CITY OF PEARLAND

UTILITY RELOCATION PROCEDURE

1. Goal
1.1. To establish a standard procedure for timely planning and execution of utility relocations
for CIP projects, to identify and clarify responsibilities, and to ensure clear and cohesive
communication and coordination throughout the process.
1.2. For the purpose of this document, relocation shall mean the permanent movement of
overhead and/or underground utility facilities to another location or the temporary
movement or bracing of such utilities.
2. Key Personnel (Roles of each as they relate to utility relocation)
2.1. Project Management Department
2.1.1. Utility Coordinator
2.1.1.1. Acts as single point of contact on behalf of City with respect to utility
relocation planning and coordination.
2.1.1.2.

Sets agenda for and facilitates Utility Coordination Committee meetings.

2.1.1.3. Attends design consultant and construction progress meetings as

necessary to ensure that utility relocation issues are resolved.
2.1.1.4. Updates and maintains utility relocation schedules for City projects
requiring relocation and distributes same.
2.1.1.5. Follows up with utilities on scheduled relocation work and work in
progress.
2.1.1.6.

Maintains updated contact list.

2.1.2. Project Manager

2.1.2.1.

Responsible for oversight and coordination of design and construction.

2.1.2.2.

Attends Utility Coordination meetings as necessary.

2.1.2.3. Keeps utility coordinator updated on project schedules and utility

relocation needs.

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2.1.3. Acquisitions Coordinator

2.1.3.1.

Responsible for coordinating acquisition of necessary ROW for projects.

2.1.3.2.

Attends Utility Coordination meetings as necessary.

2.1.3.3. Keeps utility coordinator updated on status of ROW acquisitions for the
purpose of coordinating utility relocations.
2.2. Department of Public Works
2.2.1. Receives and approves ROW permit applications.
2.2.2. Ensures that utility complies with requirements of permit.
2.2.3. Attends Utility Coordination meetings as necessary.
2.3. Engineering Department
2.3.1. Attends Utility Coordination meetings as necessary.
2.4. Design Consultant
2.4.1. Responsible for survey and identification of ROW requirements.
2.4.2. Identifies existing utilities to the greatest extent possible.
2.4.3. Design is responsive to utility concerns and avoids utility conflicts wherever
possible.
2.4.4. Attends Utility Coordination meetings as necessary.
2.5. Utilities
2.5.1. Representatives
2.5.1.1. ATT
2.5.1.2. Centerpoint (electric)
2.5.1.3. Centerpoint (gas)
2.5.1.4. Comcast
2.5.1.5. Phonoscope
2.5.1.6. Texas Midgulf
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2.5.1.7. Pipeline companies

2.5.1.8. Others as necessary.
2.5.2. Designated representative acts as liaison with City, design consultant, and other
utilities.
2.5.2.1. Attends Utility Coordination meetings.
2.5.2.2. Responsible for timely response to Citys and design consultants written
correspondence.
2.5.2.3. If conflict is present, submits proposed plan and schedule for relocation or
other recommended resolution.
2.5.2.4. Responsible for relocation within time frame prescribed by the project
schedule.
2.5.2.5. Keeps utility coordinator informed of schedule for relocations and work in
progress.
3. Utility Coordination Committee
3.1. Standing Committee Meetings
3.1.1. Regularly scheduled semi-annual meetings.
3.1.2. Intended for brief discussion of upcoming projects.
3.1.3. Time allotted for each project manager (and consultant as necessary).
3.2. Project Specific Meetings
3.2.1. As required by project and phase.
3.2.2. Intended to coordinate and resolve specific issues.
3.2.3. Possible attendees.
3.2.3.1.

Utility Coordinator(s)

3.2.3.2.

Design Consultant(s)

3.2.3.3.

Project Manager(s)

3.2.3.4.

Utilities Designated Representatives

3.2.3.5.

Acquisitions Coordinator

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3.2.3.6.

Public Works Representative

3.2.3.7.

Engineering Representative

3.2.4. Agenda
3.2.4.1. ROW acquisition needs.
3.2.4.2. Possible conflicts with project construction.
3.2.4.3. Possible conflicts with other utilities.
3.2.4.4. Adjustment of relocation plans.
3.2.4.5. Schedules.
3.2.4.5.1. Citys project schedule.
3.2.4.5.2. Utilitys work schedule.
3.2.4.6. Other unresolved issues.
4. Preliminary Engineering Phase
4.1. Project Alignment
4.1.1. Survey
4.1.1.1.

Boundaries. (property pins and existing ROW)

4.1.1.2.

Topography.

4.1.1.3.

Controls.

4.1.2. Acquisitions Coordinator begins identifying properties to be acquired.

4.2. Courtesy Notification
4.2.1. Immediately following CIP Summit (September) each year, utility coordinator
advises utilities in writing of adopted CIP and anticipated dates of start of design
and construction.
4.3. Design consultant makes initial identification of existing utility conflicts.
4.3.1. Minimizes utility relocations to greatest extent possible.
4.3.2. Submits 30% plans.

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5. 30% to 60% Design Phase

5.1. Design Consultant sends initial notification letters with 30% plans to utilities via certified
U.S. mail with copies to the Utility Coordinator.
5.1.1. Plans should identify possible utility conflicts.
5.2. Utility is required to respond within 30 days in accordance with Section 26-91 of the City
of Pearland Municipal Code.
5.2.1. Prior to initiating construction of a city project in the right-of-way, the city will
provide each right-of-way user preliminary project plans at various stages of
completion (i.e., thirty (30) percent plans, sixty (60) percent plans, ninety (90)
percent plans and final plans). Upon receipt of the first submittal of preliminary
project plans (thirty (30) percent plans), each right-of-way user shall be
responsible for verifying the location of its underground facilities in the vicinity of
the citys project. In verifying the location of facilities as required by this section,
each right-of-way user shall compile the information obtained regarding any
facilities located in the right-of-way that are potentially affected by the city project
and shall, within thirty (30) days of receipt of the first submittal of the preliminary
project plans, make that information available to the city in a written and verified
format acceptable to the citys project director or his/her designee.
5.2.2. Utility responds no conflict.
5.2.2.1. No further communication needed on project but updates should continue to
be transmitted to the utility for informational purposes.
5.2.2.2. Utility Coordinator records response and files original response letter.
5.2.3. Utility responds conflict.
5.2.3.1. Returns 1 set of marked-up plans to design consultant, showing locations of
utility and indicating both horizontal and vertical locations.
5.3. Design consultant determines if adequate ROW exists to accommodate all proposed
relocations (except franchise agreements).
5.4. Acquisitions Coordinator begins process of acquiring necessary ROW.
5.5. For utilities within own ROW (typically pipelines) and required to relocate for City
project, need to negotiate compensation.

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5.6. Design Consultant incorporates survey and utility information on 60% P&P sheets and
cross sections.
5.6.1. Ensures that all known utilities are plotted
5.6.2. Establishes and confirms all known existing conflicts and identifies relocations.
6. 60% to 90% Design Phase
6.1. Design consultant sends letter to utility via certified U.S. mail to submit proposed
schedule and relocation plan within set time period.
6.2. Utility submits proposed schedule and relocation plan for approval.
6.2.1. Work schedules are coordinated with other utilities and contractors.
6.2.2. Conflicts with other utilities resolved in Committee.
6.2.3. Utility relocation plans approved.
6.3. Acquisitions Coordinator finalizes ROW acquisitions.
6.4. Upon acquisition of ROW, utility coordinator notifies utilities by certified U.S. mail that
relocation is required within 45 days from date of notice.
6.4.1. Include anticipated start of project construction.
6.4.2. In accordance with City of Pearland Municipal Code, Section 26-91.
6.4.2.1. Whenever by reasons of widening or straightening of streets, water or
sewer line projects, or any other public works projects (i.e., install or improve
storm drains, water lines, sewer lines) it shall be deemed necessary by the
governing body of the city to remove, alter, change, adapt, or conform the
underground or overhead facilities of a right-of-way user, such alterations
shall be made by the owner of the facilities at the owners expense within
forty five (45) calendar days from the receipt of written notice to make the
alterations, unless a different schedule has been approved by the project
director or his/her designee. The owner of the facilities shall be responsible
for any costs incurred by the city, associated with project delays resulting
from owners failure to conform facilities within the limits established by this
section. Reimbursement for all costs provided for by this paragraph shall be
made within thirty (30) calendar days from the day which the owner receives
written notice of such costs.

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6.4.3. In accordance with Section 26-95, a franchise agreement takes precedence over
referenced Section 26-91.
6.4.3.1. If a provision of this article directly conflicts with a provision of a franchise or
written authorization from the city in effect on the effective date of this article,
the franchise provision will be followed until such time that the franchise or
written authorization expires or is terminated.
6.5. Utility Coordinator updates and reconfirms schedules.
6.6. Design Consultant incorporates final ROW and utility relocations into 90% plans.
6.6.1. Include depths for all underground utilities.
6.6.2. Plan-in-hand meeting.
7. 90% to 100% Design Phase
7.1. Field meetings with utilities as necessary.
7.2. Utility coordinator compiles and continues to update consolidated utility relocation plan
and schedule for the project.
7.2.1. Order of precedence of relocations.
7.2.2. Number of days required for each and which can occur simultaneously.
7.2.3. Critical path (needed prior to NTP).
7.3. Utilities apply and get approval for ROW permits.
7.3.1. See ROW e-Permit Procedure (Public Works).
7.4. Utility coordinator continues efforts to coordinate resolution of any outstanding conflicts
in Committee, in special meetings, or through direct communication.
7.5. As necessary, at least 30 days prior to bid opening, utility coordinator sends final notice
to utility via certified U.S. mail that the project is scheduled to begin construction and
that the utility must be moved by NTP.
7.6. 100% plans signed by utilities in signature block.

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8. Bid and Award Phase

8.1. Utility coordinator invites all affected utilities to the pre-bid meeting if they have not
relocated by this date.
8.1.1. Answer questions from potential bidders.
8.2. Utility Coordinator invites all affected utilities to the preconstruction conference if they
have not relocated by this date.
8.2.1. Discuss Contractors schedule and adjustments needed by utilities in order to
have least impact on contractors work.
8.3. Utilities complete remaining relocations.
8.4. Prior to NTP, request letter from utility confirming that utilities have been moved and all
relocations are complete.
9. Construction Phase
9.1. All utility relocation should be complete by the NTP date.
9.2. Address additional issues as needed.

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