Branch Mission: To provide advice, policy, action, & support utility relocations, rail coordination, & rail crossing safety improvements for the benefit of the traveling public.

1. Utility Relocation for Road Projects

2. Railroad Coordination Program

3. Rail-Highway Crossing Safety Program

Why is the Utilities & Rails Process Significant?

The Utilities and Rails is the final phase before construction can proceed.

Why is Utilities & Rails Significant?

Why is Utilities & Rails Significant?

Delays to highway projects caused by utility conflicts can cost the Cabinet.

Utility Coordination

Code of Federal RegulationsKentucky Revised Statutes

• Govern compensable and non-compensable utilities

• Private versus Publically owned

Cost of relocation of publicly or privately owned utilityequipment and appliances to be borne by the Cabinet Any municipality/publicly owned utility shall be relocated and reimbursed by the Department for projects.

Needs:– Relocation plan– Construction schedule– Agreement– The utility can be reimbursed for up to 12 months after the work.

Cost of relocation of privately owned utility equipment and appliances to be borne by the Cabinet

– Such facilities can be reimbursed only if they are outside of public right of way and must be relocated.

How to get Utility Coordination?

Work likely to impact utilities:• Improvements• Replacements• New Facilities• Relocating Facilities• Significant excavation • Work requiring high clearance equipment

Work w/ infrequent impacts:• Resurfacing• Repair of Damaged Facilities• In Situ Replacement

However, you have the discretion to involve a utility section if you suspect any utility impacts.

Utility Coordination

• Utility relocation agreements set the terms of the relocation & authorize the work.

• Agreements must be project specific & include specific language. Utility supervisors are versed in the drafting and execution of these.

Two primary types of utility relocation agreements:– Keep Cost – Reimbursement is based on contract units

and Utility must document costs.

– Lump Sum – Reimbursement is based on agreed contract amount ($100K limit)

Utility Coordination

1 and 2. E.ON - US (Electric and Gas) Contact: Greg Geiser3. Louisville Water Company Contact: Keith Coombs 4. AT&T KY Contact: Morgan Herndon5. Metropolitan Sewer District Contact: David Givan6. Insight KY Partners Contact: Deno Barbour 7. Texas Gas Transmission Corporation Contact: Bill Long8. Marathon Ashland Pipeline Company Contact: Jeff Erwin9. Indiana Gas Company Inc Contact: Mary Barber10. Indiana Utilities Corporation Contact: Frank Czeschin11. Sprint - Fiber Optics Contact: Dana Costa, Jr.12. Mid - Valley Pipeline Company Contact : Edward (Dan) Harden13. Level 3 Communications Contact: Tim Morphew14. Jefferson County Public Schools (JCPS) Contact: Bo Lowrey15. Kentucky Data Link (KDL) Contact: Bill Hales16. Time Warner Contact: Jeremy Cornell17. AT&T Contact: Scott Logeman18. Windstream Communications Contact: Roger RedfordAIRPORT CONTACTSSteve Stoker 502-375-7360 – FFA Location ManagerLouisville Regional Airport AuthorityAndy Hepfinger 502-329-3706 – UPS ConstructionRailroad Companies1. C.S.X. Transportation, Inc.2. Norfolk - Southern Railway Company3. Paducah and Louisville Railway, Inc.

• Involve your US before submitting estimates

• Give them tools for investigation

• Plan time for the US to execute agreements

• PD requires the US to bill time

Utility Coordination

Utility Coordination

• For utility work in the road contract, all bid items must be included and the entire scope of work must be described in the notes and/or drawings.

• The District Utility Section is available to support you. DUS assists all District functions.

Utility Coordination

Utility Impact NoteWhat & Why?

How do you get it?Not needed on resurfacing work.

Call KY411 (BUD) before any excavation work.

Improving our process: Utility Relocation

● Policy and Procedure Manual

● Website/Sharepoint

● Term Agreements

Policy and Procedure manual

● Fully details Cabinet processes and policy on utility

and rail matters pertinent to this Branch.

● Provides quick resources such as: forms, memos,

legal documents, and links to other resource data.

●Includes chapters on Maintenance & HSIP

To Be Released Late 2011

website / sharepoint

● Website provides immediate access to the latest,

editable forms, memos, and legal documents.

● Sharepoint will provide a forum for our utility staff to

communicate statewide, share data and plan events.

Sharepoint To Be Released in 2012

Website Released July 2011

Term Agreements

● Currently researching the feasibility of

statewide (term) agreements with large

utility companies.

● Process may shorten negotiation time.

To Be Released Late 2011

Railroad Coordination

Branch is involved in road projects in order to:• Acquire rights of entry • Coordinate plan review with RR companies to avoid

conflicts,• Coordinate flagging to protect RR facilities• Assure that Cabinet contractors protect Cabinet from

liability (insurance & construction)

Improving our process: Railroad Coordination for Road Projects

● Establishment of a Dedicated Coordinator

Position

● Term Agreements

● Initiating Crossing Rehabilitation Projects

establishment of a dedicated position

● Allen Rust, EIT (502)564-3210

●Position coordinates railroads on any Cabinet road

project involving rail (Development and Delivery).

● Simplify & expedite railroad coordination.

Available now!

term agreements

● Executing statewide (term) agreements with all large

railroad companies.

● Process change is expected to:

●Shorten negotiation time

●Simplify construction coordination

●Provide contractors clear information to bid

Available September 2011

Railroad Coordination

Railroad Coordination term agreements

• Base contractual language• Special Note for Protection of Railroad Interests• Project summary sheet • Changes in flagging costs due to the term

agreement. • Railroad Protective Liability Insurance. • Charge to the project number

rehabilitation projects

● Rough crossings identified are now more

easily rehabilitated.

● Rail coordinator, District PDP, and the

railroad can actively partner in the process.

Available now!

Improving our process:Rail-Highway Crossing Safety Program

● Investing in GPS Data Gathering System

● Development of the RCI Data

Management System

RCI Data Management System

This system will allow the Cabinet to better manage the rail safety

program by:

● Securing data.

● Interacting with GPS system.

● Spatially locating and mapping crossings.

● Better prioritize crossing needs.

● Allow for data Sharing with Cabinet staff.

RCI Data Management System

Future Developments

• Release of a Policy and Procedure Manual: one chapter dedicated to maintenance work and HSIP work.

• Development of a Rail Crossing Database with mapping and GIS capacities.

• Utility Company Term Agreements