Coordination & Relocation

Utility Coordination

The department strives to coordinate, cooperate and communicate with our utility stakeholders. We do so by providing leadership, technical assistance and guidance on accommodation, permits, adjustments, relocations, agreements, and billings. These activities fall into one of the following categories: utility accommodation or utility coordination.

The work the department’s overall utility program is referred to as utility coordination. Utility coordination includes the writing, modifying and application of the utility policy, and the accommodation and relocation of utility facilities within the highway rights-of-way, guided by Iowa Administrative Code 761 – Chapter 115.

The Right-of-Way Bureau Utilities Section is responsible for distributing project information to utility owners, preparing agreements if costs are reimbursable, assisting in scheduling of utility events and communicating with utility owners through the design and construction phases.

The department’s highway construction projects have the potential to impact existing utilities. These utilities may be located within or adjacent to the highway right-of-way. Early coordination efforts may result in design changes that eliminate the need for utility relocation. However, if the highway plans cannot be altered, the process may necessitate the relocation of the existing utility and requires cooperation for the Iowa DOT and utility to share information and develop plans to minimize impacts to both parties.

Because the department arranges its construction projects by district, the district utility coordinators (DUCs) work with utility owners on the location/relocation of utility facilities in, on, above or below the highway right-of-way in response to construction projects. The DUCs also serve as a resource to highway designers to complete the highway design while minimizing utility impacts. They facilitate the relocation of utilities by providing information used in contract documents and arranging/hosting and facilitating utility coordination meetings with utility companies and Iowa DOT staff. The DUCs work with all utility companies to finalize plans for final location of impacted utilities. Once a location is determined, permit applications may be necessary and must be submitted and, if accepted, utility companies must adhere to all permit requirements.

Project Development Milestones

The department uses a series of “events,” which are essential tasks dependent on the project type and its complexity, to complete a project development schedule. Each event has a specific code that indicates the task name and responsible office for the overall management and tracking of the event. Event descriptions include the action that is to be completed, the purpose of the event, the input required to complete the event, the output resulting from the event, the affected parties, and the responsible office.

Utility Coordination Milestones

There are seven events specific to utility coordination, or “U events.” The U00 (Preliminary Utility Review) event is required for every highway construction project. The U events U00 through U07 and their dates are intended to prompt and record communications with utility companies in the different stages of project development.

Utility Coordination Meetings

At any time during the project development the department may hold a utility coordination meeting. Attendance and participation at these meetings are crucial to successful utility coordination. The purpose of the utility coordination meetings is to share information regarding the utility facility conflicts and coordinate resolutions and relocation schedules. Often companies can work together to be more efficient and to save construction costs and time. It also provides an opportunity for the department to share timing and construction details of the proposed highway improvement project.

Buy America

Certain utility relocations are subject to Buy America requirements (23 CFR 635.410). Buy America mandates that if the project does not include permanently incorporated steel or iron materials, or if steel or iron materials are to be used, all manufacturing processes, including applicating of a coating, for these materials must occur in the United States.

District Utility Coordinators

DOT District Utility Coordinators Map

Relocation

As mentioned on our Coordination page, the department’s highway construction projects have the potential to impact existing utilities. These utilities may be located within or adjacent to the highway right-of-way. Early coordination efforts may result in design changes that eliminate the need for utility relocation. However, if the highway plans cannot be altered, the process may necessitate the relocation of the existing utility and requires cooperation for the Iowa DOT and utility to share information and develop plans to minimize impacts to both parties.

Reimbursement Eligibility

The Utilities Section is responsible for reviewing reimbursement requests and confirming the eligibility for reimbursement for utility agreements. Eligibility for reimbursement is dependent upon the location of the utility facility:

• On public right-of-way (ROW) shall be done at company expense in accordance with the issued permit.
• On private easement may be reimbursable through execution of a Utility Reimbursement Agreement.

To be considered for reimbursement a utility company must submit a request that includes:

• Detailed cost estimate with a breakdown as outlined in federal regulations [23 CFR § 645.117].
• Relocation Work Plan showing existing locations and the proposed relocation/adjustment of the utility facilities on department plans.
• Proof of existing easements showing the area where the utility facility is currently located - including the corresponding parcel number(s) from department plans for cross reference.
• Completed Project Inquiry Data Sheet.

A reimbursement agreement must be in place between the department and the utility owner for relocation work to be reimbursable. It is important to remember that the agreement should be fully executed prior to relocation of the facilities.

Certain utility relocations are subject to Buy America requirements (23 CFR 635.410). Buy America mandates that if the project does not include permanently incorporated steel or iron materials, or if steel or iron materials are to be used, all manufacturing processes, including applicating of a coating, for these materials must occur in the United States.