This chapter provides practical guidance for Utility Coordination and relocations on Locally Administered Projects (LAP), ensuring safety, schedule reliability, and regulatory compliance. It applies to utility facilities located within, crossing, or otherwise affected by the project. All activities must conform to the
NCDOT Utilities Accommodation Manual (UAM) and applicable federal and state laws.
Utility Coordination should generally be scoped to follow the
NCDOT Project Delivery Network (PDN), the standard stage-based framework that defines activities, deliverables, and quality milestones from project initiation through construction.
All utility coordination activities outlined in this chapter must comply with
23 Code of Federal Regulations (CFR) Part 645 – Utilities and NCDOT's UAM. This includes prior rights determination, approved utility agreements, and documentation necessary to be eligible for federal Reimbursement.
Roadway Maintenance Jurisdiction
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NCDOT‑Maintained Roads
- Utility occupancy, design parameters, and relocations are governed by UAM requirements and NCDOT approvals
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Local Government Agency (LGA)‑Maintained Roads
- Local right‑of‑way rules apply; cost responsibility determination shall be in accordance with the UAM, Paragraph 4.4.4.1 – Municipal Right of Way (ROW)
Roles & Responsibilities
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LGA/Consultant (Lead Coordinator)
- Establish and lead the utility coordination efforts for the LAP including inventory, risk analysis, schedule integration, and documentation
- Prepare
Utility by Others (UBO) and
Utility Construction (UC) plans; manage submittals to the appropriate reviewing authorities; coordinate construction readiness and cutovers
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NCDOT Division Utilities/Central Utilities Office
- Provide technical guidance, review plans and specifications, verify compliance with UAM standards, especially for projects located within NCDOT‑maintained roads, and review Utility Agreements and issue approvals and/or special provisions for utility occupancy and relocation
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Utility Owners
- Design and perform relocation work in accordance with approved plans and applicable standards; maintain records; and provide timely relocation and restoration
Communication, Risk Management & Best Practices
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Plan Early, Verify Often: Use Subsurface Utility Engineering (SUE) and field investigations to confirm locations and avoid emergent conflicts; revisit utility layouts at 25%, 65%, 75%, and 100% plan checkpoints.
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Proactive Owner Engagement: Maintain consistent communication; sequence work to allow owners to mobilize and complete cutovers without cascading delays.
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Avoid–Minimize–Accommodate: Apply UAM's coordination philosophy to reduce relocations where feasible and balance total project cost implications.
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Document Decisions: Record compensability determinations, easement verifications, and plan approvals to support auditability and claims avoidance.
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Plan Requirements & QC/QA: UAM sets minimum contents for utility plans (UBO/UC), including profiles where required, traffic control details, and inspection provisions; implement robust QA/QC to prevent field conflicts.
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ROW and Utilities Interface: ROW Acquisition and Utility Relocation are closely connected activities. LGAs should recognize the risks associated with:
- Initiating utility relocation prior to ROW clearance
- Late design changes affecting conflict areas
- Insufficient utility easement planning
- Sequencing expectations should be discussed during PDN/Design checkpoints to minimize potential rework and delays
- Railroad Coordination: If the project is adjacent to a railroad, it is important for the LGA to determine early in the process if coordination with the railroad owner is required for utility relocations.
