Optimizing utility owner participation in the project development and delivery process.

Project 0-6624Coordination with utility owners during the project development and delivery process involves multipleactivities, such as requesting and collecting data about the location and characteristics of existing facilities toidentifying and analyzing utility conflicts, coordinating with utility stakeholders for the resolution of thoseutility conflicts, preparing and executing utility agreements, coordinating and inspecting utility adjustments,and coordinating reimbursements and audits. Effective communication, cooperation, and coordinationamong utility stakeholders are critical to keeping transportation projects on schedule. Unfortunately, theseelements are frequently lacking during project development and delivery to allow for the adoption of costeffectivesolution strategies. This report documents the results of research completed to develop strategies toimprove the participation and response of utility owners in the project development and delivery process. Toachieve this objective, the researchers (1) reviewed strategies that the Texas Department of Transportation(TxDOT) and other agencies use to engage utility owners, (2) developed a set of strategies designed tooptimize utility owner participation, (3) conducted stakeholder meetings and workshops to gauge thepotential acceptability of these strategies, and (4) developed recommendations for changes to businessprocesses and procedures. The four sets of strategies are: (1) modernization of the utility process, (2) utilityconflict matrix approach, (3) streamlining and standardization of utility cost data submissions, and (4) coreskill training on utility topics. The research also included the development of an implementation plan andstandalone guidebook and training materials to assist in the implementation of each of these strategies