RAILROAD COORDINATION

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					                                RAILROAD COORDINATION
                             PRIMARY ROLES & RESPONSIBILITIES


 PRIMARY TASK                                                    ODOT*   LPA

 LPA DETERMINES SCOPE OF PROJECT; PREPARES STAGE 1                       X
 OR PRELIMINARY PLANS

 •   Submits preliminary plans to the ODOT RR Coordinator                X

 •   Submits 3 sets of preliminary plans to Railroad; Railroad           X
     comments and replies back to the LPA



 LPA REVISES PLANS PER RAILROAD COMMENTS AND                             X
 PREPARES STAGE 2 PLANS

 •   Submits Stage 2 plans to ODOT RR Coordinator                        X

 •   Requests Force Account estimate and agreement from                  X
     Railroad and submits Stage to plans to Railroad; Railroad
     reviews and comments on plans, and supplies Force
     Account estimate and agreement to LPA



 LPA DEVELOPS FINAL PLANS AND SIGNS AGREEMENT                            X

 •   Submits final plans to ODOT RR Coordinator                          X

 •   Submits final plans and copy of agreement to Railroad               X




*ODOT Railroad Coordinator serves monitoring role




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                       RAILROAD COORDINATION

INTRODUCTION

“Railroad Coordination” refers to the process LPAs must follow when railroad property falls within the
work limits of a proposed project. Any LPA Local-let project using Federal or State funds shall use the
guidelines in this chapter while working with the railroad.

Some examples when railroad coordination is needed include, but are not limited to, work on structures
that pass over a rail line, new grade separations, reconstruction or rehabilitation of existing grade
separations, drainage work, removal of right of way encroachments, utility work, traffic signal
preemption, etc.

LPAs shall comply with the provisions of 23 Code of Federal Regulations and the Ohio Revised Code
regarding all activities relating to Railroad-Highway projects.


RIGHT OF ENTRY

Each railroad has a unique application process for right of entry. These applications range from general
surveying to geotechnical boring.

CSX requires a formal application whereas Norfolk Southern will have the LPA send a letter to the
local superintendent stating the date, location, and type of work; i.e. surveying, testing for soil make up,
etc.


PROJECT DEVELOPMENT

LPAs will be responsible for defining the scope of the project as well as developing preliminary plans.
Three sets of preliminary plans will need to be provided to the affected railroad for their review. If there
is more than one railroad affected, each railroad will need their own set of preliminary plans. The LPA
should also send one set of plans to the ODOT District Railroad Coordinator.

Along with the plans sent to the railroad, the LPA should include a completed Overhead Bridge Data
Sheet. This sheet will provide the railroad an outline of the work associated with the project as well as
identify the location of the project.

Once the railroad has had the opportunity to review and comment on the stage one or preliminary plans


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                                           Railroad Coordination

they will relay the necessary changes to the local administration. The LPA will then need to revise the
plans to incorporate the railroad’s comments.

Three sets of the revised plans or stage two will need to be reviewed by the railroad. At this time the
LPA will also need to request a force account estimate from the railroad as well as an agreement. The
railroad will provide the agreement for all locally administered projects. The ODOT District
Railroad coordinator should also receive a copy of the revised plans.

Upon receiving the force account estimate, agreement, and comments on the revised plans the LPA will
now be ready to produce final or stage three plans taking into consideration any additional comments
from the railroad.

After the final plans are completed and the agreement has been signed by the local municipality the LPA
will need to submit one copy of the agreement along with a set of final plans to the railroad. The LPA
should also provide a set of final plans to the ODOT District Railroad Coordinator.

The ODOT District LPA Coordinator in conjunction with the District Railroad Coordinator shall
actively track and facilitate project progress providing constructive assistance as necessary, relating to
railroad coordination and agreement execution.

It is important to remember that the railroads will need adequate time to review all plans and
applications. LPAs should allow at least a month to two months per each review and should
incorporate this time into the project schedule. Also the railroads will expect the LPA to have funding in
place and may request verification. Agreements may need to be reviewed by the LPA’s legal council. If
at anytime during these stages the LPA needs assistance they may contact their ODOT District Rail
Coordinator or Central Office Rail Coordinator.


AUTHORIZATION

After the project has been awarded, the LPA will need to authorize the railroad to begin work. This
can be accomplished by simply sending a letter to the railroad notifying them to begin work and start
incurring charges. At this time the LPA will need to provide proof of insurance to the railroad.




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                                          Railroad Coordination

REFERENCES

    Code of Federal Regulations Title 23

    Ohio Revised Code

    CSX Design Manual and www.csxt.com

    NS Design Manual and www.nscorp.com

    ODOT Location and Design Manual


DEFINITIONS

Railroad agreement: Needed when construction of a Federal-aid project requires use of railroad
properties or adjustments to railroad facilities. Some of the contents included in the agreement are the
following: a detailed statement of the work to be performed by each party, method of payment,
maintenance responsibility, and amounts of insurance needed.

Force account estimate: An itemized estimate of the cost of work to be performed by the railroad.




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                                        Railroad Coordination

APPENDIX

  ODOT Railroad Coordinator Contacts

  Railroad Contacts

  CSX Right of Entry form

  CSX Overhead Bridge Crossing Data sheet

  NS Overhead Grade Separation Data sheet

  Preliminary plan submission sample letter

  Revised plan submission sample letter

  Final plan submission sample letter

  Authorization sample letter




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