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• ♦Manual Notice 2008-1
• ▼1. Introduction
  • ►1. Utility Adjustment Overview
    • ♦Utility Adjustment Flowchart
    • ♦Transition Terms and Acronyms
    • ♦Glossary of Terms
    • ♦Utility Templates
  • ►2. Overview of the TxDOT-Utility Cooperative Management Process
    • ♦Introduction
    • ♦Distribution of Responsibilities
    • ♦Description of Procedures
    • ♦Parameters
  • ►3. Liaison between TxDOT and Utilities
    • ♦General
    • ♦General Accounting Office Report
  • ►4. Fiscal Responsibility
    • ♦Eligible Utilities
  • ►5. Programming and Authorization
    • ♦General
    • ♦Right of Way Releases for Utility Work
    • ♦Federal Project Authorization and Agreement (FPAA)
    • ♦Utility Reimbursement Policies (Interstate Highways)
    • ♦Utility Reimbursement Policies (US, State (TX), FM, and RM Highways)
• ►2. TxDOT-Utility Cooperative Management Process and Subprocess
  • ►1. TxDOT Utility Cooperative Management Process - “The Process”
    • ♦Overview
    • ♦Exchange of Preliminary Information: Annual Meeting - Process Activity I
    • ♦Exchange of Project Specific Information: Initial Project Notification - Process Activity II
    • ♦Exchange of Project Specific Information: Preliminary Design Meeting - Process Activity III
    • ♦Exchange of Project Specific Information: Field Verification - Process Activity IV
    • ♦Design and Utility Construction Phase: Design Conference - Process Activity V
    • ♦Design and Utility Construction Phase: Intermediate Design Meeting(s) - Process Activity VI
    • ♦Design and Utility Construction Phase: Final Design & Initial Construction Coordination Meeting - Process Activity VII
    • ♦Design and Utility Construction Phase: Pre-letting Utility Meeting - Process Activity VIII
    • ♦Construction Phase: Utility Meeting After Award - Process Activity IX
    • ♦Construction Phase: Utility Coordination Meeting During Project Construction - Process Activity X
  • ►2. Right of Way Utility Adjustment Subprocess - “The Subprocess”
    • ♦Flowcharts
    • ♦Early Right of Way Release for Utilities - Right of Way Subprocess Activity I
    • ♦Field Verification - Right of Way Subprocess Activity II
    • ♦Federal Project Authorization and Agreement (FPAA)- Right of Way Subprocess Activity III (a)
    • ♦TxDOT-LPA Right of Way Contracts - Right of Way Subprocess Activity III (b)
    • ♦Right of Way Release - Right of Way Subprocess Activity IV
    • ♦Alternate Procedure Approval from FHWA - Right of Way Subprocess Activity V
    • ♦LPA Agreement to Contribute Funds - Right of Way Subprocess Activity VI
    • ♦Request for Determination of Eligibility - Right of Way Subprocess Activity VII
    • ♦District Approves Utility Consultant Contract - Right of Way Subprocess Activity VIII
    • ♦Prepare Utility Adjustment Assembly for Approval - Right of Way Subprocess Activity IX
    • ♦Perform Utility Adjustment - Right of Way Subprocess Activity XI
    • ♦Determination of Upper Limit - Right of Way Subprocess Activity XII
    • ♦Utility Payment Process - Right of Way Subprocess Activity XIII
  • ►3. Memorandums of Understanding (MOU)
    • ♦Overview
    • ♦Instructional Guide for the Utility Memorandum of Understanding
    • ♦MOU-Introduction Section
    • ♦MOU-The TxDOT-Utility Cooperative Management Process Section
    • ♦MOU-Standards for Installation Section
    • ♦MOU-Construction and Financial Considerations Section
    • ♦MOU-Utility Coordination Steering Committee Section
    • ♦MOU-Conclusions and Endorsements Section
• ►3. References for Utility Accommodation
  • ►1. Introduction
    • ♦Legal Requirement Categories
  • ►2. Federal Codes and Regulations
    • ♦United States Code (USC)
    • ♦Code of Federal Regulations (CFR)
    • ♦National Electric Code (NEC)
    • ♦National Electrical Safety Code (NESC)
    • ♦Electric Deregulation Act
  • ►3. Texas Codes and Regulations
    • ♦Texas Administrative Code (TAC)
    • ♦Transportation Code
    • ♦Utilities Code
    • ♦Local Government Code
    • ♦Water Code
    • ♦Natural Resources Code
  • ►4. Related Policies and Guidance
    • ♦References
    • ♦Research on Eligibility
• ►4. Preliminary Planning
  • ►1. District Utility Cooperative Process Meetings
    • ♦General
    • ♦Annual Transportation Improvement Program (TIP) Meeting
    • ♦Annual Meeting (Process Activity I)
    • ♦Utility Coordination Council Meetings
    • ♦Initial Project Notification Meeting (Process Activity II)
    • ♦Preliminary Design Meeting (Process Actitivity III)
  • ►2. Utility Location Investigations
    • ♦General
  • ►3. Preliminary Utility Adjustment Funding Determinations
    • ♦Federal Utility Procedure (FUP)
    • ♦State Utility Procedure (SUP)
  • ►4. Initial Exchange of Design Data and Criterion
    • ♦General
  • ►5. Requirements for LPA
    • ♦Authority
    • ♦Procedure
• ►5. Utility Considerations During Highway Design
  • ►1. Determination of Utility Impacts
    • ♦Justification
    • ♦Considerations
  • ►2. Coordination
    • ♦Objective
    • ♦Procedure
  • ►3. Utility Engineering Contracts
    • ♦Subsurface Utility Engineering (SUE)
    • ♦Utility Coordination Contracts
  • ►4. Utility Access, Corridors, and Strips
    • ♦Access Rights
    • ♦Utility Corridors
    • ♦Utility Strips
  • ►5. Incorporation of Utilities into the Transportation Project PS&E
    • ♦Procedure
    • ♦Advance Funding Agreements (AFA)
  • ►6. Compliance with the UAR
    • ♦Utility Accommodation Rules (UAR)
  • ►7. Alternate Financial Assistance to the Utility
    • ♦Overview
  • ►8. Intermediate Design Meetings
    • ♦Overview
  • ►9. TxDOT Assistance to the Utility
    • ♦Overview
  • ►10. Utility Design Considerations Related to Reimbursement
    • ♦Overview
    • ♦Coating and Wrapping of Utility Lines
    • ♦Cathodic Protection of Utility Lines
    • ♦Additional Thickness of Pipe
    • ♦Spare Conduits or Ducts
    • ♦Taller Poles
    • ♦Joint Occupancy of Poles
    • ♦Utility Facilities in Highway Structures
    • ♦Existing Facilities Remaining in Place
    • ♦New Location Considerations
• ►6. Utility Plans and Specifications
  • ►1. Initial Actions of the Utility
    • ♦Use of Consulting Engineers
    • ♦Replacement of Utility Right of Way
  • ►2. Utility Plan Preparation
    • ♦Policy
    • ♦Plan Requirements
    • ♦Preparation of Utility Specifications and Proposals
  • ►3. Use of Contractors on Utility Work
    • ♦Establishing Need for a Contractor’s Services
    • ♦Utility Work in the Highway Contract
• ►7. Utility Cost Estimates
  • ►1. General Requirements
    • ♦Overview
  • ►2. Estimate Categories
    • ♦Categories
    • ♦Materials and Supplies
    • ♦Labor
    • ♦Overhead
    • ♦Transportation and Equipment
    • ♦Right of Way
    • ♦Traffic Controls
    • ♦Salvage, Abandoned Facilities, and Removal of Materials
    • ♦Credits
    • ♦Betterments
    • ♦Procedures for Computing Elective Betterment Credit
  • ►3. Contract Work and Consultants
    • ♦Contract Work
• ►8. Procedures for Utility Adjustments
  • ►1. Adjustments
    • ♦Eligible Adjustments
    • ♦Partially Eligible Adjustments
  • ►2. Utility Property Ownership
    • ♦Public Utility Easement (PUE) Reimbursement Considerations
    • ♦Acquisition of Right of Way from a Utility Property Owner
    • ♦Compensation Considerations
    • ♦Eligibility Ratio
    • ♦Calculating the Eligibility Ratio at Railroads
    • ♦For State and LPA
  • ►3. Right of Way Costs
    • ♦Preliminary Requirements
    • ♦Utilities Presently Located on Interstate Right of Way
    • ♦Utilities Presently Located on Private Right of Way
    • ♦Utilities Presently Located On Both Public and Private Right of Way
    • ♦Utilities as a Real Estate Acquisition
  • ►4. Emergency Adjustment
    • ♦Overview
    • ♦Procedure
  • ►5. Four Major Procedures for Utility Adjustment
    • ♦Procedures
  • ►6. State Utility Procedure
    • ♦Overview
    • ♦Project Category
    • ♦Utility Agreements
  • ►7. Federal Utility Procedure
    • ♦Interstate with Federal Funds in Right of Way
    • ♦Characteristics
    • ♦Benefits
  • ►8. Local Utility Procedure
    • ♦General
    • ♦Acquisition of Replacement Right of Way
    • ♦Utility Accommodation
    • ♦Participation in Costs of Adjustments
    • ♦Eligibility of Utility Adjustments
    • ♦Utility Agreements
  • ►9. Non-Reimbursable Utility Adjustment Procedure
    • ♦General
    • ♦Initial Actions
    • ♦Joint Use Agreements
  • ►10. Federal-aid Participation
    • ♦General
    • ♦For State
    • ♦For LPA
• ►9. Forms and Agreements
  • ►1. Overview
    • ♦Comparison
    • ♦Actual Cost Agreements
    • ♦Lump Sum Agreements
    • ♦Advance Funding Agreements (AFAs)
  • ►2. District Approval of Utility Agreements
    • ♦Authority
    • ♦Prerequisites
    • ♦Monetary Cap
    • ♦Date of Eligibility - DELETED
    • ♦TxDOT Utility Accommodation Rules (UAR) Compliance
    • ♦Betterment
    • ♦Accrued Depreciation
    • ♦Lump Sum Agreements
    • ♦ROW Division Approval
  • ►3. Affidavits
    • ♦Overview
  • ►4. Agreement Assemblies
    • ♦Requirements for Submission
  • ►5. Prepare and Submit the Agreement Assembly
    • ♦General
    • ♦Statement of Work
    • ♦Methods of Cost Accumulation
    • ♦Execution by Authorized Representative
    • ♦Distribution of Assemblies
    • ♦District Letter of Authority
  • ►6. Utility Joint Use Acknowledgements
    • ♦Acquisition
    • ♦Authority
    • ♦ Utility Joint Use Acknowledgements
    • ♦Utility Joint Use Acknowledgement Checklist
    • ♦Revisions to Forms
• ►10. Performing the Utility Adjustment
  • ►1. Utility Pre-Construction Activities
    • ♦General
    • ♦Pre-letting Utility Meeting (Process Activity VIII)
    • ♦Utility Meeting After Award (Process Activity IX)
    • ♦Notification of Starting Date
  • ►2. Inspection Activities
    • ♦Maintaining Utility Construction Records
    • ♦Project Documentation
    • ♦Safety Precautions
    • ♦Required Inspection of the Work
    • ♦Changes in Approved Work
    • ♦Inspection of Recovered Materials
  • ►3. Abandoned Interests
    • ♦For State
    • ♦For LPA
    • ♦Acquisition of Utility-Owned Interests or Properties
  • ►4. Utility Installation Inspection
    • ♦General
• ►11. Billing and Payments
  • ►1. Invoicing and Payment Procedures
    • ♦Introduction
    • ♦The “Prompt Payment Law”
    • ♦Participant Responsibilities in Billing/Payment Process
    • ♦Use of Form ROW-A-15, Payment Request
    • ♦Other Items Relevant to Billing Preparation
    • ♦Billing Assembly Checklist
  • ►2. Partial Payments
    • ♦For State and LPA
    • ♦For State
    • ♦For LPA
    • ♦Supporting Documentation Required for Partial Payment Requests
  • ►3. Final Billings
    • ♦For State and LPA
    • ♦For LPA
  • ►4. Reimbursement When LPA is Responsible Party
    • ♦Reimbursement Based on Actual Cost
    • ♦LPA Procedures for Determining Eligibility of Adjustments
    • ♦Reimbursement Based On Lump Sum Values
  • ►5. Payments and Final Audit
    • ♦Before Final Audit
    • ♦Final Review
    • ♦Audits
    • ♦After Final Audit
    • ♦Records of Cost
  • ►6. Utility Considerations in Right of Way Project Closeout
    • ♦Introduction
    • ♦District Responsibilities
    • ♦Division Responsibilities
• ►12. Unique Conditions and Special Cases
  • ►1. Fiber Optic Telecommunications
    • ♦Overview
    • ♦Policy
  • ►2. Cellular Towers
    • ♦Policy
  • ►3. Transmission Towers
    • ♦Policy
  • ►4. Restoration of Service
    • ♦Policy
    • ♦Backflow Prevention Assemblies
  • ►5. Leasing
    • ♦Policy
  • ►6. Resource Sharing
    • ♦Policy
  • ►7. Economically Disadvantaged/Insolvent Utilities
    • ♦Policy
  • ►8. Disposition of Existing Abandoned or Idled Utility Facilities
    • ♦Abandoned or Idled Pipelines
    • ♦Existing Facilities Abandoned in Place
  • ►9. Unknown Utility Ownership
    • ♦Policy
  • ►10. Water Control Facilities (Canals)
    • ♦Overview
    • ♦Water Control Facilities Crossing the Highway
    • ♦Parallel Water Control Facilities
    • ♦Publicly-Owned Water Control Facilities (for State)
    • ♦Publicly-Owned Water Control Facilities (for LPA)
    • ♦Privately-Owned Water Control Facilities (for State )
    • ♦Privately-Owned Water Control Facilities (for LPA)
  • ►11. New Utility Installations in Existing Right of Way
    • ♦New Locations Beyond the Limits of TxDOT Right of Way Projects
    • ♦New Locations Within the Limits TxDOT Right of Way Projects
  • ►12. Railroads
    • ♦Requirements
    • ♦Railroad Agreements
  • ►13. Hazardous Materials
    • ♦Safety Precautions
    • ♦One Call Requirements
    • ♦Monitor Wells
    • ♦Geophysical Exploration on Highway Right of Way
    • ♦Contaminated Sites
  • ►14. Exclusive Development Agreements
    • ♦Overview
• ►A. Reimbursement Guidelines and Billing Procedures for Utility Adjustments
  • ►1. Introduction
    • ♦General
  • ►2. General Requirements
    • ♦Guidelines
  • ►3. Final Billings
    • ♦Guidelines
  • ►4. Labor Charges
    • ♦Guidelines
  • ►5. Charges for Materials and Supplies
    • ♦Guidelines
  • ►6. Transportation and Equipment Charges
    • ♦Overview
    • ♦Rental
    • ♦Small Tools
  • ►7. Engineering Charges
    • ♦Guidelines
  • ►8. Right of Way Charges
    • ♦Guidelines
    • ♦Definition
  • ►9. Overhead Charges
    • ♦Guidelines
  • ♦10. Removal or Replacement Charges of Buildings or Similar Structures
  • ►11. Betterments and Betterment Credit
    • ♦General
    • ♦Betterments Necessitated by Highway Construction
    • ♦Betterments Elected by the Utility Company
  • ►12. Federal Rulings
    • ♦Guidelines
    • ♦Coating and Wrapping
    • ♦Additional Thickness of Pipe
    • ♦Spare Conduits or Ducts
    • ♦Taller Poles
    • ♦Joint Occupancy of Poles
  • ►13. Accrued Depreciation
    • ♦Formula
  • ►14. Partially Eligible Adjustments
    • ♦General
    • ♦Appropriate Order of Credits
  • ♦15. Consulting Engineer Fees
  • ♦16. Special Considerations

Chapter 1: Introduction

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Section 1: Utility Adjustment Overview

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Utility Adjustment Flowchart

A flowchart showing the utility adjustment overview with interface to transportation projects is available in PDF format.

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Transition Terms and Acronyms

Anchor: #i1002501Table 1-1: Transition Terms and Acronyms

Former term/acronym	Current term/acronym
Alternate Procedure (not CFR)	Federal Utility Procedure
Optional Alternative Procedure (OAP)	State Utility Procedure (SUP)
	Local Utility Procedure (LUP)
sufferance or permit	statutory right
utility company	utility
utility company’s facility	utility facility or facility
Advance Funding Agreement	AFA
Utility Accommodation Policy (UAP)	Utility Accommodation Rules (UAR)

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Glossary of Terms

An online TxDOT Glossary is available for definitions of terms found in this manual.

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Utility Templates

ROW Division has MS Word templates available for each of its utility forms. An accessible list is below. Clicking on a form number will allow you to save the template.

Anchor: #i1002532Table 1-2: ROW and MNT Division Templates Relating to Utility Adjustment Work

Form Number	Title
1082	Utility Installation Request
Indemnity	Indemnity Agreement
N17	Release of Easement
N30	Quitclaim Deed
N85	Subordination of Mineral Lease
N88	Subordination of Mineral Lease – Controlled Access Highway Facility
NPSTRA	Petroleum Storage Tank Removal Agreement
RM37	Contractual Agreement for Right of Way Procurement – Local Government
RM129	Agreement to Contribute Funds – Local Government
RM135	Supplemental Contractual Agreement for Right of Way Procurement – City
U1A	Affidavit of Property Ownership (Utility Owner)
U1B	Affidavit of Property Ownership (Disinterested Party
U1C	Affidavit of Property Ownership (Property Owner)
U13	Reimbursables Authorization Letter
U27A	Certificate for Partial Payment of Utility Estimate
U27B	Support for Certificate for Partial Payment of Utility Estimate
U35	Standard Utility Agreement
U40	Signature Authority
U43A	Standard Utility Agreement – Lump Sum – Local Government
U43B	Standard Utility Agreement – Actual Cost – Local Government
U45	Tabulation of Utility Adjustments
U47A	Tabulation and Certification of Partial Payment for Utility Adjustment (LUP)
U47B	Tabulation and Certification of Partial Payment for Utility Adjustment (FINAL-LUP)
U48	Statement Covering Utility Construction Contract Work
U84	Compensable Interest Certificate
U139	Indemnity Agreement for Fiber Optic Facility
U139A	Master Indemnity Agreement for Fiber Optic Facility
UAdjCheck	Utility Adjustment Checklist
UBillChkDist	Utility Payment/Billing Checklist - District
UBillChkDiv	Utility Payment/Billing Checklist - Division
UCFUA	Certification for Utility Adjustment
UCOA	Standard Utility Agreement - Supplemental Agreement
UEWA	Emergency Work Authorization – Post Highway Letting
UJUAA	Utility Joint Use Acknowledgement for Reimbursable Utility Adjustment
UJUAB	Utility Joint Use Acknowledgement for Non-Reimbursable Utility Adjustment
UJUACheck	Utility Joint Use Acknowledgement Checklist
UMOU1	Utility Memorandum of Understanding (For Use with Utility Entities)
UMOU2	Utility Memorandum of Understanding (For Use with Utility Industry Associations)
UUAD	Utility Accommodation Declaration
UUAWS	U# Assignment Work Sheet

In addition to these templates, a copy of the current Utility Accommodation Rules (UAR) is available in PDF format.