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Utility Coordination
The Utilities and Rail Branch administers the Kentucky Transportation Cabinet's Utility Relocation function,  Railroad Coordination, and the Railroad Crossing Safety Program.
 
Towards the goal of Utility Relocation, the Branch supports the District Utilities Supervisors statewide. This is achieved through the review of relocation plans, proposals, agreements, and active support of District utility personnel. The Branch facilitates relocation agreements, invoice payments, and coordination of work with other agencies and other Cabinet Divisions.
 
The Cabinet’s utility relocation process is designed to be as flexible as possible to allow utility companies to utilize their own planning, design, construction, and accounting procedures to the greatest extent.  Proactive utility coordination early in the project life cycle will minimize the amount of effort needed later in the project or during construction and minimizes costly and time-consuming unexpected issues.
 
The Cabinet encourages avoidance of utility facilities by providing the design team with information, analysis, and subject matter expertise to avoid potential utility impacts.  If those impacts are unavoidable, staff will work to relocate utility facilities within a project in an orderly and fiscally responsible manner.  The process emphasizes communication among those whose work impacts utility coordination in transportation projects including communication between the Utilities and Rail Branch and utility owners to accurately identify and resolve issues with facilities that are affected by transportation projects as early as possible in the project life cycle.
 
Standardized Forms
 
To support our goal of efficient and appropriate utility relocations, the Cabinet has developed and implemented standardized forms which are available for use.  To access these standardized forms, please select the link here: 
 
 
Agreement Documents
 
In further support of our mission, the following documents are also available.  These documents are as identified in the Utilities and Rails Guidance Manual.
 
Legally binding agreements are sometimes necessary to facilitate utility relocations.  The base language used by the Cabinet is available here.
NameUse SHIFT+ENTER to open the menu (new window).
  
Easement Acquisition Agreement
Prior Rights Agreement
Engineering Services KRS 177 Agreement
Engineering Services KRS 179 Agreement
Keep Cost KRS 177 Agreement
Work by Highway Contractor KRS 177 Agreement
Keep Cost KRS 179 Agreement
Work by Highway Contractor KRS 179 Agreement
Work by Highway Contractor KRS 177 Betterment Agreement
Work by Highway Contractor KRS 179 Betterment Agreement
Lump Sum KRS 177 Agreement
Lump Sum KRS 179 Agreement
Second Move Lump Sum Agreement
Second Move Keep Cost Agreement

​Utility Coordination Documents

Stage                   Exhibit Name                Description

Stage of Coordination:TitleUse SHIFT+ENTER to open the menu (new window).
  
NameUse SHIFT+ENTER to open the menu (new window).
  
DescriptionUse SHIFT+ENTER to open the menu (new window).
  
PlanningUR9012Authorizing Utility Phase Memorandum
PlanningUR9011District Request for Funds Memorandum
PlanningUR9014District Request for Preliminary Engineering Funds Memorandum
PlanningUR9001Initial Contact letter at Planning Stage
PlanningUR9009Project Spend Down Plan
PlanningUR9010Request for Funding Authorization
PlanningUR Universe ManualTraining manual for using the UR Universe Reporting System
PlanningUtility GuideUtility Field Identification Guide
PlanningUR9008Utility Relocation Cost Estimate
InitiationUR9019Joint Utility Meeting General Project Information Sheet
InitiationUR9018Joint Utility Meeting Sign In Sheet
InitiationUR9062No Charge Letter
InitiationUR9013Preliminary Engineering Project Authorization (State) Letter
InitiationUR9015Project Authorization (State) Letter
InitiationUR9017Utility Contact List Sample
DevelopmentUR9033Agreement Distribution Letter
DevelopmentUR9068Agreement Routing Sheet
DevelopmentUR9063District Agreement Submission letter to the Utility
DevelopmentUR9016District Engineering Service Contract Recommendation Memorandum
DevelopmentUR9022Engineering Service Contract
DevelopmentUR9023Engineering Service Contract Proposal and Checkllist
DevelopmentUR9032Notice to District of Agreement Approval
ExecutionUR9030Audit Request Memorandum
ExecutionUR9031District Change Order Recommendation Memorandum
ExecutionUR9029District Invoice Recommendation Memorandum
ExecutionUR9049District Transmittal Memorandum for Work in the Road Contract
ExecutionUR9021Utility Company Letter Certifying an Economic Relocation
ExecutionUR-9047Utility Impact Notes
ExecutionUR9027Utility Progress Report
CompletionUR905060-Day Project Closeout Notice Letter
CompletionUR9026Closeout Memorandum to Accounts
CompletionUR9051Relocation Permit Release Letters
CompletionUR9024Summary of Project Costs (Closeout Form)
Contact Information Contact Info
Division of Right of Way & Utilites
Kentucky Transportation Cabinet
200 Mero Street, 5th Floor East
Frankfort, KY 40622
Phone: (502) 564-3210
Fax: (502) 564-0505
Map it

Jennifer McCleve, Branch Manager
Utility Coordination Resources
Utility Coordination Support
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200 Mero Street, Frankfort, KY 40622 map it
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