The Utility and Rail Certification Note is the primary deliverable generated by the Utility Coordination process on a KYTC project. Its main purpose is to provide utility information to project stakeholders, including project bidders. The note describes:

• Location of existing utility facilities
• Location of proposed utility facilities
• Relocation schedule

This information helps bidders minimize:

• Conflicts
• Project delays
• Service disruptions
• Safety

The note classifies utility facilities into four primary categories (see Sections 5.1 – 5.4 for explanations):

The note must include the following information on each utility:

• Owners
• Description of the utility facilities
• Actual or anticipated completion date for any relocation work
• Description of the location of work
• Contact name, email and phone number
• General notes

For each utility, the note must describe:

• Portions of existing facilities that will remain in place
• Relocated or adjusted facilities
• New facilities

Descriptions must also include:

• Size and type of facilities (i.e. 2” DIP water line with appurtenances)
• Facility locations (i.e., coordinates, station and offset, distance off the right-of-way line)
• A summary of relocation or adjustment work performed to date with a focus on the final location

Example Utility Description Layout

Following project award, contractors use the note to:

• Plan project execution
• Identify possible hazards
• Identify operations involving the use of cranes, booms, and other large equipment.

The Utility and Rail Certification note satisfies federal regulations found in 23 CFR 635.309. Relevant portions of this regulation are highlighted below:

The Utility and Rail Certification Note must be submitted electronically to the Division of Construction Procurement so it can be included in the project bid package. Notes are saved in the Kentucky Utility and Rail Tracking System (KURTS) for auditing purposes.

The following video provides instructions on entering the Utility and Rail Certification Note into KURTS.

The Utility Supervisor (US) and Area Coordinator (AC) share responsibility for developing and distributing the Utility and Rail Certification Note. Ideally, the US or an assigned Utility Agent (UA) should provide the note two months prior to the letting date.

The US shall:

• Generate, compile, and distribute the note
• Verify the note is accurate and complete
• Upload the final note to KURTS for recording and submission
  • Deadline: At least five weeks prior to the scheduled letting date

The AC shall:

• Review and approve the note
• Verify the rail coordinator (RC) provided railroad data
• Submit the final note to the Division of Construction Procurement

5.1 Do Not Disturb Utilities

Utility facilities classified as Do Not Disturb are those within the project limits that do NOT need adjustment or relocation. They are listed under the following header in the Utility and Rail Certification Note:

The following guidelines apply to these utilities:

• They should be protected during construction.
• The highway contractor is responsible for verifying their location and protecting them.

 5.2 Relocations Prior to Project

Utility facilities classified as Relocations Prior to Project are those within the project limits that will be adjusted or relocated by the utility company before roadway construction. They are listed under the following header in the Utility and Rail Certification Note:

The following guidelines apply to these utilities:

• They must be relocated before the letting date.
• Completion dates should be established and adhered to.
• The highway contractor is responsible for verifying their location and protecting them.

5.3 Relocation Concurrent with Project

Utility facilities classified as Relocation Concurrent with Project are those within the project limits that will be adjusted or relocated by the utility company at the same time as roadway construction. They are listed under the following header in the Utility and Rail Certification Note:

The following guidelines apply to these utilities:

• The timeline for their relocation or adjustment overlaps with the highway project.
• Relocation must be coordinated with the highway contractor.
• Must verify prior to letting that the relocation work can coincide with the highway project.
• A completion date for each relocation is needed.
• The highway contractor is responsible for verifying their location and protecting them.

5.4 Relocations Included in Road Project

Utility facilities classified as Relocation Included in Road Project are those within the project limits that will be adjusted or relocated by the highway contractor during roadway construction. They are listed under the following header in the Utility and Rail Certification Note:

The following guidelines apply to these utilities:

• The utility has authorized their inclusion in the transportation construction contract.
• Relocation work will be performed by the transportation contractor or a subcontractor.
• Relocation work is inspected by the utility company and KYTC.

Utilities and Rails Guidance Manual

Utility Engineering and Coordination

Subsurface Utility Engineering (SUE)