Utility construction work is inspected by KYTC and the utility company. However, KYTC and the utility company have different goals when inspecting facilities (see figure below).

KYTC is responsible for tracking and inspecting the progress of all utility and rail work. The District Utility Supervisor (US) or Utility Agent (UA) performs these field verification activities.

Before utility construction begins the US or UA should:

• Review the agreement to understand charges that are eligible for compensation
• Review the latest plans to familiarize themselves with the location and construction limits
• Notify appropriate Cabinet officials of any discrepancy
• Meet regularly with the utility company representative

During utility construction the US or UA should:

• Review utility company reports
• Inspect the site(s)
• Record entries in a Utility Progress Report

Critical information that must be collected during the inspection includes:

• Date
• Time
• Location of construction work
• Latitude/Longitude
• Percent complete

Other helpful information that should be collected during the inspection includes:

• Photographs
• Composition of the crew
• Vehicles and equipment
• Type of work
• Location of facility in relationship to road design elements
• Recently delivered materials and their condition

The following items should be observed and documented to ensure compliance with the design:

• Traffic control and safe worksite
• Lateral placement of utilities
• Depth of underground facility installations and structures
• Sizes and types of materials

Other important elements that should be observed during the inspection include:

• Note potential conflict locations
• Review backfill placement for adherence to Cabinet specs
• Report locations of bad soil conditions
• Ensure out-of-service facilities are safeloaded or removed
• Note removal of materials
• Note salvaged items
• Review the proximity of utilities to road design

As stated in the Utilities and Rails Manual, “Within limits of highway construction, all utility work is subject to inspection to ensure compliance with the applicable permit or agreement” (UR-1306). Utilities are inspected for the following reasons: 

• Ensure compliance with policy and agreement
• Ensure safe operations
• Document progress and schedule
• Document location

FHWA also requires utility inspections. Its utility program guide Utility Relocation and Accommodation on Federal-Aid Highway Projects, states: “It is essential that State inspectors verify all reimbursable utility work that has been accomplished.” The guide goes on to say that “When the utility is to be reimbursed based upon the actual cost incurred under the force account payment method, the State, in particular, needs to have a daily inspection record that can be used to verify billings for labor, materials, and major items of equipment used by the utility to complete the work.”

Utility inspections can be recorded in Kentucky Utilities & Rails Tracking System (KURTS) and KURTS Mobile. The KURTS utility inspection application system:

• Manages utility coordination by project
• Contains KYTC’s Utility Coordination Matrix
• Records utility relocation inspections

KURTS Mobile is a mapping application available for field data collection of:

• Utility conflicts
• Utility relocation inspections

In KURTS, utility inspection information is located under the Construction tab. Once users select this tab, they can view utility inspection information for each facility on the project. After selecting a particular facility, a screen showing the inspection information will pop up that maps inspection data as shown below.

The inspection table underneath the map indicates the progress of work on individual facilities. Selecting Reviewfor one of the inspection rows opens an interface that contains information on the inspection broken down into six sections:

• Project information
• Location information
• Work observed
• Work force details
• Equipment details
• Materials removed

Project Information Section

Location Information Section

Work Observed Section

Work Force Details Section

Equipment Details Section

Material Removed Section

Alternatively, users can view an inspection report that summarizes the above information for individual inspections by clicking the view link under the Site Inspection column.

Users can employ KURTS Mobile in the field to record utility field inspection data by clicking the +Inspectionsbutton in the app as shown below. The information entered is the same as what was discussed in the previous section. However, it is organized differently in the KURTS Mobile application.

The KURTS Mobile utility inspection application has the following features:

• Uses ArcGIS Field Maps
• Can be used on any iOS or Android device
• IT grants users access and assigns login information, after which the user downloads the free app and logs in
• Instantly syncs with the cloud (if cell service is available) or can be downloaded to work offline and synced once back within wifi or cell range
• Records data such as:
  • Date
  • Project number
  • Work status and percent complete
  • Workers
  • Additional comments
• Users can add as many photos as necessary

Data entry locations are symbolized with a plus sign in the KURTS Mobile app, as shown below.

To enter inspection data in KURTS Mobile click the + button in the screen’s bottom-right corner. Information that can be entered while out in the field using KURTS Mobile is listed below. Items with an asterisk are required:

• Location*
• Progress*
• Status*
• Date*
• Approximate % complete*
• Photos
• Crews and equipment
• Type of work
• Materials
• Depth
• Size
• Potential conflicts
• Backfill
• Removed materials
• Potential salvage value

Training on KURTS and KURTS Mobile is available by contacting:

• KURTS
  • Jennifer McCleve
  • mccleve@ky.gov
• KURTS Mobile
  • Allen Rust
  • rust@ky.gov

Utilities and Rails Guidance Manual

KYTC Utility Coordination Website

Utility Engineering and Coordination

Subsurface Utility Engineering (SUE)

Utility Coordination Deliverables

Tracking Utility Conflicts