UTILITY MANUAL OF
INSTRUCTIONS
Utility Relocation Policies & Procedures
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 UTILITY MANUAL OF INSTRUCTIONS 
11th Edition 
Table of Revisions 
 
 

         
Revision         
Effective  Date  Chapter  Section  Page*  Revision  Notes 
10/1/16      This is a new edition.  Please replace any previous editions 
you may have with this new version. 

7/27/17  15  15.6 15‐12 to  Entire section struck; repealed by Acts 2015, c. 684, cl.6 

15‐24 
8/14/17  7  7.9 7‐32 to   Entire section struck; repealed by Acts 2015, c. 684, cl.6 
7‐37 
8/14/17  TOC  TOC   Page numbering adjustments 

 
*NOTE: Page numbers on previous revisions may change as a result of subsequent revisions. 
VDOT Utility Manual

Manual of Instructions

Commonwealth of Virginia
Department of Transportation
11TH Edition
October 2016
Utility Manual of Instructions
11th Edition October 1, 2016

PREAMBLE

The Virginia Department of Transportation (VDOT) is charged with constructing, maintaining, and

operating the Commonwealth of Virginia's highway systems safely and efficiently for the benefit of

the citizens of the Commonwealth. The use of VDOT's rights of way by public utilities is a privilege

extended to the utility owners by VDOT in an attempt to best serve the public interest. VDOT

believes that substantial benefits may be gained by allowing utilities to use highway rights of way

and supports this practice as being in the public interest, where practical and when adequate

controls are employed. VDOT has established policies and procedures governing the locations

where utilities may be placed within VDOT right of way. These policies and procedures are

contained in VDOT’s Land Use Manual.

This tenth edition manual replaces all previous utility relocation procedures manuals, and

directives pertaining to utilities on transportation construction and maintenance projects controlled

by VDOT. It outlines the policies and procedures under which utility owners shall relocate existing

utilities and/or install new utilities in connection with the transportation construction or

maintenance projects.

As a result of more and more utilities being installed and relocated onto the highway right of way,

a strong emphasis is being placed on eliminating potential conflicts between highway and utility

facilities and on minimizing conflicts between the various utilities. Utility owners with facilities on

VDOT's rights of way must accept responsibility:

a. to protect the public investment in the right-of-way, roadbed, and structures; and,

b. to maintain adequate traffic service and safety for the highway user during the

installation, maintenance, and operation of their facilities.

Preamble i
Utility Manual of Instructions
11th Edition October 1, 2016

VDOT intends to exercise firm control, but does not intend to cause any unnecessary hardship

to any utility owner relocating and/or installing utilities on transportation construction or

maintenance projects. The purpose of this manual is to outline the controls over utility functions

during the transportation project, while recognizing the interests of the utility owners during this

process.

The public interest can best be served with thorough effective communication between VDOT

and the utility owners with regard to:

a. the impact of the transportation construction plans on the existing utility facilities;

b. the policies, procedures and guidelines herein;

c. the guidance under which these are to be implemented; and,

d. the utility relocation plans showing new and/or relocated utility facilities not in

conflict with the transportation project.

Preamble ii
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Summary

Table of Contents

Preamble

Summary Table of Contents

Table of Contents

Chapter 1 - Introduction and Organization

Chapter 2 - Legal

Chapter 3 - Cost Responsibility

Chapter 4 - Project Initiation

Chapter 5 - Project Field Inspection

Chapter 6 - Preparation for Utility Field Inspection

Chapter 7 - The Utility Field Inspection

Chapter 8 - Preparation of Relocation Plan and Estimates by Utility Owner

Chapter 9 - Consultants for In-Plan Work

Chapter 10 - Utility Relocations Included in VDOT’s Contract

Chapter 11 - Processing Utility Owner’s Relocation Plans & Estimates

Chapter 12 - Utility Relocation Construction

Chapter 13 - Post Utility Construction

Chapter 14 - No Plan, Minimum Plan, Design Build and Public Private

Transportation Action (PPTA) Projects

Chapter 15 - Independent Policies and Procedures

Glossary Words and Acronyms

Appendices

Updated Instructional and Informational Memoranda

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TABLE OF CONTENTS

Page

Preamble ........................................................................................................................................... i

Summary Table of Contents ........................................................................................................... iii

Table of Contents ............................................................................................................................. v

Chapter 1 - Introduction And Organization

1.1 General .................................................................................................................................. 1-1

1.2 Introduction ............................................................................................................................ 1-1

1.3 Objectives .............................................................................................................................. 1-2

1.4 Authority ................................................................................................................................. 1-2

1.5 Organization ........................................................................................................................... 1-3

1.6 Organization Chart .................................................................................................................... 1-6

Chapter 2 - Legal

2.1 General .................................................................................................................................. 2-1

2.2 Utilities Located On Highway Rights Of Way ...................................................................... 2-1

2.3 Utilities Located On Other Public Property ............................................................................ 2-2

2.4 Utilities Located On Private Property ..................................................................................... 2-3

2.5 Railroad Property ................................................................................................................... 2-3

2.6 Prior Rights ............................................................................................................................ 2-4

2.7 Comprehensive Agreement ................................................................................................... 2-5

2.7.1 Utility Companies That Have Signed A
Comprehensive Agreement ...................................................................................... 2-5

2.8 Statutory Rights...................................................................................................................... 2-7

2.9 Other Rulings And Statutes ................................................................................................... 2-9

2.9.1 Rulings .................................................................................................................... 2-9
2.9.2 Statutes ................................................................................................................... 2-9

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Chapter 3 - Cost Responsibility

3.1 General .................................................................................................................................. 3-1

3.2 Number of Poles/Length of Facility Method ............................................................................. 3-1

3.2.1 Non Betterment Cost Responsibility Formulas......................................................... 3-4

3.3 Unit Cost Method ...................................................................................................................... 3-6

3.3.1 Cost Analysis ............................................................................................................. 3-6

3.4 Right of Way Use Fee ............................................................................................................ 3-11

3.5 Right of Way Use Fee Reimbursement ............................................................................... 3-12

3.6 Examples ............................................................................................................................. 3-13

Chapter 4 - Project Initiation

4.1 General .................................................................................................................................. 4-1

4.2 Scheduling of Transportation Construction Projects ............................................................. 4-1

4.3 Utility Inventory....................................................................................................................... 4-2

4.4 Project Survey and Designating............................................................................................. 4-3

4.5 Preliminary Utility Relocation Cost Estimate.......................................................................... 4-4

4.6 Coordination During Preliminary Design ................................................................................ 4-5

Chapter 5 - Project Field Inspection

5.1 General .................................................................................................................................. 5-1

5.2 Utility Location and Evaluation ................................................................................................. 5-1

5.3 Major Facility Impacts ............................................................................................................ 5-2

5.4 Preliminary Utility Easement .................................................................................................. 5-3

5.5 Attendance at the Project Field Inspection ............................................................................ 5-4

5.6 General Conceptual Considerations ...................................................................................... 5-4

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Chapter 6 - Preparation for Utility Field Inspection

6.1 General .................................................................................................................................. 6-1

6.2 Utility Field Inspection Plans..................................................................................................... 6-1

6.3 Conflict Evaluation and Determination ................................................................................... 6-3

6.3.1 Aerial Utility Facilities .............................................................................................. 6-5
6.3.2 Underground Utility Facilities .................................................................................... 6-6

6.4 Cost Responsibility Determination-Utility Field Inspection Stage .......................................... 6-7

6.5 Federal Highway Administration Requirements....................................................................... 6-8

6.6 Sequence Of Construction Involvement/Time Frames .......................................................... 6-9

6.7 Project Funding ....................................................................................................................... 6-10

6.7.1 Federal Funded Projects........................................................................................ 6-10
6.7.2 Urban Funded Projects .......................................................................................... 6-10
6.7.3 Access Projects For Industrial, Recreational, Airport, Etc. ................................... 6-11
6.7.4 Primary Transportation Projects ............................................................................ 6-11
6.7.5 Multiple Transportation Projects With Multiple
Highway Systems Involved.................................................................................... 6-12
6.7.6 Transportation Projects Involving Highway
Systems With Different Classification.................................................................... 6-12

6.8 Project Target Dates ............................................................................................................. 6-13

6.8.1 Procedures For Establishing iPM Activity 67 U .................................................... 6-13

6.9 Scheduling Utility Field Inspection ........................................................................................ 6-14

6.10 Automated Land Use Permit System (LUPS)..................................................................... 6-15

Chapter 7 - The Utility Field Inspection

7.1 General .................................................................................................................................. 7-1

7.2 Project Specifics And Schedule ............................................................................................. 7-1

7.2.1 Title Sheet ............................................................................................................... 7-2
7.2.2 Right Of Way Data Sheet........................................................................................ 7-2
7.2.3 Typical Section Sheet ............................................................................................. 7-3
7.2.4 Underground Utilities Test Hole Information Sheet ................................................ 7-3
7.2.5 Detail Sheets, Plan Notes and Profiles ..................................................................... 7-3

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7.2.6 Transportation Management Plans, Sequence of Construction,

Temporary Detours and Associated Structures ..................................................... 7-4

7.3 Review Each Utility Owner’s Conflict And Involvement........................................................... 7-4

7.3.1 Ownership Of Poles .................................................................................................. 7-4
7.3.2 Conflict Determination ............................................................................................... 7-4
7.3.3 Cost Responsibility Determination .......................................................................... 7-6
7.3.4 Real Property Interest ............................................................................................. 7-6
7.3.5 Prior Rights ............................................................................................................. 7-6
7.3.6 Proposed Method Of Adjustment............................................................................ 7-7
7.3.7 Coordination And Sequence Of Utility
Relocation By Utility Owner .................................................................................... 7-8
7.3.8 Utility Relocation Plans For Work At 100% Utility Cost .......................................... 7-8

7.4 Utility Easement Requirements ............................................................................................. 7-9

7.4.1 Easement Plans And Request By Utility Owner .................................................... 7-10
7.4.2 Easement Cost Responsibility ................................................................................ 7-13
7.4.3 Utility Easement Instruments/Agreements............................................................ 7-14
7.4.4 Removal Of Buildings Required To Accommodate Utility Relocation .................. 7-15
7.4.5 Priority Request For Utility Easements Acquisition ................................................ 7-15
7.4.6 Utility Easement Check List .................................................................................. 7-16
7.4.7 Utility Easement Procedures - District Office ....................................................... 7-16
7.4.8 Utility Easement Procedures - Central Office ....................................................... 7-18

7.5 Employment Of Consultant By Utility Owner ......................................................................... 7-19

7.6 Bridge Attachments .............................................................................................................. 7-22

7.6.1 Communication And Electric Power Lines.............................................................. 7-25
7.6.2 Water And Sanitary Sewer Lines ............................................................................ 7-25
7.6.3 Distribution Natural Gas Mains ............................................................................... 7-25
7.6.4 Transmission Natural Gas Mains ............................................................................ 7-25
7.6.5 Space For Future Installations .............................................................................. 7-26

7.7 Environmental Considerations And Permits ........................................................................ 7-26

7.7.1 Requirement For Permits And/Or Certificates ...................................................... 7-26
7.7.2 Responsible Party For Obtaining Environmental Permits .................................... 7-29

7.8 Overhead Electrical Safety Arrangements........................................................................... 7-30

 

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7.9 Virginia Department Of Transportation Policy On Placing Utility

Facilities Underground ......................................................................................................... 7-32
Entire section removed; Repealed by Acts 2015, c. 684, cl. 6

7.10 Utility Field Inspection Report ........................................................................................... 7-32

Chapter 8 - Preparation of Relocation Plan and Estimate by Utility Owner

8.1 General .................................................................................................................................. 8-1

8.2 Plans/Drawings/CADD Files ..................................................................................................... 8-1

8.2.1 Revised Transportation Project Plans ...................................................................... 8-2

8.3 Utility Accommodation Policy ................................................................................................. 8-3

8.3.1 Policy For Installation Of Utilities Within
Non-Controlled Access Right Of Way ..................................................................8-4
8.3.2 Policy For Installation Of Utilities Within Controlled,
Limited Access Right Of Way................................................................................ 8-4
8.3.3 General Guidelines ................................................................................................. 8-5

8.4 Minimum Requirements For Relocation Plan & Estimate...................................................... 8-7

8.4.1 Plan ............................................................................................................................ 8-7
8.4.2 Estimate .................................................................................................................. 8-9
8.4.3 Other Documents .................................................................................................... 8-10

8.5 Lump Sum Estimates .............................................................................................................. 8-11

8.6 Narrative Statement ............................................................................................................. 8-13

8.7 Utility Work Schedule .............................................................................................................. 8-13

8.8 Request For Use Of Contractors By Utility Owners ............................................................. 8-14

8.9 Temporary Work ................................................................................................................ 8-17

8.10 Special Provisions................................................................................................................. 8-17

8.11 Betterment.......................................................................................................................... 8-20

8.11.1 Conduit Betterment ............................................................................................. 8-21

8.12 Expired Service Life Credit ................................................................................................ 8-22

8.13 Date For Submitting Relocation Plans And Estimates To

VDOT By The Utility Owner .............................................................................................. 8-23

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8.14 Number Of Plans And Estimates Required ....................................................................... 8-23

8.15 Tree Trimming And Stump Removal .................................................................................... 8-24

8.15.1 Tree Removal ........................................................................................................ 8-24
8.15.2 Tree Trimming ..................................................................................................... 8-25
8.15.3 Stump Removal ..................................................................................................... 8-25

8.16 Revised Utility Relocation Plan And/Or Estimate Requirements ....................................... 8-26

Chapter 9 - Consultants for In-Plan Work

9.1 General .................................................................................................................................. 9-1

9.2 Engineering Firms Selected By VDOT ..................................................................................... 9-1

9.3 Consultant Engineering Firms Selected By The Utility Owner ................................................ 9-2

9.4 Cost Responsibility For Consultant Engineering Costs ......................................................... 9-3

9.5 Betterment In Consultant Engineering Costs ........................................................................ 9-3

9.6 Consultant Agreements ......................................................................................................... 9-4

9.7 Scope Of Services/Regional Agreement ............................................................................... 9-4

9.8 On-Call Consultant Proposal .................................................................................................... 9-6

9.8.1 Scope Of Services ..................................................................................................... 9-7
9.8.2 Time Frame ............................................................................................................... 9-7
9.8.3 Cost Proposal.......................................................................................................... 9-7
9.8.4 Payment Schedule .................................................................................................. 9-8

9.9 Consultant Authorization........................................................................................................... 9-8

9.10 Consultant Billings ............................................................................................................... 9-9

Chapter 10 - Utility Relocations Included in VDOT’s Contract

10.1 General .............................................................................................................................. 10-1

10.2 Utility Plan Requirements................................................................................................... 10-1

10.3 Utility Plans Included In VDOT's Construction Plans .......................................................... 10-3

10.3.1 50% Design Plans ................................................................................................. 10-3

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10.3.2 90% Design Plans ................................................................................................. 10-5

10.3.3 100% Final Design Plans ...................................................................................... 10-7
10.3.4 Utility Plans Submitted To Location & Design Division ........................................ 10-7
10.3.5 Submission Date For Contract Utility Plans & Estimates ................................... 10-8
10.3.6 Revising Utility Relocation Plans ........................................................................ 10-8

10.4 Incidental Cost For Work Performed By The Utility Owner ................................................. 10-9
10.4.1 Incidental Cost Estimate ..................................................................................... 10-9

10.5 Utility Work At Utility Owner's Cost .................................................................................. 10-10

10.6 Utility Agreements For In Plan Work .............................................................................. 10-11

10.6.1 Tri-Party Agreements ........................................................................................ 10-11
10.6.2 Two-Party Agreements - VDOT Right Of Way................................................. 10-11
10.6.3 Two-Party Agreements - Municipality Right Of Way ....................................... 10-11
10.6.4 Preparation And Circulation Of Utility Agreements ........................................... 10-11
10.6.5 Cost Prorate Method ........................................................................................... 10-12

10.7 Environmental Permits ..................................................................................................... 10-12

10.8 Plan Review By State Regulatory Agencies .................................................................... 10-13

10.9 Expired Service Life Credit .............................................................................................. 10-13

10.10 Acceptance Of Utility Work Included In Transportation Contract .................................. 10-14

Chapter 11 - Processing Utility Owner’s Relocation Plans and Estimates

11.1 General .............................................................................................................................. 11-1

11.2 Submission Of Utility Relocation Plans And Estimates ..................................................... 11-1

11.3 Review Of Plan And Estimate By VDOT ............................................................................. 11-2

11.3.1 Potential Conflicts ............................................................................................... 11-3
11.3.2 Clear Zone And Utility Accommodation Policy ................................................... 11-3
11.3.3 Cost Responsibility Determination ...................................................................... 11-4
11.3.4 Betterment .......................................................................................................... 11-4
11.3.5 Narrative Statement ............................................................................................ 11-5
11.3.6 Utility Work Schedule ............................................................................................ 11-5
11.3.7 Expired Service Life Credit.................................................................................... 11-5

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11.3.8 Pre-Award Audit .................................................................................................. 11-6

11.3.9 Special Provision Information ........................................................................... 11-6

11.4 Authorization To Begin Utility Relocation Work ................................................................ 11-7

11.4.1 Conditions And Exceptions Of The Authorization ................................................ 11-8
11.4.2 Right Of Way/Easement Availability ..................................................................... 11-8
11.4.3 Advanced Authorization ........................................................................................ 11-9
11.4.4 Letter Of Authorization .......................................................................................... 11-9

Chapter 12 - Utility Relocation Construction

12.1 General .............................................................................................................................. 12-1

12.2 Notice Of Right Of Way Status .......................................................................................... 12-1

12.3 Scheduling Coordination ...................................................................................................... 12-2

12.4 Roles - Central And District Offices ................................................................................... 12-3

12.5 Inspection And Record Keeping For Utility Relocation Work ............................................ 12-4
12.5.1 Notification By Utility Owner Before Beginning Relocation Work ....................... 12-5
12.5.2 Inspection Procedures For Utility Relocation Work ............................................ 12-5
12.5.3 Optional Procedures For Inspection Of Utility
Relocation Construction ..................................................................................... 12-7
12.5.4 Utility Work Included In VDOT's Contract............................................................. 12-9
12.5.5 Notification Of Completion Of Utility Relocation By
The Utility Owner ................................................................................................ 12-9
12.5.6 Inspection And Disposal Of Salvage Material ...................................................... 12-9

12.6 Coordination Between Companies ..................................................................................... 12-10

12.7 Transportation Project Showing ......................................................................................... 12-10

12.8 Project Preconstruction Conference ................................................................................ 12-11

12.9 Utility Readjustments ....................................................................................................... 12-13

12.9.1 Requirements For Readjustment Reimbursement ............................................. 12-13
12.9.2 Utility Readjustment Required On An Emergency Basis.................................. 12-14

12.10 Changes In Approved Relocation Work ....................................................................... 12-15

12.10.1 Minor Changes................................................................................................ 12-16
12.10.2 Major Changes................................................................................................ 12-16

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12.11 Progress Billings ............................................................................................................ 12-17

12.11.1 Progress Billing Assembly Transmittal To Fiscal Division ............................... 12-19
12.11.2 Progress Billings From Consultants ............................................................... 12-20

Chapter 13 - Post Utility Construction

13.1 General .............................................................................................................................. 13-1

13.2 Permits ............................................................................................................................... 13-1

13.3 Final Billings By Utility Owner ............................................................................................ 13-2

13.3.1 Payment Due Dates Established By VDOT ......................................................... 13-4
13.3.2 Processing Utility Relocation Final Billings By VDOT......................................... 13-5
13.3.3 Final Billing Assembly Transmittal To Fiscal Division .......................................... 13-6
13.3.4 Billings From Consultants ................................................................................... 13-7
13.3.5 Utility Invoices With Overpayment ...................................................................... 13-7
13.3.6 Electronic Payments To Utility Owners............................................................... 13-8

13.4 Submission Of Utility Inspection Report............................................................................... 13-8

13.5 Audits ................................................................................................................................. 13-8

13.6 Acceptance Of Utility Work Included In Transportation Contract....................................... 13-9

13.7 Records Management .......................................................................................................... 13-9

13.7.1 Record Retention By VDOT .............................................................................. 13-11
13.7.2 Record Retention By The Utility Owner .............................................................. 13-11

13.8 Monitoring Of Region/District Office Files/Procedures By

The State Utilities And Property Manager ...................................................................... 13-11

Chapter 14 - No Plan, Minimum Plan, Design Build and Public Private Transportation Act
(PPTA) Projects

14.1 General – No Plan And Minimum Plan Projects ................................................................ 14-1

14.1.1 Minimum Plan Projects ....................................................................................... 14-1
14.1.2 No Plan Projects ................................................................................................. 14-1

14.2 Project Scoping ..................................................................................................................... 14-2

14.3 Utility Owners ..................................................................................................................... 14-2

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14.4 Preparation For And Conducting The Utility Field Inspection ............................................ 14-3
14.4.1 Preparation For Utility Field Inspection ............................................................... 14-3
14.4.2 Conducting The Utility Field Inspection............................................................... 14-3

14.5 Replacement Utility Easements ......................................................................................... 14-4

14.6 Utility Relocation Plans And Estimates .............................................................................. 14-6

14.7 Special Provisions................................................................................................................. 14-6

14.8 Utility Clearance For Advertisement .................................................................................. 14-6

14.9 Project Showing And Preconstruction Conference ............................................................ 14-6

14.10 Permits, Progress Billings And Final Billings ................................................................... 14-7

14.11 Monitoring/RUMS................................................................................................................ 14-7

14.12 General – Design Build And PPTA Projects .................................................................... 14-7

14.12.1 Contractual Guidelines...................................................................................... 14-8
14.12.2 Preliminary Expectations ................................................................................ 14-9
14.12.3 Project Development....................................................................................... 14-10
14.12.4 Permits, Progress Billings And Final Billings ................................................ 14-10
14.12.5 Request for Qualifications ............................................................................ 14-11
14.12.6 Request for Proposals .................................................................................. 14-12
14.12.7 Pre Proposal Meeting ................................................................................... 14-12
14.12.8 Contractual Guidelines ................................................................................. 14-13
14.12.9 Project Award ............................................................................................... 14-16
14.12.10 Preliminary Utility Status Report ................................................................. 14-16
14.12.11 Master Utility Agreement............................................................................. 14-16
14.12.12 Betterments ................................................................................................ 14-17
14.12.13 Plan & Estimates ........................................................................................ 14-17
14.12.14 RUMS ......................................................................................................... 14-18
14.12.15 Utility Easement Acquisition........................................................................ 14-18
14.12.16 Preliminary Utility Field Review Meeting ..................................................... 14-18
14.12.17 Utility Field Inspection Meeting ................................................................... 14-19
14.12.18 Utility Relocation Completion ...................................................................... 14-19
14.12.19 As-Built Drawings ....................................................................................... 14-19
14.12.20 Preliminary Expectations ............................................................................ 14-19
14.12.21 Project Development .................................................................................. 14-20

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14.12.22 Permits, Progress Billings and Final Billings ............................................... 14-21

14.13 General – Public Private Partnerships (P3 Projects) ..................................................... 14-21

14.13.1 Utility Relocations Along P3 Projects .......................................................... 14-22

Chapter 15 - Independent Policies and Procedures

15.1 General .............................................................................................................................. 15-1

15.2 Guidelines For Relocation Of Utilities From Traveled Areas ............................................. 15-1
15.2.1 General ............................................................................................................... 15-1
15.2.2 Existing Facilities ................................................................................................... 15-2
15.2.3 Proposed Roadway With Two Lanes.................................................................. 15-3
15.2.4 Proposed Roadway With Four Or More Lanes ................................................... 15-3
15.2.5 Relocations ......................................................................................................... 15-4
15.2.6 Mitigation Of Future Activities ............................................................................... 15-5

15.3 Adjustment Of Roadway Lighting ...................................................................................... 15-5

15.3.1 Requirements...................................................................................................... 15-6
15.3.2 Procedures .......................................................................................................... 15-7
15.3.3 Poles And Standards Exclusively For Lighting ................................................... 15-8

15.4 Policy Governing Transmission Lines Through Subdivision Streets When

Streets Are To Be Taken Into The Secondary System Of State Highways....................... 15-9

15.5 Railroad Communication And Signal Lines........................................................................15-12

15.6 Policy on Placing Utility Facilities Underground.................................................................15-12

Entire section removed; Repealed by Acts 2015, c. 684, cl. 6

Glossary Words and Acronyms

Appendices

Updated Instructional and Informational Memoranda

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CHAPTER 1

INTRODUCTION AND ORGANIZATION

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CHAPTER 1

INTRODUCTION AND ORGANIZATION

1.1 GENERAL

This chapter outlines the objectives, and informs the reader of the authority by which the

Virginia Department of Transportation (VDOT) operates and will provide an

organizational outline of VDOT as it relates to the utility relocation program. (See

Appendix No. 1 for the Flow Chart for Utility Activities)

1.2 INTRODUCTION

The VDOT Utility Manual outlines VDOT policies and procedures to be used in the timely

relocation of existing utility facilities and/or installation of new utility facilities in

conjunction with all transportation projects. These policies shall apply to all

investor-owned and publicly-owned utilities and shall also be used as a guide in dealing

with privately-owned utilities during right of way and construction activities.

This manual is primarily for the use of VDOT representatives to facilitate their efforts in

the relocation and installation of utilities. However, it is also intended to provide guidance

to utility owners, consultants, localities, design-builders and others involved in this

process. This manual outlines the requirements and actions to be taken to accomplish

the relocation and/or installation of utilities on VDOT transportation projects in an

efficient and timely manner.

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1.3 OBJECTIVES

The objectives of this manual are:

a. to establish standard procedures for the relocation and installation of

utilities on VDOT construction projects;

b. to help utility owners accomplish their work in a safe manner with the

least delay and minimum interference with VDOT contractors or other

utilities;

c. to prevent service disruptions, damage to utility facilities, and hazardous

conditions;

d. to ensure the proper performance, high quality, and timely

accomplishment of utility work; and,

e. to ensure correct and timely reimbursement of costs to each utility owner

as required.

1.4 AUTHORITY

VDOT, through the Commonwealth Transportation Board (CTB), has been given the

authority in Section 33.2-210 of the 1950 Code of Virginia, as amended, to make rules

and regulations, which are not in conflict with the laws of the State, for the operation,

maintenance, control and use of the State Highway Systems. These rules and

regulations have the force and effect of law by virtue of Section 33.2-210 of the Code of

Virginia.

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1.5 ORGANIZATION

The CTB establishes policies under which the Utilities Section functions. These policies

are based on specific laws of the Commonwealth of Virginia and upon rules and

regulations of the CTB, which have the force and effect of law.

The Commissioner of Highways has the responsibility of carrying out the CTB’s policies

and to assure that all applicable laws are followed. The Chief of Policy and Environment

and the State Director of Right of Way and Utilities have been duly authorized to execute

formal agreements with utility owners that provide for the relocation of utilities. The

Attorney General’s Office interprets the applicable statutes and actions of the CTB and

advises the Utilities Section on other legal matters.

The Utilities Section is a discipline of the Right of Way and Utilities Division and is

managed by the State Utilities and Property Manager and reports to the State Director,

Right of Way and Utilities in the Central Office. The State Director reports to the Chief of

Policy and Environment. The Central Office Location and Design Division, Hydraulics

and Utilities Program Area, is responsible for the technical design function for in-plan

utility relocations. The Central Office Utilities Section of the Virginia Department of

Transportation is located at 1401 East Broad Street, Richmond, VA 23219, Telephone

(804) 786-2923.

The Right of Way and Utilities Division is divided into three regions outside of the Central

Office. The Western Region is primarily responsible for the Bristol, Lynchburg, Salem

and Staunton Construction Districts. The Northeast Region is primarily responsible for

the Culpeper, Fredericksburg and Northern Virginia Construction Districts. The

Southeast Regions is primarily responsible for the Richmond and Hampton Roads

Construction Districts.

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The Regional Utility Coordinators report to the Regional Utilities Managers. The

Regional Utilities Managers report to the State Utilities and Property Manager.

The nine VDOT Transportation Construction District Offices and their locations are:

DISTRICT LOCATION

Bristol District Exit 7 - I-81

P.O. Box 1768 east on Airport Road
870 Bonham Road south on Bonham Road
Bristol, VA 24203

Culpeper District Route 15, 0.5 mile

1601 Orange Road south of Culpeper
Culpeper, VA 22701

Fredericksburg District 1.5 miles NE of

87 Deacon Road Fredericksburg on
Fredericksburg VA 22405 Route 603

Hampton Roads District Located on Route 460

P.O. Box 1070
1700 North Main Street
Suffolk VA 23434

Lynchburg District Route 501. 0.3 miles

P.O. Box 11649 south of intersection
4219 Campbell Avenue of Rtes. 460 & 501
Lynchburg, VA 24506 south of Lynchburg

Northern Virginia District 0.01 mile north off West Ox Road at the
4975 Alliance Drive intersection of Route 29 (Lee Hwy) and
Fairfax, VA 22030 Fairfax County Parkway (Rte 286)

Richmond District Off of Route 1

P.O. Box 3402 4 miles north of
2430 Pine Forest Drive Petersburg
Colonial Heights, VA 23834

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Salem District 4 blocks north of

P.O. Box 3071 Main Street off
731 Harrison Avenue Route 311
Salem, VA 24153

Staunton District On Route 11 By-Pass

811 Commerce Road north of Staunton
Staunton, VA 24401

Telephone contact can be routed through the VDOT Call Center at 1-877-367-7623

Generally, the Regional Utilities Manager or designee deals directly with the local offices

of the utility owners in obtaining utility plans and estimates as well as receiving and

processing the utility billings. The Regional Utilities Manager or designee reviews as

well as approves the utility work in the Regional/District Office. After a utility owner has

been given the notice to proceed with adjustment of utilities, the District inspection

staff is responsible for making certain that the utility work progresses on schedule

and in accordance with the approved plan and estimate. The Regional Utilities Manager

or designee may assist the District inspection staff in this regard.

The District or Design Builder’s inspection staff shall supply a Utility Inspector to ensure

all utility work is completed in accordance with the plan and estimate. The Utility

Inspector is responsible for completing and certifying the relocation construction (Form

UT-7 and UT-7a, UT-7b, as applicable, Appendix 20). The UT-7 must then be submitted

to the Regional Utilities Manager or designee and shall be included with the final invoice

when submitted for payment.

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1.6 ORGANIZATION CHART

VDOT currently has project related Utility responsibilities distributed between the Right of

Way and Utilities Division (Coordination, Authorization, Relocation), the Location and

Design Division (In-Plan Design), and the District Inspection Staff. The Transportation

Planning & Mobility Division is responsible for utility accommodations within VDOT’s right

of way under the Land Use Permit Regulations.

The following is the organizational chart of VDOT Statewide Utilities functions per

Division:

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Right of Way & Utilities Location & Design

State Director, Right of State Location and

Way and Utilities Design Engineer

Assistant State
State Utilities and Location and
Property Manager Design Engineer

State
Regional Utilities Regional Regional Hydraulics and
Utilities Program Utilities Utilities Utilities
Manager Manager Manager Manager Engineer

Southeast Statewide Northeast Western

Assistant State
Utilities
Regional Regional Regional Regional
Engineer
Utilities Design- Utilities Utilities
Build
(Richmond). Utilities (NOVA) (Bristol)
Coordinator Utilities
Design
Utilities Regional Regional Engineer
Specialist Utilities Utilities
(Hampton Roads) Regional
Design- (NOVA) (Lynchburg)
Build
Utilities
Coordinator
Regional Regional
Utilities Utilities

(Culpeper) (Staunton)

Utilities Regional Utilities

Specialist Utilities
(Fredericksburg). Coordinator (Salem).
(Fredericksburg.)

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CHAPTER 2

LEGAL
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CHAPTER 2

LEGAL

2.1 GENERAL

This chapter identifies the legal basis under which the Commonwealth Transportation

Board (CTB) operates and makes rules governing utilities.

2.2 UTILITIES LOCATED ON HIGHWAY RIGHTS OF WAY

The authority by which the CTB makes rules and regulations governing the relocation of

existing utilities and installation of new utilities within the roadway right of way is derived

from the 1950 Code of Virginia, as amended, more specifically Section 33.2-210. The

CTB has the authority to make rules and regulations (which are not in conflict with

existing laws of the State) that will provide for the protection and use of the State

Highway Systems. These rules and regulations have been given the force and effect of

law by Section 33.2-210 of the Code of Virginia.

Accordingly the CTB has adopted the following:

Any facility placed within the roadway right of way, with or without a permit, shall

be relocated at the request of the Virginia Department of Transportation and the

cost shall be borne by the owner of the facility, unless VDOT agrees otherwise.

In addition to the rights of way controlled by VDOT, this rule also applies to the rights of

way controlled by political subdivisions of the State (such as cities, towns, etc.) on which

VDOT and the political subdivision are participating or sanctioning the construction or

reconstruction of a roadway. On urban projects, the terms of any Franchise Agreement

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between the utility owner and municipality will determine cost responsibility unless state

statutes dictate otherwise.

This is the general principle on which the determination is made as to whom, VDOT or

the utility owner, will bear the cost of the utility relocation work on transportation

construction or maintenance projects. Simply stated, "IF A UTILITY IS LOCATED

WITHIN THE EXISTING ROADWAY RIGHT OF WAY, THE COST TO

RELOCATE/ADJUST THE UTILITY IS TO BE BORNE BY THE UTILITY OWNER."

Exceptions to this rule are covered in Sections 2.7 through 2.8 and elsewhere in this

manual. Typically, the exceptions require the utility to prove it has compensable rights

as a result of real property interest, prior vested rights or from a previous agreement.

2.3 UTILITIES LOCATED ON OTHER PUBLIC PROPERTY

There are many situations where the utility is neither located on VDOT right of way nor

on private property. In these situations where written documentation is not present, the

utility must relocate at no cost to the project. Some examples of these situations are:

a. Property that has been dedicated or acquired for street or road purposes;

b. Federally owned land;

c. Streams and rivers (these have been declared to be highways and

therefore only revocable permits are issued to utility owners for such

occupation); and,

d. State owned land.

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2.4 UTILITIES LOCATED ON PRIVATE PROPERTY

When a utility facility is located on private property by a recorded easement or with the

apparent acquiescence of the private landowner, the utility is said to have a real property

interest or right. The non-betterment cost to relocate the utility from its real property

interest or by right situation shall be borne by the project in accordance with Section

33.2-1014 of the Code of Virginia as amended.

The utility owner shall prove it has a real property interest on private property by

furnishing a copy of the recorded easement for each specific parcel

In the absence of a recorded instrument the utility owner may document a compensable

right through apparent acquiescence. The utility owner can furnish the following

statement:

This is to certify the facilities of (Utility Owner) found to be located outside

the existing right of way, within the termini of the project, and found to be
in conflict with the construction of Project: (VDOT Project Number), are
located on private property and the property owners have not contested
the validity of the occupation of said facilities. In accordance with Section
33.2-1014 of the Code of Virginia as amended, the (Utility Owner) enjoys
a compensable right in the location of said existing utilities.

VDOT will not be responsible for providing a replacement easement in

the utility owner’s name unless the utility owner furnishes an existing
recorded instrument in their name.

2.5 RAILROAD PROPERTY

It has been determined that railroad property is private property and utilities occupying

railroad right of way have a compensable right (See Section 2.4). Documentation of this

right can be made by furnishing a copy of the license under which the utility facilities

were installed or by submitting the written statement found in Section 2.4.

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2.6 PRIOR RIGHTS

There are occasions when a utility owner has existing facilities located on VDOT right of

way and has a compensable right to be in that location. This is called a “Prior Right” and

occurs when:

a. The utility was constructed on private property and the utility and its

easement were encompassed by a VDOT project. (For proper

documentation of these rights, the utility owner must provide copies of

easements under which the utility was constructed or a copy of the old

project plans showing the utility outside of the previous existing right of

way);

b. The utility was relocated onto VDOT right of way under a previous project

and at that time it was agreed, that if it became necessary to relocate for

a future transportation project, the cost would be borne by the project

participants. (For proper documentation of this right, the utility owner must

furnish a copy of the utility agreement or a copy of the "land use" permit

stating the arrangement previously agreed to by VDOT); and,

c. The utility was placed on the right of way under the terms of the

Comprehensive Agreement. (For proper documentation of this right, the

utility owner or its assigns must have executed the Comprehensive

Agreement. In addition, the locations of the utility facilities and the width

of VDOT's right of way must conform to the requirements of the

Comprehensive Agreement. See Section 2.7 for an explanation of the

Comprehensive Agreement).

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d. The land upon which the utility was located was dedicated to VDOT or a

locality as part of a development plan. The utility owner must provide a

land use permit indicating “prior rights” or documents to prove their

presence prior to the date of dedication.

2.7 COMPREHENSIVE AGREEMENT

The Comprehensive Agreement was entered into by VDOT and several utility owners for

the purpose of keeping to a minimum the combined widths of rights of way and

easements needed for public purpose. The Comprehensive Agreement provides that

when the roadway right of way is 110 feet or greater in width, the utility owner may

relocate its facilities along the outer 15 feet of right of way. In the event a future highway

project necessitates the relocation of said utility facility, the non-betterment cost of the

relocation will be on a 50-50 prorated basis. Also, a utility facility can be relocated from

state right of way at 100% utility owner’s cost to a 110 feet or greater of roadway right of

way, complying with the conditions of the comprehensive agreement, and thereafter

come under the 50-50 prorate. Likewise, existing utility facilities can be relocated from

easement or other types of right of way at project cost to a 110 feet or greater of

highway right of way and become subject to similar 50-50 prorate basis on future

highway projects. The Comprehensive Agreement does not apply to Interstate or other

Limited Access right of way facilities.

2.7.1 UTILITY COMPANIES THAT HAVE SIGNED A COMPREHENSIVE

AGREEMENT

The following is a list of utility owners that have executed the Comprehensive

Agreement. If a change in the utility owner’s name has occurred since executing

the Comprehensive Agreement, the current name, if changed, is shown in

parenthesis.

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Virginia Electric and Power Company January 1, 1952

(Dominion Virginia Power), Richmond, Virginia

Peoples Mutual Telephone Company December 12, 1952

Gretna, Virginia

Shenandoah Telephone Company (Farmers Mutual) November 30, 1954

Edinburg, Virginia

General Telephone Company of the Southeast June 6, 1956

(Verizon South or GTE) Bluefield, West Virginia

The Chesapeake and Potomac Telephone Company of Virginia June 18, 1956
(Verizon Virginia or Bell Atlantic-Virginia, Inc.), Richmond, Virginia

Tidewater Telephone Company July 18, 1956

(Verizon South or GTE), Warsaw, Virginia

United Inter-Mountain Telephone Company August 31, 1956

(CenturyLink, Embarq or Sprint United Telephone), Bristol, Tennessee

Powell Valley Electric Cooperative October 30, 1956

Jonesville, Virginia

Accomack-Northampton Electric Cooperative March 18, 1957

Parksley, Virginia

Virginia Telephone & Telegraph August 20, 1957

(CenturyLink, Embarq or Sprint-Atlantic Telecom), Charlottesville, Virginia

Harrisonburg Telephone Company August 21, 1957

Continental Telephone Company of Harrisonburg
(Verizon South or GTE), Harrisonburg, Virginia

Piedmont Telephone Company November 13, 1957

Manassas, Virginia

American Telephone and Telegraph Company of Virginia January 27, 1958

Washington, D.C.

Central Telephone Company of Virginia May 6, 1958

Lee Telephone Company
(CenturyLink, Embarq or Sprint-Atlantic Telecom), Martinsville, Virginia

Appalachian Power Company June 17, 1958

(American Electric Power), Roanoke, Virginia

Central Telephone Company of Virginia October 7, 1959

Southern Telephone Company
(CenturyLink, Embarq or Sprint Mid-Atlantic Telecom), Charlottesville, Virginia

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Harrisonburg Electric Commission April 3, 1961

Harrisonburg, Virginia

Delmarva Power and Light Company January 7, 1963

Salisbury, Maryland

Northern Piedmont Electric Cooperative April 23, 1965

Culpeper, Virginia

First Colony Telephone Company February 27, 1967

Continental Telephone Company of Virginia January 22, 1969

(Verizon South or GTE), Emporia, Virginia

Old Dominion State Telephone Company January 22, 1969

Emporia, Virginia

2.8 STATUTORY RIGHTS

There are utilities that enjoy a statutory right to receive reimbursement for relocation

when they are located on VDOT rights of way. These statutory rights are enumerated in

the Code of Virginia. The following table provides a list of the Statutory Rights and the

section of the Code of Virginia where they can be found.

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STATUTORY RIGHTS

Owner Interstate Interstate Primary Urban Secondary State Toll

Project in Project in a Project Project Project Revenue
a City/ County Bond
Town Project
Investor
Owned 33.2- 307 NONE NONE NONE NONE 33.2-1701
Utility
County
Owned
33.2- 307 33.2-308 33.2-308 NONE 33.2-330 33.2-1701
Electric/
Gas
County
Owned
33.2- 307 33.2-308 33.2-308 NONE 33.2-330 33.2-1701
Water/
Sewer
City/ NONE NONE
Town Electric/ Electric/
Owned 33.2- 307 33.2-348 33.2-330 33.2-1701
Electric/ 33.2-308 33.2-308
Gas Gas Gas
City/
Town
Owned 33.2- 307 33.2-308 33.2-308 33.2-348 33.2-330 33.2-1701
Water/
Sewer
Authority
/District
Owned 33.2- 307 33.2-308 33.2-308 33.2-348 33.2-330 33.2-1701
Water/
Sewer
CATV
NONE NONE NONE NONE NONE NONE
Facility
* PPTA projects fall under the system for the type of project contemplated

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2.9 OTHER RULINGS AND STATUTES

2.9.1 RULINGS

In a ruling by the Court involving Stuarts Draft Water Company, it was held that

the water company's dormant easement, although located within an existing

public road, did not require compensation to the water company when the grade

of road was lowered. The water company did not prove a compensable right in

the eyes of the court for necessary improvements to the rural road. It was held

that the water company easement did not constitute property that could not be

taken without compensation.

2.9.2 STATUTES

a. §33.2-105 EVIDENCE AS TO EXISTENCE OF PUBLIC ROAD

When a way has been worked by road officials as a public road and is

used by the public as such, proof of these facts shall be prima facie

evidence that the same is a public road. And when a way has been

regularly or periodically worked by road officials as a public road and used

by the public as such continuously for a period of twenty years, proof of

these facts shall be conclusive evidence that the same is a public road. In

all such cases the center of the general line of passage, conforming to the

ancient landmarks where such exist, shall be presumed to be the center of

the way and in the absence of proof to the contrary the width shall be

presumed to be thirty feet.

This statute was originally enacted in the colonial days to establish the

width of all public roads in Virginia as thirty feet wide unless the county

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court ordered it to be less. The language was gradually modified to that

appearing in the present Code.

b. §56-1 CABLE TELEVISION FACILITIES

This section of the Code of Virginia indicates that cable television

companies are not required to incorporate as public service companies

and at the present time, no television cable company has been

incorporated as a public service corporation. Therefore, it is the opinion of

the Attorney General's Office that the relocation and adjustment of

television cable facilities resulting from highway projects shall be treated

as business until such time as television cable company can show reason

why it should be considered a public utility.

c. §56-265.14 THROUGH §56-265.32 UNDERGROUND UTILITY DAMAGE

PREVENTION ACT

These sections of the Code of Virginia, as amended, require all persons

performing excavation and/or demolition to notify the notification center

at 811.

Time frames and actions to be taken by the person performing the

excavation or demolition, the notification center and the owner(s) of the

underground utility are outlined in these sections of the code.

This statute requires utility owners/operators to participate in Pre-

Planning and Pre -Construction Conferences scheduled by VDOT.

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d. §33.2-1014 ACQUISITION OF UTILITY EASEMENTS

This section of the Code of Virginia, as amended, provides for VDOT to

acquire through gift, purchase or by exercising its power of eminent

domain, additional land or easement, right of way, or interest in land

adjacent to or approximately adjacent to such land needed and proposed

to be acquired for a transportation project and may then convey the same

to the utility owner(s) as a replacement for an existing easement.

Documentation of an existing recorded easement must be provided.

Otherwise, VDOT will relocate the utility owners’ facilities into a VDOT

Utility Easement or within the existing right of way. Relocation to a

proposed VDOT Utility easement area shall only occur when necessitated

by proposed construction activities.

e. §11-62.1 THROUGH §11-62.11 PROMPT PAYMENTS

These sections of the Code of Virginia, as amended, requires every state

agency that acquires goods or services, or conducts any other type of

contracted business with non-governmental, privately owned enterprises

shall promptly pay for the completely delivered goods or services by the

required payment date. The procedure to establish payment due dates

for utility company invoices is covered in Section 13.3.1 of this manual.

f. §59.1-406 THROUGH §59.1-414 OVERHEAD HIGH VOLTAGE LINE

SAFETY ACT

These sections of the Code of Virginia were enacted to promote the

safety and protection of persons engaged in work activity in the vicinity of

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overhead high voltage lines (all above ground bare or insulated

electrical conductors of voltage in excess of 600 volts). The

conditions under which work may be carried on safely and

provides for the safety arrangements to be taken when any

person engages in work or other activity in proximity to

overhead high voltage lines are outlined in these sections of

the code.

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CHAPTER 3

COST RESPONSIBILITY
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CHAPTER 3

COST RESPONSIBILITY

3.1 GENERAL

Every effort has been made to develop procedures as reasonable as possible for

determining cost responsibility to eliminate judgmental decisions. Nonetheless, it is

assumed that any unintentional inequity in a singular adjustment will balance out over a

period of time when repetitive adjustments are made with a particular utility owner.

In the event an inequity is encountered in an isolated case where frequent repetitive

adjustments are not made with a particular utility owner, the facts may be re-examined

and a fair determination will be made in accordance with existing policies, procedures

and laws.

The compensable right status of the facility and whether or not the facility is in conflict

and must be relocated is the key to determining the cost responsibility. A facility that is

relocated but is not in conflict will not be used to determine cost responsibility or the pro-

rate. Section 7.3.2 provides guidelines for identifying a utility conflict.

Currently there are two methods used to determine cost responsibility, number of

poles/length of facility (section 3.2) and unit cost (section 3.3).

3.2 NUMBER OF POLES/LENGTH OF FACILITY METHOD

Form UT-9 (Appendix 4) is primarily used by VDOT in making the cost responsibility

determination for utilities, and to document the project's cost responsibility for each utility

facility requiring relocation.

All existing facilities that are located within the proposed right of way limits and project

termini, including construction easements are to be identified on the UT-9. A separate

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UT-9 is required for each utility owner even though their facilities may be attached to the

same pole.

Although all poles are to be shown on the UT-9, brace poles, guy poles, and guy wires

will not be used in the formula to determine cost responsibility, unless the guy facilities

are the only items in conflict, and then the location of the guy facilities will determine the

cost responsibility. In addition, street light poles that carry only the electrical conductors

necessary to supply electricity to the lighting system will not be used in the cost

responsibility determination (see Section 15.3 Adjustment of Roadway Lighting).

On projects where there are existing aerial and direct buried utilities owned by the same

utility owner, the direct buried utilities may be converted to theoretical aerial utilities to

determine the cost responsibility prorate. This conversion is made by dividing the length

of the buried facility by the average span length of a similar aerial facility to determine an

equivalent number of poles. Conversely, the span lengths supported by poles can be

converted to a theoretical length of direct buried facility to determine the cost

responsibilities prorate.

Example:

A transportation project has an existing aerial telephone cable located on one side of the

roadway and a direct buried cable on the other side of the roadway. There are 29 poles

for a total distance of 4000 linear feet of aerial telephone cable. The direct buried cable

is 1385 feet long. The direct buried telephone cable can be converted as follows:

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Total length of aerial facility = 4000 linear feet

Total number of poles = 29

4000/29 = 138 linear feet = average span length

Theoretical number of poles1385/138 = 10 poles

By converting the direct buried cable to a theoretical aerial cable, the total pole number

on the project is increased from 29 to a total of 39 theoretical poles and the project

prorate will be based on the 39 poles if all poles and underground utility facilities are in

conflict (See Section 3.2.1 for cost responsibility formula).

Overhanging appurtenances such as cross-arms, insulators, spans of wire, etc. are not to

be included on the UT-9. The cost to adjust these types of appurtenances will be based

upon the overall cost responsibility determination of the relocation.

There are instances where the poles of an aerial roadway crossing are located outside of

the project right of way and easements and are not in conflict; however, the

cables/conductors are in conflict with the proposed transportation project. Should this be

the case, and only the conductors/cables are in conflict with the grade of the road or the

ability to construct the project in a safe manner, it will be necessary to use the length of

span within the project right of way and easements, and prorate it in accordance with its

compensable rights. When this situation occurs, the location and length of aerial crossing

should be shown on UT-9.

The lengths of each existing underground utility within the project limits (project termini

and proposed right of way) shall be measured or scaled from the roadway plans and

shown on the UT-9. Although the sizes of the underground utilities are indicated on the

UT-9, no weight is given to the sizes in this cost responsibility method. The

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appurtenances of the underground utility such as manholes, valves, pedestals, etc. are

not normally shown on the UT-9 nor included in the cost responsibility determination.

When a state statute requires the project to pay 100% of the non-betterment cost, a

statement of cost responsibility will suffice in lieu of a UT-9. However, when the UT-9 is

not used, the Regional Utilities Manager or designee should make a list of all utility

conflicts to document the project files. This list should be used to review the plan and

estimate and/or to create a scope of services for a consultant-engineering firm that will

design the utility relocation plans.

The Regional Utilities Manager or designee should include the statement of cost

responsibility in a memorandum to the State Utilities and Property Manager. An example

of cost responsibility statement is:

It has been determined that 100 percent of the non-betterment cost to

relocate the existing facilities of (Utility Owner) found to be in
conflict with project (Project Number) is to be borne by the project
by virtue of Section (Section Number) of the Code of Virginia as
amended.

3.2.1 NON BETTERMENT COST RESPONSIBILITY FORMULAS

The following formula is used when computing the Project’s percentage of cost,

using the pole/length method. The formula should be computed separately for

each individual utility owner.

NO. OF POLES IN CONFLICT THAT PERCENTAGE OF COST

HAVE A COMPENSABLE RIGHT X 100 = TO BE BORNE BY THE

NO. OF POLES IN CONFLICT PROJECT

WITHIN PROJECT LIMITS

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Example:

A total of 28 poles are found within the limits of the project. Of these 28 poles, 22

are in conflict with the project and must be relocated. There are 8 of the 22 poles

located on VDOT right of way under a revocable permit and 14 of the poles have

a compensable right. The following is a determination of non-betterment prorate:

14 x 100 = 63.6% Project Cost

22

8 x 100 = 36.4% Utility Owner Cost

22

In this example, it may be necessary to relocate more than the 22 poles that are

in conflict, to provide a well-engineered non-betterment relocation that will

provide a good alignment and proper tie-in point (this is to be agreed upon by

both VDOT and the utility owner). Whenever this is the case, the prorate is

computed using only those poles that are in direct conflict and is to be applied to

the total relocation cost, including the poles that are relocated that are not in

direct conflict with the construction project. Only the 22 poles in actual conflict

will be used to determine the cost responsibility prorate.

The percentage of cost is to be rounded off to the nearest one tenth of a percent.

The same formulas are to be used to compute the Project and Utility Owner

share for underground facilities by substituting the length of facility for the

number of poles.

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3.3 UNIT COST METHOD

The unit cost method is best used when:

a. The utility work is included in the VDOT construction contract with the

work performed by the VDOT contractor (in plan work) and the cost is to

be shared between VDOT and the utility owner;

b. Betterment has been included in the relocation work performed by the

utility owner; and,

c. There are different types of facilities owned by the same utility owner,

such as aerial cable, direct bury cable, and underground conduit system

on the same project. In this case the unit cost method is to be used

estimating cost and not to determine the cost responsibility.

For all in plan work and specific cases deemed appropriate by the Regional Utilities

Manager or designee, a list of items or length of facilities in conflict may be prepared

by the unit cost method.

The method of computation used in the unit cost method is the cost analysis method.

3.3.1 COST ANALYSIS

a. IN PLAN WORK

The cost analysis method uses current estimated costs, which are

assigned to a unit of the proposed relocated utility. These costs,

multiplied by the number of units are then separated into project and

utility owner costs. One column is for the units that have been

determined to be project cost and the second column is for those units

that have been determined to be the utility owner's cost, based upon the

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UT-9. If there is no betterment involved in the relocation work, the

following formula should be used to determine the percentage of cost to

be borne by the project and the percentage of cost to be borne by the

utility owner. The percentage is to be rounded-off to the nearest one

tenth of a percent.

TOTAL COST TO BE PERCENTAGE OF COST TO

BORNE BY THE PROJECT X 100 = BE BORNE BY THE

TOTAL COST OF PROJECT

COMPLETE ADJUSTMENT

Likewise, the percentage of cost to be borne by the utility owner is

computed in a similar manner, substituting total cost to be borne by the

utility owner for total cost to be borne by the project.

These percentages will be used to determine cost to be borne by the

utility owner based on estimated prices for the respective bid items. The

cost to each party will be actual cost times these percentages.

Example:

An investor owned 16 inch waterline is in conflict for approximately

2000 linear feet and meanders on and off the VDOT right of way. The

adjustment of this waterline will be included in the transportation

project. Using the UT-9, the following was ascertained:

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Example
On R/W w/out Off R/W
Prior Rights On Utility Easement
Utility Cost Project Cost

868’ of 16” DI WM @ $53/ft. = 46,004 1375’ of 16” DI WM @ $53/ft = 72,875

106’ of 6” DI WM @ $24/ft = 2,544 28’ of 6” DI WM @ $24/ft = 672
4 Fire Hydrant @ $857/ea = 3,428 1 Fire Hydrant @ $857/ea = 857
4-16” Branch @ $125/ea = 500 1-16” Branch @ $125/ea = 125
2-16” Butterfly Valve Box
@ $3200/ea = 6,400 3-16” B.F.V&B @ $3200/ea = 9,600
4-6” GV&B @ $800/ea = 3,200 1-6” GV&B @ $800/ea = 800
900’ - 3/4 W.S.L. @ $20/ft = 18,000

Sub-Total = 62,076 Sub-Total = 102,929

Estimated Utility Cost Estimated Project Cost

Total Estimated Cost 62,076 +102,929 = 165,005

102,929 x 100 = 62.4% Project Cost

165,005

62,076 x 100 = 37.6% Utility Cost

165,005

Whenever betterment is included in the utility work, the total cost to be borne by

the project is divided by the total costs with betterment for the complete

adjustment, as shown in the following formula.

TOTAL COST TO BE PERCENTAGE OF COST TO

BORNE BY THE PROJECT X 100 = BE BORNE BY THE

TOTAL COST OF COMPLETE PROJECT

ADJUSTMENT (WITH BETTERMENT)

This method is used primarily when the utility work is included in the highway

contract.

In the previous example, no betterment was included in the waterline relocation;

however, in this example the utility owner is requesting an extension of the

existing 16 inch waterline to the end of the VDOT project. This extension

consists of:

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Example

1424’ of 16” DI Watermain @ $53/foot = 75,472

4-16” BFV&B @ $3200/each = 12,800
40’ of 6” DI Watermain @ $24/foot = 960
2 Fire Hydrants @ $875/each = 1,750
2 - 16” Branch @ $125/each = 250
2 - 6” G.V. & B. @ $800/each = 1,600
438’ - 3/4” W.S.L. @ $20/foot = 8,760

Total Estimate Cost of Betterment = $ 101,592

Total Cost of Complete Adjustment with Betterment
101,592 +165,005 = $ 266,597

Estimated Project Cost 102,929 x 100 = 38.6% project cost

Total Cost of Complete Adjustment with Betterment 266,597

The 38.6% is the percentage of cost of the waterline work, including betterment, the project is to bear.

b. WORK BY UTILITY OWNER

It is sometimes difficult to determine betterment cost when a utility owner

is performing the adjustment work with its own forces or by a contract

awarded by the utility owner. This is especially true when the

replacement facility is different from the existing facility that has to be

relocated and on which the cost responsibility was determined.

It is necessary to prepare the UT-9 for the existing utilities and to

determine the units that have a compensable right. In addition to the plan

and estimate for the "planned" adjustment, the utility owner must also

prepare a conceptual plan and estimate for the theoretical "replacement

in kind." Both estimates are calculated using current costs. If for any

reason there is no current cost available for any of the existing utility

items, the cost should be adjusted from the year of the latest available

cost for inflation.

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The project cost responsibility percentage as determined by the UT-9

(See Section 3.2) is then applied to the "replacement in kind" estimate to

compute an estimated "in-kind cost." A plan and estimate is prepared by

the utility owner for the “planned” replacement facility, which may include

betterment. The estimated "in-kind" project cost is then divided by the

estimated cost of the "planned" adjustment. This determines a

percentage of the "planned" adjustment cost (with betterment) which the

project is to bear. The formula is as follows:

ESTIMATED COST % OF COST TO ESTIMATED PROJECT

TO REPLACE X BE BORNE BY = COST OF REPLACEMENT

IN KIND THE PROJECT IN KIND

ESTIMATED PROJECT COST PERCENTAGE OF COST OF

OF REPLACEMENT IN KIND x 100 =PLANNED ADJUSTMENT

ESTIMATED COST OF TOTAL WITH BETTERMENT THE

ADJUSTMENT WITH BETTERMENT PROJECT WILL BEAR

Example:

The non-betterment project pro-rate has been determined to be 63.6%

(See Example Section 3.2.1). The non-betterment theoretical cost is

estimated to be $427,580, of which the project is responsible for

$271,941 ($427,580 x 63.6%).

The utility owner has included betterment in the “planned” adjustment.

The estimated cost of the “planned” adjustment, with betterment is
$684,541. Therefore, the pro-rate would be:

271,941 x 100 = 39.7% Percentage of cost of planned adjustment

684,541 with betterment for which the project will be
responsible

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3.4 RIGHT OF WAY USE FEE

The Right of Way Use Fee is a result of legislation enacted by the 1998 General

Assembly (HB-957, SB-577) and was effective July 1, 1998. It applies only to

certificated providers of telecommunications services. The relevant sections of State

Code are §56-468.1, §56-§468.2, §56-458, and §56-462. These Sections can be found

in Appendix 32, 33, 34, and 35 respectively.

The Right of Way Use Fee is added to the telephone customer’s monthly bills. It is

shown as a Public Right of Way fee and is a minimum of $.50 per month per access line.

VDOT calculates the new rate to be charged annually based on the formula included in

§56-468.1. The purpose of these charges is to recover the increased maintenance and

construction costs that result from the presence of the utilities in or along the roadways.

The fees collected by the certificated telecommunications providers in the 97 counties

where VDOT maintains the roads is paid to VDOT and then distributed back to those

counties as a part of the Secondary Road Fund. The two remaining counties, along with

the cities and towns that maintain their own roads system must chose to participate in

collecting any Right of Way Use Fees. The fees collected in these two counties, and the

participating cities and towns, are paid directly to the county, city, or town.

VDOT, counties, and localities, that collect the Right of Way Use Fee cannot charge any

other fee to certificated telecommunication providers such as permit fees, inspection

fees, processing or handling fees, franchise fees, etc.

New installations are defined as new pole lines, new conduit systems and direct burying

new cables that have been installed after July 1, 1998. New installations do not include

adding new cables to existing poles or conduit systems. This definition has an impact on

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the annual reporting required by the providers and what relocations are covered as

reimbursable.

Reimbursements shall be received from either (i) the locality that granted the permit or

franchise to use such right-of-way or (ii) the Commonwealth Transportation Board if the

road or street is in the State Highway System or the secondary system of state

highways:

3.5 RIGHT OF WAY USE FEE REIMBURSEMENT

Reimbursements for relocation costs are as follows. For years 1 through 3 after a new

installation, the provider is to be reimbursed 100% of eligible costs for the relocation.

For years 4 through 6, they are reimbursed 50%. For years 7 and beyond, the relocation

is at no cost to our projects

The certificated telecommunications provider must provide VDOT a copy of the

applicable permit covering the facilities to be relocated in order to claim Right of Way

Use Fee reimbursement. The amount of relocation reimbursement in any fiscal year to

be reimbursed under the Right of Way Use Fee shall not exceed the amount of Public

Right of Way Fees received by that locality either directly or through its secondary road

fund apportionment in the preceding year. If this apportioned amount would be

exhausted on a relocation project where two or more certificated providers are eligible

for reimbursement, then the apportioned amount shall be shared by those eligible

providers by prorating the reimbursement based on what each provider would be entitled

to, absent the limited apportionment.

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3.6 EXAMPLES

Examples follow.

1. An electric company has an existing pole line along and inside VDOT right

of way in a county that VDOT maintains all roads. A certificated

telecommunications provider installs a cable on the power company’s

pole line. There are no other telephone cables attached to the pole line.

One year later due to a road improvement, the pole line must be

relocated.

VDOT will not have to pay for the relocation costs of the provider’s

facilities because Section 56-468.1 specifically excludes the addition of

new cable to existing pole lines and conduit systems from the definition

of new installations. If this line were along an Interstate, Section 33.2-

307 would require VDOT to pay for the eligible relocation costs

2. An electric company has an existing pole line along and on a VDOT

right of way. There is a telecommunication pole line along and on VDOT

right of way on the other side of the roadway that has been in place

for three years. A second telecommunications cable is installed on the

power company poles. One year later a VDOT road improvement requires

the relocation of both pole lines.

VDOT will not have to pay for the relocation cost of the telecommunication

cables of both providers on the power company pole line. If the

telecommunication pole line was installed prior to July 1, 1998, VDOT

would not be responsible for the relocation costs. If it was installed on or

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after July, 1 1998, VDOT must pay the applicable percentage of the

eligible relocation costs according to the 100%, 50%, or 0% restrictions

based on permit issue date.

3. A certificated telecommunications provider’s conduit system has existed

on VDOT right of way for six years. The provider direct buries a new

cable alongside the conduit system. A new certificated provider also

installs a new cable in the duct system. One year later a VDOT road

improvement requires the relocation of the conduits and direct buried

cable.

VDOT will not have to pay for the relocation cost of the facilities

located in the conduit system. VDOT will be 100% responsible for the

eligible relocation costs on the direct buried cable.

The date of the UFI will be used to determine the certificated provider’s

eligibility for reimbursement of the eligible relocation costs. This date will

also be used by VDOT to prioritize multiple eligible projects on a first come

first served basis for reimbursement.

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CHAPTER 4

PROJECT INITIATION
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CHAPTER 4

PROJECT INITIATION

4.1 GENERAL

The Regional Utilities Manager’s or designee’s office is not normally involved in the

initiation of a transportation project, but is called upon to provide various information

during the project development process and to assist in the scoping of a project. This

chapter briefly covers the stages of the project initiation that are important to the utility

relocation process.

4.2 SCHEDULING OF TRANSPORTATION CONSTRUCTION PROJECTS

The Virginia Department of Transportation (VDOT) transportation projects are

constructed using various types of construction funds. These funds are

distributed/allocated to the transportation projects shown on VDOT's Six Year

Improvement Program. The Six Year Improvement Program is developed after receiving

input at public hearings held annually in each of the nine transportation construction

districts. At these public hearings, input is received from citizens of the Commonwealth,

as well as from members of the General Assembly, members of the county board of

supervisors, city council members, and other public officials.

The projects that are in the Six Year Program are then eligible to be included in the Long

Range Advertisement Schedule. This is a schedule that provides more detailed

information regarding the project such as the limits of the project and which quarter of

the year advertisement is planned. The Long Range Schedule normally covers a period

of time from 18 months to 3 years in the future.

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From this schedule, the Short Range Advertisement Schedule is developed. The Short

Range Schedule covers the period from the present to 18 months in advance. This

schedule provides the date of advertisement as well as the type of construction funding

that will be used.

The short and long-range schedules are distributed by VDOT's State Utilities and

Property Manager and/or the Regional Utilities Manager or designee to various utility

owners operating in Virginia. These schedules are to be used by the utility owners to

forecast their manpower needs to meet VDOT’s planned construction program. It is

essential that the utility owners have manpower and resources available to meet VDOT's

schedules or retain outside contractors and engineers. The procedures for

reimbursement of these costs will be outlined in later chapters of this manual.

In addition to the planned projects, each VDOT District schedules for No-Plan Projects

and Maintenance Projects, i.e., Selected Advance Advertisement Project; (SAAP),

Maintenance Projects, etc. The planned date of advertisement for these types of

projects is subject to change more often than those on the short range schedule.

4.3 UTILITY INVENTORY

During the scoping of a proposed project by VDOT, the Regional Utilities Manager or

designee is to review the project site and determine what utilities exist within the project

limits. The Regional Utilities Manager or designee should also determine the utility

owners that are involved and input this information in RUMS. It is the District’s No Plan

(Maintenance) Project Coordinator’s responsibility to input this information into RUMS for

No Plan/Maintenance projects.

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4.4 PROJECT SURVEY AND DESIGNATING

After the funding of a project, the first fieldwork to be undertaken by VDOT will be the

survey. This may entail photogrammetry on some projects. During the ground survey,

all visible utilities (poles, gravity sanitary sewer manholes and cleanouts, fire hydrants,

water meters, valve boxes, etc.) will be located. The data obtained during the ground

survey will include pole numbers/owners and the top and invert elevations of the sanitary

sewer manholes located within the project limits including streets and other side

connections, as well as the next sanitary sewer manhole located outside of the project

limits. Distances between the manholes as well as invert elevations are needed to

determine conflicts within the project limits.

When plans with survey centerline are available, underground utility designation is

authorized. VDOT has statewide contracts with Subsurface Utility Engineering (SUE)

consultants to designate (obtain the horizontal location of) the existing underground

utilities. The utility designation does not include obtaining information on gravity sanitary

sewers, which is secured at the time of ground survey.

All projects that have water, gas, sanitary sewer force mains, underground electric,

telephone, catv, etc. will be designated. It shall be the’ Regional Utilities Manager or

designee’s responsibility to coordinate with the Project Manager or Location and Design

Engineer to ensure that designating services have been ordered on all projects with

underground utilities. The SUE consultant will provide the data in digital format and plot

the horizontal location of the underground utilities on plan sheets. The data will be

included in the transportation plans.

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4.5 PRELIMINARY UTILITY RELOCATION COST ESTIMATE

Usually one of the first involvements the Regional Utilities Manager or designee has on a

transportation project is assisting in the scoping of the project and providing a

Preliminary Utility Relocation Cost Estimate. The Regional Utilities Manager or designee

normally receives the request for a preliminary utility cost estimate from the Project

Manager or the Location and Design Division (L&D).The estimated utility relocation cost

is to be entered into PCES and/or Scoping Report and submitted for inclusion into

the total right of way estimate. RUMS should be updated to include the preliminary

utility cost estimate information. These estimates are used to allocate funds to the

project as well as make various VDOT Divisions aware of anticipated cost, which may

influence the decisions regarding the size and scope of the project.

Preliminary plans and/or maps are furnished to the Regional Utilities Manager or

designee showing as much information as possible regarding the proposed

transportation project. These plans do not always indicate the presence of utility facilities

on the project; therefore, in all instances it will be necessary for the Regional Utilities

Manager or designee to review and inventory the project site to determine the utility

involvement and impact to both the utility owners and the transportation project.

The Regional Utilities Manager or designee may also meet informally with the various

utility owners to ascertain the location of the facilities and the type of material used in the

construction of the underground utilities (asbestos, terra cotta, etc.) and the history of

any maintenance on the utility. This information will be needed to determine if the utility

must be relocated in order to complete the preliminary utility cost estimate and it will also

be used later to determine where test holes are needed. (Locating underground utilities

test holes will be discussed in detail later in this manual.)

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For the purpose of preparing the preliminary utility cost estimate, all underground utilities

should be considered to be in conflict when sufficient data is not available to make a

positive conflict determination.

The preliminary cost estimate is a "Broad Gauge" cost and is subject to revisions as

plans are further developed. It is best for each Regional Utilities Manager or designee to

develop their own records of cost to be used in preliminary cost estimating due to the

wide ranges of cost to relocate the same type of facility in different transportation

construction districts.

All information obtained at the time of the Preliminary Utility Cost Estimate is to be

placed in PCES and RUMS by the Regional Utilities Manager or designee. All working

notes are to be retained as a part of the official project records and files.

4.6 COORDINATION DURING PRELIMINARY DESIGN

After the preliminary utility relocation cost estimate has been furnished to the appropriate

person, contact and lines of communication between the project designer, Project

Manager and the Regional Utilities Manager or designee should be maintained. By

doing this, major impacts to the existing utilities and subsequent costly relocations can

be held to a minimum.

The Regional Utilities Manager or designee should involve the utility owners as the need

occurs, and keep them informed on the status of project development.

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CHAPTER 5

PROJECT FIELD INSPECTION

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CHAPTER 5

PROJECT FIELD INSPECTION

5.1 GENERAL

The Project Management Office (PMO)/Location and Design Division (L&D) of the

Virginia Department of Transportation (VDOT) or a consulting engineering firm under

their supervision will develop design plans to the Project Field Inspection stage. This

chapter covers the activities involved in the utility relocation process during this phase of

plan development.

5.2 UTILITY LOCATION AND EVALUATION

Further development of the preliminary plans by the project designer after receiving the

utility designation (horizontal location) information from the Subsurface Utilities

Engineering (SUE) consultant, may result in the shifting of the centerline, grades,

drainage facilities, walls, etc., to avoid horizontal conflicts. Once preliminary locations

for the drainage items, walls, bridge foundations, signal pole/controller foundations,

illumination standards, noise barriers, etc. have been shown on the project plans,

locating services (test holes information) is required to determine utility conflicts.

In evaluating where and when test holes should be taken, L&D IIM-LD-140.8 or the

latest revision is to be followed. In addition, the Regional Utilities Manager or designee/

State Utilities and Property Manager should be knowledgeable of any plans by the utility

owner to upgrade, replace, discontinue, etc. an existing underground utility that would

render the test hole information useless. Test holes should not be taken in cuts or deep

fill areas nor at locations of large drainage or other planned structures where it is

apparent that the underground utility must be relocated.

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The project designer will contact the Regional Utilities Manager or designee to review

locations where test holes should be taken when the project is being designed or

coordinated in the district. When the project is being designed or coordinated in the

Central Office, the project designer will review the test hole requirements with the State

Utilities and Property Manager’s office.

On projects where the utility pipe material is asbestos-cement or cast iron with lead

joints, careful attention is to be given to the amount of additional cover being placed over

the pipe and to the depth of cut to sub grade over the pipe. Normally, it is not necessary

to have test holes taken when there is an additional 5 feet of fill to be placed over the

pipe or when the proposed sub-grade or bottom of undercut will be less than 2 feet from

the top of the pipe. In most instances, these utility pipes will be relocated regardless of

conflicts with other project construction features. Of course each project and each utility

facility must be reviewed on their own merits.

5.3 MAJOR FACILITY IMPACTS

After the Preliminary Design Plans are updated to approximately 30% complete, the

District Project Manager schedules a Project Field Inspection. The assigned Project

Manager will schedule and conduct the Project Field Inspections on urban projects.

The field inspection plans will include plan, profile, cross section, maintenance of traffic,

sequence of construction, general notes, typical sections, drainage information,

underground test hole information and a survey of overhead electrical conductors near

large drainage structures, bridges, etc. The Regional Utilities Manager or designee

should review the Project Field Inspection Plans to determine if modifications to the

plans can be recommended to lessen or eliminate impacts to utilities. A detail review of

the typical sections, cross sections, and the preliminary plans for the bridge, signal and

lighting facilities, is necessary to reveal the total impacts on the existing utilities. Special

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attention is to be given to the constructability of the project. The existing overhanging

utilities, and in particular the electrical conductors and supports, should be studied to

determine if cranes, drag lines and other large pieces of equipment can construct the

project safely without endangering personnel and equipment.

Major changes to the proposed roadway plans should be considered and suggested in

writing to the Project Manager with copies to the State Utilities and Property Manager by

the Regional Utilities Manager or designee in instances where impact to existing sewage

or water pumping stations, electrical sub-stations, telephone switching stations, or large

underground utilities may occur.

5.4 PRELIMINARY UTILITY EASEMENT

The necessity of showing preliminary utility easements on the plans to be used at the

Public Hearing will be discussed at the Project Field Inspection. Preliminary utility

easements or a note referring to the future need for utility easements must be shown on

the Public Hearing Plans. If the decision is made to have the preliminary easements

shown at this time, the project designer will furnish the Regional Utilities Manager or

designee the required sets of prints\electronic files along with a written request to

develop the preliminary utility easements. The date this information is to be returned will

be provided at the time of the request.

When a decision has been made not to include preliminary utility easements on the

plans, the appropriate plan note, as outlined in VDOT Road Design Manual is to be

shown on the plans for the willingness or public hearing.

When required, the approximate location of preliminary utility easements should be

determined by the Regional Utilities Manager or designee and delineated on willingness

or public hearing plans. The decision to include preliminary utility easements is made at

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the scoping and project field inspection stage in accordance with the guidelines in VDOT

Road Design Manual.

5.5 ATTENDANCE AT THE PROJECT FIELD INSPECTION

The Regional Utilities Manager or designee will attend all project field inspections. A

written report providing comments, concerns and/or recommendations from a utility

standpoint is to be sent to the District Project Manager and Project Management Office.

The written report will confirm the comments provided in person at the Project Field

Inspection Meeting. Should it be impossible for the Regional Utilities Manager or

designee or their representative to attend, the written report should be sent in time to be

reviewed at the project field inspection meeting.

5.6 GENERAL CONCEPTUAL CONSIDERATIONS

The Regional Utilities Manager or designee in reviewing the project site prior to the

project field inspection should become knowledgeable of the existing utilities and how

they relate to the project such as:

a. Are the existing utilities the major lines for that area? ;

b. Are there alternate routes that can be used to provide utility services to

the project area during construction? ; and,

c. Can the utility be relocated independent of the project construction or is

the utility relocation dependent upon portions of the project being

constructed first?

This information is important in determining what actions need to be taken by the utility

owners and VDOT prior to, or during project construction. The input of utility information

during this stage allows project development that will minimize damage and interruptions

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to the utilities and will help eliminate conflicts and coordination problems with the project

contractor operations.

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CHAPTER 6

PREPARATION FOR UTILITY FIELD INSPECTION

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CHAPTER 6

PREPARATION FOR UTILITY FIELD INSPECTION

6.1 GENERAL

This chapter outlines the general requirements in preparing to conduct a utility field

inspection. It is the responsibility of the Regional Utilities Manager or designee to

determine the extent of utility involvement within each project and proceed according to

the requirements set forth in this manual.

Guidelines for preparing and conducting the utility field inspection are found in Appendix

2 and 3.

Procedures for furnishing utility field inspection plans, and the Utility Designation and

Utility Location (Test Hole) information are found in IIM-LD-140.8, or its latest revision.

6.2 UTILITY FIELD INSPECTION PLANS

After the Project Field Inspection recommendations have been evaluated and the

necessary changes have been incorporated into the plans, the utility field inspection

plans, which include the elimination of utility conflicts where feasible, are provided to the

Regional Utilities Manager or designee by the Location and Design Division or Project

Manager. The Regional Utilities Manager or designee may then proceed with the utility

field inspection process.

The utility field inspection plans are distributed to the Regional Utilities Manager or

designee by the Location and Design, Division using Form LD-428 included in

IIM-LD-140.8 and in accordance with IIM-LD-68.20, or its latest revision.

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The utility field inspection plans are to include the following when applicable:

a. Plan sheets showing roadway design, profiles and appropriate typical

sections;

b. Underground Utilities Test Hole Information Sheet;

c. Right of Way data sheet;

d. Preliminary plans for bridges and retaining walls;

e. Preliminary plans for traffic signals and lighting;

f. Cross sections;

g. Drainage Information;

h. Storm water management plan;

i. Survey of overhead utility lines when a major structure is involved;

j. Sequence of construction;

k. Maintenance of traffic/Traffic Management Plan; and,

l. General Notes.

m. Sound walls

n. Temporary Detours for construction

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6.3 CONFLICT EVALUATION AND DETERMINATION

Prior to the utility field inspection, the project plans will be examined in detail by the,

Regional Utilities Manager or designee and the scope of the project evaluated for the

purpose of determining utility conflicts.

Guidelines for identifying issues to be considered while preparing for the utility field

inspection are found in Appendix 2 and 3.

The individual preparing for the utility field inspection will make an on the ground

inspection and an inventory of the utilities within the project. It may be necessary to

consult with the utility owners during this phase of the project to ascertain the location of

underground utilities, the type and size of the utility facilities, the depth of the

underground facilities, and other information needed to properly prepare for the utility

field inspection.

The evaluation shall take into consideration both the aerial and underground utility

facilities. During the evaluation process, the project plans are to be marked and color-

coded to identify the various types of utility facilities within the project limits.

Under §56-265.17.1, each project designer (see §56-265.15 for the definition of

designer) can contact Miss Utility (811) to assist them in gathering utility line information

for a project. Under §56-265.19, the utility operator shall participate in all pre-planning

and pre-construction meetings originated by state, county, or municipality.

To avoid confusion and provide a common standard for all projects throughout the State,

the Underground Utility Damage Prevention Act mandates that underground utility

facilities be indicated on the ground surface by using specific paint colors. The

identifying colors for various utility facilities are as follows:

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IDENTIFYING COLOR OF PRODUCT

UTILITY AND TYPE OR EQUIVALENT

Electric Power Distribution Safety Red

& Transmission

Municipal Electric Systems Safety Red

Gas Distribution & Transmission High Visibility Safety Yellow

Oil & Petroleum Products High Visibility Safety Yellow

Distribution & Transmission

Dangerous Materials, Product Lines, High Visibility Safety Yellow

Steam Lines

Telecommunications Systems Safety Alert Orange

Police & Fire Communications Safety Alert Orange

Cable Television Safety Alert Orange

Water Systems Safety Precaution Blue

Slurry Systems Safety Precaution Blue

Sewer Systems Safety Green

The project plans may be color-coded using the colors as required by the

Underground Utility Damage Prevention Act to indicate the utility facilities

located within project limits.

When it is known that consultants will be used to design utility relocation

plans a written report to document the files must be prepared identifying the

utility conflicts. This documentation will be used as support for approving the

scope of services proposed by the consultant. The report should be

prepared at the utility field inspection phase and updated, if required, during

or after the utility field inspection.

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When utility facilities have been omitted or incorrectly shown on the project

plans, the Regional Utilities Manager or designee must initiate steps with the

Location and Design Division to have corrections made to the plans, including

additional survey if needed.

6.3.1 AERIAL UTILITY FACILITIES

The review of project plans for conflicts shall take into consideration the

proximity of the utility facility to construction, vertical and horizontal

clearances, and other proposed roadway features to assure that the

requirements of VDOT’s Utility Accommodations Policy, Overhead

High Voltage Line Safety Act, National Electric Safety Code,

VDOT’s Clear Zone, OSHA and other Federal or State safety

requirements are met. Aerial utility facilities that do not meet these

requirements shall be considered to be in conflict and relocated.

Section 7.3.2 provides more detailed information to identify utility

conflicts.

Notes are to be kept to indicate the name of the utility owner, pole

ownership, pole numbers, attachments by other (joint use) utility

owners, and cost responsibility determination.

Additional references to aerial utility involvement may be found in the

following sections of this manual:

a. Section 5.3, Major Facility Impacts; and,

b. Section 7.8, Overhead Electrical Safety Arrangements.

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6.3.2 UNDERGROUND UTILITY FACILITIES

An in-depth study is to be made to determine utility conflicts using

the project plans, profiles, cross sections, test hole data sheet, and

other information provided with the plans. Project features such as

the hydraulic design, retaining walls, guardrail, bridge piers,

abutments, traffic signals, lighting, location of travel way or curb and

gutter and other utility relocations proposed for the project in many

instances create a conflict with existing utility facilities. Special

attention and consideration should be given to the minimum vertical

and horizontal separation requirements for utility facilities and the

various features of the transportation project.

Notes are to be kept to indicate the name of the utility owner, type of

material, visible appurtenances such as manholes, clean outs, fire

hydrants, water meters, valve boxes, gas meters, pedestals,

transformers, visible connections of power, telephone or cable

television to poles and cost responsibility determination. It may be

necessary to contact the appropriate utility owner to obtain the size

of underground utilities from the utility owners’ records. Any

knowledge gained pertaining to underground utilities within the limits

of a project should be noted on the plans.

The evaluation process will require the computation of elevation and

grade for gravity sanitary sewer and marking depths of proposed cuts

and fills on the plans for utilities to determine the location of utilities

with reference to sub grade and other roadway features.

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Additional references to underground utility involvement may be

found in this manual in the following sections:

a. Section 7.9, Virginia Department of Transportation Policy

on Placing Utility Facilities Underground.

b. Section 9.7, Scope of Services Regional Agreement.

c. Section 15.2, Guidelines for Relocation of Utilities from Traveled Area

6.4 COST RESPONSIBILITY DETERMINATION-UTILITY FIELD INSPECTION

STAGE

The Regional Utilities Manager or designee has the responsibility to make the

preliminary cost responsibility determination prior to the utility field inspection.

The cost responsibility determination shall be made in accordance with the

current statutes, rules, regulations, and resolutions as covered in Chapter 2 of

this manual.

The utilities located within the proposed right of way, construction limits and

project limits shall be listed on form UT-9 or in some acceptable format. It is

preferable to use only the Form UT-9 for this purpose. However, on projects

where the utility owner enjoys a statutory right that requires the project to

bear the total non-betterment cost, a statement of responsibility, similar to the

following, citing the section of the code will be acceptable.

It has been determined that 100 percent of the non-

betterment cost to relocate the existing facilities of (Utility
Owner) found to be in conflict with project (Project
Number) is to be borne by the project by virtue of Section
(Section Number) of the Code of Virginia as amended.

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This statement is to be included in UFI confirmation with a copy to the State

Utilities and Property Manager by the Regional Utilities Manager or designee.

Form UT-9 is found in Appendix 4.

6.5 FEDERAL HIGHWAY ADMINISTRATION REQUIREMENTS

The Code of Federal Regulations (CFR) comprises the regulations

promulgated by the administration and regulatory agencies of the national

government. Title 23 of CFR, part 645 is comprised of Subpart A, “Utility

Relocations, Adjustments and Reimbursement” and Subpart B,

“Accommodation of Utilities” respectively.

Subpart A prescribes policies, procedures and reimbursement provisions for

the adjustment and relocation of utility facilities on Federal-aid or direct Federal

projects.

Subpart B prescribes policies and procedures for accommodating utility

facilities and private lines on the right of way of Federal-aid or direct Federal

transportation projects.

The Policies and Procedures established by VDOT generally follow the

procedures presented in Title 23, part 645 of the CFR, Subparts A and B and

are in compliance with the Federal Regulations.

Part 645 of CFR 23 Subparts A and B are included in Appendix 25.

Prior to initiating utility relocation a determination should be made if the

project is Federal participating to assure that proper documentation and

procedures are followed.

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Approval is issued by the Federal Highway Administration (FHWA) on

participating projects authorizing use of federal funds. A copy of the federal

authorization is to be retained in the State Utilities and Property Manager’s

or the Regional Utilities Manager or designee’s project file.

6.6 SEQUENCE OF CONSTRUCTION INVOLVEMENT/TIME FRAMES

Roadway construction and the relocation of utilities are so closely related

that they should be thought of as one element especially when considering

the safety of motorist, pedestrians, and construction workers during the

development of plans for the transportation project and the utility relocation.

The transportation project plans, when necessary, will include a sequence

of construction showing diagrams and appropriate notes to inform the project

contractor as to how this operation is to be accomplished and advise of

traffic problems that may be encountered. The sequence of construction

should be one of the topics on the agenda at the utility field inspection, and

should be discussed thoroughly during the concurrent engineering process.

Ideally, the relocation of utilities should be completed prior to award of

transportation projects for construction. This will eliminate the need for a

special provision or consideration for sequencing of the utility work.

Transportation projects, which do not require a sequence of construction for

the project, may in fact require one to coordinate the utility relocation with

project construction. In this case the utility owner must provide sufficient

information for the preparation of the sequence of construction to be added

as a part of the project plans.

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6.7 PROJECT FUNDING

Generally, funds are allocated based on need to the various

classifications of highways. The relocation costs for utilities are

reimbursable where it is determined that the utility owner has

compensable rights.

Cost responsibility determination is covered in Chapter 3.

6.7.1 FEDERAL FUNDED PROJECTS

When federal funds are participating in the right of way acquisition

or utility relocation, the Director of Right of Way and Utilities will

notify the Regional Utilities Manager or designee in writing.

All project files in the Regional Utilities Manager or designee’s office

must include proper documentation as shown in Section 13.7. When

the utility relocation is federally participating the files must include a

copy of the federal authorization. Upon receipt of authorization that

federal funds will be participating in the relocation of utilities, the

Regional Utilities Manager or designee shall update the RUMS

accordingly.

6.7.2 URBAN FUNDED PROJECTS

On Urban Projects the town or city will participate in the cost of the

project. The State/Federal share is 98% and the municipality share is

2%.

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6.7.3 ACCESS PROJECTS FOR INDUSTRIAL, RECREATIONAL,

AIRPORT, ETC.

Access funds shall not be used for the acquisition of rights of way or

relocation of utilities. These funds are to be used for the actual

construction and engineering of an access project.

These type projects are initiated by a town, city or county by the

adoption of a resolution setting forth the responsibility to provide for

the relocation of utilities. Utility owners may seek reimbursement

from a town, city or county if they are entitled to be reimbursed.

AN EXCEPTION is made when an access road involves the

reconstruction of an existing secondary road and secondary road funds

are used to purchase the right of way and reimburse the non-

betterment utility relocation cost. In this situation the non-betterment

utility relocation may be project cost, subject to the normal cost

responsibility determination.

6.7.4 PRIMARY TRANSPORTATION PROJECTS

Primary transportation projects include different classifications and

may be funded from different sources, such as the arterial system,

regular primary, and bonds.

The funding source needs to be determined and the applicable

statutory rights applied for determining the appropriate cost

responsibility. The statutory rights are covered in Chapter 2.

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6.7.5 MULTIPLE TRANSPORTATION PROJECTS WITH MULTIPLE

HIGHWAY SYSTEMS INVOLVED

When multiple projects occur in one set of plans to be constructed as

one contract, each of the projects shall be treated separately and

reported as such. The determination of cost responsibility may be

different for each of the projects depending on the roadway

classification. For example, when a project leaves a city and extends

into a county, the urban project will be financed using urban funds

with the town or city participating in the cost, however, the county

portion of the project will have different funding depending on the

classification of the road involved and the town or city will not

participate in that segment.

6.7.6 TRANSPORTATION PROJECTS INVOLVING HIGHWAY

SYSTEMS WITH DIFFERENT CLASSIFICATION

In some instances a transportation project funded under a specific

highway system classification will involve a highway with a different

highway system classification.

The prevailing laws applicable to a specific project, which is funded

and authorized, will be used to make the cost responsibility

determination for the relocation of utility facilities regardless of the

involvement with highway systems of different classification.

An example of this would occur when a primary funded project crosses

a secondary highway and utility facilities within the secondary

highway require relocation as a result of the primary project. In this

example the applicable laws for the primary funded project would be

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used to make the cost responsibility determination for utility facilities

involved within the secondary highway since no separate secondary

project number was used.

6.8 PROJECT TARGET DATES

Target dates are established in Integrated Project Manager (iPM) for

initiating and completing the various phases of a project. This includes the

utility field inspection, public hearing, approved right of way, completion of

right of way and easement acquisition, utility plan and estimate approved,

project advertisement. These target dates are to be furnished to the

participants at the utility field inspection. The utility owner will be expected

to use the dates furnished by VDOT to establish internal deadline dates within

their organization for submission of easement plans, easement instruments,

plan and cost estimate, or relocation plans for work to be included within

the transportation project contract.

6.8.1 PROCEDURES FOR ESTABLISHING IPM ACTIVITY 67U

This activity code is to be used on all projects because it is required

that a time frame be established between end of right of way

acquisition and the advertisement of the project. This time frame will

allow for the construction of utility relocation.

The Regional Utilities Manager or designee is responsible for

establishing the duration of activity 67U, which will require the use of

this field in iPM, and for establishing the dates to be entered. The

begin date should be two weeks after the end of activity 69 when all

the right of way has been acquired. It is desirable for the end date to

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show completion of the utility relocation five weeks before

advertisement of the transportation project. If not, it should be

completed one week prior to the award of the transportation contract.

Activity 67U involves the construction of utility relocation by the utility

owners and is not to be used for utility work performed by the VDOT

contractor.

6.9 SCHEDULING UTILITY FIELD INSPECTION

The Regional Utilities Manager or designee is responsible for scheduling the

utility field inspection (UFI). The utility field inspection should be scheduled

within four weeks after receipt of the project plans.

The Regional Utilities Manager or designee will submit project plans and

project electronic files to each utility owner affected. The appropriate letter,

contained in the RUMS will be used for transmitting plans and scheduling the

utility field inspection.

The project plans or project electronic files are to be used by the utility

owner to show replacement easements and return them to the Regional

Utilities Manager or designee. The project plans or project electronic files are

to be used by the utility owner in connection with the planning and utility

design for the relocation of utilities to accommodate the project

construction.

On projects where both aerial and underground utilities are involved, it may

be appropriate to schedule separate utility field inspections. Where

separate utility field inspections are held, it is important that each utility

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owner coordinate with the Regional Utilities Manager or designee as well

as with other utility owners involved to avoid conflicts with the overall

relocation planning associated with the project.

6.10 AUTOMATED LAND USE PERMIT SYSTEM (LUPS)

An automated Land Use Permit System (LUPS) is now being used to issue

Land Use Permits. LUPS is a stand-alone system utilizing personnel

computers, and is very beneficial in tracking essential permit data.

LUPS can be a source for determining if permits have been issued for utility

installations within a given project.

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CHAPTER 7

THE UTILITY FIELD INSPECTION

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CHAPTER 7

THE UTILITY FIELD INSPECTION

7.1 GENERAL

The utility field inspections will be presided over by the Regional Utilities Manager or

designee.

Representatives from Location & Design Division (L&D), Project Management Office

(PMO), Structures and Bridge and Right of Way and Utilities Divisions and others as

deemed necessary should be invited to attend the utility field inspection when their

contribution is needed to coordinate planning for the relocation of utility facilities. The

Location and Design Division’s project designer may request that a representative from

their office attend the utility field inspection. This request will be included in the plan

distribution memorandum LD-428.

Sufficient information and details shall be furnished to the participants so each will have

a good understanding of the scope of the project.

A status report may be kept for each individual project by the Regional Utilities Manager

or designee for the purpose of monitoring and tracking the different elements involved in

the utility relocation process. RUMS may be utilized for this purpose.

7.2 PROJECT SPECIFICS AND SCHEDULE

The Regional Utilities Manager or designee will provide a schedule for the remaining

phases of the transportation project to each utility owner, their consultants and others

involved in the utility field inspection.

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Target dates will be established by the Regional Utilities Manager or designee for the

utility owners to submit easement request, plan and estimate, and easement

instruments.

Specifics of the project can be better explained and understood when certain

components of the project plans and the appropriate plan sheets are reviewed and

discussed. The plan sheets listed below contain information important to the utility

relocation process and should be made a part of the review and discussion during the

utility field inspection.

7.2.1 TITLE SHEET

Discussion of information on this sheet should include the following:

a. The project termini or “from” and “to” description;

b. Length of project;

c. Project number, including the proper section number to use such as “RW-

201”;

d. UPC number; and,

e. Other information on this sheet that may be applicable to the given

project.

7.2.2 RIGHT OF WAY DATA SHEET

The right of way data sheet includes names of the landowners and parcel

numbers. This information will be referenced on easement requests and

easement agreements prepared by the utility owner.

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Typically, the utility owner will “pencil” the landowner names onto the

utility easement form which will allow the negotiator to revise, if

necessary, to reflect the correct name of the landowner.

7.2.3 TYPICAL SECTION SHEET

This sheet provides typical sections for the main route, connections,

bikeways, ramps, frontage roads, etc., which are to be brought to the

attention of all utility field inspection participants. Typical sections are

an important consideration for the utility relocation planning and

design, especially where underground facilities are anticipated within

the project.

7.2.4 UNDERGROUND UTILITIES TEST HOLE INFORMATION SHEET

The test hole information sheet should provide specific information on

the location of underground utilities, which is used to make an

evaluation and determination of utility conflicts with the transportation

project.

7.2.5 DETAIL SHEETS, PLAN NOTES AND PROFILES

The detail sheets and plan notes provide information regarding the

transportation project that may affect the existing utilities such as

waste areas for surplus or unsuitable material and plan and profile for

undercut areas.

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7.2.6 TRANSPORTATION MANAGEMENT PLANS, SEQUENCE OF

CONSTRUCTION, TEMPORARY DETOURS AND ASSOCIATED
STRUCTURES

The details for the above shall be provided to insure all areas

are clear of potential utility conflicts caused by detours or other

activities that must be staged.

7.3 REVIEW EACH UTILITY OWNER’S CONFLICT AND INVOLVEMENT

Each utility facility and attachment within project limits, including temporary

construction and other permanent easements should be discussed. As a

minimum, the following subsections should be taken into consideration

when reviewing the project with utility owners.

7.3.1 OWNERSHIP OF POLES

Where more than one utility owner occupies a pole jointly, the

ownership of the pole should be determined. Typically, poles are

tagged with an identification number and the owner’s name. In

cases where ownership of the pole is not evident, the utility owner

should provide the required information.

7.3.2 CONFLICT DETERMINATION

A determination will be made prior to or during the utility field

inspection to identify aerial and underground facilities within project

limits that are a potential conflict and could require relocation versus

those facilities that may not be in conflict and may possibly be

allowed to remain if their location is in compliance with the current

accommodation policy and clear zone requirements.

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Chapter 15, Section 15.2, includes “Guidelines for Relocation of

Utilities from Traveled Areas”. Chapter 6 and Chapter 9 also provide

guidance for determining utility conflicts.

The clear zone requirements may be shown on the typical section

sheet. VDOT's clear zone guidelines are included in Appendix 31.

Utility facilities are considered to be in conflict with the project when

their location with respect to the proposed project are not in

compliance with the Land Use Permit Regulations (24 VAC 30-151)

or the clear zone requirements.

Utility facilities are also considered to be in conflict when certain

situations are encountered, such as the following:

a. Direct conflict with project construction;

b. Utility facilities are located within Limited Access right of way;

c. Insufficient vertical clearance of utility facilities crossing the

proposed project or roadway features where construction will be

performed;

d. Insufficient horizontal clearance with roadway features such

as bridge structures, sound walls or where special

construction equipment is required to construct the project;

e. Utility facilities are located in an area that will not allow access

for maintenance;

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f. When an anchor guy or stub pole extends from a pole into

construction limits and there are no alternatives except

relocate the pole from which they extend; or,

g. Where proposed construction will endanger the utility facilities.

7.3.3 COST RESPONSIBILITY DETERMINATION

The cost responsibility must be determined for all existing utility

facilities located within the limits of the proposed project, including

road or street connections and construction easements, and shown

on form UT-9 regardless of their conflict status.

Cost responsibility shall be made in accordance with the current laws,

rules and regulations as covered in Chapter 2 and the procedures

found in Chapter 3 of this manual.

7.3.4 REAL PROPERTY INTEREST

When utility facilities are located on private property, the utility owner

should be prepared to discuss compensable interests and/or rights

in the land on which their facilities are located. The utility owner must

furnish the real property interest documentation to VDOT no later than

the submission of the plan and estimate.

See Sections 2.4 and 2.5 for documents required to support real

property interest.

7.3.5 PRIOR RIGHTS

When utility facilities are located within the existing public right of way,

the proof of prior rights is the burden of the utility owner. The utility

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owner must furnish proof of prior rights in the form of an agreement

or other written documentation.

During the utility field inspection, the utility owners should be prepared

to furnish copies of agreements to support their claim for prior rights.

When prior rights issues cannot be resolved during the utility field

inspection, the utility owner must furnish written evidence of prior

rights to the Regional Utilities Manager or designee following the utility

field inspection.

The Regional Utilities Manager or designee must examine the prior

rights documentation, and be satisfied that the information is

adequate to support the claim. If the Regional Utilities Manager or

designee is unable to make a determination, the State Utilities and

Property Manager should be furnished all information available and

requested to make a determination. The determination may require

the State Utilities and Property Manager to request legal advice from

the Attorney General’s office.

Support for prior rights is entirely the responsibility of the utility owner.

Section 2.6 provides further information on prior rights.

7.3.6 PROPOSED METHOD OF ADJUSTMENT

The method for each utility relocation, including a tentative route or

location, should be discussed and determined. This information can be

used to determine the impact to the adjacent property owners, utility

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easement needs, estimated cost to adjust utilities, and further

coordination required with the project and other utility owners.

7.3.7 COORDINATION AND SEQUENCE OF UTILITY

RELOCATION BY UTILITY OWNER

The utility owners should coordinate the utility design and the

schedule for utility relocations with the established project construction

sequence. If the utility owner is unable to coordinate the utility

relocation with the construction sequence outlined, they should provide

VDOT with sufficient information including the proposed relocation

plans and the time frame in which relocation will occur so the sequence

of construction can be reconsidered by VDOT.

7.3.8 UTILITY RELOCATION PLANS FOR WORK AT 100% UTILITY COST

The utility owner should develop a plan of relocation by coordinating

with other utility owners and the transportation project plans in

accordance with Chapter 8 of this Manual. The requested number of

sets of the relocation plans must be submitted to VDOT in

accordance with due dates established by the Regional Utilities

Manager or designee and prior to proceeding with the relocation

work. These plans will be used to determine if there are conflicts

with the project or other utility relocations. When required, they will

be used to prepare special provisions and the suggested sequence

of utility relocation with project construction.

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7.4 UTILITY EASEMENT REQUIREMENTS

When the utility relocation requires the acquisition of new or replacement

utility easements, the utility owner may acquire its own easement or rights

if there are no project schedule impacts.

When the utility owner acquires easements, it is not necessary to show the

easement on the project plans unless the installation of the utility is to be

performed by the transportation project contractor. In this case, the utility

easement should always be shown on the project plans.

When utility owners acquire the replacement easements, the acquisition shall

be done in accordance with established procedures of the utility company.

The cost to acquire such easements may be included in the relocation cost

estimate.

If the utility owner is unable to obtain their own easements or prefers that

VDOT acquire the utility easements, VDOT may do so during the right of

way acquisition phase of the project. In this case, the utility easements must

be shown on the project plans.

When practical, the utility owners should give consideration to occupying

VDOT right of way with relocated utilities, provided sufficient right of way is

available and facilities can be installed in compliance with the requirements of

the Land Use Permit Regulations. In instances where an easement is

necessary for construction of the transportation project and the utility owner

does not have an existing recorded utility easement in their name, VDOT will

acquire a VDOT Joint Use Utility easement and permit the utility into the

easement area. Preliminary utility easements or a note referring to the future

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need for utility easements must be shown on public hearing plans of an urban

project or a project located in an urbanized area prior to the willingness

and public hearing stage. The preliminary utility easements are for the

purpose of addressing the concerns of the affected landowners.

Preliminary utility easements are covered in Section 5.4.

7.4.1 EASEMENT PLANS AND REQUEST BY UTILITY OWNER

A set of project plans/electronic project files showing easements

marked in red including the type (such as standard, trimming,

guying, overhang or a combination of trimming, guying or overhang

and other types appropriate for a particular utility facility or

appurtenance) of easement involving each landowner must be

submitted to the Regional Utilities Manager or designee by the

utility owner.

When temporary utility easements are necessary they should be

noted on the plans as such and the easement agreement prepared

accordingly.

The plans and a written request must be submitted within a

reasonable time as agreed during the utility field inspection.

Locations for replacement easements should be carefully considered.

The relocation should be designed to minimize encroachment on

adjacent properties.

When possible, joint use facilities should be designed and joint use

easements obtained in order to minimize easement requirements.

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Where buildings or other structures are adjacent to the proposed

utility facility, and the normal easement width for the facility involved

would include buildings or structures, consideration should be given

to modify the easement to exclude encroachment on buildings or

structures from the easement plan and request.

The following information must be included with the written request or

shown on the plans:

a. Location or alignment of existing facilities;

b. The type of existing utility facility;

c. The location of existing easements should be defined and

shown on the plans. If the width of an existing easement is

undefined, it should be stated in the utility owner’s request;

d. Location or alignment of proposed facilities including the

location of proposed replacement easements or requested

shared easement. Easement areas should be marked and

clearly defined on the project plans;

e. The type of proposed facility to be constructed in the new

easement must be noted;

f. If the easement is for a joint use facility, it must be noted;

g. Width of new easement must be shown when practical. If the

new easement is uniform in width, it should be noted as such. If

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the easement is not uniform in width, it should be noted as a

“variable width easement”; and,

h. The type easement proposed such as standard, trimming,

guying, overhang or a combination of trimming, guying or

overhang and other types appropriate for a particular utility

facility or appurtenance must be provided.

The written requests must contain a statement similar to the following:

The (Utility Owner Name) requests the Virginia

Department of Transportation to act as our agent in
acquiring the utility easements shown on the plans
for the project, and agrees to bear its share (if any)
of all applicable costs.

The Regional Utilities Manager or designee must prepare a

composite set of plans or digital files within MicroStation showing all

the utility easements required on the project and submit these to the

Location and Design Division or Project Management Office to be

included in the approved right of way plans. A timeframe between the

UFI and the date that the above utility easement plans or digital files are

submitted to Location and Design will be determined on the Scoping

Report and/or by written notification from the Regional Utility Manager

or designee to the L&D Project Manager. The plans shall designate

which easements are to be acquired in the name of the utility

owner (replacement easement) and which will be VDOT Utility

Easements. After the utility easements are included in the project

plans, a copy must be sent to each utility owner using the

appropriate RUMS letter requesting the utility owner to submit

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easement instruments, for any easement eligible to be in the owner’s

name, if they have not done so. The utility owner is to be

encouraged to utilize VDOT plan sheets as a reference drawing

instead of preparing a separate plat.

See Appendix 7 showing an example letter of the utility owners

request for VDOT to obtain utility easements.

Example wording for different utility easement types to be shown on

VDOT plans are shown in Appendix 11.

An example plan showing utility easements is shown in Appendix 11.

The Regional Utilities Manager or designee should use RUMS for

tracking the status of easement acquisitions, both replacement and

VDOT joint use.

7.4.2 EASEMENT COST RESPONSIBILITY

VDOT is required to offer the landowner the fair market value for right

of way or easements to be acquired. Generally in rural areas a

nominal value is placed on the cost of the utility easement. In

metropolitan areas a percentage of the fee value is applied and this

can be costly.

Except for replacement of an existing recorded easement, VDOT

will exercise the right to seek reimbursement from the utility owner

when each utility owner’s portion of the cost exceeds $500 per

parcel. If the utility owner is requested to participate in the cost of the

utility easement, the utility owner must be notified of its share of cost

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prior to VDOT negotiating for this easement. In most cases, this cost

will be based entirely on the appraised value of the new easement.

The utility owner is responsible for its share (if any) of all applicable

costs for acquiring the new easement. The costs may include, but is

not limited to appraisal and attorney fees, court costs, costs for filing

certificates and recording deeds, consideration paid for land,

improvements, damages, condemnation awards, etc.

Each Regional Utilities Manager or designee must develop procedures

within the Regional Right of Way Office, whereby the appraisal

section will provide the appraised value applied to the utility

easements. When each utility owner’s portion of the appraised value

exceeds $500 on any parcel, the Regional Utilities Manager or

designee must notify the State Utilities and Property Manager to

ascertain a course of action to be taken.

7.4.3 UTILITY EASEMENT INSTRUMENTS/AGREEMENTS

Prior to the right of way approval date of the project plans, the utility

owner must submit four (1-original & 3-copies) completed utility

easement forms to the Regional Utilities Manager or designee for

easements eligible to be in the utility owner’s name. An easement

instrument must be fully prepared for each parcel.

The names of property owners are to be filled in by the utility

owner using erasable pencil. The legal current owner's name will

be filled in permanently during negotiations with the landowner.

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VDOT parcel numbers should be shown in pencil at the top of the

form to allow for easy tracking.

The Regional Utilities Manager or designee shall verify that all

required easement agreements are received as well as ensure that

the utility owner has properly prepared each. The Regional Utilities

Manager or designee shall then forward the easement agreements

to the Regional Right of Way Manager for negotiation.

7.4.4 REMOVAL OF BUILDINGS REQUIRED TO ACCOMMODATE

UTILITY RELOCATION

The relocation should be designed to avoid existing buildings within the

proposed right of way when possible. When the utility relocation

cannot avoid conflict with an existing building, the Regional Utilities

Manager or designee must notify the Regional Right of Way Manager

and request that priority be given to the acquisition and demolition of

the building or other improvements.

7.4.5 PRIORITY REQUEST FOR UTILITY EASEMENTS ACQUISITION

The Regional Utilities Manager or designee should prepare a list of

parcels on which utility easements are required and request the

Regional Right of Way Manager to give priority to negotiating

these parcels to ensure that the utility owner has a signed

easement or right of entry to allow the utility relocation to proceed

on schedule.

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7.4.6 UTILITY EASEMENT CHECK LIST

During negotiations, the utility easements are acquired along with the

right of way required for the transportation project. When a land

owner refuses to convey a utility easement, and it becomes

necessary to initiate eminent domain proceedings against the land

owner, the Regional Right of Way Manager will request the

Regional Utilities Manager or designee to complete the utility

easement check list.

It is important that the utility easements shown on the marked plan

sheets be verified using the approved project plans to assure they are

correctly shown and marked. Different colors are to be used for

separate easements for each utility owner. See Section 5.2.2-G,

Table 5-2 of the Right of Way Manual for color- coding. The utility

owners plat may be used in lieu of showing the owner’s

easement on the VDOT plat. Any VDOT Joint Use Utility Easement will

be shown on VDOT’s plat.

Utility Easement Check List is shown in Appendix 8.

7.4.7 UTILITY EASEMENT PROCEDURES - DISTRICT OFFICE

The Regional Right of Way Manager shall include the utility

easement requirements into the appraisal and negotiation process.

The right of way negotiation report (RW-24) will include the results

of the negotiations as they affect utility easements, which may be one

of the following alternatives:

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a. If a voluntary agreement is obtained from the

landowner for the right of way, the option may provide

that the landowner agrees to convey the utility

easement directly to the utility owner. The utility owner

should immediately follow up with their easement

agreement after notification by VDOT that the option

has been accepted and the landowner has agreed

to grant the required easement. On those projects

where the utility owner has requested VDOT to act

as their agent and have furnished the proper

easement agreements, the negotiator will have the

landowner execute the utility owner’s easement

agreement along with the signing of the option for right

of way.

b. If the landowner refuses to convey an easement to

the utility owner or VDOT, the utility easement will be

acquired by eminent domain. In this case, the utility

easement would be obtained in the name of the

Commonwealth. For replacement easements, they

will be taken subject to the reconveyance to the utility

owner at a later date. The Regional Right of Way

Manager will request the Regional Utilities Manager

or designee to review the assembly and complete

the Utility Easement Check List, which will be sent to

the Director of Right of Way and Utilities with other

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negotiation reports. The Regional Utilities Manager or

designee shall inform the Regional Right of Way

Manager of instances where this will be applicable.

This is also to be denoted in RUMS.

c. Option to convey utility easement direct - In some cases,

negotiations for right of way will provide for the landowner to

convey a utility easement directly to the utility owner. The

utility owner must present an easement instrument to the

landowner at which time the easement acquisition will be

consummated.

The acceptance letter to the landowner for the right of way

will confirm this arrangement. The utility owner will be sent a

copy of the acceptance letter to include a postscript notifying

the utility owner that the landowner agrees to convey direct

upon presentation of the easement instrument. A copy of the

letter should be sent to the Regional Utilities Manager or

designee.

7.4.8 UTILITY EASEMENT PROCEDURES - CENTRAL OFFICE

Eminent Domain - A copy of the letter to the Clerk of the Court by the

Director of Right of Way and Utilities shall be sent to the utility

owner, notifying the utility owner that right of entry will be available

upon recordation of the Certificate. A copy of the Certificate and the

marked plans will be attached to the utility owner’s copy of the letter.

It should be understood by the utility owner that indefeasible title to

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the land, including the utility easement, will pass to VDOT upon

completion of the condemnation proceedings and reconveyance to

the utility owner will usually be made at a later date.

The Right of Way Manual should be referred to for additional

information pertaining to the procedures regarding utility easements.

7.5 EMPLOYMENT OF CONSULTANT BY UTILITY OWNER

Where a privately, publicly or cooperatively owned utility company normally

uses the “Plan and Estimate” (Force Account) method to obtain

reimbursement, certain procedures must be followed in order for the cost of

engineering services to be eligible for reimbursement.

Where the utility owner does not fall under the requirements of the Public

Procurement Act, selection of consultants is to be in accordance with company

policy and procedures.

The use of consultants selected under this arrangement is subject to the

approval of the State Utilities and Property Manager.

The utility owner must submit a request to use consultants to perform

engineering services to the State Utilities and Property Manager and obtain

approval prior to proceeding with the work. The request must contain the

following information:

a. A statement as to the utility owner’s need to use such

services, such as, inadequately staffed to perform the

necessary engineering and related work for the utility

relocation on transportation projects.

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b. The utility owner and consultant have agreed in writing as to

the services to be provided and the fees and arrangements for

the services.

c. Services are being performed under an existing written

continuing contract. This is accepted when it is

demonstrated that such work is performed regularly for the

utility owner in its own work and that the costs are reasonable.

d. The cost for engineering services will not be based on a

percentage of the cost of relocation.

e. The method used by the utility owner to select the firm, if not a

continuing contract. If more than one consultant is to be

used a separate request must be submitted by the utility

owner and approval obtained from the State Utilities and

Property Manager.

After general approval is given to the utility owner by the State Utilities and

Property Manager to use a consultant to perform engineering services in

connection with the relocation of utilities for transportation projects, a

specific request is required for each transportation project. The specific

request must be submitted to the Regional Utilities Manager or designee

and subsequent approval obtained prior to proceeding. The request to use

consultants for engineering services on a specific transportation project must

include the following information:

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a. The name of the consultant and the arrangement under which

they will be used.

b. Services to be provided for the specific transportation project.

c. The fee for providing engineering services for the specific

transportation project.

d. A statement that the fee approved will be included in the

relocation estimate and that the prorate established for the

relocation work will be applied to this fee.

An example letter for use by the utility owner to request the use of

consultants for relocation to be performed under a plan and estimate is shown

in Appendix 6.

Fees for engineering services less than $10,000 may be authorized by the

Regional Utilities Manager or designee when it is determined that the

fees are reasonable and commensurate with the amount of work required.

Fees for engineering services greater than $10,000 must be sent to the State

Utilities and Property Manager for approval.

The engineering fees are to be identified and included in the utility owner’s

estimate and subsequent billing. The prorate established for the project is to

be applied to the total estimated and final cost, including the engineering

fees. The engineering fees are not to be billed separately, unless a

separate plan and estimate has been approved and authorized by the

Regional Utilities Manager or designee.

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Requirements for use of VDOT’s regional consultant to design the relocation

for utility facilities are contained in Chapter 9.

7.6 BRIDGE ATTACHMENTS

Due to current bridge design standards involving full and semi-integral bridge

abutments any and all utility bridge attachments are highly discouraged.

Utilities may be attached to bridge structures only when it is not feasible or

economically reasonable to locate them elsewhere. All alternate locations for

the installation of utilities shall be considered by the utility owner prior to

submitting a request to attach to a bridge structure. The design for bridge

attachments must be in accordance with the VDOT Bridge Attachment

Standards.

Utilities shall not be placed on the exterior of bridge structures except when

there is no other alternative and then only with the approval of the State

Structure and Bridge Engineer.

Isolation valves should be located in close proximity to each end of a

bridge when pressurized lines are attached. If existing values are not in

place, new isolation values should be provided outside of each end of a

bridge.

VDOT has on file bridge attachment plans for water lines, gas lines and

conduit systems which have been approved by the State Structure and

Bridge Engineer, and are recommended for use by the utility owners.

If the VDOT Bridge Attachment Standards do not meet the utility owner’s

requirements or needs, the utility owner shall design an attachment to be

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reviewed and approved by the State Structure and Bridge Engineer. Final

design plans for utility attachments to bridges shall be on reproducible plan

sheets.

The VDOT project contractor shall provide all materials and labor

associated with the construction of the bridge attachment unless otherwise

agreed upon.

The utility owner shall request the bridge attachment as soon as possible

and no later than two weeks after the utility field inspection. The request

must be by letter to the Regional Utilities Manager or designee. The bridge

attachment request must include the following information:

a. Assigned structure project number and/or accurate description

of the structure and its location;

b. Preferred location on the structure for the utility attachment;

c. Size of pipe, type material, number of conduits, etc.

d. Type of utility to be attached to the bridge;

e. Documentation of other alternatives considered not to be feasible; and,

f. Cost responsibility.

If the utility owner is responsible for all or any portion of the attachment,

either because of “cost responsibility” or “betterment”, the written request

shall include a statement similar to the following:

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(Name of Utility Owner) agrees to bear (percentage) or

(its share) of the cost of attachment based on the
applicable unit prices in the contract awarded by the
State, plus the applicable project VDOT construction
and administrative costs.

When the bridge attachment is to be constructed in conjunction with other

utility work included in the VDOT project contract, one utility agreement will

cover both the bridge attachment and the utility work. Section 10.6 covers

utility agreements used for in plan utility work.

When a bridge attachment provides for a utility facility that is being

relocated by the utility owner or its contractor either under a plan and

estimate or at 100 percent utility owner's cost, an agreement providing for

the bridge attachment is necessary. An example agreement providing for a

bridge attachment is shown in Appendix 29, and may be modified to provide

for the given cost responsibility. Other bridge attachment agreements can be

found in RUMS. The Regional Utilities Manager or designee shall prepare

the bridge attachment agreement. The utility owner and the Director of Right

of Way and Utilities must execute the agreement.

The Regional Utilities Manager or designee must send copies of

acceptable bridge attachment request from the utility owner and a copy of

the executed agreement to the State Utilities and Property Manager, Fiscal

Division and State Structure and Bridge Division and shall request the

Fiscal Division to establish an account receivable for this work in order to

obtain reimbursement from the utility owner. The cost responsibility (pro- rate)

must be included in Transport in order for Fiscal to bill the respective utility

company for its share of the cost for the attachment.

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7.6.1 COMMUNICATION AND ELECTRIC POWER LINES

Communication and electric power lines may be attached to bridge

structures. They shall be insulated, grounded and carried in a conduit.

7.6.2 WATER AND SANITARY SEWER LINES

Water and sanitary sewer lines may be attached to bridge structures

and shall be constructed of ductile iron or steel pipe in accordance

with the applicable sections of the VDOT Road and Bridge

Specifications and VDOT attachment standards. Encasement is not

required in most cases but insulation may be used, depending on

location. Manholes, valves or vent boxes shall not be allowed on

bridges.

7.6.3 DISTRIBUTION NATURAL GAS MAINS

Distribution natural gas mains may be attached to bridge

structures. A distribution natural gas main attachment to a bridge

crossing a roadway or navigable waterway is not desirable and will

be approved only if there are no reasonable alternatives. A

distribution natural gas main shall be considered as one that

transmits natural gas from distribution centers to other distribution

pipelines or service connections. It is the utility owner’s responsibility

to furnish evidence that the gas main meets these requirements.

7.6.4 TRANSMISSION NATURAL GAS MAINS

Transmission natural gas mains, as well as pipelines that transmit

petroleum products, shall not be attached to bridge structures. A

transmission natural gas main is considered as one that transmits

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natural gas, usually under high pressure for a long distance, from the

source of supply to distribution centers or other terminal points.

7.6.5 SPACE FOR FUTURE INSTALLATIONS

VDOT will not provide space on a bridge structure for the future

attachment of a utility unless the utility can be installed at a later date

without disrupting traffic or the bridge approaches and roadway

pavement. Preferably, the utility shall be installed on the bridge,

under the approaches, and terminated in the shoulder area on each

side of the new structure, during initial construction to eliminate any

future disruption of the roadway and interference to traffic. If this is not

feasible, a sleeve or casing shall be installed under the approaches

and plugged in the shoulder at the time the bridge is constructed.

7.7 ENVIRONMENTAL CONSIDERATIONS AND PERMITS

The Regional Utilities Manager or designee shall request assistance from

the District Environmental Program Manager to resolve utility relocations

involving environmental issues.

The Regional Utilities Manager or designee shall notify the Utilities that any

out of plan work may require environmental permits.

7.7.1 REQUIREMENT FOR PERMITS AND/OR CERTIFICATES

Permits and/or certificates required by the following authority:

a. Section 404 of the Federal Water Pollution Control Act

Amendments of 1972 - This involves the discharge of

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dredged or fill material in navigable waters. Issued by

the U. S. Army Corps of Engineers.

b. Subaqueous Bed Permit - Issued by the State Marine

Resources Commission.

c. Water Quality Certificate - Issued by the State Water

Pollution Control Board, Department of Environmental

Quality. Section 401 of the Federal Water Pollution

Control Act Amendment of 1972 requires any

applicant of a Federal permit who will conduct any

activity, which may result in a discharge into navigable

waters to obtain such certificate.

d. Sections 9 and 10 of the River and Harbor Act of March 3,

1899, prohibit the unauthorized obstructions or

alteration of any navigable water in the U.S. The

construction of any structure in or over any navigable

water of U.S., the excavation from or depositing of

material in such waters, or the accomplishment of any

other work affecting the course, location, conditions or

capacity of such waters, requires the recommendation of

the Chief of Corps of Engineers and authorization of the

Secretary of the Army. This “Navigational” permit is issued

by the U. S. Coast Guard, if a bridge is involved, or by

the Corps of Engineers if the encroachment on navigable

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waters does not involve a bridge. A Water Quality Permit

is also required for a Section 10 Permit.

e. TVA Permit - Required by the Tennessee Valley

Authority for construction of a bridge or other large

structures over streams that are tributaries of the

Tennessee River.

The Central Office, Environmental Quality Division, through the District

Environmental Program Manager will determine the need for and

the type of permits required. The project designer is responsible for

preparing the necessary information to accompany the permits. The

project designer will outline or identify the permit areas on the

project plans and request the Central Office Utilities Section or the

Regional Utilities Manager or designee to provide information on

utility adjustments through these areas. If the Central Office Utilities

Section is notified, they shall follow up this request through the

Regional Utilities Manager or designee who will notify the utility owners

accordingly.

The necessary environmental permits must be obtained by either the

utility owner or VDOT depending on the circumstances involved in

the relocation or installation of utilities in conjunction with a

transportation project. The criteria in section 7.7.2 must be used to

determine if the utility owner or VDOT is to obtain the permit.

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7.7.2 RESPONSIBLE PARTY FOR OBTAINING ENVIRONMENTAL PERMITS

a. VDOT will obtain the environmental permits for in plan work

when the following circumstances are involved:

(1) The utility relocation is a result of the transportation

project and funded by VDOT/ and/or the utility facility

owner(s).

(2) The proposed utility facilities are within the right of

way or easement acquired by VDOT; or

(3) The utility relocation or installation have been

incorporated into VDOT’s project contract to be

performed by the project contractor and inspected by

VDOT inspectors who have authority to enforce permit

and VDOT contract provisions.

b. The utility owner will be required to obtain the environmental

permits for work that will be performed by the utility

owner(s) when the following circumstances are involved:

(1) The utility relocation or installation will not be

constructed as a part of the transportation project

contract;

(2) The utility relocation is performed by the utility owner

without cost to the transportation project and outside of

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the project right of way. The utility owner will obtain the

permit and perform the work;

When VDOT is required to obtain the environmental permit for utility

relocation involving environmental sensitive areas and utility work is to

be incorporated into the transportation project plans, a plan, profile

and appropriate description of the utility relocation will be required from

the utility owner or the regional consultant.

In addition, a step-by-step description of how the work will be performed

in navigable waters and wetlands must also be prepared and submitted

by the utility owner. If environmental sensitive areas will not be affected

by the utility relocation, a statement to this effect from the utility owner

will suffice.

The utility owner should furnish this information to the Regional Utilities

Manager or designee within thirty days after VDOT’s request, so

that it can be incorporated into VDOT’s permit application.

In these cases, the utility owner shall have environmental permit

approved two months prior to the project advertisement date or

risk having the utility work removed from the contract.

7.8 OVERHEAD ELECTRICAL SAFETY ARRANGEMENTS

Overhead utility lines in close proximity to the transportation project work

area must be reviewed with reference to their location both vertically and

horizontally to construction and construction requirements for grade, bridge

structures, and other project features. The constructability and safety

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aspects must be taken into consideration to assure that plans are developed

to provide relocation of utility facilities that will allow construction to be

performed in a safe manner. When a determination regarding the effect of

overhead electric facilities due to the lack of sufficient information cannot be

made during the utility field inspection the Regional Utilities Manager or

designee must request the Location & Design Division to perform an

additional survey for the area involved. When overhead utility lines are

involved with bridge structures the Regional Utilities Manager or designee

must confer with the District Structures and Bridge Engineer to assure that

plans for adequate relocation of utilities is being provided to allow the

bridge structure to be constructed safely.

The cost responsibility to perform the relocation of overhead utility lines shall

be determined in accordance with Chapter 3.

Whenever it is determined that relocation or adjustments are being made

for the sole convenience of the project contractor, the cost shall be the

responsibility of the contractor.

The Overhead High Voltage Line Safety Act, section 59.1-406 through 59.1-

414 of the Code of Virginia as amended, should be referred to as a

guideline for determining the requirements to provide relocation for

overhead utility lines. See Chapter 2.9.2 f. for further reference to The

Overhead High Voltage Line Safety Act.

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7.9 VIRGINIA DEPARTMENT OF TRANSPORTATION POLICY ON

PLACING UTILITY FACILITIES UNDERGROUND

33.2-348 Repealed by Acts 2015, c. 684, cl.6

7.10 UTILITY FIELD INSPECTION REPORT

The Regional Utilities Manager or designee must complete all reports as soon

as practical after the utility field inspection to include the following:

a. Resolve prior rights issues when applicable;

b. Complete Form UT-9. (Appendix 4);

c. Complete preparation of documentation for

underground utilities;

d. Confirm utility field inspection using the appropriate

letter contained in the RUMS. Send UT-4 to utility

owner. (Appendix 5);

e. Enter utility field inspection data into RUMS; and,

f. Notify Environmental Division of any pending permits requirements.

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CHAPTER 8

PREPARATION OF RELOCATION PLAN AND

ESTIMATE BY UTILITY OWNER
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CHAPTER 8

PREPARATION OF RELOCATION PLAN

AND ESTIMATE BY UTILITY OWNER

8.1 GENERAL

Immediately following the Utility Field Inspection the utility owners should begin the

design for the relocation of their facilities and the subsequent preparation of cost

estimates. Utility owners affected by the project should coordinate the planning and

design with one another during the planning and design stage to avoid conflicts, added

cost, and construction problems when the utility and project construction commences.

The utility owners should also coordinate their planning through the Regional Utilities

Manager or designee concerning such issues as easements, accommodation,

construction related items and other matters pertaining to the preparation of the

relocation plan and estimate.

The utility owner is responsible for the design of the new or relocated facility, and for

ensuring that the design is in compliance with the standards and regulations of

appropriate organizations.

When it has been agreed upon between the utility owner and VDOT to include relocation

work in the project plans to be constructed by the transportation project contractor, the

instructions found in Chapter 10 of the Manual should be followed.

8.2 PLANS/DRAWINGS/CADD FILES

VDOT will furnish one set of project plans and/or electronic project files to the utility owners

for use during the Utility Field Inspection. A set of the project plans and/or electronic project

files are to be used to show proposed replacement easements and is to be returned to

VDOT with a request to obtain the easements.

Preparation of Relocation Plan and Estimate by Utility Owner 8-1

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The project plans should be used by the utility owner as a base plan for the utility

relocation plan.

The project electronic files are produced using MicroStation Software, which is a Bentley

Systems, Inc. product.

Utility owners should request these files through the Regional Utilities Manager or

designee. The Regional Utilities Manager or designee will request these files from the

PMO Section (Project Manager) or L&D (Project Designer) Request for digital files should

be made in writing. Digital files should be provided to the utility company or Design

Consultant using the VDOT FTP Site. Request for access should be made using form

LD-699. A copy of this form is shown in Appendix 9.

The plan sheets and digital files will not totally reflect the final design of the transportation

project. It will be the responsibility of the utility owner to update their relocation plans when

revisions\changes are made to the transportation project plans.

8.2.1 REVISED TRANSPORTATION PROJECT PLANS

Plan revisions occur to the transportation project plans only after they are

approved for right of way acquisition. The Regional Utilities Manager or designee is

responsible to ensure that all plan revisions are distributed to the affected utility

owners and the consultants performing work for the utility owners. Distribution is

to be made using the appropriate utility letters found in the RUMS

The utility owner and/or consultant is responsible to substitute revised plans for

those previously furnished and make the appropriate changes on their drawings.

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8.3 UTILITY ACCOMMODATION POLICY

VDOT is responsible for controlling and protecting the public right of way and uses a

land use permit approval system for such control. Generally, prior to any encroachment

or installation of utilities within or over the right of way the utility owner must make

application and obtain approval.

Prior to designing the installation of utility facilities within a VDOT controlled access right

of way the utility owners should investigate other alternatives and coordinate the proposal

with the Regional Utilities Manager or designee and/or the responsible District Land Use

staff to assure that the proposal will be agreeable to VDOT.

The relocation of utility facilities required to accommodate transportation construction

projects allows for an exception to the foregoing and has several conditions by which

permit submission and approval is processed.

The utility owner must coordinate with VDOT (Utility Inspector) or appropriate Town or

City Engineer when the utility owner believes it will be necessary to cut the pavement to

facilitate the utility relocation work or interfere with traffic conditions.

Utility relocation work is performed for a transportation project by the affected utility

owner, or its contractor, or is included in the transportation project plans for the work to be

performed by the project contractor under the appropriate agreement. The utility owner

must submit an as built permit application for work that has been completed and prior to

VDOT making final payment to the utility owner for the cost incurred.

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Permits are initiated by the utility owner for work on VDOT right of way and shall be

prepared in accordance with the procedures outlined in the VDOT Land Use Permit

Regulations (24 VAC 30-151).

8.3.1 POLICY FOR INSTALLATION OF UTILITIES WITHIN NON-

CONTROLLED ACCESS RIGHT OF WAY

Utility relocations required to accommodate transportation project construction

shall be designed and constructed to conform to the requirements of the Land

Use Permit Regulations (24 VAC 30-151).

The minimum vertical clearance (18 feet) for overhead power and communication

lines above the highway, and the lateral and vertical clearances from bridges shall

also conform to the National Electric Safety Code of the U.S. Bureau of Standards.

The minimum bury depth for underground crossings must also be in compliance

with the Federal, State and other applicable industrial codes governing the

particular type product being transmitted.

8.3.2 POLICY FOR INSTALLATION OF UTILITIES WITHIN

CONTROLLED, LIMITED ACCESS RIGHT OF WAY

VDOT’s policy and procedure affecting the accommodation of utilities within

Controlled Access right of way are included in the Land Use Permit Regulations

(24 VAC 30-151).

The guidelines contained in this chapter are to provide a quick reference to the

required clearances for aerial crossing, depths for underground crossings, and the

longitudinal use of VDOT’s controlled access right of way. The guidelines for the

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accommodation of utilities within controlled access right of way included in this

chapter are not all inclusive.

The occupancy within controlled access right of way with new utilities and

relocation of existing utilities must be authorized by a permit or agreement and

requires the approval of the Chief Engineer.

VDOT expects that the number of crossings of these types of facilities will be

minimized, and that where approved, crossings will be located as nearly as

perpendicular to the highway alignment as practicable.

The minimum vertical clearance (21 feet) for overhead power and communication

lines above the highway, and the lateral and vertical clearances from bridges shall

also conform to the National Electric Safety Code of the U.S. Bureau of Standards.

The minimum bury depth for underground crossings must also be in compliance

with the Federal, State and other applicable industrial codes governing the

particular type product being transmitted.

8.3.3 GENERAL GUIDELINES

a. When encasement pipe for an underground utility crossing is used on a

fully controlled access highway, the encasement pipe shall extend from

controlled access line to controlled access line. Encasement pipe shall

be required where it is necessary to avoid trenched construction, to

protect carrier pipe from external loads or shock, or to convey leaking

fluids or gases away from the areas directly beneath the traveled way.

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Encasement pipe shall be required if a utility has less than minimal cover,

is near footings of bridges, utilities or other highway structures, crosses

unstable ground, or is near other locations where hazardous conditions

may exist. (See VDOT Land Use Permit Regulations 24 VAC 30-151)

b. The vertical clearance to overhead utility lines crossing controlled access

highways shall be a minimum 21 feet. (See VDOT Land Use Permit

Regulations 24 VAC 30-151)

c. Poles should not be placed within the controlled access lines in crossing

situations except where no other viable alternative is available and only

with VDOT consent.

d. All underground utility crossings shall be installed to a minimum depth of

36 inches or the minimum appropriate industrial code, whichever is

greater. (See VDOT Land Use Permit Regulations24 VAC 30-151)

e. Manholes and other points of access to underground utilities will not be

permitted within the right of way of a fully controlled access highway,

except for unusual circumstances, and then only with the approval of the

Chief Engineer. (See VDOT Land Use Permit Regulations 24 VAC 30-151)

f. Manholes and other points of access to underground utilities may be

permitted within the right of way of a partially controlled access highway,

only when they are located beyond the ditch line and/or toe of slope as

planned for future widening, if any. (See VDOT Land Use Permit

Regulations 24 VAC 30-151)

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g. New utilities will not be permitted to be installed longitudinally within the

controlled access lines of any highway, except that in special cases such

installations may be permitted under strictly controlled conditions and

then only with the approval of the Chief Engineer. However, in each such

case the utility owner must show the following:

(1) That the accommodation will not adversely affect

maintenance safety, design, construction, operation or

stability of the highway.

(2) That the accommodation will not interfere with or impair

the present use or future expansion of the highway.

(3) That any alternative would be contrary to the public interest.

(4) In no case will parallel installations be permitted

which involves tree removal or severe tree trimming.

8.4 MINIMUM REQUIREMENTS FOR RELOCATION PLAN & ESTIMATE

The utility owner is responsible for preparing relocation plans and estimates after the

Utility Field Inspection issues have been resolved. The plan and estimate must have a

minimum of detail and information to be accepted and approved by VDOT.

The plans and estimates will include as a minimum the information outlined below.

8.4.1 PLAN

When preparing its plan of relocation, the utility owner may use as its base plan

the VDOT plans furnished at Utility Field Inspection, or VDOT electronic project

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files which can be furnished upon request. See section 8.2 of this chapter for

requesting digital files.

As a minimum the plans must include the following components where

appropriate:

a. Project centerline or baseline from which the utility facilities will

be referenced;

b. Existing and proposed right of way lines;

c. North Arrow;

d. Major construction features of the proposed roadway that

involve the existing or proposed utility facility (i.e. curb and

gutter, edge of pavement);

e. Profiles or cross sections are required for aerial and

underground crossings of the proposed roadways and

where utilities are proposed within transportation project

construction limits. Profiles or cross sections are required

where utilities are involved with other construction features of

the project such as storm drainage, drainage ditches,

entrances, sound walls, retaining walls, temporary detours, etc.;

f. Existing and proposed utility facilities. Necessary detail

showing size of major appurtenances such as poles, wires,

conductors, cables, pedestals, hand holes, manholes, for both

the existing and proposed facility must be shown on the plan;

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g. Length of facilities must be shown from which quantities are

computed; and,

h. Legend to delineate the existing and proposed facilities.

i. Plans, cross section and or profiles are to be submitted on

23”x35” sheet or other standard sizes as approved by the

Regional Utilities Manager or designee.

j. Pole sizes, attachment heights, sag (worst case) and cable size

are to be shown on the profiles or cross section.

k. Pedestals, hand holes, manholes, cables and conduits sizes

and depths are to be shown on the profiles or cross sections.

8.4.2 ESTIMATE

When preparing an estimate, the utility owner must use an appropriate estimate

format to provide a detailed and specific estimate of cost. The estimate must be

broken down into various categories and must include a list of individual line

items that are eligible for reimbursement.

Estimate Format, Form UT-11 is found in Appendix 9 of this Manual.

Utility owners that have adopted their own estimate format and had it approved by

VDOT, may use their own forms instead of Form UT-11.

The estimate must include the following components and attachments where

appropriate:

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a. Detailed Estimate on Form UT-11 or similar format. Line item

costs to be provided if appropriate are:

(1) Engineering;

(2) Right of Way Acquisition;

(3) Construction costs to include Company and Contract

Labor, Material, Salvage Credit, Equipment, Handling

& Supply Expenses, Other Expenses, and the

appropriate Additives. Note: If temporary work is

required, the materials to be installed and removed

must be itemized separately;

(4) Other Company Overheads (must show overhead rate);

(5) Credit for Expired Service Life. (Section 8.12);

(6) Credit for Betterment. (Chapter 3); and,

(7) The Project Prorate. (Chapter 3).

8.4.3 OTHER DOCUMENTS

a. Real Property Interest Documentation. Requirement for Real

Property Interest Documentation is found in Sections 2.4, 2.5

and 7.3.4;

b. Narrative Statement (Example Shown in Appendix 10) (Section

8.6);

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c. Work Schedule (Example shown in Appendix 11) (Section 8.7);

d. Request to Use Contract Forces (Section 8.8) or Company

Forces;

e. Form UT-9 or a computation showing how the project prorate

was determined; and,

f. Identify relocation work that will require a special provision in the

project contract. (Section 8.10).

g. Cover Letter will need to include statement if joint design/use

and list company names.

h. Copy of Joint use letter or notification through NJUNS (National

Joint Utilities Notification System).

Methods for computing the prorate are found in Chapter 3 of this Manual.

Form UT-9 or a computation must be included in the estimate showing how the

project prorate was determined. The prorate will be used to arrive at the total

non-betterment cost to VDOT. Alternatives, including formulas, for computing the

prorate are found in Chapter 3 and may be used when mutually agreed between

the utility owner and VDOT.

8.5 LUMP SUM ESTIMATES

Lump Sum estimates will be approved when the following is satisfied:

a. Only when the lump sum arrangement has been agreed

upon between the utility owner and VDOT.

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b. The cost is $10,000 or less.

c. Lump Sum Payments can be approved when VDOT’s

composite share of the project cost is 15% or less of the

total estimated cost of the work involving substantial amount

of betterment.

d. A detailed plan and estimate where VDOT’s portion can be

readily identified.

e. The proposed cost is based upon the appropriate cost

responsibility determination.

Lump sum estimates may be approved under the master agreement or by exchange of

letters between the utility owner and VDOT.

Where a major change occurs in the scope of the work, a revised plan and estimate

must be submitted for approval and the original authorization will be rescinded. Section

12.10 covers changes in approved relocation work.

Additional work required during project construction will be handled as a separate issue.

Lump sum estimates on federal participating projects require FHWA approval when the

cost exceeds $100,000.

Procedures for processing lump sum billing are covered in Chapter 13. An itemized record

of cost is not required to accompany the final bill.

The estimate format UT-11 shown in Appendix 9 may be used for lump sum estimates.

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8.6 NARRATIVE STATEMENT

A description of the existing facility and a similar description of the proposed facility

should be written to adequately describe the work required. The type of utility including

the capacity, number of cables or conductors, poles with size and class, and other major

components of the facility affecting the cost of the project should be described in

sufficient detail for the reader to easily understand the plan of relocation.

Activities that impact the cost and the work schedule such as rock excavation, tree

trimming, difficult access to work site, or coordination with other owners on joint use

relocation or the project contractor, should be made a part of the narrative statement.

Where betterment is involved, the utility owner should include a statement explaining

what the betterment will consist of and where it will be located.

Plans and estimates being prepared for utilities such as water, sanitary sewer or gas

lines should include a similar description in the narrative statement. An example narrative

statement is found in Appendix 10 of this Manual.

8.7 UTILITY WORK SCHEDULE

The utility owner, furnishing dates of its planned activities, prepares the work schedule.

The schedule should take into consideration the schedules for various phases of the

transportation project including, the expected dates for approved right of way plans,

completion of right of way and easement acquisition, project advertisement, award of the

transportation contract, and commencement of project construction.

The utility owner is to pursue completion of the work at the earliest possible date in order

to minimize interference with the transportation project construction. Planning by the

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utility owner should be coordinated with the transportation project schedules and be as

realistic as possible.

An example work schedule is found in Appendix 11.

8.8 REQUEST FOR USE OF CONTRACTORS BY UTILITY OWNERS

To be eligible for reimbursement, the utility owner must obtain VDOT approval prior to

using contract forces to perform any phase of the relocation construction.

When the utility owner is not adequately staffed and equipped to perform relocation

construction with its own forces, at a time convenient to and in coordination with the

associated transportation project construction, the work may be done using contract

forces under one of the following contract arrangements:

a. A contract awarded by VDOT or the utility owner to the

lowest qualified bidder based on appropriate solicitation.

b. Inclusion as part of VDOT’s transportation construction

contract awarded by VDOT and agreed to by the utility owner.

c. Under an existing continuing contract, provided the costs are reasonable.

d. A contract for low cost incidental work, such as tree trimming

and the like, awarded by VDOT or the utility owner without

competitive bidding, provided the costs are reasonable.

The utility owner must request the use of contract forces when submitting its plan and

cost estimate.

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If during the plan and estimate phase, the utility owner anticipates using its forces to

perform the relocation construction, and it later becomes necessary to use contract

forces, the utility owner must request their use and obtain approval prior to beginning its

work.

An acceptable request must satisfy the requirements for using contract forces and must

contain the following components:

a. The reason for requesting the use of contract forces:

(1) The utility owner is not adequately staffed or equipped

to perform the work with its own forces, or

(2) It is cost effective to use contract forces.

b. The type or phase of work where contract forces will be used:

(1) Tree removal or trimming.

(2) Line work.

(3) Conduit work.

(4) Other specified work.

c. The type of Contract method:

(1) Low Bid Basis:

Work performed under a contract let by the utility

owner. The low bid basis is the employment of a

contractor selected through competitive bidding by the

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solicitation from at least three contractors, and making

the selection on the basis of the lowest qualified

bidder. The utility owner must provide VDOT a list of

the contractors from which the bids were requested and

a copy of the bids received.

(2) An existing Continuing Contract.

A continuing contract is a written contractual

agreement between a utility owner and a contractor for

which the term of the contract is definite, and must

contain the following to be acceptable by VDOT.

A. The contract must cover a specified period of time.

B. The amount of work is indeterminate and

unspecified for which various types of work

units, unit charge rates and supplier of

materials to be used are specified.

C. The rates for equipment may be included in the

unit price charges for each type of work listed

or may be specified and charged separately.

D. The contract must be in normal use by the utility owner.

The continuing contract method cannot be used when

the type of units of work required for the relocation are

not covered by the contract.

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The unit rates used for VDOT relocation must agree

with the pre- established rates for the various types of

work units specified in the contract.

The existing continuing contract must remain in effect

throughout the entire time the relocation is being

performed. Deviations from the terms of an existing

continuing contract used in connection with a

reimbursable relocation must be approved by VDOT.

8.9 TEMPORARY WORK

Temporary work required to facilitate transportation project construction will be included

and identified separately in the utility owner’s plan and estimate. Temporary work will be

paid for on the same prorate basis as the permanent adjustment. Materials recovered

from temporary use and accepted for reuse by the utility owner shall be credited to the

project at prices charged to the job, less 10 percent.

Temporary work performed for the transportation project contractor’s convenience shall

be at the contractor’s expense as outlined in Section 105.08 of VDOT Road and Bridge

Specifications.

Temporary work performed solely for the convenience of the utility owner shall be at the

utility owner’s expense.

8.10 SPECIAL PROVISIONS

The primary purpose of the utility special provision is to make the project contractor aware

of activities that will occur within the project limits during the life of the project and require

mutual coordination between the utility owner and the project contractor. Information

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should be provided as accurate and specific as possible to assist prospective bidders with

the preparation of bid proposals, and so the contractor can plan and execute construction

operations to avoid damage and disruption to utility facilities.

The Regional Utilities Manager or designee will determine a need for inclusion of special

provisions in the project contract, based on knowledge gained while working with the

utility owners throughout the planning phase of the utility adjustment.

A special provision will be required when utility facilities involve or impact construction

activities or require special attention and protection by the project contractor.

The involvement or impact to the project contractor's operation may occur, when it

becomes necessary that utility relocations be performed in conjunction with the project

construction, or when relocated or existing utility facilities are encompassed within the

construction limits and are in close proximity to construction, that would require the project

contractor to perform extra or special work to protect and avoid damage or disruption to

the utility facility.

Where utility adjustments must be coordinated with certain phases of project construction,

it is the utility owner’s responsibility to provide sufficient information regarding time

frames, etc., in order that a complete and reliable document can be prepared.

The special provision does not relieve the utility owner of the responsibility for making

every effort to complete utility relocations in an expeditious and timely manner.

Special provisions will be per the format set by the Construction Division.

The special provision will be completed by the Regional Utilities Manager or designee and

furnished to the State Utilities and Property Manager. The State Utilities and Property

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Manager or designee will review and forward to the Construction Division. The special

provision can be sent to the Construction Division by electronic mail. The Construction

Division has requested review and concurrence by the State Utilities and Property

Manager’s office prior to submittal for inclusion in the bid proposal and contract.

It is important that certain wording be understood and used appropriately in the

preparation of special provisions.

For this purpose the following shall apply:

a. Shall. A mandatory condition. To be used when referring to an

item to be performed by the transportation project contractor.

b. Will. To be used when referring to an item to be performed by

the utility owner or VDOT.

c. Should. An advisory condition. Where used, it is considered to

be advisable usage; recommended but not mandatory.

d. May. A permissive condition, which may provide options.

e. Approximate. To be used to describe distance and time

frames of utility work as it relates to certain roadway features,
such as centerline or project construction, and expected
schedules for certain phases of work to be performed in
conjunction with the contractor’s operations.

The general scope of utility work and the necessary coordination with project construction

should be outlined using centerline stations or other appropriate references.

An example Special Provision can be found in Appendix 19.

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8.11 BETTERMENT

Betterment occurs when the relocated utility is upgraded at the option of the utility owner.

In such cases, VDOT will only pay for relocation in-kind, not for betterment.

Construction of a replacement facility that has greater capacity or with more expensive

materials than the project requires, or than are present in the existing facility is considered

betterment. A design requiring an increase in the size, capacity or the use of more

expensive material of a utility facility that is attributable to the transportation project is not

considered betterment.

If the utility owner can document that it is more economical to provide an upgraded

replacement facility than the existing facility, a betterment credit will not be required. Such

documentation must be provided with the utility owner’s plan and estimate.

Replacement of existing facilities with larger conductors and cables by power and

telephone companies may not be considered betterment when the facility being replaced

does not exceed VDOT’s accepted standard replacement for such facility. VDOT

accepted standardized power conductors and telephone cable sizes regularly produced

and commonly used are shown in Appendices 12 and 13.

When betterment can be clearly identified, the utility owner must provide a comparative

breakdown, showing material and other associated costs of a replacement in-kind and the

replacement with betterment in order to identify the betterment credit due in the estimate.

The comparative breakdown must be added as an attachment to the estimate.

When relocation involves betterment, and the complexity of the project makes it difficult to

separate the specific items where betterment is incurred, more extensive methods for

determining the betterment credit may be required.

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In such cases, the utility owner will provide two estimates, which will be used to determine

the betterment credit. One estimate is for the in-kind replacement cost only, and the other

is for the entire project cost including betterment. Normally, betterment credit is

determined by comparing the in-kind estimated replacement cost with the estimated cost

for the entire project.

In situations where existing fiber optic cables are being relocated for the transportation

project, the in-kind replacement can be easily determined. However, when existing copper

or coaxial cables are replaced with fiber optic cable, the cost may be less, unless the

installation of electronic equipment is required on each end. The determination of an in-

kind replacement is difficult to quantify because of the technological changes.

Under certain conditions, the Cost Analysis (Section 3.3.1) method may be used to

determine betterment.

The lump sum reimbursement (Alternate Method for Reimbursement, Section 3.4) of the

facilities in conflict with the project construction, determined to be project expense, will be

considered when various types of conversions are necessary or planned by the utility

owner.

If there are significant changes in the utility relocation, betterment percentages must be

recalculated prior to final billing.

8.11.1 CONDUIT BETTERMENT

Where it has been agreed between the utility owner and VDOT that an

underground conduit system is an acceptable method of relocation to replace an

aerial facility, betterment will be determined on the following basis:

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a. One conduit will be allowed for each circuit plus one

conduit for a spare. Betterment not required.

b. One conduit proposed for each circuit proposed, plus two or

more conduits. Betterment credit will be required for all

conduits exceeding the one spare allowed.

The betterment credit must be allowed for the additional costs of material, extra

trenching cost, labor and other associated costs.

Whenever relocation of an existing underground conduit system is necessary, the

number and size of the existing conduits will be replaced in kind, unless

betterment is requested by the utility owner. The number or size of conduits that

exceed the existing system will be considered betterment.

The method for computing betterment credit is outlined in Chapter 3 of this

Manual.

8.12 EXPIRED SERVICE LIFE CREDIT

Credit to the transportation project will be required for the accrued depreciation of a

major utility facility being replaced, such as a building, pumping station, filtration plant,

power plant, substation, or other similar operational unit. Such accrued depreciation is

that amount based on the ratio between the period of actual length of service and total

life expectancy applied to the original cost. Credit for expired service life is to be

computed by the utility owner and included in the relocation estimate.

When the facilities, including equipment and operating facilities, equipment not being

replaced, but which is being rehabilitated and/or moved as necessitated by the

transportation project, no credit for accrued depreciation is needed.

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Credit for accrued depreciation shall not be required for a segment of the utility’s service,

distribution or transmission lines.

Expired service life credit for utility relocation included in VDOT plans is also covered in

Section 10.9.

8.13 DATE FOR SUBMITTING RELOCATION PLANS AND

ESTIMATES TO VDOT BY THE UTILITY OWNER

The utility owner should submit the utility relocation plan and estimate to the Regional

Utilities Manager or designee by the date established during the utility field inspection.

8.14 NUMBER OF PLANS AND ESTIMATES REQUIRED

The utility owner must submit seven copies of the plan and estimate to the Regional

Utilities Manager or designee for approval on urban projects and four copies on all other

projects.

The Regional Utilities Manager or designee must distribute the plans and estimates as

follows:

a. URBAN PROJECTS. One copy /State Utilities and Property

Manager, two copies / Regional Utilities Manager or designee

and three copies to be used to prepare agreement.

b. ALL OTHER PROJECTS. One copy /State Utilities and

Property Manager, and two copies, Regional Utilities Manager

or designee.

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8.15 TREE TRIMMING AND STUMP REMOVAL

Prior to beginning any utility relocation work within VDOT right of way, the utility owner

shall contact the District Environmental Manager to review the requirements for tree

removals or trimming on each individual project. The VDOT contact person’s name will be

indicated in the letter of authorization.

The cost of tree removal, tree trimming, and stump removal as indicated in this guide shall

be deemed an eligible expense and part of the utility relocation cost. As such, it will be

reimbursed in the same manner as the utility relocation.

8.15.1 TREE REMOVAL

In most cases the utility company will be responsible for tree removal and

clearing the right of way necessary to permit the utility relocation.

For aerial adjustments, this is to include cutting of the tree to near ground level.

For those trees that are within the limits of the construction for the roadway

project, the stumps not interfering with the proposed installation may be left in

place and they will be removed by the roadway contractor on rural projects, but

must be removed on urban projects or as directed by the Regional Utilities

Manager or designee . For those stumps outside of the limits of construction, they

shall be handled as indicated in Section 8.15.3 of this Chapter.

All wood, limbs and other debris associated with the tree removal and clearing

shall be removed from the job site unless specific arrangements have been made

for the property owner to retain the wood.

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Restoration and seeding of the disturbed areas within the transportation project

construction limits is the responsibility of the utility owner, unless it is a part of a

separate arrangement with the property owner.

8.15.2 TREE TRIMMING

Whenever practical, the utility owner shall trim a tree in lieu of cutting. Tree

trimming shall generally be performed in accordance with acceptable practices of

the Arbor Foundation and as agreed to with the District Environmental Manager’s

representative. Unless agreed to by the District Environmental Manager’s

representative, single side trimming will not be permitted.

Should the property owner prefer to have a tree removed after trimming has been

accomplished by the utility owner, then the tree shall be removed in accordance

with the practices outlined for Tree Removal included in this section.

8.15.3 STUMP REMOVAL

Stumps which are located within the limits of the proposed construction may be

left for the roadway contractor to remove on rural projects, provided they do not

interfere with the proposed utility relocation and can be removed without

interfering with the relocated utility line. Stumps must be removed on urban

projects.

The utility owner shall remove any stumps removed during the utility installation

work from the job site.

Stumps resulting from the removal of trees for utility relocations that are located

outside of the construction limits may be cut off at ground level and left in those

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areas where the adjacent property is either woodlands, farm lands, or generally

not developed into commercial or residential use.

Stumps remaining from tree removal which fall into a landscaped area that is

being maintained as a residential lawn or a commercial area shall be grubbed or

ground to a depth of twelve inches below existing ground level. In cases where

stumps are ground, the excavation shall be filled and the area restored to blend in

with the existing landscape.

8.16 REVISED UTILITY RELOCATION PLAN AND/OR ESTIMATE REQUIREMENTS

The utility owner is required to submit revised utility relocation plans and/or estimates

when the following occurs:

a. When major changes occur for any reason, from the method of

relocation approved by VDOT for the relocation work. See

Section 12.10.2

b. When the actual cost exceeds the authorized amount. The

utility owner may then bill 90% of the incurred cost through

progress billing. See Section 12.11.

c. When lump sum estimates have been authorized and a

major change occurs in the scope of work. See Section 8.5.

d. When the actual cost overruns the approved estimate by

15% and that cost is greater than $25,000. See Section 13.3

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The utility owner must submit the revised plans and/or estimates to the Regional Utilities

Manager or designee and receive approval prior to proceeding with the revised relocation

plan.

The Regional Utilities Manager or designee must follow the procedures outlined in

Chapter 11 for processing utility owner’s relocation plans and estimates.

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CHAPTER 9

CONSULTANTS FOR IN-PLAN WORK

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CHAPTER 9

CONSULTANTS FOR IN-PLAN WORK

9.1 GENERAL

There are many instances when the utility owner does not have in-house staff available

to design utility relocation plans to be included in the transportation contract. This

chapter covers the steps necessary to have the Virginia Department of Transportation

(VDOT) employ a consultant engineering firm to perform the design services necessary

to prepare the utility plans that will be included in the VDOT project.

9.2 ENGINEERING FIRMS SELECTED BY VDOT

The Attorney General's Office has determined that VDOT cannot be a party to a

consultant-engineering contract when the consultant firm was not procured by VDOT

under the Public Procurement Act. VDOT, under the procedures outlined in the Public

Procurement Act and on a periodic basis, advertises and selects consultant-engineering

firms to design utility relocation plans for a project or in a geographic area. These firms

are retained on an "as-needed" basis to design utility relocation plans that are to be made

a part of a VDOT contract.

When the utility owner desires to have the relocation of its facilities included in the

transportation contract and the plans designed by VDOT’s consultant, a letter of request

shall be sent to the Regional Utilities Manager or designee. The letter shall state that the

utility owner does not have available staff to design the plans and requests VDOT's utility

design consultant to provide the engineering services for this purpose. A sample letter is

included in Appendix 16.

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9.3 CONSULTANT ENGINEERING FIRMS SELECTED BY THE UTILITY OWNER

If a utility owner does not want to use VDOT's consultant, the utility owner may procure a

consultant firm independently from VDOT. When VDOT is to participate in the cost of the

consultant services, approval must be obtained through VDOT by the utility owner prior to

any engineering work being done.

Political subdivisions of the State, i.e., cities, towns, authorities, etc., must comply with the

Public Procurement Act as well as adopt a policy for procuring services. Legislation does

allow for selection of a consultant firm through competitive negotiations. Under this

procedure, two or more qualified consultants are requested to submit cost proposals for

the specific work. The political subdivision makes the selection and requests VDOT’s

approval.

With the approval of VDOT, a utility owner may also use a firm under a continuing

contract. In all instances where the utility owner selects the consultant engineer, the

engineering costs to be borne by the project must be submitted under the plan & estimate

concept (see Chapter 8).

The State Hydraulics and Utilities Engineer, State Utilities and Property Manager and/or

Regional Utilities Manager or designee should be involved in the meetings with the

consultant when the scope of services, time frames for submission of plans, etc. are

established.

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9.4 COST RESPONSIBILITY FOR CONSULTANT ENGINEERING COSTS

When the construction cost of the proposed relocation of an existing utility facility has non-

betterment prorated cost, the consultant engineering cost will also be prorated. The non-

betterment engineering cost is to be prorated by a method as outlined in Chapter 3.

9.5 BETTERMENT IN CONSULTANT ENGINEERING COSTS

When betterment of the existing utilities occurs, normally the cost of the engineering

needed to design the betterment facilities shall be borne 100% by the utility owner.

However, there are times when the engineering betterment cannot be separated from the

overall engineering costs and a negotiated amount must be agreed upon by the utility

owner and VDOT.

If the betterment is a small incremental increase in the size of an existing facility, i.e., an

existing 8 inch sanitary sewer is increased in size to a 12-inch sanitary sewer, there would

be very little if any additional cost to design the 12 inch sanitary sewer. The utility owner

would not bear any additional cost for the engineering design required for this type of

betterment.

There are times when an existing utility facility is being relocated and the utility owner

requests the relocated facility to be extended beyond that which is required by the project,

or add new utilities where none previously existed. The cost to engineer these types of

betterment is to be borne 100% by the utility owner unless the project requirements

dictated the additional work. Therefore, it will be necessary to separate the betterment

engineering cost from the project engineering cost. If possible, the utility owner should

enter into a separate agreement with the consultant for these betterment- engineering

services. If the utility owner is unable to enter into a separate agreement, the betterment

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cost can be included in the agreement between VDOT and the consultant. The utility

owner must agree in writing to reimburse VDOT the additional cost for the betterment

engineering prior to VDOT authorizing the consultant to proceed with the design. (See

Appendix 16)

9.6 CONSULTANT AGREEMENTS

Each consultant selected under the on-call concept will enter into an agreement with

VDOT. This agreement will stipulate the total dollar value that can be authorized, and the

time frame within which work can be authorized by VDOT. Upon execution by the

consultant engineering firm and VDOT, individual project authorizations can be made.

There are occasions when it would be in VDOT's best interest not to use the on-call

consultant on a particular highway project. This may be due to the high estimated

engineering cost, complexity of the work, or a special type of engineering expertise is

needed. Legislation allows VDOT to solicit proposals from interested engineering firms for

that project.

The State Utilities and Property Manager or designee must approve any consultant other

than the on-call consultant for use on a project specific contract.

9.7 SCOPE OF SERVICES/REGIONAL AGREEMENT

The Regional Utilities Manager or designee will notify the State Hydraulics and Utilities

Engineer's office when a project is ready for the assignment of an in-plan on-call

consultant. A preliminary cost estimate for the consultant services shall be prepared by

the State Hydraulics and Utilities Engineer or designee based upon the information

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furnished by the Regional Utilities Manager or designee. The files are to be documented

accordingly.

The scoping meeting will be scheduled by the Regional Utilities Manager or designee in

coordination with the State Hydraulics and Utilities Engineer or designee and the

Consultant for the purpose of reviewing the project requirements and services to be

provided by the consultant engineer. A copy of this letter is to be sent to the utility owner.

The consultant is to review the project information and the project plans to become

familiar with the construction requirements. If discrepancies are found and clarification is

needed in the information furnished, the consultant shall notify the State Hydraulics and

Utilities Engineer or designee or Regional Utilities Manager or designee.

In advance of the scoping meeting the consultant will provide a list of conflicts which

includes an evaluation of the following:

a. Location of utilities as defined by the Guidelines For Relocation

of Utilities From Travel Areas (Section 15.2);

b. Asbestos cement pipes and cast iron pipes with lead joints

where the cover will be reduced to 2 feet or less at subgrade,

and where the cover will be increased by an additional 5 feet

at finished grade;

c. Utilities that cannot be maintained/serviced by the utility

owner due to excessive fill material or permanent structures

placed over top; and,

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d. Utilities that are in danger due to highway structures being

constructed near them.

At the scoping meeting, any planned betterment of the utilities at the request of the utility

owner is to be discussed. The utility owner must agree upon time frames, permit

applications and other tasks to be performed by the consultant, and the State Hydraulics

and Utilities Engineer’s representative.

The consultant shall record minutes of the scoping meeting and furnish copies to all

parties in attendance prior to submitting the project proposal.

9.8 ON-CALL CONSULTANT PROPOSAL

After the project-scoping meeting, when all questions have been answered and all

ambiguities have been resolved, the consultant firm is to prepare a proposal to perform

the engineering services required for the project. This proposal is to contain as a

minimum, four elements:

a. Scope of services;

b. Time frame established by the State Hydraulics and Utilities

Engineer or designee and/or Regional Utilities Manager or

designee to accomplish the required tasks;

c. Cost proposal; and,

d. Payment schedule.

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9.8.1 SCOPE OF SERVICES

The scope of services shall:

a. Specify what services or tasks are to be performed by the

consultant, utility owner, and VDOT;

b. Specify what format the final plans are to be delivered, i.e.,

electronic project files and signed and sealed PDF files etc.;

c. Provide a detailed description of the types of conflict and the

reasons the facilities should be relocated; and,

d. Indicate betterment design.

9.8.2 TIME FRAME

The time frame shall set the dates for established submissions, which may

include, but not be limited to, the following:

a. Set the date 50% review plans are due;

b. Set the date 90% review plans are due; and,

c. Set the date 100% final plans are due.

9.8.3 COST PROPOSAL

The cost proposal shall:

a. List the tasks to be performed by the consultant;

b. Show the number of hours to accomplish each task for each

classification of employee;

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c. Show the calculations used to compute the estimated

engineering costs using approved fixed billable rates; and,

d. Include betterment-engineering costs.

The consultant shall submit two copies of the proposal to the State Hydraulics

and Utilities Engineer or designee and one copy to the Regional Utilities Manager

or designee within the time frame agreed upon at the scoping meeting.

9.8.4 PAYMENT SCHEDULE

The payment schedule shall indicate what stage of plan development that billings

will be rendered by the consultant.

Lump sum billing shall be 50% of the authorized amount upon submission of 50%

plans; 90% of the authorized amount upon submission of 90% plans; and, 100%

of the authorized amount upon acceptance of final plans by VDOT.

Billings for cost plus fixed fee proposals shall be submitted as costs are incurred

plus an amount of the net fee commensurate with the percent of work completed.

Proposals for fixed billable rates shall be billed as the hours are incurred and

charged to the project.

9.9 CONSULTANT AUTHORIZATION

After the consultant’s proposal has been reviewed by all parties, the negotiations are final,

and the proposal is found to be reasonable and acceptable, the State Location and

Design Engineer or designee will authorize the consultant to proceed with the design of

utility relocation plans. If Right of Way plans have been approved and right of way funds

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authorized, the consultant is to be authorized under the right of way project number. The

PE project number is used when the right of way plans and funds have not been

authorized.

9.10 CONSULTANT BILLINGS

Consultant billings for the design of utility relocation plans that will be included in the

highway contract shall be sent to the State Hydraulics and Utilities Engineer or designee.

When a portion of the consultant cost is to be borne by the utility owner, the State

Hydraulics and Utilities Engineer or designee upon acceptance of the final plans will

submit a billing to the utility owner for its share.

The consultant shall submit billings in accordance with the schedule in the authorized

proposal. (The Consultant Tracking Information form is shown in Appendix 31). Billings for

consultant services are not to be submitted for less than $500.00 per voucher unless it is

a final billing. VDOT will furnish forms to the consultant for billings.

The total billing cannot exceed the amount of authorization (See Section 13.3.4).

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CHAPTER 10

UTILITY RELOCATIONS
INCLUDED IN VDOT’S CONTRACT
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CHAPTER 10

UTILITY RELOCATIONS INCLUDED IN VDOT’S CONTRACT

10.1 GENERAL

There are many advantages to both the utility owner and the Virginia Department of

Transportation (VDOT) to include utility relocation work in the transportation project. A

major advantage to the utility owner is not having to be involved in the bidding process

and contract administration. VDOT's advantages include having one contractor

responsible for both, the project construction and the relocation of the utilities. This

eliminates coordination problems between two companies working at the same time in a

confined area.

Whenever a utility owner desires to include new utility work in VDOT's transportation

project contract, the utility owner shall request preliminary approval for the new facility to

be placed on VDOT right of way prior to having the plans completely designed. This

request shall be submitted to the Regional Utilities Manager or designee for review in the

field. Upon completion of the field review, the request is to be transmitted to the State

Utilities and Property Manager/State Hydraulics and Utilities Engineer or designee along

with the district's recommendations and justifications. The State Hydraulics and Utilities

Engineer should have the appropriate divisions in the central office review the request and

obtain all comments prior to making a final decision.

10.2 UTILITY PLAN REQUIREMENTS

Utility adjustment plans shall be designed in accordance with VDOT's Road and Bridge

Specifications, Road and Bridge Standards, CADD User and Informational Manual and

Road Design Manuals. In addition, utilities that will be relocated or installed within

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VDOT's right of way, must be in compliance with the Land Use Permit Regulations (24

VAC 30-151) and Sections 8.3 through 8.3.3 of this manual.

Upon request, VDOT will furnish the designer all available CADD files of the project plans

on which the utility plans are to be designed (Section 8.2). The consultant shall make the

request for CADD file on the current ITD form. The request shall be made to the Regional

Utilities Manager or designee when the VDOT project is designed in the District or to the

State Hydraulics and Utilities Engineer or designee when the VDOT project is designed in

the Central Office.

When preparing the utility relocation plans, the designer should consider the following:

a. Test Hole Data Sheet;

b. Locations and material type of other utilities that will remain in place;

c. Locations of other utilities that will be relocated to a new position;

d. Location of drainage facilities including storm water management basins;

e. The transportation project's Sequence of Construction

(SOC)/Traffic Management Plan (TMP);

f. Location of proposed roadway lighting and signal standards

(not normally shown on roadway plans);

g. Location of bridge substructure elements;

h. Ability to maintain relocated facility;

I. Future connections to the relocated facility; and;

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j. Extension or expansions to the present system;

k. Proposed easement needs for relocated facilities

l. Areas where a permit coordination with the Environmental

Section will be necessary, i.e., wetlands, stream crossings,

etc.;

m. Location of hazardous waste sites;

n. Sequence of construction and constructability;

o. Sound wall construction.

p. Prepare documents for utility owner to obtain RR permit.

10.3 UTILITY PLANS INCLUDED IN VDOT'S CONSTRUCTION PLANS

To assure that utility plans are complete and meet the requirements of both the utility

owner and VDOT, review plans are furnished by the consultant to be reviewed at

established stages of plan development as outlined in sections 10.3.1,2,3. The designer

shall submit to the State Hydraulics and Utilities Engineer or designee and/or Regional

Utilities Manager or designee the extent of utility easement requirements on the project.

10.3.1 50% DESIGN PLANS

These plans shall show the routing of the main utility lines, indicating the

direction of feed. The locations, materials, etc., of utilities that are to be

constructed within VDOT right of way shall conform to the requirements of the

Land Use Permit Regulations (24 VAC 30-151).

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The 50% design plans shall show the plan view of the existing and proposed

utilities, and profiles shall be shown of the proposed gravity sanitary sewer.

Normally it is not necessary to show the service connections to the mains at this

time. Estimated quantities of major items should be provided at this time.

At the 50% design review meeting, all proposed bridge attachments should be

coordinated for inclusion into the bridge plans. (See Section 7.6 for information on

bridge attachments).

The consultant designer shall submit 50% design plans through Falcon in CADD

and pdf format and provide a hard copy set to the Regional Utilities Manager and

State Utilities Engineer. A construction estimate including betterment shall be

submitted at this time as well. The utility owner shall also be provided the

required number of prints as established at the scoping meeting, when a

consultant designs the plans. The consultant shall provide the Regional Utilities

Manager or designee with a copy of their transmittal letter to the utility owner. A

sufficient amount of time, approximately two weeks, should be allowed for each

party to review the plans prior to the 50% review meeting. The designer of the

utility plans shall schedule the meeting with an invitation to all utility owners

requiring coordination on the project invited to attend. Each party receiving prints

shall make an in-depth review of the plans to assure that all criteria have been

included into the utility plans. Comments regarding the design shall be shown on

the utility plans or detailed on a written comment sheet. The marked

prints/comment sheet shall be furnished to the designer. Each party shall retain a

copy. The Regional Utilities Manager or designee may determine a review

meeting is not necessary. In lieu of the meeting written comments shall be

provided by each party as described above.

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In addition, if the utility owner wants a proprietary item to be part of the utility

relocation, it will be necessary for that utility owner to advise the State Hydraulics

and Utilities Engineer or designee in writing (See Appendix 17 for a sample

letter).

The State Hydraulics and Utilities Engineer or designee, after conferring with the

Location and Design Roadway Designer will furnish to the designer a base plan

sheet number. This base plan sheet number will be the prefix number on all of the

utility plan sheets for that utility owner on that project. The utilities plan view sheet

numbers shall correspond to the roadway plan view sheet numbers. A different

base sheet number will be required for each set of utility relocation plans on the

same project.

10.3.2 90% DESIGN PLANS

The following are to be included in the 90% plans:

a. Title Sheet with Legend & Index (if required);

b. Summary Sheet;

c. General Notes;

d. Sequence of Construction (if required);

e. Material Notes;

f. Plan Details; and,

g. Plan and Profiles of relocated utilities.

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h. New service connections and other appurtenances

For all practical purposes, the 90% Design Plans should be 100% complete. The

designer shall furnish a list of betterment items to review and discuss at the 90%

review meeting. The consultant designer shall submit 90% design plans through

Falcon in CADD and pdf format and provide a hard copy set to the Regional

Utilities Manager and State Utilities Engineer. An updated construction estimate

including betterment shall be submitted at this time. The required number of

prints shall be provided to the utility owner, as well as any marked prints or

comment sheets received at the 50% review meeting. The designer shall

schedule the 90% review allowing approximately two weeks for review by the

other parties. Each person reviewing the prints shall compare their previous

comments to the 90% Design Plans and assure all comments were incorporated.

One set of the 90% Design Plans shall be marked with the reviewer's comments

and returned to the designer.

If major changes were requested during the 90% review, another meeting to

review the changes may be required.

The utility owner shall provide the Regional Utilities Manager or designee an

estimate of incidental costs at the 90% review (See Section 10.4).

VDOT’s Railroad Coordination Section shall be furnished three set of pertinent

plans sheets when a relocated utility crosses railroad right of way. The plans shall

include the plan view, profile and detail sheets. A permit application to occupy the

railroad right of way shall be completed by the utility owner or their authorized

representative and included with the plans. All information should be submitted to

the Railroad Coordination Section a minimum of six months prior to the planned

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advertisement date of the transportation project. The utility owner may obtain the

railroad permit for their proposed facilities.

10.3.3 100% FINAL DESIGN PLANS

After all comments from the 90% meeting have been incorporated into the utility

plans by the designer, final plans shall be submitted to the State Hydraulics and

Utilities Engineer or designee, Regional Utilities Manager or designee , and utility

owners for final review. After satisfactory review of the 100% plans, the designer

shall submit hard copies as requested by the Regional Utilities Manager and the

utility design CADD files including the signed and sealed pdf files. A final

construction estimate including betterment costs shall be included in the

submittal. A full size set of plans shall also be submitted to the utility owner(s).

10.3.4 UTILITY PLANS SUBMITTED TO LOCATION & DESIGN DIVISION

The State Hydraulics and Utilities Engineer or designee shall review the 100%

complete plans to determine the following:

a. All conflicts have been eliminated;

b. Utility plans base drawings agree with latest project plans;

c. The utility plans are complete and accurate; and,

d. Betterment, if any, has been accounted and the correct

cost pro-rate established. (Prorate should be noted on the

plans even if 100% project cost).

The utility plan sheets electronic files (DGN and PDF) are to be transmitted to the

Central Office Location & Design Division and placed in Falcon with a request

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that they be included in the project plans and the work performed by VDOT's

contractor.

When plans are submitted the State Hydraulics and Utilities Engineer or designee

shall insure all quantities are entered into the Transport estimating system. This

shall include all standard and non-standard items as well as the breakdown for

cost responsibility.

10.3.5 SUBMISSION DATE FOR CONTRACT UTILITY PLANS & ESTIMATES

The Regional Utilities Manager will advise the State Hydraulics and Utilities

Engineer or designee and the utility design consultant of the date all plans and

estimates are to be submitted. This date will be predicated on the project

advertisement date. Normally, this date will be no later than the date established

by the Tier 1 and Tier 2 submission dates. Preliminary final plans, special

provisions and quantities are to be submitted for inclusion in the Pre-

Advertisement Conference (PAC) review plan assembly. This is normally six

months prior to the project advertisement date.

10.3.6 REVISING UTILITY RELOCATION PLANS

After the utility relocation plans have been reviewed and accepted by VDOT and

it becomes necessary to update due to a revision of the project plans, the State

Hydraulics and Utilities Engineer or designee shall determine whether the

revision can be accomplished by VDOT staff, utility owner, or the consultant. If

consultant services are necessary, he shall return them along with the latest

project plans to the consultant and request a cost proposal to update the utility

plans. Any revision of the utility plans shall be coordinated with the utility owner.

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10.4 INCIDENTAL COST FOR WORK PERFORMED BY THE UTILITY OWNER

There are occasions when the utility owner desires to perform a portion of the utility work

that is incidental to the overall relocation with its own forces. For example, the utility owner

may elect to install valves in a water system that may facilitate the contractors operation,

or relocate service lines to individual houses, or furnish certain material to the VDOT

contractor, etc. The utility owner may also inspect the utility work included in the

transportation project reporting through the VDOT Area Construction Engineer and upon

completion of the utility work, confirm that the work was performed in accordance with the

approved plans and specifications. VDOT may request the utility owner to accept a

portion of the utility work whereby that portion of the utility can be placed in service to

facilitate other parts of the construction project. The cost of this inspection and incidental

work is reimbursable to the utility owner based upon the project prorate for the utility work.

10.4.1 INCIDENTAL COST ESTIMATE

When relocation work included in the VDOT contract is project cost, the utility

owner is eligible to recover the incidental costs incurred in connection with the

relocation. These incidental costs may include but are not limited to the following:

a. Engineering cost (design of plans, etc.);

b. Right of Way (easements etc.);

c. Materials furnished to the VDOT contractor;

d. Equipment utilized;

e. Field crews (operating valves, etc); and,

f. Inspection of the utility relocation work.

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An estimate of incidental cost shall be furnished to the Regional Utilities Manager

or designee by the utility owner at the 90% review stage. This estimate will

normally be made a part of the utility agreement. (See Appendix 18 for example

letter from the utility owner submitting incidental cost estimate). Financial

overhead rates used by utility owners for incidental work cannot be arbitrary and

shall be substantiated by the utility owner's records and may be subject to a pre-

award audit. The billing procedures are included in Section 13.3.

10.5 UTILITY WORK AT UTILITY OWNER'S COST

When any part of the cost of the utility work is to be borne by the utility owner, the utility

owner shall submit a statement agreeing to bear this cost to the Regional Utilities

Manager or designee. This statement shall be sent as soon as possible and no later than

the date final utility plans are transmitted to VDOT. The following statement is satisfactory

for this purpose.

"The (Utility Owner) agrees to bear the cost of the utility work
included in the Virginia Department of Transportation
(VDOT) contract which has been determined to be (Utility
Owner's) responsibility, and will reimburse VDOT these cost
based on the unit prices bid in the transportation contract
awarded by VDOT, plus a 10% construction engineering
and administration cost, which may be expressed as a
percentage of the total."

Language similar to the above will be included in the utility agreement. However, in the

event the agreement is not fully executed before the transportation project is advertised,

the above statement will provide VDOT with the assurance that is needed to preclude

complications after project advertisement.

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10.6 UTILITY AGREEMENTS FOR IN PLAN WORK

All utility work that is included in and made a part of the transportation project shall be

placed under a formal agreement. This agreement is initiated by the State Utilities and

Property Manager. It cannot be covered under the "Master Agreement".

The various types of formal agreements that provide for the relocation of utilities to be

included in VDOT's contract are found in RUMS

10.6.1 TRI-PARTY AGREEMENTS

When the utility work is on a project where the right of way is not owned nor

maintained by VDOT, the utility agreement must include the owner of the right of

way, the utility owner and VDOT. This type of agreement is used on an Urban

Project when the utility owner is not the City/Town that controls the right of way.

10.6.2 TWO-PARTY AGREEMENTS - VDOT RIGHT OF WAY

On the projects where VDOT owns and maintains the right of way, a two-party

utility agreement shall be used. The utility owner and VDOT will be the two

parties of the agreement.

10.6.3 TWO-PARTY AGREEMENTS - MUNICIPALITY RIGHT OF WAY

Urban projects wherein the utility owner and the municipality are the same, a two-

party utility agreement between the municipality and state shall be used. (See

Appendix 28)

10.6.4 PREPARATION AND CIRCULATION OF UTILITY AGREEMENTS

The State Utilities and Property Manager’s staff, normally the Regional Utilities

Manager or designee, will prepare utility agreements for the relocation or

installation of utility facilities performed by VDOT's contractor. When the utility

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agreement is a three-party agreement, three unexecuted agreements are to be

sent to the utility owner. The letter of transmittal will request the utility owner to

execute all three copies of the agreement and forward them to the City for their

execution. The City, upon their execution, will be requested to return all three

copies of the agreement to VDOT for execution by the State.

After the utility agreement has been executed by the State Right of Way and

Utilities Director, a fully executed agreement will be sent to each party involved by

the State Utilities and Property Manager.

Utilities relocated or installed onto right of way owned and maintained by VDOT

will be covered under a two-party agreement. The agreement will be sent directly

to the utility owner for execution with the request that it be returned to VDOT, as

directed, for execution by the State.

10.6.5 COST PRORATE METHOD

The percentage of cost to be borne by each party is to be included in the utility

agreement. This percentage of cost is to be determined by the Cost Analysis

Method (Section 3.3.1).

10.7 ENVIRONMENTAL PERMITS

The State Hydraulics and Utilities Engineer or designee will advise the Environmental

Division of any utility work that has been made a part of the VDOT project contract that

may require an environmental permit. Advanced plans, sketches, etc. will be furnished to

the Environmental Division with a request that the utility work be included in VDOT's

permit application.

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When betterment utility work is constructed outside of the project area, the utility owner

shall apply for and secure the necessary environmental permits for the construction of the

utility facilities. (Section 7.7 provides instructions for environmental permits).

10.8 PLAN REVIEW BY STATE REGULATORY AGENCIES

The state regulatory agencies that review water and sanitary sewer plans have approved

VDOT's specifications and standard drawings covering water and sanitary sewer facilities.

These approved specifications and standard drawings are included in VDOT's Road and

Bridge Specifications and VDOT's Road and Bridge Standards.

With this approval, it will not be necessary for them to review and approve normal water

and sanitary sewer relocations that are made a part of VDOT's contract. However, the

agencies have stated that it will still be necessary that they review and approve all major

items, such as water treatment plants, sanitary sewer treatment plants, sewerage

pumping stations, and any other items which VDOT does not feel comfortable in

approving.

10.9 EXPIRED SERVICE LIFE CREDIT

When the utility relocation, included in the VDOT contract at project cost, involves the

replacement of a large operational unit, an expired service life credit is required from the

utility owner. This credit is for that portion of the life of the item being replaced, which has

been used by the utility owner (Section 8.12 and Appendix 25).

Normally, this credit is a lump sum payment to VDOT and is due and payable after the

replacement unit is operational. The Utility Agreement under which the utility relocation is

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being performed should have a section stating the amount of the expired service life credit

and when it is to be paid.

The Expired Service Life Credit payment is to be sent to the State Utilities and Property

Manager. The State Utilities and Property Manager will in turn forward the payment to the

Fiscal Division and request that it be credited to the construction project.

10.10 ACCEPTANCE OF UTILITY WORK INCLUDED IN TRANSPORTATION

CONTRACT

Upon completion of a relocated segment performed by VDOT’s contractor, the utility

owner shall confirm to VDOT, in writing, that the work included in the transportation

contract was performed in a satisfactory and acceptable manner.

The date upon which each permanent utility line is placed in service and properly tested

shall be considered the completion date for that facility. After a permanent length has

been properly installed and tested, it shall be considered accepted by the utility owner.

VDOT’s contractor shall only be responsible for damages from other subsequent work

and warranty work in accordance with the contract specifications.

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CHAPTER 11

PROCESSING UTILITY OWNER’S

RELOCATION PLANS AND ESTIMATES
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CHAPTER 11

PROCESSING UTILITY OWNER’S RELOCATION PLANS AND ESTIMATES

11.1 GENERAL

This chapter covers procedures for processing utility relocation plans and estimates

(P&E) submitted by the utility owners to the Virginia Department of Transportation

(VDOT) on transportation construction or maintenance projects. A Plan and Estimate

Check List (Appendix 15) and a marked set of project prints with notes should be used to

document the files regarding any questions and/or actions taken in the review of the

P&E. There will be occasions where it will be necessary to refer back to the

documentation for clarification of the utility relocation.

11.2 SUBMISSION OF UTILITY RELOCATION PLANS AND ESTIMATES

Upon completion, the utility owner shall submit the appropriate number of copies (See

Section 8.14) of the P&E to the Regional Utilities Manager or designee. The Regional

Utilities Manager or designee shall update the RUMS by entering the date the P & E was

received and the estimated cost for both VDOT and the utility owner.

If approved Right of Way plans are unavailable or if Right of Way funding has not been

authorized, the Regional Utilities Manager or designee shall advise the utility owner that

VDOT is in receipt of the P&E; however, authorization for the utility owner to proceed with

the work cannot be given at this time. If after three months, the Regional Utilities Manager

or designee is still unable to authorize the utility owner to proceed with the work, progress

billings for the project share of preliminary engineering costs incurred may be presented

by the utility owner for payment. (See Section 12.11)

Along with the P&E, the utility owner shall submit the following:

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a. A completed UT-9 (Section 6.4);

b. A narrative statement (Section 8.6);

c. A utility construction work schedule (Section 8.7);

d. Real Property Interest Documentation (Sections 2.4, 2.5 and 7.3.4);

e. Request to use contract forces (if appropriate) (Section 8.8); and,

f. Information to be included in VDOT's Special Provision regarding the

utility owners facilities (Section 8.10)

g. Cost for adding Identification Tags to aerial facilities by owner/operators.

11.3 REVIEW OF PLAN AND ESTIMATE BY VDOT

Plans and estimates shall be submitted to the Regional Utilities Manager or designee on

all transportation projects except those projects that are being handled by the VDOT No

Plan Coordinator in the District Office. The District generated projects i.e. No-Plan, Budget

Item, Safety Projects, etc., will normally be handled by the District No Plan Coordinator or

their staff and those P&Es are to be sent directly to their office. (See Chapter 14.)

The review and approval of the P&Es shall be made using approved Right of Way Plans,

unless approved Construction Plans are available. If during the review of the P&E, there

is a question regarding a VDOT policy, procedure or application, the Regional Utilities

Manager or designee shall request clarification from the State Utilities and Property

Manager.

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11.3.1 POTENTIAL CONFLICTS

The Regional Utilities Manager or designee shall review the utility relocation

plans to assure that all utilities, which are in conflict, will be relocated and that

the planned relocations have been coordinated with other necessary utility

relocations.

11.3.2 CLEAR ZONE AND UTILITY ACCOMMODATION POLICY

The above ground utilities shall be reviewed to assure compliance with VDOT's

"Clear-Zone" Guidelines (Appendix 31) when they are to be relocated onto the

project's right of way. Utilities that will be relocated outside of the project's right

of way do not come under the requirements of the "Clear Zone" Guidelines.

Existing utilities, located within the highway right of way that are not in

conformance with the "Clear Zone" Guidelines must be relocated to comply, or

the project files documented as to why the utilities were not relocated to comply

with the “Clear Zone” Guidelines. When utilities are located behind the guardrail,

refer to Section 501 of VDOT’s Road and Bridge Standards as revised for

distances between fixed objects and guardrail.

The vertical clearances for the aerial crossings of the roadway as well as

entrances and other roadway features, i.e. bridges, walls, etc., shall be reviewed

for compliance with the Land Use Permit Regulations (24 VAC 30-151).

Relocation plans for the underground utilities shall be reviewed for compliance

with the Land Use Permit Regulations (24 VAC 30-151) and to assure that no

conflicts with the proposed roadway features or other utilities will occur.

Separation between proposed and other existing underground utilities shall be

reviewed for compliance with health and safety regulations.

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11.3.3 COST RESPONSIBILITY DETERMINATION

The utility owner, after completing its utility relocation plans shall complete Form

UT-9 furnished by VDOT with the letter confirming the Utility Field Inspection.

The column on the UT-9 titled "Units Used In Determining Cost Responsibility"

shall be completed and agreed upon between VDOT and the utility owner. If the

utility owner should have any questions regarding the UT-9, the Regional Utilities

Manager or designee shall be contacted for clarification. This column when

completed will indicate those utility facilities that are in conflict with the project

construction that must be relocated.

The Regional Utilities Manager or designee shall compare the utility relocation

plans with the completed UT-9 and confirm the cost responsibility prorates. Upon

ascertaining that the UT-9 is accurate and reflects the proposed plan of

adjustment, the Regional Utilities Manager or designee shall sign and date it in

the appropriate blocks. If there is a discrepancy, the Regional Utilities Manager

or designee shall resolve it prior to authorizing the utility owner to proceed with

the adjustment.

The cost responsibility will be determined by the Number of Poles/Length of

Facility Method (Section 3.2) for most relocations.

11.3.4 BETTERMENT

The P&E shall be reviewed by the Regional Utilities Manager or designee to

ascertain if betterment has been included in the utility relocation (Section 8.11).

When betterment is made a part of the P&E, a credit for betterment or the Cost

Analysis Method (See Section 3.3.1) of prorating the utility relocation is required.

Appendices 12 and 13 are tables that provide a standard size replacement for

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electrical conductors and telephone cables. When the replacement

cable/conductor falls within the acceptable replacement size no betterment is

required.

11.3.5 NARRATIVE STATEMENT

The Narrative Statement (Section 8.6) shall be reviewed to assure that it is

complete and accurate. If a discrepancy is found, it will not be necessary to

return the complete P&E to the utility owner for correction. However, it will be

necessary for the utility owner to provide a correct and/or more complete

Narrative Statement.

11.3.6 UTILITY WORK SCHEDULE

A Utility Work Schedule (Section 8.7) is to be included in the P&E and should

include time frames (number of days, etc.) to accomplish certain phases of the

utility relocation work. All work schedules should be reviewed to assure that a

coordinated effort by all the utility owners to clear the project construction area is

being made.

The Regional Utilities Manager or designee may find it necessary to conduct a

coordination meeting with the utility owners. This meeting is for the purpose of

establishing work schedules that will coordinate the work of all of the utility

owners and will allow them to proceed and complete their relocations as quickly

as possible.

11.3.7 EXPIRED SERVICE LIFE CREDIT

When a major utility operational item such as a sewage pumping station, water

treatment plant, electrical substation, etc. is being relocated and includes any

reimbursement at VDOT's cost, an Expired Service Life Credit shall be provided

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in the estimate (Section 8.12). This is a credit for that portion of life of the unit

that has already been used by the utility owner. This credit is to be reflected in

the utility owner's final bill.

11.3.8 PRE-AWARD AUDIT

The External Audit Section of the Fiscal Division maintains pre-award audit data

on most major utility owners; however, a plan and estimate from a utility owner

that infrequently relocates its facilities on VDOT projects should be sent to the

External Audit Section for a pre-award audit. Any time there are questions on the

estimate regarding overhead rates, material handling cost, engineering cost,

etc., the External Audit Section should be requested to review the matter to

assure all cost are proper. Questions such as betterment, cost pro-rate, and

other items not pertaining to accounting procedures of the utility owner should be

referred to the State Utilities and Property Manager for resolution.

11.3.9 SPECIAL PROVISION INFORMATION

All utility owners having facilities that will not be relocated prior to project

advertisement or otherwise be impacted by the project construction shall provide

the Regional Utilities Manager or designee with information to formulate a Utility

Special Provision (Section 8.10). This information shall include the number of

days necessary for the utility to complete its relocation. If this situation should

arise the Regional Utility Manager may require the utility to complete its

relocation in phases to minimize the impact on the roadway contractor. This

also includes utility owners that are relocating their facilities at no cost to VDOT.

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11.4 AUTHORIZATION TO BEGIN UTILITY RELOCATION WORK

Upon satisfactory completing the review of the utility owner’s plan and estimate and

receipt of approved Right of Way plans and funding, the Regional Utilities Manager or

designee may authorize the utility owner to proceed with the relocation of their utility

facilities. The authorization letter for the use of company or contract forces can be found

in RUMS. This authorization can be made under the following conditions.

a. The utility owner has executed a Master Agreement and the

transportation project is on a VDOT maintained road; or

b. The utility owner has not executed a Master Agreement, and

the estimated project cost is less than $25,000, and the

transportation project is on a VDOT maintained road.

See Appendix 26 for a list of utility owners having signed the master utility agreement.

On transportation projects where the road is owned and maintained by VDOT, and the

project cost of the utility relocation is estimated to be more than $25,000 and the utility

owner has not executed a Master Agreement, the plan and estimate must be placed

under a formal agreement. It is the responsibility of the Regional Utilities Manager or

designee to prepare the agreement, found in RUMS, and send it to the utility owner to be

executed. Upon receipt of the executed agreement from the utility owner, it is to be

executed by the Director of Right of Way and Utilities on behalf of VDOT.

Plans and estimates on urban projects and other projects where the right of way is not

controlled by VDOT must be placed under a three-party formal agreement (Appendix 27).

If the State is participating in the cost of the transportation project, it must be a party to the

agreement, even though VDOT does not control the road right of way. It is the

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responsibility of the Regional Utilities Manager or designee to prepare the agreement,

which is found in the RUMS library. The agreement is to be circulated to the municipality

and utility owner, in that order, to be executed. Upon receipt of executed agreement from

the municipality and utility owner, it is to be executed by the Director of Right of Way and

Utilities on behalf of VDOT.

The section of the agreement that covers keeping records and accumulating actual and

related indirect costs requires that the name of the REGULATOR for the type utility

involved be added when the agreement is prepared. For this purpose the following are to

be used as appropriate.

Gas and Power Facilities - Federal Energy Regulatory Commission and/or State
Corporation Commission.

Telephone and Communication Facilities - Federal Communication Commission

All others - Accounting procedures currently in use

The fully executed agreements are to be returned to the respective entity when the

relocation work is authorized. VDOT’s copy is to be retained in the Regional Utilities

Manager’s or designee’s project file.

11.4.1 CONDITIONS AND EXCEPTIONS OF THE AUTHORIZATION

There are occasions when conditions must be included in the authorization letter

to the utility owner. These conditions and/or exceptions are to be concise and

direct to the point.

11.4.2 RIGHT OF WAY/EASEMENT AVAILABILITY

Prior to authorizing the utility owner to proceed with the relocation of their utility

facilities, the Regional Utilities Manager or designee is to review the right of way

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status. If the right of way is not sufficiently clear, the utility owner will be advised

accordingly and informed that notification of clear right of way will be given when

it is available. An estimated completion date for right of way acquisition is to be

given. The letter of authorization is to request the utility owner to proceed with

ordering material so that the relocation work can proceed when right of way is

available.

11.4.3 ADVANCED AUTHORIZATION

At times, in order not to delay the construction project, it may be necessary to

issue an advanced authorization to proceed with the utility relocation work prior

to approval of the plan and estimate. Advanced authorization is sometimes

needed to secure materials that have a lengthy procurement time, such as

electrical transmission towers. This advanced authorization is to be given with

the condition that an acceptable plan and estimate must be provided.

11.4.4 LETTER OF AUTHORIZATION

In most instances, the letters contained in RUMS will be used to authorize the

utility owner to proceed with their relocation work.

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CHAPTER 12

UTILITY RELOCATION CONSTRUCTION

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CHAPTER 12

UTILITY RELOCATION CONSTRUCTION

12.1 GENERAL

This phase occurs after the utility owners have been authorized to proceed with the

utility relocation work. Utility relocation should be completed prior to the beginning of

highway construction, except as provided for in special provision or sequence of

construction.

The Regional Utility Manager or designee has the responsibility for monitoring the status

of right of way and replacement utility easement acquisitions, and to keep the utility

owners informed when areas within the project are clear and sufficient to permit the

utility owner to begin relocation work.

Progress of the relocation work is to be monitored and coordinated between the utility

owners to avoid delays in the completion of utility relocation. Monitoring and coordination

is essential to assure that relocation work is completed in a timely manner to eliminate or

minimize interference with VDOT’s project construction schedule.

12.2 NOTICE OF RIGHT OF WAY STATUS

The status of right of way and utility easement acquisition is to be monitored by the

Regional Utility Manager or designee. The Utility Easement Status Log Sheet, included

in RUMS should be used for this purpose. A notice must be given to the utility owners

providing a date when negotiations are anticipated to begin and end. The utility owners

are expected to use this information to schedule the relocation work.

The Regional Utility Manager or designee should coordinate the utility easement

requirements with the Regional Right of Way Manager and establish a priority for the

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acquisition of those parcels where utility easements and right of way clearance is

needed for utility relocation to proceed.

When it is determined that right of way negotiations are complete within an area of the

project that will provide clearance whereby the utility owners can begin a segment of

relocation, the Regional Utility Manager or designee shall notify the utility owners

accordingly.

12.3 SCHEDULING COORDINATION

The Regional Utility Manager or designee will confirm project advertisement schedules

during this phase and provide the utility owners with scheduled dates for project

showing, award of the transportation contract, and the anticipated beginning date of

project construction. If available, the date the contractor is given a notice to proceed with

construction should also be provided.

The work schedule prepared by the utility owners in conjunction with the plan and

estimate, and subsequently authorized by VDOT, is made a part of the overall highway

project scheduling. Utility special provisions, sequence of construction, and project

advertisements are developed from information provided with the work schedules.

Utility Work Schedule is shown in Appendix 11 and referenced in section 8.7.

The utility owner is expected to carry out the relocation work to conform closely to the

time frames included in the work schedule and/or special provisions. Coordination

required to complete various phases of the relocation between utility owners involved in

the project must be taken into consideration and the relocation must be scheduled to

achieve an orderly and expeditious transition.

Progress of the relocation work during this phase must be monitored by the Regional

Utility Manager or designee to assure that the work is on schedule. When the work is
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not proceeding on schedule, meetings should be arranged between VDOT and the utility

owners in an effort to coordinate the completion of work within a time frame to meet

VDOT’s project construction schedules.

12.4 ROLES – CENTRAL AND DISTRICT OFFICES

Upon receipt of notification from the utility owners that relocation construction will begin,

a Utility Inspector should be assigned to verify the construction and location of all

utilities to be relocated prior to the advertisement of a project. The Utility Inspector will

work with the Regional Utilities Manager or designee to determine the inspection needs

on each project.

The District inspection responsibilities, in addition to those covered in Section 12.5, will

include monitoring and reporting the following situations:

a. The progress of the relocation. Reports should be forwarded to the

Regional Utilities Manager or designee when the utility owners fail to

make progress or it is determined that a coordinated effort by other utility

owners is needed.

b. The actual relocation work should be compared closely with the approved

utility relocation plan and estimate and the approved transportation

project plans to assure that installations and relocations are performed

sufficiently to clear and conform to project features of the transportation

project. Reports should be forwarded to the Regional Utilities Manager or

designee when changes are made in the method of relocation or it is

c. Determined that the proposal for relocation does not conform to the VDOT

project.

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If the Utility Inspector is unable to resolve issues the Regional Utilities Manager or

designee must be notified.

It is the Regional Utilities Manager’s or designee’s responsibility to initiate

communications with utility owners in an effort to resolve any outstanding issues. When

the issues cannot be resolved on the district level, the State Utilities and Property

Manager should be notified. The State Utilities and Property Manager should provide

whatever assistance is needed to resolve such issues.

In all cases, the files should be documented to include facts leading up to and through

the resolution of each situation.

12.5 INSPECTION AND RECORD KEEPING FOR UTILITY RELOCATION WORK

It is imperative that inspection and record keeping be performed for all utility relocations.

The inspection must be performed in accordance with the established procedure as

covered in this chapter.

Field verification must be made for all relocation work being performed. The inspection

records are required to verify location, materials, billings for the labor, material, and

major items of equipment used by the utility owner to perform the relocation work.

Each VDOT District will assign a Utility Inspector to verify the construction and location

of all utilities to be relocated prior to the advertisement of a VDOT project. Each VDOT

District has the responsibility to provide inspection of utility relocation work during the

following phases of a transportation project:

a. Relocation work being performed by the utility owners prior to, or during

project construction; and,

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b. Relocation work included in the transportation project contract to be

performed by VDOT’s project contractor.

The assigned Utility Inspector is responsible to review the relocated facilities for

compliance with the approved plan and estimate or plan and project requirements.

12.5.1 NOTIFICATION BY UTILITY OWNER BEFORE BEGINNING RELOCATION

WORK

VDOT’s letter of authorization will contain conditions that the utility owner must

comply with prior to beginning the relocation work. Generally, the conditions

include a requirement that the utility owner notify VDOT prior to beginning

certain phases of work as covered below:

a. Notify the District Environmental Manager prior to performing any tree

trimming within VDOT’s proposed right of way; and,

b. Notify the Regional Utilities Manager or designee in writing prior to

proceeding with any phase of the utility construction.

The notification must be in writing, or if the notification resulted from a

conversation, a letter confirming the conversation will suffice.

The utility owner should initiate procedures within their company to assure that

the Utility Inspector, and when appropriate the District Environmental Manager,

is notified of the date relocation work is expected to begin on all transportation

projects.

12.5.2 INSPECTION PROCEDURES FOR UTILITY RELOCATION WORK

Each VDOT District should assign a Utility Inspector to inspect the utility

relocation work who shall perform the following procedures when applicable:

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a. Obtain a copy of the approved relocation plans, estimate, authorization

letter or VDOT prepared relocation plan, agreement and any Permits

required. The inspector must become familiar with the relocation

proposed by the utility owner.

b. Utility Inspector to provide begin and end dates.

c. Keep daily records on form UT-7 and 7a, 7b, as applicable. (Appendix 20).

(1) List major items of material installed.

(2) List major items of material removed. Indicate condition of

materials removed.

(3) Keep record of dates utility owner’s personnel working on the

project, showing classification of employees and hours worked.

(4) Keep record of utility owner’s equipment used on the project,

showing date, type of equipment, and hours used.

(5) Record the name of utility contractors and the type of work

performed. Similar record of personnel and equipment should be

kept as required for work performed by the utility owner.

(6) Remarks space is to be used to provide a narrative description of

work performed by the utility owner or its contractor. Unusual

conditions impacting the cost of the project should be indicated.

d. See that the utility owner or their contractors protect survey stakes.

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e. See that the contractor disposes of brush and restores areas to an

acceptable degree. (See Section 8.15 Tree Trimming and Stump

Removal.)

f. When the relocation construction is complete, the Utility Inspector shall

summarize daily records and send a copy of the summary to the Regional

Utilities Manager or designee.

g. Obtain approval from the Regional Utilities Manager or designee for major

changes made by the utility owner and document minor changes. See

Section 12.10 Changes in Approved Relocation Work.

h. The inspector shall create a set of red-lined “as-built” plans that depicts

any changes made from the approved Plan & Estimate plans.

i. The Utility Inspector should become familiar with utility special provisions,

when applicable.

12.5.3 OPTIONAL PROCEDURES FOR INSPECTION OF UTILITY RELOCATION

CONSTRUCTION

The optional procedure, if approved by the Regional Utility Manager, allows the

assigned utility inspector to make a periodic or phase inspection of the utility

relocation work in lieu of keeping daily records. The use of the optional

procedure requires that the duties outlined in items a., b., d., e., and g.

covered in Section 12.5.2, be followed.

The Utility Inspector shall prepare a record on Form UT-7 for each visit made to

the job site, documenting what was occurring at that time. Appropriate notes

shall be made under remarks providing a description of work being performed

on the project by each utility owner. If there is no activity occurring on the

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project a Form UT-7 record should be prepared for that given day to note that

relocation work is not being performed.

Upon completion of the relocation work the Utility Inspector shall complete the

UT-7’s, As-builts, GPS coordinates of relocated facilities if available and

provide a cover letter with appropriate statement similar to one of the following:

a. When relocation is completed in accordance with the method as provided

by the approved plan and estimate, the following statement will suffice:

“The utility relocation work was performed by (Name Of

Utility Owner) in accordance with the plan and estimate
approved (Date Of Authorization )”

b. When a change was made in the method of relocation, a modified

statement and as built plans are required.

“The utility relocation work was performed by (Name Of Utility

Owner) in accordance with the plan and estimate approved (Date
Of Authorization) except as shown on the attached as built plans.”

In either type of inspection, it is to the advantage of both VDOT and the utility

owner to compare and reconcile daily records of the relocation work, to

investigate ways to coordinate work to better utilize time and funds, and

mutually pursue the successful completion of the relocation.

The UT-7’s and as-built plans are to be submitted to the Regional Utilities

Manager or designee where they will be retained until the utility owner’s final

invoice is received.

Section 12.4 contains further roles of Central and District offices regarding

utility relocation inspection.

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12.5.4 UTILITY WORK INCLUDED IN VDOT'S CONTRACT

When utility relocation work is included in the transportation plans to be

performed by project contractor, the inspection will be performed by the

construction project inspector along with the other contract items and records

kept accordingly.

The utility owner may provide an inspector to assure that the work is performed

in accordance with the plans, specifications and special provisions. The utility

owner’s inspector must work through VDOT’s project inspector for the purpose

of resolving issues involving the utility relocation work. The utility owner will be

invited to the project pre-construction meeting to gain an understanding of the

contractor’s project schedule and timeframe for inspection by the utility owner’s

staff.

Upon completion of the relocation performed by VDOT’s contractor, the utility

owner should confirm to VDOT, in writing, that the work included in the

transportation contract was performed in a satisfactory and acceptable manner.

12.5.5 NOTIFICATION OF COMPLETION OF UTILITY RELOCATION BY THE

UTILITY OWNER

Upon completion of the relocation work, the utility owner must notify the

Regional Utilities Manager or designee in writing. This will allow for a final

inspection of the relocation to assure compliance with the approved relocation

plan and estimate.

12.5.6 INSPECTION AND DISPOSAL OF SALVAGE MATERIAL

Materials recovered by the utility owner from the existing facility which are

accepted for return to stock, shall be credited to the project at the current stock

prices of such used materials.

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Materials recovered and not accepted for reuse by the utility owner, if

determined to have a net sale value, shall be sold to the highest bidder by the

utility owner with the appropriate credit being given to the transportation

project. The credit is to be allowed in the final bill.

If the utility owner practices a system of periodic disposal by sale, credit to the

project shall be at the going prices supported by records of the utility.

12.6 COORDINATION BETWEEN COMPANIES

Coordination is required between all utility owners especially where joint use work is

proposed. The responsible utility owner should consider the joint use work as well as

construction activities of each utility relocating their facilities on the transportation project

when scheduling their construction activities. Each phase of the relocation work, such as

tree trimming or removal, pole installation, and joint use trenching, should be scheduled

to allow all utility owners to proceed and complete their work in a timely manner.

Progress of relocation work may be affected by insufficient right of way and easement

clearance. When appropriate, sections of the project are to be identified by the Regional

Utilities Manager or designee where right of way clearance will permit the utility owner to

begin work in a segmented fashion. The responsible utility owner in conjunction should

initiate coordination with the Regional Utilities Manager or designee.

12.7 TRANSPORTATION PROJECT SHOWING

After advertisement of the transportation project for construction, and prior to receiving

bids from prospective contractors, a project showing may be scheduled by VDOT.

The Regional Utilities Manager or designee should request the attendance of the utility

owners and utility inspector at this meeting when the utility work is incomplete and

coordination of the utility work is required with the project.

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The utility owner is expected to discuss the involvement of their utility facilities with the

project construction, and the time frame for completing relocation work. The utility

owners should be prepared to discuss other issues related to their utility facilities within

the project limits as well.

The terms of Underground Damage Prevention Act requires representative(s) from the

affected utility companies to attend this meeting.

12.8 PROJECT PRECONSTRUCTION CONFERENCE

The District Construction Engineer will schedule a preconstruction conference, after the

bid award, with the project contractor prior to starting the transportation project

construction. The Regional Utilities Manager or designee will invite the utility owners

involved with in-plan work in the project to attend.

The out of plan utility relocation work will have been completed prior to the award of the

highway contract unless otherwise stated in a Special Provision.

When relocation work is included in the project contract, the utility owner should be

prepared to address questions that may arise regarding the existing or proposed

facilities. The utility owner should also be prepared to offer comments as appropriate

pertaining to the involvement of their facilities.

The Regional Utilities Manager or designee should attend the preconstruction

conference, and be prepared to give a report regarding the utility involvement with the

project. Some of the issues to be addressed include the following:

a. Provide the name of each utility owner involved in the project, including

their representative, address, and telephone number;

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b. Review the sequence of construction relative to the utility relocation

involved within the project;

c. Review the utility special provision;

d. Identify buildings that will require demolition to accommodate the

completion of utility relocation;

e. Identify relocation work that will coincide with the highway construction

activities;

f. Identify locations within the project where special work will be required by

the highway contractor to provide protection to the utility facilities;

g. Provide a schedule for completion of the utility relocation work required by

utility owners; and,

h. Review plan notes for the in-plan work.

The utility owner will be expected to indicate the type and location of existing facilities

within the highway project. The utility owner should also explain proposed relocations

and new work within the project and include a schedule for completing the work.

When utility involvement with transportation construction is extensive or complicated,

progress meetings should be scheduled by the Regional Utilities Manager or designee to

improve coordination and communication among the parties involved in an attempt to

avoid delays and interference to the transportation project.

Under the terms of the Underground Damage Prevention Act, affected utility

representatives are required to attend this meeting.

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12.9 UTILITY READJUSTMENTS

There will be situations where utility facilities have been relocated, and due to

subsequent plan changes in the transportation project, a readjustment or a second

relocation of that facility will be necessary.

12.9.1 REQUIREMENTS FOR READJUSTMENT REIMBURSEMENT

Reimbursement for readjustments will be considered upon receipt of adequate

information from the utility owner. The utility owner must submit a request for

reimbursement to the Regional Utilities Manager or designee. The following

guidelines have been established to facilitate payment for readjustments:

a. The utility owner must submit a plan and estimate of cost. The plan must

include the original design and the proposed design. A narrative

description must be provided so the reviewer will easily understand the

readjustment.

b. Reasons or causes for the readjustment must be explained. Such

reasons or causes may include a specific transportation project plan

revision or a change in the scope of work.

c. Indicate the chain of events leading up to the readjustment, such as the

date of a specific plan revision, the date when it was received by the utility

owner, and the description of change in the scope of the transportation

project requiring the readjustment.

d. Provide the date of original authorization to proceed and the completion

date of the original relocation.

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e. The readjustment must not be attributed to utility owner’s or its

contractor’s error; and,

f. The readjustment must not be attributed to transportation project

contractor negligence or be for the convenience of the transportation

project contractor.

The Regional Utilities Manager or designee will need to notify the PMO Section

(Project Manager) or L&D (Project Designer) if the project cost is increased

above the original authorized estimate.

When it has been determined that reimbursement for readjustment is justified,

the Regional Utilities Manager or designee will write an authorization letter.

A lump sum or force account method may be used for billing purposes

depending on the arrangement between VDOT and the utility owner for the

specific relocation.

The cost of readjustments, when approved, shall be 100% project cost,

regardless of the original cost responsibility determination.

Readjustment costs exceeding $100,000 require the approval of the State

Utilities and Property Manager. The readjustment plan and estimate, along

with other supporting data, must be submitted to the State Utilities and Property

Manager with a specific recommendation regarding approval.

12.9.2 UTILITY READJUSTMENT REQUIRED ON AN EMERGENCY BASIS

Emergency readjustment resulting from situations, such as a slide in the

roadway embankment, may be necessary. When time does not permit the

advance preparation of plans and cost estimates and subsequent approval, it

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may become necessary for the utility owner to proceed with the readjustment.

In this situation, the Regional Utilities Manager or designee must document the

circumstances and provide details of the readjustment in writing to the utility

owner setting forth the following information.

a. Reason for the readjustment;

b. Type utility involved;

c. Note that the facility involved was installed under the original relocation

plan and estimate indicating the date of original authorization;

d. Identify the approximate materials required to accomplish the

readjustment, such as number of poles or linear feet of the utility involved;

e. Include the approximate cost for the readjustment. This cost should be

furnished by the utility owner; and,

f. Request the utility owner to submit a plan and estimate as required in

Section 12.9.1 for consideration and approval prior to submitting a final

bill for payment.

The readjustment cost responsibility arrangement and requirements as covered

in Section 12.9.1 shall apply to readjustments made on an emergency basis.

12.10 CHANGES IN APPROVED RELOCATION WORK

Changes or alterations beyond the scope of the approved plan and estimate should be

identified and approval can only be authorized by the Regional Utilities Manager prior

to performance of the work involving change. Changes should be made only for the

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satisfactory completion of the required utility relocation, and not for the convenience of

the utility owner or the project contractor.

It is the responsibility of the utility owner to notify the Regional Utilities Manager or

designee of needed changes on the project that are beyond the scope of the approved

plan of relocation.

12.10.1 MINOR CHANGES

Where the need for minor changes arises in the utility relocation, the VDOT

Inspector and the utility owner representative should provide adequate

documentation in their daily records to indicate the nature of the change,

reasons for it, and the final action. Minor changes include such things as

adding a pole, making more convenient beginning or terminal connections to a

facility, adding anchor guys, and slight changes in the location of the relocated

facilities. When the issue arises regarding the character of the change as

being minor or major, the Regional Utilities Manager or t heir designee shall

be contacted for a decision. A determination shall be made if the change

will affect the project construction activities.

12.10.2 MAJOR CHANGES

Approval from the Regional Utilities Manager for a major change is required

prior to performance of the relocation. The utility owner must submit a written

request, complete with plans showing the changes, list of materials

increased and/or decreased a written explanation, and justification for the

change. When the change results in an increase or decrease in cost, an

estimated amount is to be given. The cost change will be reflected in the final

bill. It will be necessary that the utility owner prepare a revised cost estimate to

accompany the revised plans when the changes are extensive.

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Major changes occur when the intent of the relocation deviates from the

approved method of adjustment. Examples of such changes are construction

of an underground facility instead of an aerial facility, location change from one

side the road to the other, additional crossings, extensive shift in highway

crossings, changing size of materials that may require betterment credit, and

addition of major appurtenances to the utility facility.

12.11 PROGRESS BILLINGS

The utility owner may request partial payment for completed relocation work after formal

authorization to proceed has been given by VDOT. The cost for materials stockpiled at

the project site, or specifically purchased and delivered to the utility owner for use on the

project, may also be reimbursed on progress billings following authorization.

The following guidelines have been established for the utility owner to request partial

payment.

a. Progress billing shall be a minimum of $1000;

b. Progress billings shall not exceed 90% of the approved estimated project

cost;

c. Progress billings must provide a separate cost for the various categories

of cost incurred, such as materials, equipment, company and contract

labor; and,

d. Progress bill must be prorated in accordance with the approved project

estimate.

Appendix 21 includes information to be included in progress billings from utility owners.

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When the actual cost exceeds the estimate, the utility owner may submit a revised

estimate to the Regional Utilities Manager or designee for approval. If the Regional

Utilities Manager or designee gives approval, the utility owner may submit progress

billings not to exceed 90% of the revised estimate amount.

For the timely processing of billing invoices, each one must include the following

information:

a. Date invoice was prepared;

b. Progress billing number must be included on invoice. The initial invoice

will be Progress Billing Number 1;

c. Transportation project number. The project number under which the

relocation was authorized is to be used;

d. Utility owner work order reference;

e. Total amount billed to date;

f. Previous progress billing payment amount;

g. Net amount due this invoice; and,

h. Date earliest and latest expense incurred.

The utility owner must send three copies of progress billing invoices to the Regional

Utilities Manager or designee or as directed.

The payment due date is established by VDOT according to the procedures contained in

Section 13.3.1.

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Progress billings will not be accepted for relocation cost authorized on the lump sum

basis unless specifically agreed upon with VDOT. Invoices for lump sum authorizations

are to be submitted after completion of the approved work.

Due to unusual situations the utility owner may request payment for partially completed

work. The Regional Utilities Manager or designee must determine the percentage of

work completed in order to substantiate the percentage of work included in the progress

billing prior to submitting for payment.

The utility owner shall submit a final invoice within 1 year after completion of their

facilities relocations. Subsequent relocations occurring during project construction shall

be treated as a supplemental relocation and billings separated from the initial relocation.

A supplemental relocation does not warrant an additional time extension for a final billing

for the initial utility relocation of a utility owner.

It should be determined by the Regional Utilities Manager or designee that the project is

open to accept charges or credits. When a project is not open the following procedure

must be followed to have the project opened. The Fiscal Division will send an e-mail to

the Regional Utilities Manager or designee to have the project opened. The Regional

Utilities Manager or designee will notify the PMO Section (Project Manager) or L&D

(Project Designer) requesting that the project be opened to accept charges or credits.

12.11.1 PROGRESS BILLING ASSEMBLY TRANSMITTAL TO FISCAL DIVISION

The Regional Utilities Manager or designee must include the following

information when submitting the invoice assembly to the Central Office Fiscal

Division:

a. Transmittal memorandum to Central Office Fiscal Division

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b. Accounts Payable Document Transmittal, form FD-AP-01;

c. Copy of the utility owner’s invoice;

d. A Progress Bill Check List (Appendix 23);

e. The billing must be coded properly;

f. Distribution of the billing assembly is to be made as follows:

(1) State Utilities and Property Manager

(2) Regional Utilities Manager or designee; and,

A complete copy of the billing assembly must be retained in the originating

office with the project files.

12.11.2 PROGRESS BILLINGS FROM CONSULTANTS

Progress billings may be accepted from consultants in accordance with the

terms included in the basis of payment section of the consultant agreement.

The procedures for consultant progress billings must be in accordance with the

requirements outlined in section 13.3.4.

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CHAPTER 13

POST-UTILITY CONSTRUCTION
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CHAPTER 13

POST UTILITY CONSTRUCTION

13.1 GENERAL

Once the utility relocation is complete, the utility owner is required to submit the final

invoice to the Regional Utilities Manager or designee as soon as possible but no later

than one year after completion of the utility owner’s facility relocations for the

project. VDOT will not be responsible for payment of any billings received more than

one year after completion of the utility owner’s facility relocations unless previously

agreed upon by the State Utilities and Property Manager. Upon receipt of the final

billing, VDOT will begin immediately processing the bill for payment. The established

procedures normally result in payment to the utility owner within 30 days of receipt of an

acceptable invoice.

13.2 PERMITS

When relocation is being performed on a non-VDOT controlled roadway within a Town or

City, such as an urban funded project, a permit will not be required by VDOT. The utility

owner must meet the requirements of the Town or City for obtaining permits or as

provided in the franchise agreement between the utility owner and the Town or City.

The VDOT permit application must be submitted upon completion of relocation, but no

later than the final bill submission. If there will be no billing submitted, the permit

application is due within 90 days of completion of the relocation. The Permit must cover

all facilities, “As-Built”, installed within VDOT’s right of way. The permit must be

submitted in accordance with the requirements of the Land Use Permit Regulations (24

VAC 30-151).

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The utility owner must submit the permit applications to the Regional Utilities Manager or

designee; one copy will be retained and three copies forwarded to the District Land Use

Development Section.

Section 8.3, covering Utility Accommodation Policy, provides additional information

regarding permits for relocation work performed under agreement on transportation

projects.

13.3 FINAL BILLINGS BY UTILITY OWNER

The relocation costs must be properly reported and recorded in the utility owner’s

accounts, in accordance with the approved method for developing such costs. The utility

owner shall provide one final and complete billing of all costs incurred, or of the agreed to

lump sum. The billing, to be prepared in the utility owner’s billing format, may include all

cost accumulated for the specific transportation project by means of an approved work

order system, except when the work has been authorized on the lump sum basis.

The utility owner must submit four copies of the final billing to VDOT for requesting

payment. The final billing should be submitted to the VDOT office that provided the

authorization letter for the relocation work to be performed. The final billing shall be made

no later than one year after completion of the utility owner’s facility relocation for the

project. Billings received more than one year after the utility company’s relocation will not

be honored for payment unless previously approved by the State Utilities and Property

Manager.

The line items in the final billing should be categorized in the same order and format

used for the preparation of the estimate that will allow comparison and prompt

processing by VDOT. The suggested estimate format UT-11, Appendix 9, includes a

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column, which is provided for the purpose of making a comparison of the estimated and

the final cost for the various categories.

The following documentation must be included with the utility owner’s final billing for

prompt processing and payment.

a. Name and address of the utility owner;

b. Tax Identification Number or Social Security Number;

c. Transportation project number;

d. Utility company work order number;

e. Invoice should state that it is a Final Billing;

f. Amount previous progress billings and the amount due this invoice;

g. Starting and completion dates of the relocation work;

h. Location of records and the name of the utility official to be

contacted regarding audit;

i. Certification. The Amount to be shown is VDOT’s share of the

total accumulative cost (not required on lump sum billings);

j. An explanation letter when the difference in total cost

overruns or under runs the estimate by 10%, and the

difference is greater than $10,000. This requirement also

applies when the overall total cost is withi n the acceptable

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range, but an individual category differs more than 10%, and

the cost difference is greater than $10,000;

k. The cost must be substantiated by an itemized breakdown

including a list of materials installed and removed;

l. Betterment credit. The betterment credit should be

recalculated to reflect the actual quantities of material used

in the relocation and the current cost; and,

m. Salvage credit. Documentation should be sufficient to show

items of materials removed for which credit is given, or a

statement to the effect that there are no salvageable materials.

n. Provide certification that materials used in the relocation

construction conform to USDOT’s MAP21 Buy America policy.

13.3.1 PAYMENT DUE DATES ESTABLISHED BY VDOT

In accordance with the prompt payment Statute (See Section 2.9.2.e.), the

required payment due date is thirty calendar days after receipt of proper

invoice. Calendar days include weekends and holidays.

Upon receipt of a relocation invoice, it is to be “date stamped” from which the

payment due date is established. The final invoice assembly must be submitted

to the Central Office Fiscal Division by the Regional Utilities Manager or

designee within ten working days after receipt.

If the utility owners invoice does not include sufficient information, or is not

acceptable for any reason, the originating office must identify the problem and

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notify the utility owner in writing within fifteen days after receipt and request a

corrected invoice.

The payment due date will not be established until the problem is resolved.

13.3.2 PROCESSING UTILITY RELOCATION FINAL BILLINGS BY VDOT

The Regional Utilities Manager or designee is required to verify the accuracy of

the utility owners invoice and process it promptly. The invoice must be analyzed

to determine if it meets all the requirements included in the FINAL BILL CHECK

LIST, Appendix 24, and the exceptions and conditions included with the

authorization letter.

Form UT-10 is to be used to show the comparison of the estimate with the final

bill. The comparison shall include the cost of various categories such as

Preliminary Engineering, Right of Way Acquisition, Temporary Construction,

Permanent Construction, Materials Installed and Credits. The comparison shall

also include the major components of materials installed and removed. The

results of the analysis must satisfy all requirements before recommending

payment.

Form UT-10 is also used to compare major components of materials installed

and removed with the Utility Inspector’s records. (Form UT-7 and 7a, 7b as

applicable, Appendix 20)

The reasons for differences should be included in the overrun or underrun letter

from the utility owner.

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It should be determined that the project is open to accept charges or credits.

When the project is not open an e-mail must be sent to the PMO Section

(Project Manager) or L&D (Project Designer), requesting that the project be

opened to accept charges or credits.

All billings should be submitted using the project number under which the work

was authorized.

The guidelines for processing progress billings are found in section 12.11.

13.3.3 FINAL BILLING ASSEMBLY TRANSMITTAL TO FISCAL DIVISION

The originating office must include the following information when submitting the

invoice assembly to the fiscal division:

a. Transmittal memorandum included in the RUMS;

b. FD-AP-01 accounting voucher;

c. Copy of the utility owner’s invoice and letter, prepared by

the utility, explaining overruns or under runs when required;

d. A Final Bill Check List (Appendix 24);

e. The billing must be coded properly;

f. Comparison statement Form UT-10;

g. Available inspection statement Form UT-7 and 7a,7b as applicable

(Appendix 20);

h. Distribution of the billing assembly. Distribution is to be made as follows:

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(1) Central Office Fiscal Division, Accounting

(2) State Utilities and Property Manager,

(3) Regional Utilities Manager or designee

A complete copy of the billing assembly must be retained in the

originating office with the project files.

13.3.4 BILLINGS FROM CONSULTANTS

The consultant must submit two copies of the invoice along with supporting data

for progress or final billings to the State Location and Design Engineer/State

Hydraulics and Utilities Engineer. The invoice must include the appropriate

information required for billings as covered in Sections 13.3 and 13.3.1. Invoices

must be submitted in accordance with the terms included in the payment

schedule of the consultant agreement.

Section 9.8.4 covers the payment schedule included in the on-call consultant

proposal and Section 9.10 covers additional information regarding consultant

billings.

13.3.5 UTILITY INVOICES WITH OVERPAYMENT

When the utility owner’s final invoice results in a refund, an FD-AP-01 is not

required. However, a complete assembly of the billing is required with other

information as required by Sections 13.3, 13.3.1, 13.3.2 and 13.3.3.

The utility owner should make the refund check payable to the Treasurer,

Commonwealth of Virginia.

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13.3.6 ELECTRONIC PAYMENTS TO UTILITY OWNERS

Payments for relocation costs may be made electronically to selected vendors

through the Financial Electronic Data Interchange (EDI) program.

The payments are electronically remitted directly to a specified bank account

rather than mailing the checks to the recipient. The following information must be

included on the billing so the recipient can identify the payment:

a. Customer Account Number;

b. Vendor Invoice Number; and,

c. Description of service covered by invoice. The description must not

exceed 22 characters. Example: “Utility Relocation”.

13.4 SUBMISSION OF UTILITY INSPECTION REPORT

Inspection of relocation work is to be provided in accordance with the procedures

outlined in Section 12.5.

The Utilities Inspector will submit form UT-7 and 7a, 7b as applicable summary and as

built plans, to the Regional Utilities Manager or designee. The form UT-7 and 7a, 7b as

applicable is to be used to verify the utility owner’s final bill and must be submitted with

the final bill for payment.

13.5 AUDITS

The Fiscal Division may audit final billings. When a discrepancy occurs in a billing, the

audit section will notify the State Utilities and Property Manager in writing. The State

Utilities and Property Manager will review the report and if the discrepancy can be

resolved, a written reply will be made to the audit section. If the State Utilities and

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Property Manager is unable to resolve the issue, the audit report will be sent to the utility

owner for corrections or comments. The State Utilities and Property Manager may

provide a written recommendation to the audit section if the billing should be paid in full,

or an exception made correcting the payment requested pending a reply from the utility

owner.

13.6 ACCEPTANCE OF UTILITY WORK INCLUDED IN TRANSPORTATION CONTRACT

Upon completion of the relocation performed by VDOT’s contractor, the utility owner

should confirm to VDOT, in writing, that the work included in the transportation contract

was performed in a satisfactory and acceptable manner.

13.7 RECORDS MANAGEMENT

The Regional Utilities Manager or designee shall maintain files to include documentation

of the utility relocation work, such as correspondence, reports, plans and estimates, and

agreements. The project file shall contain the following information:

a. UT-3 report or information included in RUMS

b. Bridge attachment request, when applicable;

c. Utility easement request, when applicable;

d. Request from utility owner to use VDOT consultants, when applicable;

e. Letter from utility owner requesting relocation work be

included in VDOT plans to be performed by VDOT’s project

contractor;

f. Letter or agreement from utility owner agreeing to the prorate

for in plan work, when applicable;

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g. Signed agreement for in plan work, when applicable;

h. Form UT-9 or statement of responsibility;

i. Utility Owner’s plan and estimate;

j. Plan and Estimate Checklist;

k. Real property interest documentation;

i. A form or memo reflecting plan and estimate review comments.

The form or memo shall include the signature of reviewer and

date of review;

m. Copy of request for FHWA approval, if applicable;

n. Copy of Federal Authorization, if applicable;

o. Copy of VDOT’s Funding Authorization;

p. State Funding Authorization (in iPM)

q. Copy of Special Provisions, when applicable;

r. Letter authorizing the utility owner to proceed;

s. Copy of utility owner’s billing (Progress and final);

t. Form UT-10 or some type billing/estimate comparison sheet;

u. Progress and Final Billing Checklist;

v. Non-betterment certification signed by the utility owner;

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w. Copy of memorandum submitting billings to the Central

Office Fiscal Division.

x. Summary of inspector’s records on UT-7 and 7a,7b as applicable;

Information is also to be maintained in the RUMS system and updated by completing

each appropriate field with current information. A checklist of the required items to be

maintained in the files should be made a part of the project file for each utility relocation.

13.7.1 RECORD RETENTION BY VDOT

The records covering utility relocation work authorized by the Regional Utilities

Manager or designee shall be maintained by the Regional Utilities Manager or

designee and available for audit. These records shall be maintained in

accordance with the current VDOT’s record retention policy.

13.7.2 RECORD RETENTION BY THE UTILITY OWNER

During the progress of the utility relocation work and for a period of three years

after the date final payment has been received by the utility owner, the records

pertaining to the relocation and accounting will be available for inspection by

VDOT, FHWA, or its representatives.

13.8 MONITORING OF REGION/DISTRICT OFFICE FILES/PROCEDURES BY

THE STATE UTILITIES AND PROPERTY MANAGER

The State Utilities and Property Manager will monitor each Regional Utilities Manager’s or

designee’s files at least annually for compliance with the relocation procedures. The

monitoring will consist of a review of the Regional Utilities Manager’s or designee’s files

and the procedures used to accomplish the relocation work.

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A report shall be prepared by the State Utilities and Property Manager or designee,

indicating the results of the monitoring and measures taken, if any, to correct any

discrepancies found. A copy of the report will be sent to the Director of Right of Way and

Utilities.

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CHAPTER 14

NO PLAN, MINIMUM PLAN,

DESIGN BUILD AND PUBLIC PRIVATE
TRANSPORTATION ACT (PPTA) PROJECTS
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CHAPTER 14

NO PLAN, MINIMUM PLAN, DESIGN - BUILD and PPTA PROJECTS

14.1 GENERAL – NO PLAN and MINIMUM PLAN PROJECTS

The “No Plan” and “Minimum Plan” concept allows VDOT to advertise and award

contracts for improvements that do not require complete detailed surveys and plans, and

where the use of modified specifications are deemed appropriate by the District

Administrator. Generally, the improvements will consist of widening, grading, draining,

stabilizing, paving, and/or adding safety measures (Traffic signals, guard rail and etc.) on

primary and secondary roads with relatively low traffic volumes by using engineering

judgment.

This Chapter will point out the components that differ from the complete plan concept,

and emphasize other requirements that are important to the process. The appropriate

chapters in this manual are to be used as a guide for the various components or phases

of the utility relocation process.

14.1.1 MINIMUM PLAN PROJECTS

The Regional Utilities Manager or designee is responsible for making

arrangements for utility relocations required to accommodate construction on

Minimum Plan projects. Arrangements for utility relocations on Minimum Plan

Projects shall be made in accordance with the requirements for the Complete

Plan Project as provided in this manual.

14.1.2 NO PLAN PROJECTS

The Location and Design Division, District No Plan Projects Section, or

Residency is responsible for making arrangements for utility relocations

required to accommodate construction on No Plan projects. Generally, the

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procedures and instructions as outlined in this manual for utility relocation for

projects under the complete plan concept, are also applicable to projects

proposed under the no plan concept.

The procedures included in sections 14.2 through 14.11 of this chapter are

applicable to utility relocations for No Plan projects.

14.2 PROJECT SCOPING

During the project scoping by the Location and Design Division, District No Plan Projects

Section, or Residency, the name of each utility owner affected must be determined.

The facilities located within the projects proposed right of way, including any

required easement areas, shall be identified and the potential conflict of utilities with

project construction determined.

A high degree of coordination with utilities is desirable during the planning for the

transportation project in an effort to minimize the cost associated with utility relocation.

The Location and Design Division, District No Plan Projects Section, or Residency must

determine the complexity of the utility involvement during this phase of the project and

develop a time schedule that will allow the utility owners adequate time to engineer the

project, acquire necessary easements and perform the relocation prior to award of the

project contract.

14.3 UTILITY OWNERS

The names of the utility owners affected by the project should be entered into RUMS by

the Location and Design Division, District No Plan Projects Section, or Residency.

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14.4 PREPARATION FOR AND CONDUCTING THE UTILITY FIELD INSPECTION

The Location and Design Division, District No Plan Projects Section, or Residency

shall identify all utility facilities within the project limits. An in-depth evaluation shall be

made of the utility facilities, both aerial and underground.

14.4.1 PREPARATION FOR UTILITY FIELD INSPECTION

Simple sketches are to be prepared showing the utilities that are within project

limits. Adequate notes are to be kept showing the following information:

a. Owner of each utility facility within project limits. When poles are joint-

use, the riding utility owners must be identified;

b. Identify utility facilities in conflict;

c. Pole numbers or other identification such as stationing for underground

utilities. On No Plan projects, an approximate location of utilities from

beginning to the end of the project using a distance measuring

instrument; and,

d. The cost responsibility determination shall be made for each utility facility

within the project limits and shown on form UT-9, Appendix 4.

A “simple” sketch is to be used for preparation of the utility field inspection and

to document the files.

14.4.2 CONDUCTING THE UTILITY FIELD INSPECTION

In order for the utility owners to have adequate information to engineer the

proposed adjustment for the project, it is necessary for the Location and Design

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Division, District No Plan Projects Section, or Residency to provide, as a

minimum, the following information:

a. The proposed right of way and easements should be staked prior to the

utility field inspection;

b. Information regarding depths of cuts and fills, entrances, clearance on

ditches and pipes and other features of the project that may conflict with

the aerial or underground utility facilities;

c. Point out all utilities within project limits and identifies those facilities in

conflict with the project;

d. Provide a copy of the simple sketch;

e. Provide time schedules for advertisement and construction;

f. Provide names of landowners adjacent to the project; and,

g. Provide any coordination necessary to expedite the utility relocation to

clear the project.

14.5 REPLACEMENT UTILITY EASEMENTS

Obtaining replacement utility easements needs to be addressed at an early stage in the

transportation project development and coordinated with obtaining the right of way for

the project. To assure that replacement utility easements are obtained, whereby the

utility owners may proceed with the relocation without delay to the transportation project,

the following procedures should be followed.

a. In many situations the existing utility facilities are located in, over, or

across the property of the landowner granting right of way for the

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transportation project. The landowner should be advised by VDOT that

utility relocation would be required and discuss the clause in the omnibus

deed covering the replacement easement. The landowners should be

advised that they are agreeing to grant unto the utility owner, an

easement over and across the lands lying adjacent to the lands conveyed

for the transportation project. In this situation, the utility owner should be

notified and requested to present the easement agreement to the

landowner to be signed.

b. In some situations, the existing utility facilities will be relocated onto

property of a different landowner, requiring a new easement. The

easements may be obtained in the following manner.

(1) The utility owner should obtain the easement directly from the

landowner; or,

(2) If requested and agreed to by VDOT the utility owner may furnish

prepared utility easement forms and request that VDOT obtain the

easements during the time that right of way is being acquired for

the transportation project. See the VDOT Road Design Manual for

additional criteria about purchasing right of way or easements.

Eminent Domain may become necessary when the landowner refuses to grant required

right of way. When this occurs a Right of Way Phase must be established and a plan

sheet must be developed for the parcels involved in accordance with the VDOT Road

Design Manual and the procedures in Section 7.4, Utility Easement Requirements,

should be followed.

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14.6 UTILITY RELOCATION PLANS AND ESTIMATES

The Location and Design Division, District No Plan Projects Section, or Residency is

responsible for monitoring the development of relocation plans by the utility owners and

coordinating the relocations during the plan and estimate development phase.

The Location and Design Division, District No Plan Projects Section, or Residency is

also responsible for obtaining the plans and estimates from the utility owners. The

plans and estimates must be processed in accordance with the requirements outlined

in Chapter 11, and forwarded to the Regional Utilities Manager or designee for approval

and authorization.

14.7 SPECIAL PROVISIONS

When it is determined that utility relocation will occur during the life of the transportation

project, a special provision should be prepared and made a part of the project contract.

The procedures for Special Provisions are covered in Section 8.10 of this manual.

14.8 UTILITY CLEARANCE FOR ADVERTISEMENT

The Location and Design Division, District No Plan Projects Section, or Residency

must notify the Regional Utilities Manager or designee in writing, no later than 60

days prior to the advertisement of a project, that all arrangements have been made with

the utility owners to relocate utilities prior to, or in conjunction with project construction.

The Location and Design Division, District No Plan Projects Section, or Residency is

responsible to update RUMS and include the clearance when arrangements for utility

relocations have been completed.

14.9 PROJECT SHOWING AND PRECONSTRUCTION CONFERENCE

The Location and Design Division, District No Plan Projects Section, or Residency

should invite all utility owners affected by the project to attend the project showing

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and preconstruction conference. The utility owner is expected to discuss the

involvement and status of the relocation work required by the project.

14.10 PERMITS, PROGRESS BILLINGS AND FINAL BILLINGS

Permit requirements for relocation work are covered in Section 13.2.

Progress and final billings submitted by the utility owners for cost incurred in connection

with relocation must be processed in accordance with Sections 12.11 and 13.3.

14.11 MONITORING/RUMS

The Location and Design Division, District No Plan Projects Section, or Residency is

responsible for monitoring progress of the utility relocation work on No Plan projects to

assure that all phases are on schedule.

The Location and Design Division, District No Plan Projects Section, or Residency

must update RUMS as each phase of the project is completed.

The Location and Design Division, District No Plan Projects Section, or Residency may

request assistance and technical guidance from the Regional Utilities Manager or

designee regarding the requirements to relocate utilities.

Guidelines for preparing and conducting the utility field inspection for no-plan projects

are shown in Appendix 3.

14.12 GENERAL – DESIGN BUILD PROJECTS

VDOT has traditionally delivered transportation projects through the Design-Bid-Build

process. In an effort to effectively and efficiently continue the Department’s commitment

to maintaining and improving the Commonwealth of Virginia’s Transportation

infrastructure, the Department has expanded its project delivery methods beyond the

traditional Design-Bid-Build methods. In 2001 the General Assembly amended the Code

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of Virginia to allow the Commonwealth Transportation Board (CTB) to authorize the

award of Design-Build contracts. The development of a VDOT Design-Build project

differs significantly from the development of a Design-Bid-Build project. Where the

Design-Bid-Build project involved three sequential project phases, the Design-Build

project combines engineering and construction activities into a single, fixed-fee contract.

The documentation necessary for the advertisement of a Request for Proposal (RFP)

includes preliminary plans comprised of the basic geometric configuration for the project.

The Offerors participating in the Design-Build procurement process rely on the

preliminary plans and the information in the Technical Requirements form and RFP to

develop the technical and price proposal for design and construction of the project.

14.12.1 UTILITY RELOCATIONS ON DESIGN BUILD PROJECTS

The Design Build Contractor is encouraged to design the project to avoid

conflicts with utilities. When utility conflicts cannot be avoided, it is the design

builder’s responsibility to coordinate the relocation of the utility according to

VDOT’s policies and procedures for utility relocations as outlined in this

manual. The Design Build Contractor is responsible for all activities and cost

related to utility relocation construction on the Design Build project including

reimbursement to the utility owner. The Design Builder is expected to include

these costs in their proposal. The Design Builder assumes all risks associated

with utility relocations for the project and does not receive any additional

compensation for any delays or inconveniences associated with the relocation

of utilities on the project.

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14.12.2 PROJECT SCOPING KICKOFF MEETING

The Scoping Phase is the initial step in the project development process. The

initial involvement that the VDOT Utility Coordinator has on the project is

participating in the Project Scoping/Kickoff meeting. The VDOT Project Manager

schedules a project scoping meeting and invites a designated person from each

discipline to attend. At the Project Scoping/ Kickoff meeting, the project is

identified as being delivered through the Design-Build delivery method. The

VDOT Project Manager discusses the project necessity and provides an

overview of the proposed project and the project limits. Then, he or she will

provide a proposed schedule of activities for the project from Scoping to final

completion. General Design Build Project Schedule Milestones are as follows:

• PFI plan review begins

• Risk Assessment
• PFI comments due
• PFI meeting
• RFQ Release
• PH plans posted
• Advertise PH
• Traffic Analysis Approved
• PH plans finalized
• PH Team Meeting
• Public Hearing
• Design Approval
• RFP Release
• Technical Proposals Due
• Price Proposals Due
• Notice of Intent to Award
• CTB Approval

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• Notice to Proceed
• Project Completion

Typically, the Project Manager will request the Utility Coordinator to prepare a

Utility Scoping Report and provide a preliminary utility relocation estimate at the

Scoping Phase of project development.

14.12.3 PRELIMINARY PLANS

The Design Builder prepares his proposal based on information provided in the

preliminary plans and Technical Requirements of the RFP. The preliminary

plans should identify all utilities located on the project and reflect a recent

Subsurface Utility Survey. All underground utility data should be obtained and

depicted according to CI/ASCE 38-02 SUE Quality Level B. A listing of the utility

owners with facilities located on the project should be identified on the

preliminary plans and should include the contact person and information for

each utility identified.

Once the Preliminary plans reach a stage where the proposed right of way or

foot print of the project has been established and unlikely to change, the VDOT

Utility Coordinator should review the preliminary plans for any underground

utilities located within the proposed construction area and Test-hole data should

be requested to aid the Design Builder in preparing his proposal.

14.12.4 EARLY COORDINATION WITH UTILITY OWNERS

Once the preliminary plans have been developed to a point that provides a

general overview and concept of the proposed project, the VDOT Utility

Coordinator should schedule a meeting with the utility owners that are located

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on the project. The Utility Owners should be given an overview of the proposed

project and made aware that the project will be a Design-Build project. The

Utility Owner should be provided a proposed scheduled and a copy of the

preliminary plans. In addition, the Utility Owner should be requested to

assemble and provide a copy of their as-built records and prior rights

documentation before the release of the RFP. It is each Design Builders’

responsibility to meet with the Utility Owners on the project and obtain this

information as they’re preparing their proposal. The Utility Owners are expected

to be consistent with information that they provide to the Design Build Teams.

14.12.5 REQUEST FOR QUALIFICATIONS

After the proposed Design Build Project has been through the public

involvement process and Design Approval has been obtained the Design Build

Project manager will solicit a Request for Qualifications (RFQ) if the project is a

two phase selection process. Potential Offeror’s response to the Request for

Qualifications is the Statement of Qualifications (SOQ). The SOQ includes a

Letter of Submittal, a description of the Offeror’s Team Structure, Experience of

Offeror’s Team and identification of major risks to the project. As part of

describing the Offeror’s team structure the RFQ identifies Key Personnel for the

project and request resume’s to be provided. All Offeror’s bidding on VDOT

Design Build projects that will require utility coordination and relocation should

have a member or firm on their team that is experienced in utility relocation and

coordination according to VDOT policy and procedure. On Design Build projects

that are anticipated to require extensive utility coordination and relocation. The

VDOT Special Projects Utility Coordinator or Designee should request that the

Lead utility Coordination Manager (LUCM) be identified in the RFQ as a Key

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Personnel. The resume for the Lead Utility Coordination Manager (LUCM)

should provide direct, verifiable experience of coordinating the relocation of

utilities on transportation projects in accordance with VDOT policy and

procedures for utility relocation. The resume should provide employment history

and account of prior project experience and qualifications that demonstrates the

ability to perform the activities and duties required for the position and

demonstrates a working knowledge of VDOT’s policy and procedures for utility

relocation.

14.12.6 REQUEST FOR PROPOSALS

The Request for Proposals (RFP) is the written request for the technical and

price proposals on a Design Build project. The RFP is the only solicitation in a

single-phase selection process and the second solicitation of a two-phase

selection process. The RFP consists of the technical proposal requirements,

preliminary plans and the evaluation criteria for the proposed project. The utility

section of the technical requirements of the RFP outlines the guidelines for utility

relocations on the proposed Design Build project. The utility requirement

language that should be included in the utilities section of the RFP can be found

in Appendix??. While this template addresses the general utility requirements

on a Design Build project additional language may need to be needed to

address certain conditions.

14.12.7 PRE PROPOSAL MEETING

At the time Request for Proposals are solicited the Design Build Project

Manager holds a pre proposal meeting with the short listed Offeror’s to give an

overview of the proposed project and the technical requirements. The VDOT

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Special Projects Utility Coordinator or Designee is invited to hold a Pre proposal

Utility Meeting at this time to review the Utility portion of the technical

requirements. The Utility Owner representatives are invited to this meeting to

provide a general overview of their facilities that are located within the limits of

the project, discuss any special needs or requirements and address any

questions that may arise in regards to the utility owners facilities.

14.12.8 CONTRACTUAL GUIDELINES

The following is an example of the typical contract language included in the

Design Build and PPTA project contracts between VDOT and the successful

team/firm. References to Offeror and Concessionaire denote the team/firm

proposing to VDOT for the project. It should be noted language may slightly

vary dependent on the project specific needs:

All efforts and costs necessary for all utility designations, utility locates
(test holes), conflict evaluations, cost responsibility determination, utility
relocation designs, utility relocations and adjustments, utility
reimbursements, replacement land rights acquisition and utility
coordination shall be included in the Offeror’s Price Proposal; provided,
however, that the compensation paid to landowners for replacement
land rights will be paid by VDOT as a part of the right of way acquisition
costs and shall NOT be included in the Offeror’s Price Proposal. Costs
for any utility betterment(s) shall not be included in the Offeror’s Price
Proposal but shall be reimbursed to the Design-Builder through
agreement with the requesting utility owner.

Utility information provided on the RFP Conceptual Plans identifies all

known utilities, at the time of plan development, that are located within
the Project limits. Aerial utilities are identified on the RFP Conceptual
Plans and/or in the Survey files by the structure to which they are
attached. However, it is the Offeror’s responsibility to verify, to their
satisfaction, the owner, type, size, height and number of cables
attached to the structure when preparing their Price Proposal. All
underground utility data was obtained and is depicted in accordance
with CI/ASCE 38-02 SUE Quality Level B designation or as denoted on
the RFP Conceptual Plans and/or Survey files. However, it is the
Offeror’s responsibility to verify, to their satisfaction, the owner, type,
size, number of cable/conduits, pipes, services, and horizontal and
vertical (depth) location of underground utilities to include service

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connections and lateral with the utility owners when preparing their
Price Proposal.

The Design-Builder shall be responsible for all utility designations, utility

locates (test holes), conflict evaluations, cost responsibility
determinations, utility relocation designs, utility relocations and
adjustments, utility reimbursement, replacement land rights acquisition,
utility coordination, and coordination of utility betterments required for
the Project. The Design-Builder shall be responsible for all necessary
utility relocations, adjustments, and betterments to occur in accordance
with the accepted Baseline Schedule.

The Design-Builder shall be responsible for coordination of the Project

construction with all utility owners that may be affected. The Design-
Builder shall be responsible for coordinating the work of the Design-
Builder, its subcontractors, and the various utilities. The Design-Builder
shall initiate early coordination with all utility owners with facilities
located within the Project limits. The resolution of any conflicts between
utilities and the construction of the Project shall be the responsibility of
the Design-Builder. No additional compensation or time will be granted
for any delays, inconveniences, or damage sustained by the Design-
Builder or its subcontractors due to interference from utility owners or
the operation of relocating utilities or betterments.

The Design-Builder shall make all reasonable efforts to design the

Project to avoid conflicts with utilities, and minimize impacts where
conflicts cannot be avoided.

The Design-Builder shall identify and acquire any replacement utility

easements or required right of way needs of all utilities necessary for
relocation due to conflicts with the Project.

Utility owners and their respective contact information that are known to
the Department are provided below for reference only. It is the Design-
Builder’s responsibility to verify whether other utility owners exist within
the Project limits and coordinate with them.

(LIST OF UTILITY OWNERS AND CONTACT INFORMATION)

The Design-Builder shall provide all utility owners with roadway design
plans as soon as the plans have reached a level of completeness
adequate to allow them to fully understand the Project impacts. The
utility owners will use the Design-Builder’s design plan for preparing
relocation plans and estimates. If a party other than the utility owner
prepares relocation plans, there shall be a concurrence box on the
plans where the utility owner signs and accepts the relocation plans as
shown.

The Design-Builder shall coordinate and conduct a preliminary utility

review meeting with all affected utility owners to assess and explain the
impact of the Project. VDOT’s Project Manager and VDOT’s Regional
Utilities Manager/Design Build Projects Utility Coordinator (or designee)

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shall be included in this meeting.

The Design-Builder shall verify the prior rights of each utility owner’s
facilities if claimed by a utility owner. If there is a dispute over prior
rights with a utility, the Design-Builder shall be responsible for resolving
the dispute.

The Design-Builder shall prepare and submit to VDOT a Preliminary

Utility Status Report within one hundred and twenty (120) days from the
Date of Notice to Proceed that includes a listing of all utilities located
within the Project limits and a conflict evaluation and cost responsibility
determination for each utility. This report shall include copies of existing
easements, As-Built plans or other supporting documentation that
substantiates any compensable rights of the utility owner.

The Design-Builder shall obtain the following from each utility owner
that has a utility located within the Project limits: relocation plans
including letter of "no cost" where the utility owner does not have a
compensable right; utility agreements including cost estimate and
relocation plans where the utility owner has a compensable right; or
letters of "no conflict" where the utility owner's facilities will not be
impacted by the Project.

The Design-Builder shall review all relocation plans to ensure that

relocations comply with the current editions of the VDOT Utilities
Manual of Instruction, the Utility Relocation Policies and Procedures
and the VDOT Land Use Permit Manual. The Design-Builder shall also
ensure that there are no conflicts with the proposed roadway
improvements and ensure that there are no conflicts between each of
the utility owner’s relocation plans. The Design-Builder shall prepare
and submit to VDOT all relocation plans. The Design-Builder is
expected to assemble the information included in the relocation plans in
a final and complete form and in such a manner that VDOT may
approve the submittals with minimal review. The Design-Builder shall
meet with VDOT’s Regional Utilities Manager/Design Build Projects
Utility Coordinator (or designee) within forty-five (45) days from the date
of Notice to Proceed to gain a full understanding of what is required
with each submittal. The Design-Builder shall receive written approvals
from VDOT prior to authorizing utilities to commence relocation
construction. The utility owners shall not begin their relocation work until
authorized by the Design-Builder. Each relocation plan submitted must
be accompanied by a certification from the Design-Builder stating that
the proposed relocation will not conflict with the proposed roadway
improvement and will not conflict with another utility owner’s relocation
plan.

At the time that the Design-Builder notifies VDOT that the Design-
Builder deems the Project to have reached Final Completion, the
Design-Builder shall certify to VDOT that all utilities have been identified
and conflicts have been resolved and that those utility owners with
compensable rights or other claims related to relocation or coordination
with the Project have had their facilities relocated and their claims and

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compensable rights satisfied or will be satisfied by the Design-Builder.

The Design-Builder shall ensure the utility owners submit As-Built

drawings upon completion of their relocation and/or adjustments. VDOT
will issue an as-built permit to the utility owners after receipt of permit
application and the As-Built drawings. The Design-Builder shall
accurately show the final location of all utilities on the As-Built drawings
for the Project in accordance with Part 2, Section 2.16.9 of the RFP.

14.12.9 PROJECT AWARD

Once the contract has been awarded to the selected Design build Team the

Lead Utility Coordination Manager is to meet with the VDOT Special Projects

Utility Coordinator or Designee within (45) days. At this meeting the VDOT

Special Projects Utility Coordinator or Designee gives an overview of the VDOT

requirements and expectations for the utility relocations on the project.

14.12.10 PRELIMINARY UTILITY STATUS REPORT

Within (120) days of the award of the Design Build contract the Lead Utility

Coordination Manger is to provide the VDOT Special Projects Utility

Coordinator or Designee with a Preliminary Utility Status Report. The report is

to include a listing of all utilities that are located within the limits of the project

and a conflict evaluation and cost responsibility determination for each utility.

The report should include copies of existing easements, as-built plans and

other documentation that substantiates any compensable rights claimed by a

utility owner.

14.12.11 MASTER UTILITY AGREEMENT

All Utility relocations on a Design Build project will require the execution of a

Master Utility agreement between the Design Builder and the Utility Owner.

The Master Utility Agreement is a contract that outlines the manner in which

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the Utilities will be performed on the project and the expectations and

deliverables of each party. A Master Utility Agreement Template can be found

in Appendix.

14.12.12 BETTERMENTS

Any utility betterment requested by a utility owner will be managed through a

separate contract between the Design Builder and the Utility Owner. The

additional cost for any utility betterment will be paid directly to the Design

Builder from the requesting Utility Owner. The Design Builder will not hold the

Department liable for any Delay’s to the project schedule resulting from a utility

betterment.

14.12.13 PLAN & ESTIMATES

A plan & estimate in accordance with Chapter 8 of this manual is required for

all utility relocations on the Design Build project. In the event that a Utility

Relocation is 100% Utility Owners cost the Utility Owner should provide a

detailed relocation plan accompanied by a “Letter of No Cost”. It shall be the

responsibility of the Design Build Lead Utility Coordination Manager to process

all plan & estimates submitted by The Utility Owner’s for a Design Build project.

The Design Build LUCM is to complete a plan & estimate checklist and certify

that the plan & estimate meets the Department requirements as outlined in this

manual. Once the Design Builder has reviewed the Utility Owner’s plan &

estimate and has determined that it is acceptable according to the Department

requirement’s it should then be forwarded to the VDOT Special Projects Utility

Coordinator or Designee for review and approval. The Design Builder must

have written approval from the VDOT Special Projects Utility Coordinator or

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Designee before authorization can be given to the Utility Owner to begin any

Utility Relocation construction work.

14.12.14 RUMS

The VDOT Special Projects Utility Coordinator or Designee is set up the Utility

Owners Treeview in RUMS at the Scoping stage of the project. After the project

has been awarded to the selected Design Build Team it shall be the Design

Build Teams LUCM or Designee to input the Utility Data into RUMS at the

appropriate milestone. The VDOT Special Projects Utility Coordinator or

Designee should monitor RUMS to insure that the Data is being updated

correctly. The VDOT Special Projects Utility Coordinator or Designee is to

provide training and guidance as needed to the Design Builder in the use of

RUMS.

14.12.15 UTILITY EASEMENT ACQUISITION

The Design Builder is responsible for the acquisition of any replacement Utility

Easements that may be required for the Utility Relocations. In most cases

VDOT compensates the Landowner for the actual acquisition cost of any Utility

Easements that are acquired.

14.12.16 PRELIMINARY UTILITY FIELD REVIEW MEETING

The Design Builder is to hold a preliminary Utility review meeting Utility owners

for the projects. The purpose of this meeting is to introduce the Design Build

Team to the Utility Owners and give an overview of the proposed project. The

Design Builder should also provide the Utility Owners with a preliminary

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schedule for proposed project milestone dates. The VDOT Special Projects

Utility Coordinator or Designee is to be invited to this meeting.

14.12.17 UTILITY FIELD INSPECTION MEETING

The Design Builder is to hold a Utility Field Inspection Meeting for the project

with Utility Owners affected by the project according to the procedures outlined

in Chapter 7 of this manual. The VDOT Special Projects Utility Coordinator or

Designee is required to be in attendance.

14.12.18 UTILITY RELOCATION COMPLETION

When the Design Builder determines that the project has reached final

completion, the Design Builder shall certify to VDOT that all utilities have been

identified and conflicts have been resolved and that those utilities with

compensable rights or other claims related to relocation or coordination with

the Project have been relocated and their claims and compensable rights

satisfied or will be satisfied by the Design Builder.

14.12.19 AS-BUILT DRAWINGS

The Design Builder shall accurately show the final horizontal location of all

utilities on the As-Built Plans for the Project. The Utilities are to be color-coded

using the colors as required by the Underground Utility Damage Prevention

Act. (See Chapter 6.3 of this Manual). The as-builts show also indicate the

Depths of the relocated underground utilities on the project

14.12.20 PRELIMINARY EXPECTATIONS

Given the nature of the process, the teams/firms proposing to be the successful

candidate selected for these projects will be contacting utility owners located

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within the proposed project limits. This is in order to identify each utility

potentially impacted, identify their respective facilities within the proposed

project limits and estimate the potential utility conflicts and cost associated with

proposed project construction. It is the expectation of each utility owner will

provide consistent information to each of the teams/firms. The teams/firms will

use this information to develop the utilities portion of project cost for which they

will be responsible and include this cost as part of the overall lump sum project

cost.

14.12.21 PROJECT DEVELOPMENT

Once the successful team/firm is awarded the Design Build or PPTA contract,

they will be fulfilling the role of VDOT in regards to the utility relocation process.

(VDOT will have oversight for all utility relocation activities.) The Lead Utilities

Coordination Manager is the lead point of contact for utility related issues on the

project and responsibilities will include:

a. Scheduling and holding the Utility Field Inspection with all affected utility

owners once project plans are at a level of design to perform this task.

b. Reviewing all Plan and Estimates submitted.

c. Identifying and acquiring all necessary utility easements, either VDOT

Joint Use or owners replacement. (The landowner payment cost for

necessary easements is to be paid by VDOT or utility owner)

d. Preparing all agreements relative to the utility relocation between the

Design Build/PPTA team/firm and utility owners. This includes the

agreements for authorization to relocate facilities as well as any

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reimbursement terms/agreements. (VDOT’s Master Agreements with

utility owners cannot be used as VDOT will not be authorizing the utility

relocations).

e. Providing Authorization for the utility relocations to each affected utility

owner.

f. Coordinating and inspecting the utility relocations.

g. Receiving billings and providing reimbursement to utility owners

accordingly.

14.12.22 PERMITS, PROGRESS BILLINGS AND FINAL BILLINGS

Permit requirements for relocation work are covered in Section 13.2.

Progress and final billings submitted by the utility owners for cost incurred in

connection with relocation shall be processed by the Design Build/PPTA

team/firm prior to project closeout/acceptance.

14.13 GENERAL- PUBLIC PRIVATE PARTNERSHIPS (P3 PROJECTS)

Public Private Partnership Projects or more commonly referred to as P3 Projects is a

method of project delivery where VDOT enters into an agreement with a Private Party to

design, construct and finance a project. The legal guidance for administering Public

Private Partnership Projects can be found in Virginia’s Public Private Partnership Act of

1995. (Code of Virginia 56-556 through 56-575). There are several variations of P3

contracts however the most common are as follows.

Design Bid Build

Design Build
Design-Build-Finance

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Design-Build-Operate-Maintain-Finance
Lease-Operate-Maintain

14.13.1 UTILITY RELOCATIONS ALONG P3 PROJECTS

Utility relocation along P3 projects is to be administered in the same manner as

a typical VDOT project. The Private Party is to follow all policies and

procedures as set forth in this manual as amended and the Code of Virginia as

amended. The Private Party is granted the benefit of any existing easement or

statutory right that VDOT may have along a project. The statutory rights for a

PPTA fall under the system for the type of project that is proposed. (See

chapter 2.8 of this manual) § 56-570 provides the applicable code reference

relating to Utility relocations along PPTA projects and reads as follows.

The private entity and each public service company, public utility, railroad, and
cable television provider, whose facilities are to be crossed or affected shall
cooperate fully with the other in planning and arranging the manner of the
crossing or relocation of the facilities. Any such entity possessing the power of
condemnation is hereby expressly granted such powers in connection with the
moving or relocation of facilities to be crossed by the qualifying transportation
facility or that must be relocated to the extent that such moving or relocation is
made necessary or desirable by construction of or improvements to the
qualifying transportation facility, which shall be construed to include
construction of or improvements to temporary facilities for the purpose of
providing service during the period of construction or improvement. Should the
private entity and any such public service company, public utility, railroad, and
cable television provider not be able to agree upon a plan for the crossing or
relocation, the Commission may determine the manner in which the crossing or
relocation is to be accomplished and any damages due arising out of the
crossing or relocation. The Commission may employ expert engineers who
shall examine the location and plans for such crossing or relocation, hear any
objections and consider modifications, and make a recommendation to the
Commission. In such a case, the cost of the experts is to be borne by the
private entity. Any amount to be paid for such crossing, construction, moving or
relocating of facilities shall be paid for by the private entity or any other person
contractually responsible therefore under the interim or comprehensive
agreement or under any other contract, license or permit. The Commission
shall make a determination within 90 days of notification by the private entity
that the qualifying transportation facility will cross utilities subject to the
Commission's jurisdiction.

No Plan, Minimum Plan, DB & PPTA Projects 14-22

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No Plan, Minimum Plan, DB & PPTA Projects 14-23

Utility Manual of Instructions
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CHAPTER 15

INDEPENDENT POLICIES AND PROCEDURES

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 Utility Manual of Instructions
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CHAPTER 15

INDEPENDENT POLICIES AND PROCEDURES

15.1 GENERAL

There are many Virginia Department of Transportation (VDOT) policies and

procedures that affect utility relocation on transportation projects. Most of

these policies and procedures have been included in the text of previous

chapters of this manual. However, some of VDOT policies and procedures

were not directly related to any of these previous chapters.

The following sections of this chapter contain VDOT policies and procedures

not previously covered.

15.2 GUIDELINES FOR RELOCATION OF UTILITIES FROM TRAVELED AREAS

15.2.1 GENERAL

These guidelines are applicable to non-limited access roadways

controlled and operated by VDOT. Application to streets or

roadways controlled by municipalities or counties is on an optional

basis.

The general trend on streets within major cities is to place the

various types of underground facilities within the street right of

way and in numerous cases, under the pavement. VDOT’s position

has always been that longitudinal installations under the pavement

are not desirable. VDOT places fewer restrictions on crossings of

roadways.

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 Utility Manual of Instructions
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As a result of the rising cost of utility relocation and, in many

cases limited space for relocation, VDOT is modifying its position

with regard to allowing utilities under travel areas. (See Land Use

Permit Regulations 24 VAC 30-151)

15.2.2 EXISTING FACILITIES

In any case where maintenance records indicate that the existing

facility has a history of frequent repairs or problems, the utility

should be relocated from under the proposed travel lanes. An

evaluation should be made to determine if the problems are related

to inadequate maintenance or failures related to age and condition.

There may be instances where the utility owner should be asked

to pay for the cost to rehabilitate their facility.

Pressure pipes carrying liquid and consisting of asbestos cement

(transite) and lead joint cast iron pipe should be relocated

unless the optimum cover is maintained. As a general guideline,

any situation where the cover to sub-grade is less than 2 feet

relocation is required. In any event, design guidelines for pipe

loading should be evaluated.

Gravity sanitary sewer pipe, older vitrified clay (terra cotta) or

concrete lines should be evaluated to determine their condition.

Video TV inspections should be performed as part of the

evaluation and the video should be retained to document the

preconstruction condition. If the pipe is found to be in satisfactory

Independent Policies and Procedures 15-2

 Utility Manual of Instructions
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condition, then it may remain in place provided the installation

meets the other criteria outlined in this guideline.

15.2.3 PROPOSED ROADWAY WITH TWO LANES

It is not desirable to allow pressurized utilities running longitudinally

to remain under the roadway travel lanes. Exceptions may be

considered if there is no other feasible location and the proposed

location falls in the outer 1 foot of the travel lane and the pavement

width is greater than 20 feet or turn lanes. For gravity sanitary

sewers and telephone or electric duct banks, the location of the

manhole shall be the primary factor in determining if relocation is

necessary.

It is desirable to relocate the utility if the manhole is located in the

proposed intersection, falls in the wheel path of a travel lane, or

would interfere with a turning movement at an intersection. Any

situation where accessing the manhole would block both travel lanes

will necessitate the relocation of the utility.

Otherwise the facility should be allowed to remain in place

unless conflicts occur with other proposed construction features.

Where possible, the manhole opening should be rotated to place the

frame and cover out of the travel lanes.

15.2.4 PROPOSED ROADWAY WITH FOUR OR MORE LANES

When the proposed project will result in four or more lanes and

the existing pressure pipe (water, gas, sanitary sewer, etc.) falls

within the area of the outside travel lane, on either side of the

Independent Policies and Procedures 15-3

 Utility Manual of Instructions
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roadway, then relocation is not necessary unless it conflicts with

other project features. Where the existing utility line meanders

from the outside lane to an interior lane, the portion not under the

outside lane is to be relocated. Should any significant length of utility

line be located in a non-paved median, 14 feet or wider,

consideration should be given to allowing the facility to remain in

place.

For gravity sanitary sewers and telephone or electric duct banks, the

location of the manhole shall be the primary factor in determining

if relocation is necessary. Relocation will not be necessary when

the manhole falls within a single travel lane and access for

maintenance can be facilitated with only a single lane closure.

It is desirable to relocate the utility if the manhole is located in the

proposed intersection or would interfere with a turning movement

at an intersection. Where possible, the manhole opening should be

rotated to place the frame and cover out of the travel lanes.

15.2.5 RELOCATIONS

Those utility lines or the portions of the utility lines, which fail to

meet the criteria outlined, shall be relocated. Relocated utility lines

should be placed out from under the pavement area except where

they connect to the existing facility. Should surrounding physical

conditions make the relocation of the facilities out from under the

pavement impossible or impractical, then the relocated lines should

be located in a manner conforming to these guidelines.

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 Utility Manual of Instructions
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When the proposed relocation involves a portion, which meanders

between travel lanes, the relocated portions should begin and

end in a manner that would permit future maintenance and would

not disrupt more than the outside lane.

15.2.6 MITIGATION OF FUTURE ACTIVITIES

It is recognized that by allowing a utility facility to remain under the

travel lane that future maintenance or new service requirements will

most likely require a lane closure and pavement cutting. Future

activities will be in accordance with the normal permitting practices

and these activities will be subject to VDOT’s approval. This may

include the requirement for night work on certain roadways.

The construction project, which initially places the utility facility under

the travel lanes, should include the installation of branches or stub-

outs based upon best anticipation of future requirements. This could

include sanitary service laterals and other service connections.

Where an existing utility has been allowed to remain in the median

area, any future connections or services shall be bored or jacked

from the outside. The appropriate excavation shall be allowed in

the median to facilitate the connection.

15.3 ADJUSTMENT OF ROADWAY LIGHTING

When lighting exists within a VDOT project on the Arterial, Primary or

Secondary systems, whereby the utility poles to which they are attached

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 Utility Manual of Instructions
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are to be relocated or adjusted as a result of the project construction, the

following requirements and procedures are to be followed:

15.3.1 REQUIREMENTS

a. Whenever a lighting fixture is affixed to a utility pole which

must be relocated or adjusted as a result of VDOT project

construction, the cost for transferring or removing the existing

bracket arm and luminaries shall be determined to be the

same as the cost responsibility for the pole or standard to

which it is attached.

b. The widening or reconstruction of the roadway and the

accompanying relocation or adjustment of utility poles to which

lighting fixtures are attached, may necessitate upgrading of

the lighting facilities to meet the design criteria of VDOT. The

Location and Design Division, Traffic Engineering Section, is

charged with the responsibility of determining acceptable

levels of illumination.

In such cases, when said lighting facilities are erected under

a permit issued by VDOT, the cost of any upgrading required

to meet the design criteria as a result of the changed

conditions must be borne by the owner.

c. Whenever utility poles, which have lighting fixtures attached,

must be relocated for a VDOT project, the plans of adjustment

shall include separate plan sheets or sketches covering the

existing and proposed lighting facilities need to be submitted

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 Utility Manual of Instructions
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to the Traffic Engineering section for review and approval. All

lighting installations placed upon or overhanging VDOT right

of way shall be covered by a separate land use permit. Said

permit for lighting shall be submitted along with the plan of

adjustment and estimate of cost to relocate or adjust the poles.

Special attention is called to the fact that the submittal of the

permit application for lighting prior to the approval of the plans

and estimate is a deviation of the usual procedure of submitting

a permit for the as-built pole adjustment at the billing stage.

15.3.2 PROCEDURES

a. The Regional Utilities Manager or designee should determine

the owner of the utility poles to which lighting fixtures are

attached. From the owner, he should obtain the name of the

customer or lessee of the lighting fixtures; however,

negotiations for the arrangements of the relocation or

adjustment of utility poles containing lighting fixtures should

be confined to the owner of the poles.

b. In conducting the utility field inspection when lighting is

involved, the Location and Design Traffic Engineering Section

should be in attendance to assist in determining the best

method of adjustment and in advising of VDOT's requirements

and to make recommendations.

c. The owner of the poles should advise its customers or

lessee of the lighting fixtures of the need to relocate said

Independent Policies and Procedures 15-7

 Utility Manual of Instructions
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facilities to conform with the project requirements. The owner

should also advise its customer of the possible need to

upgrade the lighting facilities to meet the new roadway

conditions and of the customer's responsibility to bear such

betterment costs. The customer's ability and willingness to

bear such costs should be taken into consideration in the

utility owner's design of the adjusted facility.

The utility owner, after notification of VDOT’s approval of

the lighting plans, shall submit the lighting permit to the

appropriate District Land Use Section.

15.3.3 POLES AND STANDARDS EXCLUSIVELY FOR LIGHTING

Lighting poles and standards that do not provide support for any

utility other than the lighting fixture and its conductor should not

be included in a utility relocation plan and estimate. The

relocation of these lighting poles or standards should be initiated

by the utility owner or locality with the Location and Design, Traffic

Engineering Section. Any costs or agreements associated with

installation of roadway lighting shall be coordinated by the Project

Manager with the locality, utility owner, and Traffic Engineering

Section. Invoices for lighting shall not be paid by the VDOT Utilities

Section.

Independent Policies and Procedures 15-8

 Utility Manual of Instructions
11th Edition October 1, 2016

15.4 POLICY GOVERNING TRANSMISSION LINES THROUGH SUBDIVISION

STREETS WHEN STREETS ARE TO BE TAKEN INTO THE SECONDARY
SYSTEM OF STATE HIGHWAYS

WHEREAS, the Commonwealth Transportation Commission adopted on

November 19, 1964 a policy entitled "Policy Governing Gas or Petroleum

Products Transmission Pipelines Through Subdivisions When Streets are

to be Taken into the Secondary System of State Highways"; and

WHEREAS, it is felt that the above-noted policy adopted on November 19,

1964 is too restrictive and is in need of revisions.

NOW, THEREFORE, BE IT RESOLVED, that the State Highway

Commission, effective this date, rescinds the policy adopted by the State

Highway Commission on November 19, 1964; and

BE IT FURTHER RESOLVED, that the State Highway Commission hereby

adopts the following policy entitled "Policy Governing Gas or Petroleum

Products Transmission Pipelines Through Subdivision Streets When Streets

are to be Taken into the Secondary System of State Highways," effective

January 18, 1968;

a. When a gas or petroleum products transmission pipeline is to

be constructed through on existing subdivision, the street

right of way may be utilized under the following conditions.

(1) Provided the pipeline is constructed in conformity with

standards, specifications, and safety regulations of

the applicable pipeline code for the ultimate use of

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 Utility Manual of Instructions
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pipeline and for the ultimate development, traffic

volume, and population density of the area.

(2) Provided the pipeline is not constructed under the

pavement or shoulders of the street (except for

crossings), The pipeline may be constructed in the

median or sidewalk areas on non-limited access

streets if it will not conflict with other utilities,

drainage facilities, or other roadway features.

(3) Provided the pipeline is covered by a permit which

places all liability for the pipeline and any damage to

person or property, and the responsibility for future

adjustments of the pipeline, upon the public service

corporation.

b. When a gas or petroleum products transmission pipeline or

any other type of transmission line is existing through an area

which is to be developed as a subdivision, the developer

may lay out the streets to include the pipeline under the

following conditions:

(1) Provided the pipeline was constructed in conformity

with standards, specifications, and safety regulations

of the applicable pipeline code for the ultimate use of

the pipeline and for the ultimate development, traffic

volume, and population density of the area.

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 Utility Manual of Instructions
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(2) Provided the pipeline will not be located under the

pavement or shoulders or the streets (except for

crossings). The pipeline may remain in median or

sidewalk areas on non-limited access street if it does

not conflict with other utilities, drainage facilities, or

other roadway features.

(3) That, upon application by the developer to VDOT to

take over the subdivision streets for maintenance, the

public service corporation will, in exchange for a permit

granted in accordance with the Land Use Permit

Regulations (24 VAC 30-151), quitclaim to the State

its easement and/or right of way within the subdivision

street with the following reservations:

A. That the transmission pipeline may continue to

occupy such street in its existing condition and

location;

B. That the public service corporation will be

responsible for such pipeline and for any

damages to persons or property resulting

therefore; and

C. That in the event VDOT should later require

for its purposes such public service corporation

to alter, change, adjust, or relocate such

transmission pipeline, the non-betterment cost of

Independent Policies and Procedures 15-11

 Utility Manual of Instructions
  11th Edition October 1, 2016
 
 

any such alteration, change, adjustment, or

relocation will be the responsibility of VDOT.

(4) In the event the above conditions cannot be met, the

developers shall layout and develop the subdivision

so that the pipeline is contained in a distinct and

separate easement and/or right of way of its own. In

this case it will still be necessary for the public

service corporation to comply with Section 15.4 b.(3)

above, where the pipeline crosses any streets, insofar

as the crossing is concerned.

15.5 RAILROAD COMMUNICATION AND SIGNAL LINES

The VDOT Railroad Coordination Section handle railroads and railroad

communication and signal lines that are encountered on VDOT

construction projects. This Section deals with the railroad companies to

obtain agreements with them for grade crossings, separations and warning

devices. Whenever relocation of the railroad communication or signal lines is

required, it is incorporated into the railroad agreement.

15.6 POLICY ON PLACING UTILITY FACILITIES UNDERGROUND

33.2-348 Repealed by Acts 2015, c. 684, cl.6

   

 Independent Policies and Procedures 15-14

Revised July 27, 2017
Utility Manual of Instructions
11th Edition October 1, 2016

APPENDICES
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11th Edition October 1, 2016

This Page Left Blank Intentionally

 Utility Manual of Instructions
11th Edition October 1, 2016

APPENDICES INDEX

APPENDIX NO. APPENDIX SUBJECT

1. VDOT PROJECT DEVELOPMENT FLOWCHART

2. GUIDELINES FOR PREPARING AND CONDUCTING THE UTILITY FIELD INSPECTION (PLAN
PROJECTS)
3. GUIDELINES FOR PREPARING AND CONDUCTING THE UTILITY FIELD INSPECTION (NO-
PLAN PROJECTS)
4. FORM UT-9
5. FORM UT-4
6. EXAMPLE LETTER – UTILITY OWNER REQUEST TO USE CONSULTANT
7. EXAMPLE LETTER – REQUEST BY UTILITY OWNER FOR VDOT TO OBTAIN UTILITY
EASEMENTS
8. UTILITY EASEMENT CHECKLIST TO BE SUBMITTED WITH R/W – 24 REPORT, WHEN
NECESSARY TO FILE CERTIFICATE
9. FORM UT-11 (UTILITY COST ESTIMATE FORMAT)
10. EXAMPLE – NARRATIVE STATEMENT
11. EXAMPLE – WORK SCHEDULE
12. ACCEPTABLE STANDARDIZED ALUMINUM POWER CONDUCTERS REGULARLY
PRODUCED AND COMMONLY USED
13. ACCEPTABLE STANDARDIZED TELEPHONE CABLE SIZES REGULARLY PRODUCED AND
COMMONLY USED
14. EXAMPLE LETTER – UTILITY OWNER SUBMISSION OF PLAN AND ESTIMATE TO VDOT
15. PLAN AND ESTIMATE CHECKLIST
16. EXAMPLE LETTER – REQUEST BY UTILITY OWNER TO USE VDOT ON-CALL CONSULTANT
AND TO INCLUDE RELOCATION IN VDOT CONTRACT
17. EXAMPLE LETTER – REQUEST BY UTILITY OWNER TO USE PROPRIETARY MATERIALS
FOR RELOCATION WORK
18. EXAMPLE LETTER – INCIDENTAL COSTS TO BE INCURRED BY UTILITY OWNER IN
CONNECTION WITH IN PLAN WORK
19. EXAMPLE – SPECIAL PROVISION
20. FORM UT-7 (DAILY RECORD OF UTILITY WORK)
21. INFORMATION TO BE REFLECTED IN PROGRESS BILLINGS FROM UTILITY OWNERS
22. INFORMATION TO BE REFLECTED IN FINAL BILLINGS FROM UTILITY OWNERS
23. PROGRESS BILLINGS CHECKLIST
24. FINAL BILLING CHECKLIST
25. CHAPTER 1 – FHWA, DOT, PART 645 – UTILITIES (23 PAGES)
26. LIST OF UTILITY COMPANIES HAVING SIGNED MASTER AGREEMENT
27. 3-PARTY AGREEMENT – UTILITY OWNER, MUNICIPALITY, AND VDOT
28. 2-PARTY AGREEMENT – MUNICIPALITY AND VDOT
29. BRIDGE ATTACHMENT AGREEMENT
30. 3-PARTY AGREEMENT TO UNDERGROUND UTILITY FACILITIES
31. SECTION A-2 CLEAR ZONE GUIDELINES (12 PAGES)
32. PUBLIC RIGHTS-OF-WAY USE FEE (VA LAW SECTION 56-468.1)
33. REIMBURSEMENT FOR RELOCATION COST (VA LAW SECTION 56-468.2)
Utility Manual of Instructions
11th Edition October 1, 2016

34. RIGHT TO ERECT LINES PARALLEL TO RAILROADS; OCCUPATION OF ROADS, STREETS,

ETC.; LOCATION OF SAME (VA LAW SECTION 56-458)
35. FRANCHISE TO OCCUPY PARKS, STREETS, ETC.; IMPOSITION OF TERMS, CONDITIONS,
ETC., AS TO USE OF STREETS, ETC., AND CONSTRUCTION THEREON (VA LAW SECTION
56-462)
36. FORM C-5 (REPORTING STARTING AND COMPLETION OF PROJECTS)
37. DESIGN BUILD MASTER AGREEMENT TEMPLATE
38. TRENCHLESS EXCAVATION
 Thursday, June 30, 2011

Click on the appropriate Phase link

for detailed information. Scoping Phase Preliminary Design Phase

Delivery Draft

USIP S/F
(DBB, DB, PPTA) Roadway S/F Document
S/F
Structure and
Bridge TCD/ITS Public Outreach
Landscaping /Public Hearing
Sponsor- S/F
Permit S/F Set Line Final Materials Constructability Public Hearing
Driven and Design
P.E. Determination Initial and Grade
Scope/ And Work Zone
Bridge Typical Team Approval
AUTHORIZED Scoping Review
Section, etc. PFI Meeting F Meeting
Mtg.

20% 40%
CSS Analysis, ROW and
Environmental S/F
Stakeholder Utility Value
Documents Survey Identification Impacts Engineering
S/F S
and Outreach

Detailed Design Phase Final Design & ROW Acquisition Phase

S/F Advertise Plans
Roadway S/F Roadway S/F
Utility Authorize
Structure and Structure and
Design ROW
Bridge TCD/ITS Bridge TCD/ITS and Utility
Landscaping Landscaping
(Partial Takes)
Materials Final S/F Materials
Environmental
Environmental PS&E and ROW
Document F Certificate
Field Utility F
Inspection Field PAC Advertisement
E&S S/F Meeting Inspection
Hydraulic
Bidibility
75% Constructability, 100% Permits Review
ROW and Work Zone and
Authorize Constructability MOT / TMP Plans ACRONYMS
Utility
ROW and Work Zone Review CSS - Content Sensitive Solutions
Review Impacts F
(Total Takes) DB - Design Build
F S
DBB - Design, Bid, Build
ERP - Environmental Review Process
E&S - Erosion and Sediment Control
LEGEND ITS - Intelligent Transportation Systems
MOT - Maintenance of Traffic
CODE REQUIREMENTS PAC - Pre-Advertisement Conference
S State Required PE - Preliminary Engineering
For Applicable State and Federal PFI - Preliminary Field Inspection
PPTA - Public Private Transportation Act
Code regulations please click on box F Federal Required PS&E - Plans, Specifications & Estimate
ROW - Right of Way
Project Management Policy indicated with S, F or S / F TCD - Traffic Control Device
S/F
Federal / State Required TMP - Traffic Management Plans
USIP - Unified Six Year Improvement Program

AW.Frazier
PDProcess-06_24_11.vsd Utility Manual of Instructions 11th Edition October 1, 2016 Appendix Revised July 1, 2011
June 30, 2011
 This Page Left Blank Intentionally

Utility Manual of Instructions 11th Edition October 1, 2016 Appendix Revised July 1, 2011
Utility Manual of Instructions
th
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Virginia Department of Transportation
Appendix No. 2
Sheet 1 of 2
Revised 3-30-16

GUIDELINES FOR PREPARING AND CONDUCTING THE UTILITY

FIELD INSPECTION (PLAN PROJECTS)

1. Receive utility field inspection plans.

a. Determine if comments from the project field inspection have been incorporated and the
plans are in sufficient detail to conduct a meaningful utility field inspection.

2. Determine project target dates.

a. Date when plans will be approved for right of way.

b. Advertisement date.

c. Date when project construction will begin.

3. Determine date when replacement easement plans are needed for inclusion into the right of way
plans.

4. Determine date when plans and estimates are needed.

5. Determine date when plans for in-plan work are needed.

6. Determine the name of all utility owners affected.

7. Color code plans to indicate all utility facilities within project limits.

8. Make an in-depth field study and inventory all utility facilities located within project limits.

a. Make a cost responsibility determination of all facilities within project limits.

b. Prepare UT-9

c. If necessary, consult with the owner to determine size, type material and depth of
underground utility facilities.

d. Determine utility facilities that are in conflict by using available information such as test
hole data sheet, profiles or cross sections to determine conflict with grade, drainage or
other roadway features.

9. Schedule the utility field Inspection and submit plans to the affected utility owners.

10. Conduct the utility field inspection. It may be necessary to conduct the utility field Inspection in
two sessions when both aerial and underground facilities are involved.

11. Pertinent information regarding the project must be provided during the utility field inspection,
such as:

a. Project location, length, and etc.

b. Project number that is to be used by the utility owner.

c. Project target dates.

d. Date when easement plans are needed.

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Appendix No. 2
Sheet 2 of 2
Revised 3-30-16

e. Date when plans and estimates are needed.

f. Furnish copies of UT-9 to the utility owners.

g. Review the project plans with each utility owner and allow them to mark their plans
showing their utility facilities within project limits, pointing out the facilities in conflict.

h. Discuss and reach agreement on cost responsibility for each utility facility within project
limits. When prior rights are claimed by a utility owner it will be necessary for them to
provide documentation to support their claim.

i. Discuss possible method of relocation with each utility owner.

j. Discuss easement requirements. (Replacement or VDOT Joint Use)

k. Discuss requirements for bridge attachments, when applicable.

l. Discuss requirements for environmental permit information, when applicable.

12. When required, arrange scoping meeting with utility owner, VDOT’s on-call consultant and central
office utility section.

a. Utility owner is required to provide a letter requesting VDOT’s on-call consultant to design
relocation plans.

b. Utility owner is required to provide letter requesting that the relocation be included into
VDOT’s project plans for work to be performed by the project contractor.

One letter may be provided by the utility owner to satisfy the requirements of the above.

13. Confirm the utility field inspection using the appropriate letter.

a. Send utility owner an updated copy of UT-9 or Underground Utility Data Sheet.

b. Send utility owner form UT-4

14. Enter required data in RUMS within 48 hours after the associated milestones and update PCES if
necessary.
Utility Manual of Instructions
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Virginia Department of Transportation

Appendix No. 3
Sheet 1 of 2
Revised 8-26-03

GUIDELINES FOR PREPARING AND CONDUCTING

THE UTILITY FIELD INSPECTION (NO-PLAN PROJECTS)

1. Determine the location of centerline for the proposed roadway.

2. Determine the typical section required for the proposed roadway,

3. Determine where cuts and fills will be required throughout the project and the approximate
amount of cut or fill to be made.

4. Determine where other roadway features, such as storm drainage and box culverts, will be
constructed.

5. Determine the location of proposed right-of-way.

6. Determine the location of construction limits within the right of way and easements.

7. Determine the name of all utility owners affected by the project.

8. Make an in-depth field study and determine where all existing aerial and underground utility
facilities are located within project limits.

9. Make a cost responsibility determination of all facilities within project limits. (See Legal Section
Chapter 2)

10. If necessary, consult with the utility owner to determine size, type material and depth of water,
sanitary sewer and gas lines or other underground utility facilities.

11. Prepare simple sketch’s to indicate the existing and proposed right of way, centerline and other
appropriate roadway features.

12. Inventory utility facilities within project limits and indicate the utility facilities on the simple sketch.

13. Prepare UT-9’s (Appendix 4) for each utility owner and include all facilities within project limits
regardless of their conflict status.

14. Schedule the utility field inspection with each of the affected utility owners.

15. Conduct the utility field inspection. See Chapter 14.

16. It may be necessary to conduct the utility field inspection in two sessions when both aerial and
underground utilities are involved.
Utility Manual of Instructions
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Appendix No. 3
Sheet 2 of 2
Revised 8-26-03
17. Provide pertinent information regarding the project such as:

a. Project location , length and etc.

b. Project numbers to be used by the utility owner.

c. Project advertisement date.

d. Date when project construction will begin.

e. Date when the utility relocation plans and estimates are needed.

f. Date when utility relocation should ideally be completed.

g. Furnish pencil copies of form UT-9. (Appendix 4)

18. Review the project with each utility owner and allow them to make notes that pertain to the utility
facilities within project limits, pointing out the facilities in conflict.

19. Discuss and reach agreement on the cost responsibility for each utility facility within project limits.
It may be necessary for the utility owner to furnish additional information to support prior rights
claim.

20. Discuss a method of relocation for the utility facilities with each utility owner.

21. Discuss easement requirements. When the right-of-way is to be obtained by an omnibus deed the
utility owner will be required to present the easement form to the landowners after the landowner
has signed the omnibus deed.

22. Discuss requirements for bridge attachments, when applicable.

23. Discuss requirements for environmental permit information, when applicable.

24. Confirm the utility field inspection using the appropriate letter in the all-in-one library.

25. Send Utility owner copy of completed form UT-9 (Appendix 4)

26. Send utility owner form UT-4. (Appendix 6)

27. Enter required data in RUMS within 48 hours after the associated milestones.
 Virginia Department of Transportation
Appendix No. 4
UT-9
Rev. 10/14

Sheet 1 of 2 Project: UPC:

Determination of Cost Utility Owner: Date of Utility Field Inspection:

Responsibility Made By: Utility Owner Rep.:
VDOT Rep.:
Date:

Project Prorate: State % Utility % (Percentage to be determined to the nearest tenth.)

SHOW ALL FACILITIES WITHIN THE PROJECT LIMITS AND PROPOSED RIGHT OF WAY LINES (INCLUDING CONNECTIONS).
Relation to
Type and/or Size
Distance Existing Cost Units Used
Plan Facility **See L
Route or Stations from Hwy. R/W Resp *Auth. to
Sheet Legend or Remarks
Street From - To Center *** UT or Docum. Determine
No. R
Size/Pole Line ST Cost Resp.
Type ON OFF
No.

* From the list below, select the appropriate authority or documentation which makes the state responsible for the cost of the utility and indicate same in the “Authority or
Documentation” column by referring to the corresponding number:

1. 33.2-348 used on urban projects for utilities owned by a municipality, public 5. 33.2-330 used on secondary projects for utilities owned by county, city, town,
utility district or public utility authority authority or district.
2. 33.2-307 (a) used on Interstate in cities or towns for utilities located in city 6. 33.1-1701 used on certain bond projects.
streets. 7. 33.2-1014 used for utilities located on private property.
3. 33.2-307 (b) used on Arterial projects for utilities owned by a county, city, 8. Prior rights.
town or public utility authority located in existing streets. 9. Prior agreements (provide date )
4. 33.2-308 used on Interstate and Primary projects in counties for all utilities 10. (other)
owned by a county or political subdivision of the state or county and for
water or sanitary sewer owned by a city or town located extending into any
county.

** P=Pole, T=Buried Tel. Cable, TC=Tel. Conduit, PD=Pedestal, G=Gas, W=Water, S=Sewer, SFM=Sewer Force Main, MH=Manhole, TV=Buried Cable TV, UE=Underground Electric
***Use Linear Meters (linear feet) in the proper column for entry of underground utilities and an X or  for other units not requiring a length of measurement.
.

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Appendix No. 4
U26 Form UT-9
Rev. 10/14

Sheet 2 of 2 UTILITY: PROJECT:

SHOW ALL FACILITIES WITHIN THE PROJECT LIMITS AND PROPOSED RIGHT OF WAY LINES (INCLUDING CONNECTIONS).
Relation to
Type and/or Size
Existing Cost
Plan Facility **See L Distance Units Used
Route or Stations Hwy. R/W Resp *Auth.
Sheet Legend or from to Determine Remarks
Street From - To *** UT or Docum.
No. R Center Line Cost Resp.
Size/Pole ST
Type ON OFF
No.
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Virginia Department of Transportation

Appendix No. 5
UT-4
Revised 3-30-16
Date

To: (Appropriate Regional Utilities Manager) SUBJECT: Project

PPMS

Utility Owner

Dear (Name):

In reply to your letter of confirming the utility field inspection held on the above-noted
project, which is scheduled to be advertised on , we wish to inform you that the
conditions checked in the box below apply:

1. It is necessary to adjust our existing facilities at project cost. A Plan and Estimate will be
prepared and will be ready for submittal on or before:

2. It is necessary to adjust our existing facilities at no cost to the project. Three sets of relocation
plans will be submitted on or before:

3. It is necessary to install new facilities on this project. Three sets of plans providing for the new
installation will be submitted on or before:

4. It is expected to have all adjustment work and new work completed prior to the award of highway
contract.

5. It is not expected to have all adjustment work and/or new work completed prior to the award of
highway contract. Detailed information for work to be covered by a special provision will be
submitted no later than:

6. Attachments to highway bridge structure(s) (has been) (will be) requested. Details of the
attachment will be submitted by:

7. The State (has been) (will be) requested to acquire (replacement) (VDOT Utility) easements.
Prior rights information and details of the proposed easement will be submitted by:

8. It is desirable to have certain utility work included in the highway contract to be performed by the
highway contractor. (See Chapter 10 of the Utility Relocation Policies and Procedures Manual).
Preliminary plans and specifications of this work will be submitted on or before:

Final drawings will be submitted on or before:

9. The relocation or adjustment of our facilities will not affect the navigable waters or wetland areas.

10. We are forwarding required navigable water and wetland permit information to be included with the
Virginia Department of Transportation permit application.

11. We will make application for the necessary navigable water and wetland permit.

Sincerely,

Name:
Title:
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Appendix No. 6
Revised 3-30-16

EXAMPLE LETTER - UTILITY OWNER REQUEST TO USE CONSULTANT FOR

RELOCATION WORK TO BE PERFORMED UNDER A PLAN AND ESTIMATE

Project Number

County

Date

Subject: Request to use consultant

To: (Appropriate Regional Utilities Manager)

In accordance with prior approval from , State Utilities and Property

Manager, dated _, we request permission to use the firm of to
perform engineering work outlined below:

(Provide a description of services to be provided)

The estimated fee for engineering services is $ .

The cost incurred for engineering fees will be included in the relocation estimate and the
established prorate for the relocation work contained in the estimate will be applied.

Sincerely,

Name

Title

Please submit on utility owner letterhead.

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Appendix No. 7
Revised 3-30-16

EXAMPLE LETTER - REQUEST BY UTILITY OWNER FOR

VDOT TO OBTAIN UTILITY EASEMENTS
DATE:

Project Number:

County/City:

Subject: Request for VDOT to obtain utility easements

To: (Appropriate Regional Utilities Manager)

In accordance with Chapter 7, Section 7.4 of the Utility Relocation Policies and Procedures
Manual we request the Virginia Department of Transportation to act as agent for our company to secure
utility easements which are necessary to expedite the relocation work required on the above reference
project.

Enclosed please find a set of the transportation project plans with the required easements shown
in red.

The easement instruments for replacement easements are enclosed for each landowner affected.
or

The easement instruments for replacement easements will be prepared for each landowner
affected and submitted by (date).

or

VDOT Utility Easement is requested.

The proposed relocation (will or will not or partially) be a joint use facility.

The width of existing easements is (undefined or defined).

Our company agrees to bear its share of all applicable costs, if any, incurred for acquiring these
easements.

Sincerely,

Name

Title

Please submit on utility owner letterhead.

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Appendix No. 8
Revised 3-30-16

Route
Project
Parcel(s)

UTILITY EASEMENT CHECKLIST TO BE SUBMITTED WITH R/W-24 REPORT WHEN IT IS

NECESSARY TO FILE CERTIFICATE

I. An easement will be acquired for (1)

Name

Address
Joint Use

Existing Easement Verified (2)

Name

Address

II. VDOT Utility easement will be acquired for: (3)

(4)_______________________________
(5)_______________________________
III. Type of Proposed Facilities: (Identify Company by Number)
Telephone, Power, Gas, Water, _Sewer, Other
Aerial, Underground

IV. Type of Easement: (Identify Company by Number)

Standard Easement (Telephone, Power) (Aerial or Underground)
Standard Easement (Water, Gas, Sewer)
Overhang, Trimming and Guying
Guying and Trimming
Other (Explain: )

V. Width of Proposed Easement:

Uniform Ft.
Variable

VI. Check all plats and plans for accuracy on BW print and initial and date RW-24 Report in
margin.

TO THE BEST OF MY KNOWLEDGE, ALL UTILITY INFORMATION IS SHOWN CORRECTLY

ON THE RW-24 REPORT, PLAT AND MARKED PRINTS AND IT AGREES WITH THE
INFORMATION SHOWN ABOVE.

Date:
Regional Utilities Manager
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Appendix No. 9
UT-11
Revised 3-30-16
UTILITY COST ESTIMATE FORMAT

Name of Utility Co. Ut. Co. W.O. No.

State Project No. Date

ESTIMATE FINAL COST

A. Engineering
1. Salaries
2. Additives % ( _)
Explain
3. Misc. Expenses ( _)
Explain

TOTAL
B. Right of Way Acquisition
1. Salaries
2. Additives % ( _)
Explain
3. Misc. Expenses ( _)
Explain

TOTAL
C. Construction (Permanent and Temporary)
1. Salaries (Company)
2. Additives % ( _)
Explain
3. Misc. Expenses ( _)
Explain

4. Contract Labor Cost

5. Material Cost (Attach Itemize List)
6. Salvage Credit (Attach Itemize List) ( ) ( )
7. Handling Charges, Supply Expenses, Etc.
8. Equipment
9. Other Expenses Not Provided for Above

TOTAL
D. General Engineering, Supervising, Accounting, Legal & Insurance

E. Total A, B, C, and D

F. Less Expired Service Life Credit (Itemize) ( ) ( )

G. Less Betterment Credit (Itemize) ( ) ( )

H. Total Nonbetterment Cost

I. Less Utility Company’s Cost _%

J. Total Estimated State Cost %

ESTIMATE APPROVED BY: DATE:

SIGNED: DATE:
TITLE:
Estimate to be submitted with plans, narrative statement, contract work request (if applicable), work schedule and real property
interest documentation. (See plan and estimate check list Appendix 21 concerning all needed information with plan and
estimate).

If temporary work is required, provide a separate list itemizing material to be installed and removed.
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Appendix No. 10
Revised 3-30-16

EXAMPLE
NARRATIVE STATEMENT

Estimate No.
Project No.
Route No.
Date

Sheet 1. Between stations 102+50 and 115+00 existing 3-phase power line is in conflict. We propose to
relocate this facility beginning right of station 101+00 to 108+00 right, then crossing the project station
108+00, then left from station 108+00 to an existing pole left of station 115+75. The existing wire consists
of 3-#2 ACSR primary and 1-#4 ACSR neutral. We propose to install 3-#4/0 AL primary and 1-#1/0 AL
Neutral conductors for which betterment credit will be allowed in the estimate.

Sheet 2. A single-phase power line crosses the project at station 138+00. Due to proposed fill of
approximately 15 meters in the roadway an underground crossing is proposed. It has been determined to
be the most feasible method of relocation due to the buildings on each side of the project, which would
require removal to accommodate any other proposal to relocate. The existing 2-#2 AL conductors will be
replaced with comparable size conductors. The ducts will be 100 millimeters galvanized. Two required
ducts plus one spare duct is proposed. In order to accomplish this relocation VDOT’s contractor will be
required to place approximately 3 meters of fill to an elevation of 832 and then allow the power company
to install the ducts for the underground crossing. After the fill is established it will take approx. (4) four
workdays to install the crossing. The project contractor should notify our company (10) days prior to the
anticipated date the fill will be completed to allow our company to make arrangements to have the work
completed.

Sheet 3. A single phase power line between Stations 158+00 and 166+00 will be relocated on VDOT right
of way beginning at a pole located right of station 158+50 and ending at a pole right of station 166+40.
The existing 2-#2 AL conductors will be replaced with same size conductors. Rock holes are anticipated
through this heavily developed area, which will impact the labor and equipment cost of the relocation. The
increased labor and equipment cost is reflected in the estimate.

Sheet 4. A crossing located at station 172+00 will require relocation due to a proposed fill in the roadway.
The Crossing will be shifted east to approximate station 179+00. The existing 2-#2 Al conductors will be
replaced with same size conductors.

Poles required to accomplish the relocation required by this project will be sized to meet the requirements
of the project for which betterment is not allowed.

All poles proposed on sheets 1, 2 and 4 will be installed on private easements being acquired by VDOT.

Crossings over the proposed road way will have a minimum clearance of 6.4 meters.

(WHEN RELOCATION INVOLVES OTHER TYPE UTILITY FACILITIES THE PROPER SUBSTITUTION
IS TO BE MADE FOR POWER FACILITIES GIVEN IN THIS EXAMPLE AND DESCRIBED AS
APPROPRIATE FOR THE UTILITY BEING RELOCATED AND THE PARTICULAR TRANSPORTATION
PROJECT)
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Appendix No. 11
Revised 3-30-16

EXAMPLE WORK SCHEDULE

Project will be advertised for construction by VDOT on (Date)

with construction to commence in (Month) .

Since it is VDOT’s requirement to have the utility relocation performed prior to project

advertisement, (Name of Utility Owner) will schedule to start the relocation work

approximately (Number) days after authorization. It will take approximately (Number)

days to complete the work.

Actual completion of the utility relocation work (will or will not) be dependent upon coordination

of our work with VDOT’s project construction.

If actual completion of utility work is dependent upon coordination with VDOT construction

please provide detail of the work to be performed and areas of the project affected.
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 Virginia Department of Transportation

Appendix No. 12
Revised 3-30-16
ACCEPTABLE STANDARDIZED ALUMINUM POWER CONDUCTORS REGULARLY PRODUCED AND COMMONLY USED
These basic charts shall be used as a guide to determine betterment.

Standard ACSR or Aerial Conductors that may be Standard Triplex Conductor Sizes that may be Standard Conductor Sizes that may be
Aluminum Alloy Aerial replaced without betterment Conductors replaced without betterment Quadriplex replaced without betterment
Conductors Conductors
1/0 #4 & #2 ACSR/Alu. Alloys #2 #4 & #2 ACSR/Alu.Alloys #1/0 #4, #2, & #1/0
#4, #6, & #8 Cu/ACWC #4, #6, & #8 Cu/ACWC* SCSR/Alu.Alloys
#1/0 ACSR/Alu. Alloys #4, #6, #8, #1 & #2
#1 & #2 Cu/ACWC Cu/ACWC
#4/0 #2/0, #3/0 & #4/0 ACSR/Alu. #1/0 #1/0 ACSR/Alu.Alloys #4/0 #2/0, #3/0 & #4/0 ACSR/Alu.
Alloys #1 & #2 Cu/ACWC Alloys
#1/0, #2/0 & #3/0 Cu.
#336 #336 ACSR/Alu. Alloys #4/0 #2/0, #3/0 & #4/0 *1/0 triplex may be used to replace these
#4/0 Cu. ACSR/Alu.Alloys conductors when used as secondary conductor.
#1/0, #2/0 & #3/0 Cu.
#477 #477 ACSR/Alu.Alloys

NOTES:
(1) If a power company’s standard conductor size exceeds the acceptable standard replacement conductor, betterment credit will be required between the
cost of the acceptable standard and the company’s standard. EXAMPLE - The existing conductor is #4ACSR. The acceptable standard replacement conductor is
1/0ACSR/Alu.Alloy. The company’s standard conductor is 2/0 ACSR. If the company elects to use 2/0 ACSR, betterment credit will be required between the cost
of the 1/0 and 2/0 ACSR conductors. Computations should be based on conductors having the same composition.
(2) If a company elects to use larger conductors that exceed acceptable replacement standards, betterment credit will also be required for the additional labor,
equipment and larger appurtenances required to install and support the larger conductors. Unless, however, a company can sufficiently prove and document that
there will be no such additional costs incurred.
(3) If a power company claims they can install their larger standardized conductor more economically than the acceptable standard replacement conductor,
sufficient computations will be required to prove and support such claims.
(4) 35KV insulators and line equipment (cutouts, etc.) are accepted as standard non-betterment replacement items for existing insulators and line equipment
with lesser voltage ratings.
(5) Betterment credit will not be required when it is clearly shown that larger conductors are necessary to accommodate highway construction.
(6) Where existing underground conductors are replaced with larger underground conductors having more current carrying capacity, betterment will be
required.
(7) Where existing aerial conductors are replaced with underground conductors, sizing of the underground conductor may be increased without betterment to
obtain a current carrying capacity comparable to the existing aerial conductor. Betterment credit is required when larger than necessary conductors are used.
(8) Special conductors such as tree cable or pre-assembled (bundled) aerial cable will be considered on an individual basis when encountered.
(9) Very large conductors are not listed because they are not frequently involved. Conductors not listed will be considered on an individual basis using the
betterment principle “Increase in functional capacity” as the basic criteria.
(10) Expired service life credit is not required when betterment is involved.
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Appendix No. 13
Revised 3-30-16

ACCEPTABLE STANDARDIZED TELEPHONE CABLE SIZES

REGULARLY PRODUCED AND COMMONLY USED

These sizes shall be used as a guide to determine betterment.

25 Pair 900 Pair

50 Pair 1200 Pair
100 Pair 1500 Pair
200 Pair 1800 Pair
300 Pair 2100 Pair
400 Pair 2400 Pair
600 Pair 2700 Pair

NOTICES:

(1) If a Telephone Company’s standard cable size exceeds the acceptable standard replacement cable,
betterment credit will be required between the cost of the acceptable standard and the Company’s
standard. EXAMPLE - The existing cable is 25 pair. The acceptable standard replacement cable is a
25 pair. If the Telephone Company elects to place a 50 pair, betterment credit will be required
between the 25 pair and the 50 pair cable.

(2) Betterment credit will not be required when there are two or more existing cables involved which can
be replaced by one cable and the replacement cable is either equal to or the next acceptable
standard size above the total existing pairs. EXAMPLE - There are three existing cables with a total
of 275 pair. a 300 pair cable may be installed as the next acceptable size without betterment.
However, if a company’s standard is a 400 pair cable, and elects to install a 400 pair in lieu of a 300
pair, betterment credit will be required between the 300 pair and 400 pair cable.

(3) Whenever larger cables are used which exceed acceptable replacement standards, betterment credit
will also be required for the additional construction and splicing labor, equipment, hours, poles and
larger appurtenances (anchor guys, etc) used to install and support the larger cables; unless,
however, a company can sufficiently prove and document there will be no such additional costs
incurred.

(4) Betterment computations shall be based on comparable gauge and composition.

(5) If due to highway construction or industry requirements, the size, gauge or composition of the
proposed cable has to be changed and upgraded to maintain existing transmission quality,
betterment credit is not required. This must be sufficiently supported and documented.

(6) A change from aerial to underground facility is not considered betterment unless increased in size or
the Department determines an underground facility impracticable and too costly to resolve the
conflict.

(7) Where specialized equipment or cables are encountered and any involve betterment, such cases will
be resolved individually.
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Appendix No. 14
Revised 3-30-16

EXAMPLE LETTER -UTILITY OWNER SUBMISSION OF PLAN AND ESTIMATE TO VDOT

DATE:

Project Number:
County/City:

To: (Appropriate Regional Utilities Manager)

In connection with the relocation of utility facilities for the above referenced project we are
submitting for your approval a plan and estimate and associated attachments as checked below.

□ Real property interest documentation.

□ Narrative statement.

□ Work Schedule.

□ Request to use contract forces.

The relocation is % VDOT expense.

The estimated non-betterment cost is $ .

Sincerely,

Name

Title

Please submit on utility owner letterhead

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Virginia Department of Transportation

Appendix No. 15
Revised 3-30-16
PLAN AND ESTIMATE CHECK LIST

Utility Owner Estimate Amount:

Project Utility Co. Share
UPC VDOT Share

(Indicate yes, no, or n/a in space provided by each item)

( ) 1. Check Form UT-9 to determine responsibility of payment. Does it agree with utility plans
and estimate?
( ) 2. Does permit inventory (LUPS) show any new facilities which have been installed?
( ) 3. Is there a narrative statement describing existing and proposed facilities?
( ) 4. Do plans show existing and proposed right of way lines?
( ) 5. Are utilities referenced to road plan stations?
( ) 6. Do plans contain legend?
( ) 7. Do plans show existing and proposed utility facilities?
( ) 8. Is temporary work necessary?
( ) 9. Does proposed adjustment conflict with road construction or other utility adjustments?
( ) 10. Is special provision necessary?
( ) 11. Are profiles or cross sections of proposed crossings included?
( ) 12. Has proposed adjustment been checked with all highway plan revisions?
( ) 13. Does plan and estimate include only state responsibility portion of adjustment?
( ) 14. Does plan and estimate include total adjustment with State’s responsibility pro-rated?
( ) 15. Do estimate and plan quantities agree?
( ) 16. In your opinion, do plans show most practical and economical adjustment?
( ) 17. Do plans show betterment?
( ) 18. Is betterment credit allowed in estimate? Check breakdown.
( ) 19. Conduit:
( ) a. Is underground conduit proposed?
( ) b. Is there sufficient justification for number of ducts proposed?
( ) c. Are bridge attachments proposed?
( ) 20. In your opinion, does estimate show an unreasonable costs? (Engineering, right of way,
material, force labor, contract labor, etc.) If “yes” explain in comments.
( ) 21. Is utility company requesting use of contract work?
Is request adequate? ( )
( ) 22. Does estimate provide sufficient salvage credit? Check breakdown.
( ) 23. Is work schedule included?
( ) 24. Interstate:
( ) a. Does adjustment generally conform to AASHTO Policy?
( ) b. Are proposed poles, anchors, manholes, etc., located within limited access right
of way?
( ) c. If so, is there any alternative?
( ) d. Are aerial and underground crossings held to a minimum?
( ) 25. Primary:
( ) a. Are proposed facilities located on right of way?
( ) b. Is right of way 33.53 meters (110 feet) or over?
( ) c. Has utility signed comprehensive agreement?
( ) d. Are proposed facilities located according to agreement?
( ) 26. Is information on real property interest and/or rights included?
( ) 27. Are any environmental permits needed?
( ) 28. “MAP 21 Buy America Compliant” included?
( ).29. LIST ANY COMMENT REGARDING PLANS AND ESTIMATE ON BACK OF FORM.

BY DATE

Copy of this check list should be maintained in the Regional Utilities Manager’s file on each project. Copy
to State Utilities and Property Manager with Plan & Estimate.
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Appendix No. 16
Revised 2-11-11

EXAMPLE LETTER - REQUEST BY UTILITY OWNER TO USE VDOT ON-CALL CONSULTANT

AND TO INCLUDE RELOCATION IN VDOT CONTRACT

DATE:

Project Number:

County/City:

To: (Appropriate Regional Utilities Manager)

In accordance with Section 9.2 of the Utility Relocation Policies and Procedures Manual
we make the following request:

1. Due to the lack of sufficient personnel and equipment to perform the preliminary
engineering work, we request that (Name of VDOT on-call Consultant) VDOT’s on-
call utility design consultant be used to design the relocation of (Type of Utility
Facilities) in conflict with the above referenced project.

2. We also request that the plans providing for the relocation of our facilities be incorporated
into the project plans for the work to be performed by VDOT’s project contractor.

We agree to bear our share of all applicable engineering and relocation costs based on the
prorate that will be established for the relocation included in VDOT’s contract.

Sincerely,

Name

Title

Note: The letter may be modified to request the general use of VDOT’s on-call utility design consultant for all projects
involving a utility owners facilities instead of a specific project.

Please submit request on utility owner letterhead.

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Appendix No. 17
Revised 3-30-16

EXAMPLE LETTER - REQUEST BY UTILITY OWNER TO USE PROPRIETARY MATERIALS FOR

RELOCATION WORK

Date:

(Name)
State Hydraulics and Utilities Engineer
Virginia Department of Transportation
1401 East Broad Street
Richmond, VA 23219
Project Number:
County/City:

Dear (Name):

Utility facilities requiring relocation for the above referenced project are to be included in VDOT’s
project plans and contract for the work to be performed by VDOT’s contractor. There are specific items of
material required to facilitate the relocation that may be considered proprietary. Following is a list of these
items:

(Provide a list of the items)

These items of material are compatible with the facilities which make up our existing system for
which we stock parts to perform the required maintenance and repairs. The cost of stocking replacement
parts for more than one product is cost prohibitive to us as owners of the facility and to our customers.

Sincerely,

Name
Title

Copy: Regional Utilities Manager

Please submit on utility owner letterhead

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Appendix No. 18
Revised 3-30-16

EXAMPLE LETTER - INCIDENTAL COSTS TO BE

INCURRED BY UTILITY OWNER IN CONNECTION WITH IN PLAN WORK

Date:

(Name)
State Utilities and Property Manager
Virginia Department of Transportation
1401 East Broad Street
Richmond, VA 23219

Project Number:
County/City:
Dear (Name):

The following schedule provides a breakdown of estimated staff hours and costs
associated with the engineering support, inspection services, field operation crews, and material
to be furnished to the VDOT contractor on the captioned project.

(Provide a breakdown of hours and other incidental costs

anticipated)

These are non-betterment incidental costs which will be incurred as a result of the
relocation of our facilities found to be in conflict with your project. It is our understanding these
costs will be made a part of the Utility Agreement for this project.

Sincerely,

Name

Title

Copy: Regional Utilities Manager

Please submit on utility owner letterhead

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Appendix No. 19
Revised 3-30-16

Virginia Department of Transportation

VIRGINIA DEPARTMENT OF TRANSPORTATION

SPECIAL PROVISION FOR
SECTION 105.08 COOPERATION WITH REGARD TO UTILITIES
Utility Facility Adjustments Respectively Owned by:
Dominion Virginia Power Transmission, Electrical Transmission;
Dominion Virginia Power, Electric; Verizon Virginia, LLC, Telephone;
Windstream Communications, Telephone;
Level Iii Communications, Telephone;
Cox Communications, Cable; and Virginia Natural Gas

March 1, 2016
(FO)0264-122-108, C508

Section 105.08 Cooperation with Regard to Utilities of the

Specifications is amended to include the following:

During the life of this project, the utility facilities owned and operated by Dominion Virginia Power
Transmission, Dominion Virginia Power, Verizon Virginia, LLC, Windstream Communications, Level III
Communications, Cox Communications, and Virginia Natural Gas will be adjusted as necessary, either prior
to project construction or in conjunction with project construction when necessary.

The Contractor shall not consider the description of the facilities contained herein or the description of the
adjustments being made to these facilities as being inclusive of all facilities belonging to Dominion Virginia
Power Transmission, Dominion Virginia Power, Verizon Virginia, LLC, Windstream Communications, Level III
Communications, Cox Communications and Virginia Natural Gas on this project or all adjustments being
made to these facilities.

The Bidder should consult Dominion Virginia Power Transmission, Dominion Virginia Power, Verizon
Virginia, LLC, Windstream Communications, Level III Communications, Cox Communications and Virginia
Natural Gas before submitting its’ to determine the location of their existing facilities and to determine the
extent of their adjustments which will be performed or be caused to be performed by the companies in
conjunction with project construction.

The Contractor shall take all precautions necessary to prevent damaging the facilities belonging to Dominion
Virginia Power Transmission, Dominion Virginia Power, Verizon Virginia, LLC, Windstream Communications,
Level III Communications, Cox Communications and Virginia Natural Gas. If the Contractor’s operations
damage said facilities, the Contractor shall immediately notify the owner of the damaged utility. Any cost that
may be incurred by the Contractor or the utility owner to repair the damaged facility shall be the responsibility
of the Contractor in accordance with Section 107.17 of the Specifications.

The Contractor shall notify Dominion Virginia Power Transmission, Dominion Virginia Power, Verizon
Virginia, LLC, Windstream Communications, Level III Communications, Cox Communications, and Virginia
Natural Gas through “Miss Utility” at 811 (1-800-552-3120) a minimum of 48 hours before beginning any
excavation or construction on this project so that they can locate and mark their existing facilities.
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Dominion Virginia Power Transmission, Dominion Virginia Power, Verizon Virginia, LLC, Windstream
Communications, Level III Communications, Cox Communications, and Virginia Natural Gas will adjust their
overhead and underground facilities in conjunction with the Contractor’s operations. The existing overhead
and underground facilities with appurtenances are located throughout the project. The utility adjustments
facilities will be phased into three utility phases and four construction areas. Utility Phase IA (Construction
Area 1) utility adjustments begin approximately at I-64 construction base line Station 98+50 and end
approximately at Sta. 138+60; and begin approximately at Ramp D7 construction base line Sta. 10+00 and
end approximately at Sta. 22+95. Utility Phase IB (Construction Area 2) begin approximately at construction
base line I-64 Sta. 139+85 and end approximately at Sta. 150+74; begin approximately at construction base
line Ramp D7 Sta. 24+20 and end approximately at Sta. 58+00; begin approximately at construction base
line Ramp D7 CD Sta. 10+00 and end approximately at Sta. 33+51; begin at construction base line I-264
approximate Sta. 18+41 and end approximately at Sta. 62+35; begin approximately at construction base line
Ramp D7 Conn Sta. 300+00 and end approximately at Sta. 318+96; begin approximately at construction
base line Ramp A Sta. 9+88 and end approximately at Sta. 13+41; and begin approximately at construction
base line loop A Sta. 200+00 and end approximately at Sta. 204+14; and begin approximately at
construction base line CD Conn Sta. 400+00 and end approximately at Sta. 415+37. Utility Phase IC
(Construction Area 3) utility adjustments begin approximately at construction base line I-64 Sta. 138+60; and
end approximately at Sta. 139+50 and begin at construction base line Ramp D7 approximate Sta. 22+95 and
end approximately at Sta. 24+20. Utility Phase ID (Construction Area 4) utility relocation to be completed in
Phase IB (Construction Area 4).

The Contractor shall limit its construction of the proposed improvements as out lined below.

Most of the work on joint use facilities must be performed sequentially and independently.

The following is a brief description of the utility facilities belonging to the named companies and the
adjustments being made to these facilities.

Company contact information:

Dominion Virginia Power Transmission

The contact person for Dominion Virginia Power on this project is Mr. Kyle Keno, Telephone (804) 771-3548.
Dominion Virginia Power

The contact person for Dominion Virginia Power on this project is Mr. Bill Sleasman, 1600 Hamilton Avenue,
Portsmouth, VA. 23707. Telephone (757) 393-3980.

Verizon Virginia, LLC

The contact person for Verizon Virginia, LLC on this project is Mr. Jim Fulton, 2920 Elmhurst Lane,
Portsmouth, VA 23701. Telephone (757) 465-0379.

Windstream Communications

The contact person for Windstream Communications on this project is Mr. Jerry Richardson, 2134 W.
Laburnum Avenue, Richmond, VA. 23227. Telephone (804) 422-4258.

Level III Communications

The contact person for Level III Communications on this project is Mr. Shawn Deyo, 3909A Carolina Avenue,
Richmond, VA. 23222. Telephone (804) 289-7195.

Cox Communications

The contact person for Cox Communications on this project is Mr. Greg Patterson, 5200 Cleveland Street,
Virginia Beach, VA. 23462. Telephone (757) 369-2859.
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Virginia Natural Gas

nd
The contact person for Virginia Natural Gas on this project is Mr. Michael Polson, 2700 Cromwell Drive, 2
Floor, Norfolk, VA. 23509. Telephone (757) 857-2886.

Phase IA (Construction Area 1)

The Contractor shall not commence any construction of the proposed improvements within Utility Phase IA
(Construction Area 1) of the project without the written approval of the Engineer and the Southeast Regional
Utility Manager.

The adjustment of the Dominion Virginia Power Transmission, Dominion Virginia Power, Verizon Virginia,
LLC, Windstream Communications, Level III Communications, Cox Communications and Virginia Natural
Gas facilities should be completed on or before June 28, 2016 within Utility Phase IA (Construction Area 1)
but may be extended until these adjustments have been completed.

Dominion Virginia Power Transmission

Dominion Virginia Power Transmission does not own and or operate overhead or underground facilities
within the areas scheduled for work in this phase.

Dominion Virginia Power

Dominion Virginia Power owns and operates overhead and underground facilities and appurtenances
within the areas scheduled for work during this phase. These facilities are shown on plan sheets 3, 4 &
5.

Dominion Virginia Power will relocate their existing facilities:

• Both aerial and underground facilities along Newtown Road within approximately 1000 LF from the
intersection with I-64.
• Aerial work on the East side of I64 in the area of Edison Avenue.

Verizon Virginia, LLC

Verizon Virginia, LLC owns and operates overhead and underground facilities and appurtenances within
the areas scheduled for work during this phase. These facilities are shown on plan sheets 3, 4 & 5.

Verizon Virginia, LLC has been found not to be in conflict with this phase of the project.

Windstream Communications

Windstream Communications does not own and or operate any overhead or underground facilities within
the project limits within this phase.

Level III Communications

Level III Communications does not own and or operate any overhead or underground facilities within the
project limits within this phase.

Cox Communications

Cox Communications owns and operates overhead and underground facilities and appurtenances within
the areas scheduled for work during this phase. These facilities are shown on plan sheets 3, 4 & 5.

Cox Communications has been found not to be in conflict with this phase of the project.
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Virginia Natural Gas

Virginia Natural Gas owns and operates underground facilities and appurtenances within the areas
scheduled for work during this phase. These facilities are shown on plan sheets 3, 4 & 5.

Virginia Natural Gas will relocate their existing facilities along Newtown Road just East of the I-64
crossing.

The Contractor shall not commence any construction of the proposed improvements within Phase IA
(Construction Area 1) of the project without the written approval of the Engineer and the Southeast
Regional Utility Manager.

Phase IB (Construction Area 2)

The Contractor shall not commence any construction of the proposed improvements within Utility Phase IB
(Construction Area 2) of the project without the written approval of the Engineer and the Southeast Regional
Utility Manager.

The adjustment of the Dominion Virginia Power Transmission, Dominion Virginia Power, Verizon Virginia,
LLC, Windstream Communications, Level III Communications, Cox Communications and Virginia Natural
Gas facilities should be completed on or before April 24, 2017 within Utility Phase IB (Construction Area 2)
but may be extended until these adjustments have been completed.

Dominion Virginia Power Transmission

Dominion Virginia Power Transmission does not own and or operate any overhead or underground
facilities within the project limits within this phase.

Dominion Virginia Power

Dominion Virginia Power owns and operates overhead and underground facilities and appurtenances
within the areas scheduled for work during this phase. These facilities are shown on plan sheets 6, 7,
7D, 8, 8E & 8I.

Dominion Virginia Power will relocate their existing facilities both aerial and underground along the West
side of Kempsville Road to resolve a conflict with the proposed pier protection at the crossing of I-264,
as well as underground facilities within the intersection of Kempsville Road and Center Drive.

Verizon Virginia, LLC

Verizon Virginia, LLC owns and operates overhead and underground facilities and appurtenances within
the areas scheduled for work during this phase. These facilities are shown on plan sheets 6, 7, 7D, 8, 8E
& 8I.

Verizon Virginia, LLC will relocate their existing facilities along the East side of Kempville Road to
resolve a conflict with the proposed pier protection at the I-264 crossing.

Windstream Communications

Windstream Communications owns and operates underground facilities and appurtenances within the
areas scheduled for work during this phase. These facilities are shown on plan sheet 8.

Windstream Communications has been found not in conflict with this phase of the project.

Level III Communications

Level III Communications owns and operates underground facilities and appurtenances within the areas
scheduled for work during this phase. These facilities are shown on plan sheet 8.
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Level III Communications will relocate their existing facilities crossing Kempville Road on the south side
of Center Drive to the north side of Center Drive to resolve a conflict with the proposed pier protection
and traffic signal the intersection of Kempville Road and Center Drive.

Cox Communications

Cox Communications owns and operates overhead and underground facilities and appurtenances within
the areas scheduled for work during this phase. These facilities are shown on plan sheets 6, 7, 7D, 8, 8E
& 8I.

Cox Communications will relocate their existing facilities both aerial and underground along the West
side of Kempsville Road to resolve a conflict with the proposed pier protection at the crossing of I-264,
as well as underground facilities within the intersection of Kempsville Road and Center Drive.

Virginia Natural Gas

Virginia Natural Gas owns and operates underground facilities and appurtenances within areas
scheduled for work during this phase. These facilities are shown on plan sheets 6, 7, 7D, 8, 8E & 8I.

Virginia Natural Gas has been found not to be in conflict with this phase of the project.

The Contractor shall not commence any construction of the proposed improvements within Phase IB
(Construction Area 2) of the project without the written approval of the Engineer and the Southeast
Regional Utility Manager.

Phase IC (Construction Area 3)

The Contractor shall not commence any construction of the proposed improvements within Utility Phase IC
(Construction Area 3) of the project without the written approval of the Engineer and the Southeast Regional
Utility Manager.

The adjustment of the Dominion Virginia Power Transmission, Dominion Virginia Power, Verizon Virginia,
LLC, Windstream Communications, Level III Communications, Cox Communications and Virginia Natural
Gas facilities should be completed on or before October 16, 2017 within Utility Phase IC (Construction Area
3) but may be extended until these adjustments have been completed.

Dominion Virginia Power Transmission

Dominion Virginia Power Transmission owns and operates overhead facilities and appurtenances within
the areas scheduled for work during this phase. These facilities are shown on plan sheet 6.

Dominion Virginia Power Transmission will relocate their existing facilities along the North side of Curlew
Drive from approximately 500 LF West of the intersection of Kidd Boulevard and Curlew Drive to
approximately 800 LF East of the Curlew crossing of I-64.

The Contractor shall exercise all due care so not to disturb the new facilities once the new Dominion
Virginia Power Transmission facilities are in place and coordinate any work needed under the existing or
proposed aerial transmission lines with the Dominion Virginia Power Transmission office. No additional
payment will be considered for inspectors, shutdowns, or any other additional work or items needed
expedite proposed roadway construction. Such costs, if needed, shall be the responsibility of the
Contractor.

Dominion Virginia Power

Dominion Virginia Power owns and operates overhead and underground facilities and appurtenances
within the areas scheduled for work during this phase. These facilities are shown on plan sheets 6.

Dominion Virginia Power will relocate their existing facilities both underground and aerial work along
Curlew Drive approximately from Sta. 601+00 to Sta. 606+25.
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Verizon Virginia, LLC

Verizon Virginia, LLC owns and operates overhead and underground facilities and appurtenances within
the areas scheduled for work during this phase. These facilities are shown on plan sheets 6.

Verizon Virginia, LLC will relocate their existing facilities from aerial to underground along Curlew Drive
from approximately I-264 to beyond the Easton Preschool entrance on the South side of Curlew. Special
care will be needed during the installation of drainage STR 6-20 to STR 5-31 as well as during
excavation for the bridge pier installation.

Windstream Communications

Windstream Communications does not own and or operate any overhead or underground facilities within
the areas scheduled for work during this phase.

Level III Communications

Level III Communications does not own and or operate any overhead or underground facilities within the
project limits within this phase.

Cox Communications

Cox Communications owns and operates overhead and underground facilities and appurtenances within
the areas scheduled for work during this phase. These facilities are shown on plan sheets 6.

Cox Communications will relocate their existing facilities along the Southern side of Curlew Drive from
approximately Station 601+00 to approximately 606+25.

Virginia Natural Gas

Virginia Natural Gas owns and operates underground facilities and appurtenances within the areas
scheduled for work during this phase. These facilities are shown on plan sheets 6.

Virginia Natural Gas has been found not to be in conflict with this phase of the project.

The Contractor shall not commence any construction of the proposed improvements within Phase IC
(Construction Area 3) of the project without the written approval of the Engineer and the Southeast
Regional Utility Manager.

Phase ID (Construction Area 4)

The Contractor shall not commence any construction of the proposed improvements within Utility Phase ID
(Construction Area 4) of the project without the written approval of the Engineer and the Southeast Regional
Utility Manager.

The adjustment of the Dominion Virginia Power Transmission, Dominion Virginia Power, Verizon Virginia,
LLC, Windstream Communications, Level III Communications, Cox Communications and Virginia Natural
Gas facilities should be completed during the Utility Phase IB (Construction Area 2) on or before April 24,
2017 within Utility Phase ID (Construction Area 4) but may be extended until these adjustments have been
completed.

Dominion Virginia Power Transmission

Dominion Virginia Power Transmission does not own and or operates any overhead or underground
facilities within the project limits within this phase.

Dominion Virginia Power

Dominion Virginia Power owns and operates overhead and underground facilities and appurtenances
within the areas scheduled for work during this phase.
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Dominion Virginia Power will relocate their existing facilities with Utility Phase ID (Construction Area 4)
with the utility relocation in Utility Phase IB (Construction Area 2).

Verizon Virginia, LLC

Verizon Virginia, LLC owns and operates overhead and underground facilities and appurtenances within
the areas scheduled for work during this phase.

Verizon Virginia, LLC will relocate their existing facilities with Utility Phase ID (Construction Area 4) with
the utility relocation in Utility Phase IB (Construction Area 2).

Windstream Communications

Windstream Communications owns and operates underground facilities and appurtenances within areas
scheduled for work during this phase.

Windstream Communications will relocate their existing facilities with Utility Phase ID (Construction Area
4) with the utility relocation in Utility Phase IB (Construction Area 2).

Level III Communications

Level III Communications owns and operates overhead or underground facilities within the areas
scheduled for work during this phase.

Level III Communications will relocate their existing facilities with Utility Phase ID (Construction Area 4)
with the utility relocation in Utility Phase IB (Construction Area 2).

Cox Communications

Cox Communications owns and operates overhead and underground facilities and appurtenances within
the areas scheduled for work during this phase.

Cox Communications will relocate their existing facilities with Utility Phase ID (Construction Area 4) with
the utility relocation in Utility Phase IB (Construction Area 2).

The Contractor shall allow Cox Communications in Utility Phase ID (Construction Area 4) time to
relocate their existing facilities from the Notice to Proceed date issued to the Contractor to complete their
adjustment and remove their existing facilities. The Contractor shall not commence any construction of
the proposed improvements within Phase ID (Construction Area 4) of the project without the written
approval of the Engineer and the Southeast Regional Utility Manager.

Virginia Natural Gas

Virginia Natural Gas owns and operates underground facilities and appurtenances within the areas
scheduled for work during this phase.

Virginia Natural Gas will relocate their existing facilities with Utility Phase ID (Construction Area 4) with
the utility relocation in Utility Phase IB (Construction Area 2).

The Contractor shall exercise all due care so not to disturb the new facilities once the new new
or relocated facilities are in place.

The Contractor shall allow Dominion Virginia Power Transmission, Dominion Virginia Power, Verizon
Virginia, LLC, Windstream Communications, Level III Communications, Cox Communications, and
Virginia Natural Gas time to remove and relocate their existing facilities and to complete their adjustment
their existing facilities in designated Utility Phase

The Contractor shall not commence any construction of the proposed improvements within Phase ID
(Construction Area 4) of the project without the written approval of the Engineer and the Southeast
Regional Utility Manager.
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The Contractor should contact the affected utility companies prior to submission of his bid for this project
to obtain more specific details of their existing and proposed facilities.

The Department is not responsible for any construction delays resulting from known utility adjustments
and no modifications to the contract time limits will be considered for delays resulting from known utility
adjustments.
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Virginia Department of Transportation

Appendix No. 20
UT-7
Revised 3-30-16

VDOT
DAILY RECORD OF UTILITY WORK

Utility Co.: Date:

State Project: Federal Project:

Company Labor Major Material Items

Job Hours Installed Recovered Condition
Classification

Company Equipment
Type of Equipment Hours

Remarks
Contractors
Name Typ of Wk

By:
Inspector
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Virginia Department of Transportation

Appendix No. 21
Revised 3-30-16

INFORMATION TO BE REFLECTED IN PROGRESS BILLINGS FROM UTILITY OWNERS

1. Utility Owner’s Name and Address

2. Project No.

3. Work Order No.

4. TIN or SS No.

5. Progress Bill No

6. Invoice should state that it is a "progress billing"

7. Total Amount Bill

8. Less Previous Progress Billings

9. Amount Due This Invoice

10. This billing covers cost accumulated from to

(Date) (Date)

11. Affidavit
I certify that this billing is a true and fair bill
for services performed and that to the best
of my knowledge payment therefore has
not been received.

Signed:
(Title)

*Notes Total progress billing shall not exceed 90% of the approved estimated
project cost and shall be for a minimum of $1000.
Bill to be pro-rated in accordance with the approved estimate.
Costs shall be broken down to categorize, engineering, right of way,
company labor, contract labor, equipment and etc. to be included with
invoice.
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Virginia Department of Transportation

Appendix No. 22
Revised 3-30-16

INFORMATION TO BE REFLECTED IN FINAL BILLINGS FROM UTILITY OWNERS

1. Utility Owner’s Name and Address

2. Project No.

3. Work Order No.

4. TIN or SS No.

5. Invoice should state that it is a “final billing”.

6. Total Amount
(Total Amount must be substantiated by itemized breakdown of cost.)

7. Less Previous Progress Billings

8. Amount Due this Invoice

(To be prorated in accordance with approved estimate)

9. This billing covers cost accumulated from to

(Date) (Date)

10. Records and accounts supporting this billing may be audited at:

11. Affidavit
I certify that this billing is a true and fair bill for services performed and that to the best
of my knowledge payment therefore has not been received.

Signed:
(Title)
12. CERTIFICATION
This is to certify that the total amount of $(VDOT Share) indicated on this
invoice represents the total actual nonbetterment costs incurred by us in the relocation
and/or readjustment of that portion of our facilities on the above noted project which
were determined to be VDOT expense. These had to be relocated and/or readjusted
due to Transportation Project:( Project No. ) and the above
amount is correct and proper for reimbursement. This work was authorized by letter
dated to us from
.

(Utility Owner)
By:
(Authorized Representative)
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13. CERTIFICATION
MAP-21 S.1518 BUY AMERICA Materials Certification

I certify that all of the materials, subject to the requirements of MAP-21 S.1518 BUY
AMERICA, listed within the invoice(s) submitted, and installed along the subject project were
purchased and manufactured in compliance with the BUY AMERICA statute guidelines.

(Utility Owner)
By:
(Authorized Representative)
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Virginia Department of Transportation

Appendix No. 23
Revised 3-30-16

PROGRESS BILLING CHECK LIST

Project No.
Name of Utility Company
Amount of Estimate (VDOT Share)
Amount of Progress Billings to Date (VDOT Share)
Amount of Progress Billings this Invoice (VDOT Share)

Indicate yes, no, or n/a in space provided by each item

( ) 1. Does invoice should state Progress Billing Number (1, 2, 3, etc.)?

( ) 2. Has name and address of utility owner been shown?
( ) 3. Has TIN or SS Number of utility company been shown?
( ) 4. Who authorized work and when? By Date
( ) 5. Are starting and ending dates that costs were incurred shown on invoice?
( ) 6. Is cost responsibility prorate applied to billing?
( ) 7. Are there any previous billings? If yes, show amounts
(Total progress billings shall not exceed 90% of the estimated cost)

( ) 8. Has FD-AP-01 been signed?

( ) 9. Are correct number of copies of FD-AP-01 and attachments included?
( ) 10. Has affidavit been included?
( ) 11. Is bill coded correctly?

By:
Date:
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Virginia Department of Transportation

Appendix No. 24
Sheet 1 of 2
Revised 3-30-16

FINAL BILLING CHECK LIST

Project No. Amount of Final Billing

Name of Utility Co. Amount Previous Progress Billings
Total Relocation Cost
Amount of Approved Estimate
Amount of Overrun or Underrun

Indicate yes, no, or n/a in space provided by each item

( ) 1. Has invoice been date stamped to show receive date?
( ) 2. Does invoice state that it is a Final Billing?
( ) 3. Has name and address of utility company been shown?
( ) 4. Has TIN or SS Number been shown?
( ) 5. Who authorized work and when? By Date
( ) 6. Are starting and completion dates shown on invoice?
( ) 7. Does final billing agree with the approved prorate?
( ) 8. Are previous progress billing numbers and amounts shown?
( ) 9. Has FD-AP-01 been signed?
( ) 10. Has correct number of copies of FD-AP-01 and attachments been included?
( ) 11. Has Affidavit been included?
( ) 12. Has permit application been received? Permit number if assigned
( ) 13. Has location of records and name of utility company official been shown on invoice?
( ) 14. Is FD-AP-01 coded correctly?
( ) 15. Does bill differ from estimate by more than 10% (Check individual category)?
( ) 16. Is overrun/underrun letter included?
( ) 17. If so, is explanation reasonable?
( ) 18. Is copy of Detail of Materials included? (Both installed and removed)
( ) 19. Does final bill material quantities agree with approved quantities?
( ) 20. Is non-betterment certification included?
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Appendix No. 24
Sheet 2 of 2
Revised 3-30-16

( ) 21. Has summary of Inspector’s records, as-built plans or statement from Residency been
included?
( ) 22. Is sufficient betterment allowed?
( ) 23. Has betterment credit been recalculated to reflect actual quantities and costs?
( ) 24. Is sufficient salvage credit allowed?
( ).25. Are there any materials with salvage value which have to be sold and the proceeds
credited to the project?
( ) 26. Buy America Certification included?

( ) 27. Comments:

By: Date
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Appendix No. 25
Page 1
Revised 3-30-16

Sec.
645.101 Purpose.
645.103 Applicability.
645.105 Definitions.
645.105 Definitions.
645.107 Eligibility.
645.109 Preliminary engineering.
645.111 Right-of-way.
645.113 Agreements and authorizations.
645.115 Construction.
645.117 Cost development and reimbursement.
645.119 Alternate procedure.

[Code of Federal Regulations]

[Revised as of April 1, 2003]
From the U.S. Government Printing Office via GPO Access
[CITE: 23CFR645]

TITLE 23--HIGHWAYS

CHAPTER I--FEDERAL HIGHWAY ADMINISTRATION, DEPARTMENT OF TRANSPORTATION

PART 645--UTILITIES--Table of Contents

Subpart A--Utility Relocations, Adjustments, and Reimbursement

Source: 50 FR 20345, May 15, 1985, unless otherwise noted.

Sec. 645.101 Purpose.

To prescribe the policies, procedures, and reimbursement provisions for the adjustment and relocation
of utility facilities on Federal-aid and direct Federal projects.

Sec. 645.103 Applicability.

(a) The provisions of this regulation apply to reimbursement claimed by a State transportation
department (STD) for costs incurred under an approved and properly executed transportation department
(TD)/utility agreement and for payment of costs incurred under all Federal Highway
Administration (FHWA)/utility agreements.

(b) Procedures on the accommodation of utilities are set forth in 23 CFR part 645, subpart B,
Accommodation of Utilities.

(c) When the lines or facilities to be relocated or adjusted due to highway construction are privately
owned, located on the owner's land, devoted exclusively to private use and not directly or indirectly
serving the public, the provisions of the FHWA's right-of-way procedures in 23 CFR 710.203, apply. When
applicable, under the foregoing conditions, the provisions of this regulation may be used as a guide to
establish a cost-to-cure.
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Appendix No. 25
Page 2
Revised 3-30-16

(d) The FHWA's reimbursement to the STD will be governed by State law (or State regulation) or the
provisions of this regulation, whichever is more restrictive. When State law or regulation differs from this
regulation, a determination shall be made by the STD subject to the

concurrence of the FHWA as to which standards will govern, and the record documented accordingly, for
each relocation encountered.

(e) For direct Federal projects, all references herein to the STD or TD are inapplicable, and it is
intended that the FHWA be considered in the relative position of the STD or TD.

[50 FR 20345, May 15, 1985, as amended at 64 FR 71289, Dec. 21, 1999]

Sec. 645.105 Definitions.

For the purposes of this regulation, the following definitions shall apply:

Authorization--for Federal-aid projects authorization to the STD by the FHWA, or for direct Federal
projects authorization to the utility by the FHWA, to proceed with any phase of a project. The date of
authorization establishes the date of eligibility for Federal funds to participate in the costs incurred on that
phase of work.

Betterment--any upgrading of the facility being relocated that is not attributable to the highway
construction and is made solely for the benefit of and at the election of the utility.

Cost of relocation--the entire amount paid by or on behalf of the utility properly attributable to the
relocation after deducting from that amount any increase in value of the new facility, and any salvage
derived from the old facility.

Cost of Removal--the amount expended to remove utility property including the cost of demolishing,
dismantling, removing, transporting, or otherwise disposing of utility property and of cleaning up to leave
the site in a neat and presentable condition.

Cost of salvage--the amount expended to restore salvaged utility property to usable condition after its
removal.

Direct Federal projects--highway projects such as projects under the Federal Lands Highways Program
which are under the direct administration of the FHWA.

Indirect or overhead costs--those costs which are not readily identifiable with one specific task, job, or
work order. Such costs may include indirect labor, social security taxes, insurance, stores expense, and
general office expenses. Costs of this nature generally are distributed or allocated to the applicable job or
work orders, other accounts and other functions to which they relate. Distribution and allocation is made
on a uniform basis which is reasonable, equitable, and in accordance with generally accepted cost
accounting practices.

Relocation--the adjustment of utility facilities required by the highway project. It includes removing and
reinstalling the facility, including necessary temporary facilities, acquiring necessary right-of-way on the
new location, moving, rearranging or changing the type of existing facilities and taking any necessary
safety and protective measures. It shall also mean constructing a replacement facility that is both
functionally equivalent to the existing facility and necessary for continuous operation of the utility service,
the project economy, or sequence of highway construction.
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Appendix No. 25
Page 3
Revised 3-30-16

Salvage value--the amount received from the sale of utility property that has been removed or the
amount at which the recovered material is charged to the utility's accounts, if retained for reuse.

State transportation department--the transportation department of one of the 50 States, the District of
Columbia, or Puerto Rico.
Transportation department(TD)--that department, commission, board, or official of any State or political
subdivison thereof, charged by its law with the responsibility for highway administration.

Use and occupancy agreement--the document (written agreement or permit) by which the TD approves
the use and occupancy of highway right-of-way by utility facilities or private lines.

Utility--a privately, publicly, or cooperatively owned line, facility or system for producing, transmitting, or
distributing communications, cable television, power, electricity, light, heat, gas, oil, crude products, water,
steam, waste, storm water not connected with highway drainage, or any other similar commodity,
including any fire or police signal system or street lighting system, which directly or indirectly serves the
public. The term utility shall also mean the utility company inclusive of any wholly owned or controlled
subsidiary.

Work order system--a procedure for accumulating and recording into separate accounts of a utility all
costs to the utility in connection with any change in its system or plant.

[50 FR 20345, May 15, 1985, as amended at 65 FR 70311, Nov. 22, 2000]

Sec. 645.107 Eligibility.

(a) When requested by the STD, Federal funds may participate, subject to the provisions of Sec.
645.103(d) of this part and at the pro rata share applicable, in an amount actually paid by an TD for the
costs of utility relocations. Federal funds may participate in safety corrective measures made under the
provisions of Sec. 645.107(k) of this part. Federal funds may also participate for relocations necessitated
by the actual construction of highway project made under one or more of the following conditions when:

(1) The STD certifies that the utility has the right of occupancy in its existing location because it
holds the fee, an easement, or other real property interest, the damaging or taking of which is
compensable in eminent domain,

(2) The utility occupies privately or publicly owned land, including public road or street right-of-
way, and the STD certifies that the payment by the TD is made pursuant to a law authorizing
such payment in conformance with the provisions of 23 U.S.C. 123, and/or

(3) The utility occupies publicy owned land, including public road and street right-of-way, and is
owned by a public agency or political subdivision of the State, and is not required by law or
agreement to move at its own expense, and the STD certifies that the TD has the legal authority
or obligation to make such payments.

(b) On projects which the STD has the authority to participate in project costs, Federal funds may not
participate in payments made by a political subdivision for relocation of utility facilities, other than those
proposed under the provisions of Sec. 645.107(k) of this part, when State law prohibits the STD from
making payment for relocation of utility facilities.

(c) On projects which the STD does not have the authority to participate in project costs, Federal funds
may participate in payments made by a political subdivision for relocation of utility facilities necessitated
by the actual construction of a highway project when the STD certifies that such payment is based upon
Utility Manual of Instructions
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Appendix No. 25
Page 4
Revised 3-30-16

the provisions of Sec. 645.107(a) of this part and does not violate the terms of a use and occupancy
agreement, or legal contract, between the utility and the TD or for utility safety corrective measures under
the provisions of Sec. 645.107(k) of this part.

(d) Federal funds are not eligible to participate in any costs for which the utility contributes or repays
the TD, except for utilities owned by the political subdivision on projects which qualify under the
provisions of Sec. 645.107(c) of this part in which case the costs of the utility are considered to be costs
of the TD.

(e) The FHWA may deny Federal fund participation in any payments made by a TD for the relocation of
utility facilities when such payments do not constitute a suitable basis for Federal fund participation under
the provisions of title 23 U.S.C.

(f) The rights of any public agency or political subdivision of a State under contract, franchise, or other
instrument or agreement with the utility, pertaining to the utility's use and occupancy of publicly owned
land, including public road and street right-of-way, shall be considered the rights of the STD in the
absence of State law to the contrary.

(g) In lieu of the individual certifications required by Sec. 645.107(a) and (c), the STD may file a
statement with the FHWA setting forth the conditions under which the STD will make payments for the
relocation of utility facilities. The FHWA may approve Federal fund participation in utility relocations
proposed by the STD under the conditions of the statement when the FHWA has made an affirmative
finding that such statement and conditions form a suitable basis for Federal fund participation under the
provisions of 23 U.S.C. 123.

(h) Federal funds may not participate in the cost of relocations of utility facilities made solely for the
benefit or convenience of a utility, its contractor, or a highway contractor.

(i) When the advance installation of new utility facilities crossing or otherwise occupying the proposed
right-of-way of a planned highway project is underway, or scheduled to be underway, prior to the time
such right-of-way is purchased by or under control of the TD, arrangements
should be made for such facilities to be installed in a manner that will meet the requirements of the
planned highway project. Federal funds are eligible to participate in the additional cost incurred by the
utility that are attributable to, and in accommodation of, the highway project
provided such costs are incurred subsequent to authorization of the work by the FHWA. Subject to the
other provisions of this regulation, Federal participation may be approved under the foregoing
circumstances when it is demonstrated that the action taken is necessary to protect the public interest
and the adjustment of the facility is necessary by reason of
the actual construction of the highway project.

(j) Federal funds are eligible to participate in the costs of preliminary engineering and allied services for
utilities, the acquisition of replacement right-of-way for utilities, and the physical construction work
associated with utility relocations. Such costs must be incurred by or on behalf of a utility after the date
the work is included in an approved program and after the FHWA has authorized the STD to proceed in
accordance with 23 CFR part 630, subpart A, Federal-Aid Programs Approval and Project Authorization.

(k) Federal funds may participate in projects solely for the purpose of implementing safety corrective
measures to reduce the roadside hazards of utility facilities to the highway user. Safety corrective
measures should be developed in accordance with the provisions of 23 CFR 645.209(k).
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Revised 3-30-16

(Information collection requirements in paragraph (g) were approved by the Office of Management and
Budget under control number 2125-0515)

[50 FR 20345, May 15, 1985, as amended at 53 FR 24932, July 1, 1988]

Sec. 645.109 Preliminary engineering.

(a) As mutually agreed to by the TD and utility, and subject to the provisions of paragraph (b) of this
section, preliminary engineering activities associated with utility relocation work may be done by:

(1) The TD's or utility's engineering forces;

(2) An engineering consultant selected by the TD, after consultation with the utility, the contract to
be administered by the TD; or,

(3) An engineering consultant selected by the utility, with the approval of the TD, the contract to
be administered by the utility.

(b) When a utility is not adequately staffed to pursue the necessary preliminary engineering and related
work for the utility relocation, Federal funds may participate in the amount paid to engineers, architects,
and others for required engineering and allied services provided such amounts are not based on a
percentage of the cost of relocation. When Federal participation is requested by the STD in the cost of
such services, the utility and its consultant shall agree in writing as to the services to be provided and the
fees and arrangements for the services. Federal funds may participate in the cost of such services
performed under existing written continuing contracts when it is demonstrated that such work is
performed regularly for the utility in its own work and that the costs are reasonable.

(c) The procedures in 23 CFR part 172, Administration of Engineering and Design Related Service
Contracts, may be used as a guide for reviewing proposed consultant contracts.

[50 FR 20345, May 15, 1985, as amended at 60 FR 34850, July 5, 1995; 65

FR 70311, Nov. 22, 2000]

Sec. 645.111 Right-of-way.

(a) Federal participation may be approved for the cost of replacement right-of-way provided:

(1) The utility has the right of occupancy in its existing location beause it holds the fee, an
easement, or another real property interest, the damaging or taking of which is compensable in
eminent domain, or the acquisition is made in the interest of project economy or is necessary to
meet the requirements of the highway project, and

(2) There will be no charge to the project for that portion of the utility's existing right-of-way being
transferred to the TD for highway purposes.
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(b) The utility shall determine and make a written valuation of the replacement right-of-way that it
acquires in order to justify amounts paid for such right-of-way. This written valuation shall be
accomplished prior to negotiation for acquisition.

(c) Acquisition of replacement right-of-way by the TD on behalf of a utility or acquisition of nonoperating

real property from a utility shall be in accordance with the Uniform Relocation Assistance and Real
Property Acquisition Policies Act of 1970 (42 U.S.C. 4601 et seq.) and applicable right-of-way procedures
in 23 CFR 710.203.

(d) When the utility has the right-of-occupancy in its existing location because it holds the fee, an
easement, or another real property interest, and it is not necessary by reason of the highway construction
to adjust or replace the facilities located thereon, the taking of and damage to the utility's real property,
including the disposal or removal of such facilities, may be considered a right-of-way transaction in
accordance with provisions of the applicable right-of-way procedures in 23 CFR 710.203.

[50 FR 20345, May 15, 1985, as amended at 64 FR 71289, Dec. 21, 1999]

Sec. 645.113 Agreements and authorizations.

(a) On Federal-aid and direct Federal projects involving utility relocations, the utility and the TD shall
agree in writing on their separate responsibilities for financing and accomplishing the relocation work.
When Federal participation is requested, the agreement shall incorporate this regulation by reference and
designate the method to be used for performing the work (by contract or force account) and for developing
relocation costs. The method proposed by the utility for developing relocation costs must be acceptable
to both the TD and the FHWA. The preferred method for the development of relocation costs
by a utility is on the basis of actual direct and related indirect costs accumulated in accordance with a
work order accounting procedure prescribed by the applicable Federal or State regulatory body.

(b) When applicable, the written agreement shall specify the terms and amounts of any contribution or
repayments made or to be made by the utility to the TD in connection with payments by the TD to the
utility under the provisions of Sec. 645.107 of this regulation.

(c) The agreement shall be supported by plans, specifications when required, and itemized cost
estimates of the work agreed upon, including appropriate credits to the project, and shall be sufficiently
informative and complete to provide the TD and the FHWA with a clear description of the work required.

(d) When the relocation involves both work to be done at the TD's expense and work to be done at the
expense of the utility, the written agreement shall state the share to be borne by each party.

(e) In the event there are changes in the scope of work, extra work or major changes in the planned
work covered by the approved agreement, plans, and estimates, Federal participation shall be limited to
costs covered by a modification of the agreement, a written change, or extra
work order approved by the TD and the FHWA.

(f) When proposed utility relocation and adjustment work on a project for a specific utility company can
be clearly defined and the cost can be accurately estimated, the FHWA may approve an agreement
between the TD and the utility company for a lump-sum payment without
later confirmation by audit of actual costs.
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Revised 3-30-16

(g) Except as otherwise provided by Sec. 645.113(h), authorization by the FHWA to the STD to proceed
with the physical relocation of a utility's facilities may be given after:

(1) The utility relocation work, or the right-of-way, or physical construction phase of the highway
construction work is included in an approved Statewide transportation improvement program,

(2) The appropriate environmental evaluation and public hearing procedures required by 23 CFR
part 771, Environmental Impact and Related Procedures, have been satisfied.

(3) The FHWA has reviewed and approved the plans, estimates, and proposed or executed
agreements for the utility work and is furnished a schedule for accomplishing the work.

(h) The FHWA may authorize the physical relocation of utility facilities before the requirements of Sec.
645.113(g)(2) are satisfied when the relocation or adjustment of utility facilities meets the requirements of
Sec. 645.107(i) of this regulation.

(i) Whenever the FHWA has authorized right-of-way acquisition under the hardship and protective
buying provisions of 23 CFR 710.503, the FHWA may authorize the physical relocation of utility facilities
located in whole or in part on such right-of-way.

(j) When all efforts by the TD and utility fail to bring about written agreement of their separate
responsibilities under the provisions of this regulation, the STD shall submit its proposal and a full report
of the circumstances to the FHWA. Conditional authorizations for the relocation work to proceed may be
given by the FHWA to the STD with the understanding that Federal funds will not be paid for work done
by the utility until the STD proposal has been approved by the FHWA.

(k) The FHWA will consider for approval any special procedure under State law, or appropriate
administrative or judicial order, or under blanket master agreements with the utilities, that will fully
accomplish all of the foregoing objectives and accelerate the advancement of the construction and
completion of projects.

[50 FR 20345, May 15, 1985, as amended at 60 FR 34850, July 5, 1995; 64 FR 71289, Dec. 21, 1999; 65
FR 70311, Nov. 22, 2000]

Sec. 645.115 Construction.

(a) Part 635, subpart B, of this title, Force Account Construction (justification required for force account
work), states that it is cost-effective for certain utility adjustments to be performed by a utility with its
own forces and equipment, provided the utility is qualified to perform the work in a satisfactory manner.
This cost-effectiveness finding covers minor work on the utility's existing facilities routinely performed
by the utility with its own forces. When the utility is not adequately staffed and equipped to perform
such work with its own forces and equipment at a time convenient to and in coordination with the
associated highway construction, such work may be done by:

(1) A contract awarded by the TD or utility to the lowest qualified bidder based on appropriate
solicitation,

(2) Inclusion as part of the TD's highway construction contract let by the TD as agreed to by the
utility,
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(3) An existing continuing contract, provided the costs are reasonable, or

(4) A contract for low-cost incidental work, such as tree trimming and the like, awarded by the TD
or utility without competitive bidding, provided the costs are reasonable.

(b) When it has been determined under part 635, subpart B, that the force account method is not the
most cost-effective means for accomplishing the utility adjustment, such work is to be done under
competitive bid contracts as described in Sec. 645.115(a) (1) and (2) or under an existing continuing
contract provided it can be demonstrated this is the most cost-effective method.

(c) Costs for labor, materials, equipment, and other services furnished by the utility shall be billed by
the utility directly to the TD. The special provisions of contracts let by the utility or the TD shall be explicit
in this respect. The costs of force account work performed for the utility by the TD and of contract work
performed for the utility under a contract let by the TD shall be reported separately from the costs of other
force account and contract items on the highway
project.

Sec. 645.117 Cost development and reimbursement.

(a) Developing and recording costs.

(1) All utility relocation costs shall be recorded by means of work orders in accordance with an
approved work order system except when another method of developing and recording costs,
such as lump-sum agreement, has been approved by the TD and the FHWA. Except for work
done under contracts, the individual and total costs properly reported and recorded in the utility's
accounts in accordance with the approved method for developing such costs, or the lump-sum
agreement, shall constitute the maximum amount on which Federal participation may be based.

(2) Each utility shall keep its work order system or other approved accounting procedure in such a
manner as to show the nature of each addition to or retirement from a facility, the total costs
thereof, and the source or sources of cost. Separate work orders may be issued for additions and
retirements. Retirements, however, may be included with the construction work order provided that
all items relating to retirements shall be kept separately from those relating to construction.

(3) The STD may develop, or work in concert with utility companies to develop, other acceptable
costing methods, such as unit costs, to estimate and reimburse utility relocation expenditures.
Such other methods shall be founded in generally accepted industry practices and be reasonably
supported by recent actual expenditures. Unit costs should be developed periodically and
supported annually by a maintained data base of relocation expenses. Development of any
alternate costing method should consider the factors listed in paragraphs (b) through (g) of this
section. Streamlining of the cost development and reimbursement procedures is encouraged so
long as adequate accountability for Federal expenditures is maintained. Concurrence by the
FHWA is required for any costing method used other than actual cost.

(b) Direct labor costs.

(1) Salaries and wages, at actual or average rates, and related expenses paid by the utility to
individuals for the time worked on the project are reimbursable when supported by adequate
records. This includes labor associated with preliminary engineering, construction engineering,
right-of-way, and force account construction.
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(2) Salaries and expenses paid to individuals who are normally part of the overhead organization
of the utility may be reimbursed for the time worked directly on the project when supported by
adequate records and when the work performed by such individuals is essential to the project and
could not have been accomplished as economically by employees outside the overhead
organization.

(3) Amounts paid to engineers, architects and others for services directly related to projects may
be reimbursed.

(c) Labor surcharges.

(1) Labor surcharges include worker compensation insurance, public liability and property damage
insurance, and such fringe benefits as the utility has established for the benefit of its employees.
The cost of labor surcharges will be reimbursed at actual cost to the utility, or, at the option of the
utility, average rates which are representative of actual costs may be used in lieu of actual costs if
approved by the STD and the FHWA. These average rates should be adjusted at least once
annually to take into account known anticipated changes and correction for any over or under
applied costs for the preceding period.

(2) When the utility is a self-insurer, there may be reimbursement at experience rates properly
developed from actual costs. The rates cannot exceed the rates of a regular insurance company
for the class of employment covered.

(d) Overhead and indirect construction costs.

(1) Overhead and indirect construction costs not charged directly to work order or construction
accounts may be allocated to the relocation provided the allocation is made on an equitable basis.
All costs included in the allocation shall be eligible for Federal reimbursement, reasonable, actually
incurred by the utility, and consistent with the provisions of 48 CFR part 31.

(2) Costs not eligible for Federal reimbursement include, but are not limited to, the costs
associated with advertising, sales promotion, interest on borrowings, the issuance of stock, bad
debts, uncollectible accounts receivable, contributions, donations, entertainment, fines, penalties,
lobbying, and research programs.

(3) The records supporting the entries for overhead and indirect construction costs shall show the
total amount, rate, and allocation basis for each additive, and are subject to audit by
representatives of the State and Federal Government.

(e) Material and supply costs.

(1) Materials and supplies, if available, are to be furnished from company stock except that they
may be obtained from other sources near the project site when available at a lower cost.
When not available from company stock, they may be purchased either under competitive
bids or existing continuing contracts under which the lowest available prices are developed.
Minor quantities of materials and supplies and proprietary products routinely used in the
utility's operation and essential for the maintenance of system compatibility may be excluded
from these requirements. The utility shall not be required to change its existing standards for
materials used in permanent changes to its facilities. Costs shall be determined as follows:
Utility Manual of Instructions
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Revised 3-30-16

(i) Materials and supplies furnished from company stock shall be billed at the current
stock prices for such new or used materials at time of issue.

(ii) Materials and supplies not furnished from company stock shall be billed at actual
costs to the utility delivered to the project site.

(iii) A reasonable cost for plant inspection and testing may be included in the costs of
materials and supplies when such expense has been incurred. The computation of actual
costs of materials and supplies shall include the deduction of all offered discounts,
rebates, and allowances.

(iv) The cost of rehabilitating rather than replacing existing utility facilities to meet the
requirements of a project is reimbursable, provided this cost does not exceed
replacement costs.

(2) Materials recovered from temporary use and accepted for reuse by the utility shall be credited
to the project at prices charged to the job, less a consideration for loss in service life at 10
percent. Materials recovered from the permanent facility of the utility that are accepted by the
utility for return to stock shall be credited to the project at the current stock prices of such used
materials. Materials recovered and not accepted for reuse by the utility, if determined to have a
net sale value, shall be sold to the highest bidder by the TD or utility following an opportunity for
TD inspection and appropriate solicitation for bids. If the utility practices a system of periodic
disposal by sale, credit to the project shall be at the going prices supported by records of the
utility.

(3) Federal participation may be approved for the total cost of removal when either such removal
is required by the highway construction or the existing facilities cannot be abandoned in place for
aesthetic or safety reasons. When the utility facilities can be abandoned in place but the utility or
highway constructor elects to remove and recover the materials, Federal funds shall not
participate in removal costs which exceed the value of the materials recovered.

(4) The actual and direct costs of handling and loading materials and supplies at company stores
or material yards, and of unloading and handling recovered materials accepted by the utility at its
stores or material yards are reimbursable. In lieu of actual costs, average rates, which are
representative of actual costs, may be used if approved by the STD and the FHWA. These
average rates should be adjusted at least once annually to take into account known anticipated
changes and correction for any over or under applied costs for the preceding period. At the option
of the utility, 5 percent of the amounts billed for the materials and supplies issued from company
stores and material yards or the value of recovered materials will be reimbursed in lieu of actual or
average costs for handling.

(f) Equipment costs. The average or actual costs of operation, minor maintenance, and depreciation of
utility-owned equipment may be reimbursed. Reimbursement for utility-owned vehicles may be made at
average or actual costs. When utility-owned equipment is not available, reimbursement will be limited to
the amount of rental paid

(1) to the lowest qualified bidder,

(2) under existing continuing contracts at reasonable costs, or

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Appendix No. 25
Page 11
Revised 3-30-16

(3) as an exception by negotiation when paragraph (f) (1) and (2) of this section are impractical
due to project location or schedule.

(g) Transportation costs.

(1) The utility's cost, consistent with its overall policy, of necessary employee transportation and
subsistence directly attributable to the project is reimbursable.

(2) Reasonable cost for the movement of materials, supplies, and equipment to the project and
necessary return to storage including the associated cost of loading and unloading equipment is
reimbursable.

(h) Credits.

(1) Credit to the highway project will be required for the cost of any betterments to the facility
being replaced or adjusted, and for the salvage value of the materials removed.

(2) Credit to the highway project will be required for the accrued depreciation of a utility facility
being replaced, such as a building, pumping station, filtration plant, power plant, substation, or
any other similar operational unit. Such accrued depreciation is that amount based on the ratio
between the period of actual length of service and total life expectancy applied to the original
cost. Credit for accrued depreciation shall not be required for a segment of the utility's service,
distribution, or transmission lines.

(3) No betterment credit is required for additions or improvements which are:

(i) Required by the highway project,

(ii) Replacement devices or materials that are of equivalent standards although not
identical,

(iii) Replacement of devices or materials no longer regularly manufactured with next

highest grade or size,

(iv) Required by law under governmental and appropriate regulatory commission code, or

(v) Required by current design practices regularly followed by the company in its own
work, and there is a direct benefit to the highway project.

(4) When the facilities, including equipment and operating facilities, described in Sec.
645.117(h)(2) are not being replaced, but are being rehabilitated and/or moved, as necessitated
by the highway project, no credit for accrued depreciation is needed.

(5) In no event will the total of all credits required under the provisions of this regulation exceed
the total costs of adjustment exclusive of the cost of additions or improvements necessitated by
the highway construction.

(i) Billings

(1) After the executed TD/utility agreement has been approved by the FHWA, the utility may be
reimbursed through the STD by progress billings for costs incurred. Cost for materials stockpiled
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Appendix No. 25
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Revised 3-30-16

at the project site or specifically purchased and delivered to the utility for use on the project may
also be reimbursed on progress billings following approval of the executed TD/utility agreement.

(2) The utility shall provide one final and complete billing of all costs incurred, or of the agreed-to
lump-sum, within one year following completion of the utility relocation work, otherwise previous
payments to the utility may be considered final, except as agreed to between the STD and the
utility. Billings received from utilities more than one year following completion of the utility
relocation work may be paid if the STD so desires, and Federal-aid highway funds may
participate in these payments.

(3) All utility cost records and accounts relating to the project are subject to audit by
representatives of the State and Federal Government for a period of 3 years from the date final
payment has been received by the utility.

(Information collection requirements in paragraph (i) were approved by the Office of Management and
Budget under control number 2125-0159)

[50 FR 20345, May 15, 1985, as amended at 60 FR 34850, July 5, 1995; 65 FR 70311, Nov. 22, 2000]

Sec. 645.119 Alternate procedure.

(a) This alternate procedure is provided to simplify the processing of utility relocations or adjustments
under the provisions of this regulation. Under this procedure, except as otherwise provided in paragraph
(b) of this section, the STD is to act in the relative position of the FHWA for reviewing and approving the
arrangements, fees, estimates, plans, agreements, and other related matters required by this regulation
as prerequisites for authorizing the utility to proceed with and complete the work.

(b) The scope of the STD's approval authority under the alternate procedure includes all actions
necessary to advance and complete all types of utility work under the provisions of this regulation except
in the following instances:

(1) Utility relocations and adjustments involving major transfer, production, and storage facilities
such as generating plants, power feed stations, pumping stations and reservoirs.

(2) Utility relocations falling within the scope of Sec. 645.113 (h), (i), and (j), and Sec. 645.107(i)
of this regulation.

(c) To adopt the alternate procedure, the STD must file a formal application for approval by the FHWA.
The application must include the following:

(1) The STD's written policies and procedures for administering and processing Federal-aid utility
adjustments. Those policies and procedures must make adequate provisions with respect to
the following:

(i) Compliance with the requirements of this regulation, except as otherwise provided by
Sec. 645.119(b), and the provisions of 23 CFR part 645, subpart B, Accommodation of
Utilities.
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Revised 3-30-16

(ii) Advance utility liaison, planning, and coordination measures or providing adequate
lead time and early scheduling of utility relocation to minimize interference with the
planned highway construction.

(iii) Appropriate administrative, legal, and engineering review and coordination

procedures as needed to establish the legal basis of the TD's payment; the extent of
eligibility of the work under State and Federal laws and regulations; the more restrictive
payment standards under Sec. 645.103(d) of this regulation; the necessity of the
proposed utility work and its compatibility with proposed highway improvements; and the
uniform treatment of all utility matters and actions, consistent with sound management
practices.

(iv) Documentation of actions taken in compliance with STD policies and the provisions of
this regulation, shall be retained by the STD.

(2) A statement signed by the chief administrative officer of the STD certifying that:

(i) Federal-aid utility relocations will be processed in accordance with the applicable
provisions of this regulation, and the STD's utility policies and procedures submitted
under Sec. 645.119(c)(1).

(ii) Reimbursement will be requested only for those costs properly attributable to the
proposed highway construction and eligible for participation under the provisions of this
regulation.

(d) The STD's application and any changes to it will be submitted to the FHWA for review and approval.

(e) After the alternate procedure has been approved, the FHWA may authorize the STD to proceed
with utility relocation on a project in accordance with the certification, subject to the following conditions:

(1) The utility work must be included in an approved program.

(2) The STD must submit a request in writing for such authorization. The request shall include a
list of the utility relocations to be processed under the alternate procedure, along with the best
available estimate of the total costs involved.

(f) The FHWA may suspend approval of the alternate procedure when any FHWA review discloses
noncompliance with the certification. Federal funds will not participate in relocation costs incurred that do
not comply with the requirements under Sec. 645.119(c)(1).

(Information collection requirements in paragraph (c) were approved by

the Office of Management and Budget under control number 2125-0533)

[50 FR 20345, May 15, 1985, as amended at 65 FR 70311, Nov. 22, 2000]
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Revised 3-30-16

Sec
645.201 Purpose.
645.203 Applicability.
645.205 Policy.
645.207 Definitions.
645.209 General requirements.
645.211 State transportation department accommodation policies.
645.213 Use and occupancy agreements (permits).
645.215 Approvals.

[Code of Federal Regulations]

[Title 23, Volume 1]
[Revised as of April 1, 2003]
From the U.S. Government Printing Office via GPO Access
[CITE: 23CFR645]

TITLE 23--HIGHWAYS

CHAPTER I--FEDERAL HIGHWAY ADMINISTRATION, DEPARTMENT OF

TRANSPORTATION

PART 645--UTILITIES--Table of Contents

Subpart B--Accommodation of Utilities

Source: 50 FR 20354, May 15, 1985, unless otherwise noted.

Sec. 645.201 Purpose.

To prescribe policies and procedures for accommodating utility facilities and private lines on
the right-of-way of Federal-aid or direct Federal highway projects.

Sec. 645.203 Applicability.

This subpart applies to:

(a) New utility installations within the right-of-way of Federal-aid or direct Federal highway
projects,

(b) Existing utility facilities which are to be retained, relocated, or adjusted within the right-of-
way of active projects under development or construction when Federal-aid or direct Federal
highway funds are either being or have been used on the involved highway facility. When existing
utility installations are to remain in place without adjustments on such projects the transportation
department and utility are to enter into an appropriate agreement as discussed in Sec. 645.213
of this part,

(c) Existing utility facilities which are to be adjusted or relocated under the provisions of Sec.
645.209(k), and
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Revised 3-30-16

(d) Private lines which may be permitted to cross the right-of-way of a Federal-aid or direct
Federal highway project pursuant to State law and regulations and the provisions of this subpart.
Longitudinal use of such right-of-way by private lines is to be handled under the provisions of 23
CFR 1.23(c).

Sec. 645.205 Policy.

(a) Pursuant to the provisions of 23 CFR 1.23, it is in the public interest for utility facilities to be
accommodated on the right-of-way of a Federal-aid or direct Federal highway project when such
use and occupancy of the highway right-of-way do not adversely affect highway or traffic safety,
or otherwise impair the highway or its aesthetic quality, and do not conflict with the provisions of
Federal, State or local laws or regulations.

(b) Since by tradition and practice highway and utility facilities frequently coexist within
common right-of-way or along the same transportation corridors, it is essential in such situations
that these public service facilities be compatibly designed and operated. In the design of new
highway facilities consideration should be given to utility service needs of the area traversed if
such service is to be provided from utility facilities on or near the highway. Similarly the potential
impact on the highway and its users should be considered in the design and location of utility
facilities on or along highway right-of-way. Efficient, effective and safe joint highway and utility
development of transportation corridors is important along high speed and high volume roads,
such as major arterials and freeways, particularly those approaching metropolitan areas where
space is increasingly limited. Joint highway and utility planning and development efforts are
encouraged on Federal-aid highway projects.

(c) The manner is which utilities cross or otherwise occupy the right-of-way of a direct Federal
or Federal-aid highway project can materially affect the highway, its safe operation, aesthetic
quality, and maintenance. Therefore, it is necessary that such use and occupancy, where
authorized, be regulated by transportation departments in a manner which preserves the
operational safety and the functional and aesthetic quality of the highway facility. This subpart
shall not be construed to alter the basic legal authority of utilities to install their facilities on public
highways pursuant to law or franchise and reasonable regulation by transportation departments
with respect to location and manner of installation.

(d) When utilities cross or otherwise occupy the right-of-way of a direct Federal or Federal-aid
highway project on Federal lands, and when the right-of-way grant is for highway purposes only,
the utility must also obtain and comply with the terms of a right-of-way or other occupancy permit
for the Federal agency having jurisdiction over the underlying land.

[50 FR 20354, May 15, 1985, as amended at 53 FR 2833, Feb. 2, 1988]

Sec. 645.207 Definitions.

For the purpose of this regulation, the following definitions shall apply:

Aesthetic quality--those desirable characteristics in the appearance of the highway and its
environment, such as harmony between or blending of natural and manufactured objects in the
environment, continuity of visual form without distracting interruptions, and simplicity of designs
which are desirably functional in shape but without clutter.

Border area--the area between the traveled way and the right-of-way line.
Utility Manual of Instructions
11th Edition October 1, 2016

Appendix No. 25
Page 16
Revised 3-30-16

Clear roadside policy--that policy employed by a transportation department to provide a clear

zone in order to increase safety, improve traffic operations, and enhance the aesthetic quality of
highways by designing, constructing and maintaining highway roadsides as wide, flat, and
rounded as practical and as free as practical from natural or manufactured hazards such as trees,
drainage structures, nonyielding sign supports, highway lighting supports, and utility poles and
other ground-mounted structures. The policy should address the removal of roadside obstacles
which are likely to be associated with accident or injury to the highway user, or when such
obstacles are essential, the policy should provide for appropriate countermeasures to reduce
hazards. Countermeasures include placing utility facilities at locations which protect out-of-control
vehicles, using breakaway features, using impact attenuation devices, or shielding. In all cases
full consideration shall be given to sound engineering principles and economic factors.

Clear zone--the total roadside border area starting at the edge of the traveled way, available for
safe use by errant vehicles. This area may consist of a shoulder, a recoverable slope, a non-
recoverable slope, and/or the area at the toe of a non-recoverable slope available for safe use by
an errant vehicle. The desired width is dependent upon the traffic volumes and speeds, and on the
roadside geometry. The current edition of the AASHTO ``Roadside Design Guide'' should be used
as a guide for establishing clear zones for various types of highways and operating conditions.
This publication is available for inspection and copying from the FHWA Washington Headquarters
and all FHWA Division Offices as prescribed in 49 CFR part 7. Copies of current AASHTO
publications are available for purchase from the American Association of State Highway and
Transportation Officials, Suite 225, 444 North Capitol Street, NW, Washington, D.C. 20001, or
electronically at http://www.aashto.org.

Direct Federal highway projects--those active or completed highway projects such as projects
under the Federal Lands Highways Program which are under the direct administration of the
Federal Highway Administration (FHWA)

Federal-aid highway projects--those active or completed highway projects administered by or

through a State transportation department which involve or have involved the use of Federal-aid
highway funds for the development, acquisition of right-of-way, construction or improvement of
the highway or related facilities, including highway beautification projects under 23 U.S.C. 319,
Landscaping and Scenic Enhancement.

Freeway--a divided arterial highway with full control of access.

Highway--any public way for vehicular travel, including the entire area within the right-of-way
and related facilities constructed or improved in whole or in part with Federal-aid or direct Federal
highway funds.

Transportation department--that department, agency, commission, board, or official of any

State or political subdivision thereof, charged by its law with the responsibility for highway
administration.

Private lines--privately owned facilities which convey or transmit the commodities outlined in
the definition of utility facility of this section, but devoted exclusively to private use.

Right-of-way--real property, or interests therein, acquired, dedicated or reserved for the

construction, operation, and maintenance of a highway in which Federal-aid or direct Federal
highway funds are or have been involved in any stage of development. Lands acquired under 23
U.S. C. 319 shall be considered to be highway right-of-way.
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Appendix No. 25
Page 17
Revised 3-30-16

State transportation department--the transportation department of one of the 50 States, the

District of Columbia, or Puerto Rico.

Use and occupancy agreement--the document (written agreement or permit) by which the
transportation department approves the use and occupancy of highway right-of-way by utility
facilities or private lines.

Utility facility--privately, publicly or cooperatively owned line, facility, or system for producing,
transmitting, or distributing communications, cable television, power, electricity, light, heat, gas,
oil, crude products, water, steam, waste, storm water not connected with highway drainage, or
any other similar commodity, including any fire or police signal system or street lighting system,
which directly or indirectly serves the public. The term utility shall also mean the utility company
inclusive of any substantially owned or controlled subsidiary. For the purposes of this part, the
term includes those utility-type facilities which are owned or leased by a government agency for
its own use, or otherwise dedicated solely to governmental use. The term utility includes those
facilities used solely by the utility which are a part of its operating plant.

[50 FR 20345, May 15, 1985, as amended at 51 FR 16834, May 7, 1986; 53 FR 2833, Feb. 2,
1988; 55 FR 25828, June 25, 1990; 60 FR 34850, July 5, 1995; 61 FR 12022, Mar. 25, 1996; 65
FR 70311, Nov. 22, 2000]

Sec. 645.209 General requirements.

(a) Safety. Highway safety and traffic safety are of paramount, but not of sole, importance when
accommodating utility facilities within highway right-of-way. Utilities provide an essential public
service to the general public. Traditionally, as a matter of sound economic public policy and law,
utilities have used public road right-of-way for transmitting and distributing their services. The
lack of sufficient right-of-way width to accommodate utilities outside the desirable clear zone, in
and of itself, is not a valid reason to preclude utilities from occupying the highway right-of-way.
However, due to the nature and volume of highway traffic, the effect of such joint use on the
traveling public must be carefully considered by transportation departments before approval of
utility use of the right-of-way of Federal-aid or direct Federal highway projects is given.
Adjustments in the operating characteristics of the utility or the highway or other special efforts
may be necessary to increase the compatibility of utility-highway joint use. The possibility of this
joint use should be a consideration in establishing right-of-way requirements for highway projects.
In any event, the design, location, and manner in which utilities use and occupy the right-of-way
of Federal-aid or direct Federal highway projects must conform to the clear roadside policies for
the highway involved and otherwise provide for a safe traveling environment as required by 23
U.S.C. 109(l)(1).

(b) New above ground installations. On Federal-aid or direct Federal highway projects, new
above ground utility installations, where permitted, shall be located as far from the traveled
way as possible, preferably along the right-of-way line. No new above ground utility
installations are to be allowed within the established clear zone of the highway unless a
determination has been made by the transportation department that placement
underground is not technically feasible or is unreasonably costly and there are no feasible
alternate locations. In exceptional situations when it is essential to locate such above
ground utility facilities within the established clear zone of the highway, appropriate
countermeasures to reduce hazards shall be used. Countermeasures include placing utility
facilities at locations which protect or minimize exposure to out-of-control vehicles, using
breakaway features, using impact attenuation devices, using delineation, or shielding.
Utility Manual of Instructions
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Appendix No. 25
Page 18
Revised 3-30-16

(c) Installations within freeways.

(1) Each State transportation department shall submit an accommodation plan in

accordance with Secs. 645.211 and 645.215 which addresses how the State
transportation department will consider applications for longitudinal utility installations
within the access control lines of a freeway. This includes utility installations within
interchange areas which must be constructed or serviced by direct access from the main
lanes or ramps. If a State transportation department elects to permit such use, the plan
must address how the State transportation department will oversee such use consistent
with this subpart, Title 23 U.S.C., and the safe and efficient use of the highways.

(2) Any accommodation plan shall assure that installations satisfy the following criteria:

(i) The effects utility installations will have on highway and traffic safety will be
ascertained, since in no case shall any use be permitted which would
adversely affect safety.

(ii) The direct and indirect environmental and economic effects of any loss of
productive agricultural land or any productivity of any agricultural land which
would result from the disapproval of the use of such right-of-way for
accommodation of such utility facility will be evaluated.

(iii) These environmental and economic effects together with any interference
with or impairment of the use of the highway in such right-of-way which would
result from the use of such right-of-way for the accommodation of such utility
facility will be considered.

(iv) [Reserved]

(v) A utility strip will be established along the outer edge of the right-of-way by
locating a utility access control line between the proposed utility installation
and the through roadway and ramps. Existing fences should be retained and,
except along sections of freeways having frontage roads, planned fences
should be located at the freeway right-of-way line. The State or political
subdivision is to retain control of the utility strip right-of-way including its use
by utility facilities. Service connections to adjacent properties shall not be
permitted from within the utility strip.

(3) Nothing in this part shall be construed as prohibiting a transportation department from
adopting a more restrictive policy than that contained herein with regard to longitudinal
utility installations along freeway right-of-way and access for constructing and/or for
servicing such installations.

(d) Uniform policies and procedures. For a transportation department to fulfill its responsibilities
to control utility use of Federal-aid highway right-of-way within the State and its political
subdivisions, it must exercise or cause to be exercised, adequate regulation over such use and
occupancy through the establishment and enforcement of reasonably uniform policies and
procedures for utility accommodation.

(e) Private lines. Because there are circumstances when private lines may be allowed to cross
or otherwise occupy the right-of-way of Federal-aid projects, transportation departments shall
establish uniform policies for properly controlling such permitted use. When permitted, private
Utility Manual of Instructions
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Appendix No. 25
Page 19
Revised 3-30-16

lines must conform to the provisions of this part and the provisions of 23 CFR 1.23(c) for
longitudinal installations.

(f) Direct Federal highway projects. On direct Federal highway projects, the FHWA will apply, or
cause to be applied, utility and private line accommodation policies similar to those required on
Federal-aid highway projects. When appropriate, agreements will be entered into between the
FHWA and the transportation department or other government agencies to ensure adequate
control and regulation of use by utilities and private lines of the right-of-way on direct Federal
highway projects.

(g) Projects where state lacks authority. On Federal-aid highway projects where the State
transportation department does not have legal authority to regulate highway use by utilities and
private lines, the State transportation department must enter into formal agreements with those
local officials who have such authority. The agreements must provide for a degree of protection to
the highway at least equal to the protection provided by the State transportation department's
utility accommodation policy approved under the provisions of Sec. 645.215(b) of this part. The
project agreement between the State transportation department and the FHWA on all such
Federal-aid highway projects shall contain a special provision incorporating the formal agreements
with the responsible local officials.

(h) Scenic areas. New utility installations, including those needed for highway purposes, such
as for highway lighting or to serve a weigh station, rest area or recreation area, are not permitted
on highway right-of-way or other lands which are acquired or improved with Federal-aid or direct
Federal highway funds and are located within or adjacent to areas of scenic enhancement and
natural beauty. Such areas include public park and recreational lands, wildlife and waterfowl
refuges, historic sites as described in 23 U.S.C. 138, scenic strips, overlooks, rest areas and
landscaped areas. The State transportation department may permit exceptions provided the
following conditions are met:

(1) New underground or aerial installations may be permitted only when they do not
require extensive removal or alteration of trees or terrain features visible to the
highway user or impair the aesthetic quality of the lands being traversed.

(2) Aerial installations may be permitted only when:

(i) Other locations are not available or are unusually difficult and costly, or are
less desirable from the standpoint of aesthetic quality,

(ii) Placement underground is not technically feasible or is unreasonably costly,

and

(iii) The proposed installation will be made at a location, and will employ suitable
designs and materials, which give the greatest weight to the aesthetic qualities of
the area being traversed. Suitable designs include, but are not limited to, self-
supporting armless, single-pole construction with vertical configuration of
conductors and cable.

(3) For new utility installations within freeways, the provisions of paragraph (c) of this
section must also be satisfied.
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Appendix No. 25
Page 20
Revised 3-30-16

(i) Joint use agreements. When the utility has a compensable interest in the land occupied by
its facilities and such land is to be jointly occupied and used for highway and utility purposes, the
transportation department and utility shall agree in writing as to the obligations and
responsibilities of each party. Such joint-use agreements shall incorporate the conditions of
occupancy for each party, including the rights vested in the transportation department and the
rights and privileges retained by the utility. In any event, the interest to be acquired by or vested
in the transportation department in any portion of the right-of-way of a Federal-aid or direct
Federal highway project to be vacated, used or occupied by utilities or private lines, shall be
adequate for the construction, safe operation, and maintenance of the highway project.

(j) Traffic control plan. Whenever a utility installation, adjustment or maintenance activity will
affect the movement of traffic or traffic safety, the utility shall implement a traffic control plan and
utilize traffic control devices as necessary to ensure the safe and expeditious movement of traffic
around the work site and the safety of the utility work force in accordance with procedures
established by the transportation department. The traffic control plan and the application of traffic
control devices shall conform to the standards set forth in the current edition of the ``Manual on
Uniform Traffic Control Devices'' (MUTCD) and 23 CFR part 630, subpart J. This publication is
available for inspection and copying from the FHWA Washington Headquarters and all FHWA
Division Offices as prescribed in 49 CFR part 7.

(k) Corrective measures. When the transportation department determines that existing utility
facilities are likely to be associated with injury or accident to the highway user, as indicated by
accident history or safety studies, the transportation department shall initiate or cause to be
initiated in consultation with the affected utilities, corrective measures to provide for a safer traffic
environment. The corrective measures may include changes to utility or highway facilities and
should be prioritized to maximum safety benefits in the most cost-effective manner. The
scheduling of utility safety improvements should take into consideration planned utility
replacement or upgrading schedules, accident potential, and the availability of resources. It is
expected that the requirements of this paragraph will result in an orderly and positive process to
address the identified utility hazard problems in a timely and reasonable manner with due regard
to the effect of the corrective measures on both the utility consumer and the road user. The type
of corrective measures is not prescribed. Any requests received involving Federal participation in
the cost of adjusting or relocating utility facilities pursuant to this paragraph shall be subject to the
provisions of 23 CFR part 645, subpart A, Utility Relocations, Adjustments and Reimbursement,
and 23 CFR part 924, Highway Safety Improvement Program.

(l) Wetlands. The installation of privately owned lines or conduits on the right-of-way of
Federal-aid or direct Federal highway projects for the purpose of draining adjacent wetlands onto
the highway right-of-way is considered to be inconsistent with Executive Order 11990, Protection
of Wetlands, dated May 24, 1977, and shall be prohibited.

(m) Utility determination. In determining whether a proposed installation is a utility or not, the
most important consideration is how the STD views it under its own State laws and/or regulations.

[50 FR 20354, May 15, 1985, as amended at 53 FR 2833, Feb. 2, 1988; 60 FR 34851, July 5,
1995; 65 FR 70311, Nov. 22, 2000]
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Appendix No. 25
Page 21
Revised 3-30-16

Sec. 645.211 State transportation department accommodation policies.

The FHWA should use the current editions of the AASHTO publications, ``A Guide for
Accommodating Utilities Within Highway Right-of-Way'' and ``Roadside Design Guide'' to assist in
the evaluation of adequacy of STD utility accommodation policies. These publications are
available for inspection from the FHWA Washington Headquarters and all FHWA Division Offices
as prescribed in 49 CFR part 7. Copies of current AASHTO publications are available for purchase
from the American Association of State Highway and Transportation Officials, Suite 225,
444 North Capitol Street NW, Washington, DC 20001, or electronically at http://www.aashto.org.
At a minimum, such policies shall make adequate provisions with respect to the following:

(a) Utilities must be accommodated and maintained in a manner which will not impair the
highway or adversely affect highway or traffic safety. Uniform procedures controlling the manner,
nature and extent of such utility use shall be established.

(b) Consideration shall be given to the effect of utility installations in regard to safety, aesthetic
quality, and the costs or difficulty of highway and utility construction and maintenance.

(c) The State transportation department's standards for regulating the use and occupancy of
highway right-of-way by utilities must include, but are not limited to, the following:

(1) The horizontal and vertical location requirements and clearances for the various types
of utilities must be clearly stated. These must be adequate to ensure compliance with the
clear roadside policies for the particular highway involved.

(2) The applicable provisions of government or industry codes required by law or

regulation must be set forth or appropriately referenced, including highway design
standards or other measures which the State transportation department deems
necessary to provide adequate protection to the highway, its safe operation, aesthetic
quality, and maintenance.

(3) Specifications for and methods of installation; requirements for preservation and
restoration of highway facilities, appurtenances, and natural features and vegetation on
the right-of-way; and limitations on the utility's activities within the right-of-way including
installation within areas set forth by Sec. 645.209(h) of this part should be prescribed as
necessary to protect highway interests.

(4) Measures necessary to protect traffic and its safe operation during and after
installation of facilities, including control-of-access restrictions, provisions for rerouting or
detouring traffic, traffic control measures to be employed, procedures for utility traffic
control plans, limitations on vehicle parking and materials storage, protection of open
excavations, and the like must be provided.

(5) A State transportation department may deny a utility's request to occupy highway
right-of-way based on State law, regulation, or ordinances or the State transportation
department's policy. However, in any case where the provisions of this part are to be
cited as the basis for disapproving a utility's request to use and occupy highway right-of-
way, measures must be provided to evaluate the direct and indirect environmental and
economic effects of any loss of productive agricultural land or any impairment of the
productivity of any agricultural land that would result from the disapproval. The
Utility Manual of Instructions
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Appendix No. 25
Page 22
Revised 3-30-16

environmental and economic effects on productive agricultural land together with the
possible interference with or impairment of the use of the highway and the effect on
highway safety must be considered in the decision to disapprove any proposal by a utility
to use such highway right-of-way.

(d) Compliance with applicable State laws and approved State transportation department utility
accommodation policies must be assured. The responsible State transportation department's file
must contain evidence of the written arrangements which set forth the terms under which utility
facilities are to cross or otherwise occupy highway right-of-way. All utility installations made on
highway right-of-way shall be subject to written approval by the State transportation department.
However, such approval will not be required where so provided in the use and occupancy
agreement for such matters as utility facility maintenance, installation of service connections on
highways other than freeways, or emergency operations.

(e) The State transportation department shall set forth in its utility accommodation plan detailed
procedures, criteria, and standards it will use to evaluate and approve individual applications of
utilities on freeways under the provisions of Sec. 645.209(c) of this part. The State transportation
department also may develop such procedures, criteria and standards by class of utility. In
defining utility classes, consideration may be given to distinguishing utility services by type, nature
or function and their potential impact on the highway and its user.

(f) The means and authority for enforcing the control of access restrictions applicable to utility
use of controlled access highway facilities should be clearly set forth in the State transportation
department plan.

(Information collection requirements in paragraphs (a), (b) and (c) were approved under control
number 2125-0522, and paragraph (d) under control number 2125-0514)

[50 FR 20354, May 15, 1985, as amended at 53 FR 2834, Feb. 2, 1988; 55 FR 25828, June 25,
1990; 65 FR 70312, Nov. 22, 2000]

Sec. 645.213 Use and occupancy agreements (permits).

The written arrangements, generally in the form of use and occupancy agreements setting forth
the terms under which the utility is to cross or otherwise occupy the highway right-of-way, must
include or incorporate by reference:

(a) The transportation department standards for accommodating utilities. Since all of the
standards will not be applicable to each individual utility installation, the use and occupancy
agreement must, as a minimum, describe the requirements for location, construction, protection
of traffic, maintenance, access restriction, and any special conditions applicable to each
installation.

(b) A general description of the size, type, nature, and extent of the utility facilities being
located within the highway right-of-way.

(c) Adequate drawings or sketches showing the existing and/or proposed location of the utility
facilities within the highway right-of-way with respect to the existing and/or planned highway
improvements, the traveled way, the right-of-way lines and, where applicable, the control of
access lines and approved access points.
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Appendix No. 25
Page 23
Revised 3-30-16

(d) The extent of liability and responsibilities associated with future adjustment of the utilities to
accommodate highway improvements.

(e) The action to be taken in case of noncompliance with the transportation department's
requirements.

(f) Other provisions as deemed necessary to comply with laws and regulations.

(Approved by the Office of Management and Budget under control number 2125-0522)

Sec. 645.215 Approvals.

(a) Each State transportation department shall submit a statement to the FHWA on the
authority of utilities to use and occupy the right-of-way of State highways, the State transportation
department's power to regulate such use, and the policies the State transportation department
employs or proposes to employ for accommodating utilities within the right-of-way Federal-aid
highways under its jurisdiction. Statements previously submitted and approved by the FHWA
need not be resubmitted provided the statement adequately addresses the requirements of this
part. When revisions are deemed necessary the changes to the previously approved statement
may be submitted separately to the FHWA for approval. The State transportation department
shall include similar information on the use and occupancy of such highways by private lines
where permitted. The State shall identify those areas, if any, of Federal-aid highways within its
borders where the State transportation department is without legal authority to regulate use by
utilities. The statement shall address the nature of the formal agreements with local officials
required by Sec. 645.209(g) of this part. It is expected that the statements required by this part or
necessary revisions to previously submitted and approved statements will be submitted to FHWA
within 1 year of the effective date of this regulation.

(b) Upon determination by the FHWA that a State transportation department's policies satisfy
the provisions of 23 U.S.C. 109, 111, and 116, and 23 CFR 1.23 and 1.27, and meet the
requirements of this regulation, the FHWA will approve their use on Federal-aid highway
projects in that State

(c) Any changes, additions or deletions the State transportation department proposes to the
approved policies are subject to FHWA approval.

(d) When a utility files a notice or makes an individual application or request to a STD to use or
occupy the right-of-way of a Federal-aid highway project, the STD is not required to submit the
matter to the FHWA for prior concurrence, except when the proposed installation is not in
accordance with this regulation or with the STD's utility accommodation policy approved by the
FHWA for use on Federal-aid highway projects.

(e) The State transportation department's practices under the policies or agreements approved
under Sec. 645.215(b) of this part shall be periodically reviewed by the FHWA.

(Information collection requirements in paragraph (a) were approved by the Office of

Management and Budget under control number 2125-0514)

[50 FR 20354, May 15, 1985, as amended at 53 FR 2834, Feb. 2, 1988; 60 FR 34851, July 5,
1995; 65 FR 70312, Nov. 22, 2000]
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This Page Left Blank Intentionally

Utility Manual of Instructions
11th Edition October 1, 2016

Appendix No. 26
Sheet 1 of 2
Revised 3-30-16

LIST OF UTILITY COMPANIES HAVING SIGNED MASTER UTILITY AGREEMENT

UTILITY COMPANY DATE OF AGREEMENT

1. A & N Electric Cooperative 8-2-84
2. Alpha Water Corporation 7-11-91
3. Amelia Telephone Corporation 11-21-86
4. American Electric Power 3-11-02
5. Appalachian Power Company 11-15-84
6. Arlington County Department of Public Works 6-19-87
7. AT & T Communications 3-25-85
8. Augusta County Service Authority 11-19-84
9. BARC Electric Cooperative 6-19-84
10. Bedford, City of 10-29-86
11. Blackstone, Town of 2-8-88
12. Bristol Virginia Utilities Board 12-26-84
13. Buchanan County Public Service Authority 2-12-84
14. Buggs Island Telephone Cooperative 1-22-87
15. Campbell County Utilities & Service Authority 5-25-84
16. Central Telephone Company of Virginia (Centel) (CenturyLink) 5-17-84
17. Central Virginia Electric Cooperative 8-10-84
18. CNG Transmission Corporation 11-07-95
19. Chesapeake & Potomac Telephone Co. of VA(Bell) (Verizon Virginia) 12-18-84
20. Citizens Telephone Cooperative 4-2-86
21. Clifton Forge Waynesboro Telephone Company (Lumos) 6-11-85
22. Colonial Pipeline Company 8-23-84
23. Columbia Gas of Virginia 1-8-85
24. Columbia Gas Transmission Corporation (Columbia Pipeline Group) 7-22-88
25. Commonwealth Gas Pipeline Corporation 10-19-84
26. Commonwealth Gas Services (Columbia) 10-8-86
27. Community Electric Cooperative 8-3-84
28. Continental Telephone Company of Virginia (CONTEL)(Verizon South) 11-19-84
29. Craig-Botetourt Electric Cooperative 10-9-85
30. Danville, City of 8-14-84
31. Delmarva Power & Light Company (A&N) 7-8-85
32. Dinwiddie County Water Authority 2-6-87
33. Dominion Virginia Power 5-8-2013
34. East Tennessee Natural Gas (Spectra) 8-12-96
35. Fairfax County Water Authority 4-10-85
36. Fairfax County (DPW) 1-16-87
37. Frederick County Sanitation Authority 2-27-89
38. General Telephone Company of the Southeast 12-14-84
39. Henry County Public Service Authority 5-22-87
40. Loudoun County Sanitation Authority 10-28-91
41. Madison Heights Sanitary District 4-16-85
42. Manassas, City of 6-9-95
43. McGaheysville Water Company 2-12-85
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Appendix No. 26
Sheet 2 of 2
Revised 3-30-16

44. MCI Telecommunications Corporation (Verizon Business) 4-25-89

45. Mecklenburg Electric Cooperative 5-16-84
46. Mountain Grove-Williamsville Telephone Company 6-26-89
47. New Castle Telephone Company 12-09-91
48. Newport News, City of 7-1-84
49. Northern Neck Electric Cooperative 8-9-84
50. Northern Virginia Electric Cooperative 2-28-85
51. Old Dominion Power Company 1-24-85
52. Peoples Mutual Telephone Company, Inc. (Fairfield) 5-3-84
53. Plantation Pipe Line Company 5-17-84
54. Potomac Edison Company, The 11-20-84
55. Potomac Electric Power Company 2-14-85
56. Powell Valley Electric Cooperative 5-8-84
57. Prince George Electric Cooperative 5-31-84
58. Prince William County Service Authority 12-06-91
59. Rappahannock Electric Cooperative 5-7-84
60. Roanoke & Botetourt Telephone Company (Lumos) 6-24-86
61. Roanoke Gas Company 5-2-88
62. Rockingham County 5-16-85
63. Scott County Telephone Company 4-27-84
64. Shenandoah Gas Company 4-30-84
65. Shenandoah Telephone Company 11-15-84
66. Shenandoah Valley Electric Cooperative 4-16-84
67. South Boston, City of 6-10-85
68. SouthernNet of Virginia 11-9-88
69. Southside Electric Cooperative 4-28-86
70. Southwestern Virginia Gas Company 7-12-91
71. Transcontinental Gas Pipe Line Corporation 9-4-87
72. U.S. Sprint Communications Company 10-19-88
73. United Cities Gas Company (Atmos) 7-9-97
74. United Inter-Mountain Telephone Company (CenturylyLink) 5-7-84
75. Virginia Natural Gas 6-3-87
76. Virginia American Water Company 1-20-87
77. Washington Gas Light Company 5-18-84
78. Washington County Service Authority 2-28-85
79. WilTel (Formerly Lightnet) 12-14-88
Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation

Appendix No. 27
Sheet 1 of 3
Revised 3-30-16

AGREEMENT
among
(Name of Utility Owner)
and
(Name of Municipality)
and
COMMONWEALTH OF VIRGINIA
DEPARTMENT OF TRANSPORTATION
for
RELOCATION AND ADJUSTMENT OF
(Type of Facilities)

THIS AGREEMENT, made and entered into as of the day of ,.19 , by

and among the (Name of Utility Owner) (hereinafter called (NAME) and the (Name of

Municipality) (hereinafter called MUNICIPALITY) and the COMMONWEALTH OF VIRGINIA,

DEPARTMENT OF TRANSPORTATION (hereinafter called STATE).

WITNESSETH

WHEREAS, the MUNICIPALITY and STATE are participating in the construction or

reconstruction of a section of highway designated as (Route No.) Project: (Project No.), which
will necessitate changes in the (NAME)’S (Type of Facilities); and

WHEREAS, the (NAME), MUNICIPALITY and the STATE wish to agree upon the terms
and conditions under which the (NAME) will make the changes in its (Type of Facilities) and the
MUNICIPALITY and STATE will reimburse the (NAME) the applicable cost incurred by such
changes as hereinafter set forth;

NOW THEREFORE, for and in consideration of the premises and of the mutual
covenants herein contained, the parties hereto agree as follows:

SECTION I

The (NAME), after receiving authorization from the STATE, will with due diligence and
dispatch relocate and adjust its (Type of Facilities) in accordance with the attached plans, said
plans being identified as: (Description of Utility Plans) showing existing and proposed (Type of
Facilities).
Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation

Appendix No. 27
Sheet 2 of 3
3-30-16
SECTION II

(a) It has been determined that the Project is responsible for bearing the applicable cost of
this adjustment as indicated on the attached plans. The estimated cost of this adjustment to be
borne by the MUNICIPALITY and STATE is (Total Applicable Cost) as set forth in the attached
estimate, said estimate being identified as (Description of Utility Estimate).

(b) The MUNICIPALITY is responsible for (Percentage) of the actual applicable cost of the
adjustment and the STATE is responsible for (Percentage) of the actual applicable cost of the
adjustment.

(c) The MUNICIPALITY shall permit the (NAME) to trim, cut and keep clear trees
undergrowth and other obstructions under and adjacent to its facilities within the
MUNICIPALITY'S right of way which may endanger or interfere with the efficient operations of
the (Type of Facilities). The extent of and the techniques used in such trimming, cutting, and
clearing shall be mutually agreed upon by authorized representatives of the MUNICIPALITY and
the (NAME).

SECTION III

(a) In the event the MUNICIPALITY should request at any time hereafter that the facilities
as adjusted onto street rights Of ways at project expense be again adjusted when they are
located on street rights of way, the MUNICIPALITY will pay the (NAME) the applicable cost
incurred by the (NAME) in connection with such alterations, rebuilding or relocation of its
facilities.

(b) In the event the MUNICIPALITY should request at any time hereafter that the facilities
which were not adjusted hereunder, but for which the (NAME)’S rights of way were
encompassed, by the street rights of way be adjusted, the MUNICIPALITY will pay the (NAME)
the applicable costs incurred by the (NAME) in connection with such alterations, rebuilding or
relocation of its facilities

(c) In the event the MUNICIPALITY should request at any time hereafter that the facilities as
adjusted onto street rights of way at (NAME)’s expense, be again adjusted when they are
located on street rights of way, the (NAME) will alter, rebuild or relocate its facilities in
accordance with the terms of the franchise agreement.

SECTION IV

(a) The work will be done and all records kept in accordance with Code of Federal
Regulations Title 23, Chapter 1, Part 645, and any revisions or supplements thereto, in effect as
of the date of this agreement. Actual and related indirect costs will be accumulated by the
(NAME) and kept in accordance with a work order accounting procedure as prescribed or
accepted by the (Name of Regulator).
Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation

Appendix No. 27
Sheet 3 of 3
3-30-16

(b) All costs, records and accounts are subject to audit by authorized representatives of the
MUNICIPALITY and STATE. During the progress of construction and for a period of three years
from the date final payment has been received by the (NAME), the records pertaining to the
adjustment and accounting therefore will be available for inspection by representatives of the
MUNICIPALITY, STATE and Federal Highway Administration.

IN WITNESS WHEREOF, each party hereto has caused this Agreement to be executed
in triplicate in its name and on its behalf by its duly authorized officer or agent as of the day and
year first above written.

In the presence of: (Name of Utility Owner)

By:
As to the (Name of Utility Owner) Title

In the presence of: (Name of Municipality)

By:
As to the (Name of Municipality) Title

In the presence of: COMMONWEALTH OF VIRGINIA

DEPARTMENT OF TRANSPORTATION

By:
As to the Commonwealth State R/W & Utilities Director
Utility Manual of Instructions
11th Edition October 1, 2016

This Page Left Blank Intentionally

Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation

Appendix No. 28
Sheet 1 of 3
3-30-16

AGREEMENT
between
(Name of Municipality)
and
COMMONWEALTH OF VIRGINIA
DEPARTMENT OF TRANSPORTATION
FOR ADJUSTMENT OF
(Type of Facilities)

THIS AGREEMENT, made and entered into as of the day of , 19 ,

by and between the (Name of Municipality) (hereinafter called MUNICIPALITY) and the

COMMONWEALTH OF VIRGINIA, DEPARTMENT OF TRANSPORTATION, (herein after called

STATE).

WITNESSETH

WHEREAS, the STATE and MUNICIPALITY are participating in the construction or

reconstruction of a section of highway designated as (Route No.), Project: (Project No.) which will
necessitate changes in the MUNICIPALITY'S (Type of Facilities); and,

WHEREAS, the STATE and the MUNICIPALITY wish to agree upon the terms and
conditions under which the necessary changes will be made as hereinafter set forth;

NOW THEREFORE, for and in consideration of the premises and of the mutual covenants
herein contained, the parties hereto agree as follows:

SECTION I

(a) It will be to the best interest of the STATE and the MUNICIPALITY to have these
(Type of Facilities) included in the highway contract to be adjusted by the highway contractor.

(b) The STATE, through its highway contractor will relocate and adjust the
MUNICIPALITY'S (Type of Facilities) in accordance with the attached plans and the STATE'S
Road and bridge Specifications; said plans being identified as (Description of Utility Plans) of the
STATE'S project construction plans for Project: (Project No.).
Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation

Appendix No. 28
Sheet 2 of 3
3-30-16

SECTION II

(a) It has been determined that the project is responsible for bearing (Applicable Cost)
of the (Type of Facilities) adjustments indicated in Section I (b).

(b) It has been determined that the MUNICIPALITY is responsible for bearing
(Applicable Cost) of the (Type of Facilities) adjustments indicated in SECTION I(b), due to
betterment and will reimburse the STATE for these items included in the highway contract.
Reimbursement will be based on the unit prices in the highway contract, awarded by the STATE,
plus the applicable construction engineering costs.

(c) The MUNICIPALITY is responsible for (Percentage) of the project cost of the
adjustment and the STATE is responsible for (Percentage) of the project cost of the adjustment.

(d) In the event, at any time hereafter that the (Type of Facilities) indicated in
SECTION I(b) be altered, rebuilt or relocated due to highway construction, the applicable cost
incurred by the MUNICIPALITY in connection with such alteration, rebuilding or relocation of its
facilities will be paid in accordance with the prevailing laws or rules and regulations in effect at the
time the work is performed.

SECTION III

(a) The MUNICIPALITY will perform certain incidental work in conjunction with the
utility work included in the highway contract such as (Type of Work) and will also inspect the utility
relocation work with its own forces, reporting through the Highway Resident Engineer, and upon
completion will certify to the STATE that the work included in the highway contract was performed
in a satisfactory manner. The total estimated cost of this incidental work and inspection is (Cost)
as outlined in the attached letter dated (Date) from ( ), and will be borne as
indicated in SECTION II of this agreement. The MUNICIPALITY hereby agrees to submit bills for
actual costs incurred and to keep accurate records in accordance with Code of Federal
Regulations Title 23, Chapter 1, Part 645, and any revisions or supplements thereto, in effect as
of the date of this agreement. All costs, records and accounts are subject to audit by authorized
representatives of the STATE and/or Federal Highway Administration. During the progress of
construction and for a period of three years from the date final payment has been received by the
Municipality, the records pertaining to the adjustment and accounting therefor will be available for
inspection by authorized representatives of the STATE and Federal Highway Administration.

The MUNICIPALITY agrees that the existing facilities which are to be abandoned will
become the property of the STATE'S highway contractor. Any salvage value derived therefor will
accrue to the STATE'S highway contractor.
Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation

Appendix No. 28
Sheet 3 of 3
3-30-16

IN WITNESS WHEREOF, each party has caused this agreement to be executed in

duplicate in its name and on its behalf by its duly authorized officer as of the day and year first
above written.

In the presence of: (Name of Municipality)

By:
As to the (Name of Municipality) Title

In the presence of: COMMONWEALTH OF VIRGINIA

DEPARTMENT OF TRANSPORTATION

By:
As to the Commonwealth State R/W & Utilities & Director
Utility Manual of Instructions
11th Edition October 1, 2016

This Page Left Blank Intentionally

Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation

Appendix No. 29
Sheet 1 of 2
3-30-16

AGREEMENT
between

and
COMMONWEALTH OF VIRGINIA
DEPARTMENT OF TRANSPORTATION
for
BRIDGE ATTACHMENT

THIS AGREEMENT, made and entered into as of the _ day of _, 19 _, by and

between the (Name of Utility Owner) (hereinafter called UTILITY), and the COMMONWEALTH OF
VIRGINIA, DEPARTMENT OF TRANSPORTATION (hereinafter called the STATE).

WITNESSETH

WHEREAS, the STATE is proposing to construct a bridge structure designated as Project ,B

_, and ;

WHEREAS, the UTILITY has requested the STATE to include a bridge attachment, in the construction of
this structure; and

WHEREAS, the STATE and UTILITY wish to agree upon the terms and conditions under which the bridge
attachment will be constructed as hereinafter set forth:

NOW THEREFORE, for and in consideration of the premises and of the mutual covenants herein
contained, the parties hereto agree as follows:

SECTION I

(a) It will be to the best interest of the STATE and the UTILITY to have the bridge attachment
included in the highway contract to be constructed by the highway contractor.

(b) The STATE, through its highway contractor, will construct the UTILITY’S bridge attachment which
consists of in accordance with attached plans; said plans being identified as _ half
size plan sheets, numbered of the STATE’S Construction plans for Project _.

SECTION II

(a) The STATE will upon application by the UTILITY, issue and continue in effect a permit to the
UTILITY for the construction, maintenance and use of the bridge attachment indicated in SECTION I (b).
Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation

Appendix No. 29
Sheet 2 of 2
3-30-16

(b) It has been determined that the UTILITY is responsible for bearing 100% of the cost of the bridge
attachment indicated in SECTION I (b) and will reimburse the STATE for the cost of this bridge
attachment included in the highway contract. Reimbursement will be based on the lump sum price in the
highway contract, awarded by the STATE, plus the applicable construction engineering cost. Payment
shall be due and payable in thirty (30) days from the date of the STATE’S billing.

SECTION III

(a) The bridge attachment of the UTILITY erected under such a permit shall be and remain the
property of the UTILITY, no charge shall at any time be made for the use of the bridge structure occupied
by the UTILITY’S bridge attachment, or for the privilege of constructing, maintaining, and using said bridge
attachment. Any construction or maintenance operations to be performed by the UTILITY within the
STATE right of way must have prior approval of the STATE. When emergency conditions require
immediate maintenance operations by the UTILITY, such operations may be performed without advance
notice to the STATE. The UTILITY will, to the best of its ability, perform all operations within the STATE
right of way in a manner which will reduce to a minimum interference to the flow of traffic and disturbance
of the roadways, which will provide a maximum of safety to traffic and to the UTILITY’S forces. Any
liability incurred as a result of such performance shall be assumed by the UTILITY.

(b) In the event the STATE should request at any time hereafter that the bridge attachment be
relocated, the UTILITY will remove and/or relocate the bridge attachment at no cost to the STATE.

SECTION IV

The UTILITY will also inspect the bridge attachment with its own forces, reporting through the
Transportation Resident Engineer, and upon completion will certify to the STATE that the bridge
attachment included in the highway contract was performed in a satisfactory manner. The UTILITY
agrees to bear the cost of this inspection.

IN WITNESS WHEREOF, each party has caused this agreement to be executed in duplicate in
its name and on its behalf by its duly authorized officer as of the day and year first above written.

In the presence of:

By:
As to the ( ) Title

In the presence of: COMMONWEALTH OF VIRGINIA

DEPARTMENT OF TRANSPORTATION

By:
As to the Commonwealth State R/W & Utilities & Director
Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation

Appendix No. 30
Sheet 1 of 4
3-30-16

AGREEMENT
among

and

and
COMMONWEALTH OF VIRGINIA, DEPARTMENT OF TRANSPORTATION
for
RELOCATION AND ADJUSTMENT OF

THIS AGREEMENT, made and entered into as of the day of , 20____, by

and among the (hereinafter called UTILITY), and the
( hereinafter called MUNICIPALITY) and the COMMONWEALTH OF VIRGINIA, DEPARTMENT
OF TRANSPORTATION (hereinafter called STATE).

WITNESSETH

WHEREAS, the MUNICIPALITY and STATE are participating in the construction or

reconstruction of a section of highway designated as Project: , which
will necessitate changes in the UTILITY'S facilities; and

WHEREAS, the MUNICIPALITY has provided a resolution requesting that the existing
overhead utilities be placed underground on this project in accordance with the STATE'S policy
on placing utility facilities underground; and

WHEREAS, the UTILITY, the MUNICIPALITY and the STATE wish to agree upon the terms
and conditions under which the UTILITY will make the necessary changes in its (type)
facilities and the MUNICIPALITY and STATE will reimburse the UTILITY the applicable cost
incurred by such changes as hereinafter set forth.

NOW THEREFORE, for and in consideration of the premises and of the mutual covenants
herein contained, the parties hereto agree as follows:

SECTION I

The UTILITY, after receiving authorization from the STATE, will with due diligence and
dispatch relocate and adjust its
facilities in accordance with the attached plans, said plans being identified as:
facilities.showing existing and proposed
Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation

Appendix No. 30
Sheet 2 of 4
3-30-16

SECTION II

In accordance with the STATE'S policy for placing utility facilities underground, it has been
determined that the theoretical replacement facility cost is $ .

(a) It has been determined that the Project is responsible for bearing % of the cost in
connection with the utility adjustments indicated on the attached plans. The project cost is
and is to be borne 2% by the MUNICIPALITY and 98% by the STATE.

(b) It has been determined that the UTILITY is responsible for bearing %. of the
theoretical replacement facility cost in connection with the utility adjustments indicated on the
attached plans and the cost is $ .

SECTION III

In accordance with the STATE'S policy for placing utility facilities underground, it has been
determined that the STATE and MUNICIPALITY is responsible for bearing the additional
nonbetterment cost of the adjustments as indicated on the plans described in SECTION I
hereof. The estimated additional nonbetterment cost of this adjustment to be borne by the
MUNICIPALITY and the STATE is $ as set forth in the attached estimate, said
estimate being identified as .

(a) The STATE is responsible for bearing 50% of the actual applicable additional cost of the
adjustment, except that in no case shall the STATE bear more than $5,000,000.00 of the
additional cost to underground all types of overhead utility facilities on the above described
project.

(b) The MUNICIPALITY is responsible for paying a minimum of 50% of the actual applicable
additional cost of the adjustment. The MUNICIPALITY is responsible for paying 100% of that
portion of any additional cost for placing utility facilities underground that exceed
$10,000,000.00, should the total additional cost of all types of facilities exceed
$10,000,000.00 on the above described project.

SECTION IV

The MUNICIPALITY shall permit the UTILITY to trim, cut and keep clear trees, undergrowth
and other obstructions under and adjacent to its facilities within the MUNICIPALITY'S right of
way which may endanger or interfere with the efficient operations of the
facilities. The extent of and the techniques used in such trimming, cutting, and clearing shall be
mutually agreed upon by authorized representatives of the MUNICIPALITY and the UTILITY.
Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation

Appendix No. 30
Sheet 3 of 4
3-30-16

SECTION V

(a) In the event the MUNICIPALITY should request at any time hereafter that the facilities as
adjusted onto street rights of way at project expense be again adjusted when they are located
on street rights of way, the MUNICIPALITY will pay the UTILITY the applicable cost incurred by
the UTILITY in connection with such alterations, rebuilding or relocation of its facilities.

(b) In the event the MUNICIPALITY should request at any time hereafter that the facilities
which were not adjusted hereunder, but for which the UTILITY'S rights of way were
encompassed by the street rights of way, be adjusted, the MUNICIPALITY will pay the UTILITY
the applicable costs incurred by the UTILITY in connection with such alterations, rebuilding or
relocation of its facilities.

(c) In the event the MUNICIPALITY should request at any time hereafter that the facilities as
adjusted onto street rights of ways at UTILITY'S expense, be again adjusted when they are
located on street rights of way, the UTILITY will alter, rebuild or relocate its facilities in
accordance with the terms of the franchise agreement.

SECTION VI

(a) The work will be done and all records kept in accordance with the Code of Federal
Regulations Title 23, Chapter 1, Part 645 and any revisions or supplements thereto, in effect as
of the date of this agreement. Actual and related indirect costs will be accumulated by the
UTILITY and kept in accordance with a work order accounting procedure as prescribed or
accepted by the .

(b) All costs, records and accounts are subject to audit by authorized representatives of the
MUNICIPALITY and STATE. During the progress of construction and for a period of three years
from the date final payment has been received by the UTILITY, the records pertaining to the
adjustment and accounting therefor will be available for inspection by representatives of the
MUNICIPALITY, STATE and Federal Highway Administration.

SECTION VII

The STATE shall reimburse the UTILITY for all applicable nonbetterment cost for the
adjustment as indicated on the plans described in SECTION I hereof. The MUNICIPALITY shall
reimburse the STATE for its share of the cost in accordance with the following plan:

(a) The MUNICIPALITY'S share of the adjustment indicated in SECTION II (a) hereof shall
be billed and paid in accordance with the current procedures for project reimbursement by a
municipality.
Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation

Appendix No. 30
Sheet 4 of 4
3-30-16

(b) Within thirty days of the execution of this agreement or the authorization to proceed with
the utility relocation work, whichever is the latest, the MUNICIPALITY shall pay the STATE the
sum of $ , to be applied to its share of the cost as outlined in SECTION III (b) hereof.

(c) On , (year), the MUNICIPALITY shall pay the STATE the sum of $
to be applied to its share of the cost as outlined in SECTION III (b) hereof.

(d) On , (year), the MUNICIPALITY shall pay the STATE the sum of $_ to
be applied to its share of the cost as outlined in SECTION III (b) hereof.

[as many as needed]

(e) Within ninety days after receipt of the final billing from the UTILITY, the STATE shall
provide a summary to the MUNICIPALITY, which shall reconcile the amount of the
MUNICIPALITY'S share as outlined in SECTION III(B) hereof, with the amount paid as indicated
above. The difference shall be paid by the MUNICIPALITY to the STATE or refunded to the
MUNICIPALITY by the STATE, within thirty days of the date of the summary.

IN WITNESS WHEREOF, each party hereto has caused this Agreement to be executed in
triplicate in its name and on its behalf by its duly authorized officer or agent as of the day and
year first above written.

In the presence of: (Name of Utility Owner)

By:
As to the (Name of Utility Owner) Title

In the presence of: (Name of Municipality)

By:
As to the (Name of Municipality) Title

In the presence of: COMMONWEALTH OF VIRGINIA

DEPARTMENT OF TRANSPORTATION

By:
As to the Commonwealth State R/W & Utilities & Director
Utility Manual of Instructions
11th Edition October 1, 2016
Appendix 31
Sheet 1 of 12
Rev. 3-30-16
The latest updates are at: <http://www.virginiadot.org/business/locdes/rdmanual-index.asp>
A-32

SECTION A-2-CLEAR ZONE GUIDELINES

INTRODUCTION
If practicable, a traversable recovery area for errant vehicles should be provided beyond
the edge of the traveled way (edge of mainline pavement) in order to improve highway
safety. Ideally this recovery area or "clear zone" should be free of obstacles such as
unyielding sign and luminaire supports, non-traversable drainage structures, utility poles
and steep slopes. It must be noted that clear zone roadside design involves a series of
compromises between "absolute" safety and "engineering, environmental and economic
constraints." The following clear zone guidelines were developed using the 1989
AASHTO Roadside Design Guide.

The recommended width of clear zone as discussed in the Roadside Design Guide is
influenced by the traffic volume, speed, and embankment slope (see TABLE A-2-1). The
Roadside Design Guide will be used as reference for determination of clear zones for
Freeways; Rural and Urban Arterials (with shoulders); and Rural and Urban Collectors
(with shoulders) with design speeds of 50 mph or greater and with design year ADT
volumes greater than 2000. For Rural and Urban collectors with design speeds less than
50 mph and with a design year ADT less than 2000 and for Local Roads, no minimum
required clear zone width will be specified; however, the designer should strive to provide
as much clear zone as possible with a minimum ten foot width being desirable. Projects
such as RRR, intersection improvements, etc., would not normally be provided with
recoverable areas due to the intent of the project to provide minimal improvements and
extend the service life of an existing highway for a fraction of the costs of reconstruction or
to provide necessary interim improvements.

When adequate right of way is available, urban projects should be designed with
shoulders in lieu of curbs (unless city ordinances require otherwise) and they should have
clear zone widths consistent with their design speeds, traffic volumes, and embankment
slopes as noted in TABLE A-2-1.

In urban and suburban areas where curb is utilized with a design speed of 45 mph or less,
a 7.5 foot desirable and 6 foot minimum clear zone beyond the curb face is to be provided
(see FIGURE A-2-1). It is policy to place utility poles or other fixed objects outside the
clear zone (beyond the sidewalk space or behind the curb in the case of a raised median).
However, in rare instances this may be impractical due to prevailing limitations or
conditions (example - relocation of utility poles to another corridor may not be
economically feasible). When this occurs, an absolute minimum clear zone of 1.5 feet
beyond the face of curb is to be provided. The justification for not providing the 7.5 foot
desirable or 6 foot minimum clear zone width beyond the curb face is to be documented in
the project file (e.g. - F.I. Report, memorandum from Right of Way and Utilities Division,
etc.).
Utility Manual of Instructions
11th Edition October 1, 2016

A-33 Appendix 31
Sheet 2 of 12
3-30-16

When mountable curb is used in urban areas it is desirable to provide the same clear zone
as would be provided for with a rural condition. However, if those values can not be
obtained, the clear zone widths for 45 mph or less should be utilized.

TABLE A-2-1 Clear Zone Distances (In feet from edge of driving lane)

DESIGN DESIGN 6:1 OR 5:1 TO 3:1

SPEED ADT FLATTER 4:1
40 MPH UNDER - 750 7 - 10 7 - 10 ΣΣ
OR 750 - 1500 10 - 12 12 - 14 ΣΣ
LESS 1500 - 6000 12 - 14 14 - 16 ΣΣ
OVER 6000 14 - 16 16 - 18 ΣΣ

UNDER 750 10 - 12 12 - 14 ΣΣ
45-50 750 - 1500 12 - 14 16 - 20 ΣΣ
MPH 1500 - 6000 16 - 18 20 - 26 ΣΣ
OVER 6000 18 - 20 24 - 28 ΣΣ

UNDER 750 12 - 14 14 - 18 ΣΣ
55 750 - 1500 16 - 18 20 - 24 ΣΣ
MPH 1500 - 6000 20 - 22 24 - 30 ΣΣ
OVER 6000 22 - 24 26 - 32Σ ΣΣ

UNDER - 750 16 - 18 20 - 24 ΣΣ
60 750 - 1500 20 - 24 26 - 32Σ ΣΣ
MPH 1500 - 6000 26 - 30 32 - 40Σ ΣΣ
OVER 6000 30 - 32Σ 36 - 44Σ ΣΣ

UNDER - 750 18 - 20 20 - 26 ΣΣ
65-70 750 - 1500 24 - 26 28 - 36Σ ΣΣ
MPH 1500 - 6000 28 - 32Σ 24 - 42Σ ΣΣ
OVER 6000 30 - 34Σ 38 - 46Σ ΣΣ

* Where a site specific investigation indicates a high probability of continuing

accidents, or such occurrences are indicated by accident history, the designer may
provide clear zone distances greater than 30 feet as indicated. Clear zones may
be limited to 30 feet for practicality and to provide a consistent roadway template if
previous experience with similar projects or designs indicates satisfactory
performance.

** Since recovery is less likely on the unshielded, traversable 3:1 slopes, fixed
objects should not be present in the vicinity of the toe of these slopes. Recovery
of high speed vehicles that encroach beyond the edge of shoulder may be
expected to occur beyond the toe of slope. Determination of the width of the
recovery area at the toe of slope should take into consideration right of way
availability, environmental concerns, economic factors, safety needs, and accident
histories. Also, the distance between the edge of the travel lane and the
beginning of the 3:1 slope should influence the recovery area provided at the toe
Utility Manual of Instructions
11th Edition October 1, 2016

A-34 Appendix 31
Sheet 3 of 12
3-30-16

of slope. While the application may be limited by several factors, the fill slope
parameters which may enter into determining a maximum desirable recovery
area are illustrated in FIGURE A-2-4 on page A-40.

Source: The 1989 AASHTO Roadside Design Guide.

FIGURE A-2-1
URBAN CLEAR ZONE WIDTH GUIDELINES

CLEAR ZONE COST-EFFECTIVENESS ANALYSIS

For projects where the clear zone widths from the AASHTO Roadside Design Guide are
under consideration, Freeways; Rural and Urban Arterials (with shoulders); and Rural and
Urban Collectors (with shoulders) with design speeds of 50 mph or greater and with a
design year ADT greater than 2000, an early cost-effectiveness analysis is required to
determine the feasibility of providing the recoverable areas to meet the clear zone
requirements shown in TABLE A-2-1. This analysis should be done during the preliminary
plan development process and should involve determining the additional construction and
R/W costs to provide the desired clear zone.

Prior to establishing the additional construction and R/W cost estimate, the developed
areas that would involve heavy R/W damages and/or relocations or environmental
restrictions such as park properties, historic areas or wetlands should be noted and where
practicable horizontal and vertical alignment adjustments are to be made to provide the
desired recoverable areas and clear zones. In these situations alternate designs may
include elimination of ditches and/or median width reductions with possible incorporation of
raised medians or median barrier to reduce required R/W.
Utility Manual of Instructions
11th Edition October 1, 2016

A-35 Appendix 31
Sheet 4 of 12
3-30-16

6/00

A suggested procedure is shown in FIGURE A-2-2 to develop the difference in cost

between the typical section based on the project's functional classification and proper
Geometric Design Standards and the typical section with the desired recoverable areas.
Any other procedure which will provide this cost is acceptable as long as it is documented
in the project files. After the additional cost to provide the recoverable area is determined,
it should be compared to the estimated accident cost without the recoverable area as
determined from FIGURE A-2-3. This cost comparison along with good engineering
judgment should be used to determine the feasibility of providing the recoverable areas
through the project and should be documented on the Project Scoping Form LD-403 or
SR-1 as applicable.

FIGURE A-2-2M
COST EFFECTIVE SELECTION PROCEDURE
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Note: Upon receipt of Normal Design and Safety Design earthwork quantities, a
cursory review may indicate that the cost per mile per side for the earthwork
alone far exceeds the Guideline for Maximum Cost per Mile Expenditure for
Safety Slopes in Figure A-2-3, thereby eliminating the need to determine the
other additional cost such as drainage extensions, right of way, etc.
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A-38 Appendix 31
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3-30-16
FIGURE NO. A-2-3
SAFETY SLOPE COST JUSTIFICATION GUIDELINES

SHOWING CLEAR ZONES ON TYPICAL SECTIONS

The clear zone width(s) is to be clearly shown on the project typical sections if traversable
slopes are being provided so that other divisions will be aware of the desirable clear zones
for a project. When varying clear zone widths occur, furnish station to station breakdown.
Following are typical methods of showing clear zone data on typical sections.

NOTES:
1. If the front slope of ditch is 6:1, the back slope should be 4:1, and if
the front slope is 3:1, the back slope should be flat.

2. The preferred slope for recoverable areas with fills is 6:1 or flatter.
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3-30-16

3. Recoverable area width to be increased 3' if GR-3 or 8 guardrail is

required.

DETERMINING CLEAR ZONE WIDTH

The following is a guide and should be supplemented with sound engineering judgment:

Clear zone (CZ) is defined as the roadside border area, starting at the edge of the
traveled way (edge of mainline pavement), available for safe use by errant vehicles.
This area may consist of a shoulder, a recoverable slope 4:1 or flatter, a non-
recoverable slope between 4:1 and 3:1, and/or a clear run-out area. Previously, 30
ft. was considered to be the standard clear zone, but current guidelines, as shown
in TABLE A-2-1, give values greater or less than 30 feet, depending on the
roadside slopes, design speeds, and traffic volumes. These values should suggest
only the approximate center of a range to be considered and not a precise distance
to be held as absolute.

TABLE A-2-1 is to be used by the designer and may be modified by the values
shown in TABLE A-2-2. See the 1989 AASHTO Roadside Design Guide for further
details.

Embankment slopes must have a relatively smooth and firm surface to be truly
recoverable or traversable.

Fill slopes between 3:1 and 4:1 are non-recoverable slopes, defined as one which
is traversable, but from which most motorists will be unable to stop or to return to
the roadway easily. Vehicles on such slopes typically can be expected to reach the
bottom. Since a high percentage of encroaching vehicles will reach the toe of these
slopes, the recovery area cannot logically end on the slope. Fixed obstacles should
not be constructed along such slopes and a clear runout area (10' min.) at the base
is desirable. FIGURE A-2-4 on page A-40 provides an example of a clear zone
computation for non-recoverable slopes.

Any non-traversable hazards or fixed objects, including but not limited to those
listed in TABLE A-3-1, page A-44 which are located within the clear zone as
determined from TABLE A-2-1, should preferably be removed, relocated, made
yielding, or as a last resort, shielded with a barrier.
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A-40

Appendix 31
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HORIZONTAL CURVE ADJUSTMENTS

These modifications are normally only considered where accident histories indicate a
need, or a specific site investigation shows a definitive accident potential which could be
significantly lessened by increasing the clear zone width and such increases are cost
effective.
TABLE A-2-2

DEGREE DESIGN SPEED

OF
CURVE
40 45 50 55 60 65 70
2.0 1.08 1.10 1.12 1.15 1.19 1.22 1.27
2.5 1.10 1.12 1.15 1.19 1.23 1.28 1.33
3.0 1.11 1.15 1.18 1.23 1.28 1.33 1.40
3.5 1.13 1.17 1.22 1.26 1.32 1.39 1.46
4.0 1.15 1.19 1.25 1.30 1.37 1.44
4.5 1.17 1.22 1.28 1.34 1.41 1.49
5.0 1.19 1.24 1.31 1.37 1.46
6.0 1.23 1.29 1.36 1.45 1.54
7.0 1.26 1.34 1.42 1.57
8.0 1.30 1.38 1.48
9.0 1.34 1.43 1.53
10.0 1.37 1.47
15.0 1.54

CZc = (Lc) (Kcz) Kcz = curve correction

factor

Where CZc = clear zone on outside of curvature, ft.

Lc = clear zone distance ft., Table A-2-1

Note: Clear zone correction factor is applied to outside of curves only. Curves
flatter than 2.0o don't require an adjusted clear zone.

FIGURE A-2-4 Example of a Parallel Embankment Slope Design

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Source: The 1989 AASHTO Roadside Design Guide.

This figure illustrates a recoverable slope followed by a non-

recoverable slope. Since the clear zone distance extends onto a
non-recoverable slope, the portion of the clear zone distance on such
a slope may be provided beyond the non-recoverable slope if
practical. This clear runout area would then be included in the total
recovery area. The clear runout area may be reduced in width based
on existing conditions or site investigations. Such a variable slope
typical section is often used as a compromise between roadside
safety and economics. By providing a relatively flat recovery area
immediately adjacent to the roadway, most errant motorists can
recover before reaching the steeper slope beyond. The slope break
may be liberally rounded so an encroaching vehicle does not become
airborne. It is suggested that the steeper slope be made as smooth
as practical and rounded at the bottom.

NON-RECOVERABLE PARALLEL SLOPES

Embankment slopes from 3:1 up to 4:1 are considered traversable if they are smooth and
free of fixed object hazards. However, since many vehicles on slopes this steep will
continue on to the bottom, a clear run-out area beyond the toe of the slope is desirable.
The extent of this recovery area could be determined by first finding the available distance
between the edge of the traveled way and the breakpoint of the recoverable slope to the
non-recoverable slope. This distance is then subtracted from the total recommended clear
zone distance based on the slope that is beyond the toe of the non-recoverable slope.
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The result is the desirable clear run-out area. The following example illustrates this
procedure:

EXAMPLE

Design ADT: 7000

Design Speed: 60 mph
Recommended clear zone distance for the 8:1 slope: 30-32 feet (from
TABLE A-2-1)
Recovery distance before breakpoint of slope: 15 feet
Clear runout area at toe of slope: 30-32 feet minus 15 feet or 15-17 feet

(For Example of Alternate Design to reduce CZ requirement, see below)

Discussion: Using the steepest recoverable slope before or after the non-recoverable
slope, a recovery distance is selected from Table A-2-1. In this example, the 8:1 slope
beyond the base of the fill dictates a 30-32 foot recovery area. Since 15 feet are available
at the top, an additional 15-17 feet could be provided at the bottom. All slope breaks may
be rounded and no fixed objects would normally be built within the upper or lower portions
of the clear zone or on the intervening slope.

The designer may find it safe and practical to provide less than the entire 15-17 feet at the
toe of the slope. A smaller recovery area could be applicable based on the rounded slope
breaks, the flatter slope at the top, or past accident histories. A specific site investigation
may be appropriate in determining an appropriate recovery area at the toe of the slope.
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Example of Alternate Design (incorporating minor slope adjustment) to reduce
total clearance requirement.

When traffic barriers must be provided because hazardous conditions can not be
eliminated, see Section A-3-Barrier Installation Criteria.
Utility Manual of Instructions
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Appendix 32
3-30-16

§ 56-468.1. Public Rights-of-Way Use Fee.

A. As used in this article:

"Access lines" are defined to include residence and business telephone lines and other
switched common lines connecting the customer premises to the end office switch.
Access lines do not include local, state, and federal government lines; access lines used to
provide service to users as part of the Virginia Universal Service Plan; interstate and
intrastate dedicated WATS lines; special access lines; off-premises extensions; official
lines used by providers of telecommunications service for administrative, testing,
intercept, and verification purposes; and commercial mobile radio service lines.

"Certificated provider of telecommunications service" means a public service corporation

or locality holding a certificate issued by the State Corporation Commission to provide
local exchange or interexchange telephone service.

"Locality" has the same meaning as contained in § 15.2-102.

"New installation of telecommunications facilities" or "new installation" includes the

construction of new pole lines and new conduit systems, and the burying of new cables in
existing public rights-of-way. New installation does not include adding new cables to
existing pole lines and conduit systems.

"Public highway" means, for purposes of computing the Public Rights-of-Way Use Fee,
the centerline mileage of highways and streets which are part of the State Highway
System as defined in § 33.2-100, the secondary system of highways as defined in §§
33.2-100 and 33.2-324, the highways of those cities and certain towns defined in § 33.2-
319 and the highways and streets maintained and operated by counties which have
withdrawn or elect to withdraw from the secondary system of state highways under the
provisions of § 11 of Chapter 415 of the Acts of Assembly of 1932 and which have not
elected to return.

B. Notwithstanding any other provisions of law, there is hereby established a Public

Rights-of-Way Use Fee to replace any and all fees of general application (except for
zoning, subdivision, site plan and comprehensive plan fees of general application)
otherwise chargeable to a certificated provider of telecommunications service by the
Commonwealth Transportation Board or a locality in connection with a permit for such
occupation and use granted in accordance with § 56-458 or § 56-462. Cities and towns
whose public streets and roads are not maintained by the Virginia Department of
Transportation, and any county that has withdrawn or elects to withdraw from the
secondary system of state highways under the provisions of § 11 of Chapter 415 of the
Acts of Assembly of 1932, may impose the Public Rights-of-Way Use Fee only by local
ordinance. Localities, their authorities or commissions, and the Commonwealth
Transportation Board may allow certificated providers of telecommunications services to
use their electric poles or electric conduits in exchange for payment of a fee.
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Appendix 32
3-30-16

C. The amount of the Public Rights-of-Way Use Fee shall be calculated annually by the
Department of Transportation (VDOT), based on the calculations described in subsection
D of this section. In no year shall the amount of the fee be less than fifty cents per access
line per month.

D. The annual rate of the Public Rights-of-Way Use Fee shall be calculated by
multiplying the number of public highway miles in the Commonwealth by a highway
mileage rate (as defined in subsection E of this section), and by adding the number of feet
of new installations in the Commonwealth (multiplied by one dollar per foot), and
dividing this sum by the total number of access lines in the Commonwealth. The monthly
rate shall be this annual rate divided by twelve.

E. The annual multiplier per mile is $250 from July 1, 1998, through June 30, 1999; $300
per mile for the year July 1, 1999, through June 30, 2000; $350 per mile for the year July
1, 2000, through June 30, 2001; and $425 per mile beginning July 1, 2001 and thereafter.

F. The data used for the calculation in subsection D shall be based on the following
information and schedule: (i) all certificated providers of telecommunications services
shall remit to VDOT by December 1 of each year data indicating the number of feet of
new installations made during the one-year period ending September 30 of that year,
which shall be auditable by affected localities, and the number of access lines as of
September 30 of that year, which shall be auditable by affected localities; and (ii) the
public highway mileage from the most recently published VDOT report. By the
following January 15, VDOT shall calculate the Public Rights-of-Way Use Fee to be
used in the fiscal year beginning the next ensuing July 1 and report it to all affected
localities and certificated providers of local exchange telephone services.

G. A certificated provider of local exchange telephone service shall collect the Public
Rights-of-Way Use Fee on a per access line basis by adding the fee to each ultimate end
user's monthly bill for local exchange telephone service. The Public Rights-of-Way Use
Fee shall, when billed, be stated as a distinct item separate and apart from the monthly
charge for local exchange telephone service. Until the ultimate end user pays the Public
Rights-of-Way Use Fee to the local exchange service provider, the Public Rights-of-Way
Use Fee shall constitute a debt of the consumer to the locality or VDOT. If any ultimate
end user refuses to pay the Public Rights-of-Way Use Fee, the local exchange service
provider shall notify the locality or VDOT, as appropriate. After the consumer pays the
Public Rights-of-Way Use Fee to the local exchange service provider, such fee collected
shall be deemed to be held in trust by the local exchange service provider until remitted
to the locality or VDOT.

H. Within two months after the end of each calendar quarter, each certificated provider of
local exchange telephone service shall remit the amount of Public Rights-of-Way Use
Fees it has billed to ultimate end users during such preceding quarter, as follows:
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Appendix 32
3-30-16

1. The certificated provider of local exchange telephone service shall remit directly to the
applicable locality all Public Rights-of-Way Use Fees billed in (i) cities, (ii) towns whose
public streets and roads are not maintained by VDOT, and (iii) any county that has
withdrawn or elects to withdraw from the secondary system of state highways under the
provisions of § 11 of Chapter 415 of the Acts of Assembly of 1932 and that has elected
not to return, provided, however, that such counties shall use a minimum of ten percent of
the Public Rights-of-Way Use Fees they receive for transportation construction or
maintenance purposes. Any city currently subject to § 15.2-3530 shall use a minimum of
ninety percent of the Public Rights-of-Way Use Fees it receives for transportation
construction or maintenance purposes.

2. The Public Rights-of-Way Use Fees billed in all other counties shall be remitted by
each certificated provider of local exchange telephone service to VDOT. VDOT shall
allocate the total amount received from certificated providers to the construction
improvement program of the secondary system of state highways. Within such allocation
to the secondary system, VDOT shall apportion the amounts so received among the
several counties, other than those described in clause (iii) of subdivision 1, on the basis of
population, with each county being credited a share of the total equal to the proportion
that its population bears to the total population of all such counties. For purposes of this
section the term "population" shall mean either population according to the latest United
States census or the latest population estimate of the Weldon Cooper Center for Public
Service of the University of Virginia, whichever is more recent. Such allocation and
apportionment of Public Rights-of-Way Use Fees shall be in addition to, and not in lieu
of, any other allocation of funds to such secondary system and apportionment to counties
thereof provided by law.

I. Any locality with a franchise agreement, ordinance implementing a franchise

agreement or other form of consent allowing the use of the public rights-of-way, existing
prior to July 1, 1998, or any city or town with an ordinance or code section imposing a
franchise fee or charge in effect as of February 1, 1997, may elect to continue enforcing
such existing franchise, ordinance or code section or other form of consent in lieu of
receiving the Public Rights-of-Way Use Fee; provided, however, that such city or town
does not (i) discriminate among telecommunications service providers and (ii) adopt any
additional rights-of-way management practices that do not comply with §§ 56-458 C and
56-462 C. The Public Rights-of-Way Use Fee shall not be imposed in any such locality.

Any locality electing to adopt the Public Rights-of-Way Use Fee by ordinance shall
notify all affected certificated providers of local exchange telephone service no later than
March 15 preceding the fiscal year. Such notice shall be in writing and sent by certified
mail from such locality to the registered agent of the affected certificated provider of
local exchange telephone service. For localities adopting the Public Rights-of-Way Use
Fee by ordinance in 1998, collection of the fee shall begin on the first day of the month
occurring ninety days after receipt of notice as required by this subsection.

(1998, cc. 742, 758; 2002, cc. 479, 489.)

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Appendix 33
3-30-16

§ 56-468.2. Reimbursement for relocation costs.

A. After July 1, 1998, certificated providers of telecommunications services shall receive

reimbursement for eligible relocation costs incurred at the direction of a locality that
imposes by ordinance the Public Rights-of-Way Use Fee or the Department of
Transportation for new installations as defined in § 56-468.1 in any public rights-of-way
in accordance with §§ 56-458 and 56-462 on the basis of age and according to the
following schedule. Such reimbursement shall be received from either (i) the locality that
granted the permit or franchise to use such right-of-way or (ii) the Commonwealth
Transportation Board if the road or street is in the State Highway System or the
secondary system of state highways:

1. For the first three years after the completion of the installation, the certificated provider
of telecommunications service shall be reimbursed 100 percent of the eligible cost for the
relocation of facilities installed in the public rights-of-way.

2. For the fourth through sixth year after the completion of the installation, the
certificated provider of telecommunications service shall be reimbursed 50 percent of the
eligible cost for the relocation of facilities installed in the public rights-of-way.

3. Beginning in the seventh year, the certificated provider of telecommunications service

shall be responsible for the cost of relocating facilities installed in the public rights-of-
way.

Such reimbursement shall be received from either (i) the locality that granted the permit
or franchise to use such right-of-way or (ii) the Commonwealth Transportation Board if
the road or street is in the State Highway System or the secondary system of state
highways.

B. The amount of relocation reimbursement in any fiscal year to be reimbursed under this
section shall not exceed the amount of Public Rights-of-Way Use Fees received by that
locality either directly or through its secondary road fund apportionment in the preceding
fiscal year. For facilities relocated in 1998 and 1999 at the direction of the locality or the
Commonwealth Transportation Board, this limit on relocation reimbursement shall be the
estimated annualized fees to be collected in that locality in 1998 for 1998 relocations and
in 1999 for 1999 relocations. If the relocation reimbursement limit will be exhausted on a
relocation project where two or more certificated providers of telecommunications
service are eligible for relocation reimbursement, then the moneys available under the
cap shall be shared by those eligible providers by prorating the reimbursement based on
the reimbursement to which each provider would be entitled absent the limit.

(1998, cc. 742, 758.)

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Appendix 34
3-30-16

§ 56-458. Right to erect lines parallel to railroads; occupation of roads, streets, etc.;
location of same.

A. Every telegraph company and every telephone company incorporated by this or any
other state, or by the United States, may construct, maintain and operate its line along and
parallel to any of the railroads of the Commonwealth, and shall have authority to occupy
and use the public parks, roads, works, turnpikes, streets, avenues and alleys in any of the
counties, with the consent of the board of supervisors or other governing authority
thereof, or in any incorporated city or town, with the consent of the council thereof, and
the waterways within this Commonwealth, for the erection of poles and wires, or cables,
or the laying of underground conduits, portions of which they may lease, rent, or hire to
other like companies; provided, however, that if the road or street be in the State
Highway System or the secondary system of state highways, the consent of the board of
supervisors or other governing authority of any county shall not be necessary, but a
permit for such occupation and use shall first be obtained from the Commonwealth
Transportation Board.

B. No locality or the Commonwealth Transportation Board shall impose any fees on a

certificated provider of telecommunications service for the use of public rights-of-way
except in the manner prescribed in § 56-468.1; provided, however, the provisions of § 56-
468.1 shall not apply to providers of commercial mobile radio services.

C. No locality or the Commonwealth Transportation Board shall impose on certificated

providers of telecommunications service, whether by franchise, ordinance or other
means, any restrictions or requirements concerning the use of the public rights-of-way
(including but not limited to the permitting process; notice, time and location of
excavations and repair work; enforcement of the statewide building code; and
inspections), which are (i) unfair or unreasonable or (ii) any greater than those imposed
on the following users of the public rights-of-way: all providers of telecommunications
services and nonpublic providers of cable television, electric, natural gas, water and
sanitary sewer services. For purposes of this subsection, "restrictions or requirements
concerning the use of the public rights-of-way" shall not include any existing franchise
fee or the Public Rights-of-Way Use Fee.

D. Notwithstanding any other provision of law, any permit or other permission required
by a locality pursuant to a franchise, ordinance, or other permission to use the public
rights-of-way or by the Commonwealth Transportation Board of a certificated provider of
telecommunications services to use the public rights-of-way shall be granted or denied
within forty-five days from submission and, if denied, accompanied by a written
explanation of the reasons the permit was denied and the actions required to cure the
denial.
Utility Manual of Instructions
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E. No locality receiving directly or indirectly a Public Rights-of-Way Use Fee or the

Commonwealth Transportation Board shall require a certificated provider of
telecommunications services to provide in-kind services or physical assets as a condition
of consent to use public rights-of-way or easements, or in lieu of the Public Rights-of-
Way Use Fee. This shall not limit the ability of localities, their authorities or
commissions which provide utility services, or the Commonwealth Transportation Board
to enter into voluntary pole attachment, conduit occupancy or conduit construction
agreements with certificated providers of telecommunications service. Any locality, other
than a city or town electing to continue to enforce an existing franchise, ordinance or
other form of consent under subsection I of § 56-468.1, or the Commonwealth
Transportation Board may continue to use pole attachments and conduits utilized as of
December 31, 1997. Any pole attachment or conduit occupancy fees charged by
certificated providers of telecommunications services for this use shall be waived for
facilities in place as of December 31, 1997, and shall be waived for future extensions in
cities with populations between 60,000 and 70,000, so long as the locality or the
Commonwealth Transportation Board continues to use these facilities on such poles or in
such conduits solely for their internal communications needs. The fee waiver is for the
occupancy fees only, does not cover any relocation, rearrangement or other make-ready
costs, and does not apply to any county, city or town that has obtained a certificate
pursuant to § 56-265.4:4.

(Code 1919, § 4035; 1926, p. 907; 1997, c. 515; 1998, cc. 742, 758; 2002, cc. 479, 489.)
Utility Manual of Instructions
11th Edition October 1, 2016

Appendix 35
3-30-16

§ 56-462. Franchise to occupy parks, streets, etc.; imposition of terms, conditions, etc., as
to use of streets, etc., and construction thereon.

A. No incorporated city or town shall grant to any such telegraph or telephone

corporation the right to erect its poles, wires, or cables, or to lay its conduits upon or
beneath its parks, streets, avenues, or alleys until such company shall have first obtained,
in the manner prescribed by the laws of this Commonwealth, the franchise to occupy the
same. Any city or town may impose upon any such corporation any terms and conditions
consistent herewith and supplemental hereto, as to the occupation and use of its parks,
streets, avenues, and alleys, and as to the construction and maintenance of the facilities of
such company along, over, or under the same, that the city or town may deem expedient
and proper. The Commonwealth Transportation Board may also impose upon any such
company any terms, rules, regulations, requirements, restrictions and conditions
consistent herewith and supplemental hereto, as to the occupation and use of roads and
streets in either state highway system, and as to the construction, operation or
maintenance of the works along, over, or under the same, which the Board may deem
expedient and proper, but not in conflict, in incorporated cities and towns, with any
vested contractual rights of any such company with such city or town.

B. No locality or the Commonwealth Transportation Board shall impose any fees on a

certificated provider of telecommunications service for the use of public rights-of-way
except in the manner prescribed in § 56-468.1; however, the provisions of § 56-468.1
shall not apply to providers of commercial mobile radio services.

C. No locality or the Commonwealth Transportation Board shall impose on certificated

providers of telecommunications service, whether by franchise, ordinance or other
means, any restrictions or requirements concerning the use of the public rights-of-way
(including but not limited to the permitting process; notice, time and location of
excavations and repair work; enforcement of the statewide building code; and
inspections), which are (i) unfair or unreasonable or (ii) any greater than those imposed
on the following users of the public rights-of-way: all providers of telecommunications
services and nonpublic providers of cable television, electric, natural gas, water and
sanitary sewer services. For purposes of this subsection, "restrictions or requirements
concerning the use of the public rights-of-way" shall not include any existing franchise
fee or the Public Rights-of-Way Use Fee.

D. Notwithstanding any other provision of law, any permit or other permission required
by a locality pursuant to a franchise, ordinance, or other permission to use the public
rights-of-way or by the Commonwealth Transportation Board of a certificated provider of
telecommunications services to use the public rights-of-way shall be granted or denied
within forty-five days from submission and, if denied, accompanied by a written
explanation of the reasons the permit was denied and the actions required to cure the
denial.
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Appendix 35
3-30-16

E. No locality receiving directly or indirectly a Public Rights-of-Way Use Fee or the

Commonwealth Transportation Board shall require a certificated provider of
telecommunications services to provide in-kind services or physical assets as a condition
of consent to use public rights-of-way or easements, or in lieu of the Public Rights-of-
Way Use Fee. This shall not limit the ability of localities, their authorities or
commissions which provide utility services, or the Commonwealth Transportation Board
to enter into voluntary pole attachment, conduit occupancy or conduit construction
agreements with certificated providers of telecommunications service. Any locality, other
than a city or town electing to continue to enforce an existing franchise, ordinance or
other form of consent under subsection I of § 56-468.1, or the Commonwealth
Transportation Board may continue to use pole attachments and conduits utilized as of
December 31, 1997. Any pole attachment or conduit occupancy fees for this use shall be
waived for facilities in place as of December 31, 1997, and shall be waived for future
extensions in cities with populations between 60,000 and 70,000, so long as the locality
or the Commonwealth Transportation Board continues to use these facilities on such
poles or in such conduits solely for their internal communications needs. The fee waiver
is for the occupancy fees only, does not cover any relocation, rearrangement or other
make-ready costs, and does not apply to any county, city or town that has obtained a
certificate pursuant to § 56-265.4:4.

(Code 1919, § 4038; 1926, p. 909; 1971, Ex. Sess., c. 40; 1997, cc. 474, 515; 1998, cc.
742, 758; 2002, cc. 479, 489.)
Utility Manual of Instructions
11th Edition October 1, 2016
COMMONWEALTH OF VIRGINIA
Appendix 36
DEPARTMENT OF TRANSPORTATION Form C-5
REPORTING STARTING AND COMPLETION OF PROJECTS Rev. 3-12-13

Date
County Residency
District Contract I.D. No.
State Project No. Federal Project No.
PPMS No.
Contractor

DATE STARTED DATE COMPLETED

Contract Work
State Force Account
Railway Work
Utilities

All work on the Agreement Estimate dated was completed

and this project is ready for final inspection by the Federal Highway Administration.

The above project was inspected on by

Name
and found to be clear of all encroachments except permissible utilities otherwise
Title
noted below.

All entrances have been inspected prior to final acceptance, as set forth in the Construction Manual, and
found to be satisfactory except as noted below.
REMARKS OR EXPLANATIONS:

Yes No
Right of Way is complete – No outstanding condemnations or expenditures.
Remarks

Yes No
Utilities are complete – No outstanding utility billings or expenditures.
Remarks

Area Construction Engineer District Administrator

Copy
State Construction Engineer Director of Rail, Department of Rail and Public Transportation (R/R Projects Only)
Programming Division – Finance Section State traffic Engineer
Location and Design Engineer Local Assistance Director
Environmental Division Administrator Administrative Services Division Administrator (Capital Outlay Projects Only)
Materials Engineer Project Inspector
Right of Way and Utilities Director Contractor (Starting and Completion of Contract Work Only)
Fiscal Manager Division Administrator, Federal Highway Administration
Project Manager Information Technology Division (HTRIS)
District Survey Manager

(CONTINUED)
Utility Manual of Instructions
11th Edition October 1, 2016
Appendix 36
INSTRUCTIONS Form C-5
Rev. 3-12-13

This form is to be prepared immediately subsequent to the starting and completion of

each phase of work shown hereon.

The statement relative to clearance of encroachments is to be completed on the form

reporting final completion

The Area Construction Engineer is to coordinate with Right of Way and Utilities to verify
no outstanding condemnations, utility billings or expenditures.

The Area Construction Engineer is to sign and forward the completed form to the
District Administrator for review and distribution.

Each successive form is to include all information shown on previous forms and an
explanation of the change.

The form bearing notice of final completion is to be signed by the District Administrator.
Utility Manual of Instructions
11th Edition October 1, 2016

The Virginia Department of Transportation Appendix 37

UTILITY RELOCATION AGREEMENT

between
NAME OF DESIGN BUILD FIRM
and
NAME OF UTILITY COMPANY
FOR THE ADJUSTMENT AND/OR RELOCATION OF
UTILITY FACILITIES RELATED TO
PROJECT [NAME/NUMBER]

THIS AGREEMENT, made and entered into as of the ______day of _______________,

20__, by and between UTILITY COMPANY (hereinafter called “UTILITY”) and
DESIGN BUILD FIRM (hereinafter called “DB CONTRACTOR”), individually
referred to as a “Party” and jointly referred to as the “Parties”.

WITNESSETH

WHEREAS, The Virginia Department of Transportation and DB

CONTRACTOR entered into a Design-Build Contract dated ___________, 20__ for
the design and construction of the Project which will necessitate changes and/or
relocations in UTILITY’S facilities; and,

WHEREAS, DESIGN BUILD FIRM and UTILITY COMPANY wish to

agree upon the terms and conditions under which the UTILITY COMPANY will make
the necessary changes and/or relocations to its existing facilities that are in need of
changes and/or relocations to accommodate the Project (the “Existing Facilities”) and
DB CONTRACTOR will reimburse the UTILITY the applicable costs incurred by such
changes as hereinafter set forth;

NOW, THEREFORE, in consideration of the premises mutual covenants herein,

and in order to consummate the intent of the Parties set forth in the foregoing Recitals,
which Recitals are made an integral part of this Agreement, the Parties agree as follows:

(1) Following a utility field inspection conducted by DB CONTRACTOR,

the UTILITY shall prepare, in a mutually agreeable timeframe, preliminary plans, a non-
betterment estimate, work schedule, and supporting data, providing for the changes to
the Existing Facilities which are determined at the utility field inspection or subsequent
thereto to be the responsibility of DB CONTRACTOR and necessary to accommodate
the construction of the Project. The preliminary plans, non-betterment estimate, work
schedule, and supporting data shall be prepared in accordance with the Virginia
Department of Transportation’s Manual on Utility Relocation Procedures, and any
revisions or supplements thereto, and transmitted to DB CONTRACTOR by an
authorized representative of the UTILITY. In the event that the Project is cancelled or
delayed prior to DB CONTRACTOR’s authorization as set forth in Section 2 below, the
UTILITY shall be reimbursed for the costs of preparing the preliminary plans, non-

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Appendix 37
betterment estimate, work schedule, and supporting data within thirty days of
UTILITY’s request for reimbursement. Upon acceptance and approval, the preliminary
plans, non-betterment estimate, work schedule, and supporting data shall become a part
of this Agreement as if fully set forth in this Agreement. After acceptance and approval
of the preliminary plans, non-betterment estimate, work schedule, and supporting data
by DB CONTRACTOR commencement of final design and work shall be authorized by
DB CONTRACTOR.

(2) Upon authorization by DB CONTRACTOR of the changed and/or

relocated work provided by the final plans, non-betterment estimate, work schedule and
supporting data, and after DB CONTRACTOR has completed its prerequisite work on
Project to enable the utility work to commence, the UTILITY shall diligently proceed
with the work in accordance with the approved plans, non-betterment estimate, work
schedule and supporting data. Notwithstanding the foregoing or anything else in this
Agreement or the Virginia Department of Transportation’s Manual on Utility Relocation
Procedures (including any revisions or supplements thereto) to the contrary, the
UTILITY shall not be required to commence relocation of any of the Existing Facilities
located on private property until it has been granted the real property rights, in form and
substance satisfactory to the UTILITY, needed for the relocation of such facilities.

(3) Except as provided herein, the UTILITY shall construct and

maintain all utility facilities that fall within the right of way for the Project in
accordance with the Virginia Department of Transportation’s Land Use Permit
Manual, and any revisions or supplements thereto.

(4) The UTILITY shall keep records of its relocation work in accordance
with Federal Aid Policy Guide Part 645, Subpart A, and any revisions or supplements
thereto. Actual and related indirect costs will be accumulated by the UTILITY and
kept in accordance with work order accounting procedures as prescribed by the Federal
Energy Regulatory Commission.

(5) DB CONTRACTOR will reimburse UTILITY within thirty days of

receipt of UTILITY’s billings (which may be submitted as progress billings or one
complete final billing) for work performed in accordance with the approved plans, non-
betterment estimate, work schedule, and supporting data. Final billing will be made as
soon as practical after completion of changed and/or relocated work to facilitate
finalizing and closing of the Project. All costs, records and accounts are subject to
audit by authorized representatives of DB CONTRACTOR, DEPARTMENT and/or
U. S. Department of Transportation prior to payment of final billing. DB
CONTRACTOR will not be liable for payment of any bill received more than 12
months after UTILITY is notified in writing that utilities are completed and acceptable
to DB CONTRACTOR. During the progress of construction and for a period of three
years from the date final payment has been received by the UTILITY, the records
pertaining to the adjustment and accounting therefor will be available for inspection by
authorized representatives of DB CONTRACTOR, DEPARTMENT and the U.S.
Department of Transportation.

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(6) Where the facilities of the UTILITY will be within the DEPARTMENT
right of way upon the completion of the Project, DB CONTRACTOR will be
responsible for ensuring that the DEPARTMENT, upon completion of the work and
upon application by the UTILITY, issues a permit (the “Permit”) to the UTILITY
covering the location of such facilities. The facilities of the UTILITY covered under a
Permit shall be and remain the property of the UTILITY and no charge shall be made
for the use of the highway right of way occupied by the UTILITY.

(7) Prior to the issuance of a Permit, DB CONTRACTOR shall permit the

UTILITY, in connection with the work, to trim, cut or clear trees, limbs, undergrowth
and other obstructions, under and adjacent to its facilities within the DEPARTMENT
right of way, which may endanger or interfere with the efficient operation of the
facilities. The extent of and the techniques used in trimming, cutting and clearing shall
be mutually agreed upon by authorized representatives of [DB CONTRACTOR and
UTILITY.

(8) Prior to the issuance of a Permit, when the facilities of the UTILITY are
located within the bounds of DEPARTMENT right of way not currently designated as
limited access right of way, the UTILITY'S agents and employees shall at all times
have full ingress and egress from its facilities in order to perform routine maintenance
of said facilities.

(9) Prior to the issuance of a Permit, when the facilities of the UTILITY
are located within the bounds of the designated limited access right of way, the
UTILITY will give advance notice to DEPARTMENT’s local Resident or District
Engineer of any non­emergency maintenance operations to be performed within the
designated limited access right of way. If any event applies to construction activities
of DB CONTRACTOR and its contractors in respect of the Project, in addition to the
prior approval of DEPARTMENT, UTILITY must have the prior approval of
CONTRACTOR. When emergency conditions require immediate maintenance
operations by the UTILITY, such operations may be performed without advance
notice to DEPARTMENT and CONTRACTOR; however, notification shall be given
to DEPARTMENT and DB CONTRACTOR by the UTILITY as soon as practicable.
The UTILITY, will to the best of its ability, perform all operations within the limited
access right of way and all other DEPARTMENT rights of way in a manner which
will reduce to a minimum interference to the flow of traffic and disturbance of the
roadway, and which will provide a maximum of safety to traffic and to the UTILITY'S
forces.

(10) Upon the recording of the documents establishing permanent rights in

the name of the UTILITY for the facilities relocated onto private property in
accordance with Section 2 of this Agreement and/or the issuance of a Permit to the
UTILITY in accordance with Section 6 of this Agreement, as applicable, the
UTILITY’s existing rights to rights of way from which the Existing Facilities are
removed, or which UTILITY’s facilities will occupy under a Permit as a result of the

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Project, shall be considered relinquished (subject, however, to any rights of others,
including those of the Trustee under any mortgage of the UTILITY) .

(11) In the event DB CONTRACTOR should request at any time hereafter

that the UTILITY’s facilities as adjusted onto DEPARTMENT right of way at DB
CONTRACTOR expense be again adjusted when they are on DEPARTMENT right
of way, DB CONTRACTOR intends to pay the UTILITY the applicable cost incurred
by the UTILITY, including the cost of securing any necessary easements, in
accordance with DEPARTMENT policy.

(12) In the event the DEPARTMENT should request at any time hereafter
that the UTILITY’s facilities which were not adjusted hereunder, but for which the
UTILITY'S existing rights to rights of way were relinquished, be adjusted,
DEPARTMENT intends to pay the UTILITY the applicable costs incurred by the
UTILITY, including the cost of securing any necessary easements, in accordance with
DEPARTMENT policy.

(13) This Agreement shall be applicable to utility adjustments for the

Project where DEPARTMENT maintains and controls the highway right of way.

(15) Applicable Law - This Agreement, and all amendments and modifications
hereof, shall be governed by and construed in accordance with the laws of the
Commonwealth of Virginia as to all matters, including validity, construction, effect,
performance and remedies, except as to its conflict of law rules.

(16) Assignment – No Party shall voluntarily assign, transfer, sell, pledge, or in

any way encumber its interest or part thereof in this Agreement, and each Party shall use
its best efforts to prevent the same by operation of law or otherwise. Notwithstanding the
foregoing, DB CONTRACTOR shall be entitled to assign its rights, liabilities, and
obligations under this Agreement in whole or in part to another Party to the
Comprehensive Agreement, or the party’s assignees (e.g. Lenders). Such assignee(s)
shall assume all of DB CONTRACTOR’s rights, liabilities or obligations under this
Agreement and DB CONTRACTOR agrees to take all steps necessary to effectuate and
ensure the assignees assume DB CONTRACTOR’s liabilities or obligations under this
Agreement.

(17) Binding Effect - This Agreement shall be binding upon and inure to the
benefit of the Parties and their successors, legal representatives, and permitted assignees.

(18) Term – Unless extended in writing by the Parties, this Agreement shall
remain in effect until one or more of the following occurs:

a. DB CONTRACTOR provides the UTILITY with written notice that

changes and/or relocation of the UTILITY’s facilities is not required to
accomplish the Project (in which event the UTILITY will be reimbursed

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for all costs incurred that would have been otherwise reimbursed under
this Agreement up to the date of said notice);

b. UTILITYs work to relocate the necessary facilities is complete and

accepted by DB CONTRACTOR; or

c. Mutual agreement of the Parties to terminate this Agreement.

(19) Indemnification - The Parties agree as between themselves that, during the
term of this Agreement, each Party (the “Indemnitor”) shall release, indemnify, defend,
and hold the other Parties and their respective officers, directors, employees and agents
harmless from any and all losses, claims, demands, costs, damages, liabilities, joint and
several, expenses of any nature (including attorneys’ fees and disbursements), judgments,
fines, settlements, penalties, and other expenses (“Losses”) arising out of or related to the
Indemnitor’s negligence, gross negligence or willful misconduct except to the extent such
Losses are caused by the negligence, gross negligence or willful misconduct of the Party
seeking indemnification.

(20) Notices – Any notice, consent, demand or request required or permitted by

this Agreement shall be in writing, shall be effective upon receipt, and shall be
transmitted by personal delivery, U.S. mail, or confirmed fax transmission, addressed as
follows:

Name
Address 1
Address 2
Address 3
City, State Zip
Contact Person
Telephone

CONTRACTOR:

Attn:
Telephone/Fax:

(21) Disputes – A Party shall give notice of any dispute (“Notice of Dispute”)
under this Agreement in writing to the other Parties. Upon receipt of a Notice of Dispute,
the Parties will arrange for a meeting or meetings between their designated
representatives to attempt to resolve the dispute. The initial meeting shall take place
within 21 working days of receipt the Notice of Dispute. Should resolution of the dispute

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not be possible within 30 working days of the initial meeting, any Party shall be entitled
to proceed in accordance with applicable law.

(22) Interpretation – This Agreement shall be read and construed in a

commercially reasonable manner, and the Parties expressly import a covenant of good
faith and fair dealing into the relationships hereby created.

(23) Entire Agreement – This Agreement represents the entire agreement

between the Parties relating to the UTILITY’s facilities and supersedes all prior
negotiations, representations and agreements, either written or oral. The Parties shall not
be bound by or be liable for any statement, representation, promise, inducement or
understanding not set forth herein. Any modification or change made subsequent hereto
shall not be binding unless in writing and signed by both Parties.

IN WITNESS WHEREOF, each party hereto has caused this Agreement to be

executed in duplicate in its name and on its behalf by its duly authorized officer or
agent as of the day year first written.

UTILITY:

___________________________________

By: ________________________________
Name:
Title:

DB CONTRACTOR:

_______________________________

By: ____________________________

Name: __________________________
Title: ___________________________

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Appendix 38
3-30-16

Trenchless excavation

This section explains the Department’s approach to the design and

review of trenchless technologies within VDOT Right-of-Way. The

Department encourages trenchless construction for transportation

improvements, whereby it is imperative or necessary to limit the impacts

to the traveling public, while avoiding lane shutdowns and/or detouring.

The following trenchless construction techniques are recognized as

applicable practices to VDOT projects, provided that they meet the

relevant needs for the given site conditions:

• Jack and Bore

• Microtunneling
• Horizontal Directional Drilling (HDD)
• Pipe Jacking

The Engineer shall select the appropriate trenchless construction method

for the project, and develop the plan accordingly, while taking the

following items under consideration:

• Pipe Application
• Pipe Depth
• Pipe Length
• Pipe Diameter
• Pipe Type
• The working space required on the site for both the entry pit and
receiving pit, providing sufficient working room for typical construction
methods, and obtaining any required R/W to accomplish such
• Existing Soils
• Operator Skill and Experience

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The Engineer shall refer to MD-_____in the Manual of Instructions by

VDOT’s Materials Division for requirements of geotechnical investigations

required prior to trenchless pipe applications and/or construction.

The Engineer shall refer to Table 15.1, Allowable Trenchless

Applications, to aid in selection of the appropriate trenchless construction

method relative to the existing site conditions.

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Table 15.1 - Allowable Trenchless Applications

Trenchless Primary
Depth Length Diameter Pipe Type Working Space Soil Operator Skill
Technology Applications

Storm Sewer, Varies 40-500’ 8-60” Concrete, Entry and Exit Bore Varies High
Utilities Steel Pits:
Jack and Bore
Length: 25-35’
Width: 10-12’
Sanitary Varies 100- 12-120” Steel, Jacking Pit: Wet Sands High Skill
Sewers, 1,000’ Reinforced Length: 50-100’ for Slurry Level Required
Storm Concrete, Width: 20-40’ Method to to Operate
Microtunneling Sewers, Clay Smaller Retrieval Pit Sandy Sophisticated
Other Clays for Equipment
Pipelines Auger
Method
Utility Lines, Varies, Up to 2-48” HDPE, No Entry and Varies High
Wide Range Based 6,000’ Steel, Receiving Pits are
Horizontal of Pipe Sizes on Pipe PVC, Required.
Directional Size FPVC A Work Space Should
Drilling (HDD) be Provided at Both
Ends for Storage and
Equipment
Sewers, Varies No 42-120” RCP, Steel Entry and Exit Bore Sandy High
Pressure Theoret Pits: Clay,
Pipe Jacking
Lines, ical Length: 25-35’ Varies
Crossings Limit Width: 10-12’

RCP = Reinforced Concrete Pipe; HDPE = High-Density Polyethylene Pipe; PVC = Polyvinyl Chloride Pipe; FPVC = Fusible
Polyvinylchloride Pipe

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The Engineer shall refer to Chapter 13 of the VDOT Survey Manual to properly

locate the existing utilities and underground hazards located at the project site,

and within and immediately adjacent to the preferred trenchless construction

method. If it is found that there are major obstructions with the proposed location

of the bore pits, or drilling path, the Engineer shall plan to either avoid them, or to

have those obstructions relocated/removed prior to boring operations.

Based on results of the soils study, the Engineer shall further verify the

appropriate drilling technique, based on Table 15.2, Applicability of Trenchless

Technologies to Various Soil and Rock Conditions, and Table 15.3, Applicability

of Trenchless Technologies to Soil and Rock Types. If it is found that soil

conditions may be marginal/possible, where difficulties may occur, the Engineer

should make their determination of application, either based on further

exploratory analysis, or by instituting their best engineering judgment.

Table 15.2 - Applicability of Trenchless Technologies to Various Soil and Rock Conditions
Jack and Horizontal
Bore (Auger Micro- Directional Pipe
Soil Conditions Boring) tunneling Drilling Jacking
Soft to very soft clays, silts, and organic deposits Y Y Y M
Medium to very stiff clays and silts Y Y Y Y
Hard clays and highly weathered shales Y Y Y Y
Very loose to loose sands above the water table M Y Y M
Medium to dense sands below the water table N Y Y N
Medium to dense sands above the water table Y Y Y Y
Gravel and cobbles with a diameter less than 2-4” Y Y M Y
Soils with significant cobbles, boulders, and M M M M
obstructions with a diameter more than 4-6”
Weathered rocks, marls, chalks, and firmly Y Y Y M
cemented soils
Slightly weathered to unweathered rock Y M M N
Source: Iseley et al. (1999).
Y = generally used; M = possible, but difficulties may occur; N = generally unsuitable.

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Table 15.3 – Applicability of Trenchless Technologies to Soil and Rock Types

N Value (Standard
Penetration Test Horizontal
Value, per ASTM Jack and Bore Micro- Directional Pipe
Soil Type D1452) (Auger Boring) tunneling Drilling Jacking
Cohesive Soils N < 5 (Soft) M Y M M
(clay) N = 5-15 (Firm) Y Y Y Y
N > 15 (Stiff – Hard) Y Y Y Y
Cohesionless N < 10 (Loose) M Y M M
Soils (sand/silt) N = 10-30 (Medium) Y Y Y Y
N > 30 (Dense) Y Y Y Y
High Groundwater N Y M M
Boulders/cobbles </= 33% D </= 33% D M M
Full-face rock </= 12 ksi </= 30 ksi </= 15 ksi </= 30 ksi
Source: Iseley et al. (1999).
Y = generally used; M = possible, but difficulties may occur; N = generally unsuitable.

The Engineer will confirm and document that the Utility has had the opportunity

to concur with the trenchless construction method(s) specified, based on local

conditions and business need.

Boring applications that follow the resulting criteria, shall be deemed as “high-

risk” by the Department, and shall be reviewed and approved by the VDOT

District Engineer, and District Materials Engineer, prior to application acceptance:

• Proposed pipe diameter (external) 24” and greater; and

• Pipe cover less than three times (3 x D) the pipe diameter; and

• ADT greater than 25,000 vehicles per day; or

• Proposed pipe diameter (external) 60” and greater; or

• Any other situation where there is significant risk (as interpreted by the

Department).

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For Land Use Permit Applications, trenchless construction will be given a

conditional approval, as long as the application includes the criteria listed above,

and the applicant’s contractor has the minimum required experience as detailed

in the Special Provisions available at VDOT’s Construction Division. It shall be

further noted that the Department requires a minimum five (5) years experience

of all contractors for the work product that they are intending to perform, and a

minimum of ten (10) years experience, specifically for steel applications.

The Engineer will provide and engineer’s seal and signature, providing

acknowledgement and approval of the method(s) specified.

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