Page 21 - BCCGA Best Practices Version 3.0

20 British Columbia Common Ground Alliance
infrastructures. If the facilities require relocation, it will be critical to develop a
realistic schedule that will allow time for the design, construction, and budget
approvals for relocating the facilities.
Utility coordinating committees have the resources to develop solutions for
problems associated with managing public and private infrastructure projects
within the public road allowance. Problems can arise because of poor
communication and coordination between the key parties involved in the
design and construction of the projects. A lack of communication and
coordination often leads to increases in project costs, project construction
delays, and difficult working relationships because of the need to relocate
existing infrastructure.
The frequency of these problems and their potential impact on project budgets
can increase under the following conditions: density of the infrastructure;
demand for occupancy and space within the road allowance; and poor quality
as-built records of existing public and private infrastructure. A utility
coordinating committee can lessen the frequency and financial impact of these
problems through better communication processes, improved coordination of
planned capital and operation works, and enhanced working relationships.
A successful utility coordinating committee possesses these key factors:
Ÿ Committee is founded and guided by the spirit of cooperation
Ÿ Committee operates under a Terms of Reference or Charter approved by the
committee members
Ÿ Member organizations are committed to the responsibilities of the
committee, and
Ÿ Designated representatives of each member organization have the
necessary leadership, planning ability, and implementation skills
CURRENT PRACTICE: Some utilities in BC have initiated a process for the
sharing of information known as a “single source management system.” This
system facilitates the electronic sharing of information among the utilities at
what can be best described as the project initiation phase. The benefits
associated with the system include timely and accurate responses to requests
for mark-ups, cost efficiencies, and improved communication among those
utilities.
BENEFITS: This practice promotes regular communication between utility
owners and operators, municipalities, consulting engineers, and contractors.