Project No. 0-4617:Identifying Delays in the ROW and
Utility Relocation Processes Affecting
Construction and Development Methods for Expediting the
Processes
Dr James T. O’ConnorDr G. Edward Gibson
Mr Rei-Lin (Garry) ChangMr Stephen M. Hedemann
Dr Wai-Kiong (Oswald) Chong
AGENDA
• Study Overview• ROW Study• Utility Study• Conclusions• Questions
AGENDA
• Study Overview• ROW Study• Utility Study• Conclusions• Questions
Problem Statement
How long does ROW acquisition take?
How long does utility relocation take?
What are the drivers of duration?
Study Objectives
Develop:• Process model for ROW
acquisition and utility relocation• Duration metrics and • Advisory tool for duration
estimation
Data BasisROW:• Number of projects: 55• ROW parcels: 200 + • Interviews: Five Districts, Texas Turnpike
Authority (TTA), ROW DivisionUtilities:• Number of projects: 67• Utility adjustments: 300 +• Interviews: Six Districts, TTA, ROW
Division
Process Map
• 100+ activities• Stratified by organization• Shows integration and links to PS&E • Key milestones• Some “aha’s” and future
improvements
Process Map
Businesses,Farms& Non-ProfitOrganizations
YES
Parcel Owner Rejected
Rejected
(3)Preliminary
DesignConference
(16) OngoingAssistance forMoving, Re-
establishment& Searching for
Location
(19)Begin
CurativeWork
(9) ReceiveTitle Information:
5 Year SalesData &
Preliminary TitleCommitment
(19.2) DistrictRecommendsto Approve /
Deny
(2) EarlyCoordination
with LocalAgencies
(20) Calculate andRecommend
Supplements forR/W Division
Approval
(13)Assign
Appraiser
(6) Obtain:- Environmental Clearance- Local Agency Agreements
(If Applicable)- Approved R/W Map- Funding Authority
(10) ObtainPropertyOwner
Addresses
(7) R/W ProjectReleased
(38)Prepare
FinalOfferLetter
(22) Send 90Day Notice
andDeterminationof RelocationEntitlement toDisplacees.
(4)Project
Develop-ment
Process
(11) MakePre-AppraisalContact with
PropertyOwner
(17) R/WDivision
Approval forSpecial
BusinessPayments
(19.1)ReceiveWrittenCounter
Offer(15)
Review /ApproveAppraisal
DivisionDecision
(12)Contact
Displacees
(19.3)Division
Accepts orRejects
Counter Offer
(5.1) ProjectReceives“Develop”ProgramAuthority
(1)Preliminary
R/W &Utility DataCollection
(21) ReceiveApproved
ReplacementHousing
Supplements &Special Business
Payments
(18)Present
Offer
(39)Order
UpdatedTitle
Commitment
(5)Place
Projectin STIP
OfferRejected
(8) Order TitleInformation: 5
Year SalesData &
Preliminary TitleCommitment
Change in Appraisal
Parcel Owner Accepted
No Change in Appraisal
Parcel Owner Rejected
Objections to Award
No Objections to Award
No Objections to Award
Objections to Award
(53) Start 20 DayPeriod to File
Objections
(58) Receive andDeposit Warrant
OfferRejected
(55)Objections
Filed
(49) JudgeAppoints SpecialCommissioners
(47) AGPreparesPetition
(50)Coordination to
ScheduleSpecial
CommissionersHearing
(45) Reviewand ReviseFinal Offer
(48) TxDOTFiles
Petition
(43)Update
Appraisal
(46)Document
“NOCHANGE” in
Appraisal
(57) RequestWarrant fromR/W Division
(58) Receive andDeposit WarrantConcurrent with
Signature ofJudgment in
Absence of OfObjections
Possession of Deed byCondemnation
(44) Reviseand Approve
UpdatedAppraisal
No Changeor Change
(42) R/WDivision
ForwardsParcel File to
AttorneyGeneral
(56) UpdateTitle
Commitments
OfferAccepted
(52) SpecialCommissionersSignature and
Delivery of Award
(40) Prepareand SubmitRequest for
EminentDomain.
(41) MinuteOrder for
Eminent DomainApproved by
TransportationCommission
(54) AG andDistrict PrepareSummary and
RecommendationReport
- As Builts- Permit Files- Field Verification- SUE- Aerial Photographs- Topographic Surveys- Coordinate w/ District Utility Engineer
- Ongoing Process- Updated Throughout Project
NO
Yes
Yes
Yes
No
Iterative
Highway Project LettingDate
D13
U13. InitiateMultiple UtilityCoordinationMeetings
Initial Estimate Submitted
U22. TxDOT /ConsultantRedesign
Is there an agreement?
Is there a set of plans?
Is there an AdvancedFunding Agreement?
30% PS & E
D8Date of Adjustment
Completion
U37. UtilityMeeting AfterConstructionContract Award
U21. AlternateProcedureRelease
U9. UtilitiesBudget Funds forFutureRelocations
U33. HighwayProject Release& Letting
U11. UtilitiesAllocate Fundsfor a ProjectAdjustments) U35. Adjust
Utilities
U8. UtilitiesSend Map
60% PS & EFONSI
U20. Get SIBLoan / Delay /BondReferendum
A.P. Release
U19. UtilitiesPrepare Designand Sign LocalJoint UseAgreements
U26. UtilityCompany SignedAgreements
U23. UtilitiesFinalize Design
Distribute Current Plansto Initiate Design andFacilitate Coordination
U15. UtilitiesProposeConcept, TxDOTdevelopsConceptualEstimate,
D3
No
U16. FundingAvailable?
U18. Analysis ofrelocation cost
estimates. ProjectRedesign
Beneficial?
Date Agreement ReviewStarted
U32. Pre-AdjustmentTxDOT Fie ldWork
U29. SubmitAssemblyPackage
Date of Agreement Approval
U10. Obtain AllInformation onExisting Utilities
U34. SiteCoordination:Multiple Utilitiesand / or GeneralContractors
D9
D7
U24. PrepareEstimate andAgreements
U30. ExecuteAgreements(TxDOTApproval)
U31. Pre —Letting UtilityMeeting
U7. DetermineAmount of Rightof Way Needed
U4. PreliminaryUtilityInvestigation
+/- 15% PS & E
Actual Date of AgreementSubmittal
U12. DevelopConflict List
U28. DevelopNeed For SpecialProvision: Noticeto Contractor
U25. PrepareUAR Exceptionsas Needed
D10U14.
Reimbursable?U36. Inspectionof Adjustments
6. DEVELOP PS&E
60% PS & E15% PS & E
30% PS & E
D10Date of Agreement Approval
Date Agreement ReviewStarted
U30. ExecuteAgreements(TxDOTApproval)
D9
D12
90% Paid Date - Pre Audit
Final Payment Date - PostAudit
D11
U38. TxDOTReimbursesUtilities forEligibleAdjustments
U39. UtilityConstructionMeeting DuringHighwayConstruction
R/WRelease Date
Parcel Owner Accepts Offer
w/ occupants
w/o occupants
Accepted
(35) LeaseBack
(32) Pay forTitle Policy
(23) Assist Displacees in FindingReplacement Dwelling
(if Requested)
(27) ObtainTitle
Commitment
POSSESSION BYNEGOTIATION
(37) Removalof
Improvements
ACQUISITIONCOMPLETE
(34) Send30 DayNotice
(31)Receive
TitlePolicy
Close File
(26)CompleteCurative
Work(33)
RelocationProcess
(29)ReceiveWarrant
(30)ClosingBy Title
Company
OfferAccepted
(25)Instrument ofConveyance
Signed
(36) MoveDisplacees
(28) SubmitPayment
Request toR/W Division
(5.2)AdvancedAcquisition
(If Applicable)
(6.2)AdvancedAcquisitionApproval
(6.1)Request
R/W Release
(14)ReceiveAppraisal
Residential
YES / NO
NO
(42.1) EminentDomain Cause
NumberAssigned by
AttorneyGeneral
Legal
(54.1) Approve AGRecommendations
ObjectionYes / No
No ObjectionsFiled
ObjectionsFiled
U3.1 TxDOTRequests UtilityMaps
U27. TxDOT R/W Review andApproval o fException
DISTRICT TXDOT RIGHT OFWAY AND UTILITIES
Note:
Activity Boxes NOT Time Scaled
Box Numbering is for the purposeof identifying the tasks and doesnot necessarily reflect processsequencing.
Project Configuration can varysignificantly; there may be manyparcels per project, or none. Theremay be many utility adjustmentsper project; or none.
PS&E Designer
DECISIONSOMITTED ACTIVITIES RELATEDTO NEGOTIATIONS PROCESS
Responsibility Code and Symbols
KEY EVENT /MILESTONE
DIVISION TXDOT RIGHT OF WAY
Utility Company
ACTIVITY
Others (Engineer, Project Manager, Title Co., Project Owner, Etc.)
CHARTLEGEND
Utility Designer
FHWA
PROJECT ASSOCIATES
DATE: MAY 2005REV. 4.0
U3. ApprovedGeometrics /Schematics
- Final CorridorAlignment- Project Schematic
U1. STIP:Long termdiscussion offuture projectsw/ utilities
U2. Environmental Clearance
AgreementUpper Limit
Above Limitwith recommendations
Within Limit
Rejected
DistrictDecision
Accepted
Key Durations
AGENDA
• Study Overview• ROW Study• Utility Study• Conclusions• Questions
Cumulative % for ROW Acq. > 10 ParcelsROW Release Possession Critical Path Parcels v. Typical Parcels
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
0 250 500 750 1000 1250 1500 1750 2000 2250 2500
Time (Calendar Days)
Cum
ulat
ive
Perc
enta
ge o
f Pro
ject
s th
at h
ave
R1
acqu
ired
befo
re
the
Tim
e R
ange
CPP >10 Parcels (PAT) TPAT > 10 Parcels (TPAT)
ROW Release
Critical Path Parcel (N = 41)
Typical Parcel (N = 132)
Cumulative % for ROW Acq. ROW Release Possession
by Number of Parcels
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
0 250 500 750 1000 1250 1500 1750 2000 2250 2500
Time (Calendar Days)
Cum
ulat
ive
Perc
enta
ge o
f Pro
ject
s th
at h
ave
R1
acqu
ired
befo
re th
e Ti
me
Ran
ge
Greater than 30 Parcels per Project (PAT) 10-30 Parcels per Project (PAT) Less than 10 Parcels Per Project (PAT)
ROW Release
> 30 Parcels (N = 108)
10-30 Parcels (N = 88)
< 10 Parcels (N = 27)
Cumulative % for ROW Acq. ROW Release Possession
Rural versus Urban
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
0 250 500 750 1000 1250 1500 1750 2000 2250 2500
Time (Calendar Days)
Cum
ulat
ive
Perc
enta
ge o
f Pro
ject
s th
at h
ave
R1
acqu
ired
befo
re th
e Ti
me
Ran
ge
Urban Projects (PAT) Rural Projects (PAT)
ROW Release
Urban (N = 42)
Rural (N = 151)
Cumulative % for ROW Acq.ROW Release Initial Appraisal
by # of ParcelsPlot of Cumulative Percentage vs. Time (Calendar Days)
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
0 250 500 750 1000
Time (Calendar Days)
Cum
ulat
ive
Perc
enta
ge o
f Pro
ject
R3
valu
es (P
AT
- TPA
T)
10-30 Parcels per Project (R3) Greater than 30 Parcels per Project (R3)
ROW Release
10-30 Parcels (N = 103)
> 30 Parcels (N = 85)
Key Drivers: Critical Path Parcels
Summary of Delay Factors from Critical Path Parcels
Potential ROW Delay Factors
Percent of Total Parcels (count1 =
45)
(1) Owner: Pricing, compensation and impact dispute 44.4%(2) Owner: Title curative and ownership change 28.9%(3) Third party 26.7%(4) Parcel characteristics, owner initiated, improvement delays 20.0%
(5) Environmental sensitivity and expert witness delays 17.8%
(6) Legal activity causing delays 15.6%
Others: Utility, design change or revisions, terrain features dispute causing delays 24.5%
[1] Some Critical Path Parcels had multiple delays
ROW Key Findings• Projects with fewer parcels have faster
acquisition times• Projects with more parcels have more lag
time between ROW release First appraisal
• Delay Drivers:– Critical path parcel drivers – ROW release First appraisal
• Little difference in acquisition times: Urban vs. rural parcels
AGENDA
• Study Overview• ROW Study• Utility Study• Conclusions• Questions
Cumulative % for Utility Reloc.: ROW Release Adj. Compl.
Quick vs SlowPlot of Cumulative Percentage vs. Time, Quick vs Slow Projects Duration U3
0
10
20
30
40
50
60
70
80
90
100
Duration (Calendar Days)
Quick
Slow
Cum
ulat
ive
Perc
enta
ge o
f Pro
ject
U
3 va
lues
for R
OW
Rel
ease
Slow (N = 32)
Quick (N = 20)
Cumulative % for Utility Reloc.: ROW Release Adj. Compl.Reimbursable or Non-Reimbursable
Plot of Cumulative Percentage vs. Time for Reimbursable vs. Non-Reimbursable Projects, Duration U3
0
10
20
30
40
50
60
70
80
90
100
Duration (Days)
Cum
ulat
ive
Perc
enta
ge o
f Pr
ojec
ts fo
r Whi
ch D
urat
ion
U3
is C
ompl
ete
at th
e G
iven
Tim
e
Reimbursable
Non
Cum
ulat
ive
Perc
enta
ge o
f Pro
ject
U
3 va
lues
for S
tatu
s of
R
eim
burs
emen
t
Reimbursable (N = 41)
Non-Reimbursable (N =
12)
Cumulative % for Utility Reloc.: ROW Release Adj. Compl.
LPA v. Non-LPA FundingPlot of Cumulative Percentage vs. Time by LPA Funding, Duration U3
0
10
20
30
40
50
60
70
80
90
100
Duration (Calendar Days)
Cum
ulat
ive
Perc
enta
ge o
f Pr
ojec
ts fo
r Whi
ch D
urat
ion
U3 is
Co
mpl
ete
at th
e G
iven
Tim
e
NonLPA
LPA
Cum
ulat
ive
Perc
enta
ge o
f Pro
ject
U
3 va
lues
for L
PA o
r Non
-LPA
Fu
nded
LPA Funded (N = 30)
Non-LPA Funded (N = 9)
Average Durationby Utility Type
Type of Adjustment Sample Size (n)
Mean Duration
Days Years
(1) High Pressure Gas 14 1674 4.58
(2) Water 26 1468 4.02
(3) Overhead Power 25 1215 3.33
(4) Underground Communications 22 1108 3.03
Average Durationby Number of Agreements
Number of Agreements
Sample Size (n)
Mean Duration
Days Years1 10 690 1.892 8 582 1.593 7 865 2.374 6 919 2.525 5 2174 5.95
>5 11 2737 7.49
Additional Key Drivers of Duration
• Rural vs. Urban/Metro• TxDOT project type• Accurate utility location information• Timely communication of project to
Utilities• TxDOT coordination between Utilities
Utility RelocationKey Findings
• Utilities waiting on ROW acq., drainage design
• “Last minute” design changes problematic
• Robust utility data management system needed
Right of Way and Utility Relocation Duration Information
System (RUDI)
Advisory Software ToolIn Development
RUDI
AGENDA
• Study Overview• ROW Study• Utility Study• Conclusions• Questions
ConclusionsROW Acquisition:• Critical Path Parcels take approx. 950
days on avg.; 90th% approx. 1650 days• Typical parcel takes approx. 300 days
on avg.; 90th% is approx. 900 days• Key drivers for delay:
– Pricing, compensation and impact disputes– Title curative– Third party– Delay from ROW Release First appraisal
ConclusionsUtility Relocation Duration:• From ROW Release: 1160 days on
avg.; 90th% approx. 2400 days• From Final Agreement: 220 days on
avg.; 90th% approx. 540 days• Key Drivers:
• No. of Agreements• Rural vs. Urban/Metro• TxDOT project type• LPA funding• Type of utility
Questions?