Tender No. 1848 PART A - ROAD MAINTENANCE SERVICE ... · part a - road maintenance service...

Civil Infrastructure Part A Specification V7 Page1

Tender No. 1848

PART A - ROAD MAINTENANCE

SERVICE SPECIFICATIONS


SERVICE SPECIFICATION CONTENTS

1. BACKGROUND TO SERVICE REQUIREMENTS 7

1.1 INTRODUCTION 7

1.2 OBJECTIVE 8

1.3 ROAD MANAGEMENT PLAN 9

1.4 PUBLIC LIABILITY - HAZARD CONTROL 9

1.5 PARKS & FORESHORE RESERVES 9

1.6 BOUNDARY ROADS 10

1.7 LIAISON WITH PUBLIC AUTHORITIES 10

1.8 OTHER ROAD ASSET SERVICES 10

2. DEFINITIONS 10

3. SCOPE OF SERVICE REQUIREMENTS 13

3.1 OUTLINE OF REQUIRED SERVICES 13 3.1.1 Management Fee 13 3.1.2 Routine Maintenance 13 3.1.3 Preventative Maintenance Services 13 3.1.4 Capital Works Projects 14

3.2 METHODOLOGY 14 3.2.1 General 14 3.2.2 Management Responsibility 14 3.2.3 Supervision 15 3.2.4 Expenditure 15 3.2.5 Opportunity for Innovation & Sustainability 15

4. GENERAL PROVISIONS AND REQUIREMENTS 15

4.1 QUALIFICATIONS AND SKILLS 15

4.2 SERVICE IMAGE 16

4.3 STORAGE OF PLANT 17

4.4 MATERIALS 17 4.4.1 General 17 4.4.2 Materials Margin 18 4.4.3 Bluestone Stock 18


4.5 HOURS OF OPERATION 18

4.6 STANDARDS 18

4.7 TRAFFIC MANAGEMENT AND ROAD SAFETY 19

4.9 WASTE & CONTAMINATED SOIL DISPOSAL 21

4.10 UTILITY SERVICES 21

4.11 USE OF COUNCIL DEPOT 21

5. SPECIFIC PROVISIONS AND REQUIREMENTS 22

5.1 MANAGEMENT 22 5.1.1.1 General 22 5.1.1.2 Maintenance Requests 22 5.1.1.3 Customer Request Management System 23 5.1.1.4 Customer Response Service 23 5.1.1.5 Reporting 24 5.1.1.6 Customer Satisfaction Surveys 24

5.1.2 CONTRACT MANAGEMENT PLAN 24

5.1.2.1 Quality Plan 25 5.1.2.2 Environmental Management 26 5.1.2.3 Occupational Health & Safety Management System 26 5.1.2.4 Health and Safety Plan 27 5.1.2.5 Risk Management Plan 27

5.1.3 PROGRAMMING AND PLANNING OF WORKS 28

5.1.3.1 Annual 28 5.1.3.2 Monthly 28

5.1.4 REPORTING / REVIEW 29

5.1.4.1 Monthly Reports 29 5.1.4.2 Monthly Meeting 30 5.1.4.3 Work Schedule Meeting 30 5.1.4.4 Annual Report/Review 30

5.1.5 INITIAL JOINT CONDITION INSPECTION 31 5.1.6 INSPECTIONS 32

5.1.6.1 Defect Inspections 32 5.1.6.2 Make Safe 32 5.1.6.3 Public Liability Incident Reporting 33 5.1.6.4 Inspection Areas 33 5.1.6.5 Condition Inspections 33

5.1.7 ASSET MANAGEMENT SYSTEM 33

5.1.7.1 General 33 5.1.7.2 Off Site Operations 34 5.1.7.3 Upgrading Council Systems 34 5.1.7.4 Asset Information 34 5.1.7.5 Data Requirements 34

5.1.8 EMERGENCY RESPONSE 36

5.1.8.1 General 36 5.1.8.2 Call Out - Contractor Response 36 5.1.8.3 Call Out - Response to Emergency Services 38 5.1.8.4 Information Required 38


5.2 ROUTINE MAINTENANCE SERVICES 39 5.2.1 GENERAL 39

5.2.1.1 Scope of Service 39 5.2.1.2 Asset Quantities 39 5.2.1.3 ‘Repair’ 39 5.2.1.4 Service Standards 40 5.2.1.5 Notification of Works 40

5.2.2 RESPONSE TIME 40 5.2.3 ROUTINE MAINTENANCE - SEALED ROAD PAVEMENTS 41

5.2.3.1 Scope of Service 41 5.2.3.2 Maintenance Standards 41 5.2.3.3 Pot Holes 42 5.2.3.4 Sealed Pavement Patching Repairs 42 5.2.3.5 Concrete Surfaced Roads 42 5.2.3.6 Bluestone and Segmental Pavements 42

5.2.4 ROUTINE MAINTENANCE – FOOT & BICYCLE PATHS 43

5.2.4.1 Scope of Service 43 5.2.4.2 Maintenance Standards 44 5.2.4.3 Asphalt Fillets 44 5.2.4.4 Concrete Lip Grinding 44 5.2.4.5 Segmental Paving 45 5.2.4.6 Asphalt Footpath Pavement 45 5.2.4.7 Vandalism and Damaged Work 45 5.2.4.8 Environmental Management 46 5.2.4.9 Private Entrances 46

5.2.5 ROUTINE MAINTENANCE - KERB & CHANNEL 46

5.2.5.1 Scope of Service 46 5.2.5.2 Maintenance Standards 47 5.2.5.3 Maintenance Requirements 47

5.2.6 ROUTINE MAINTENANCE - STORMWATER DRAINAGE 47

5.2.6.1 Scope of Service 47 5.2.6.2 Maintenance Standards 48 5.2.6.3 Tree Root Clearing 48 5.2.6.4 Pit Covers 48 5.2.6.5 Monitoring Pit Cover Damage 48 5.2.6.6 Work In Private Property 48 5.2.6.7 Property Pipe Drain Connections 49

5.2.7 ROUTINE MAINTENANCE - PAVEMENT MARKINGS 49

5.2.7.1 Scope of Service 49 5.2.7.2 Maintenance Standards 49 5.2.7.3 Replacement 49

5.2.8 ROUTINE MAINTENANCE - BRIDGES 50

5.2.8.1 Scope of Service 50 5.2.8.2 Maintenance Standards 50 5.2.8.3 Maintenance Requirements 51

5.3 PREVENTATIVE MAINTENANCE SERVICES 51 5.3.1 GENERAL 51

5.3.1.1 Scope of Service 51 5.3.1.2 Notification of Works 52 5.3.1.3 Service Action Form (“SAF”) 52 5.3.1.4 Primary and Associated Tasks 52 5.3.1.5 Safety & Environmental 53 5.3.1.6 Programming 53


5.3.1.7 Payment 54 5.3.2 SEALED / ASPHALT ROAD PAVEMENTS 54

5.3.2.1 Scope of Service 54 5.3.2.2 Primary Tasks 54 5.3.2.2 Associated Tasks 54 5.3.2.4 Patching 54 5.3.2.5 Pavement Reconstruction 55 5.3.2.6 Crack Sealing 55 5.3.2.7 Asphalt Wearing Course 56

5.3.3 FOOT & BICYCLE PATH RECONSTRUCTION 56

5.3.3.1 Scope of Service 56 5.3.3.2 Primary Tasks 56 5.3.3.3 Associated Tasks 56 5.3.3.4 Asphalt Foot & Bicycle path Pavements 57

5.3.4 KERB AND CHANNEL 57

5.3.4.1 Scope of Service 57 5.3.4.2 Primary Tasks 57 5.3.4.3 Associated Tasks 57

5.3.5 STORMWATER DRAINAGE 58

5.3.5.1 Scope of Service 58 5.3.5.2 Primary Tasks 58 5.3.5.3 Associated Tasks 58

5.3.6 LINE MARKING 58

5.3.6.1 Scope of Service 58 5.3.6.2 Primary Tasks 58 5.3.6.3 Associated Tasks 58 5.3.6.4 Standards for Materials and Performance 58 5.3.6.5 Inspection and Programming 58

5.3.7 SPECIAL EVENTS (SIGNS & BARRICADES) 59

5.3.7.1 Scope of Service 59 5.3.7.2 Types of Special Events 59 5.3.7.3 Special Events Job Instructions 59

5.4 CAPITAL WORKS PROJECTS 60 5.4.1 Scope of Service 60 5.4.3 Provisional Sum 61 5.4.4 Construction 61 5.4.5 Payment 61

6. PERFORMANCE STANDARDS AND MONITORING 61

6.1 KEY PERFORMANCE INDICATORS (KPIs) 61

6.2 PERFORMANCE AUDITS 62

7. PAYMENTS TO THE CONTRACTOR 62

7.1 PAYMENTS 62

7.2 PROVISIONAL SUMS 63 7.2.1 General 63 7.2.2 Day Work 63 7.2.3 Quotations 63

7.3 CHANGES, ADDITIONS AND DEDUCTIONS 64 7.3.1 Assets 64


7.3.2 Work Loads 64

7.4 ANNUAL PRICE ADJUSTMENT 65

Appendix 1 – Level of Service;

Appendix 2 – Road Asset Quantities;

Appendix 3 – Roads Inspection Frequency Schedule;

Appendix 4 – Arterial Roads;

Appendix 5 – Shopping Centres;

Appendix 6 – Parks and Reserves;

Appendix 7 – Foreshore Reserves;

Appendix 8 – Sports Ovals;

Appendix 9 – Carparks;

Appendix 10 – Bridges;

Appendix 11 – Depot Availability;

Appendix 12 – Depot Layout;

Appendix 13 – Standard Drawings;

Appendix 14 – Crown Land Lease; and

Appendix 15 – Freehold lease.


1. BACKGROUND TO SERVICE REQUIREMENTS

1.1 INTRODUCTION

The municipality has an area of approximately 21 square kilometres and an estimated population of 95,800. This includes a culturally diverse community with approximately 20% of its residents coming from non-English speaking backgrounds.

Incorporated in the City are a range of land uses, including residential, commercial, light industrial, office and retail. Generally, the industry is located in the north and west sectors of South and Port Melbourne. The office and commercial areas include St. Kilda Road, Queens Road and the northern portion of South Melbourne. Residential uses are interspersed throughout the City and include the primary residential areas such as Elwood, Garden City, Middle Park and Albert Park as well as in the City’s “mixed use” areas in Fitzroy Street, Queens Road and St. Kilda Road.

The City has a range of popular parks and open spaces including St. Vincent’s Gardens, Gasworks Artist Park, St. Kilda Botanical Gardens and Alma Park. The City also contains one of the most popular foreshore areas in Melbourne stretching from Elwood in the south to Port Melbourne in the north-west. This section of Port Phillip Bay is one of the most intensely used sections of the Bay and in summertime is a major attraction to residents and visitors alike.

Major tourist attractions include St. Kilda and Albert Park foreshore areas, Luna Park, the Palais Theatre, the Sunday Esplanade Market, the St. Kilda Pier, Acland and Fitzroy Streets.

For the Port Phillip City Council (“the Council”), sustainability and service are of the utmost importance. The Council’s objectives, outcomes and strategies are detailed in the Council Plan 2013 - 2017. The Council Plan sets out what the Council and community expect the Council staff and service providers to do on their behalf over the next four years. As a key service provider to Council, the Contractor will be required to participate in ensuring the outcomes of the Council Plan are achieved.

The required level of service is contained in the Appendices and summarises the major activities and provides Work Load Indicators, intervention levels, response times and payment basis. `Also included are the assets and quantities to be maintained. The Appendices are:

a) Appendix 1 – Level of Service;

b) Appendix 2 – Road Asset Quantities;

c) Appendix 3 – Roads Inspection Frequency Schedule;

d) Appendix 4 – Arterial Roads;

e) Appendix 5 – Shopping Centres;

f) Appendix 6 – Parks and Reserves;

g) Appendix 7 – Foreshore Reserves;

h) Appendix 8 – Sports Ovals;

i) Appendix 9 – Carparks;


j) Appendix 10 – Bridges;

k) Appendix 11 – Depot Availability;

l) Appendix 12 - (five sections) – Depot Layout;

m) Appendix 13 – Standard Drawings;

n) Appendix 14 - (two sections)– Crown Land Lease; and

o) Appendix 15 – Freehold lease.

1.2 OBJECTIVE

The Contractor is responsible for managing, coordinating and undertaking services and implementing an appropriate strategy incorporating inspections, programming, work activities and reporting to:

a) ensure public safety;

b) maximise the life of the asset; and

c) sustain the functional requirements of each asset feature.

The Contractor must:

a) provide the services in a responsive, effective and efficient manner to meet Council’s responsibilities in the care and management of these assets;

b) achieve maximum value for expenditure on the services;

c) provide the services in a high quality and responsive manner which meets community needs;

d) provide plant that is in good repair and condition and maintained in a proper manner;

e) provide and maintain a safe working environment and system of operation so as to protect its employees, agents and the community against accidents and conditions injurious to health;

f) provide an emergency response service;

g) carry out works in an environmentally responsible manner;

h) minimise disruption to vehicle and pedestrian traffic and minimise inconvenience and obstruction to the public;

i) retain the City’s established qualities, character and identity; and

j) maintain an aesthetically pleasing and healthy environment.

The Council is committed to ensuring that the services are provided in an integrated manner. The Contractor must work closely with Council, its staff, other contractors and external authorities to ensure customers receive a timely, integrated and effective service and that the necessary co-ordination takes place to ensure minimum disruption to customers and road users.


1.3 ROAD MANAGEMENT PLAN

Council has prepared a Road Management Plan (“RMP”) in accordance with the Road Management Act 2004.

The RMP sets out the foundations for the Council’s commitment to providing sustainable and safe public road networks for the community. It is a plan for road management in the City.

The RMP outlines Council’s road management responsibilities, lists the Road Assets and details the standards of service, maintenance and construction for roads within the City.

The Contractor must be fully conversant with the Road Management Act 2004, the RMP and Council’s responsibilities under the Act.

A number of Council’s responsibilities under the Road Management Act 2004 are included within this Contract. They include inspections, reporting, response times and intervention levels.

A copy of the RMP is available on Council’s web site www.portphillip.vic.gov.au.

1.4 PUBLIC LIABILITY - HAZARD CONTROL

Under the Road Management Act 2004 the Council must be able to demonstrate that it is managing the risks associated with the use of the various assets in the Road Reserve. Council must have in place a process that reduces the risk to the public and Council’s exposure to public liability claims.

To ensure Council is meeting its obligations with respect to protection of the public, the Contractor must take the necessary action to make safe and repair hazards in accordance with the specified intervention levels. The Contractor must:

a) inspect all specified assets at nominated minimum frequencies; and

b) put in place an efficient and effective method of hazard identification, protection and removal that will locate, identify, rate, quantify, prioritise, program and rectify the hazard.

The Contractor must arrange for making safe any identified hazard in accordance with the specified response times and carry out any additional rectification works in accordance with established programs and available Council budgets.

Hazards which involve the assets of a Service Authority / utility company (“Utility”) must be recorded and immediately forwarded to the responsible Utility.

1.5 PARKS & FORESHORE RESERVES

The Contractor must undertake maintenance works on hard surfaces (concrete, asphalt, pavers, boardwalks, deckings, etc) within parks and foreshores. Parks include reserves and ovals as specified.

A list showing the parks and foreshores to be maintained is contained in the Appendices.

The Contractor must respond to all requests to make safe, carry out urgent and programmed repairs to the Park Assets when identified during normal routine activities,


from customer requests or advised by the Contract Manager in accordance with the specified standards.

1.6 BOUNDARY ROADS

Council is responsible to the centre line of municipal boundary roads. The Contractor must carry out Routine Maintenance works on that part of boundary roads for which Council is responsible.

In accordance with agreements between two adjoining councils:

a) the Contractor may be directed to carry out Preventative Maintenance works on boundary roads within the adjoining municipality; or

b) the adjoining Council may arrange for Preventative Maintenance works to be carried out on Council’s boundary roads.

1.7 LIAISON WITH PUBLIC AUTHORITIES

From time to time the Contractor may be required to liaise with public authorities and/or their representatives/sub-contractors with respect to reinstatements or new works on Council’s behalf as directed by the Contract Manager.

1.8 OTHER ROAD ASSET SERVICES

Street and drain cleaning, trees, landscaped and grass area maintenance are maintained under separate contracts.

Signs and furniture maintenance activities within roads and parks are specified under Part B and Part C respectively.

2. DEFINITIONS

In this Specification, unless inconsistent with the context, the following terms have the meanings indicated.

Activity means action necessary to restore or repair particular Council Assets to a specified condition.

Arterial Roads means the road reservation shown on the List of Arterial Roads contained in the Appendix 4.

Car Parks includes all paved, sealed or gravel surfaces set aside for parking within Road Reserves, Council owned property, property for which Council has responsibility or privately owned property which is the subject of a separate maintenance agreement.

Contract Manager has the same meaning as in the General Conditions of Contract.

Contract Works means each and every obligation to the Contractor under this Contract.

Council Assets means any item owned, leased or in the control of Council.

Customer Service refers to the provision of polite, positive and professional services to all customers.

Day Work means work undertaken outside of the works specified under Routine


Maintenance or Preventative Maintenance and only when directed by the Contract Manager.

Defect means identified group of like features, together with their location, the condition of which is outside the service standard.

Emergency Call Out means any request or need to perform urgent work outside Normal Working Hours, to rectify a situation which has caused or if not attended to, has the potential to cause injury, damage, nuisance, or adversely affect public health.

Incidental Works means works undertaken to ensure the services are performed in a holistic manner and result in a consistent, aesthetically pleasing, complete, quality, professional service. Incidental Works may include such activities as the maintenance of assets not listed but essential or important to the functioning and appearance of other Council Assets or undertaking extra maintenance to compensate for unexpected or occasional use levels or impact by users.

Laneway means the narrow streets between buildings and properties, which provide rear or side access or servicing to the buildings or properties, which are normally unnamed, and includes rights of way, walkways and drainage reserves, that are used by pedestrian and vehicular traffic.

Local Law means any Local Law made by Council pursuant to the Local Government Act 1989.

Local Roads means all roads which are not Public Highways but which are controlled and maintained by Council.

Lump Sum means the amount stated in the pricing schedule to be paid to the Contractor to carry out the specified Routine Maintenance activities.

Normal Working Hours means the hours of operation as specified in the Contract unless otherwise agreed with the Contract Manager.

Park Assets means the physical features or items within park and foreshore reserves that are required to be maintained by the Contractor.

Performance Standard is a measure that the condition of the asset or the performance of the Contractor must not fall below at any point in time.

Persons Employed means full time, part time, casual or temporary employees of the Contractor or sub-contractors engaged by the Contractor.

Preventative Maintenance is defined as planned, preventative and remedial repair and maintenance work, and assigned new work, that is programmed, scheduled and performed by the Contractor in conjunction with the Contract Manager using pre-scoped and priced work tasks.

Program of Works means a program of activities planned for the forthcoming month, 12 month period or other nominated period, during the Contract Term sorted in a particular order, e.g. priority, Activity type or area.

Public Highway means any road or Public Highway for which the Council has the responsibility for the care and management by virtue of the Local Government Act 1989, and may include street, right of way, Laneway, alleyway, footpath, bridge, walkway, cycle track, and carriageway.


Rehabilitation means specifically programmed major action funded on a job specific basis as part of Preventative Maintenance or external source to restore a Council asset, such as re-sheeting, major patching, or pipe upgrades.

Road Assets means the physical features or items within the Road Reserve that are required to be maintained by the Contractor under this Specification.

Road Reserve means the area of any Public Highway between the abutting property boundaries, and includes foot and bicycle paths, nature strips, kerbs and channels, road pavement including junctions where two or more streets intersect or join, traffic islands, roundabouts, medians, road closures, tree reserves and surrounds, traffic treatments and landscaped treatments.

Routine Maintenance means immediate, urgent and short term corrective maintenance work including Incidental Works required to maintain a Council asset in a safe and serviceable condition and which meets the specified service standard and includes the provision of all management, labour, plant and materials, oncost, profit, etc. for which the Contractor is paid the Lump Sum.

Service Authority means any Commonwealth, State, local government or private organisation which provides and maintains infrastructure services including electricity, water, gas supply, telecommunications etc.

Shopping Centre means the public areas of strip or other Shopping Centres normally used by vehicles and pedestrians to access the shops and includes all Road Reserves, road pavement, kerb and channel, footpaths, nature strips and landscaped areas abutting tenements within the Shopping Centres.

Work Load Indicator means the frequency of Activity or quantity of plant, labour or materials estimated to be carried out in order to maintain the relevant Performance Standard on an annual basis unless otherwise specified.


3. SCOPE OF SERVICE REQUIREMENTS

3.1 OUTLINE OF REQUIRED SERVICES

The Contractor is responsible for the care and preservation of all Council Assets included in the Contract to ensure that they are always safe for vehicular and pedestrian traffic and carry out Routine Maintenance and Preventative Maintenance works on the designated roads and drains within the municipality.

The road system to be maintained includes Public Highways, collector roads, Local Roads, Laneways and designated Car Parks. The Contractor must also carry out maintenance works on Park Assets within park and foreshore reserves.

3.1.1 Management Fee

The Contractor is responsible for managing and coordinating services and implementing an appropriate strategy incorporating inspections, programming, work activities and reporting. The management fee is to include the following:

a) Customer Service;

b) contract management plan preparation (i.e. quality, environmental, OH&S and risk management plans);

c) programming and planning;

d) reporting;

e) inspections;

f) asset management;

g) emergency response (includes Call Out); and

h) all other activities necessary to manage the Contract.

Payment is included with the Lump Sum price.

3.1.2 Routine Maintenance

Routine Maintenance tasks include:

a) road pavement maintenance;

b) foot and bicycle path paving maintenance;

c) kerb and channel maintenance;

d) stormwater drainage maintenance. (Does not include routine cleaning and clearing of drains);

e) pavement markings; and

f) bridge maintenance.

Payment is included with the Lump Sum price.

3.1.3 Preventative Maintenance Services

The required services encompass:

a) rehabilitate and reconstruct road pavements;

b) reconstruct foot and bicycle paths;

c) reconstruct kerb and channel;


d) reconstruct drainage assets and structures;

e) remove and install linemarking, road marking and pavement markers.

Payment is in accordance with the schedule of rates. Where there is not an equivalent item in the schedule of rates, then Day Work rates may apply subject to the approval of the Contract Manager.

3.1.4 Capital Works Projects

Capital works projects that may be carried out under this provision shall generally be works that are similar in nature to the Preventative Maintenance works scheduled under this Contract. Capital works may include:

a) kerb and channel reconstruction;

b) road re-sheeting and reconstruction;

c) drainage schemes and improvement works;

d) street traffic works;

e) street amenity improvements;

f) foot & bicycle path works.

Payment is in accordance with the schedule of rates. Where there is not an equivalent item in the schedule of rates, then Day Work rates may apply subject to the approval of the Contract Manager.

3.2 METHODOLOGY

3.2.1 General

Provided that the performance requirements of the Specification have been achieved to the satisfaction of the Contract Manager, the methodology adopted in maintaining Road Assets and Park Assets shall be largely left to the discretion of the Contractor subject to a Program of Works approved by the Contract Manager. It is expected that the Program of Works reflects the Contractor’s understanding of the required asset inspection and maintenance activities, where resources should best be directed and what changes could be implemented to improve inspection and maintenance standards and overall service delivery objectives.

The Contractor will be encouraged to be innovative and to develop smarter work practices for the mutual benefit of the Contractor, the Council and the community.

3.2.2 Management Responsibility

The Contractor’s Representative must be available on a day to day basis during Council’s business hours to respond to questions and enquires from the Contract Manager, senior management and other areas of Council involved in civil infrastructure maintenance and construction.

In the absence of the Contractor’s Representative, the Contractor must provide a list of alternative contact persons of similar experience and level of understanding to be available to answer questions and provide information relating to the different parts of the Contract.

The Contractor’s Representative must be dedicated to this Contract for the duration of the Contract and must:


a) be familiar with the delivery of the service;

b) be familiar with the general location and condition of the assets;

c) be aware of issues relating to the assets;

d) respond to residents and locals concerns relating to their local assets;

e) deal directly with customers in providing advice and resolving concerns;

f) provide reports and/or present directly to Council as requested by the Contract Manager; and

g) perform other tasks as requested by the Contract Manager.

3.2.3 Supervision

Where reference is made in the Specification to the Contractor obtaining the consent or approval of the Contract Manager this must, where practicable, be obtained through prior agreement on interpretation of standards, development of guidelines, procedures and hold points. Decisions made in accordance with this clause must be listed in monthly reports. The standards, guidelines, procedures and hold points will be reviewed by the Contract Manager on a regular basis and revised as necessary.

3.2.4 Expenditure

The Contractor must achieve maximum value for Council from expenditure on the services. Where Work Load Indicators or provisional sums are provided against a particular Activity the Contractor must endeavour to expend these funds during the life of the Contract in a manner that:

a) assures the relevant Road Assets and Park Assets are maintained at the specified Performance Standard;

b) targets the areas of most need (minimise risk);

c) ensures the most effective use of the funds available;

d) spreads the available funds equitably over each year; and

e) seeks to minimise the sums expended.

The Contractor must develop an understanding of the Activity work loads associated with delivering the services.

3.2.5 Opportunity for Innovation & Sustainability

The Council encourages the Contractor to develop and propose innovative and sustainable arrangements for the provision and continuous improvement of the services. The Contractor must report to the Contract Manager any instances of productivity improvements that are made.

The determination and allocation of costs or savings that may result from the application of revised work methods or new technology will be negotiated between the Council and the Contractor.

4. GENERAL PROVISIONS AND REQUIREMENTS

4.1 QUALIFICATIONS AND SKILLS

The Contractor must provide adequate numbers of sufficiently trained and experienced


professional, administrative and operational staff (“Persons Employed”) to perform the services in accordance with the Contract. All operators must be competent and possess the required statutory authorisation for the plant and equipment they are operating.

Persons Employed including the Contractor’s Representative must have current and valid trade certificates/licences and be able to provide a high degree of skills and experience in carrying out all the specified works and services.

Without limiting the Contractor's obligations under this clause, the Contractor must:

a) engage at least the number of Persons Employed listed in the approved staff schedule unless the Contract Manager approves otherwise;

b) maintain a staff schedule of the Persons Employed, including qualifications, where applicable, which is to be made available to the Contract Manager.;

c) ensure that, notwithstanding any changes in the Persons Employed, it engages personnel with at least equivalent levels of qualifications and experience listed in the staff schedule;

d) update and amend the Contractor’s staff schedule in the event that the Contractor employs any additional staff or any staff are no longer employed by the Contractor; and

e) ensure that all of the Persons Employed are well trained and capable of providing a high quality, courteous, informed and accurate service to Council staff and the community.

4.2 SERVICE IMAGE

All Persons Employed that are seen by or may have personal contact with members of the community are to wear a uniform that is neat and clean, and that clearly identifies the person as being associated with the Contractor. Where practical, this uniform is to be common throughout all service components, and is to make due allowance for the requirement of safety apparel.

Where Persons Employed in the Contract generate complaints about their manner, behaviour or appearance, the Contract Manager may after reasonable consideration of the facts, direct the Contractor to relocate the person within or remove the person from the Contract Works. The Contractor must comply with such requests.

All Persons Employed that deal directly with members of the community are to wear a clearly visible form of personal identification.

The Contractor’s plant, which is fully dedicated to the service, is to be painted and marked in a manner approved by the Contract Manager that shows the corporate colours and insignia of the Council together with the name of the Contractor.

All of the Contractor’s plant must clearly display and invite use of Council’s Assist telephone number as the point of contact for the service.

The Contractor and all Persons Employed must not provide any information or comment to the media in relation to any aspect of the Contract Works. All media requests are to be referred to the Contract Manager.

If the Contractor damages a person’s property while carrying out the services, the Contractor must:

a) report the damage immediately to the Contract Manager;


b) advise the owner of the property;

c) repair the damage to the owner’s satisfaction within 24 hours, or by such later time as may be agreed to by the owner whose property has been damaged; and

d) obtain and forward to the Contract Manager a notice from the owner that the damage has been satisfactorily repaired.

When access to any property is required, the Contractor must always attempt to obtain approval from the occupier for access. Entry must not be demanded or assumed.

If the occupier is in residence, the Contractor’s employees must clearly identify themselves by:

a) name;

b) Contractor’s name; and

c) explain the purpose for access and the expected duration of the access.

If access is refused, the Contractor must not dispute with the occupier of the property but must refer the matter to the Contract Manager for resolution.

4.3 STORAGE OF PLANT

The Contractor must make arrangements with the Contract Manager for the parking of vehicles in areas where parking is restricted in some way. Council is not obliged to agree to any arrangements proposed.

All plant, equipment and other items required to be stored at a work site must be located so as to minimise impact on the location and not be a hazard to the public. Stockpiled material must be stored in an environmentally responsible manner and prevented from entering the stormwater drainage system.

4.4 MATERIALS

4.4.1 General

The Contractor is responsible for the supply, testing, maintenance and storage of all materials, consumables and supplies required for the performance of the services.

The Contractor’s Quality Plan must include procedures for any testing and approving of materials.

Samples of materials and accompanying specifications to be utilised in performing the services must be submitted to the Contract Manager for approval where requested.

Tally dockets and receipts for all material used in works required by the Specification must be kept by the Contractor and forwarded to the Contract Manager on request.

Where repair or replacement of items is required, the Contractor must ensure that the finish, quality, function aesthetics and presentation is of the same quality, and must at all times ensure an integrated and consistent finish.

The Contractor must reuse existing materials or supply recycled materials wherever possible.


The Contractor must keep in stock at all times quantities of materials required for emergency repairs and to ensure that the services can be carried out in accordance with the specified response times.

All materials required to be stored at a work site must be located so as to minimise any adverse impact on the location and not be a hazard to the public.

4.4.2 Materials Margin

Where the Contractor is required to purchase materials not included as part of a schedule of rates item, the Contractor must purchase the item from a source approved by the Contract Manager. The cost may only include the percentage margin for supply of materials as set out in the pricing schedule.

4.4.3 Bluestone Stock

Bluestones must not be taken from the Council depot to be used on street works without the approval of the Contract Manager.

The bluestone shall remain the property of Council and must not be sold or used on any other works or projects unless authorised in writing by the Contract Manager.

4.5 HOURS OF OPERATION

Normal Working Hours are between 7.00 am and 5.00 pm Monday to Friday excluding public holidays unless otherwise agreed with the Contract Manager.

Although not normally required, the Contractor may be required to perform part of the works outside Normal Working Hours for safety, traffic, public comfort and logistic reasons.

The Contractor must restrict all Contract Works in residential areas, or in areas adjacent to and adversely affecting residential areas, between 7.00 am and 6.00 pm Monday to Saturday and 9.00 am to 6.00 pm Sunday and public holidays, unless otherwise specifically required under the Contract.

The Programs of Works approved by the Contract Manager must have regard to the above time constraints. The Contract Works are to be scheduled and conducted at times where the inconvenience and loss of amenity to residents and the public is minimised. All reasonable requests by residents, traders or the public to minimise adverse service impacts are to be considered and accommodated by the Contractor where this is possible without adversely affecting the delivery of the services. This may on occasion require the Contract Works to be conducted outside the above hours.

The loading rate for work outside of the specified Normal Working Hours must be included in the Day Work rates

4.6 STANDARDS

The Contractor must provide the required services in accordance with the following standards:

a) specified as standards of performance throughout this Specification;


b) specified as material, technical and engineering standards throughout this Specification;

c) specified in accordance with Council’s standard specification for the works;

d) specified in the current VicRoads standard specifications for roadworks and bridges;

e) relevant and current Australian Standards; and

f) specified in relevant and current guidelines to good practice for the construction, maintenance and Rehabilitation of road pavements; and

in the case of any conflict (a), (b), (c), (d) (e) and (f) are to have priority in the respective order, (eg. (a) is to prevail before (b), (c), (d), (e) and (f) etc).

4.7 TRAFFIC MANAGEMENT AND ROAD SAFETY

The Contractor must, during the carrying out of the services on or impacting on roadways, provide all necessary traffic management on such roadways in the vicinity of work sites for the purpose of road safety. No work must be carried out until the required traffic management is in place.

The works are carried out on a range of road types (major, collector, local and Laneway), in a number of precincts (residential, commercial, etc), locations (medians, nature strips etc) or effecting various community groups (elderly, disabled, school children etc.). The Contractor must include in the Quality Plan a system element that sets out standard traffic management plans and work practices necessary to operate in any of the site situations likely to be encountered..

The Contractor must provide all necessary traffic management at work sites in accordance with the current Australian Standards and relevant signing codes of practice.

The Contractor must prepare and submit a Traffic Management Plan (“TMP”) for work sites not covered by the standard TMPs included in the Quality Plan. TMPs must be approved by Council’s Traffic and Parking Design Unit prior to the commencement of the works.

The cost for all TMPs and minor traffic management equipment or resources must be included with the Lump Sum fee and schedule of rates. Minor traffic management equipment or resources includes standard signs, safety cones, temporary safety barriers and two stop/slow bats able to be utilised by field personnel when required.

Where major traffic management equipment or resources have been included in a TMP and approved by the Contract Manager, the cost of such major traffic management equipment or resources must be paid for as a provisional sum allowance. Major traffic management equipment or resources includes trailer mounted variable message sign boards, portable traffic lights, extensive temporary safety barriers and additional traffic controllers.

A copy of the relevant approved TMP must be kept on site at all times and used to check the layout and maintenance of traffic control devices.

All personnel including supervisors, surveyors, labourers and plant operators not operating plant must wear red-orange fluorescent high visibility jackets at all times whilst on site.


The Contractor’s equipment and motor vehicles must be fitted with visible amber flashing beacons which must be lit and flashing at all times whilst the equipment or motor vehicles are operating on public roadways.

The Contractor must carry out work so as to cause minimum disruption and inconvenience to the normal operations of local businesses, the flow of traffic and pedestrians in the vicinity. Work must be carried out in accordance with environmental standards applying in the municipality.

Work on or adjacent to roadways must be arranged so that traffic lanes adjacent to work areas are not restricted during peak traffic conditions.

The Contractor must give the Contract Manager 10 days written notice of a requirement to close any road for the purposes of providing the services and, along with the notice, provide details of the name of the road to be closed, the duration of closure, road traffic control measures proposed to be used and details of work to be carried out. The Contractor must not close any road without prior approval of the Contract Manager.

4.8 TREES

Street trees have a significant impact on the streetscapes within the municipality. The importance of the trees is reflected in the Council’s street tree management policies. The root systems of these trees impact adversely on the Road Assets in particular footpath surfaces and kerb and channel alignments. It is important therefore that the Contractor is aware of the high value of street trees to Port Phillip and to ensure their protection in carrying out any works on adjacent assets.

With respect to street and other trees impacting on the Road Assets the Contractor must:

a) carry out works as required on adjacent footpaths and kerbs in accordance with agreed criteria;

b) develop appropriate work practices in working around trees; and

c) liaise closely with the Council’s Parks & Open Space Department in dealing with tree roots.

Where tree roots are greater than 50 mm diameter or may affect the life or stability of the tree are encountered or likely to be encountered during works, the Contractor must liaise and work closely with Council’s Parks and Open Space Department and parks maintenance contractor.

The Parks and Open Space Department shall advise the Contractor on methods of dealing with the tree roots to ensure the trees are not unnecessarily damaged. This may include:

a) details of the roots that may be cut or other works the Contractor can carry out;

b) what works the parks maintenance contractor must carry out and the program for carrying out the works; and

c) advice that no works or alternative method of works are required to be carried out by the Contractor.

The Contractor must advise the Contract Manager where the Parks and Open Space Department has not responded within the agreed time frame or has advised that no works can be carried out.

The Contractor must separately record the location and details of any works carried out


as part of protecting trees and tree roots.

4.9 WASTE & CONTAMINATED SOIL DISPOSAL

All rubbish, debris and other waste materials obtained by the Contractor, either as a requirement of the Contract or as incidental to any Activity of the Contractor in carrying out the services must be transported and deposited at a site approved by the Contract Manager.

The Contractor must wherever possible, separate and recycle vegetative material which is, in the opinion of the Contract Manager, suitable for forming garden mulch, metallic materials, concrete rubble or other suitable recycled material from other waste materials for reuse or recycling.

The Contractor must keep records of the mass of waste materials collected as part of this Contract. The Contractor must provide the Contract Manager with a summary of the monthly records.

The Contractor must pay all costs including tipping fees associated with depositing waste materials collected by the Contractor in providing the services.

All costs associated with disposal of waste must be included within the Lump Sum or schedule of rates items.

The Contractor is responsible for ensuring any contaminated soil encountered during construction is treated and disposed in an approved manner. Disposal of contaminated soil shall be paid for in accordance with the rate negotiated with the Contract Manager.

4.10 UTILITY SERVICES

Prior to starting work in any area, the Contractor must determine the extent, nature and location of all existing services that may be affected by the performance of the services.

The Contractor must contact all relevant authorities and/or service supply companies, obtaining information and arranging for all site service locations.

Where the Contractor identifies that alterations to an existing service are required, the Contractor must provide the Contract Manager with a quotation for approval.

The Contractor must keep informed any occupiers that may be affected by any service alteration.

Where the Contractor damages any service, the Contractor must immediately notify the responsible authority/company and make all necessary arrangements regarding repair of the service, including payment of all costs. The Council will take no responsibility for any damages or costs resulting from the actions of the Contractor with regard to existing services.

4.11 USE OF COUNCIL DEPOT

The Council prefers that the Contractor provides staff presence at the South Melbourne Depot, located at the corner of White Street and Boundary Street, to enable the effective management of the Contract.

Facilities currently available include the shared use of an office building, amenities


areas and hard-standing vehicle storage areas. The occupancy would be subject to a commercial rent and a lease and/or licence would be arranged.

Details of the premises and the conditions under which they are to be made available are set out in the Appendices.

The areas indicated in the Appendices are the maximum areas that are available at the Depot. Any additional area required by the Contractor in order to fulfil the requirements of the specification must be provided elsewhere at the Contractor’s expense.

Council may discontinue the use of the depot facilities during the contract term. Should this occur, the Contractor must find alternative depot facilities and make necessary alterations to their operations to accommodate the change all at the Contractor’s expense. A minimum of twelve month’s notice of any change will be provided.

5. SPECIFIC PROVISIONS AND REQUIREMENTS

5.1 MANAGEMENT

5.1.1.1 General

Council has established a policy of service principles to meet the needs of its customers. It is critical therefore that Council’s contractors also embrace an open and cooperative approach when undertaking works on behalf of Council customers.

The Council’s ASSIST Centre provides the community with a first point of contact for all Council related requests. The community can access the service over the telephone, facsimile and email or at the Port Melbourne, South Melbourne and St Kilda Town Halls.

Council has established a Customer Request Management System (“CRMS”) for receiving and forwarding requests and complaints to the responsible person, department or contractor. The system also enables tracking, recording and “signing off” all requests, complaints etc., received by Council.

The Contractor must respond to all written, verbal, telephone and electronic enquires, complaints, requests etc. either directly from the public, government authorities, public and private Utility companies, police and emergency services, or when referred by the Council through the CRMS. All enquires, complaints, requests etc. received directly by the Contractor must be logged onto the CRMS by the Contractor.

5.1.1.2 Maintenance Requests

To be able to respond to the requests for service and complaints and inquiries or comments about the Contract Works the Contractor must:

a) receive, monitor and action requests through the CRMS;

b) provide sufficient staff to answer administrative and technical enquires; and

c) provide sufficient staff to receive telephone, e-mail and fax enquiries;

between 7.00 am and 5.00 pm weekdays and by recorded message at all other times advising of the out of hours service contact details.

The Contractor must provide the Contractor’s depot office address and


telephone number as the contact point for enquires when notifying the community about proposed construction or repair works

Payments for receiving, processing and responding to all maintenance requests must be included in the Lump Sum payment.

5.1.1.3 Customer Request Management System

In order to fulfil the service levels and requirements for customer request, the Contractor will be provided access to the following systems:

1. Customer Request Management System (“CRMS”), currently Pathway; and

2. Geographic Information System (“GIS”), currently Dekho.

5.1.1.4 Customer Response Service

Councils Customer ASSIST Centre will electronically transmit customer requests for action by the Contractor.

The Contractor is responsible for receiving, monitoring and closing the request when the action has been completed through the CRMS and will also be required to log all customer requests received by them directly onto the CRMS.

The Contractor must respond to all requests received in accordance with Council’s standards for requests and complaints.

The Contractor must ensure appropriate and timely action is taken to resolve all enquires and complaints. Requests must be actioned and closed off within the response time indicated on the request.

The response by the Contractor requires:

a) contact to be made with the customer within twenty-four (24) hours to confirm the contents of the request or complaint, to seek additional information to substantiate the complaint and/or to set out the course of action to be taken;

b) an assessment of the problem and advice to the customer of any action proposed to be undertaken and timing to address the request/complaint. The Contractor must provide further advice to the customer should the original timing not be able to be met or where there is any change to the advice given;

c) making contact with the customer to obtain further details or clarification of the request. The Contractor must have clearly established that the request cannot be resolved or addressed as part of this Contract before reporting back to the Contract Manager;

d) making arrangements for an on-site inspection or meeting if necessary;

e) where requested or appropriate advise the customer through a letter, letter box drop or telephone call that the request is being assessed.; and

f) carry out remedial work in accordance with advice given. Response times must be as specified.

The Contractor and the Contract Manager shall agree on a range of written


correspondence types related to contacts and the Contract Works that will be prepared and sent by the Contractor.

A copy of all correspondence sent by the Contractor in relation to the services must be forwarded to the Contract Manager on the day of mailing. All such correspondence must be prepared in accordance with relevant Council policy and guidelines, and must be made on a letterhead provided by the Contractor and approved by the Contract Manager, which acknowledges both the Contractor and the Council.

On completion of the request the Contractor must:

a) close customer request on the CRMS with details of action taken; and

b) provide a report to the Contract Manager on any further works required.

The Contractor must ensure that all enquiries and requests are dealt with in a courteous manner and make every endeavour to resolve all matters to the satisfaction of the enquirer. Any dispute which cannot be resolved by the Contractor must be documented and immediately reported to the Contract Manager for a decision.

5.1.1.5 Reporting

The CRMS is able to produce both detailed and summary reports on all data in the system. Summary reports must be generated by the Contractor on a monthly basis. The data from the system will be reviewed monthly by the Contractor and the Contract Manager, as a means of service diagnosis and improvement. The Contractor will be expected to use the data constructively for the continuous improvement of the service.

5.1.1.6 Customer Satisfaction Surveys

The Council measures community satisfaction through a variety of techniques, including but not limited to surveys and other forms of data collection, for use as methods of measurement of service effectiveness and Contractor performance. Service specific research will be conducted at yearly intervals and the survey results will be an important indicator to Council of Contract performance.

The survey results will also enable the relevancy of service standards to be tested and may provide a basis for refinement of these standards as the contract proceeds. Community satisfaction covers all aspects of service delivery and will be measured against community expectations and perception of the services provided.

The Contractor’s familiarity with and involvement in the nature of the surveys will be encouraged. The Contractor must address the areas of Contract performance that are shown to be unsatisfactory in view of the research results, and in discussion with the Contract Manager to set targets in future research results that will achieve continuous improvement in service delivery.

5.1.2 CONTRACT MANAGEMENT PLAN

The Contractor must prepare a Contract Management Plan (“CMP”) that must include all the plans required to be prepared and used under the Contract. The CMP must include:


a) a Quality Plan;

b) an Environmental Management Plan (“EMP”);

c) an OH&S Management System in accordance with clause 8.3 of the Services General Conditions; and

d) a Risk Management Plan

The Contract Manager and the Contractor must finalise and agree on the contents of the CMP so that an approved CMP is in place within twelve (12) weeks of the Commencement Date.

All documentation produced by the Contractor in compliance with the CMP must be made available for inspection by the Contract Manager and a copy must be provided to the Contract Manager.

The CMP must be reviewed by the Contractor and resubmitted for approval annually or at shorter intervals if found to be deficient in any way.

The content of the CMP must be available to and understood by all Persons Employed.

5.1.2.1 Quality Plan

From the Commencement Date, the Contractor must have certification to the current Australian Standards for quality management systems with respect to all of its operations involved in the performance of the services.

The Contractor must within six (6) weeks of the Commencement Date, prepare and submit a contract-specific draft quality plan for the approval of the Contract Manager. The quality plan is intended to provide the Contractor with flexibility in proposing service procedures and operations and must detail processes for measuring and achieving quality in performance and continuous improvement, and monthly reporting to the Contract Manager.

The approved quality plan (“the Quality Plan”) must cover all Contract activities and must include but not be limited to:

a) a statement on the Quality Plan objectives;

b) reference to and details of the procedures and systems that guarantee or assure the attainment of the Performance Standards described in this Specification;

c) a statement of the management and staffing arrangements of the Contractor and its sub-contractors with specific responsibilities for quality assurance matters;

d) a statement of the minimum frequencies and Performance Standards for all activities and materials;

e) a manual that includes a set of procedures for the implementation of all Contract activities and related administration functions;

f) a detailed program that refers to all Contract activities and all work components, sites and areas, and clearly demonstrates that the requirements of the Contract will be implemented by the application of resources at frequencies that will achieve the standards specified;


g) a statement of all resource types and levels both Contract and sub-contract and their deployment in meeting (f) above;

h) a statement on the appointment of Persons Employed and sub-contractors with respect to the levels of qualifications and experience that will be required and with respect to the intended training programs that will be undertaken to guarantee the suitability of all staff for the activities undertaken by them, and to meet the requirements of the Specification;

i) a procedure to ensure that all assets, plant, vehicles and equipment required to perform the services are provided, meet the requirements of applicable Australian Standards with regard to specifications and Codes of Practice, have proper maintenance schedules, cleaning and safety standards, and are appropriately registered and licensed;

j) a statement of intention to determine and utilise industry best practice in the provision of the services;

k) a procedure for internal inspection, testing, verification and certification that all Contract and sub-contract Program of Works and activities described in (f) above, and ancillary service provision continuously meet the minimum frequencies and Performance Standards required in these Specifications;

l) the development and maintenance of a comprehensive system of record keeping that contains internal inspection checklists, test result forms, verification of service frequencies and Performance Standards, and certification as to conformance or non-conformance by appropriate Persons Employed;

m) the design, preparation and provision to the Contract Manager of reports on the content and requirements of the Quality Plan. The reports must be in a format and have a content approved by the Contract Manager, and must be submitted monthly. The reports may incorporate or supplement any other reports or provision of data required or requested under these Specifications; and

n) environmental management as specified.

5.1.2.2 Environmental Management

The Contractor must incorporate in its Quality Plan a system element to manage the environmental effects of the work. This element must consist of an EMP that considers, but is not necessarily confined to, air pollution, water pollution, noise, waste, soil contamination, sediment control and the preservation of habitat and identified historic and archaeological sites.

5.1.2.3 Occupational Health & Safety Management System

The OH&S Management System of the Contractor must as a minimum requirement demonstrate compliance with all duties of an employer specified in the Occupational Health and Safety Act 2004.

The Contractor must when requested by Council, submit a complete copy of their company OH&S management system documentation which must include as a minimum requirement:

a) OH&S policy and objectives;

b) organisation structure and responsibilities;

c) safe work practices and procedures;


d) OH&S training and induction;

e) OH&S auditing and inspection procedures; and

f) OH&S consultation procedures.

The Contractor must provide evidence of certification of their OH&S management system to the Contract Manager.

5.1.2.4 Health and Safety Plan

The Contractor must within four (4) weeks of the Commencement Date submit to the Contract Manager a draft health and safety plan specific to the Contract for the approval of the Contract Manager.

The Health and Safety Plan must consider and respond to the specific OH&S hazards and issues relevant to the provision of the services and must document the systems and methods to be implemented for the Contract Term.

The Health and Safety Plan must have the format and content required by the Contract Manager.

The Health and Safety Plan must be implemented by the Contractor on an on-going basis. The Contractor’s performance of its obligations under the Health and Safety Plan must be reviewed by the Contractor and the Contract Manager monthly or more often as necessary.

5.1.2.5 Risk Management Plan

The Contractor must prepare a draft Risk Management Plan that demonstrates planning for risk management and must utilise current Australian Standards to carry out a risk assessment.

The primary objectives of the risk assessment are to:

a) identify hazards associated with contract tasks and activities;

b) determine the level of risk; and

c) establish appropriate risk control measures.

Each major or significant task or Activity associated with the Contract must be assessed in terms of the associated hazards. When all hazards have been identified the most likely outcome as a result of an incident must be determined.

The completed risk assessment must be submitted to the Contract Manager for review and approval prior to the Commencement Date.


5.1.3 PROGRAMMING AND PLANNING OF WORKS

5.1.3.1 Annual

The Contractor must within four (4) weeks of the Commencement Date, in consultation with the Contract Manager, submit a proposed Program of Works showing:

a) the general program of activities to be performed over the first year of the Contract;

b) detailed Program of Works for the first three months from the Commencement Date;

c) the names, experience and qualifications of the personnel that will be employed against the different activities;

d) details of plant and equipment to be used;

e) arrangements for providing Customer Service;

f) arrangements for inspections; and

g) arrangements for emergency and after hours call out.

The Program of Works must include the proposed program for carrying out Routine Maintenance inspections and works and an outline for carrying out Preventative Maintenance works.

The Contract Manager in consultation with the Contractor will provide an annual program for each financial year.

Job instructions for works may include timelines, priority of work, location, appropriate extent and limits of works, plans, details of work, engineering information, technical information and administrative information.

5.1.3.2 Monthly

Prior to the end of each month the Contractor must present to the Contract Manager the Program of Works showing what will be achieved during the following month and must include:

a) inspections to be carried out;

b) details of works to be undertaken and location;

c) the dates during which the works are to be undertaken or completed; and

d) general allocation of resources.

The Program of Works must include detailed programs for Preventative Maintenance works to be carried out that month.

The Contractor must advise the Contract Manager of any significant changes to the Program of Works proposed.

Should work be significantly delayed because of unforeseen circumstances, such as bad weather, the Contractor must submit an amended Program of Works showing how the outstanding work can be undertaken, eg. increasing hours worked in the next month.


5.1.4 REPORTING / REVIEW

The Contractor shall be required to report as follows:

5.1.4.1 Monthly Reports

The monthly reports must include:

a) Executive summary

b) Inspections

Location of assets inspected and Defect identified;

c) Program of Works:

nature of works; location; % complete; proposed and actual start and finish dates; sub-contractors engaged;

d) Routine Maintenance works completed report (Work Load Indicator):

actual quantities of work for each Activity carried out under Lump Sum;

actual quantities of any other work;

e) KPI report:

report on Contractor’s KPI results’

f) Asset report:

changes to Road Assets quantities. i.e. new / deleted / changed assets;

g) OH&S report

details of incidents and accidents involving staff, sub-contractors, members of the public, damage to property, personal injury; action taken to prevent occurrence;

staff training / changes to practices etc;

h) Industrial relations report

industrial relation issues including work bans, strikes, etc.;

i) Emergency works report

number of call-outs;

details of call-outs including response time, type of emergency, date and time, activities carried out;

j) Customer Service report

report on Customer Service request / response reports. (Council to provide report on % responses on time, no. enquires / Activity); and

k) Resource and environment report

details of fuel, asphalt, concrete and recycled materials used, as well as greenhouse emissions, in carrying out the Contract Works.


5.1.4.2 Monthly Meeting

The Contractor must attend a regular monthly meeting with the Contract Manager to review all monthly reports and programs. The meeting will be held no later than 14 days from the end of each month.

The meeting agenda will include the following:

a) monthly performance audit;

b) non compliance issues;

c) OH&S report;

d) monthly statement;

e) Program of Works;

f) works progress report;

g) emergency Call-out report;

h) Customer Service Report;

any other Items raised by the Contract Manager or Contractor including:

Quality Plan;

changes to personnel, plant and equipment;

changes to site or weather conditions affecting performance of the service;

proposed changes to sub-contractors; and

general performance.

The Contractor should allow an average of two hours per monthly meeting plus preparation time.

5.1.4.3 Work Schedule Meeting

The Contractor must attend weekly work schedule meetings with the Contract Manager to review the week’s works and programs.

The meeting agenda will include:

a) Program of Works;

b) review of problems with works;

c) OH&S issues; and

d) review of ongoing works.

The Contractor should allow an average of one hour per week.

5.1.4.4 Annual Report/Review

Annually, the Contract Manager, in conjunction with the Contractor, will provide a report to Council on the overall performance of the Contractor and expected outcomes for the following year.


The annual review must cover:

a) review of annual contract performance audit report;

b) report on contract costs against budget;

c) report on any major deficiencies (i.e change in customer expectations) or changes in the Contract or service delivery;

d) review of priorities;

e) changes to organisational structure;

f) new initiatives or innovations;

g) identified capital improvement proposals;

h) changes in assets quantities and Work Load Indicators;

i) Quality Plan; and

j) any other matter raised by the Contractor or Contract Manager.

The Contractor should allow up to four hours for the annual review plus preparation time.

5.1.5 INITIAL JOINT CONDITION INSPECTION

To be able to fully undertake this Contract, the Contractor will need to develop a full appreciation of:

a) the condition of the Road Assets and Park Assets included in this Contract;

b) the works necessary to maintain the Road Assets and Park Assets;

c) Council policies, standards and objectives in relation to the Road Assets and Park Assets; and

d) public expectation and utilisation of the Road Assets and Park Assets.

Within six weeks of the date of Commencement Date, an asset inspection of a representative sample of all Road Assets and Park Assets, shall be carried out jointly between the Contract Manager and the Contractor. The inspection may comprise both a written and/or video/photographic record as agreed by the Contract Manager.

The purpose of the Survey is:

a) to obtain an understanding of the “as found” state of assets at the Commencement Date;

b) to identify any assets that are outside the service standards;

c) to identify the extent of work that cannot be carried out as part of the normal Lump Sum maintenance services;

d) to develop the initial work priorities for the service;

e) establish clear definitions as to the acceptable or non-acceptable performance as part of the Contract monitoring process;

f) enable the Contractor to become fully conversant with work standards and contractual arrangements prior to the implementation of the monthly performance audit procedure; and

g) in conjunction with the Contract Manager determine:


over what period works identified as being outside the service standard or Performance Standard may be brought within standard by the Contractor; and

how these will be paid for (i.e. Lump Sum, provisional sum, capital works or combination of these).

All necessary works associated with undertaking the initial joint condition inspection and subsequent conditions surveys will be treated as part of the works to be performed under the Lump Sum.

5.1.6 INSPECTIONS

The Contractor must regularly inspect all specified assets to ensure that they are in a safe condition for traffic and pedestrians.

Inspections will involve conducting systematic and regular inspections as well as responding to customer requests to rectify or “make safe” immediately or to identify, record and program those features outside the specified standards that need correction.

5.1.6.1 Defect Inspections

The Contractor must carry out Defect inspections on the different features of the Road Assets to identify and record those features below the specified intervention level as set out in the level of service.

The frequency at which inspections must be carried out will depend on the importance and condition of the Road Assets. Different assets can be inspected at different frequencies depending on the special safety needs, the status of the road or the usage or significance of the area.

As a minimum the Contractor must inspect the Road Assets at the minimum frequencies set out in the Appendices.

Following the recording of any Defect as part of:

a) a Defect inspection by the Contractor;

b) as a result of a Defect being bought to the attention of the Contractor by the Contract Manager, customer request; or any other person

the Contractor must:

c) repair the Defect in accordance with the specified response time; and

d) advise the Contract Manager, with a recommendation for action, if works are outside the Routine Maintenance Lump Sum provisions or service levels.

In responding to inspections and Customer Service requests the Contractor must where appropriate, carry out temporary / make safe repairs.

Permanent works must be carried out as part of the Preventative Maintenance services program subject to budget priorities.

5.1.6.2 Make Safe

The rectification standard “Immediately Make Safe” must include but are not limited to the following Defects that are a hazard to the public:


a) potholes or road failure;

b) damaged or missing pit covers;

c) signs or support damage;

d) missing or seriously Defective guard rail;

e) damaged traffic control devices;

f) Defective pedestrian and bicycle paved areas; and

g) vandalised assets.

Where, because of the nature of the repair required, levels of resources required, or workload, it is not possible to rectify the Defect, appropriate warning of the hazard is to be provided until the final repair can be completed.

“Appropriate warning” includes but is not limited to:

a) provision of warning signs;

b) traffic control action; and

c) diverting traffic around the site.

5.1.6.3 Public Liability Incident Reporting

The Contractor must undertake immediate inspections of all sites where Council identifies public liability issues.

This will generally be as a result of a claim being made against Council arising out of the condition of Council’s road infrastructure.

Inspections must be undertaken by the end of the next working day from the receipt of the instruction from the Contract Manager.

Each individual incident will require the preparation of a report by the Contractor to the Contract Manager in an approved format, and including indicative digital photographs. The report must be provided to the Contract Manager within 5 working days of the receipt of the instruction

5.1.6.4 Inspection Areas

Inspections must be generally based on 12 geographic areas developed in conjunction with the Contract Manager.

Each area which covers one month’s inspections must generally be completed in the same designated month of each year of the Contract.

5.1.6.5 Condition Inspections

The Contractor is not required to carry out programmed condition inspections of the different features of the assets. This is carried out by Council’s Asset Management Department.

5.1.7 ASSET MANAGEMENT SYSTEM

5.1.7.1 General

In order to fulfil the service levels and requirements for asset management, the Contractor will be provided access to the following systems:


a) Asset Management System (“AMS”), currently Hansen V7.7;

b) Geographic Information System (“GIS”), currently Dekho; and

c) Customer Request Management System (“CRMS”), currently Pathway.

Should for any reason the AMS not be able to receive data from the Contractor, the Contractor must ensure alternative arrangements are available to store all data collected. The data stored must be upgraded when the system comes on line.

5.1.7.2 Off Site Operations

Should the Contractor operate from a site other than Council’s depot they must provide the necessary communications access line(s) to connect to the AMS, GIS, CRMS and any other systems required. The Contractor must ensure that all links provided are secure.

The Contractor must provide adequate security both for the equipment, and for hard and electronic copies of any data relating to Council’s business or residents/ratepayer’s personal details.

5.1.7.3 Upgrading Council Systems

Council may upgrade, change or modify the AMS as well as the other corporate systems during the Contract Term. The Contractor must make any necessary alterations to their operations and systems to accommodate any system changes. A minimum of six month’s notice of any upgrade, change or modification will be provided.

5.1.7.4 Asset Information

The Contractor must record details on asset quality, quantities and other relevant asset information as part of its reporting procedures. This information will include details of any new assets, alterations to existing assets (ie location, material change) or the disposal of any assets.

The following provides a minimum list of the asset information that will require updating by the Contractor:

a) road, footpath and kerb & channel asset details: record and provide any changes to asset type (i.e. material, detail) or improvements to asset i.e. reseal, re-sheet, major works), condition, date works carried out etc;

b) drainage pit / pipes type, costs, condition, photograph, description, cover manufacturer details, installation date. (including pipe inlet/outlets); and

c) bridges - type, condition, photograph, description.

5.1.7.5 Data Requirements

When installed, the Contractor must operate the contractor module of the AMS, GIS and the CRMS for receiving and actioning works requests and for recording maintenance details and activities performed.

The data will be transferred into the AMS either by using the Contractor Module of the AMS or downloading data from the Contractor’s system in accordance with Council’s data exchange requirements.


The data exchange requirements will prescribe the following elements:

a) format of files or messages with business rules and controlled list of valid data values;

b) frequency at which the transfer is required and the content needed;

c) technical mechanism of transfer;

d) management of failure when data transfer is not successful;

e) conformance of data quality to standards of completeness, validity, accuracy, timeliness, consistency and uniqueness.

The Contractor must record, but not be limited to, the following data:

a) dates inspections carried out, inspector details and details of inspections;

b) dates work performed and precise location of works;

c) commencement and finishing times for each work unit;

d) nature of work performed;

e) names of staff utilised to complete each work unit;

f) details and costs of materials used; and

g) details of vehicles, plant and equipment used.

The data collected is to be used for the following:

a) developing work priorities and Program of Works;

b) generating work progress reports, works completed comparisons and other monthly reports;

c) providing monthly work quantities and unit costs;

d) invoicing and payments;

e) providing information relating to insurance matters and third party damage reports;

f) updating Council’s asset registers and AMS;

g) reporting on annual workloads, costs and trends;

h) establishing future workloads;

i) managing complaints and inquires effectively; and

j) asset valuation.

These records will form the basis of a monthly report that the Contractor must provide and which will be reviewed by the Contract Manager in an exchange of information on issues, progress and the performance of the services at the end of each month or as determined by the Contract Manager.

The Contractor must at any time be able to provide the Contract Manager with details of the services it has provided or is currently providing on that day.

The Contractor must provide reports in a format developed in conjunction with the Contract Manager.


5.1.8 EMERGENCY RESPONSE

5.1.8.1 General

Response to an emergency will be shared with another contractor engaged by Council on an alternative week basis (i.e. one week on, one week off).

The Contractor must commit all available resources including plant, vehicles and equipment and provide any necessary information as may be required to respond to after-hours call-outs and to assist Council, Police, State Emergency Services or other statutory bodies having the control of any life threatening or emergency situation, as required by Council or Council’s Emergency Resource Officer (“MERO”).

Emergency is a situation requiring the maintenance of Road Assets arising from unexpected events such as storms, fires, floods and accidents in roads, beach, and construction sites where the required emergency services are to be performed at short notice.


a) maintaining an emergency point-of-contact for the Victoria Police, emergency services authorities and providers, the Contract Manager and public to report emergency situation requiring the initiation of the required emergency services, 24 hours a day, 7 days a week, any day of the year without exception;

b) effective liaison with other Council contractors, Victoria Police, emergency services authorities and other emergency services providers;

c) supply of the required materials;

d) supply, install, maintain in position and removal of temporary signs, barricades and temporary traffic control measures during the conduct of the emergency services work to isolate hazards on roads, Road Reserves, foreshore and footways.;

e) removing and disposing of obstructions and debris from roads, Road Reserves, and footways;

f) making safe drainage infrastructure and minimising flooding;

g) supplying and spreading sand on oily and greasy pavements (but not cleaning and removing sand from Road Assets);

h) reporting death, injury and damage to property to comply with legislative and insurance requirements;

i) maintaining a register of all performed emergency services;

j) actively participate in and contribute to the Council’s Municipal Emergency Management Committee meetings; and

k) the Contractor must provide the emergency services at any time without exception.

5.1.8.2 Call Out - Contractor Response


The Contractor must provide 24 hour coverage on an emergency telephone line and respond immediately to all minor emergencies such as spills, minor accidents, accidental property damage, vandalism, etc.


The Contractor must also answer any call by day or night, 7 days per week to clear or assist in clearing debris from, and/or to effect urgent repairs of damage to carriageways/reserves/buildings etc. to permit the flow of traffic, make buildings safe or other work necessary.

All after hours and emergency calls to Council are directed through Council’s after hours Emergency Response Service Provider (“ERSP”).

The ERSP is responsible for evaluating any after-hours or emergency calls and contacting the appropriate response resources.

Where it is determined that the Contractor’s resources or expertise is required the ERSP will forward the contact callers contact number to the Contractor’s after hours contact number.

The Contractor must respond by contacting the caller within 30 minutes. The Contractor must attend the call out directly and take any necessary action to rectify any dangerous or unsafe condition.

The Contractor must respond to the reported emergency incident site within 60 minutes of being called with the appropriate staff, plant and equipment to effectively deal with the emergency including:

a) emergency kit of signs, flashing lights, safety clothing, shovels, brooms, chainsaw, etc; and

b) a mobile telephone for communication.

The Contractor’s initial emergency response team must safely instigate all measures necessary to mitigate the effect of the emergency and provide all resources necessary to make the scene safe for the public.

All initial response work will be undertaken as part of the Routine Maintenance Lump Sum.

All follow up work resulting from an Emergency Call Out must generally be carried out as soon as practicable as part of Routine Maintenance activities. Where follow up work requires the Contractor to engage additional resources to work outside of normal hours or to undertake works outside Routine Maintenance activities, these works will be undertaken as Day Work or as schedule of rates..

The Contractor must provide the following minimum standby resources during Christmas, Easter and other public holidays:

a) four labourers;

b) two plant operators; and

c) one supervisor.

The Contractor must also provide the Contract Manager with a list of backup labour and plant that may be called upon should additional resources be required.

The Contractor must also ensure adequate office staff are available on all non-public holiday days where the Contractor may otherwise not be working i.e. Easter Tuesday, etc.

If an emergency arises requiring resources beyond the capability of the


Contractor, the Contractor must immediately contact other contractors, the Contract Manager or other emergency services in accordance with requirements of the Council’s Municipal Emergency Management Plan (“MEMP”).

5.1.8.3 Call Out - Response to Emergency Services


The Contractor must be available 24 hours – 7 days a week to respond to the MERO or any other emergency service and be able to call out the necessary resources following large storms, area flooding or accidents to provide equipment to attend to oil spills, remove large quantities of rubbish, debris from public areas.

The Contractor must be familiar with the Council’s MEMP and the responsibilities of the Contractor under that Plan. These responsibilities may include a role for the Contractor on behalf of the Council during a disaster or emergency.

As part of that plan the Contractor is required to maintain a trailer or like vehicle equipped in accordance with the MEMP.

The Contractor will also be required to source and arrange for the availability of sub-contractor plant, equipment or materials to be identified by the MEMP as likely to be required in an emergency.

5.1.8.4 Information Required

The Contractor must provide details and work quantities of the works performed under emergency services and related and consequential Routine Maintenance services that may be required by Council for cost recovery from others.


5.2 ROUTINE MAINTENANCE SERVICES

GENERAL

5.2.1.1 Scope of Service

The Contractor must provide Routine Maintenance services which include day to day minor repairs, minor replacements, minor reconstructions, corrections and servicing to the Council’s Road Assets.

Routine Maintenance tasks include:

a) sealed road pavement maintenance:

potholes patching and pavement repairs (area < 5 m2);

b) foot and bicycle path paving maintenance:

make safe and repairs/reconstruction (areas < 5 m2) to potholes, depressions, steps, broken and loose paving;

c) kerb and channel maintenance:

make safe and repairs/reconstruction (lengths < 6 lm) to broken and loose kerbs;

d) stormwater drainage maintenance:

repair /replacement of damaged pit lintels, frames, covers etc;

(Does not include routine cleaning and clearing of drains)

e) pavement markings:

replacement of removed or damaged RRPM’s, repainting of faded lines; and

f) bridge maintenance:

clean, repair / replacement of damaged components

The Contractor must undertake pro-active tasking of the works as well as responding to requests and complaints and provide planning, programming and scheduling for the Routine Maintenance services as specified.

5.2.1.2 Asset Quantities

A summary of the assets and quantities to be maintained are included in the Appendices.

5.2.1.3 ‘Repair’

Required works and services to be carried out under Routine Maintenance is termed ‘repair’ which includes repair, replacement, correction and related works to reinstate the Defective, damaged, worn, torn, bent, loose, broken, crumpled, subsided, displaced, out of alignment or unclean part of the Road Assets to its original state or condition.


The required repair works include but are not limited to:

a) identification of damages, Defects, wears and tears;

b) excavation, removal and disposal of damaged surplus and loose materials;

c) site preparation (including cutting of tree roots with the approval of the Contract Manager);

d) repair, reconstruction and replacement of the damaged asset;

e) supply and installation of all replacement materials;

f) maintenance of road markings, pavement, kerb and channel; and

g) providing all safety devices and signs.

Any Routine Maintenance works requiring the reconstruction of the asset i.e. (footpath less than 5 m2) must include all relevant associated and essential tasks listed. (Refer to Cl. 5.3.1.4)

5.2.1.4 Service Standards

The Contractor must undertake works before any Defect, damage, wear or unclean part of the Road Assets that are a hazard to vehicular and pedestrian traffic and public becomes a risk to public safety. The works are to be performed to a quality and on time to ensure integrity of assets at all times.

The Contractor must ensure that the Routine Maintenance tasks described in this Specification are carried out to comply with the specified intervention level detailed in the level of service contained in the Appendices.

5.2.1.5 Notification of Works

The Contractor must notify all abutting owners and occupiers of properties, residents, businesses and other parties that may be affected, of the impending works and disruption. Notification is to be provided no later than three working days before commencement of the required works. The written notification must include details as required by the Contract Manager.

5.2.1.6 Payments

Payment for Routine Maintenance services as specified and set out in the level of service must be in accordance with the Lump Sum price.

5.2.2 RESPONSE TIME

The Contractor must respond to any situation to make safe, repair or rectify any condition it is required to attend to under the Contract in accordance with the response times below unless otherwise specified.

The Contractor may be advised of a situation, by advice or complaint from a member of the public, by notice from the Contract Manager or by its own inspections or observations. The definitions of response times etc are shown in Table 1.


RESPONSE

DESCRIPTION ACTION/ RESPONSE TIME

IMMEDIATE

The condition has caused or the potential to immediately cause injury to person or property.

Make safe within two hours.

URGENT

If the condition is not attended to within the specified period it will have the potential to cause injury to persons or property.

Rectify by the end of the next working day.

NON URGENT Routine Maintenance works where the condition is not immediate or urgent.

The condition must be repaired within the times set out in the level of service contained in the Appendices.

Table 1

5.2.3 ROUTINE MAINTENANCE - SEALED ROAD PAVEMENTS


The Contractor must carry out repairs to all sealed roads, designated car parks and Laneway pavements to maintain the integrity of the road pavement. The Contractor must advise the Contract Manager of the condition of any pavement which requires treatment outside the provisions of the Routine Maintenance Lump Sum. Sealed road pavements include asphalt, concrete, segmental and bluestone pavements.

The Contractor must carry out the following “repairs” on all sealed surface pavements as part of the Routine Maintenance Lump Sum:

a) make safe any unsafe condition;

b) repair all potholes;

c) carry out pavement patching and repairs < = 5 m2; and

d) reinstatement of road markings removed as a result of the above works.

The Work Load Indicators provided in Appendices are for a single area of repair. A single area of repair is defined as the squared off dimensions necessary to repair the pothole or Defect.

Where a pavement requires repairs that exceed the limits specified, then the works must be carried out as part of the Preventative Maintenance and construction services.

5.2.3.2 Maintenance Standards

The Contractor must ensure that the Routine Maintenance tasks described in this section are carried out to comply with the specified intervention level detailed in the level of service.


Standards of materials are to comply with the standards as specified. The size and colour of aggregate chosen must be such as to blend as closely as possible with the surrounding seal.

The appropriate asphalt type and size selected for repairs in sealed pavements must be carefully chosen to reflect the expected service conditions.

Any repairs undertaken using cold mix asphalt must be considered as temporary and must be replaced with the approved asphalt type within 14 days.

5.2.3.3 Pot Holes

A pothole is defined to be damage and fair wear and tear that degrades the integrity or waterproofing of the pavement surface or base and is to be repaired before it develops into a Preventative Maintenance task.

In particular the Contractor must ensure:

a) all potholes > 100 mm are squared off and edges are trimmed vertical;

b) for cold mix patches (temporary only) provide a light “blinding“ with sand; and

c) asphalt depth to match existing asphalt thickness or a minimum of 50 mm.

5.2.3.4 Sealed Pavement Patching Repairs

The Contractor must carry out patching repairs to sealed pavements which are effected by wheel ruts, depressions or edge breaking and or area significantly cracked or deformed using approved procedures.

A patch repair must include:

a) profiling or excavating failed asphalt surface to a sound base;

b) edges squared off and trimmed vertical; and

c) supply and lay asphalt with type and depth of asphalt approved by Contract Manager.

5.2.3.5 Concrete Surfaced Roads

Repair of concrete surfaced road pavements must include the following activities:

a) provision of temporary surface patching to Defects, depressions, joint uplifts etc. in order to maintain a safe operating condition for vehicular traffic by use of approved cement and bituminous based materials; and

b) attention to cracks / treatment of spalled joints.

5.2.3.6 Bluestone and Segmental Pavements

Repair of bluestone pitcher Laneways and segmental paving shall involve the following activities:

a) resetting or reconstruction of pitchers or pavers areas (<= 5 m2) to remove potholes, steps > 75 mm, depressions and loose pitchers or/ pavers;

b) ensure free draining of paving; and

c) attention to safety hazards.


The Contractor must reconstruct damaged bluestone and segmental paving where differential movement of adjoining pavers has created steps at the joints or depressions outside the service standards set out in the level of service.

Where trip points require an “immediate” or “urgent” response the Contractor must consider temporary treatments (i.e. asphalt fillet) or protection prior to carrying out the permanent works.

Depressions and loose pitchers or pavers must be re-laid to match adjacent sections of pavement using similar materials and profile.

Where required the Contractor must source additional bluestone pitchers or pavers of similar size and quality. The cost of new bluestone will be paid for as part of the provisional sum allowance.

5.2.4 ROUTINE MAINTENANCE – FOOT & BICYCLE PATHS


The Contractor must carry out “repairs” to all footpaths, bicycle paths, paved crossings and traffic control devices (e.g. road humps, roundabouts, traffic islands) and advise the Contract Manager of the condition of any pavement which requires reconstruction > 5 m2.

The repair of asphalt, concrete, segmental and other footpath paving must involve the following work to be carried out as part of the Routine Maintenance Lump Sum:

a) making safe potholes, depressions, steps, broken and loose paving;

b) barricading safety hazards;

c) “one off” grinding of concrete steps;

d) laying asphalt fillets; and

e) reconstruction of areas < =5m2 (except repairs as part of work carried out on tree roots).

The Work Load Indicators provided in the level of service are for a single area of repair.

Where a pavement requires repairs that exceed 5 m2 then the site should be referred to the Contract Manager by the Contractor for inclusion within the Preventative Maintenance program.



The Contractor must ensure that the Routine Maintenance tasks described in this section are carried out to comply with the intervention level detailed in Table 2.

Description Intervention Level Treatment

Trip Point

<10mm No action

10mm to 25mm Grind or place on works program

25mm to 75mm Asphalt fillet or place on works program

>75mm Make level by patching or resurfacing or reconstructing

Heaving >75mm depth over a 1.2m straight edge

Make level by patching or resurfacing or reconstructing

Ponding >75mm depth over a 1.2m straight edge

Make level by patching or resurfacing or reconstructing

Table 2

Where trip points require an “immediate” or “urgent” response, the Contractor must install temporary treatments (e.g. asphalt fillet) or protection prior to carrying out the permanent works as part of the Program of Works.

Standards of materials are to comply with the standards as specified. The replacement materials used in the damaged or worn footpath are to be the same as the materials previously used.

5.2.4.3 Asphalt Fillets

The Contractor may, when it is necessary to make footpaths safe provide asphalt fillets at steps at joints in concrete or other footpaths.

The use of asphalt fillets will, unless directed by the Contract Manager, generally be used as a temporary repair prior to the affected slabs being ground or replaced as part of the Program of Works.

The Contractor must record the location of asphalt fillets and report on an annual basis those asphalt fillets that have not been replaced with a permanent treatment.

Asphalt must be placed so as to remove steps and to provide a smooth continuous profile over the joints.

5.2.4.4 Concrete Lip Grinding

The Contractor must, when appropriate, grind the surface of concrete in pavements at joints in the concrete pavements where differential movement of adjoining panels has created steps at the joints generally < 25 mm.

The concrete should be ground to completely eliminate the trip point by


removing the variation in level between adjoining slabs. To eliminate severe changes in slab level, the grade of the grinding must generally not exceed 1:12.

The finished surface of a footpath lip following grinding will be of uniform, neat appearance with a lightly textured non-skid surface. The footpath lip must be ground flush and no longer present a trip hazard to pedestrians. The texture must not be too smooth so as to be slippery when wet.

5.2.4.5 Segmental Paving

The Contractor must reconstruct damaged segmental paving where differential movement of adjoining pavers has created steps at the joints or depressions outside the intervention levels set out in the level of service.

Segmental paving includes clay brick and concrete brick pavers and pre-cast concrete slabs.

Repair work includes lifting, cleaning and setting aside existing paving for reuse, required excavations for reconstructed pavements, supplying, placing and compacting any required bedding material, relaying segmental paving including any required brick cutting and supplying any required deficiency in matching brick pavers.

Segmental paving must be reconstructed in the same manner and laid to the same pattern as existing paving. The surface of reconstructed segmental paving, when completed, must have a smooth profile and be free of irregularities and steps at individual pavers and so far as is reasonably practicable it must not be obvious that the brick paving has been reconstructed.

Where required the Contractor must source additional segmental pavers of similar size and quality. The cost of new pavers must be paid for as part of the provisional sum allowance.

5.2.4.6 Asphalt Footpath Pavement

The Contractor must, when required repair damaged asphalt footpath pavements.

Repair work must include any required diamond saw cutting, demolishing damaged pavements and disposing of demolished materials, excavating for replacement pavements, supplying, placing and compacting any required bedding material and furnishing, placing and finishing asphalt.

Re-sheeting, resurfacing and reconstruction works > 5m2 must be carried out as part of the Preventative Maintenance services.

5.2.4.7 Vandalism and Damaged Work

All reasonable measures must be taken by the Contractor to prevent vandalism and damage to new works. Where directed by the Contract Manager, the Contractor must carry out any reinstatements to any vandalised or damaged works.

Where vandalism or damage is detected after completion of the works and the Contractor has vacated the site, Council reserves the right to recall the Contractor to the site to effect repairs to the vandalised or damaged works. Where the Contract Manager is satisfied that the Contractor has taken all reasonable measures to prevent such vandalism or damage, Council shall


reimburse the Contractor at the rate as specified in the schedule of rates.

Where the Contract Manager is not satisfied that all necessary measures were taken by the Contractor to protect the works, the necessary repairs shall be at the Contractor’s cost.


The Contractor must minimise the creation of dust or mud.

The Contractor is responsible for:

a) cleaning any item or asset that is soiled as a result of the Contractor’s work. This must include assets such as vehicles, street furniture, fencing, etc; and

b) the costs of removal of debris, rubbish, broken concrete, mud, slurry or dust generated as a result of the Contractor’s work.

Every effort should be made to contain the flow of slurry to the footpath area and prevent its flow down pram or vehicle crossings into the kerb and channel. Extra care must be taken in areas with steep longitudinal fall in the streets.

Cement slurry and other materials must not be allowed to enter into drainage systems.

All materials and debris must be removed from the site on the same working day before the Contractor vacates the site. The site must be cleaned to the satisfaction of the Contract Manager.

All costs associated with removal of materials and debris will be deemed to be included the schedule of rates.

5.2.4.9 Private Entrances

Any person wishing to construct a vehicle crossing to a property must first obtain a permit from Council. The cost of constructing the vehicle crossing, which includes the footpath portion, is the property owner’s responsibility.

Where a Defect is identified on the footpath portion of the vehicle crossing the Contractor must carry out sufficient works to make the footpath portion safe. This must include filling cracks, laying an asphalt ramp or grinding steps in accordance with the Contractor’s responsibility to make safe.

5.2.5 ROUTINE MAINTENANCE - KERB & CHANNEL


The Contractor must carry out ‘repairs’ to all kerb and channel and advise the Contract Manager of the condition of any kerb which requires reconstruction. Kerb and channel includes concrete and bluestone kerbs, kerbs and channel and channels and other edging.

The “repair” of kerb and channel shall involve the following work to be carried out as part of the Routine Maintenance Lump Sum:

a) make safe damaged, spalled, displaced or loose kerb or channel;


b) repair loose, missing, tilted, lifted, out of alignment, subsided or damaged kerb and channel in localised failures of a length of up to 6 metres; and

c) refix / replace spiked kerbing.

The Work Load Indicators provided in the level of service are for a single area of repair.

Damage and fair wear and tear that degrades the structural integrity of the kerb and channel is to be repaired before it grows in scale and develops into a Preventative Maintenance task.



Standards of materials are to comply with the standards as specified. The replacement materials used in the damaged or worn kerb and channel are to be the same as the materials previously used.

The kerb and channel are generally constructed in bluestone, in-situ coloured concrete and pre-cast concrete with or without exposed aggregate in the municipality.

5.2.5.3 Maintenance Requirements

5.2.5.3.1 Bluestone Pitcher Kerb and Channel

Resetting bluestone kerbs shall comprise removing effected sections of kerb and channel, making good any deficiency of bedding material, relaying and jointing the pitchers to original lines and grades and finishing adjoining surfaces to a neat and sightly condition.

Where tree roots are likely to be affected by the works the Contractor must contact the Parks and Open Space Department.

5.2.5.3.2 Spiked Kerbing

Pre-cast concrete kerbs, that have become dislodged and unsafe, must be re-pinned to the road pavement.

5.2.6 ROUTINE MAINTENANCE - STORMWATER DRAINAGE


The Contractor must carry out repairs to the drainage and drainage related infrastructure in the municipality. The drainage infrastructure for Routine Maintenance includes drainage pipes and related joints, culverts, outfalls, grates, pit covers, street drain pits, pump station pits, frames, overflow kerbs, litter traps and valves (non-return and tide).

The ‘repair’ of drainage pipe under the Routine Maintenance services is limited to works on pit covers, grates etc, pit surrounds and any necessary pit reconstruction works associated with pit cover works.

Pit and pipe cleaning and clearing are conducted under a separate contract.


The repair of stormwater drainage shall involve the following work to be carried out as part of the Routine Maintenance Lump Sum:

a) make safe damaged or missing pit covers;

b) reset pit surrounds or covers;

c) replace damage or missing pit covers that cannot be reset or repaired including supply of standard pit surround, cover or lintel. (The cost to supply non-standard pit covers will be paid for as part of the provisional sum); and

d) repairs to pits associated with the above works.


The Contractor must ensure that the Routine Maintenance tasks described in this section are carried out to comply with the specified intervention levels detailed in the level of service.

Standards of materials are to comply with the standards as specified. The replacement materials used except for drainage pipes are to be the same as the materials used prior to the damage or fair wear and tear.

5.2.6.3 Tree Root Clearing

Root cutting in pipes, conduits and pits and cleaning of drainage infrastructure is not part of this contract. The Contractor must coordinate with Council’s drain cleaning contractors to ensure damages related to tree roots repaired in a timely fashion.

5.2.6.4 Pit Covers

All damaged pit covers within Road Reserves must be replaced where possible as per the current standard drawing or as otherwise approved by the Contract Manager.

Details of the Council’s standard drawings of drainage pit components are included in the Appendices.

Where damaged drainage pit covers, surrounds or gratings present a safety hazard, the Contractor must immediately upon being notified of the hazard, secure the site of the hazard (within 2 hours) and repair or replace the drainage pit cover, surround or grating in accordance with the response rime specified.

The Contractor must ensure that adequate stocks of standard pit covers are stored or available to meet the above response times.

5.2.6.5 Monitoring Pit Cover Damage

Where a pit cover is being repeatedly damaged the Contractor must assess the suitability of the location and the type of cover being used and when appropriate make recommendations on changes to the pit location or type.

5.2.6.6 Work In Private Property

The Contractor’s attention is drawn to the relevant sections of the Specification in relation to access and the protection of the public and property which must be strictly complied with at all times.

The Contractor must ensure that all works within private property are carried out


with a minimum disruption to the occupier.

The Contractor must make good any damage done to buildings, paths, fences, services, landscaping etc. and remove all equipment and debris from the site at the conclusion of the works to the satisfaction of the property owner and the Contract Manager.

5.2.6.7 Property Pipe Drain Connections

Where a blockage in a property pipe drain is encountered whilst carrying out works, the Contractor must contact the Contract Manager for direction.

Payment for all pipe replacement works associated with property pipe drains must be as directed by the Contract Manager and will be paid for under the schedule of rates.

5.2.7 ROUTINE MAINTENANCE - PAVEMENT MARKINGS


The Contractor must carry out ‘repairs’ to all pavement markings and advise the Contract Manager of the condition of any pavement markings which requires replacement. Pavement markers include raised pavement markers, raised reflective pavement markers and painted lines and markings.

Service excludes line marking or pavement markers on all surfaces and tramway structures, within the tram right of way except when road pavement markers continue through tram right of way.

The “repair” of pavement markings involves the following work to be carried out as part of the Routine Maintenance Lump Sum:

a) repainting of faded lines; and

b) replacement of Defective damaged or out of place markers.



The replacement pavement markers are to be new materials and of the same design as the pavement markers being replaced where this is readily identifiable or otherwise are to be raised reflective pavement marks.

The required work is to be performed in accordance with the current VicRoads specifications and Australian Standards.

5.2.7.3 Replacement

Missing or damaged and worn pavement markers that do not register a visual impact on drivers or a physical impact on a vehicle operating on associated roadway must be replaced before they become a risk to public safety or degrade the effective and safe flow of vehicular traffic on the associated roadway.

The required replacement work is to be performed on all damaged and worn pavement markers including broken, faded, non-reflective, lifting and missing pavement markers.


If more than seven consecutive pavement markers in a road are faded or worn at the same time the Contractor is to notify the location of the above damages to the Contract Manager to include the job in the Preventative Maintenance services.

5.2.8 ROUTINE MAINTENANCE - BRIDGES


The bridges to be maintained by the Contractor, and their locations, are listed in the Appendices.

The Contractor is responsible for inspecting all bridges within the City and carrying out minor repairs to all Council owned bridges. The Contractor must advise the Contract Manager of the condition of any structure which may require attention.

For the purposes of this contract “bridges” include:

a) road bridges;

b) road culverts; and

c) pedestrian / bicycle bridges.

Routine Maintenance services for bridges include the following works to be carried out as part of the Routine Maintenance Lump Sum:

a) clearing and repairs to secure and make safe; and

b) when directed by the Contract Manager, inspecting the condition of bridges after a major flooding event.


5.2.8.2.1 Inspections

The Contractor must inspect bridges in accordance with the specified frequency. Inspections must only be carried out by persons who are experienced in roadways maintenance and who can demonstrate to the satisfaction of the Contract Manager their competence to carry out bridge inspections. Inspection of bridges must include:

a) inspecting the condition of each bridge in accordance with the VicRoads Bridge Manual. (Level 1 Routine Maintenance Inspections);

b) inspecting the condition of waterways over which bridges have been constructed with respect to erosion at abutments and sedimentation, accumulation of debris or plant growth in the waterways at bridges to the extent that these things affect the water carrying performance of the road bridges; and

c) providing the Contract Manager with a condition report for each bridge after each inspection with recommendations for any maintenance work that may be required

Inspections for the structural adequacy of road bridges are not required. (Level 2 – Bridge Condition Inspections). These inspections are carried out under a separate contract. The Contract Manager may request the Contractor to arrange for Level 2 – Bridge Condition Inspections to be carried out.



The Contract Manager may direct the Contractor to inspect some or all bridges after a major flooding event within the municipal district.

The Contractor must, in respect of bridge maintenance, repair, clean and maintain decks, joints, footings, abutments, wing walls, superstructures and other parts of bridges when:

a) any accumulation of material which may cause inconvenience or danger for a bridge user;

b) any accumulation of material prevents expansion joints from functioning;

c) any accumulation of material causes interruption to the escape of drainage water;

d) any accumulation of material is greater than 20 mm deep or supports vegetation;

e) vegetation occurs on the structure or in cracks, grooves and/or recesses in the structure or beaching;

f) any scupper or down-pipe which has any of its effective waterway area blocked;

g) any asphalt/sealed decks require maintenance;

h) any area of a timber running plank is Defective or unsafe;

i) running planks are loose or rattling;

j) there is minor damage to concrete or timber elements that can be repaired without special scaffolds or materials; and

k) bridge rails / parapets, scuppers or other non-structural elements are visually faulty or loose.

5.3 PREVENTATIVE MAINTENANCE SERVICES

5.3.1 GENERAL


The Contractor must provide Preventative Maintenance services, which are planned, preventative and remedial repair and maintenance works, to Road Assets and Park Assets within the municipality. Preventative Maintenance services may also include service action forms and other civil infrastructure related works.


a) rehabilitate and reconstruct road pavements;

b) replacement footpaths;

c) replacement kerb and channel;

d) reconstruct drainage assets and structures;

e) remove and install line marking, road markings and pavement markers; and

f) undertake associated tasks related to the above.

The Contractor must plan, schedule and manage the Preventative Maintenance


services in detail and in accordance with any tasking information and programming requirements provided by the Contract Manager.

In providing the Preventative Maintenance services, the Contractor must achieve the following objectives, namely,

a) carry out Defect inspections and identify and record all Defects;

b) develop programs for Preventative Maintenance in conjunction with the Contract Manager;

c) carry out Preventative Maintenance services in accordance with the program timetables approved by the Contract Manager;

d) ensure works carried out in accordance with specification standards and requirements and agreed timelines; and

e) ensure least disruption to public and traffic (e.g. working in after hours and weekends).

5.3.1.2 Notification of Works The Contractor must notify all abutting owners and occupiers of properties, residents, businesses and other parties that may be affected, of the impending works and disruption. Where significant disruption may occur or where parked vehicles may be affected the following notifications are required: one month’s written notice followed by another written notice 10 days prior to the commencement of works. Then at three days prior to the commencement of works, bollards must be placed on site with a notice of the works attached. For works causing minor disruption the following notifications are required: 10 days written notice followed by bollards placed on site with a notice of the works attached three days prior to the commencement of works.

5.3.1.3 Service Action Form (“SAF”)

SAFs are work orders that are requested and forwarded by Council’s Traffic and Parking Design Unit. They generally include additions and/or alterations to line marking and signage as part of a change to traffic or parking management.

SAFs will include a response time. The response times are:

a) priority SAF (due to safety concerns) – 1 week; and

b) other SAF – 5 weeks.

The Contractor must ensure that the works are completed within the specified response time after approval from the Contract Manager.

5.3.1.4 Primary and Associated Tasks

Tasks included for Preventative Maintenance services are set out in the pricing schedule. The unit rates set out in the pricing schedule represent the primary task required to be carried out (e.g. construction of 75 mm concrete footpath).

Essential works are considered to be tasks that have to be carried out to comply with the standards detailed in this specification and must be included in the price


and carried out as required as part of the primary task (e.g. ensuring public safety).

Primary tasks may include the associated tasks. Associated tasks are listed under each of the activities set out in this section (e.g. reinstate signs and posts). The price of any associated task must be included in the unit rate.

Essential works include:

a) management, administration, supervision, overheads etc;

b) site preparation;

c) obtaining required approvals;

d) all traffic management requirements as specified under Traffic Management and Road Safety detailing the limit of traffic management requirements to be included as essential works within the unit prices (Clause 4.7);

e) notices of works to residents, businesses, properties etc;

f) advance advisory notices as specified;

g) OH&S requirements (which includes electrical spotter where required);

h) maintaining, providing temporary devices and measures;

i) providing required information related to specific works;

j) disposal of unwanted and excess materials;

k) provision of required structural, serviceability and aesthetic sub-items such as joints;

l) ensuring and providing for public safety and structural stability during the works;

m) maintaining the work site clean and aesthetically pleasing at all times;

n) saw cutting, excavation and compacting;

o) supply of materials;

p) cleaning of bluestones as necessary for reuse;

q) coordinating/liaising with Service Authorities, service depthing and locating;

r) reinstatement of disturbed, damaged and excavated pavements and naturestrips for the purpose of primary tasks or associated works; and

s) setting out levels, alignments and works.

The above tasks (a) to (s) must be the responsibility of the Contractor at no extra cost to Council. The Contractor must allow for all essential and other related works required within each of the unit prices set out in the pricing schedule.

5.3.1.5 Safety & Environmental

The Contractor must ensure all works are carried out in accordance with the relevant safety and environmental standards and regulations. In particular the Contractor must comply with the electrical inspector’s clearance requirements for the operation of plant and equipment.

5.3.1.6 Programming

The Contractor must carry out Preventative Maintenance works:


a) developed as part of the Preventative Maintenance program by the Contractor in conjunction with the Contract Manager; or

b) as a project brief or instructions forwarded to the Contractor.

When requested by the Contract Manager, the Contractor must prepare a detailed program for carrying out a Preventative Maintenance project that includes where appropriate:

a) construction timetable/program including start and finish dates (the Contractor must provide updated program where necessary to comply with approved timetable dates);

b) arrangements for service depthing, location and alterations;

c) erection of project information signs;

d) notices to affected road users or property occupiers;

e) traffic management and staging of works;

f) details for site preparation and excavating;

g) details of materials to be used and storage of materials; and

h) arrangements for line marking.

5.3.1.7 Payment

The Contractor must carry out the Preventative Maintenance works in accordance with the schedule of rates. Where there are no equivalent items in the schedule of rates, then Day Work rates may apply subject to the approval of the Contract Manager.

5.3.2 SEALED / ASPHALT ROAD PAVEMENTS


The Contractor must resurface, rehabilitate and reconstruct pavement (areas > 5 m2) as required by the Contract Manager.

5.3.2.2 Primary Tasks

Primary tasks are listed in the pricing schedule.

5.3.2.2 Associated Tasks

Associated tasks may encompass:

a) reinstate signs and posts;

b) arranging for Service Authority assets depthing, location, relocation, preservation and reinstatement;

c) providing temporary property access; or

d) temporary line marking delineators.

Essential tasks include cleaning of bluestones as necessary for reuse.

5.3.2.4 Patching

Areas greater than 5 m2 must be carried out at the specified rates set out in the pricing schedule.


5.3.2.5 Pavement Reconstruction

Road pavements must be reconstructed where the sub-base or sub-grade has failed. The Contractor must record where the road pavement requires reconstruction and make recommendations of the pavement treatment required.

Pavement reconstruction may include:

a) macadam pavement;

b) heavy duty pavement; and

c) light duty pavement.

5.3.2.6 Crack Sealing

5.3.2.6.1 General

In addition to the associated works listed road pavement crack sealing includes some or all of the following:

a) cleaning of cracks;

b) cleaning of road pavement;

c) placement of sealant; and

d) gritting of sealant surface.

5.3.2.6.2 Extent of Crack Sealing

The Contractor must fill all visible cracks within the nominated section of road pavement excluding any large areas of crocodile cracking (generally greater than one square metre in area). Filling must include any crack or gap between the pavement and concrete channel lip or between the pavement and any other fixtures within the pavement such as pits or valves covers.

Prior to commencing any crack sealing the Contractor must provide details of the proposed sealant to be used.

5.3.2.6.3 Preparatory Works

Prior to the placement of sealant, all cracks must be thoroughly cleaned out of foreign material to provide a clean, dry and sound pavement. All dislodged material must be removed from the road pavement prior to the completion of the works.

5.3.2.6.4 Placement of Sealant

All cracks and gaps must be filled with sealant material heated to and maintained during application within an approved temperature range. The level of sealant after gritting should be flush with the adjacent road pavement.

The material must be placed to ensure that full crack depth penetration and a smooth flush finish with the road pavement after gritting is achieved.

5.3.2.6.5 Gritting

The Contractor must place 5mm nominal size aggregate on the surface of all


sealant material while it is hot and prior to vehicular traffic passing over it to protect the sealant from being dislodged from the crack by the wheels of motor vehicles.

The aggregate must be placed at the minimum application necessary to prevent the pick up of the sealant.

5.3.2.7 Asphalt Wearing Course

5.3.2.7.1 Scope of Works

In addition to the associated works listed, road pavement asphalt wearing course includes some or all of the following:

a) sweeping of road pavement;

b) protection of kerbs and channel where necessary;

c) supply and spray bituminous products;

d) supply and place asphalt; and

e) clean and sweep up excess aggregate and dispose.

The Contractor must submit recommendations to the Contract Manager prior to the commencement of the asphalt wearing course program that will include details of type size and design of asphalt.

5.3.2.7.2 Asphalt

All asphalt work must be undertaken in accordance with VicRoads current standard specifications for roadworks and bridgeworks.

5.3.3 FOOT & BICYCLE PATH RECONSTRUCTION


The Contractor must resurface, rehabilitate and reconstruct pavements as required by the Contract Manager. The scope of the required services includes asphalt, concrete and segmental paving.




Associated tasks may encompass:

a) reconnect house drains (where new house drains are required to be laid, these will be paid for at the schedule of rates);

b) reinstate signs and posts;

c) reinstate street furniture and traffic devices and items;

d) arrange for raising / lowering pit covers;

e) arrange for Service Authority assets depthing, location, relocation,


preservation and reinstatement;

f) provide temporary property / public pedestrian access; and

g) arrange inspection and removal of tree roots in consultation with, and approval of the Parks & Open Space Department.

5.3.3.4 Asphalt Foot & Bicycle path Pavements

Re-sheeting is carried out where the existing base and surface material is sound and the adjacent levels allow an asphalt surface coat to be laid without any differences in level of adjacent surfaces or ponding of water. This will generally only be carried out when linking areas of footpath resurfacing.

Resurfacing is carried out where the existing surface material is unsound and requires removal and reconsolidation of the pavement base prior to laying a new surface coat.

Reconstruction is carried out where the existing pavement (including the sub-base) is unsound and requires excavation and replacement. This is the treatment generally carried out on asphalt footpaths.

Reconstruction is generally required where the removal or treatment of tree roots will necessitate reconstruction of the sub-base around the tree roots followed by re-sheeting or reconstruction of the area. It may also include an asphalt grind along the back of the adjacent kerb to accommodate the asphalt surfacing.

5.3.4 KERB AND CHANNEL


The Contractor must install new and replace existing kerb and channel as required by the Contract Manager. Kerb and channel include concrete and bluestone kerbs and channel.




Associated works may encompass:

a) reconnect house drains (where new house drains are required to be laid. These must be paid for at the schedule of rates);

b) arrange for Service Authority assets depthing, location, relocation, preservation and reinstatement;

c) arrange for raising / lowering pit covers;

d) reinstate signs and posts;

e) reinstate street furniture and traffic devices and items;

f) reinstatement of excavated pavement and matching new works to existing pavement; and

g) provide temporary property / public pedestrian access.


Essential tasks include cleaning of bluestones as necessary for reuse.

5.3.5 STORMWATER DRAINAGE


The Contractor must reconstruct and construct drainage structures and assets as required by the Contract Manager.


Primary tasks for the services are listed in the pricing schedule.


The associated tasks may encompass:

a) reinstate signs and posts;

b) reinstate line marking, road markings;

c) reinstate street furniture and traffic devices and items;

d) connect or reconnect downpipes and house drains.

5.3.6 LINE MARKING


The Contractor must install and remove line marking, road marking and pavement markers as required by the Contract Manager.




Associated tasks comprise:

a) sweeping of road pavement;

b) surface preparation;

c) positioning of markings;

d) supply and painting of line markers;

e) protection of existing markers; and

f) protection of works.

5.3.6.4 Standards for Materials and Performance

All pavement markings must be undertaken by the Contractor in accordance with the current Australian Standards.

5.3.6.5 Inspection and Programming

The Contractor must carry out inspections of all line marking within the City and prepare a Line Marking Program (“LMP”) for approval by the Contract Manager

In preparing the LMP the Contractor must give consideration to:


a) the degree to which the line is worn ie: service standard;

b) the extent of worn line marking;

c) the location of the lines;

d) the road category;

e) current LMPs; and

f) the provisional sum allocation.

The LMP must include:

a) location;

b) quantity of each type of marking;

c) paint material ; and

d) costs based on the schedule of rates

Following any resurfacing works, temporary line marking must be provided at the time of resurfacing works. Permanent line marking must be completed within five days.

5.3.7 SPECIAL EVENTS (SIGNS & BARRICADES)


The Contractor must be available to provide support services to any special event that may be held within the municipality. The Contractor must cooperate fully with Council officers and other contractors involved in the preparation, presentation and clearing up for special events or other activities.

The Contractor must provide all the necessary signs and barricades, plant equipment and labour to erect, maintain and dismantle signs and barricades as required by the Contract Manager.

Activities associated with the special events may include, but not be limited to, some or all of the following;

a) provide all the necessary signs and barricades;

b) change in parking condition signage;

c) placing and recovering witches hats and water filled barricades; and

d) traffic diversions.

5.3.7.2 Types of Special Events

There are a number of major special events currently held within the City. These may include street festivals, fun runs and cycle events.

The special events are mostly of routine nature occurring annually with advance notices. Organisers of special events may organise some special events with notices less than a day. The task for these short notices special events may be provided by the Contract Manager orally and confirmed later in the written form.

5.3.7.3 Special Events Job Instructions

The Contract Manager will provide job instructions to all special events related works. The job instructions will provide the time restrictions and the extent of the work that need to be performed by the Contractor.


5.4 CAPITAL WORKS PROJECTS

5.4.1 Scope of Service

The Contractor may be directed to construct capital works projects which are civil infrastructure related projects listed on Council’s capital works programs as directed by the Contract Manager.

Council is not obligated to award any projects under the capital works allowance to the Contractor.

Capital works projects may include:

a) kerb and channel reconstruction;

b) road re-sheeting, resealing and reconstruction;

c) drainage schemes and improvement works;

d) street traffic works;

e) street amenity improvements; and

f) foot & bicycle path works.

The Contractor must plan, schedule and manage capital works projects in accordance with any tasking information and programming requirements provided by the Contract Manager.

In carrying out capital works projects, the Contractor must achieve the following objectives, namely:

a) carry out capital works projects in accordance with the program timetables approved by the Contract Manager;

b) ensure works carried out in accordance with specification standards and requirements and agreed timelines; and

c) ensure least disruption to public and traffic (e.g. working in after hours and weekends).

5.4.2 Notification of Works

The Contractor must notify all abutting owners and occupiers of properties, residents, businesses and other parties that may be affected, of the impending works and disruption.

Where significant disruption may occur or where parked vehicles may be affected the following notifications are required: one month’s written notice followed by another written notice 10 days prior to the commencement of works. Then at 3 days prior to the commencement of works, bollards must be placed on site with a notice of the works attached.

For works causing minor disruption the following notifications are required: 10 days written notice followed by bollards placed on site with a notice of the works attached 3 days prior to the commencement of works.

.


5.4.3 Provisional Sum

A provisional sum allowance has been made for approved capital projects. The capital works allowance made in this Contract reflects only the historic spending by Council on road infrastructure capital works.

Capital works projects to be carried out under this provision will generally be works that are similar in nature to the Preventative Maintenance works scheduled under this Contract. Where capital works have been estimated at >= $150,000 (incl GST) in value, Council is not obligated to carry out the works under this contract and may award the works to a different contractor.

5.4.4 Construction

All capital works projects must be carried out in accordance with the Preventative Maintenance services section of the contract.

5.4.5 Payment

The Contractor must carry out capital works projects in accordance with the schedule of rates. Where there are no equivalent items in the schedule of rates, then Day Work rates may apply subject to the approval of the Contract Manager.

6. PERFORMANCE STANDARDS AND MONITORING

6.1 KEY PERFORMANCE INDICATORS (KPIs)

The Contractor must maintain the Road Assets and Park Assets at, or better than, the specified Performance Standard during the Contract Term.

The performance of the Contractor shall be measured against KPIs based on the following categories:

a) financial KPIs - to demonstrate how the contract is progressing financially compared to budget;

b) service quality KPIs - to demonstrate that the quality objectives of the specifications are being achieved;

c) service quantity KPIs - to demonstrate that the key deliverables are being achieved using predicted Work Load Indicators against actual work completed;

d) Customer Service KPIs - to demonstrate that Customer Service requirements and corporate standards are being met;

e) environmental KPIs - to provide information on environmental performance

f) business improvement KPIs – to provide evidence of being proactive in improving the way in which services are provided; and

g) OH&S KPIs – to demonstrate that systems of work are in place to ensure compliance with workplace health and safety requirements.

On a monthly basis, the Contractor must assess and justify its performance against the required KPIs.


Failure to achieve the required Performance Standards shall be treated as a default by Contractor.

The performance of the Contract and the Contractor with respect to KPIs shall be considered along with other ongoing service delivery issues as part of the annual review.

6.2 PERFORMANCE AUDITS

The Contract Manager will conduct regular audits of the Contract in order to:

a) monitor the performance of the Contractor in achieving the specification performance targets and in adherence to the specified standards and schedules;

b) determine if current service delivery processes are adequate; and

c) payment validation purposes.

An audit will generally be based on a representative sample of the assets nominated by the Contract Manager and will be undertaken via a process of visual inspection of the Contractor’s work practices and outputs against the Specifications.

Visual assessment benchmarks and guidelines may be established in consultation with the Contractor as part of the initial joint condition inspection in order to develop a clear understanding of the standards expected.

7. PAYMENTS TO THE CONTRACTOR

7.1 PAYMENTS

The Council shall pay the Contractor, within 30 days from receipt and approval of correct invoices:

a) in accordance with the nominated portion of the Routine Maintenance Lump Sum specified in the pricing schedule; and

b) any amount approved for works carried out under the schedule of rates or Day Work rates;

subject to:

a) the services being completed in accordance with the specification requirements; and

b) the Contract Manager being satisfied with the information provided in the monthly statement.

The monthly statement must include:

a) the amount to which the Contractor considers itself entitled under the Lump Sum;

b) summary of the quantity of work carried out against the Lump Sum activities;

c) summary of the quantity of work carried out against the schedule of rates activities;

d) summary of the quantity of work carried out against the Day Work rates;


e) validation of the cost of all materials associated with the expenditure of provisional quantities; and

f) the amounts to which the Contractor considers itself entitled in connection with any variations or instructions for additional services or work authorised by the Contract Manager.

7.2 PROVISIONAL SUMS

7.2.1 General

The Council may require work or services to be carried out from time to time for which no items are included in the Lump Sum or schedule of rates. These works will be carried out under provisional sums under any of the following payment arrangements:

a) Day Work rates; or

b) quotation.

The Contract Manager shall decide the basis upon which payment will be made for provisional sum work or services in each case.

Should the Contract Manager decide that provisional sum work will be carried out on a quotation basis and agreement cannot be reached on the amount of the quotation, the Contract Manager may decide not to proceed with the work under the Contract or have the work carried out by an alternative contractor.

7.2.2 Day Work

The Contract Manager may direct that provisional sum services be carried out as Day Work. In determining the value of Day Work, regard will be had to:

a) the amount of wages and allowances paid or payable by the Contractor at the time as established by the Contractor to the satisfaction of the Contract Manager or at such other rates as may be approved by the Contract Manager, except that if hourly rates have been tendered for the types of labour engaged on the work, these rates must be used to the extent it is possible to do so in determining the value of labour for Day Work;

b) the amount of hire charges in respect of plant and equipment approved by the Contract Manager for use on the work in accordance with such hiring rates and conditions as may be agreed between the Contract Manager and the Contractor, or in the absence of agreement, in accordance with such rates and conditions as may be determined by the Contract Manager, except that if hourly rates have been tendered for the types of plant and equipment engaged on the work, these rates must be used to the extent it is possible to do so in determining the value of plant and equipment for Day Work;

c) the amounts paid for services, subcontracts and professional fees; and

d) the actual cost to the Contractor of all materials supplied and required for the work.

7.2.3 Quotations

Where a quotation is accepted by the Contract Manager, the Contract Manager shall issue an instruction order for any quotation accepted by the Contract Manager describing the services, the subject of the quotation, to be provided by the Contractor and the agreed price.

Payment for provisional sum services carried out on a quotation basis shall be


made at the price accepted by the Contract Manager.

7.3 CHANGES, ADDITIONS AND DEDUCTIONS

7.3.1 Assets

The quantity of each asset to be maintained during the first twelve months of the Contract Term is included in the Appendices.

The effect of any nominated annual increase in the quantity of assets will be negotiated between the Contract Manager and the Contractor annually as part of a review of the Lump Sum payment.

The Contract Manager may at any time and from time to time order a change, addition or deduction to the Contract.

Unless the extent, content or standard of the services provided by the Contractor is significantly increased or decreased by any change ordered by the Contract Manager, the amount payable to the Contractor as a result of any change, addition or deduction will be negotiated between the Contract Manager and the Contractor annually as part of a review of the Lump Sum payment.

7.3.2 Work Loads

It is likely there may be variations between the nominated Work Load Indicators and the actual work carried out by the Contractor. The Contractor, in conjunction with the Contract Manager, is required to adjust the actual work undertaken to accommodate the overall workload tendered and to meet the Performance Standard specified as part of their total responsibility in delivering the service under the Contract.

Where it appears that the workload to be carried out, measured in terms of the total service, is likely to vary from the overall Work Load Indicator then a change to the specified standards or a change to the Lump Sum to reflect the projected higher or lower overall workload may be negotiated.

After the first 15 months and thereafter on an annual basis the amount payable to the Contractor as part of the Lump Sum will be reviewed, and if necessary the Lump Sum payment renegotiated, between the Contract Manager and the Contractor. Such review will assess the measured workloads, Performance Standards, allocation of resources across all activities and the overall Lump Sum.


7.4 ANNUAL PRICE ADJUSTMENT

All Lump Sum payments and schedule of rates submitted by the Contractor shall be fixed from the Commencement Date for the first 15 months (to align with the end of the financial year) and then subject to annual rise and fall adjustments at the end of each subsequent financial year in accordance with the consumer price adjustment.

The ‘All Groups Melbourne’ Consumer Price Index will be used to calculate rise and fall adjustments with the formulae below:

AR = R x (1 + {CPI B – CPI A})

CPI A

Where:

AR = the adjusted contract payment / rates to be paid by Council for provision of the service.

R = the contract payment / rates to be paid by Council for provision of the service at 1 July of the relevant year.

CPI A = the Melbourne All Groups Consumer Price Index Number issued by the Australian Bureau of Statistics at 30 June of the year prior to the indexation.

CPI B = the Melbourne All Groups Consumer Price Index Number issued by the Australian Bureau of Statistics at 30 June of the relevant year.

For example, the indexation formula to be used to calculate the price to apply from 1 July 2015 would be:

AR = R x ( 1 + {CPI at 30 June 2015 – CPI at 30 June 2014})

CPI at 30 June 2014

*****************************

Civil Infrastructure Part B Specification V7 Page1

Tender No. 1848

PART B – ROAD SIGNS & FURNITURE MAINTENANCE



SERVICE SPECIFICATION

CONTENTS


1.1 INTRODUCTION 6

1.2 OBJECTIVE 6

1.3 ROAD MANAGEMENT PLAN 7

1.4 PUBLIC LIABILITY - HAZARD CONTROL 7

1.5 BOUNDARY ROADS 8

1.6 LIAISON WITH PUBLIC AUTHORITIES 8

1.7 OTHER ASSET SERVICES 8

2. DEFINITIONS 9


3.1 OUTLINE OF REQUIRED SERVICES 11 3.1.1 Management Fee 11 3.1.2 Routine Maintenance 11 3.1.3 Preventative Maintenance Services 11 3.1.4 Capital Works Projects 12






4.4 MATERIALS 15 4.4.1 General 15 4.4.2 Materials Margin 15


4.6 STANDARDS 16

4.7 TRAFFIC MANAGEMENT AND ROAD SAFETY 16

4.8 WASTE DISPOSAL 17



4.10 CONTRACTOR’S DEPOT 18


5.1 MANAGEMENT 19 5.1.1.1 General 19 5.1.1.2 Maintenance Requests 19 5.1.1.3 Customer Request Management System 19 5.1.1.4 Customer Response Service 19 5.1.1.5 Reporting 20 5.1.1.6 Customer Satisfaction Surveys 21

5.1.2 CONTRACT MANAGEMENT PLAN 21 5.1.2.1 Quality Plan 22 5.1.2.2 Environmental Management 23 5.1.2.3 Occupational Health & Safety Management System 23 5.1.2.4 Health and Safety Plan 23 5.1.2.5 Risk Management Plan 24

5.1.3 PROGRAMMING AND PLANNING OF WORKS 24 5.1.3.1 Annual 24 5.1.3.2 Monthly 24

5.1.4 REPORTING / REVIEW 25 5.1.4.1 Monthly Reports 25 5.1.4.2 Monthly Meeting 26 5.1.4.3 Work Schedule Meeting 26 5.1.4.4 Annual Report/Review 26

5.1.5 INITIAL JOINT CONDITION INSPECTION 27 5.1.6 INSPECTIONS 28 5.1.6.1 Defect Inspections 28 5.1.6.2 Emphasis of Inspections 28 5.1.6.3 Inspection Areas 29 5.1.6.4 Condition Inspections 29 5.1.7 ASSET MANAGEMENT SYSTEM 29 5.1.7.1 General 29 5.1.7.2 Off Site Operations 29 5.1.7.3 Upgrading Council Systems 29 5.1.7.4 Asset Information 30 5.1.7.5 Maintenance Data Requirements 30 5.1.8 EMERGENCY RESPONSE 31

5.2 ROUTINE MAINTENANCE SERVICES 32 GENERAL 32 5.2.1.1 Scope of Service 32 5.2.1.2 Asset Quantities 32 5.2.1.3 ‘Repair’ 32 5.2.1.4 Service Standards 32 5.2.1.5 Standards of Performance 32 5.2.1.6 Payments 33 5.2.2 RESPONSE TIME 33 5.2.3 SIGNS 34 5.2.3.1 Scope of Service 34 5.2.3.2 Maintenance Standards 35 5.2.3.3 Maintenance Requirements 36


5.2.4 FURNITURE 37 5.2.4.1 Scope of Service 37 5.2.4.2 Maintenance Standards 38 5.2.4.3 Maintenance Requirements 38 5.2.4.4 Pedestrian Furniture 39 5.2.4.5 Private Bus and Tram Shelters 39 5.2.4.6 Steel Beam Guard Fencing 40

5.3 PREVENTATIVE MAINTENANCE SERVICES 40 5.3.1 GENERAL 40 5.3.1.1 Scope of Service 40 5.3.1.2 Service Action Form 41 5.3.1.3 Primary Tasks 41 5.3.1.4 Safety & Environmental 42 5.3.1.5 Programming 42 5.3.1.6 Payments 42 5.3.2 SIGNS 42 5.3.2.1 Scope of Service 42 5.3.2.2 Primary Tasks: 42 5.3.2.3 Standards 42 5.3.2.4 Installation 42 5.3.3 FURNITURE 42 5.3.3.1 Scope of Service 42 5.3.3.2 Primary Tasks: 43 5.3.3.3 Standards 43 5.3.3.4 Installation 43 5.3.4 SPECIAL EVENTS (SIGNS & BARRICADES) 43 5.3.4.1 Scope of Service 43 5.3.4.2 Types of Special Events 43 5.3.4.3 Special Events Job Instructions 43

5.4 CAPITAL WORKS PROJECTS 44 5.4.1 Scope of Works 44 5.4.2 Provisional Sum 44 5.4.3 Construction 44 5.4.4 Payments 44





7.1 PAYMENTS 46

7.2 PROVISIONAL SUMS 47 7.2.1 General 47 7.2.2 Day Work 47 7.2.3 Quotations 47

7.3 CHANGES, ADDITIONS AND DEDUCTIONS 47 7.3.1 Assets 47


7.3.2 Work Loads 48



Appendix 2 – Road Signs and Furniture Asset Quantities;

Appendix 3 – Signs Inspection Frequency Schedule;

Appendix 4 – Arterial Roads;

Appendix 5 – Shopping Centres; and

Appendix 6 – Carparks.



1.1 INTRODUCTION





For the Port Phillip City Council (“Council”), sustainability and service are of the utmost importance. The Council’s objectives, outcomes and strategies are detailed in the Council Plan 2013 - 2017. The Council Plan sets out what the Council and community expect the Council staff and service providers to do on their behalf over the next four years. As a key service provider to Council, the Contractor will be required to participate in ensuring the outcomes of the Council Plan are achieved.

The required level of service is contained in the Appendices and summaries the major activities and provides Workload Indicators, intervention levels, response times and payment basis. Also included are the assets and quantities to be maintained. The Appendices are:

(a) Appendix 1 – Level of Service;

(b) Appendix 2 – Road Signs and Furniture Asset Quantities;

(c) Appendix 3 – Signs Inspection Frequency Schedule;

(d) Appendix 4 – Arterial Roads;

(e) Appendix 5 – Shopping Centres; and

(f) Appendix 6 – Carparks.

1.2 OBJECTIVE

The Contractor is responsible for managing, coordinating and undertaking services and implementing an appropriate strategy incorporating inspections, programming, work activities and reporting to:


(a) ensure public safety;

(b) maximise the life of the asset; and

(c) sustain the functional requirements of each asset feature.


(a) provide the services in a responsive, effective and efficient manner to meet Council’s responsibilities in the care and management of these assets;

(b) achieve maximum value for expenditure on the services;

(c) provide the services in a high quality and responsive manner which meets community needs;

(d) provide plant that is in good repair and condition and maintained in a proper manner;

(e) provide and maintain a safe working environment and system of operation so as to protect its employees, agents and the community against accidents and conditions injurious to health;

(f) provide an emergency response when requested;

(g) carry out works in an environmentally responsible manner;

(h) minimise disruption to vehicle and pedestrian traffic and minimise inconvenience and obstruction to the public;

(i) retain the City’s established qualities, character and identity; and

(j) maintain an aesthetically pleasing and healthy environment.

The Council is committed to ensuring that the services are provided in an integrated manner. The Contractor must work closely with Council, its staff, other Contractors and external authorities to ensure customers receive a timely, integrated and effective service and that the necessary co-ordination takes place to ensure minimum disruption to customers and road users.

1.3 ROAD MANAGEMENT PLAN

Council has prepared a Road Management Plan (“RMP”) in accordance with the Road Management Act 2004.

The RMP sets out the foundations for the Council’s commitment to providing sustainable and safe public road networks for the community. It is a plan for road management in the City.

The RMP outlines Council’s road management responsibilities, lists the road assets and details the standards of service, maintenance and construction for roads within the City.

The Contractor must be fully conversant with the Road Management Act 2004, Council’s RMP and Council’s responsibilities under the Act.

A number of Council’s responsibilities under the Road Management Act 2004 are included within this Contract. They include inspections, reporting, response times and intervention levels.

A copy of Council’s RMP is available on Council’s web site www.portphillip.vic.gov.au.

1.4 PUBLIC LIABILITY - HAZARD CONTROL

Under the Road Management Act 2004 the Council must be able to demonstrate that it


is managing the risks associated with the use of the various assets in the Road Reserve. Council must have in place a process that reduces the risk to the public and Councils exposure to public liability claims.

To ensure Council is meeting its obligations with respect to protection of the public, the Contractor must take the necessary action to make safe and repair hazards in accordance with the specified intervention levels. The Contractor must:

(a) inspect all specified assets at nominated minimum frequencies; and

(b) put in place an efficient and effective method of hazard identification, protection and removal that will locate, identify, rate, quantify, prioritise, program and rectify the hazard.

The Contractor must arrange for making safe any identified hazard in accordance with the specified response times and carry out any additional rectification works in accordance with established programs and available Council budgets.

Hazards which involve the assets of a Service Authority / utility company (“Utility”) must be recorded and immediately forwarded to the responsible Utility.

1.5 BOUNDARY ROADS

Council is responsible to the centre line of municipal boundary roads. The Contractor must carry out Routine Maintenance works on that part of boundary roads for which Council is responsible.

In accordance with agreements between two adjoining councils:

(a) the Contractor may be directed to carry out Preventative Maintenance works on boundary roads within the adjoining municipality; or

(b) the adjoining Council may arrange for Preventative Maintenance works to be carried out on Council’s boundary roads.

1.6 LIAISON WITH PUBLIC AUTHORITIES

From time to time the Contractor may be required to liaise with public authorities and/or their representatives/sub-contractors with respect to reinstatements or new works on Councils behalf as directed by the Contract Manager.

1.7 OTHER ASSET SERVICES


Road maintenance activities and Park Signs and Furniture Maintenance are specified under Part A and Part C respectively.


2. DEFINITIONS

In this Specification, unless inconsistent with the context, the following terms have the meanings indicated.

Activity means action necessary to restore or repair particular Council Assets to a specified condition.

Arterial Roads means the road reservation shown on the List of Arterial Roads contained in the Appendices.

Car Parks includes all paved, sealed or gravel surfaces set aside for parking within Road Reserves, Council owned property, property for which Council has responsibility or privately owned property which is the subject of a separate maintenance agreement.

Contract Manager has the meaning in the General Conditions of Contract.

Contract Works means each and every obligation to the Contractor under this Contract



Day Work means work undertaken outside of the works specified under Routine Maintenance or Preventative Maintenance and only when directed by the Contract Manager.


Emergency Call Out means any request or need to perform urgent work outside Normal Working Hours, to rectify a situation which has caused or if not attended to, has the potential to cause injury, damage, nuisance, or adversely affect public health.

Handyman Repairs means those repairs limited to securing, repairing or adjusting loose components and fittings, including the supply of fixing materials.

Laneway means the narrow streets between buildings and properties, which provide rear or side access or servicing to the buildings or properties, which are normally unnamed, and includes rights of way, walkways and drainage reserves, that are used by pedestrian and vehicular traffic.




Performance Standard is a measure that the condition of the asset or the performance of the Contractor must not fall below at any time.

Persons Employed means full time, part time, casual or temporary employees of the Contractor or sub-contractors engaged by the Contractor.


Preventative Maintenance is defined as planned, preventative and remedial repair and maintenance work, and assigned new work, that is programmed, scheduled and performed by the Contractor in conjunction with the Contract Manager using pre-scoped and priced work tasks.

Program of Works means a program of activities planned for the forthcoming month, 12 month period or other nominated period, during the Contract Term sorted in a particular order, eg. priority, Activity type or area.

Public Highway means any road or Public Highway for which the Council has the responsibility for the care and management by virtue of the Local Government Act 1989, and may include street, right of way, Laneway, alleyway, footpath, bridge, walkway, cycle track, and carriageway.


Road Reserve means the area of any Public Highway between the abutting property boundaries, and includes footpaths, nature strips, kerbs and channels, road pavement including junctions where two or more streets intersect or join, traffic islands, roundabouts, medians, road closures, tree reserves and surrounds, traffic treatments and landscaped treatments.

Routine Maintenance means immediate, urgent and short term corrective maintenance work including incidental works required to maintain a Council asset in a safe and serviceable condition and which meets the specified service standard and includes the provision of all management, labour, plant and materials, oncost, profit, etc. for which the Contractor is paid the lump sum.



Workload Indicator means the frequency of Activity or quantity of plant, labour or materials estimated to be carried out in order to maintain the relevant Performance Standard on an annual basis unless otherwise specified.




The Contractor is responsible for the care and preservation of all Council Assets included in the Contract to ensure that they are always safe for vehicular and pedestrian traffic and carry out Routine Maintenance and Preventative Maintenance works on the designated signs and street furniture within the municipality.


The Contractor is responsible for managing and coordinating services and implementing an appropriate strategy, incorporating inspections, programming, work activities and reporting. The management fee must include the following works:

(a) Customer Service;

(b) contract management plan preparation (i.e. quality, environmental, OH&S and risk management plans);

(c) programming and planning;

(d) reporting;

(e) inspections;

(f) asset management; and

(g) all other activities necessary to manage the Contract.

The payment method is Lump Sum.


Routine Maintenance includes all tasks required for the maintenance of signs and furniture.




(a) removal of redundant signs;

(b) installation new signs (single or sign replacement scheme);

(c) removal of redundant furniture;

(d) installation of new furniture; and

(e) undertaking associated works related to the above.



3.1.4 Capital Works Projects

Capital works projects that may be carried out under this provision must generally be works that are similar in nature to the Preventative Maintenance works scheduled under this Contract. Capital works may include:

(a) street traffic works;

(b) street amenity improvements; and

(c) new parking schemes.



3.2 METHODOLOGY

3.2.1 General

Provided that the performance requirements of the Specification have been achieved to the satisfaction of the Contract Manager, the methodology adopted in maintaining the assets is largely left to the discretion of the Contractor subject to a Program of Works approved by the Contract Manager. It is expected that the Program of Works reflects the Contractor’s understanding of the required asset inspection and maintenance activities, where resources should best be directed and what changes could be implemented to improve inspection and maintenance standards and overall service delivery objectives.




In the absence of the Contractor’s Representative the Contractor must provide a list of alternative contact persons of similar experience and level of understanding to be available to answer questions and provide information relating to the different parts of the Contract.

The Contractor’s Representative must be dedicated to this Contract for the duration of the Contract and must:

(a) be familiar with the delivery of the service;

(b) be familiar with the general location and condition of the assets;

(c) be aware of issues relating to the assets;

(d) respond to residents and locals concerns relating to their local assets;

(e) deal directly with customers in providing advice and resolving concerns;


(f) provide reports and/or present directly to Council as requested by the Contract Manager; and

(g) perform other tasks related to this Contract as requested by the Contract Manager.

3.2.3 Supervision

Where reference is made in the Specification to the Contractor obtaining the consent or approval of the Contract Manager this must, where practicable, be obtained through prior agreement on interpretation of standards, development of guidelines, procedures and hold points. Decisions made in accordance with this Clause must be listed in monthly reports. The standards, guidelines, procedures and hold points will be reviewed by the Contract Manager on a regular basis and revised as necessary.

3.2.4 Expenditure

The Contractor must achieve maximum value for Council from expenditure on the services. Where work load indicators or provisional sums are provided against a particular Activity the Contractor must endeavour to expend these funds during the life of the Contract in a manner that:

(a) assures the relevant asset is maintained at the specified Performance Standard;

(b) targets the areas of most need (minimise risk);

(c) ensures the most effective use of the funds available;

(d) spreads the available funds equitably over each year; and

(e) seeks to minimise the sums expended.

The Contractor must develop an understanding of the Activity workloads associated with delivering the services.



The Council will always retain the right for the final decision on the acceptability of proposals for innovation within the performance of the services.



The Contractor must provide adequate numbers of sufficiently trained and experienced professional, administrative and operational staff (“Persons Employed”) to perform the services in accordance with the Contract. All operators must be competent and possess the required statutory authorisation for the plant and equipment they are operating.

Persons Employed under this Contract, including the Contractor’s Representative must have current and valid trade certificates/licences and be able to provide a high degree of skills and experience in carrying out all the specified works and services.


Without limiting the Contractor's obligations under this clause the Contractor must:

(a) engage at least the number of Persons Employed listed in the approved staff schedule, unless the Contract Manager approves otherwise;

(b) maintain a staff schedule of the Persons Employed, including qualifications, where applicable, and made available to the Contract Manager.;

(c) ensure that, notwithstanding any changes in the Contractor's Persons Employed, it engages personnel with at least equivalent levels of qualifications and experience listed in the staff schedule;

(d) update and amend the Contractor’s staff schedule in the event that the Contractor employs any additional staff or any staff are no longer employed by the Contractor; and

(e) ensure that all of the Persons Employed are well trained and capable of providing a high quality, courteous, informed and accurate service to Council staff and the Community.

4.2 SERVICE IMAGE

All Persons Employed that are seen by or may have personal contact with members of the community are to wear a uniform that is neat and clean, and that clearly identifies the person as being associated with the Contract\. Where practical, this uniform is to be common throughout all service components and is to make due allowance for the requirement of safety apparel.

Where Persons Employed generate complaints about their manner, behaviour or appearance, the Contract Manager may after reasonable consideration of the facts, direct the Contractor to relocate the person within or remove the person from the Contract Works. The Contractor must comply with such requests.



All of the Contractor’s plant must clearly display and invite use of Council’s ASSIST telephone number as the point of contact for the service.

The Contractor and all Persons Employed must not provide any information or comment to the media in relation to any aspect of the Contract Works. All media requests are to be referred to the Contract Manager.

If the Contractor damages a person’s property while carrying out the services, the Contractor must;

(a) report the damage immediately to the Contract Manager;

(b) advise the owner of the property;

(c) repair the damage to the owner’s satisfaction within 24 hours, or by such later time as may be agreed to by the owner whose property has been damaged; and

(d) obtain and forward to the Contract Manager a notice from the owner that the damage has been satisfactorily repaired.




(a) name;

(b) Contractor’s name; and

(c) explain the purpose for access and the expected duration of the access.





4.4 MATERIALS

4.4.1 General

The Contractor is responsible for the supply, testing, maintenance and storage of all materials, consumables and supplies required for the performance of the services.


Samples of materials (plus accompanying specifications) to be utilised in performing the services must be submitted to the Contract Manager for approval where requested.

Tally dockets and/or receipts for all material used in works required by the Specification must be kept by the Contractor and forwarded to the Contract Manager on request.



The Contractor must keep in stock at all times quantities of materials required for emergency repairs and to ensure that the services can be carried out in accordance with the specified response times.


4.4.2 Materials Margin

Where the Contractor is required to purchase an item from an approved


source for use in this Contract, the cost may only include a percentage margin for supply of materials as set out in the pricing schedule.




The Contractor is to restrict all Contract Works in residential areas, or in areas adjacent to and adversely affecting residential areas, between 7.00 am and 6.00 pm Monday to Saturday and 9.00 am to 6.00 pm Sunday and public holidays, unless otherwise specifically required under the Contract.

The Programs of Works approved by the Contract Manager must have regard to the above time constraints. The Contract Works are to be scheduled and conducted at times where the inconvenience and loss of amenity to residents and the public is minimised. All reasonable requests by residents, traders or the public to minimise adverse service impacts are to be considered and accommodated by the Contractor where this is possible without adversely affecting the delivery of the services. This may on occasion require the Contract Works to be conducted outside the above hours.

4.6 STANDARDS


(a) specified as standards of performance throughout this Specification;

(b) specified as material, technical and engineering standards throughout this Specification;

(c) specified in accordance with Council’s standard specification for the works;

(d) specified in the current VicRoads standard specifications for roadworks and bridges;

(e) relevant and current Australian Standards; and

in the case of any conflict (a), (b), (c), (d) and (e) are to have priority in the respective order. (eg. (a) is to prevail before (b),(c), (d) and etc).

4.7 TRAFFIC MANAGEMENT AND ROAD SAFETY

The Contractor must, during the carrying out of the services on or impacting on roadways, provide all necessary traffic management on such roadways in the vicinity of work sites for the purpose of road safety. No work must be carried out until the required traffic management is in place.

The works carried out under this Contract are carried out on a range of road types (major, collector, local and Laneway), in a number of precincts (residential, commercial, etc), locations (medians, nature strips, etc) or effecting various community groups (elderly, disabled, school children, etc). The Contractor must include in the Quality Plan a system element that sets out standard traffic management plans and work practices necessary to operate in any of the site situations likely to be encountered in this Contract.


The Contractor must provide all necessary traffic management at work sites in accordance with the current Australian Standards and relevant signing codes of practice.

The Contractor must prepare and submit a Traffic Management Plan (TMP”) for work sites not covered by the standard TMPs included in the Quality Plan. TMPs must be approved by Council’s Traffic and Parking Design Unit prior to the commencement of the works.

The cost for all TMPs and minor traffic management equipment or resources must be included with the Lump Sum fee and schedule of rates. Minor traffic management equipment or resources includes standard signs, safety cones, temporary safety barriers and two stop/slow bats able to be utilised by field personnel when required.

Where major traffic management equipment or resources have been included in a TMP and approved by the Contract Manager, the cost of such major traffic management equipment or resources shall be paid for as a provisional sum allowance. Major traffic management equipment or resources includes trailer mounted variable message sign boards, portable traffic lights, extensive temporary safety barriers and additional traffic controllers.

A copy of the relevant approved TMP must be kept on site at all times and used to check the layout and maintenance of traffic control devices.

All personnel including supervisors, surveyors, labourers and plant operators not operating plant must wear red-orange fluorescent high visibility jackets at all times whilst on site.

The Contractor’s equipment and motor vehicles must be fitted with visible amber flashing beacons which must be lit and flashing at all times whilst the equipment or motor vehicles are operating on public roadways.

The Contractor must carry out work so as to cause minimum disruption and inconvenience to the normal operations of local businesses, the flow of traffic and pedestrians in the vicinity. Work must be carried out in accordance with environmental standards applying in the municipality.

Work on or adjacent to roadways must be arranged so that traffic lanes adjacent to work areas are not restricted during peak traffic conditions.

4.8 WASTE DISPOSAL

All rubbish, debris and other waste materials obtained by the Contractor, either as a requirement of the Contract or as incidental to any Activity of the Contractor in carrying out the services must, be transported and deposited at a site approved by the Contract Manager.

The Contractor must pay all costs including tipping fees associated with depositing waste materials collected by the Contractor in providing the services.




All costs associated with disposal of waste must be included within the Lump Sum or schedule of rates items.







4.10 CONTRACTOR’S DEPOT

The Contractor must maintain staffed office and depot facilities for the purpose of communicating with the Council and the Contract Manager on matters relating to the Contract. It is not a requirement of this Contract that the office and depot facilities are located within the municipality. However, the location of all staff, facilities and equipment must ensure that all specified response times can be clearly met. The Contractor’s office must be equipped with fixed telephone and facsimile telecommunications services, e-mail and a computer capable of being linked to the Council’s electronic communication system.

.



5.1 MANAGEMENT

CUSTOMER SERVICE

5.1.1.1 General



Council has established a Customer Request Management System (“CRMS”) for receiving and forwarding requests and complaints to the responsible person, department or Contractor. The system also enables tracking, recording and “signing off” all requests, complaints etc., received by Council.

The Contractor must respond to all written, verbal, telephone and electronic enquires, complaints, requests etc. either directly from the public, government authorities, public and private Utility companies, police and emergency services, or when referred by the Council through the CRMS. All enquires, complaints, requests etc. received directly by the Contractor must be logged onto the CRMS by the Contractor.


To be able to respond to the requests for service the Contractor must receive, monitor and action requests through the CRMS between 7.00 am and 5.00 pm weekdays and by recorded message at all other times advising of the out of hours service contact details.




a) Customer Request Management System (“CRMS”), currently Pathway; and

b) Geographic Information System (“GIS”), currently Dekho.


Councils Customer “ASSIST Centre” will electronically transmit customer requests for action by the Contractor.

The Contractor is responsible for receiving, monitoring and closing the request when the action has been completed through the CRMS and will also be required to log all customer requests received by them directly onto the CRMS.


The Contractor must respond to all requests received in accordance with Councils standards for requests and complaints. (Available on the Council Intranet).

The Contractor must ensure appropriate and timely action is taken to resolve all enquires and complaints. Requests must be actioned and closed off within the response time indicated on the request.


(a) contact to be made with the customer within twenty-four (24) hours to confirm the contents of the request or complaint, to seek additional information to substantiate the complaint and/or to set out the course of action to be taken;

(b) an assessment of the problem and advice to the customer of any action proposed to be undertaken and timing to address the request/complaint. The Contractor must provide further advice to the customer should the original timing not be able to be met or where there is any change to the advice given;

(c) making contact with the customer to obtain further details or clarification of the request. The Contractor must have clearly established that the request cannot be resolved or addressed as part of this Contract before reporting back to the Contract Manager;

(d) making arrangements for an on-site inspection or meeting if necessary;

(e) where requested or appropriate, advise the customer through a letter, letter box drop or telephone call that the request is being assessed; and

(f) carry out remedial work in accordance with advice given. Response times must be as specified.

The Contractor and the Contract Manager must agree on a range of written correspondence types related to contacts and the Contract Works that will be prepared and sent by the Contractor.



(a) close customer request on the CRMS with details of action taken; and

(b) provide a report to the Contract Manager on any further works required.

The Contractor must ensure that all enquires and requests are dealt with in a courteous manner and make every endeavour to resolve all matters to the satisfaction of the enquirer. Any dispute which cannot be resolved by the Contractor must be documented and immediately reported to the Contract Manager for a decision.

5.1.1.5 Reporting

The CRMS is able to produce both detailed and summary reports on all data in the system. Summary reports must be generated by the Contractor on a monthly basis. The data from the system will be reviewed monthly by the


Contractor and the Contract Manager, as a means of service diagnosis and improvement. The Contractor will be expected to use the data constructively for the continuous improvement of the service.







a) a Quality Plan


c) an OH&S Management System in accordance with clause 8.3 of the Services General Conditions; and

d) a Risk Management Plan.



The CMP must be reviewed by the Contractor and resubmitted for approval on an annual basis or shorter intervals if found to be deficient in any way.

The content of the CMP is to be available to and understood by all Persons Employed.




The Contractor must within six (6) weeks of the Commencement Date, prepare and submit a contract-specific quality plan for the approval of the Contract Manager. The quality plan is intended to provide the Contractor with flexibility in proposing service procedures and operations. The quality plan must detail processes for measuring and achieving quality in performance and continuous improvement, and monthly reporting to the Contract Manager.


(a) a statement on the Quality Plan objectives;

(b) reference to and details of the procedures and systems that guarantee or assure the attainment of the Performance Standards described in this Specification;

(c) a statement of the management and staffing arrangements of the Contractor and its sub-contractors with specific responsibilities for quality assurance matters;

(d) a statement of the minimum frequencies and Performance Standards for all activities and materials;

(e) a manual that includes a set of procedures for the implementation of all Contract activities and related administration functions;

(f) a detailed program that refers to all Contract activities and all work components, sites and areas, and clearly demonstrates that the requirements of the Contract will be implemented by the application of resources at frequencies that will achieve the standards specified;

(g) a statement of all resource types and levels both Contract and sub-contract and their deployment in meeting (f) above;

(h) a statement on the appointment of Persons Employed and sub-contractors with respect to the levels of qualifications and experience that will be required and with respect to the intended training programs that will be undertaken to guarantee the suitability of all staff for the activities undertaken by them, and to meet the requirements of the Specification;

(i) a procedure to ensure that all assets, plant, vehicles and equipment required to perform the services are provided, meet the requirements of applicable Australian Standards with regard to specifications and Codes of Practice, have proper maintenance schedules, cleaning and safety standards, and are appropriately registered and licensed;

(j) a statement of intention to determine and utilise industry best practice in the provision of the services;

(k) a procedure for internal inspection, testing, verification and certification that all Contract and sub-contract programs of work and activities described in (f) above, and ancillary service provision continuously meet the minimum frequencies and Performance Standards required in these;

(l) the development and maintenance of a comprehensive system of record keeping that contains internal inspection checklists, test result forms, verification of service frequencies and Performance Standards, and certification as to conformance or non-conformance by appropriate Persons Employed;


(m) the design, preparation and provision to the Contract Manager of reports on the content and requirements of the Quality Plan. The reports must be in a format and have a content approved by the Contract Manager, and must be submitted monthly. The reports may incorporate or supplement any other reports or provision of data required or requested under these Specifications; and

(n) an EMP as specified.




The OHS Management System of the Contractor must as a minimum requirement demonstrate compliance with all duties of an employer specified in the Occupational Health and Safety Act 2004.


(a) OH&S policy and objectives;

(b) organisation structure and responsibilities;

(c) safe work practices and procedures;

(d) OH&S training and induction;

(e) OH&S auditing and inspection procedures; and

(f) OH&S consultation procedures.

The Contractor must provide evidence of certification of their OH&S management system.


The Contractor must within four (4) weeks of the Commencement Date submit to the Contract Manager a health and safety plan specific to the Contract for the approval of the Contract Manager.

The Health and Safety Plan must consider and respond to the specific OH&S hazards and issues relevant to the provision of the services and must document the systems and methods to be implemented for the Contract Term.

The draft Health and Safety Plan must have the format and content required by the Contract Manager.

The Health and Safety Plan must be implemented by the Contractor on an on-going basis. The Contractor’s performance of its obligations under the Health and Safety Plan must be reviewed by the Contractor and the Contract Manager on a monthly basis, or more often as necessary.



The Contractor must prepare a RMP that demonstrates planning for risk management and must utilise current Australian Standards to carry out a risk assessment.


(a) identify hazards associated with contract tasks and activities;

(b) determine the level of risk; and

(c) establish appropriate risk control measures.

Each major or significant task or Activity associated with the contract must be assessed in terms of the associated hazards. When all hazards have been identified the most likely outcome as a result of an incident must be determined.

The completed risk assessment must be submitted to the Contract Manager for review and approval prior to Commencement Date.


5.1.3.1 Annual


(a) the general program of activities to be performed over the first year of the Contract;

(b) detailed Program of Works for the first three months from the Commencement Date;

(c) the names, experience and qualifications of the personnel that will be employed against the different activities;

(d) details of plant and equipment to be used;

(e) arrangements for providing Customer Service; and

(f) arrangements for inspections.

The Program of Works must include the proposed program for carrying out Routine Maintenance inspections and works and an outline for carrying out Preventative Maintenance works.



5.1.3.2 Monthly


(a) inspections to be carried out;

(b) details of works to be undertaken and location;


(c) the dates during which the works are to be undertaken or completed; and

(d) general allocation of resources.



Should work be significantly delayed because of unforeseen circumstances, such as bad weather, the Contractor must submit an amended Program of Works showing how the outstanding work can be undertaken, eg. increasing hours worked in the next month.


The Contractor is required to report as a minimum:



(a) executive summary

(b) Program of Works:

nature of works, location; % complete, proposed and actual start and finish dates; subcontractors engaged;

(c) Routine Maintenance works completed report (i.e. work load indicator):

actual quantities of work for each Activity carried out under Lump Sum

actual quantities of any other work

(d) KPI report:

report on the Contractor’s KPI results

(e) asset report:

changes to assets quantities. ie new / deleted / changed assets

(f) occupational, health and safety report:

details of incidents and accidents involving staff, sub-contractors, members of public, damage to property, personal injury and the action taken to prevent re-occurrence;


(g) industrial relations report


(h) Customer Service report

report on Customer Service request / response reports. (Council to provide report on % responses on time, no. enquires / Activity); and

(i) resource and environment report including details of fuel, materials and


recycled materials used, as well as greenhouse emissions, in carrying out the Contract Works




(a) monthly performance audit;

(b) non-compliance issues;

(c) OH&S report;

(d) monthly statement;

(e) Program of Works;

(f) works progress report;

(g) Customer Service report;

(h) any other items raised by the Contract Manager or Contractor, eg:

Quality Plan;








The meeting agenda will include:

(a) Program of Works;

(b) review of problems with works;

(c) occupational, health and safety issues; and

(d) review of ongoing works.



Annually, the Contract Manager, in conjunction with the Contractor, must provide a report to Council on the overall performance of the Contractor and


expected outcomes for the following year.


(a) review of annual contract performance audit report;

(b) report on contract costs against budget;

(c) report on any major deficiencies (ie change in customer expectations) or changes in the Contract or service delivery;

(d) review of priorities;

(e) changes to organisational structure;

(f) new initiatives or innovations;

(g) identified capital improvement proposals;

(h) changes in assets quantities and Workload Indicators;

(i) Quality Plan; and

(j) any other matter raised by the Contractor or Contract Manager.




(a) the condition of the assets included in this Contract;

(b) the works necessary to maintain the assets;

(c) Council policies, standards and objectives in relation to the assets; and

(d) public expectation and utilisation of the assets.

Within six weeks of the date of Commencement Date, an asset inspection of a representative sample of all assets, must be carried out jointly between the Contract Manager and the Contractor. The inspection may comprise both a written and/or video/photographic record as agreed by the Contract Manager.

The purpose of the Survey is:

(a) to obtain an understanding of the “as found” state of assets at the Commencement Date;

(b) to identify any assets that are outside the service standards;

(c) to identify the extent of work that cannot be carried out as part of the normal Lump Sum maintenance services;

(d) to develop the initial work priorities for the service;

(e) establish clear definitions as to the acceptable or non-acceptable performance as part of the Contract monitoring process;

(f) enable the Contractor to become fully conversant with work standards and contractual arrangements prior to the implementation of the monthly performance audit procedure; and

(g) in conjunction with the Contract Manager determine:

over what period works identified as being outside the service standard or Performance Standard may be bought within


standard by the Contractor; and

how these will be paid for (i.e. Lump Sum, provisional sum, capital works, combination of these).


5.1.6 INSPECTIONS

The Contractor must regularly inspect all signs as specified to ensure that they are in a satisfactory condition for traffic and pedestrians.

Inspections will involve conducting systematic and regular inspections of signs as well as responding to customer requests to rectify or “make safe” immediately or to identify, record and program those features outside the specified standards that need correction.

5.1.6.1 Defect Inspections

The Contractor must carry out Defect inspections on signs to identify and record those features below the specified intervention level as set out in the level of service.

The frequency at which inspections must be carried out will depend on the importance and condition of the asset. Different assets can be inspected at different frequencies depending on the special safety needs, the status of the road or the usage or significance of the area.

As a minimum the Contractor must inspect signs at the minimum frequencies set out in the Appendices.

Following the recording of any Defects as part of:

(a) a Defect inspection by the Contractor; or

(b) as a result of a Defect being bought to the attention of the Contractor by the Contract Manager, Customer Request or any other person

the Contractor must:

(a) repair the Defect in accordance with the response time; and

(b) advise the Contract Manager, with a recommendation for action, if works are outside the Routine Maintenance Lump Sum provisions or intervention levels.

In responding to inspections and Customer Service requests the Contractor must where appropriate carry out temporary / make safe repairs.

Permanent works must be carried out as part of the Preventative Maintenance services program subject to budget priorities.

5.1.6.2 Emphasis of Inspections

Shopping Centres: The Contractor must inspect all signs within the defined areas of the Shopping Centres. The Contractor must promptly rectify any unsatisfactory condition, or rectify other features that require attention in


accordance with the response times.

The Contractor must pay particular attention to unsecured, missing and damaged signs.

The Contractor must report weeds and trees that require maintenance or trimming clear of signs.

5.1.6.3 Inspection Areas

Inspections must be generally based on 12 geographic areas developed in conjunction with the Contract Manager.

Each area which covers one month’s inspections must generally be completed in the same designated month of each year of the Contract.

5.1.6.4 Condition Inspections

The Contractor is not required to carry out programmed condition inspections of the different features of the assets. This is carried out by Council’s Asset Management department.


5.1.7.1 General


a) Asset Management System (“AMS”), currently Hansen V7.7;

b) Geographic Information System (“GIS”), currently Dekho; and

c) Customer Request Management System (“CRMS”), currently Pathway.



Should the Contractor operate from a site other than Council’s depot they must provide the necessary communications access line(s) to connect to the AMS, GIS and CRMS and any other systems as required. The Contractor must ensure that all links provided are secure.

The must provide adequate security both for the equipment, and for hard and electronic copies of any data relating to Council’s business or residents/ratepayer’s personal details.


Council may upgrade, change or modify the AMS as well as the other corporate systems during the Contract Term. The Contractor must make any necessary alterations to their operations and systems to accommodate any system changes. A minimum of six month’s notice of any upgrade, change or modification will be provided.




The minimum asset information that will require updating by the Contractor for signs and furniture includes: location, type, costs, condition, photograph, description, manufacturer details and installation date.


When installed, the Contractor must operate the contractor module of the AMS, the GIS and the CRMS for receiving and actioning works requests and for recording maintenance details and activities performed.




a) frequency at which the transfer is required and the content needed;

b) technical mechanism of transfer;

c) management of failure when data transfer is not successful;

d) conformance of data quality to standards of completeness, validity, accuracy, timeliness, consistency and uniqueness.


(a) dates inspections carried out, inspector details and details of inspections;

(b) dates work performed and precise location of works;

(c) commencement and finishing times for each work unit;

(d) nature of work performed;

(e) names of staff utilised to complete each work unit;

(f) details and costs of materials used; and

(g) details of vehicles, plant and equipment used.

The data collected is to be used by the Contractor for the following:

(a) developing work priorities and Program of Works;

(b) generating work progress reports, works completed comparisons and other monthly reports;

(c) providing monthly work quantities and unit costs;

(d) invoicing and payments;

(e) providing information relating to insurance matters and third party damage reports;

(f) updating Council’s asset registers and asset management systems;


(g) reporting on annual workloads, costs and trends;

(h) establishing future workloads;

(i) managing complaints and inquires effectively; and

(j) asset valuation.




5.1.8 EMERGENCY RESPONSE

The Contractor is not required to be available 24 hours – 7 days a week to respond to the Emergency Response Officer or other emergency services

Where the Contractor is requested to respond to an after hours call out to assist Council, Police or other statutory bodies having the control of any life threatening or emergency situations, the Contractor must be expected to commit the requested resources including plant, vehicles and equipment, as soon as practicable.

All work resulting from an Emergency Call Out that requires the Contractor to engage additional resources, to work outside of normal hours, or to undertake works outside Routine Maintenance activities must be undertaken as schedule of rates. Where there are no equivalent items in the schedule of rates, then Day Work rates may apply subject to the approval of the Contract Manager.



GENERAL


The Contractor must provide Routine Maintenance services which include day to day repairs, replacements, corrections and servicing to signs and furniture within the municipality.

Routine Maintenance tasks include: straightening of poles, painting, repairs or replacement poles and signs where required.

The types of signs to be maintained under this Contract are specified under the signs section of the contract.

The Contractor must undertake inspections and pro-active tasking of the works as well as respond to requests and complaints and provide planning, programming and scheduling for the Routine Maintenance services.



5.2.1.3 ‘Repair’

Required works and services to be carried out under Routine Maintenance is termed ‘Repair’ which includes repair, replacement, correction and related works to reinstate the Defective, damaged, worn, torn, bent, loose, broken, crumpled, subsided, displaced, out of alignment or unclean part of the asset to its original state or condition.

The required ‘Repair’ works to include but not limited to:

(a) identification of damages, Defects, wear and tear;

(b) repair, reconstruction and replacement of the damaged asset;

(c) supply and installation of all replacement materials; and

(d) providing all safety devices and signs.

Any Routine Maintenance works requiring the reconstruction of the asset i.e. (replacement of furniture) must include all relevant essential works listed. (Refer to Cl. 5.3.1.3)


The Contractor is to undertake works before any Defect, damage, wear or unclean part of the asset that is a hazard to vehicular and pedestrian traffic and public becomes a risk to public safety. The works must be performed to a quality and on time to ensure integrity of assets at all times.

The Contractor must ensure that the Routine Maintenance tasks described in this specification are carried out to comply with the specified intervention level detailed in the level of service.

5.2.1.5 Standards of Performance

The Contractor must obtain approval of the Contract Manager through the


development of the Contractor’s Quality Plan for all the standards of performance and their sources that will be used in the Routine Maintenance services. Unless stated otherwise, repairs are to be carried out to the original Council or manufacturer’s specifications of the associated asset component.

5.2.1.6 Payments

Payment for Routine Maintenance services as specified and set out in the level of service must be in accordance with the Lump Sum price.

5.2.2 RESPONSE TIME

The Contractor must respond to any situation to make safe, repair or rectify any condition it is required to attend to under the Contract in accordance with the response times below unless otherwise specified.

The Contractor may be advised of a situation, by advice or complaint from a member of the public, by notice from the Contract Manager or by its own inspections or observations. The definitions of response times etc are shown in Table 1.

RESPONSE

DESCRIPTION ACTION/ RESPONSE TIME

IMMEDIATE

The condition has caused or the potential to immediately cause injury to persons or property.

Make safe - within two hours.

URGENT

If the condition is not attended to within the specified period it will have the potential to cause injury to persons or property.

Rectify by the end of the next working day.

NON URGENT

Routine Maintenance works where the condition is not immediate or urgent.

The condition must be repaired within the times set out in the level of service.

Table 1


5.2.3 SIGNS


The Contractor is responsible for the “repair” of all signs and ensure that they are kept in a visible, safe and legible condition at all times.

The “repair” of signs must involve the following work to be carried out as part of the Routine Maintenance Lump Sum:

(a) repairs to all signs and posts including straightening, maintaining vertical, re-erecting and bolt tightening etc (including supply of replacement fittings and fixings);

(b) spot painting of signs (where applicable);

(c) replacement of damaged or missing standard signs (regulatory and warning and parking and hazard markers), poles and pole sockets. (The cost to supply standard sign plates and poles will be paid for as part of the provisional sum); and

(d) monitoring and reporting on correctness of signs.

Signs include signs generally described in the current Australian Standard for Traffic Control Devices – refer Table 2.

Standard signs:

Regulatory signs: Usually rectangular which inform traffic of traffic laws eg.: speed restrictions, give way, stop, do not enter, pedestrian signs, bicycle and school crossing signs.

Warning signs: Usually black on yellow which warn drivers of hazardous conditions e.g: road warning signs, intersection signs and road condition signs.

Parking signs: Signs indicating parking restrictions erected by Council to control roadside and off-street parking.

Hazard markers: (Chevrons)

Outline and delineate the roadway particularly at curves, road narrowings and medians.


Non-standard signs:

Street sign Standard Council street name plate.

Guide signs: Signs which advise the driver of local facilities and tourist attractions eg., police, post office, health centres signs.

Name signs: Guide signs and large signs which advise of primary or local centres, facilities and tourist attractions, information signs, boundary signs, etc.

Other signs Signs other than standard signs.

Table 2

Signs include signs located within:

(a) service roads of state highways;

(b) Arterial Roads (parking and non- standard signs);

(c) local, collector and major roads; and

(d) Car Parks

and includes:

(a) sign supports and structures associated with all signs; and

(b) low bridge clearance warning signs on approaches to bridges and underpasses.

Signs not included in this Contract include:

(a) signs within Albert Park Reserve;

(b) signage on Council buildings;

(c) all public transport signs within the tram right of way;

(d) railway level crossing signs at the crossing itself;

(e) signs (statutory & warning signs, hazard markers) in state highways and freeways, except those in service roads;

(f) signs within the foreshore areas including the beach proper (covered in Part C of this contract); and

(g) signs within parks, reserves and ovals (covered in Part C of this contract), except those relating to an adjacent Road Reserve or carpark (e.g. a parking sign).


The Contractor must ensure that the Routine Maintenance tasks described in this section are carried out to comply with the specified intervention level as specified in the level of service.

The Contractor must ensure that all signs and posts are maintained to the highest possible standard. All signs are to be maintained in good legible


condition at all times with support poles kept plumb and all fixings secure and in good condition.

Signs are to be repainted or replaced as required. The Contractor must monitor all signs and must report to the Contract Manager any redundant or incorrect signage.

The replacement signs are to conform to current Australian Standards and in accordance with the pattern currently approved by Council and advised to the Contractor by the Contract Manager from time to time.


5.2.3.3.1 Inspection and Programming

Following the recording of any Defects as part of a Defect inspection by the Contractor or as a result of a Defect being brought to the attention of the Contractor by the Contract Manager, customer request or any other person, the Contractor must, subject to the availability of replacement signs, repair damaged roadway signs in accordance with the specified response time.

The Contractor must ensure that adequate stocks of standard signs, poles and pole sockets are stored or available to meet the response times.

Where sign plates are non-standard or require nonstandard lettering (ie parking sign times) the Contractor must advise the Contract Manager of the delivery period which must be not greater than two (2) weeks.

Where the delivery period is greater than the response time, the Contractor must ensure that the site is safe and functional.

5.2.3.3.2 Overhanging Branches

The Contractor must ensure that good sign visibility for approaching drivers and pedestrians is maintained. The Contractor must contact Council’s Parks Services Unit to arrange for any necessary pruning of trees and vegetation.

5.2.3.3.3 Repainting

Signs requiring repainting will generally be painted timber information signs. It will not include pre-coated metals and natural timber materials.

The Contractor must spot paint or repaint signs where appropriate, to cover graffiti where the graffiti cannot be cleaned.

The Contractor must repaint signs with paint of equivalent brand and colour(s), as approved by the Contract Manager and must record all brands and colours used by the Council at the Commencement Date.

5.2.3.3.4 Repair and Replacement

All repairs and replacement of standard signs and poles must be carried out as part of the Routine Maintenance Lump Sum. The cost of the replacement standard sign plate and pole will be paid for as part of the provisional sum allowance.

The Contractor must undertake repairs to all signs necessary to ensure that the sign is safe, functional and visible at all times with support poles kept


plumb and all fixings secure and in good condition. Such repairs must include securing loose plates, components and fixings and the replacement where necessary of plates and poles.

Irreparably damaged worn or graffitied signs and/or poles must be replaced promptly.

Damaged and worn signs that cannot be clearly read by a driver of a motor vehicle operating on the associated roadway are to be replaced before they become a risk to public safety or degrade the effective conduct of parking and traffic operations by motor and other vehicles.

Relocating existing signs from existing posts to other existing posts or structures as directed by the Contract Manager for safety, technical and regulatory reasons must be carried out under the Routine Maintenance services.

5.2.3.3.5 Fixing Details

Signs may be attached to dedicated poles, utility poles, traffic signal pedestals or walls of buildings as directed by the Contract Manager.

Posts are to be galvanised steel, capped 50mm or other diameter as directed by the Contract Manager. In paved, areas, posts are to be inserted in approved sockets.

In bluestone pavers, sockets are to be core drilled.

5.2.4 FURNITURE


The Contractor must ensure that all furniture is kept in a good and safe condition at all times.

The “repair” of furniture involves the following work to be carried out as part of the Routine Maintenance Lump Sum:

(a) Handyman Repairs to furniture including making safe, supply of all fittings and fixings; and

(b) spot painting of furniture (where applicable).

Furniture for the purpose of this Specification consists of the following components:

(a) pedestrian furniture: the majority of pedestrian furniture is located within the commercial Shopping Centres:

seats and benches;

litter bins (excluding inserts);

bus/tram shelters (bus/tram shelters exclude glass and shelters maintained under a separate agreement)

bollards including chains, rails where attached;

bike and hand rails;


school crossing flag posts;

safety fencing;

drinking fountains;

planter boxes;

tree guards;

notice boards;

(b) guard fencing - as generally described in VicRoads Standard Specifications for Road Works;

(c) guide post - as generally described in VicRoads Standard Specifications for Road Works; and

(d) structures - park and foreshore retaining walls.

Furniture includes furniture located within:

(a) service roads of state highways;

(b) Arterial Roads (excludes guard rails and guide posts);

(c) local, collector and major roads; and

(d) Car Parks.

Furniture not included in this Contract include:

(a) furniture within Albert Park Reserve;

(b) furniture within the foreshore areas including the beach proper; and

(c) furniture within parks, reserves and ovals.


The Contractor must ensure that all furniture is maintained to the highest possible standard.

The Contractor must ensure that the Routine Maintenance tasks described in this section are carried out to comply with the specified intervention level detailed in level of service.


5.2.4.3.1 Inspection and Programming

Following the recording of any Defects as part of an inspection by the Contractor or as a result of a Defect being brought to the attention of the Contractor, the Contractor must subject to the availability of replacement furniture, repair damaged road furniture in accordance with the specified response time.


5.2.4.4 Pedestrian Furniture

5.2.4.1 Repainting and re-staining

The Contractor must paint or stain furniture when the existing paint or stain is badly faded or showing signs of lifting or cracking, or when cleaning fails to remove graffiti, to ensure the protection of the furniture and to maintain a visual appearance as close as practicable to the original item as installed.

The Contractor must spot paint or repaint furniture to cover graffiti where the graffiti cannot be cleaned.

Full repainting or re-staining must be carried out as part of the Preventative Maintenance program in accordance with an approved Program of Works. (Excludes pre-coated metals, recycled plastic and natural red gum materials).

The Contractor must repaint or re-stain furniture with paint or sealants of equivalent brand and colour(s), as approved by the Contract Manager, and must record all brands and colours used by the Council at the Commencement Date.

The Contractor is responsible for the preparation of surfaces and application of paint or stain, which must be carried out strictly in accordance with the paint manufacturer’s specifications or written instructions from the Contract Manager.

All colours must match the original product unless approved by the Contract Manager. Colour samples must be provided on the request of the Contract Manager.

5.2.4.2 Repair and Replacement

The Contractor must undertake repairs to all furniture necessary to maintain the furniture in a safe, functional and visually appealing condition at all times. Such repairs must include securing/replacing loose fittings and other components and fixings.

Where furniture has been damaged such that the furniture can be no longer repaired the Contractor must immediately:

(a) make safe;

(b) remove as soon as possible; and

(c) source an alternative item and subject of the approval of the Contract Manager arrange for the replacement of the furniture.

5.2.4.5 Private Bus and Tram Shelters

The majority of bus and tram shelters are supplied and maintained under a separate agreement.

The Contractor is responsible for maintaining three (3) Council owned heritage tram shelters. Repainting – on a minimum three yearly basis – must be carried out as part of the Preventative Maintenance program.


5.2.4.6 Steel Beam Guard Fencing

All steel beam guard fencing must be maintained in good repair and in fully operational condition. All post anchorages must be regularly maintained to ensure that bolts, nuts, shackles and cables are in place and fully functional. Bent and damaged guard rail sections must be promptly replaced.

Posts must be maintained for stress damage and rot and replaced when necessary.


5.3.1 GENERAL


The Contractor must provide Preventative Maintenance services, which are planned, preventative and remedial repair and maintenance works, to all designated signs and furniture assets. Preventative Maintenance services may also include works set out in Service Action Forms (“SAFs”) or capital works.


(a) removal of redundant signs;

(b) install new signs (single or sign replacement scheme);

(c) removal of redundant furniture;

(d) installation of new furniture; and

(e) undertake associated works related to the above.

The Contractor must plan, schedule and manage the Preventative Maintenance services in detail and in accordance with any tasking information and programming requirements provided by the Contract Manager.

In providing the Preventative Maintenance services, the Contractor will be required to achieve the following objectives, namely:

(a) carry out Defect inspections and identify and record all Defects (road signage only);

(b) develop programs for Preventative Maintenance in conjunction with the Contract Manager;

(c) carry out Preventative Maintenance services in accordance with the program timetables approved by the Contract Manager;

(d) ensure works carried out in accordance with specification standards, time table and requirements;

(e) ensure affected occupiers of properties, residents, businesses and users are given adequate notice of impending works and disruption; and

(f) ensure least disruption to public and traffic (e.g. working in after hours and weekends).


5.3.1.2 Service Action Form

SAFs are work orders that are prepared and forwarded by the Council’s Traffic and Parking Design Unit. They generally include additions and/or alterations to signage as part of a change to traffic or parking management.

SAFs will include a response time. The responses times are:

(a) Priority SAF (due safety reasons) – 1 week; and

(b) Other SAF – 5 weeks.

The Contractor must ensure that the works are completed within the specified response time.


Preventative Maintenance services are set out in the pricing schedule. The unit rates set out in the pricing schedule represent the primary task required to be carried out (e.g supply and install furniture).

Essential works are considered to be tasks that have to be carried out to comply with the standards detailed in this specification and must be included in the price and carried out as required as part of the primary task (e.g ensuring public safety).


(a) management, administration, supervision, overheads etc

(b) site preparation;

(c) obtaining required approvals;

(d) all traffic management requirements as specified under Traffic Management and Road Safety detailing the limit of traffic management requirements to be included as essential works within the unit prices (refer to Cl. 4.7);

(e) notices of works to residents, businesses, properties etc

(f) advance advisory notices as specified;

(g) OH&S requirements (which includes electrical spotter where required);

(h) providing required information related to specific works;

(i) disposal of unwanted and excess materials;

(j) maintaining the work site clean and aesthetically pleasing at all times;

(k) saw cutting, excavation and compacting;

(l) supply of materials;

(m) coordinating/liaising with Service Authorities, service depthing and locating;

(n) reinstatement of disturbed, damaged and excavated pavements and naturestrips for the purpose of primary tasks or associated works; and

(o) setting out levels, alignments and works.

The above tasks (a) to (o) are to be the responsibility of the Contractor at no extra cost to Council. The Contractor must allow for such essential and other related works within the unit prices set out in the pricing schedule.



The Contractor must ensure all works must be carried out in accordance with the relevant safety and environmental standards and regulations. In particular the Contractor must comply with the Electrical Inspector’s clearance requirements for the operation of plant and equipment.

5.3.1.5 Programming


(a) developed as part of the Preventative Maintenance program by the Contractor in conjunction with the Contract Manager; or

(b) as a project brief, SAF or instructions forwarded to the Contractor.

5.3.1.6 Payments


5.3.2 SIGNS


The Contractor must supply, install and remove signs in accordance with an approved Program of Works. This may include:

(a) supply and installation of replacement of non – standard sign plates and/or poles;

(b) supply and installation of post sleeves;

(c) installation of new signs and hazard markers; and

(d) removal of redundant signs.

5.3.2.2 Primary Tasks:


5.3.2.3 Standards

The signs are to conform to current Australian Standards and in accordance with the pattern currently approved by Council and advised to the Contractor by the Contract Manager.

5.3.2.4 Installation

New signs must be attached to dedicated poles, Utility poles, traffic signal pedestals or walls of buildings in accordance with an approved plan.

5.3.3 FURNITURE


The Contractor must supply, install and remove furniture in accordance with an approved Program of Works, including:


(a) replacement of damaged furniture materials;

(b) installation of new and replacement furniture; and

(c) programmed repainting or re-treatment.



5.3.3.3 Standards

Furniture must be installed in accordance with the manufacturer’s instructions and Council’s standard drawings.


New furniture must be installed in accordance with the manufacturer’s instructions and an approved plan.

5.3.4 SPECIAL EVENTS (SIGNS & BARRICADES)


The Contractor must be available to provide support services to any special event that may be held within the municipality. The Contractor must cooperate fully with Council officers and other contractors involved in the preparation, presentation and clearing up for special events or other activities.

The Contractor must provide all the necessary signs and barricades, plant equipment and labour to erect, maintain and dismantle signs and barricades as required by the Contract Manager.

Activities associated with the special events may include, but not be limited to, some or all of:

(a) providing all the necessary signs and barricades;

(b) changes in parking condition signage;

(c) placing and recovering witches hats and water filled barricades; and

(d) traffic diversions.

5.3.4.2 Types of Special Events

There are a number of major special events currently held within the City. These may include street festivals, fun runs and cycle events.

The special events are mostly of routine nature occurring annually with advance notices. Organisers of special events may organise some special events with notices less than a day. The task for these short notices special events may be provided by the Contract Manager orally and confirmed later in the written form.

5.3.4.3 Special Events Job Instructions

The Contract Manager will provide job instructions to all special events related works. The job instructions will provide the time restrictions and the extent of the work that need to be performed by the Contractor.


5.4 CAPITAL WORKS PROJECTS

5.4.1 Scope of Works

The Contractor may be directed to construct capital works projects which are civil infrastructure related projects listed on Council’s capital works programs as directed by the Contract Manager.


Capital works projects may include:

(a) street traffic works;

(b) street amenity improvements; and

(c) new parking schemes.

The Contractor must plan, schedule and manage capital works projects in accordance with any tasking information and programming requirements provided by the Contract Manager.

In carrying out capital works projects, the Contractor must achieve the following objectives, namely:

(a) carry out capital works projects in accordance with the program timetables approved by the Contract Manager;

(b) ensure works carried out in accordance with specification standards and requirements and agreed timelines;

(c) minimise impact of works on residents, businesses and road users etc; and

(d) ensure the least disruption to public and traffic (e.g. working in after hours and weekends).

5.4.2 Provisional Sum

A provisional sum allowance has been made for approved capital projects. The capital works allowance made in this Contract reflects only the historic spending by Council on road infrastructure capital works.

Capital works projects to be carried out under this provision will generally be works that are similar in nature to the Preventative Maintenance works scheduled under this Contract.

5.4.3 Construction

All capital works projects must be carried out in accordance with the Preventative Maintenance services section of the Contract.

5.4.4 Payments





The Contractor must maintain the specified assets at, or better than, the specified Performance Standard.


(a) financial KPIs - to demonstrate how the contract is progressing financially compared to budget;

(b) service quality KPIs - to demonstrate that the quality objectives of the specifications are being achieved;

(c) service quantity KPIs - to demonstrate that the key deliverables are being achieved using predicted work load indicators against actual work completed;

(d) Customer Service KPIs - to demonstrate that Customer Service requirements and corporate standards are being met;

(e) environmental KPIs - to provide information on environmental performance;

(f) business improvement KPIs – to provide evidence of being proactive in improving the way in which services are provided; and

(g) OH&S KPIs – to demonstrate that systems of work are in place to ensure compliance with workplace health and safety requirements.


Failure to achieve the required Performance Standards may be treated as a Default by the Contractor.

The performance of the Contract and the Contractor with respect to KPIs must be considered along with other ongoing service delivery issues as part of the annual review.



(a) monitor the performance of the Contractor in achieving the specification performance targets and in adherence to the specified standards and schedules;

(b) determine if current service delivery processes are adequate; and

(c) payment validation purposes.

An audit will generally be based on a representative sample of the assets nominated by the Contract Manager and will be undertaken via a process of visual inspection of the Contractor’s work practices and outputs against the Specifications.

Visual assessment benchmarks and guidelines may be established in consultation with the Contractor as part of the initial joint condition inspection in order to develop a clear understanding of the standards expected and to ensure as much as is possible a


uniform interpretation of the ratings in assessing the Contractor’s performance.


7.1 PAYMENTS

Payments shall be made monthly in arrears of work performed, and will be based on the receipt from the Contractor and approval by the Contract Manager, of a monthly invoice for payment for the Contract services performed.

The monthly invoice submitted must be accompanied by the monthly statement and any other documents directed by the Contract Manager.

The Council shall pay the Contractor monthly that portion of the Routine Maintenance Lump Sum specified in the price schedule and any amount approved for Preventative Maintenance works carried out under the schedule of rates.

The Council shall pay the Contractor, within 30 days from receipt and approval of correct invoices:

(a) in accordance with the nominated portion of the Routine Maintenance Lump Sum specified in the price schedule;

(b) any amount approved for works carried out under the schedule of rates or Day Work rate;

(c) less any amount due under failure to perform;

subject to:

(a) the services being completed in accordance with the specification requirements and in accordance with the relevant price schedule Items; and

(b) the Contract Manager being satisfied with the information provided in the monthly Statement.


(a) the amount to which the Contractor considers itself entitled under the Lump Sum;

(b) summary of the quantity of work carried out against the Lump Sum activities;

(c) summary of the quantity of work carried out against the schedule of rates activities;

(d) summary of the quantity of work carried out against the Day Work rates

(e) validation of the cost of all materials associated with the expenditure of provisional quantities; and

(f) the amounts to which the Contractor considers itself entitled in connection with any variations or instructions for additional services or work authorised by the Contract Manager.

All provisional sums items requesting payment must be identified by its work order.


7.2 PROVISIONAL SUMS

7.2.1 General

The Council may require work or services to be carried out from time to time for which no items are included in the Lump Sum or schedule of rates. These works will be carried out under provisional sums under any of the following payment arrangements:

(a) Day Work rates; or

(b) quotation.

The Contract Manager shall decide the basis upon which payment will be made for provisional sum services in each case.

Should the Contract Manager decide that provisional sum work will be carried out on a quotation basis and agreement cannot be reached on the amount of the quotation, the Contract Manager may decide not to proceed with the work under the Contract or have the work carried out by an alternative contractor.

7.2.2 Day Work

The Contract Manager may direct that provisional sum services be carried out as Day Work. In determining the value of Day Work, regard will be had to:

(a) the amount of wages and allowances paid or payable by the Contractor at the time as established by the Contractor to the satisfaction of the Contract Manager or at such other rates as may be approved by the Contract Manager, except that if hourly rates have been tendered for the types of labour engaged on the work, these rates shall be used to the extent it is possible to do so in determining the value of labour for Day Work;

(b) the amount of hire charges in respect of plant and equipment approved by the Contract Manager for use on the work in accordance with such hiring rates and conditions as may be agreed between the Contract Manager and the Contractor, or in the absence of agreement, in accordance with such rates and conditions as may be determined by the Contract Manager, except that if hourly rates have been tendered for the types of plant and equipment engaged on the work, these rates shall be used to the extent it is possible to do so in determining the value of plant and equipment for Day Work;

(c) the amounts paid for services, subcontracts and professional fees; and

(d) the actual cost to the Contractor of all materials supplied and required for the work.

7.2.3 Quotations

Where a quotation is accepted by the Contract Manager, the Contract Manager shall issue an Instruction Order for any quotation accepted by the Contract Manager describing the services, the subject of the quotation, to be provided by the Contractor and the agreed price.

Payment for provisional sum services carried out on a quotation basis shall be made at the price accepted by the Contract Manager.


7.3.1 Assets

The quantity of each asset to be maintained during the first twelve months of the


Contract is included in the Appendices.

The effect of any nominated annual increase in the quantity of assets will be negotiated between the Contract Manager and the Contractor annually as part of a review of the Lump Sum payment.

The Contract Manager may at any time and from time to time during the Contract order a change, addition or deduction to the Contract.


7.3.2 Work Loads

It is likely there may be variations between the nominated Workload Indicators and the actual work carried out by the Contractor. The Contractor, in conjunction with the Contract Manager, is required to adjust the actual work undertaken to accommodate the overall workload tendered and to meet the Performance Standard specified as part of their total responsibility in delivering the service.

Where it appears that the Workload to be carried out, measured in terms of the total service, is likely to vary from the overall Workload Indicator then a change to the specified standards or a change to the Lump Sum to reflect the projected higher or lower overall Workload may be negotiated.

After the first twelve months and thereafter on an annual basis the amount payable to the Contractor as part of the Lump Sum will be reviewed, and if necessary the Lump Sum payment renegotiated, between the Contract Manager and the Contractor. Such review will assess the measured workloads, Performance Standards, allocation of resources across all activities and the overall Lump Sum.





AR = R x (1 + {CPI B – CPI A})

CPI A

Where:



CPI A = the Melbourne All Groups Consumer Price Index Number issued by the Australian Bureau of Statistics at 30 June of the year prior to the indexation.

CPI B = the Melbourne All Groups Consumer Price Index Number issued by the Australian Bureau of Statistics at 30 June of the relevant year.


AR = R x (1 + {CPI at 30 June 2015 – CPI at 30 June 2014})

CPI at 30 June 2014

***************************

Civil Infrastructure Part C Specification V7 Page1

Tender No. 1848

PART C – PARK SIGNS & FURNITURE MAINTENANCE



SERVICE SPECIFICATION

CONTENTS


1.1 INTRODUCTION 5

1.2 OBJECTIVE 5

1.3 PARKS & FORESHORE RESERVES 6

1.4 OTHER ASSET SERVICES 6

2. DEFINITIONS 7


3.1 OUTLINE OF REQUIRED SERVICES 9 3.1.1 Management Fee 9 3.1.2 Routine Maintenance 9 3.1.3 Preventative Maintenance Services 9






4.4 MATERIALS 13 4.4.1 General 13


4.6 STANDARDS 13

4.7 WASTE DISPOSAL 14


4.9 CONTRACTOR’S DEPOT 14


5.1 MANAGEMENT 15 5.1.1 CUSTOMER SERVICE 15

5.1.1.1 General 15 5.1.1.2 Maintenance Requests 15


5.1.1.3 Customer Request Management System 15 5.1.1.4 Customer Response Service 16 5.1.1.5 Reporting 17 5.1.1.6 Customer Satisfaction Surveys 17

5.1.2 CONTRACT MANAGEMENT PLAN 17

5.1.2.1 Quality Plan 18 5.1.2.2 Environmental Management 19 5.1.2.3 Occupational Health & Safety Management System 19 5.1.2.4 Health and Safety Plan 20 5.1.2.5 Risk Management Plan 20

5.1.3 PROGRAMMING AND PLANNING OF WORKS 20

5.1.3.1 Annual 20 5.1.3.2 Monthly 21

5.1.4 REPORTING / REVIEW 21

5.1.4.1 Monthly Reports 21 5.1.4.2 Monthly Meeting 22 5.1.4.3 Work Schedule Meeting 23 5.1.4.4 Annual Report/Review 23

5.1.5 INITIAL JOINT CONDITION INSPECTION 23 5.1.6 ASSET MANAGEMENT SYSTEM 24

5.1.6.1 General 24 5.1.6.2 Off Site Operations 24 5.1.6.3 Upgrading Council Systems 25 5.1.6.4 Asset Information 25 5.1.6.5 Data Requirements 25

5.2 ROUTINE MAINTENANCE SERVICES 26 5.2.1 GENERAL 26

5.2.1.1 Scope of Service 26 5.2.1.2 Asset Quantities 26 5.2.1.3 ‘Repair’ 26 5.2.1.4 Service Standards 27 5.2.1.5 Standards of Performance 27

5.2.2 SIGNS 27 5.2.2.1 Scope of Service 27 5.2.2.2 Maintenance Standards 28 5.2.2.3 Maintenance Requirements 28

5.2.3 FURNITURE 29 5.2.3.1 Scope of Service 29 5.2.3.2 Maintenance Standards 30 5.2.3.3 Maintenance Requirements 30 5.2.3.4 Pedestrian Furniture 30 5.2.3.5 Drinking Fountains and Beach Showers 31

5.3 PREVENTATIVE MAINTENANCE SERVICES 32 5.3.1 GENERAL 32

5.3.1.1 Scope of Service 32 5.3.1.2 Essential Works 32 5.3.1.3 Safety & Environmental 33 5.3.1.4 Programming 33

5.3.2 SIGNS 33 5.3.2.1 Scope of Service 33 5.3.2.2 Standards 33 5.3.2.3 Installation 33

5.3.3 FURNITURE 33 5.3.3.1 Scope of Service 33


5.3.3.2 Standards 34 5.3.3.3 Installation 34





7.1 PAYMENTS 35

7.2 CHANGES, ADDITIONS AND DEDUCTIONS 35 7.2.1 Assets 35 7.2.2 Work Loads 36



Appendix 2 – Park Signs and Furniture Asset Quantities;

Appendix 3 - Parks and Reserves;

Appendix 4 - Foreshore Reserves; and

Appendix 5 - Sports Ovals.



1.1 INTRODUCTION





For the Port Phillip City Council (“Council”), sustainability and service are of the utmost importance. The Council’s objectives, outcomes and strategies are detailed in the Council Plan 2013 - 2017. The Council Plan sets out what the Council and community expect the Council, staff and service providers to do on their behalf over the next four years. As a key service provider to Council, the Contractor will be required to participate in ensuring the outcomes of the Council Plan are achieved.

The required level of service is contained in the Appendices and summaries the major activities and provides intervention levels, response times and payment basis. Also included are the assets and quantities to be maintained. The Appendices are:

a) Appendix 1 – Level of Service;

b) Appendix 2 – Park Signs and Furniture Asset Quantities;

c) Appendix 3 - Parks and Reserves;

d) Appendix 4 - Foreshore Reserves; and

e) Appendix 5 - Sports Ovals.

1.2 OBJECTIVE

The Contractor is responsible for managing, coordinating and undertaking services and implementing an appropriate strategy incorporating programming, work activities and reporting to:

a) ensure public safety;

b) maximise the life of the asset; and


c) sustain the functional requirements of each asset feature.


a) provide the services in a responsive, effective and efficient manner to meet Council’s responsibilities in the care and management of these assets;

b) achieve maximum value for expenditure on the services;

c) provide the services in a high quality and responsive manner which meets community needs;

d) provide plant that is in good repair and condition and maintained in a proper manner;

e) provide and maintain a safe working environment and system of operation so as to protect its employees, agents and the community against accidents and conditions injurious to health;

f) carry out works in an environmentally responsible manner;

g) minimise disruption to pedestrian traffic and minimise inconvenience and obstruction to the public;

h) retain the City’s established qualities, character and identity; and

i) maintain an aesthetically pleasing and healthy environment.

The Council is committed to ensuring that the services are provided in an integrated manner. The Contractor must work closely with Council, its staff, other contractors and external authorities to ensure customers receive a timely, integrated and effective service and that the necessary co-ordination takes place to ensure minimum disruption to customers and road asset users.

1.3 PARKS & FORESHORE RESERVES

The Contractor must undertake maintenance works on signs and furniture within parks and foreshores. Parks includes reserves and ovals as specified.

A list of parks and foreshores to be maintained is contained in the Appendices.

The Contractor will not be required to carry out Defect inspections on assets within parks and foreshores.

The Contractor must respond to all requests to make safe, carry out urgent and programmed repairs to the park assets when identified in accordance with the specified standards.

1.4 OTHER ASSET SERVICES


Road maintenance activities are specified under Part A and Road Signs and Furniture maintenance under Part B.


2. DEFINITIONS

In this Specification, unless inconsistent with the context, the following terms have the meanings indicated:

Activity means action necessary to restore or repair a particular Council Assets to a specified condition.

Carparks includes all paved, sealed or gravel surfaces set aside for parking within Road Reserves, Council owned property, property for which Council has responsibility or privately owned property which is the subject of a separate maintenance agreement.

Contract Manager has the meaning in the General Conditions of Contract.

Contract Works means each and every obligation to the Contractor under this Contract




Handyman Repairs means those repairs limited to securing, repairing or adjusting loose components and fittings, including the supply of fixing materials.




Performance Standard is a measure that the condition of the asset or the performance of the Contractor must not fall below at any point in time.

Persons Employed means full time, part time, casual or temporary employees of the Contractor or sub-contractors engaged by the Contractor;

Preventative Maintenance is defined as planned, preventative and remedial repair and maintenance work, and assigned new work, that is programmed, scheduled and performed by the Contractor in conjunction with the Contract Manager using pre-scoped work tasks.

Program of Works means a program of activities planned for the forthcoming month, 12 month period or other nominated period, during the Contract Term sorted in a particular order, e.g. priority, Activity type or area.


Road Reserve means the area of any Public Highway between the abutting property


boundaries, and includes footpaths, nature strips, kerbs and channels, road pavement including junctions where two or more streets intersect or join, traffic islands, roundabouts, medians, road closures, tree reserves and surrounds, traffic treatments and landscaped treatments.

Routine Maintenance means immediate, urgent and short term corrective maintenance work including incidental works required to maintain a Council asset in a safe and serviceable condition and which meets the specified service standard and includes the provision of all management, labour, plant and materials, oncost, profit, etc. for which the Contractor is paid the Lump Sum.






The Contractor is responsible for the care and preservation of all Council Assets included in the Contract to ensure that they are always safe and carry out Routine Maintenance and Preventative Maintenance works on the designated signs and furniture within the municipality.


The Contractor is responsible for managing and coordinating services and implementing an appropriate strategy, incorporating programming, work activities and reporting. The management fee must include the following works:

a) Customer Service;

b) contract management plan preparation (i.e. quality, environmental, OH&S and risk management plans);

c) programming and planning;

d) reporting;

e) inspections;

f) asset management; and

g) all other activities necessary to manage the Contract.



Routine Maintenance includes all tasks required for the maintenance of signs and furniture.




a) removal of redundant signs;

b) install new signs (single or sign replacement scheme);

c) removal of redundant furniture;

d) installation of new furniture; and

e) undertake associated works related to the above.


3.2 METHODOLOGY

3.2.1 General

Provided that the performance requirements of the Specification have been achieved to the satisfaction of the Contract Manager, the methodology adopted in maintaining the assets shall be largely left to the discretion of the Contractor subject to a Program of Works approved by the Contract


Manager. It is expected that the Program of Works reflects the Contractor’s understanding of the required maintenance activities, where resources should best be directed and what changes could be implemented to improve maintenance standards and overall service delivery objectives.




In the absence of the Contractor’s Representative the Contractor must provide a list of alternative contact persons of similar experience and level of understanding to be available to answer questions and provide information relating to the different parts of the Contract.

The Contractor’s Representative must be dedicated to this Contract and:

a) be familiar with the delivery of the service;

b) be familiar with the general location and condition of the assets;

c) be aware of issues relating to the assets;

d) provide reports and/or present directly to Council as requested by the Contract Manager; and

e) perform other tasks related to this Contract as requested by the Contract Manager.

3.2.3 Supervision

Where reference is made in the Specification to the Contractor obtaining the consent or approval of the Contract Manager this must, where practicable, be obtained through prior agreement on interpretation of standards, development of guidelines, procedures and hold points. Decisions made in accordance with this clause must be listed in monthly reports. The standards, guidelines, procedures and hold points will be reviewed by the Contract Manager on a regular basis and revised as necessary.

3.2.4 Expenditure

The Contractor must achieve maximum value for Council from expenditure on the services. Where provisional sums are provided against a particular Activity the Contractor must endeavour to expend these funds during the life of the Contract in a manner that:

a) assures the relevant asset is maintained at the specified Performance Standard;

b) targets the areas of most need (minimise risk);

c) ensures the most effective use of the funds available;

d) spreads the available funds equitably over each year; and

e) seeks to minimise the sums expended.


The Contractor must develop an understanding of the Activity workloads associated with delivering the services.



The Council will always retain the right for the final decision on the acceptability of proposals for innovation within the performance of the services.



The Contractor must provide adequate numbers of sufficiently trained and experienced professional, administrative and operational staff (“Persons Employed”) to perform the services in accordance with the Contract. All operators must be competent and possess the required statutory authorisation for the plant and equipment they are operating.

Persons Employed including the Contractor’s Representative must have current and valid trade certificates/licences and be able to provide a high degree of skills and experience in carrying out all the specified works and services.

Without limiting the Contractor's obligations under this clause the Contractor must:

a) engage at least the number of Persons Employed listed in the approved staff schedule throughout the Contract Term, unless the Contract Manager approves otherwise;

b) maintain a staff schedule of the Persons Employed, including qualifications, where applicable, and made available to the Contract Manager on request;

c) ensure that, notwithstanding any changes in the Contractor's Persons Employed, it engages personnel with at least equivalent levels of qualifications and experience listed in the staff schedule;

d) update and amend the Contractor’s staff schedule in the event that the Contractor employs any additional staff or any staff are no longer employed by the Contractor; and

e) ensure that all of the Persons Employed are well trained and capable of providing a high quality, courteous, informed and accurate service to Council staff and the community.

4.2 SERVICE IMAGE

All Persons Employed that are seen by or may have personal contact with members of the community are to wear a uniform that is neat and clean, and that clearly identifies the person as being associated with the Contractor. Where practical, this uniform is to be common throughout all service components, and is to make due allowance for the requirement of safety apparel.

Where Persons Employed in the Contract generate complaints about their manner,


behaviour or appearance, the Contract Manager may after reasonable consideration of the facts, direct the Contractor to relocate the person within or remove the person from the contract works. The Contractor must comply with such request.



All of the Contractor’s plant must clearly display and invite use of Council’s ASSIST telephone number as the point of contact for the service.

The Contractor and all Persons Employed must not provide any information or comment to the media in relation to any aspect of the Contract works. All media requests are to be referred to the Contract Manager.

If the Contractor damages a person’s property while carrying out the services, the Contractor must;

a) report the damage immediately to the Contract Manager;

b) advise the owner of the property;

c) repair the damage to the owner’s satisfaction within 24 hours, or by such later time as may be agreed to by the owner whose property has been damaged; and

d) obtain and forward to the Contract Manager a notice from the owner that the damage has been satisfactorily repaired.



a) name;

b) Contractor’s name; and

c) explain the purpose for access and the expected duration of the access.






4.4 MATERIALS

4.4.1 General

The Contractor is responsible for supply, testing, maintenance and storage of all materials, consumables and supplies required for the performance of the services.


Samples of materials (plus accompanying specifications) to be utilised in performing the services must be submitted to the Contract Manager for approval where requested.

Tally dockets and/or receipts for all material used in works required by the Specification must be kept by the Contractor and forwarded to the Contract Manager on request.







The Contractor is to restrict all contract works in residential areas, or in areas adjacent to and adversely affecting residential areas, between 7.00 am and 6.00 pm Monday to Saturday and 9.00 am to 6.00 pm Sunday and public holidays, unless otherwise specifically required under the Contract.

The Programs of Works approved by the Contract Manager shall have regard to the above time constraints. The contract works are to be scheduled and conducted at times where the inconvenience and loss of amenity to residents and the public is minimised. All reasonable requests by residents, traders or the public to minimise adverse service impacts are to be considered and accommodated by the Contractor where this is possible without adversely affecting the delivery of the services. This may on occasion require the contract works to be conducted outside the above hours.

4.6 STANDARDS



a) specified as standards of performance throughout this Specification;

b) specified as material, technical and engineering standards throughout this Specification:

c) specified in accordance with Council’s standard specification for the works

d) relevant and current Australian Standards; and

in the case of any conflict (a), (b), (c) and (d) is to have priority in the respective order (eg. (a) is to prevail before (b),(c), (d) ).

4.7 WASTE DISPOSAL

All rubbish, debris and other waste materials obtained by the Contractor, either as a requirement of the Contract or as incidental to any Activity of the Contractor in carrying out the services must, be transported and deposited at a site approved by the Contract Manager.









4.9 CONTRACTOR’S DEPOT

The Contractor must maintain staffed office and depot facilities for the purpose of communicating with the Council and the Contract Manager on matters relating to the Contract. It is not a requirement of this Contract that the office and depot facilities are located within the municipality. However, the location of all staff, facilities and equipment must ensure that all specified response times can be clearly met. The Contractor’s office must be equipped with fixed telephone and facsimile telecommunications services, e-mail and a computer capable of being linked to the


Council’s electronic communication system.


5.1 MANAGEMENT

5.1.1 CUSTOMER SERVICE

5.1.1.1 General



Council has established a Customer Request Management System (CRMS) for receiving and forwarding requests and complaints to the responsible person, department or Contractor. The system also enables tracking, recording and “signing off” all requests, complaints etc., received by Council.

The Contractor must respond to all written, verbal, telephone and electronic enquires, complaints, requests etc. either directly from the public, government authorities, public and private utility companies, police and emergency services, or when referred by the Council through the CRMS. All enquires, complaints, requests etc. received directly by the Contractor must be logged onto the CRMS by the Contractor.


To be able to respond to the requests for service the Contractor must receive, monitor and action requests through the CRMS between 7.00 am and 5.00 pm weekdays and by recorded message at all other times advising of out of hours service contact details.




1. Customer Request Management System (“CRMS”), currently Pathway; and


2. Geographic Information System (“GIS”), currently Dekho.


Councils Customer ASSIST Centre will electronically transmit customer requests for action by the Contractor.

The Contractor will be responsible for receiving, monitoring and closing the request when the action has been completed through the CRMS and will also be required to log all customer requests received by them directly onto the CRMS.

The Contractor must respond to all requests received in accordance with Council’s standards for requests and complaints.

The Contractor must ensure appropriate and timely action is taken to resolve all enquires and complaints. The request must be actioned and closed off within the response time indicated on the request.


a) contact to be made with the customer within twenty-four (24) hours to confirm the contents of the request or complaint, to seek additional information to substantiate the complaint and/or to set out the course of action to be taken;

b) an assessment of the problem and advice to the customer of any action proposed to be undertaken and timing to address the request/complaint. The Contractor must provide further advice to the customer should the original timing not be able to be met or where there is any change to the advice given;

c) making contact with the customer to obtain further details or clarification of the request. The Contractor must have clearly established that the request cannot be resolved or addressed as part of this Contract before reporting back to the Contract Manager;

d) making arrangements for an on-site inspection or meeting if necessary;

e) where requested or appropriate advise the customer through a letter, letter box drop or phone call that the request is being assessed; and

f) carry out remedial work in accordance with advice given. Response times must be as specified.

The Contractor and the Contract Manager shall agree on a range of written correspondence types related to contacts and the contract works that will be prepared and sent by the Contractor.




a) advise the customer that the request has been completed;

b) close customer request on the CRMS with details of action taken; and

c) provide a report to the Contract Manager on any further works required.

The Contractor must ensure that all enquires and requests are dealt with in a courteous manner and make every endeavour to resolve all matters to the satisfaction of the enquirer. Any dispute which cannot be resolved by the Contractor must be documented and immediately reported to the Contract Manager for a decision.

5.1.1.5 Reporting

The CRMS is able to produce both detailed and summary reports on all data in the system. Summary reports must be generated by the Contractor on a monthly basis. The data from the system will be reviewed monthly by the Contractor and the Contract Manager, as a means of service diagnosis and improvement. The Contractor will be expected to use the data constructively for the continuous improvement of the service.







a) a Quality Plan;


c) an Occupational Health and Safety Management System in accordance with clause 8.3 of the Services General Conditions; and

d) a Risk Management Plan




The CMP must be reviewed by the Contractor and resubmitted for approval on an annual basis or shorter intervals if found to be deficient in any way.

The content of the CMP must be available to and understood by all Persons Employed.



The Contractor must within six (6) weeks of the Commencement Date, prepare and submit a contract-specific quality plan for the approval of the Contract Manager. The quality plan is intended to provide the Contractor with flexibility in proposing service procedures and operations. The quality plan must detail processes for measuring and achieving quality in performance and continuous improvement, and monthly reporting to the Contract Manager.


a) a statement on the Quality Plan objectives;

b) reference to and details of the procedures and systems that guarantee or assure the attainment of the Performance Standards described in this Specification;

c) a statement of the management and staffing arrangements of the Contractor and its sub-contractors with specific responsibilities for quality assurance matters;

d) a statement of the minimum frequencies and Performance Standards for all activities and materials;

e) a manual that includes a set of procedures for the implementation of all Contract activities and related administration functions;

f) a detailed program that refers to all Contract activities and all work components, sites and areas, and clearly demonstrates that the requirements of the Contract will be implemented by the application of resources at frequencies that will achieve the standards specified;

g) a statement of all resource types and levels both Contract and sub-contract and their deployment in meeting (f) above;

h) a statement on the appointment of Persons Employed and sub-contractors with respect to the levels of qualifications and experience that will be required and with respect to the intended training programs that will be undertaken to guarantee the suitability of all staff for the activities undertaken by them, and to meet the requirements of the Specification;


i) a procedure to ensure that all assets, plant, vehicles and equipment required to perform the services are provided, meet the requirements of applicable Australian Standards with regard to specifications and Codes of Practice, have proper maintenance schedules, cleaning and safety standards, and are appropriately registered and licensed;

j) a statement of intention to determine and utilise industry best practice in the provision of the services;

k) a procedure for internal inspection, testing, verification and certification that all Contract and sub-contract programs of work and activities described in (f) above, and ancillary service provision continuously meet the minimum frequencies and Performance Standards required in these Specifications;

l) the development and maintenance of a comprehensive system of record keeping that contains internal inspection checklists, test result forms, verification of service frequencies and Performance Standards, and certification as to conformance or non-conformance by appropriate Persons Employed;

m) the design, preparation and provision to the Contract Manager of reports on the content and requirements of the Quality Plan. The reports must be in a format and have a content approved by the Contract Manager, and must be submitted monthly. The reports may incorporate or supplement any other reports or provision of data required or requested under these Specifications; and

n) environmental management as specified.




The OH&S Management System of the Contractor must as a minimum requirement demonstrate compliance with all duties of an employer specified in the Occupational Health and Safety Act 2004.


a) OH&S policy and objectives;

b) organisation structure and responsibilities;

c) safe work practices and procedures;

d) OH&S training and induction;

e) OH&S auditing and inspection procedures; and

f) OH&S consultation procedures.

The Contractor must provide evidence of certification of their OH&S management system to the Contract Manager.



The Contractor must within four (4) weeks of the Commencement Date submit to the Contract Manager a health and safety plan specific to the Contract for the approval of the Contract Manager.

The health and safety plan must consider and respond to the specific OH&S hazards and issues relevant to the provision of the services and must document the systems and methods to be implemented.

The draft Health and Safety Plan must have the format and content required by the Contract Manager.

The Health and Safety Plan must be implemented by the Contractor on an on-going basis. The Contractor’s performance of its obligations under the Health and Safety Plan must be reviewed by the Contractor and the Contract Manager on monthly or more often as necessary.


The Contractor must prepare a Risk Management Plan that demonstrates planning for risk management and must utilise current Australian Standards to carry out a risk assessment.


a) identify hazards associated with contract tasks and activities;

b) determine the level of risk; and

c) establish appropriate risk control measures.

Each major or significant task or Activity associated with the contract must be assessed in terms of the associated hazards. When all hazards have been identified the most likely outcome as a result of an incident must be determined.

The completed risk assessment must be submitted to the Contract Manager for review and approval prior to the Commencement Date.


5.1.3.1 Annual


a) the general program of activities to be performed over the first year of the Contract;

b) detailed Program of Works for the first three months from the Commencement Date;

c) the names, experience and qualifications of the personnel that will be employed against the different activities;

d) details of plant and equipment to be used; and

e) arrangements for providing Customer Service;

The Program of Works must include the proposed program for carrying out


Routine Maintenance works and an outline for carrying out Preventative Maintenance works.



5.1.3.2 Monthly


a) details of works to be undertaken and location;

b) the dates during which the works are to be undertaken or completed; and

c) general allocation of resources.



Should work be significantly delayed because of unforeseen circumstances, such as bad weather, the Contractor must submit an amended Program of Works showing how the outstanding work can be undertaken, e.g. increasing hours worked in the next month.


The Contractor shall be required to report as a minimum:



a) Executive summary

b) Program of Works:

nature of works, location, % complete, proposed and actual start and finish dates; subcontractors engaged;

c) Routine Maintenance works completed report (WLI):

actual quantities of work for each Activity carried out under the lump sum;

actual quantities of any other work;

d) KPI Report:

report on the Contractor’s KPI results;

e) Asset Report:

changes to assets quantities. i.e new / deleted / changed


assets;

f) OH&S Report

details of incidents and accidents involving staff, sub-contractors, members of the public, damage to property, personal injury; action taken to prevent occurrence; and


g) Industrial Relations Report


h) Customer Service Report

report on Customer Service request / response reports. (Council to provide report on % responses on time, No. enquires / Activity); and

i) Resource and Environment Report

details of fuel, materials and recycled materials used, as well as greenhouse emissions in carrying out the Contract works




a) monthly performance audit;

b) non-compliance issues;

c) OH&S report;

d) monthly statement;

e) Program of Works;

f) works progress report;

g) Customer Service report;

h) Any other items raised by the Contract Manager or Contractor:

Quality Plan;









The meeting agenda must include:

a) Program of Works;

b) review of problems with works;

c) occupational, health and safety issues; and

d) a review of ongoing works.



Annually, the Contract Manager, in conjunction with the Contractor, must provide a report to Council on the overall performance of the Contractor and expected outcomes for the following year.


a) review of annual contract performance audit report;

b) report on contract costs against budget;

c) report on any major deficiencies (ie change in customer expectations) or changes in the Contract or service delivery;

d) review of priorities;

e) changes to organisational structure;

f) new initiatives or innovations;

g) identified capital improvement proposals;

h) changes in assets quantities and Workload Indicators;

i) Quality Plan; and

j) any other matter raised by the Contractor or Contract Manager.




a) the condition of the assets included in this Contract;

b) the works necessary to maintain the assets;

c) Council policies, standards and objectives in relation to the assets; and

d) public expectation and utilisation of the assets.

Within six weeks of the date of Commencement Date, an asset inspection of a representative sample of all assets shall be carried out jointly between the Council and the Contractor. The inspection may comprise both a written and/or video/photographic record as agreed by the Contract Manager.


The purpose of the survey is:

a) to obtain an understanding of the “as found” state of assets at the Commencement Date;

b) to identify any assets that are outside the service standards;

c) to identify the extent of work that cannot be carried out as part of the normal Lump Sum maintenance services;

d) to develop the initial work priorities for the service;

e) establish clear definitions as to the acceptable or non-acceptable performance as part of the Contract monitoring process;

f) enable the Contractor to become fully conversant with work standards and contractual arrangements prior to the implementation of the monthly performance audit procedure;

g) in conjunction with the Contract Manager determine:

over what period works identified as being outside the service standard or Performance Standard may be bought within standard by the Contractor; and

how these will be paid for (i.e. Lump Sum, provisional sum, combination of these).



5.1.6.1 General


1. Asset Management System (“AMS”), currently Hansen V7.7;

2. Geographic Information System (“GIS”), currently Dekho; and

3. Customer Request Management System (“CRMS”), currently Pathway.



Should the Contractor operate from a site other than Council’s Depot they must provide the necessary communications access line(s) to connect to the AMS, GIS and CRMS and any other systems as required. The Contractor must ensure that all links provided are secure.

The Contractor must provide adequate security both for the equipment, and for hard and electronic copies of any data relating to Council’s business or residents/ratepayer’s personal details.



Council may upgrade, change or modify the AMS as well as the other corporate systems, during the Contract Term. The Contractor must make any necessary alterations to their operations and systems to accommodate any system changes. A minimum of six months’ notice of any upgrade, change or modification will be provided.



The minimum asset information that will require updating by the Contractor for signs and furniture includes: location, type, costs, condition, photograph, description, manufacturer details and installation date.


When installed, the Contractor must operate the contractor module of the AMS, the GIS and the CRMS for receiving and actioning works requests and for recording maintenance details and activities performed under the Contract.




b) frequency at which the transfer is required and the content needed;

c) technical mechanism of transfer;

d) management of failure when data transfer is not successful;

e) conformance of data quality to standards of completeness, validity, accuracy, timeliness, consistency and uniqueness.


a) dates work performed and precise location of works;

b) commencement and finishing times for each work unit;

c) nature of work performed;

d) names of staff utilised to complete each work unit;

e) details and costs of materials used; and

f) details of vehicles, plant and equipment used.

The data collected is to be used for the following:

a) developing work priorities and Program of Works;

b) generating work progress reports, works completed


comparisons and other monthly reports;

c) providing monthly work quantities and unit costs;

d) invoicing and payments;

e) providing information relating to insurance matters and third party damage reports;

f) updating Council asset registers and asset management systems;

g) reporting on annual workloads, costs and trends;

h) establishing future workloads;

i) managing complaints and inquires effectively; and

j) asset valuation.





5.2.1 GENERAL


The Contractor must provide Routine Maintenance services which include day to day repairs, replacements, corrections and servicing to signs and furniture within the municipality.

Routine Maintenance tasks include: straightening of poles, painting, repairs or replacement poles and signs where required.

The types of signs to be maintained are specified under the signs section of the Contract

The Contractor must undertake pro-active tasking of the works as well as respond to requests and complaints and provide planning, programming and scheduling for the Routine Maintenance services as detailed.



5.2.1.3 ‘Repair’

Required works and services to be carried out under Routine Maintenance is termed ‘Repair’ which includes repair, replacement, correction and


related works to reinstate the Defective, damaged, worn, torn, bent, loose, broken, crumpled, subsided, displaced, out of alignment or unclean part of the asset to its original state or condition.

The required ‘Repair’ works include but are not limited to:

a) identification of damages, Defects, wear and tear;

b) repair, reconstruction and replacement of the damaged asset;

c) supply and installation of all replacement materials; and

d) providing all safety devices and signs.

Any Routine Maintenance works requiring the reconstruction of the asset i.e. (replacement of furniture) must include all relevant essential works listed (refer to Cl. 5.3.1.2).


The Contractor must undertake works before any Defect, damage, wear or unclean part of the asset that is a hazard becomes a risk to public safety. The works are to be performed to a quality and on time to ensure integrity of assets at all times.

The Contractor must ensure that the Routine Maintenance tasks described in this specification are carried out to comply with the specified intervention level detailed in the level of service.

5.2.1.5 Standards of Performance

The Contractor must obtain approval of the Contract Manager through the development of the Contractor’s Quality Plan for all the standards of performance and their sources that will be used in the Routine Maintenance services. Unless stated otherwise, repairs are to be carried out to the original Council or manufacturer’s specifications of the associated asset component.

5.2.2 SIGNS


The Contractor is responsible for the “repair” of all signs and ensure that they are kept in a visible, safe and legible condition at all times.

The “repair” of signs must involve the following work to be carried out as part of the Routine Maintenance Lump Sum:

a) repairs to all signs and posts including straightening, maintaining vertical, re-erecting and bolt tightening etc (including supply of replacement fittings and fixings);

b) spot painting of signs (where applicable);

c) replacement of damaged or missing signs, poles and pole sockets. (The cost to supply sign plates and poles shall be paid for as part of the provisional sum); and

d) monitoring and reporting on correctness of signs.

Signs include signs located within:

a) foreshores including beach proper;


b) parks, reserves and ovals;

and also include:

a) sign supports and structures associated with all signs; and

b) low bridge clearance warning signs on approaches to bridges and underpasses.

Signs not included are:

a) signs within Albert Park Reserve;

b) signage on Council owned buildings;

c) all public transport signs within the tram right of way;

d) railway level crossing signs at the crossing itself;

e) signs (statutory and warning signs, hazard markers) in state highways and freeways except those in service roads; and

f) signs within Road Reserves (covered in Part B of this contract).



The Contractor must ensure that all signs and posts are maintained to the highest possible standard. All signs are to be maintained in good legible condition at all times with support poles kept plumb and all fixings secure and in good condition.

Signs must be repainted or replaced as required. The Contractor must monitor all signs and must report to the Contract Manager any redundant or incorrect signage.

The replacement signs must be in accordance with the pattern currently approved by Council and advised to the Contractor by the Contract Manager from time to time.


5.2.2.3.1 Programming

Following the recording of any Defects the Contractor must, subject to the availability of replacement signs, repair damaged signs in accordance with the level of service.

The Contractor must ensure that adequate stocks of standard signs, poles and pole sockets are stored or available to meet the response times.

Where the delivery period is greater than the response time the Contractor must ensure that the site is safe and functional.

5.2.2.3.2 Overhanging Branches

The Contractor must ensure that good sign visibility is maintained. The Contractor must contact Council’s Parks Services Unit to arrange for any necessary pruning of trees and vegetation.


5.2.2.3.3 Repainting

Signs requiring repainting will generally be painted timber information signs. It will not include pre-coated metals and natural timber materials.

The Contractor must spot paint or repaint signs where appropriate, to cover graffiti where the graffiti cannot be cleaned.

The Contractor must repaint signs with paint of equivalent brand and colour(s), as approved by the Contract Manager, and must record all brands and colours used by the Council at the Commencement Date.


All repairs and replacement of standard signs and poles must be carried out as part of the Routine Maintenance Lump Sum. The cost of the replacement standard sign plate and pole will be paid for as part of the provisional sum allowance.

The Contractor must undertake repairs to all signs necessary to ensure that the sign is safe, functional and visible at all times with support poles kept plumb and all fixings secure and in good condition. Such repairs must include securing loose plates, components and fixings and the replacement where necessary of plates and poles.

Irreparably damaged worn or graffitied signs and/or poles must be replaced promptly and in accordance with response times.

Damaged and worn signs that cannot be clearly read by park, foreshore or beach users are to be replaced before they become a risk to public safety.

Relocating existing signs from existing posts to other existing posts or structures as directed by the Contract Manager for safety, technical and regulatory reasons must be carried out under the Routine Maintenance services.

5.2.2.3.5 Fixing Details

Signs may be attached to dedicated poles, utility poles, traffic signal pedestals or walls of buildings as directed by the Contract Manager.

Posts are to be galvanised steel, capped 50mm or other diameter as directed by the Contract Manager. In paved, areas, posts are to be inserted in approved sockets.

In bluestone pavers, sockets are to be core drilled.

5.2.3 FURNITURE


The Contractor must ensure that all furniture is kept in a good and safe condition at all times.

The “repair” of furniture involves the following work to be carried out as part of the Routine Maintenance Lump Sum:

a) Handyman Repairs to furniture including making safe, supply of


all fittings and fixings; and

b) spot painting of furniture (where applicable).

Furniture for the purpose of this Specification consists of the following components:

a) Pedestrian furniture:

seats, benches, picnic tables;

litter bin, surrounds, stands;

bollards including chains, rails where attached;

bike racks and hoops;

fencing;

drinking fountains; beach showers;

planter boxes; tree guards;

notice boards;

b) Structures: park and foreshore retaining walls.

Furniture includes furniture located within:

a) foreshores including the beach proper; and

b) parks, reserves and ovals (excludes Albert Park Reserve).

Furniture located in parks and foreshore reserves includes pedestrian furniture only and does not include pergolas and other like structures.


The Contractor must ensure that all furniture is maintained to the highest possible standard.



5.2.3.3.1 Programming

Following the recording of any Defects, the Contractor must, subject to the availability of replacement furniture, repair damaged road furniture in accordance with the response time

5.2.3.4 Pedestrian Furniture

5.2.3.4.1 Repainting and Re-staining

The Contractor must paint or stain furniture when the existing paint or stain is badly faded or showing signs of lifting or cracking, or when cleaning fails to remove graffiti, to ensure the protection of the furniture and to maintain a


visual appearance as close as practicable to the original item as installed.

The Contractor must spot paint or repaint furniture to cover graffiti where the graffiti cannot be cleaned.

Full repainting or re-staining must be carried out as part of the Preventative Maintenance program in accordance with an approved Program of Works. (Excludes pre-coated metals, recycled plastic and natural red gum materials).

The Contractor must repaint or re-stain furniture with paint or sealants of equivalent brand and colour(s), as approved by the Contract Manager, and must record all brands and colours used by the Council at the Commencement Date.

The Contractor is responsible for the preparation of surfaces and application of paint or stain, which must be carried out strictly in accordance with the paint manufacturer specifications or written instructions from the Contract Manager.

All colours must match the original product unless approved by the Contract Manager. Colour samples must be provided on the request of the Contract Manager.


The Contractor must undertake repairs to all furniture necessary to maintain the furniture in a safe, functional and visually appealing condition at all times. Such repairs must include securing/replacing loose fittings and other components and fixings.

Where furniture has been damaged such that the furniture can be no longer repaired the Contractor must immediately:

a) make safe;

b) remove as soon as possible; and

c) source an alternative item and subject of the approval of the Contract Manager arrange for the replacement of the furniture.

5.2.3.5 Drinking Fountains and Beach Showers

All drinking fountains and beach showers must be operational at all times. The Contractor must carry out repair works to ensure the faucet/shower rose pressure is adequate and the outlet pipe functions.

Repair of all furniture is to be strictly in accordance with all statutory authority requirements, current standards and codes of practice.

All plumbing works on drinking fountains / beach showers will be carried out by a registered plumber using approved materials only all in accordance with the appropriate plumbing regulations.



5.3.1 GENERAL


The Contractor must provide Preventative Maintenance services, which are planned, preventative and remedial repair and maintenance works, to all designated signs and furniture assets. The required services encompass:

a) removal of redundant signs;

b) install new signs (single or sign replacement scheme);

c) removal of redundant furniture;

d) installation of new furniture; and

e) undertaking associated works related to the above.

The Contractor must plan, schedule and manage the Preventative Maintenance services in detail and in accordance with any tasking information and programming requirements provided by the Contract Manager.

In providing the Preventative Maintenance services, the Contractor must achieve the following objectives, namely,

a) develop programs for Preventative Maintenance in conjunction with the Contract Manager;

b) carry out Preventative Maintenance services in accordance with the program timetables approved by the Contract Manager;

c) ensure works carried out in accordance with specification standards, time table and requirements;

d) ensure affected occupiers of properties, residents, businesses and users are given adequate notice of impending works and disruption; and

d) ensure least disruption to public and traffic (e.g. working in after hours and weekends).

5.3.1.2 Essential Works

Essential works are considered to be tasks that have to be carried out to comply with the standards detailed in this specification.


a) management and administration, overheads etc;

b) site preparation;

c) obtaining required approvals;

d) safety devices and signage;

e) occupational health and safety requirements;

f) providing required information related to specific works;

g) disposal of unwanted and excess materials;


h) maintaining the work site clean and aesthetically pleasing at all times;

i) saw cutting, excavation and compacting; and

j) reinstatement of disturbed, damaged and excavated pavements and naturestrips for the purpose of primary tasks or associated works.

The above tasks (a) to (j) are the responsibility of the Contractor at no extra cost to Council. The Contractor must allow for such essential and other related works.


The Contractor must ensure all works are carried out in accordance with the relevant safety and environmental standards and regulations. In particular the Contractor must comply with the Electrical Inspector’s clearance requirements for the operation of plant and equipment.

5.3.1.4 Programming


a) developed as part of the Preventative Maintenance program by the Contractor in conjunction with the Contract Manager; or

b) as a project brief or instructions forwarded to the Contractor.

5.3.2 SIGNS


The Contractor must supply, install and remove signs in accordance with an approved Program of Works. This may include:

a) supply and installation of replacement of sign plates and/or poles;

b) supply and installation of post sleeves;

c) installation of new signs and hazard markers; and

d) removal of redundant signs.

5.3.2.2 Standards

The signs are to be in accordance with the pattern currently approved by Council and advised to the Contractor by the Contract Manager.


New signs must be attached to dedicated poles, utility poles, traffic signal pedestals or walls of buildings in accordance with an approved plan.

5.3.3 FURNITURE


The Contractor must supply, install and remove furniture in accordance with an approved Program of Works, including:


a) replacement of damaged furniture materials;

b) installation of new and replacement furniture; and

c) programmed repainting / re-treatment.

5.3.3.2 Standards

Furniture must be installed in accordance with the manufacturer’s instructions and Council’s standard drawings.


New furniture must be installed in accordance with the manufacturer’s instructions and an approved plan.



The Contractor must maintain the specified assets at, or better than, the specified Performance Standard.


1. financial KPIs - to demonstrate how the contract is progressing financially compared against the budget;

2. service quality KPIs - to demonstrate that the quality objectives of the specifications are being achieved;

3. service quantity KPIs - to demonstrate that the key deliverables are being achieved using predicted work load indicators against actual work completed;

4. Customer Service KPIs - to demonstrate that Customer Service requirements and corporate standards are being met;

5. environmental KPIs - to provide information on environmental performance;

6. business improvement KPIs – to provide evidence of being proactive in improving the way in which services are provided; and

7. OH&S KPIs – to demonstrate that systems of work are in place to ensure compliance with workplace health and safety requirements.


Failure to achieve the required Performance Standards shall be treated as a Default by Contractor.

The performance of the Contract and the Contractor with respect to Key Performance Indicators shall be considered along with other on-going service delivery issues as part of the annual review.




a) monitor the performance of the Contractor in achieving the specification performance targets and in adherence to the specified standards and schedules;

b) determine if current service delivery processes are adequate; and

c) payment validation purposes.

An audit will generally be based on a representative sample of the assets nominated by the Contract Manager and will be undertaken via a process of visual inspection of the Contractor’s work practices and outputs against the Specification.

Visual assessment benchmarks and guidelines may be established in consultation with the Contractor as part of the initial joint condition inspection in order to develop a clear understanding of the standards expected and to ensure as much as is possible a uniform interpretation of the ratings in assessing the Contractor’s performance.


7.1 PAYMENTS

The monthly invoice submitted to Council must be accompanied by the Monthly Statement and any other documents directed by the Contract Manager.

The Council shall pay the Contractor, within 30 days from receipt and approval of correct invoices, in accordance with the nominated portion of the Routine Maintenance and Preventative Maintenance Lump Sum specified in the price schedule subject to:

a) the services being completed in accordance with the specification requirements; and

b) the Contract Manager being satisfied with the information provided in the monthly statement.


a) the amount to which the Contractor considers itself entitled under the Lump Sum;

b) summary of the quantity of work carried out against the Lump Sum activities;

c) validation of the cost of all materials associated with the expenditure of provisional quantities; and

d) the amounts to which the Contractor considers itself entitled in connection with any variations or instructions for additional services or work authorised by the Contract Manager.


7.2.1 Assets

The quantity of each asset to be maintained during the first twelve months of the Contract Term is included in the Appendices attached to the Specification.

The Contract Manager may at any time and from time to time during the


Contract order a change, addition or deduction to the Contract.


7.2.2 Work Loads

After the first twelve months and thereafter on an annual basis the amount payable to the Contractor as part of the Lump Sum will be reviewed, and if necessary the Lump Sum payment renegotiated, between the Contract Manager and the Contractor. Such review will assess the measured workloads, Performance Standards, allocation of resources across all activities and the overall Lump Sum.





AR = R x ( 1 +{CPI B – CPI A})

CPI A

Where:



CPI A = the Melbourne All Groups Consumer Price Index Number issued by the Australian Bureau of Statistics at 30June of the year prior to the indexation.

CPI B = the Melbourne All Groups Consumer Price Index Number issued by the Australian Bureau of Statistics at 30 June of the relevant year .


AR = R x (1 + {CPI at 30 June 2015 – CPI at 30 June 2014})

CPI at 30 June 2014

**************************

Tender No. 1848 PART A - ROAD MAINTENANCE SERVICE ... · part a - road maintenance service...

Documents

Transcript of Tender No. 1848 PART A - ROAD MAINTENANCE SERVICE ... · part a - road maintenance service...