BACKGROUND 

Coordination between transportation agencies and utility companies is key to successful implementation of transportation projects and utility accommodation on public rights-of-way (ROWs). Coordination at the programmatic, planning/design, and field levels is particularly important to minimize infrastructure damage and cost overruns, mitigate design-utility conflicts, and anticipate ROW impacts during utility investigation/relocation. Coordination has often been challenging, and the recent combination of several factors has made that coordination even more challenging: staff turnover within transportation agencies and utility companies; increasing numbers and complexity of transportation projects; varying legislation across the states; varying structures of transportation agencies and utility companies; use of innovative project delivery processes; and use of ROWs for broadband and green energy initiatives. The need for enhanced, mutually beneficial partnerships between transportation agencies and utility companies at all levels continues to be critical and could lead to improved coordination and project outcomes. 

OBJECTIVE 

The objective of this research is to develop a guide to improve the interaction and coordination between transportation agencies and utility companies. The guide will focus on successful practices in both transportation agencies and utility companies implemented at the legislative, program, project, and field levels, as they relate to utilities in publicly owned ROWs. 

RESEARCH TASKS 

PHASE I 

Task 1. Conduct preparations for stakeholder outreach.

Task 1a. Conduct a literature review. The primary focus of the literature review is to determine which transportation agencies and utility companies have had positive interaction and coordination. The review shall include national- and state-level research and, as applicable, international and gray literature. The review should consider industry standards, utility manuals, services such as 811, and existing case studies. 

Task 1b. Develop a stakeholder outreach plan. Using Task 1a findings, focus outreach on transportation agencies and utility companies that have had consistently successful coordination. The stakeholder cross-section should include those with potential input on legislative and program-, planning/design-, and field-level practices that have been successfully implemented. Submit a technical memorandum containing the literature review and draft outreach plan. NCHRP approval is required before work on subsequent tasks begins. 

Task 2. Conduct stakeholder outreach. Identify stakeholders interested in participating in a workshop in Phase II.    

Task 3. Prepare an annotated outline for the guide and the research plan for Phase II.  Based on findings from Tasks 1 and 2, prepare an annotated outline of the guide and a research plan for developing the different sections of the guide according to the research plan. At minimum, the guide should:  

• Identify legislation or statutory requirements that facilitate utility coordination aspects
• Identify successful coordination practices on the program, project development, and field levels from interaction between transportation agencies and utility companies  
• Explain how various transportation agencies and utility companies are organized to coordinate with one another
• Discuss the perspectives of the utility industry in a cross-section of states
• Determine key decision-makers and functions in transportation agencies and utility companies to optimize coordination 
• Confirm what transportation agencies can effectively control and/or change 
• Describe transportation agency coordination with utilities to negotiate reasonable, mutually acceptable project costs and schedules 
• Explain how transportation agencies can leverage 811 ("Call Before You Dig") and other tools to facilitate coordination with utility companies

Task 4. Prepare Interim Report No. 1 that documents Tasks 1 through 3 and includes potential participation from stakeholders in Phase II. The report shall provide an updated and refined work plan for the remainder of the research in Phase II. 

PHASE II

Task 5. Develop a draft guide. Develop a draft manual according to the approved Interim Report No. 1. The draft guide should be submitted at least 12 months before the contract end date. NCHRP approval of the draft guide is required before work on subsequent tasks may begin. 

Task 6. Conduct a virtual stakeholder workshop. After NCHRP approval of the draft guide, conduct a virtual workshop to obtain feedback from stakeholders on the draft guide. Revise the draft proposed guide and workshop materials according to the feedback gathered during the workshop. 

Task 7. Prepare final deliverables. Deliverables shall include (1) a conduct of research report summarizing the research effort; (2) the guide; (3) an implementation plan for state departments of transportation (DOTs) and other transportation agencies; and (4) the workshop materials with a slide summary introducing the guide. 

STATUS: Proposals have been received in response to the RFP. The project panel will meet to select a contractor to perform the work.