Task 1. Conduct preparations for stakeholder outreach. Task 1a. Conduct a literature review. The primary focus of the literature review is to determine which transportation agencies and utility companies have had positive interaction and coordination. The review shall include national- and state-level research and, as applicable, international and gray literature. The review should consider industry standards, utility manuals, services such as 811, and existing case studies. Task 1b. Develop a stakeholder outreach plan. Using Task 1a findings, focus outreach on transportation agencies and utility companies that have had consistently successful coordination. The stakeholder cross-section should include those with potential input on legislative and program-, planning/design-, and field-level practices that have been successfully implemented. Submit a technical memorandum containing the literature review and draft outreach plan. NCHRP approval is required before work on subsequent tasks begins. Task 2. Conduct stakeholder outreach. Identify stakeholders interested in participating in a workshop in Phase II. Task 3. Prepare an annotated outline for the guide and the research plan for Phase II. Based on findings from Tasks 1 and 2, prepare an annotated outline of the guide and a research plan for developing the different sections of the guide according to the research plan. At minimum, the guide should: Identify legislation or statutory requirements that facilitate utility coordination aspects Identify successful coordination practices on the program, project development, and field levels from interaction between transportation agencies and utility companies Explain how various transportation agencies and utility companies are organized to coordinate with one another Discuss the perspectives of the utility industry in a cross-section of states Determine key decision-makers and functions in transportation agencies and utility companies to optimize coordination Confirm what transportation agencies can effectively control and/or change Describe transportation agency coordination with utilities to negotiate reasonable, mutually acceptable project costs and schedules Explain how transportation agencies can leverage 811 ("Call Before You Dig") and other tools to facilitate coordination with utility companies Task 4. Prepare Interim Report No. 1 that documents Tasks 1 through 3 and includes potential participation from stakeholders in Phase II. The report shall provide an updated and refined work plan for the remainder of the research in Phase II. Note: Following a 1-month review of Interim Report No. 1 by NCHRP, the research team will be required to meet with the project panel in person to discuss the interim report. Work on Phase II of the project will not begin until authorized by NCHRP.
