California State Department of Transportation Project Development Workflow Tasks (PDWT)

TASK D323 (260.A)

Complete Final Right of Way Requirements

Narrative

The right of way appraisal process, as well as continuing developments in project design, may lead to revisions in right of way requirements. Changes may affect the right of way schedule, so the Right of Way Branch should be notified as soon as changes are identified. The Project Engineer must revise right of way requirements and send appropriate maps to Right of Way Engineering.

Initiator

• Project Engineer

Sub-Tasks

• Review earthwork, drainage considerations, new surveys, requests from local entities, etc., to determine if right of way revisions are necessary.
• Revise right of way requirements on appropriate maps.
• Submit the updated maps to the Right of Way Engineering Unit.
• Right of Way Engineering updates right of way appraisal maps and sends copies to the Right of Way Appraisal and Acquisition Units.
• Right of Way Appraisal and Acquisition Units update the appraisal and acquisition schedules, as appropriate.

Task Duration

• 7 - 40 days

References

• Project Development Procedures Manual -- Chapter 14, Section 2, Article 2
• Right of Way Manual
• Task D320

TASK D324 (260.B)

Review Contour Grading Plans

Narrative

Contour grading enhances the appearance of earthwork slopes. A preliminary Contour Grading Plan was developed in the early design phase. It may now be necessary to revise the plan to accommodate drainage design and other design details.

Initiator

• Project Engineer

Sub-Tasks

• Review preliminary Contour Grading Plan for the following:

- Earthwork

- Drainage structures

- Bridges

- Landscaping

- Etc.

• Revise the Contour Grading Plan, as appropriate.

Task Duration

• 3 - 25 days

References

• Drafting and Plans Manual -- Article 4-2.7
• Tasks D256 and D291

TASK D325 (260.B)

Prepare Final Drainage Plan

Narrative

Drainage design includes (1) hydrology studies and the development of a preliminary Drainage Report, (2) development of a Drainage Plan, and (3) the preparation of drainage layouts.

The preliminary Drainage Plan should now be finalized.

Initiator

• Project Engineer

Sub-Tasks

• Review the data contained in the hydrology studies, the preliminary Drainage Report, and the preliminary Drainage Plan.
• Prepare the final Drainage Plan, using data developed from the hydrology studies and preliminary Drainage Report. The plan is developed on geometric base maps, and normally contains the following:

- Drainage areas

- Culvert sizing requirements with hydraulic data (flow lines, head, capacity, etc.)

- Storm drain requirements

- Outfalls

- Flow directional arrows

- Channels

- Etc.

• Submit the final Drainage Plan to the Hydraulics Unit for review, if it was not involved in drainage design.

Task Duration

• 8 - 45 days

References

• Project Development Procedures Manual -- Chapter 3, Section 9
• Drafting and Plans Manual -- Article 4-2.8
• Highway Design Manual -- Chapter 850
• Tasks D289, D290, and D324

TASK D326 (260.C)

Send Skeleton Layouts to Traffic Unit

Narrative

The Traffic Unit previously received geometric base maps and was requested to begin preparation of the Traffic portion of the Plans, Specifications and Estimate (PS&E). Now it is time to send updated data to the Traffic Unit so the Traffic PS&E can be completed.

Initiator

• Project Engineer

Sub-Tasks

• Assemble data not previously submitted to the Traffic Unit.
• Prepare cross sections for those locations designated by the Traffic Unit for overhead signs, ground-mounted signs, etc.
• Update skeleton layouts for staging, detours, temporary connections, etc., and where widening is required to accommodate guardrail flares.
• Send skeleton layouts and updated data to the Traffic Unit. Request preparation of the Traffic PS&E - to include stripping, signals, lighting, electrical systems, and guard railing, etc.

Task Duration

• 25 - 220 days

References

• Project Development Procedures Manual -- Chapter 14, Section 1, Article 5 and Chapter 3, Section 7
• Traffic Manual
• Drafting and Plans Manual -- Articles 4-2.16 and 4-2.18
• Tasks D277 and D292

TASK D327 (260.C)

Prepare Traffic Striping, Signing, and Roadside Delineation

Narrative

Traffic striping, signing, and roadside delineation are included in the Traffic portion of the Plans, Specifications and Estimate. This includes lane lines, pavement markings, and pavement markers. Object markers, delineators, exit and entrance ramp gore striping, crosswalks, limit lines, arrows, and other delineation are also included.

Initiator

• Traffic Unit

Sub-Tasks

• Prepare Traffic Striping, Signing, and Roadside Delineation Plans.
• Calculate quantities.

Task Duration

• 9 - 70 days

References

• Project Development Procedures Manual -- Chapter 3, Section 7 and Chapter 14, Section 1, Article 5
• Drafting and Plans Manual -- Articles 4-2.16 and 4-2.18
• Task D326

TASK D328 (260.C)

Request Traffic Unit to Prepare Lane Closure Charts

Narrative

Lane closure charts are generally prepared by the Traffic Unit. They identify the number of lanes that can be closed during construction and specify the allowable periods of closure .

Initiator

• Project Engineer

Sub-Tasks

• Request the Traffic Unit to prepare lane closure charts for inclusion in the Special Provisions.
• Traffic Unit transmits charts to the Project Engineer.
• Project Engineer reviews charts for compatibility with the Traffic Management Plan.

Task Duration

• 7 - 30 days

References

• Project Development Procedures Manual -- Chapter 3, Section 7
• Tasks D274 and D327

TASK D329 (260.C)

Determine Railroad Electrical Requirements

Narrative

The electrical design portion of the Plans, Specifications and Estimate (PS&E) may include railroad electrical requirements.

Initiator

• Right of Way Branch

Sub-Tasks

• District Railroad Liaison Agent schedules a meeting with the Right of Way Branch and Electrical Unit to identify electrical requirements for railroads (crossing gates, illumination, etc.).
• Discuss requirements with the affected railroads.
• Request the Electrical Unit to incorporate railroad electrical requirements into the PS&E.

Task Duration

• 4 - 25 days

References

• Tasks D313 and D315

TASK D330 (260.C)

Send Skeleton Layouts to Landscape Unit

Narrative

A preliminary Erosion Control Plan was developed as part of the Drainage Plan. The next step is to update the Erosion Control Plan and prepare the landscaping portion of the Plans, Specifications and Estimate (PS&E).

Initiator

• Project Engineer

Sub-Tasks

• Update skeleton layouts, assemble other data, and send to the Landscape Architect.
• Request an update of the Erosion Control Plan and preparation of the landscaping PS&E.

Task Duration

• 8 - 80 days

References

• Project Development Procedures Manual -- Chapter 14, Section 1, Article 5 and Chapter 29
• Highway Design Manual -- Chapter 900
• Drafting and Plans Manual -- Article 4-2.21
• Tasks D232 and D289

TASK D331 (260.C)

Review for Water Well Abandonment

Narrative

Sections 13700 and 13806 of the California Water Code deal with the construction and destruction of water wells. Sections 24400 and 24404 of the Health and Safety Code require that abandoned wells be covered, filled, or fenced for safety reasons.

Initiator

• Project Engineer

Sub-Tasks

• Request the Right of Way Branch to prepare a list of water wells to be abandoned.
• After receipt of water well abandonment list, request the Department of Water Resources (DWR) to investigate and recommend abandonment procedures for each well.
• After receipt of information from DWR, prepare the PS&E for water well abandonment.

Task Duration

• 4 - 14 days

References

• Project Development Procedures Manual -- Chapter 3, Section 4
• Highway Design Manual -- Index 110.2(3)

TASK D332 (260.C)

Calculate Final Miscellaneous Quantities

Narrative

Miscellaneous quantities must be calculated for items not covered by the Plans, Specifications and Estimate (PS&E) prepared by functional units. Miscellaneous quantities vary with the project and generally include fences, gates, monuments, water well abandonment, sidewalks, curb and gutters, and guardrail, etc.

Initiator

• Project Engineer

Sub-Tasks

• Prepare a list of miscellaneous items not included in the PS&E's prepared by other functional units.
• Calculate related quantities.
• Update the Basic Engineering Estimating System.

Task Duration

• 8 - 50 days

References

• Project Development Procedures Manual -- Chapter 14, Section 2, Article 5
• Standard Specifications
• Standard Plans

TASK D333 (260.C)

Request Aesthetics Review

Narrative

An aesthetics review is conducted to identify aesthetic issues. The review panel may include advisory groups established by local entities, such as architectural review boards, local arts councils, design review committees, and community advisory boards. If local entity groups have not been established, the issues may be discussed with the local entities.

Initiator

• Project Engineer

Sub-Tasks

• Request the Landscape Unit to conduct an aesthetics review with advisory groups.

Task Duration

• 1 - 7 days

References

• Project Development Procedures Manual -- Chapter 29, Section 5
• Tasks P121 and D324

TASK D334 (260.C)

Prepare Aesthetics Recommendations

Narrative

After the aesthetics review is conducted, a summary of recommendations is prepared by the Landscape Unit.

Initiator

• Landscape Unit

Sub-Tasks

• Conduct aesthetics review with appropriate groups.
• Prepare summary of recommendations and actions.
• Send summary of recommendations and actions to the Project Engineer.

Task Duration

• 2 - 7 days

References

• Project Development Procedures Manual -- Chapter 29, Section 5
• Task D333

TASK D335 (260.C)

Prepare Final Geometrics

Narrative

Preliminary geometrics were prepared and sent to the functional units for review. Their comments were incorporated into the geometrics, as appropriate. Skeleton layouts were developed for each functional unit for use in preparing their portion of the Plans, Specifications and Estimate. The Project Engineer should add the final roadway features. These geometrics form the basis for final plan sheets.

Initiator

• Project Engineer

Sub-Tasks

• Update skeleton layouts by adding remaining roadway features, such as: slope lines, earthwork quantities, profiles, superelevations, etc.

Task Duration

• 6 - 40 days

References

• Drafting and Plans Manual - Article 4-2.5
• Task D292

TASK D336 (260.D)

Calculate Final Sanitary Sewer Quantities

Narrative

Local entities often modify or construct their sanitary sewer facilities prior to construction of Caltrans projects. In these cases, Caltrans is primarily involved in funding considerations. However, if Caltrans designs and constructs the facilities, the contract items of work and quantities must be determined.

Initiator

• Project Engineer

Sub-Tasks

• Review Sanitary Sewer and Flood Control Plans. Note special items required by the local entities.
• If local entities require brand name items, OPPD approval is required.
• Calculate quantities.
• Update the Basic Engineering Estimating System.

Task Duration

• 3 - 25 days

References

• Project Development Procedures Manual -- Chapter 14, Section 2, Article 5
• Drafting and Plans Manual -- Article 4-2.12
• Standard Specifications
• Plans, Specifications, and Estimates Guide -- Section 4-5.01
• Highway Design Manual -- Index 602.1
• Task D290

TASK D337 (260.D)

Calculate Final Drainage Quantities

Narrative

After the Drainage Plan is completed, contract items are identified and quantities calculated. Drainage items may amount to 25% of all contract items.

Initiator

• Project Engineer

Sub-Tasks

• Prepare a list of contract items.
• Calculate and summarize quantities, including those required for standard box culverts.
• Update the Basic Engineering Estimating System.

Task Duration

• 6 - 40 days

References

• Project Development Procedures Manual -- Chapter 14, Section 2, Article 5
• Drafting and Plans Manual -- Article 4-2.11
• Standard Specifications
• Standard Plans
• Task D325

TASK D338 (260.D)

Prepare Drainage and Sanitary Sewer Quantity Lists

Narrative

After drainage and sewer quantities have been calculated and entered into the Basic Engineering Estimating System, quantity lists should be prepared. For smaller projects, the drainage and sewer lists may be combined. Separate lists are generally prepared for larger projects.

Initiator

• Project Engineer

Sub-Tasks

• Prepare quantity lists.

Task Duration

• 4 - 35 days

References

• Drafting and Plans Manual -- Article 4-2.11
• Tasks D336 and D337

TASK D339 (260.D)

Calculate Final Earthwork Quantities

Narrative

Preliminary earthwork quantities were calculated after geometric base maps were completed. Final quantities are now calculated. Earthwork includes more than roadway excavation and embankment; it may also include structure excavation, ditch excavation, channel changes, subsidence, unsuitable material, borrow, surplus material, slope rounding, and selected material, etc.

Initiator

• Project Engineer

Sub-Tasks

• Contact the Materials Unit to verify earthwork grading factors.
• Calculate final earthwork quantities, including earthwork for environmental mitigation measures.
• Show earthwork quantities on the full profile sheet or the profile portion of the layout sheet or prepare a summary of earthwork quantities for the summary of quantities sheet.
• Update the Basic Engineering Estimating System.

Task Duration

• 15 -120 days

References

• Project Development Procedures Manual -- Chapter 14, Section 2, Article 5
• Drafting and Plans Manual -- Article 4-2.17
• Standard Specifications
• Standard Plans
• Task D324

TASK D340 (260.D)

Calculate Final Pavement Structural Section Quantities

Narrative

Pavement structural section quantities were included in project cost estimates since the planning phase. Final structural section quantities should now be calculated.

Initiator

• Project Engineer

Sub-Tasks

• Review typical sections for completeness.
• Prepare typical section factors and calculate final structural section quantities.
• Include the quantities on the summary of quantities sheets.
• Update the Basic Engineering Estimating System.

Task Duration

• 8 - 35 days

References

• Project Development Procedures Manual -- Chapter 14, Section 2, Article 5
• Drafting and Plans Manual -- Article 4-2.17
• Standard Specifications
• Standard Plans

TASK D341 (260.D)

Send List of Noncommercial Material or Disposal Sites to Environmental Unit

Narrative

Material or disposal sites may be required; for example, if earthwork quantities are not balanced. Commercial sites may be available, but on some projects noncommercial sites will be required. If these sites are not covered in the Final environmental document, it may be necessary to assess potential environmental impacts and prepare the appropriate environmental document.

Initiator

• Project Engineer

Sub-Tasks

• Determine earthwork and pavement structural section quantities required or amounts of materials to be disposed.
• Contact the Materials and Construction Units requesting input on potential sites.
• Contact the Right of Way Branch for input.
• Prepare a list of potential sites. Summarize the issues and make recommendations.
• Send the list of potential sites (plus summary of issues and recommendations) to the Environmental Unit, requesting summary of the environmental issues.

Task Duration

• 10 - 60 days

References

• Highway Design Manual -- Topic 111
• Tasks D256 and D339

TASK D342 (260.D)

Obtain Approval for Noncommercial Material or Disposal Sites

Narrative

After the Environmental Unit has reviewed the list of proposed material or disposal sites, a decision can be made to select and approve those sites that satisfy the needs of the project.

Initiator

• Project Engineer

Sub-Tasks

• Prepare a list of recommended sites, basing site selection on the following conditions:

- Satisfies project needs

- Potential environmental impacts are not significant, and necessary studies and environmental document preparation will not adversely affect project schedule

- Cost effective

• Submit recommendations for approval to the Deputy District Director for Project Development.
• Send approval notification to the Right of Way Branch, Environmental, and Materials requesting that:

- Right of Way Branch purchase site or obtain Materials Agreement

- Environmental Unit obtain Environmental Authorization To Proceed

- Materials Unit assist in development of Materials Agreement

Task Duration

• 4 - 25 days

References

• Highway Design Manual -- Topic 111
• Task D341

TASK D343 (260.D)

Prepare Materials Agreement for Noncommercial Material or Disposal Sites

Narrative

A Materials Agreement is required to formalize conditions of use for noncommercial material or disposal sites. The Right of Way Branch is the lead for this process with the help of the Materials Unit.

Initiator

• Right of Way Branch

Sub-Tasks

• With assistance from the Materials Unit, negotiate material or disposal royalties.
• Prepare and execute the Materials Agreement. Send copies of the Agreement to Materials and Project Development Units.

Task Duration

• 4 - 25 days

References

• Highway Design Manual -- Index 111.4
• Right of Way Manual
• Task D342

TASK D344 (260.D)

Prepare Unit Price Analysis

Narrative

Cost estimates have been continuously prepared and updated since project initiation. To ensure that the final estimates reflect current information, all unit prices must be analyzed prior to completing the final estimates.

Initiator

• Project Engineer

Sub-Tasks

• Review the estimates and analyze unit prices.
• Determine current unit prices for each contract item of work. The prices may come from several sources, including:

- Similar projects

- Contractor bids for recent district projects

- Statewide data available from the Office Engineer, including the Contract Items By Item Number Report, annual cost data books, the California Construction Cost Index, plus information from the Basic Engineering Estimating System

- Cost analysis by labor, equipment, and materials

Task Duration

• 3 - 12 days

References

• Project Development Procedures Manual -- Chapter 14, Section 2, Article 5
• Plans, Specifications, and Estimates Guide -- Section 3
• Tasks D332, D336, D337, D339, and D340

TASK D345 (260.D)

Update Estimate in the Basic Engineering Estimating System

Narrative

Estimates have been periodically updated since project initiation. Many final quantities and preliminary unit prices were entered into the Basic Engineering Estimating System (BEES). Now that current unit prices are determined, they should be entered into the BEES.

Initiator

• Project Engineer

Sub-Tasks

• Enter current unit prices into BEES and update estimate.
• Notify Project Manager of significant changes.

Task Duration

• 2 - 7 days

References

• Project Development Procedures Manual -- Chapter 20, Section 3, Article 4
• Plans, Specifications, and Estimates Guide -- Section 3
• Task D344

TASK D346 (260.D)

Prepare Project Change Request

Narrative

The base design estimate must be monitored very closely. When a project estimate exceeds the base estimate, a Project Change Request (PCR) may be required. Project cost is not the only consideration; changes to project schedule or scope may also require a PCR.

Initiator

• Project Engineer

Sub-Tasks

• Review project's current scope and schedule to determine if a PCR is required.
• Compare the current project estimate to the base estimate.
• Analyze cost reducing alternatives.
• Prepare PCR and review with Project Engineer.
• The Project Manager meets with the Deputy District Director for Project Development to discuss the PCR.

Task Duration

• 5 - 20 days

References

• Project Development Procedures Manual -- Chapter 6 and Chapter 20, Section 3
• Task D221

TASK D347 (260.E)

Request Railroad Funding Participation

Narrative

An additional step is required for projects with separation structures that eliminate railroad grade crossings. Since railroads may obtain a direct benefit from elimination of a grade crossing, their participation is determined by the Public Utilities Commission (PUC).

Initiator

• Project Engineer

Sub-Tasks

• Meet with the District Railroad Liaison Agent to prepare information for requesting railroad funding participation from the PUC.
• District Railroad Liaison Agent transmits information to the Division of Structures (DOS) with a request to obtain a cost sharing agreement from the PUC.
• DOS obtains PUC approval of the cost sharing agreement; then notifies the District Railroad Liaison Agent.

Task Duration

• 15 - 120 days

References

• Project Development Procedures Manual -- Chapter 3, Section 8
• Right of Way Manual
• Task D312

TASK D348 (260.E)

Prepare Railroad Participation Cost Estimate

Narrative

After the Public Utilities Commission (PUC) approves the cost sharing agreement for railroad separation structures, a Railroad Participation Cost Estimate is prepared.

Initiator

• Division of Structures

Sub-Tasks

• After notice of PUC approval of the cost sharing agreement, prepare a railroad participation cost estimate.
• Transmit the estimate to the District Railroad Liaison Agent.
• District Railroad Liaison Agent provides a copy of the estimate to the Project Engineer.
• Project Engineer and Project Control Unit revise project estimate, as appropriate.

Task Duration

• 6 - 30 days

References

• Project Development Procedures Manual -- Chapter 3, Section 8
• Task D347

TASK D349 (260.F)

Conduct Hazardous Waste Management Plan Decision Meeting

Narrative

After the Hazardous Waste Management Plan (HWMP) has been developed, a meeting is held to determine whether to remediate prior to or during project construction.

Initiator

• Project Engineer

Sub-Tasks

• Arrange a meeting with appropriate members of the PDT, Construction and Hazardous Waste Units, Legal, Right of Way Branch and other involved parties - to review the HWMP and decide whether to remediate prior to or during project construction.
• Project Engineer documents the decision.
• Project Engineer identifies funding source for administering the HWMP.

NOTE: If hazardous waste remediation is proposed to occur during project construction, Tasks D350 and D351 apply.

If hazardous waste remediation is proposed to occur prior to project construction, Tasks D352 applies.

Task Duration

• 10 - 15 days

References

• Project Development Procedures Manual -- Chapter 18
• Task D263

TASK D350 (260.F)

Obtain Approval for Hazardous Waste Remediation During Project Construction

Narrative

Caltrans' policy normally requires remediation to be completed prior to construction. If a decision was made at the Hazardous Waste Management Plan (HWMP) meeting to remediate the hazardous waste during project construction, approval for exception to policy must be obtained from the Deputy Director for Transportation Engineering (DDTE).

Initiator

• Project Engineer

Sub-Tasks

• Prepare an exception request.
• Submit the exception request with the HWMP as an attachment to the DDTE for approval.

Task Duration

• 15 - 30 days

References

• Project Development Procedures Manual -- Chapter 18
• Task D349

TASK D351 (260.F)

Prepare PS&E for Hazardous Waste Remediation During Project Construction

Narrative

Approval has been granted to perform hazardous waste (HW) remediation during project construction. Now it is necessary to develop the Remedial Action Design (RAD) and PS&E for inclusion in the highway project PS&E.

Initiator

• Project Engineer

Sub-Tasks

• Review the Hazardous Waste Management Plan (HWMP) to quantify the extent and complexity of the HW remediation.
• Determine which of the following methods is appropriate for developing the RAD and PS&E:

- Statewide HW Remedial Design Contract

- Architectural & Engineering (A&E) Contract

- Caltrans' staff (requires close coordination with HW Units in the district and HQ)

• Prepare a request for approval to proceed with the selected method for developing the RAD and PS&E. Submit the request to the Deputy District Director for Project Development.
• Develop RAD and PS&E. If the development work is contracted out, monitor the consultant's progress. Continued coordination with HW Units in the district and HQ is essential.
• Obtain local and regulatory entity approval of the RAD, if appropriate.
• Integrate the hazardous waste RAD and PS&E into the highway project PS&E.

Task Duration

• 45 - 120 days

References

• Project Development Procedures Manual -- Chapter 18
• Task D350

TASK D352 (260.F)

Obtain Approval for Hazardous Waste Remediation Prior to Project Construction

Narrative

A decision was made at the Hazardous Waste Management Plan (HWMP) Meeting to remediate the hazardous waste (HW) problem prior to project construction. This requires a Remedial Action Design (RAD) and PS&E.

Initiator

• Project Engineer

Sub-Tasks

• Review the HWMP to quantify the extent and complexity of the HW remediation.
• Determine which of the following methods is appropriate for developing the RAD and PS&E:

- Statewide HW Remedial Design Contract

- Architectural & Engineering (A&E) Contract

- Caltrans' staff (requires close coordination with HW Units in the district and HQ)

• Prepare a request for approval to proceed with the selected method for developing the RAD and the PS&E. Submit the request to the Deputy District Director for Project Development (DDD for PD).
• Develop the RAD and PS&E. If the development work is contracted out, monitor the consultant's progress. Continued coordination with HW Units in the district and HQ is essential.
• Obtain approval of the draft RAD from the Project Manager and the DDD for PD.
• Obtain approval of the RAD from local entities, as well as State and federal regulatory entities.
• Submit remedial PS&E to District Office Engineer.

Task Duration

• 45 - 120 days

References

• Project Development Procedures Manual -- Chapter 18
• Task D349

TASK D353 (260.G)

Identify Utility Encroachment Exceptions

Narrative

Caltrans' policy states that all utility facilities must be located outside the freeway or expressway right of way. Exceptions to this policy require OPPD approval.

Initiator

• Project Engineer

Sub-Tasks

• Determine exceptions to Caltrans' encroachment policy.
• Discuss exceptions to this policy with the following:

- Right of Way Branch

- Maintenance Unit

- Project Development Coordinator

Task Duration

• 3 - 12 days

References

• Project Development Procedures Manual -- Chapter 17
• Task D283

TASK D354 (260.G)

Obtain Approval for Utility Encroachment Exception

Narrative

The need for an exception to Caltrans' utility encroachment policy has been determined. Now the request for exception must be processed through OPPD.

Initiator

• Project Engineer

Sub-Tasks

• Inform the District Utility Coordinator that a utility encroachment exception is required.
• District Utility Coordinator prepares the exception request and routes it through appropriate district signatories for concurrence.
• District Utility Coordinator submits the exception request to OPPD for approval.
• District Utilities Coordinator notifies the Project Development Unit of OPPD's decision.

Task Duration

• 25 - 65 days

References

• Project Development Procedures Manual -- Chapter 17
• Task D353

TASK D355 (260.H)

Prepare Plans Identifying High-Risk Utilities

Narrative

An important phase of relocating utilities is the identification of high-risk utilities. Types of facilities classified as high or low risk are identified in the "Policy on High and Low Risk Underground Facilities Within Highway Rights of Way".

Initiator

• Project Engineer

Sub-Tasks

• Request the District Utilities Coordinator to arrange for the District Survey Unit and the utility owner to jointly obtain the data specified in the "Policy on High and Low Risk Underground Facilities Within Highway Rights of Way".
• On projects with few high-risk utilities, the utilities may be plotted on the regular skeleton layouts for utilities. For projects with many high-risk utilities, it may be appropriate to have special layouts.

Task Duration

• 30 - 45 days

References

• Project Development Procedures Manual -- Chapter 17, Article 5
• Drafting and Plans Manual -- Article 4-2.13
• Task D354

TASK D356 (260.H)

Send Utility Plans to Utilities Unit

Narrative

After skeleton layouts (preliminary Utility Plans) have been updated with information provided by the utility owners, the Project Engineer must indicate which facilities need to be removed, elocated, or adjusted.

Initiator

• Project Engineer

Sub-Tasks

• Indicate on skeleton layouts which facilities can remain, and which facilities must be removed, relocated, or adjusted.
• Send the skeleton layouts to the Utilities Unit so arrangements may be made for removal, relocation, or adjustments.

Task Duration

• 2 - 7 days

References

• Drafting and Plans Manual -- Article 4-2.13
• Task D355

TASK D357 (260.H)

Request Utility Relocation Plans from Utility Owners

Narrative

After receiving plans from the Project Engineer, the Utilities Unit should request the utility owners to prepare relocation plans for conflicting utilities.

Initiator

• Utilities Unit

Sub-Tasks

• Send plans to the utility owners, requesting preparation of Utility Relocation Plans.

Task Duration

• 15 - 60 days

References

• Task D356

TASK D358 (260.H)

Send Utility Relocation Plans to Project Development

Narrative

Before relocation of utilities begins, the Utilities Unit should request the Project Development Unit (PDU) to perform a final check of the utility relocation plans to ensure that the relocation plans are compatible with the construction plans.

Initiator

• Utilities Unit

Sub-Tasks

• Send the utility relocation plans to PDU for final review.
• PDU requests that affected support functions review the plans.
• PDU either approves the utility relocation plans or requests changes be made to the plans; and then approves the plans after changes have been made.

Task Duration

• 4 - 15 days

References

• Task D357

TASK D359 (260.H)

Update Utility Relocation Cost Estimates

Narrative

After the utility relocation plans have been prepared, the utility cost estimate should be updated.

Initiator

• Utilities Unit

Sub-Tasks

• Determine Caltrans' obligation for cost participation; then prepare the utility cost estimate and submit to the Project Engineer.
• Project Engineer updates the Basic Engineering Estimating System, if included as a contract item.

Task Duration

• 1 - 3 days

References

• Project Development Procedures Manual -- Chapter 17 and Chapter 20, Section 3, Article 4
• Task D358

TASK D360 (260.I)

Complete Surveys for Utility Relocations and Other Right of Way

Narrative

Survey activities have been required throughout the design process. Specific data for structures, drainage, etc. were previously obtained. During the development of utility relocation plans, surveys were required to locate certain utilities, and positive location was required for all utilities. Required surveys should now be finished so that utility relocation plans and project design may be completed.

Initiator

• Project Engineer

Sub-Tasks

• Review the need for additional surveys required to complete the utility relocation plans and the other project design features.
• Request surveys, if necessary.

Task Duration

• 5 - 20 days

References

• Task D249 and D355

TASK D361 (260.J)

Send Utility Relocation Plans to Office of Structure Design, Landscape, and Traffic Units

Narrative

The approved utility relocation plans are sent to Office of Structure Design (OSD), Landscape, and Traffic Units to finalize their portion of the PS&E. The relocation plans will identify the location of utilities and service points.

Initiator

• Project Engineer

Sub-Tasks

• Transmit approved utility relocation plans to OSD, Landscape, and Traffic Units.
• Resolve comments returned by these units.

Task Duration

• 1 - 5 days

References

• Task D358

TASK D362 (260.J)

Complete In-Place Utility Relocation Plans

Narrative

After resolving the concerns of affected units, the Contract Utility Plans may be completed. Utilities to be relocated are shown in their proposed locations. Design changes should be reported to the Utilities Unit.

Initiator

• Project Engineer

Sub-Tasks

• Complete Utility Plans portion of the PS&E, showing relocated and abandoned facilities. This will enable the contractor to avoid them.

Task Duration

• 3 - 12 days

References

• Drafting and Plans Manual -- Article 4-2.13
• Task D358

TASK D363 (260.J)

Send Utility Relocation Notices to Owners

Narrative

The Utility Relocation Notices are mandatory legal documents that notify utility owners what must be done, when it is to be done, and who is financially and contractually responsible.

Initiator

• Utilities Unit

Sub-Tasks

• Send Utility Relocation Notices to utility owners. The Notices specify a completion date and identify the responsible party.
• Send copies to the Project Development Unit.

Task Duration

• 10 - 30 days

References

• Right of Way Manual
• Task D362

TASK D364 (260.K)

Complete Utility Relocation Activities

Narrative

Utility Relocation Notices have been sent to utility owners. This initiated the process for relocation, removal, readjustment, or abandonment of utilities that will interfere with project construction. The utility relocation work must be inspected for compliance with the relocation plans. The Utility Unit is responsible for this activity with assistance from the Construction Unit.

Initiator

• Utilities Unit

Sub-Tasks

• Provide the Construction Unit with utility relocation plans, schedules, and specifications required to inspect the removal, relocation, readjustment, or abandonment of utilities.
• Construction Unit performs inspections.
• Construction Unit notifies the Utilities Unit when work is complete.
• Utilities Unit notifies the Project Engineer.

Task Duration

• 12 - 120 days

References

• Task D363

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This web site last modified August 12, 1997.