OUC--Exising Facility Protection (EFP) process

All new construction, maintenance and installation work in the public way and on private property involving excavation, and all excavations and/or penetrations deeper than 12 feet shall adhere to the following criteria/guidelines and are prerequisites to the issuance of an opening permit. Without collaboration of completion of review by the manager (or his designate) of the Office of Underground Coordination, a pavement-opening permit may not be issued, pursuant to the Municipal Code of the City of Chicago, Section 2-120-300.

In order to promote efficiency of work in the public way, reduce the risk of damage to existing infrastructure and reduce inconvenience to the public caused by work within the public way, a requester must submit an Existing Facility Protection (EFP) request to the OUC. Upon submittal of an EFP with one (1) copy of the proposed construction documents and one (1) disc with CADD drawings of the construction documents published in DWF format, the OUC will assign an OUC number to the EFP request and distribute the request to all Members for their review/response.

In addition, the OUC will send an acknowledgement notification to the Requester. Members are required to respond within 30 calendar days to the OUC with various responses of: “Permit Issuance Authorized”, “Not Involved”, or “Conflict”. Responses may include information and/or comments as to how Member’s existing facilities in the project area are to be protected and also may include inspection requests, etc. Members will contact the Requester directly with any “Conflict” notices and in addition, any received by the OUC will be immediately sent to the Requester for resolution.

A proposed project will not be authorized for permit unless all outstanding conflicts are resolved. The OUC will notify the Requester when all responses have been received and the EFP request will only be authorized for permit when all Member responses have been received as “Permit Issuance Authorized” or “Not Involved”.

NOTE: If your project involves an excavation and/or penetrations equal to or greater than 12 feet below existing grade, contact the Department of Transportation’s Division of Infrastructure Management at 312.742.3130 or 312.744.4995, prior to OUC submittal.

REFERENCE: Appendix D Geotechnical Checklist

EFP Process Overview

REFERENCE: 3.3.3 Existing Facility Protection (EFP) Process

1. Complete OUC Project Request Form for an “Existing Facility Protection” review.

2. Submit Project Form and email any attachments/drawings or sketches to OUC@Cityofchicago.org. If drawing files are larger than 20MB, forward a disc/USB with drawings files to:

CITY OF CHICAGO
Department of Transportation
Office of Underground Coordination
30 N. LaSalle St., Suite 310, Chicago, IL 60602

It is the responsibility of the Designer to complete and submit this checklist along with all required drawings for OUC (EFP) Review. All drawings submitted for OUC review must be in a scalable Autodesk Design Web Format (.dwf). AutoCAD users may create a DWF using the Public function within AutoCAD. Users of other design software may use the free Autodesk DWF Writer available from www.autodesk.com.

Your package should also include a hard copy of the plan set, drawing or sketch.

Upon receipt of your drawings, they will be reviewed for compliance and processing. If acceptable, you will receive the OUC#, Client Query# and Pin# assigned to your project. This will allow you to check the status of your project review online. If processing fees are applicable, a payment invoice will be e-mailed to you. The invoice must be paid at City Hall, Room 107 and a copy of your payment receipt should be e-mailed to OUC.

3. Construction Documents are to include, but not limited to, the following:

REFERENCE: APPENDIX D Plan Preparation Checklist

a. Index of Sheets, Highway Standards and Plan Notes

b. Alignment, Tie and Benchmark Sheet

c. Plan / Profile Sheet

d. Pavement Restoration Sheets

e. Traffic Control and Detour Plan Sheets

f. Erosion and Sediment Control Details

g. Detail Sheets

The drawings must be sealed and signed by a Professional Engineer licensed in the State of Illinois.

4. Members review request and respond within 30 calendar days to the OUC with various responses of: “Permit Issuance Authorized”, “Not Involved”, or “Conflict” (NOTE: Responses may include information and/or comments as to how Member’s existing facilities in the project area are to be protected and also may include inspection requests, etc., which need to be followed during construction).

5. Members are to contact the Requester/Project Coordinator directly when an EFP is in “Conflict” with their existing facilities for resolution. In addition, any “Conflict” responses received by the OUC will be sent to the Requester for resolution with the Member. An EFP request will NOT be authorized for permit unless all outstanding “Conflicts” are resolved.

6. The OUC will manage the Member reviews/responses and notify the proposing entity when all responses have been received as “Permit Issuance Authorized” and/or “Not Involved””, (NOTE: “Permit Issuance Authorized” and/or “Not Involved” DO NOT indicate that DIGGER has been notified. Please visit the DIGGER web site for dig ticket information).

7. The EFP request will be authorized for permit when all member responses have been received as “Permit Issuance Authorized” or “Not Involved” and all outstanding fees identified during the EFP process have been paid by the applicant. The EFP is active for a one-year period from the Response Required Date; except in the area bounded by North Avenue, Halsted Street, Cermak Road and Lake Michigan where the EFP is active for a six-month period from the Response Required Date.

8. Upon OUC approval, a “Permit Issuance Authorization Letter” will be provided to the Requester. A copy of the authorization must be provided when obtaining the “Opening and/or use in the Public Way” permit from the CDOT DOIM Permit Section.

The above criteria/guidelines are prerequisites to the issuance of a public way opening permit; without collaboration of completion of review by the Manager (or his designate) of the Office of Underground Coordination, a public way opening permit shall not be issued.

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