2021-08-30 Special Meeting Agenda

SPECIAL MEETING AGENDA                                                                     30 AUGUST 2021


Finance Risks                 Mitigation
Geotechnical conditions       A detailed Geotechnical investigation report has been completed and the
give rise for contractor      report provided as part of the tender documentation. Any required variations in
claiming variation costs.     depth will be worked out by variation rates that have already been locked in
                              with the contractor as part of the contract specifications. A budget contingency
                              allows for this risk.
Subgrade material found       Tender specifications specify clearly how and until what extent the existing
to be unsuitable for reuse    subgrade material needs to be processed to reuse these materials. In case a
purposes within the           certain amount is not found suitable, locked in rates are in place as part of the
projects.                     tender evaluation clarification process. A budget contingency allows for this
                              risk.
Clashes with public utility   Prior tender phase, Council staff had extensive collaboration with Telstra to
provider Telstra give rise    lock in the scope and timeframes. The contractor is aware of the requirements.
for contractor claiming       The contractor will coordinate activities around these relocations.
variation costs.
Contingency amount            This risk is mitigated through Council's highly experienced project team and
being insufficient.           the appointment of an experienced contractor and contract supervision by an
                              experienced Superintendent. Any delay risks forthcoming of the current
                              pandemic is not included in the contingency amount. If contingency amount is
                              insufficient to cover the cost, this is to be mitigated by the budget approval
                              process.
Site access constraints       Extensive research has been performed by the project team together with
give rise for contractor      external consultants to make sure the bridges can be replaced using the
claiming variation cost.      available access roads for SP1 as well as for SP2. Access constraints are well
                              embedded into the contract. A low residual risk is identified for SP2, captured
                              in the projects risk register and mitigation is budgeted into SP2’s project cost
                              estimate.

Program Risks                 Mitigation
There is the potential that   Expected wet weather days are included in the tenderer's timeline.
the project is delayed due
to wet weather.
Resource risk.                The contractor has nominated a capable team to undertake construction.
Construction takes longer     The contractor is well resourced and has the available resources to deliver this
than allowed for.             project successfully in conjunction with current works on hand. The use of
                              mainly precast materials such as concrete abutments, piers and deck units
                              reduce the risk of construction delays.
Lead time of materials        Many associated risks are mitigated by ordering the materials as soon as
pushing the program out.      possible after tender award. Especially the sheet piles required for Wahpunga
                              Lane bridge could have lead time issues, mainly due to the pandemic and
                              higher demand. The contractor is aware, manages this risk and works closely
                              together with Council's project team to minimise residual risk. As the sheet
                              piles are a key item in the construction, other options will be explored (e.g.,
                              alternative size of sheet pile with the same capacity and durability).

Safety Risks                  Mitigation
Site safety.                  The contractor has extensive experience with similar works and would be
                              appointed as the Principal Contractor responsible for all Workplace Health and
                              Safety of the site. Prior to construction commencing, workplace health and
                              safety and final traffic management plans will be required to be submitted to
                              Council for review. Regular audits on contractor compliance with these
                              approved plans will be undertaken by Council and WH&S teams throughout
                              construction.




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