on the project plans submitted to them, to provide as-built drawings of existing utilities, and to promptly respond to the Preliminary, First, Second, and Third Notices. A representative from all affected Utility companies should attend the Pre-Construction and Construction Field Meetings as necessary to coordinate their work with the PM, the PE, and the CM during advertising and with the Contractor during construction, if their facilities are impacted by the project. It is the utility company’s responsibility to meet the project schedule to remove or relocate existing utilities. If any underground facilities are not marked when the Contractor calls for underground service alert (Dig Alert) and the Contractor damages the facilities, the utility company will be responsible to repair and pay for any delay claims by the Contractor. If the utility facilities are properly marked within 18 inches of the actual location, the Contractor is responsible to protect them in place. If the Contractor damages any properly marked facilities, the Contractor is responsible to pay for all damages and repairs per Government Code Section 4216.
PROCEDURE
At the start of pre-design, the PM and PE visit the site and review all available substructure maps and surveys to identify all existing utilities and analyze any complicated or extensive utility issues. All utility-related items that may negatively impact the project are discussed.
If there are any complicated or extensive utility issues to be resolved, the PE then works with UCS to contact the affected utility companies by issuing a Preliminary Notice to Utility Company (Attachment 8.5-1) and providing them with preliminary plans and sketches to delineate the proposed work, including alignment, depth, pipe size, and any pertinent information that may impact existing utility structures. The Preliminary Notice will also request the latest as-built utility plans to be forwarded to the PM and PE. The PM also reviews schedule requirements.
For complicated or extensive utility issues, it is recommended that the 50% completed plans (which more accurately delineate the proposed construction work) be sent to UCS, who will forward them to the affected utility companies via a Preliminary Notice, requesting that they review and comment on the affected work and schedule. A Summary of Preliminary Notice Replies will be compiled by UCS and distributed to the PM and other interested parties.
When the design plans are 90% complete (approximately four to six months prior to advertisement of the project), the PM sends a written request, including the scope of work, to UCS. Within one week, the PM submits plans (in sufficient number to submit to all affected utility companies), and all available information regarding the identified utilities to UCS. If necessary, the PM meets with representatives of utility companies to discuss all utility coordination issues.
UCS prepares and issues a First Notice to Utility Company (Attachments 8.5-2) to all affected utility companies. The First Notice indicates a description of the proposed construction work as provided by the PM and requests a written commitment and detailed description of all utility work required to accommodate the proposed project. UCS then compiles all First Notice responses, prepares a Summary of First Notice Replies (Attachment 8.5-3), and distributes copies to the Bid Document Section of PAC, the PM, and other interested parties. The PM forwards the Summary of First Notice Replies to the design team and ensures that it is included in the Bid Documents.
When the project is advertised, UCS prepares and issues the Second Notice to Utility Company (Attachment 8.5-4) with a copy of the Summary of First Notice Replies attached to the utility companies. The Second Notice provides the utility companies with the bid opening date for the project and orders the utility companies to complete any work necessary to accommodate the project schedule. No reply is required from utility companies. UCS provides a copy of the Second Notice to the PM. The utility companies should commence the required relocation work after the Second Notice is issued.
The PE tracks the status of the utility companies’ work and verifies that work to be completed prior to award of the construction contract is performed according to the project schedule. If the utility work is not completed on time, the PE shall immediately notify the PM and UCS to contact the utility companies that did not comply with the Second Notice.
When the construction contract is awarded by the Board of Public Works, UCS prepares and issues a Third Notice to Utility Company (Attachment 8.5-5). This Notice alerts the utility companies of imminent work by the Contractor, and requests the utility companies to notify UCS immediately if their utility work has not been completed.
If any utility companies refuse to perform the required utility work, the PM may issue an Order for Removal of Utilities (Attachment 8.5-6) to remove any obstructing the Notice to Proceed until utility removal/relocation is completed or in process.
At approximately five to ten days prior to issuing the Notice to Proceed, the PM schedules the Pre-Construction Meeting. Attendees include the Contractor, CM, representatives from affected utility companies, the Bureau of Contract Administration (BCA), Survey Division, and any other offices involved in the construction (such as the BOE Support Divisions, Bureau of Street Lighting, Department of Transportation (DOT), General Services Department (GSD), etc.).
At the Pre-Construction Meeting, the PM reviews the construction schedule and directs the utility companies that have not yet relocated their facilities to complete their utility work according to the construction schedule. If utility work requires relocation and installation during construction (such as fire hydrant relocation, water meter installation, etc.), the CM shall instruct the Contractor to coordinate its work with the utility companies, as required. Utility companies should have identified utility work to be coordinated during construction in the Summary of First Notice Replies.
The CM shall track the status of all utility work during construction. If a utility company does not complete its work on time and impedes the Contractor’s progress, the CM may request UCS assistance in resolving any utility problems. If any unidentified utilities (such as pipelines, duct banks, etc.) are discovered during construction, the CM may contact UCS for assistance in identifying unknown structures by contacting the utility companies.
During construction, if an unidentified utility is abandoned and was not marked by Underground Service Alert (Dig Alert), the Contractor shall remove the interfering abandoned facilities per the Greenbook or Specification. If the line is in use and ownership can be established, the CM may issue an Order for Removal of Utilities to the owner of the utility with UCS assistance. When feasible, the PM may instruct the design team to revise the plans to clear the interfering pipeline and issue a Change Order for the modification. The Change Order shall be paid by the utility company per L.A. Municipal Code Section 62.01. The City Attorney will pursue recovery of the expense of the Change Order if the utility company refuses to pay.
Sequence of Events: The following list summarizes the sequence of events described in the foregoing procedure:
Utility Notice or Event | Triggering Mechanism |
Preliminary Notice | Issued at approximately 50% completed plans at the discretion of the PE or PM (optional depending on the extent of utility company involvement) |
Summary of Preliminary Notice Replies | Distributed to PM and designer |
First Notice | Issued approximately one week after 90% completed plans are received from the PM |
Summary of First Notice Replies | Replies Included as part of the Ready to Advertise (RTA) Checklist |
Second Notice | Issued when the project is advertised |
Third Notice | Issued when the contract is awarded by the Board of Public Works (BPW) |
Pre-Construction Meeting | Conducted five to ten days before the Notice to Proceed (NTP) is issued by the BPW |
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