Point25 Process

Utility coordination milestone dates follow the Iowa Administrative Code (IAC) requirements in Chapter 115.25, coined “POINT25” for short. They are arranged so that necessary utility relocation can be planned and completed in an efficient and timely manner and at a minimal impact to utility facilities and project schedules.

POINT25

Iowa Administrative Code 761 – Chapter 115.25 (POINT25) describes the adjustment and coordination of state highway improvement projects. Sections 115.25 to 115.30 establish administrative procedures for utility facility adjustments made necessary by state highway improvement projects. The purpose of these procedures is to adjust utility facilities with minimal delays or added expense. These rules apply to all state highway improvement projects with the following exceptions:

• Projects the department develops on an accelerated schedule.
• Projects with no anticipated utility adjustments.

The objective of POINT25 is to maximize coordination efforts and prevent delays to the highway contractor caused by utility relocation activities. It imposes specific timeframes and prescribes the method by which the department or its agent will notify utility companies of proposed highway improvements as well as the method by which utility companies will advise the department of facilities located in the area of the improvement project. After the department furnishes its improvement plans to the utility companies, the utility companies develop work plans for altering or relocating their facilities and send their work plan to the department. The department reviews and approves the work plan for utility facility relocation or alteration. Thus, a defined process and schedule is established to deal with utility conflicts and arrange for their resolution.

U00 – Utility Investigation

Research is performed when the department develops a project to determine what utility facilities may be located within the vicinity of the project and who owns the facilities. Various information sources are used to gather information including field reviews, surveys, permit information and One Call locates. The department may also request subsurface utility engineering (SUE) be utilized within the project area to aid in determining existing utility facilities, minimizing impacts and resolving facility conflicts.

U01 – General Information Submittal

Early in the design process utility facility locations are investigated. Utility companies may be contacted to verify the location of their facilities in the project area.

U02 – Project Notification

The project notification is sent to utility companies following completion of the department’s design field exam plans (30% design completion). The utility companies are requested to verify the location of their facilities depicted on the department’s plan. The utility company also indicates whether or not their facilities are located within the public right-of-way or on private easement in the vicinity of the project. If the company’s facilities are on private easement they should indicate whether they would like the department to purchase replacement easement should relocation be necessitated by the department’s project.

U03 – First Plan Submittal

The first plan submittal is sent to utility companies after the new right-of-way has been designed and incorporated into the department’s project plans (60% design completion). The first plan will contain information the utility needs to design and lay out the adjustment of its utility facilities, including the placement of adjusted or additional facilities, within the project limits. The utility has 90 days to review the department’s plans and develop a preliminary work plan. An additional 30 days will be added if coordination is required with other utility facility owners.

The department then reviews the preliminary work plan and either accepts or rejects the plan. If the preliminary work plan is rejected, the utility has 30 days to redo the plan and resubmit it.

U04 -Second Plan Submittal

After the final public information meeting is held, the department then sends the second plan submittal to the utilities (90% design completion). The second plan will show any additional plan information or design changes the utility needs to complete its design and layout for the adjustment. The utility has 60 days to review the second plan and provide a final work plan including a completed permit application. Additional time may be given to the utility if the changes on the second plan require extensive modifications to the utility’s preliminary work plan. The department will identify to the utility owner the differences between the first and second plans.

The department then reviews the final work plan and either accepts or rejects the plan. If the final work plan is rejected, the utility has 30 days to redo the plan and resubmit it.

U05 – Reimbursement Agreement

If the utility company’s facilities are located on private easement and must be relocated to accommodate the departments construction the utility company may request reimbursement for their relocation (see the RELOCATION page for further information).

U06 – Notice to Proceed

After the final work plan is approved and permits are issued or the reimbursement agreement is executed, which ever may apply, the department will provide the utility owner with a Notice to Proceed and then the utility company may proceed with its plan by obtaining other necessary permits and approvals, ordering materials, purchasing easements and scheduling work crews. It is important to note that approving a work plan does not remove the requirement to obtain a utility permit from the department.

U07 – Utility Bid Attachment

Prior to the department’s bid letting for the construction of the project, the District Utility Coordinator (DUC) will prepare and submit a Utility Bid Attachment (UBA) to be included in the contract bidding documents. The UBA provides the contractors bidding on the work for the department’s project information related to the status and schedules for utility relocations for the project.

Non-Compliance

If a utility company fails to provide a work plan, fails to comply with the accepted work plan, or fails to complete the adjustment of its facilities, the utility owner may be violation of IAC 761--115(306A) per IAC 761-115.30(6).