The suggested Utility Coordination tasks are mapped to NCDOT PDN milestones. The activities below should be reflected in the Locally Administered Project (LAP) schedule and deliverables as applicable for the project type and size.
Project Delivery Network (PDN) Integration and Workflow
Stage 1 - Project Initiation
- Kickoff & Communication Plan: Establish a contact roster for the Local Government Agency (LGA), Consultant, utility owners, and NCDOT Division/Central Utilities and set recurring coordination meetings
IMPORTANT: Clarify at kickoff whether the right of way (ROW) will be maintained by NCDOT or the LGA after project completion.
- Early Utility Inventory & Risk Analysis: Identify owners, facility types (aerial/underground), critical conflicts, and known prior rights claims; initiate Subsurface Utility Engineering (SUE) scoping where needed
Stage 2 - Environmental & Preliminary Design (25%-65%)
- Utility Inventory & SUE Execution: Compile owner lists, mapping, record drawings; define SUE scope (Quality Levels D→A) to verify underground conditions and reduce change orders
- Preliminary Utility by Others (UBO) Plans: Develop conceptual relocation layouts consistent with NCDOT Utilities Accommodation Manual (UAM) geometry, clearance, and bury depth requirements; identify environmental or structural interfaces early
- Design Coordination: Integrate drainage and structures with utility layouts; refine conflict resolutions to avoid/minimize relocations per UAM principles
Stage 3 - Right of Way (75%)
- Determine Utility Agreement Path & Jurisdiction: Select appropriate agreement type (Utility Encroachment Agreement, Utility Relocation Agreement, Municipal Agreement) and confirm roadway maintenance jurisdiction (NCDOT vs. LGA) that governs cost responsibility, standards, utility agreement types, and approvals
- ROW Ready Utility Plans: Confirm relocations (UBO and UC) are entirely within project ROW or dedicated easements; verify compliance with UAM siting and clearance standards (aboveground and underground)
Stage 4 - Final Plans & Letting (100%)
- Finalize Utility Construction (UC) Plans & ROW Integration: Ensure all relocations fit within ROW/easements; resolve conflicts with signals, drainage, and structures; validate construction methods and sequencing
- Construction Readiness: Confirm approvals, realistic mobilization and cutover durations, and responsibilities.
IMPORTANT: All utility relocations (as shown on Final UBOs) should generally be completed prior to receiving authorization for Advertising the project. Special provisions allowing completion after advertisement or award should only be used under exceptional circumstances.
Stage 5 - Construction & Closeout
- UBO Construction Phase Coordination & Relocations: Issue Notice to Proceed (NTP) to utility owners and coordinate mobilization windows with utility owners; anticipate typical relocation durations, cutover durations, and maintain service continuity
- Relocation Execution: Monitor performance, safety, and adherence to approved plans and restoration requirements; coordinate service cutovers and verify compliance with inspection/enforcement provisions
IMPORTANT: It is recommended that the LGA stake the ROW and utility easements in the field to provide clear reference points, ensuring accurate placement of all relocated utility facilities.
- Closeout & Restoration: Confirm ROW remediation, vegetation control, and documentation of 'as relocated' utility conditions
