Section 105IAC13-3-1. Identification and notification

   (a) Each utility shall submit the following information about its authorized representative to the department in January of each year:

(1) Name.

(2) Street address.

(3) Mailing address.

(4) Phone number.

(5) Fax number.

(6) E-mail address.

If any of the prescribed information changes, the department shall be notified within thirty (30) days.

  (b) The department shall make a reasonable effort to do the following:

(1) Determine what facilities are located within the geographical limits of an improvement project. Efforts shall include, but not be limited to, the following:

(A) Researching permit files.

(B) Reviewing map files maintained by the department.

(C) Investigating field conditions.

(D) Reviewing information provided by the Indiana Underground Plant Protection Service (IUPPS) or its successor organizations as described in IC 8-1-26-17(c).

(E) Contacting local government offices.

(2) Identify the name of each utility determined in subdivision (1).

  (c) The department shall send by mail to the identified utility an initial notice of the proposed improvement project. A notice shall include the following:

(1) The name or route number, or both, of the highway.

(2) The geographical limits of the improvement project.

(3) A general description of the work to be done.

(4) The anticipated date an approved work plan will be needed.

(5) The anticipated ready for contract date of the improvement project.

(6) The name of the designer and other contact information, if available.

(7) The department's determination of whether the project is major or minor.

The department shall inform the utility of the latest anticipated dates with each notice.

  (d) Within thirty (30) days after receiving the initial notice, the utility shall respond in writing to the department with a:

(1) description of the type and location of its facilities within the geographical limits of the proposed improvement project; or

(2) statement that the utility has no facilities within the geographical limits of the improvement project.

  (e) Following the thirty (30) day period in subsection (d), the department may request through IUPPS for the utilities to locate their facilities that are within the geographical limits of the proposed improvement project in accordance with IC 8-1-26. The department and utility may agree on another mutually acceptable format or schedule for the exchange of this information. The department will measure and record the locations of the field markings.

  (f) The department will list the utilities and identify the locations of all facilities identified in subsection (e) on one (1) or more plan sheets. (Indiana Department of Transportation; 105 IAC 13-3-1; filed Apr 14, 2008, 10:23 a.m.: 20080514-IR-105070494FRA; readopted filed Oct 2, 2013, 11:39 a.m.: 20131030-IR-105130295RFA)