Utility Account Matrix
What is the Purpose of the Utility Account Matrix?
The Utility Account Matrix is an evolving document that is the responsibility of the Design and Construction Project Managers as well as the RUAC. This will be updated throughout the lifecycle of each CDOT project impacting CDOT billed utilities. Purpose is to track all CDOT billed utilities within the project limits, CDOT fiber is not tracked in UAM. The UAM will be used to update the Utility Database as required by PD 90.1. The RUAC will manage the transfer of utility accounts from contractors to the proper CDOT team upon acceptance of the project. To follow the standard project delivery process, the Utility Account Matrix also has two phases: 1. Design and 2. Construction.
Design PM is responsible for determining what CDOT billed utilities currently exist within the project limits and what action against assets will be taken during the project (New, Relocate, Remain/No change, Terminate/Disconnect, Upgrade/Add to Existing). One line/row per utility account, exception is Flat Rate accounts require each asset listed. The UAM with completed design tab is submitted to [email protected] two weeks prior to AD.
For all new services, the responsible asset owner, who will be fiscally responsible for paying the utility bill, must approve the utility service during design. If no party is willing to take on fiscal responsibility for paying the utility bill throughout the life of the asset, then the utility and the asset the utility service is feeding will not be installed.
The Design Project Manager is responsible for working with the design contractor, the Regional Utility Account Coordinator, and the Regional Business office to ensure a complete and accurate project matrix. At the conclusion of design, the Design PM will hand off the matrix to the Construction PM.
How do Project Managers (PM's) Identify the Need for the Utility Account Matrix?
RUAC working with DPM determines if a UAM is required for their project. The purpose of the UAM is to track CDOT billed utilities impacted (move/change/add/delete) within the project limits. If no CDOT billed utilities are impacted (none are moving, changing, adding, or being deleting), UAM is not necessary, however can be completed as a reference to illustrate current CDOT billed utilities/assets within the project limits. RUAC will work with the DPM and CPM.
Where is the Utility Account Matrix?
Email your Regional Account Coordinator or [email protected] to request a utility account matrix!
When is the Utility Account Matrix Submitted?
The Utility Account Matrix has several submissions. Each submission must be emailed to the applicable Regional Utility Account Coordinator(s) and [email protected].
Done by the Design PM.
The Utility Account Matrix must be submitted and approved prior to AD. Make sure to allow enough time for back and forth should there be any errors. The Regional Utility Account Coordinators need at least two weeks to review submitted Utility Account Matrixes.
Done by the Construction PM.
The Utility Account Matrix must be submitted prior to the transfer of the Utility Accounts from the Contractor to CDOT. If transfers are done before submitting the matrix, the Business Office will receive the utility bill and have no mechanism to look up the bill. This may result in utility bills not being paid as CDOT needs to validate utilities prior to payment.
Done by the applicable Region Utility Account Coordinator working with the CPM and the contractor.
RUAC will document in the Utility Account Matrix that CDOT received the first invoice for all the new and relocated utilities. RUAC will also confirm billing stopped for terminated services.
New, relocated, and terminated services take at least 1 month to be reflected in the billing. The RUAC will also confirm there are no taxes or additional fees on the first invoice.
Who Are the Stakeholders and What are Their Roles and Responsibilities?
Although it is mainly the project managers (PM) completing the Utility Account Matrix, there are several groups that support the PM. Exact roles and responsibilities are documented in PD 90.1 The below is a summary, but PD 90.1 takes precedence over this website should any content conflict. Should a visual swim lane responsibilities graphic be more helpful than written explanations, please email [email protected] to request the below info in a visual representation.
Each Regional Business Office can only pay a utility bill if it is tracked in the Utility Database. Should the Business Office receive a bill for a utility service not tracked in the Utility Account Database, then the Regional Utility Account Coordinator will investigate the source of the utility bill.
