Documenting Change The approved design plans provide the contractor with the overall design and configuration of the proposed ITS. The design is based on field surveys, utility research, system calculations, and other engineering processes needed to develop the plans. There are many variables in the field that can affect the designed facility placements including:

Unidentified conflicts with existing utilities
Access limitations for construction equipment
Subsurface conditions such as rock formations
Future roadway expansion projects

Regardless of the reasons field changes occur, it is important to document changes at the time of installation to ensure confidence in the final as-built deliverable. Below are some guidelines for documenting changes.

What constitutes a change from the plans? Typically, a change from plan results from the identification of conflicts during construction, where the relocation or realignment of proposed facilities is required. For example, the plans might show new conduits being placed 30 feet parallel to the edge-of-travel-lane, but a previously unknown utility prevents that exact alignment and the contractor must relocate the conduit to 40 feet to complete the installation. This type of deviation or change from the approved plan is common in linear construction.

What is the maximum allowable deviation? FDOT requires sub-meter or better positional accuracy for all features installed on the project. Generally, if the linear facility meanders less than one-half meter from either side of its proposed location, documentation of the deviation may not be required. The relocation of site facilities may require the approval of the FDOT engineer because of clear zone issues, and device offset and spacing requirements. Therefore, the maximum deviation from the design for all facility types should be established by FDOT during the construction kick-off meeting.

Documenting Change Do changes in material type, size and quantity need to be documented? Any change in material, including change in type, size, or quantity should always be documented. This is necessary to ensure that all installed components are recognized. For example, if the plans propose the placement of one conduit in a section, but three are placed, then two spare conduits are now available for future use. These would not be recognized when needed if this change was not documented in the as-built deliverables.

Other changes may include the installation of different materials needed to meet the new needs of the relocated facility, such as a taller pole or the change from a pole-mounted cabinet to a base-mounted cabinet.

Why is accuracy important? Accurate documentation of changes in location and/or material is important to ensure confidence in the as-builts. Oftentimes, multiple conduits and other facilities must be placed in close proximity to each other due to confined space issues. If the facility location is physically exposed in the future, and the material exposed differs from what is depicted on the plan, the technician is either in the wrong location (poor as-built location documentation), or the material type was changed from the plan and not documented. As a result, it reduces the Operation & Maintenance (O&M) technician’s overall confidence in the entire as-built document, but worse, makes maintenance more costly and less effective.