Top 5 challenges when dealing with utilities management for major projects

Strategies for effective utility management in infrastructure projects

Infrastructure projects play a critical role in shaping our communities and economies. As we embark on ambitious endeavours to build and maintain essential infrastructure, effective utility management is at the core of a successful delivery. Local authorities face unique challenges in this domain. They are responsible for ensuring that utility services (e.g., water, electricity, gas, and telecommunications) are seamlessly integrated into infrastructure projects. This integration is crucial not only for the successful completion of these projects, but also for the long-term sustainability and functionality of the infrastructure.

Effective utility management is also very relevant to local authorities as it directly impacts the quality of life for residents, the efficiency of public services, and the overall economic development of the area. By addressing utility management challenges at an early stage, local authorities can avoid costly delays, minimise disruptions to the community, and ensure that infrastructure projects meet the needs of local communities.

In this context, understanding and overcoming the top challenges in utility management is essential for local authorities to fulfil their roles effectively and contribute to the growth and well-being of their communities.

In this blog we explore five key challenges and their solutions for successfully managing utilities within major infrastructure schemes.

1. A complex web of utility providers requires an early and effective communication strategy

When it comes to utilities (e.g., water, gas, electricity, telecommunications, fuel and drainage) there’s a complex web of providers, each with their own networks and interests. Coordinating these stakeholders during an infrastructure project can feel like an endless back and forth, as aligning their schedules, requirements, and technical specifications requires meticulous planning and negotiation.

Managing these interactions is crucial to the success of infrastructure projects. Effective coordination among utility providers not only ensures the timely completion of projects, but also minimises disruptions to the community and enhances the overall functionality and sustainability of the infrastructure.

The solution? Early engagement with utility companies, establishing robust communication channels from the start. Prior to the design phase, bring them to the table to understand their constraints. Discussions on project goals, timelines, potential risks and opportunities can prevent surprises down the road.

2. Costly surprises and construction risks can be prevented by accurate and up-to-date utility mapping

Utilities often lurk beneath our feet, hidden from view. Accurate utility mapping is crucial to avoid costly surprises during construction. However, outdated records, undocumented changes, and unmarked lines can lead to unexpected encounters with utilities. Utilities can often be found overhead too – which can provide equally significant challenges. These overhead utilities require careful planning and coordination to ensure they do not interfere with construction activities or pose safety risks to workers and the public. The presence of both underground and overhead utilities demands a comprehensive approach to utility mapping and management.

The solution? For local authorities, ensuring accurate and up-to-date utility mapping is essential to mitigate these risks. Invest in early investigations, going to site to validate records and look for any unknowns or unidentified assets. Furthermore, use of high-tech utility detection methods (e.g., ground-penetrating radar) to locate services, on-site physical investigation (e.g., trial pits) and requesting updated digital records is also recommended.

3. Potential changes in scope throughout the project life cycle call for a flexible project plan

Infrastructure projects involve multiple phases: design, construction, decommissioning. Whether you want to divert, connect, or remove assets whilst managing a site, anticipate that utility-related adjustments will happen throughout the project life cycle. Not anticipating nor planning for these adjustments can lead to costly delays, put safety and efficiency of construction activities at risk, or even fail to deliver infrastructure that meets the needs of their communities.

The solution? Design your project plan with flexibility. Consider thoughtful phasing, temporary diversions, and contingency plans with regular review processes. Moreover, provide required buffer zones (wayleaves/ easements) for utility work and/or install future proofing ductwork.

Finally, establish a robust change control process. When a scope change arises (e.g., discovering an old gas line during excavation), document it. Assess the impact on project timelines, costs, and safety. Then, work with the utility company to adjust the plan accordingly.

4. Budget overruns and unexpected delays can be minimised through effective risk management strategies

Utility costs can fall out of control. Negotiating with utility providers for access rights, relocation expenses and compensations can be off-putting. Plus, unexpected delays due to utility conflicts can blow project budgets.

Navigating utility costs and negotiations effectively is crucial to maintaining control over project budgets. This involves thorough planning, clear communication with utility providers, and proactive management of potential conflicts. By addressing these challenges head-on, local authorities can mitigate the risk of budget overruns, ensure the timely completion of infrastructure projects, and deliver value to their communities.

The solution? Undertaking an early and realistic cost estimation, adopting clear contractual agreements and budgeting for contingency funds to cover utility-related unexpected costs. Identifying and acknowledging access agreements is also key to prevent potential legal conflicts.

5. Risks on safety, quality, and timely project completion can be proactively addressed through risk assessment workshops

Assessing the impact of changes on safety is paramount. Utility adjustments can pose significant safety risks to workers and the public if not properly managed. Quality is another critical factor to consider. Changes to utility services can affect the overall quality of the infrastructure project. Failure to evaluate these risks thoroughly can pose challenges down the line in terms of risk mitigation and ensuring a safe working environment.

The solution? Risk Assessment workshops provide an opportunity to identify potential quality issues and develop plans to address them, ensuring that the final project meets the required standards. For local authorities, participating in Risk Assessment workshops is essential to effectively manage utility-related risks. These workshops facilitate collaboration and communication among stakeholders, enabling you to proactively address potential issues and ensure the successful completion of infrastructure projects.

Conclusion

Utility management isn’t glamorous, but it’s the unsung hero of infrastructure projects. Have you faced any of these challenges when dealing with utilities managing utilities on your schemes? The Delivery Associates Network is here to provide additional support and delve further into these challenges and how to de-risk utilities on your infrastructure schemes.

Remember: When it comes to utilities, expect the unexpected, plan for the improbable, and keep your emergency contact list handy!

James Bristow is a Chartered Civil Engineer working in Arup’s Infrastructure Group. He is an experienced civil engineer, providing infrastructure design advice to a range of UK and international clients. Strong project management and stakeholder engagement skills are embedded in James work, from managing multi-disciplinary design teams and approval processes to carrying out research focussed on stakeholder participation.

Martyn Hawkins is a Chartered Civil Engineer and Project Manager with over 20 years’ experience in which he has been responsible for the delivery of a wide range of infrastructure, water/wastewater and site development projects around the UK. Martyn is currently an Associate within the Civil Engineering team as part of the wider Energy, Water and Resources group in the Birmingham office. Martyn has significant experience of delivering and managing site development and general infrastructure projects, in particular drainage, SUDS, highways and earthworks schemes working within a number of different sectors, especially related to energy, industrial, defence and property.

Daryl Ruane is a Chartered Civil Engineer with a wealth of experience, during which he has demonstrated proficiency in overseeing the successful execution of diverse water, utility, and site development projects across the United Kingdom. Presently, Daryl holds a position within the Site Development Team at the Manchester Office, where he contributes his expertise to the planning and execution of projects.

If you have any questions on this topic, or would like support, please contact your Delivery Associate, or email DeliveryAssociatesNetwork@Arup.com