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LPA Projects Involving Utilities
Information
ODOT is the designated state agency to implement Oregon’s federal-aid highway program.  Because of this, the Federal Highway Administration also places overall responsibility for county and city federal-aid road projects with ODOT.  The local agency program is administered by ODOT through the Regional offices and their Local Liaison.
 
The LPA Procedures Guide outlines the basic requirements governing the relocation and reimbursement procedures and practices to be used by a Local Public Agency (LPA) on federally funded local projects. The procedures are intended to be used as general guidelines by LPA's in the execution of their projects.  For situations not covered, or for other related questions, you should contact the State Utility Liasion:
 
Heather Howe, State Utility Liasion
503-986-3658
E-Mail: Heather Howe 
 
In addition to the LPA Procedures Guide are the Highway / Utility Guide and the FHWA Program Guide.  These three guides, taken together, contain the current policies and procedures for the utility relocation and reimbursement program.
 

Policy and Procedure Guides

 

Document
Name
DescriptionFile FormatLast Updated
Highway/Utility Guide This guide provides a "baseline" model of how utilities are to be recognized and incorporated into the ODOT project development process.PDF04/2006
FHWA Program Guide Program Guide - Utility Relocation and Accommodation on Federal Aid Highway Projects.Web link
Utility Manual This is Chapter 10 of the Right of Way Manual. PDF12/2010

Appendix to LPA Guide
 


Form NameDescriptionFile FormatLast Updated
Certification - Estoppel Completed by the utility stating that they should be reimbursed because the utility facilities were placed on private property with the permission of the fee owner of the property.Word03/2009
Certification - Prescription Completed by the utility stating that they should be reimbursed because they have prior rights by prescription. (These facilities are located on private property and a search of the records does not disclose any recorded or unrecorded easement for said facilities.)Word03/2009
Certification - ReimbursementForm to be filled out by the Utility Specialist when there is a reimbursable work.Word03/2009
Certification - Utility Form Complete this form at PSE to certify that for a project all utility work has been completed or that all necessary arrangements have been made for it to be undertaken and completed as required for proper coordination with the physical construction schedule. Send the Certification to the State Utility Liaison.Word03/2009
Conflict Letter, Non-Reimbursable Initial notification to utilities indicating that facilities owned by the company conflict with the construction of a project and should be relocated or adjusted before construction begins. Use this form when the utility is not reimbursable. Word03/2009 
Conflict Letter, Reimbursable Initial notification to utilities indicating that facilities owned by the company conflict with the construction of a project and should be relocated or adjusted before construction begins. Use this form when the utility is reimbursable.Word03/2009
Conflict List Use this form to identify all utility conflicts pertaining to the project and send with the utility conflict letter. Excel08/2009
Federal Funding Request Example  Submit this letter to the State Utility Liaison when funding needs to be set up for the utility phase. Word 03/2009 
Reimbursement Information Form To be completed by a utility prior to any PE work.Word11/2010
Time Requirement Letter (2nd Notice) Relocation time requirement letter that is sent to the utility stating what the utilities have told ODOT their relocation/adjustment work will be. This includes the relocation completion date.Word03/2009
Transmittal Request Form Utility Specialist to use this form when requesting work be completed by the State Utility Liaison. Word03/2009
Utility Billing Approval Memo Utility Specialist to use when requesting the State Utility to make a payment to a utility.Word03/2009