2025 DISASTER RECONSTRUCTION FUNDING ARRANGEMENTS - EMERGENCY RECONSTRUCTION WORKS FOR THE NOOSA COUNCIL ROAD AND INFRASTRUCTURE NETWORK · Special Meeting Report

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SPECIAL MEETING                                                                         21 MAY 2025


   •    Emergency Works (EW): attends to making essential assets such as roads, stormwater and
        waterway crossings safe for use. In some cases, these are temporary measures until a more
        permanent reconstruction can be delivered.
   •    Immediate Reconstruction Works (IRW): delivers repairs that are minor enough to fix
        immediately.
   •    Reconstruction of Essential Public Assets (REPA): tends to involve reconstruction of
        assets to return them to long-term functional use.
The Project Team has identified Emergency Works and Immediate Reconstruction Works are
required to urgently repair approximately 70 roads, stormwater and waterway crossings.

In developing a resource plan to respond to damage to essential assets such as roads, stormwater
and waterway crossings, it became evident that available Council resources did not have the
capacity or capability. The Project Team has been working towards outsourcing the work to suitable
contractors.

The services required are in high demand due to the impact of similar damage in South-East
Queensland during TC Alfred and the Western Queensland Surface Trough and Associated Rainfall
Event. We are currently in discussion with several suppliers to obtain suitable request for quotes for:
   •    Asphalt road repairs – potholes and road scouring repair
   •    Gravel road grading – maintenance grade only (no added material)
   •    Removal of debris – clearing out drains and waterway crossings
   •    Reconstruct culverts – repair undermining, replace rock pitching and resurface adjacent
        roads.
Due to the scarcity of supply and the emergency need for these services, the Project Team is
requesting to accelerate the sourcing by delegating to the Chief Executive Officer (CEO) the
necessary financial delegation to enter into contracts. It is anticipated that the value of these new
contracts will be over the existing CEO Delegation of $1 Million (exluding GST) and as such this
report seeks to delegate authority to the CEO to finalise and execute these contracts (only), on behalf
of Council, in accordance with the Local Government Regulation 2012, as follows:

235    Other exceptions
A local government may enter into a medium-sized contractual arrangement or large-sized
contractual arrangement without first inviting written quotes or tenders if –
(c)    a genuine emergency exists.

Market research has been performed to appreciate the availability and cost of delivering these works.
The estimated costs identified as a result of this market research are displayed in the Flood
Reconstruction Program table below. It is anticipated that these works will be sourced via requests
for quotation from suppliers on existing Local Buy arrangements where available, or other local or
state government arrangements where possible.

Flood Reconstruction Program
                                                                         Estimated Value contract
Issue
                                                                         ($M)
Asphalt & gravel roads including debris removal                          $2.75
Immediate reconstruction work                                            $1.25
Project and supervision for emergency work packages                      $0.15
TOTAL                                                                    $4.05

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SPECIAL MEETING                                                                             21 MAY 2025



Further to this phase of the project, the Project Team is developing a submission to the Queensland
Reconstruction Authority (QRA) for a further $20m to $30m of asset repairs using Reconstruction of
Public Assets (REPA) grant funds. The procurement and contract awards for these works will be as
per standard Council Policy and procedure.

2. Project Timelines
The deadline for work to be completed under this grant is 3 months from the date of the event. This
means the repair works to the roads need to commence as soon as possible and be finished by 29
June, 2025 to ensure cost recovery is not compromised.

3. Next Steps
      •   Award delegation to the CEO so emergency road repairs can commence as a priority.
      •   Source and award contracts to suitable suppliers who have the capability and capacity to
          make the necessary repairs to the road.
      •   Have contractors commence and complete the works by 29 June, 2025 to ensure cost
          recovery.

Link to Corporate Plan

Theme No. 2 - Liveability
Liveability encompasses housing, facilities and services, transport, health and wellbeing to enable
an inclusive, connected and vibrant community.
Objective 2.7
Fund and deliver sustainable assets and facilities and associated services, responding to the
changing needs of the community and the challenges and opportunities of the future.


Previous Council Consideration
Nil

Finance
Emergency Works and Immediate Recovery Works are eligible under the DRFA program where they
are eligible, are completed within the deadline and suitable evidence is available. This means all
costs expensed for these works are eligible for cost recovery.

Emergency Works deadline is 3 months from the date of event. This means the repair works to roads
need to commence as soon as possible and be finished by 29 June 2025.


Risk & Opportunities
 Funding Risks                Mitigation
 The funding recovery via     The scope of the work has been deemed acceptable by QRA and therefore
 a grant from QRA is          funding will be covered by the grant.
 compromised.

 Cost Risks                   Mitigation
 The cost       of   works    Standard contract management processes will help ensure cost control is in
 escalates           during   place.
 program.

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SPECIAL MEETING                                                                                 21 MAY 2025


                              To help manage costs, the emergency works for road repair are being
                              contracted on a day rate and have oversight by supervisors (Council or
                              Northlane).

 Program Risks                Mitigation
 Contractor availability is   The Project Team have identified likely contractors with capacity and
 limited due to competing     capability to commence works. By being able to award contracts rapidly
 disaster works.              ensures Council can utilise available limited capacity.
 There is the potential       Wet weather delays will be managed as required. However, the need to
 that the project is          award contracts sooner will help ensure deadlines are met.
 delayed due to wet
 weather.
 Resource risk.               Resource allocation using services outside Council crews ensures
                              continuity during this period of labour instability due to protected Union
                              action.
                              When Council staff return to standard work, they will be able to focus on the
                              backlog of issues that are not Disaster related.

 Safety Risks                   Mitigation
 The contractor fails to        Prior to commencement of services, the recommended contractor’s
 ensure    the  work   is       management plans, Safe Work Method Statements, Job Hazard Analysis
 conducted safely and in        (or similar) and other documentation will be submitted, reviewed, and
 accordance with minimum        accepted by Council.
 standards.                     Council will undertake surveillance, regular safety audits and inspections
                                throughout the construction period.

 Environmental Harm             Mitigation
 Risks
 Works impact on the            The contractor is responsible for the development and implementation of
 environment.                   strategies to minimise impacts such as noise, dust, vibration, sediment
                                and erosion. The superintendent and Council staff will closely monitor the
                                construction phase to ensure all impacts are minimised.
                                Council can offer the contractor examples of the expected environmental
                                plans to support their development.


 Public Disruption Risks        Mitigation
 Traffic disruption due to      Interruption due to these works is no different to any other similar works
 road works.                    executed within the shire.
                                Community feedback to Customer Service indicates that the disruption of
                                roads damaged by the 29 March 2025 event are impacting their safe
                                travel.
 Communication issues.          The Disaster Reconstruction Coordinator will work closely with Council’s
                                Communications and Infrastructure departments, as well as the contractor
                                to provide necessary communication support if and when needed.


Human Rights
Human Rights Compatibility Statement
In developing this Report, the subject matter has been considered in accordance with the
requirements of the Queensland Human Rights Act 2019. It is considered that the subject matter
does not conflict with any human rights and supports a human rights approach to decision making
by Council. Council representatives will endeavour to act and make decisions under this report in a
manner that is compatible with human rights. This report should be read in conjunction with
Council’s Human Rights Policy.

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SPECIAL MEETING                                                                               21 MAY 2025



Consultation
External Consultation - Community & Stakeholder
   •     Queensland Reconstruction Authority
   •     Community – via Customer Service requests for action.


Internal Consultation
Departments consulted:
    Office of the CEO, Mayor &               Community Services               Corporate Services
            Councillors
       Mayor & Councillors             x   Director                    x   Director
       Chief Executive Officer             Community Development           Financial Services
       Executive Officers                  Sport & Active Lifestyles       Fleet
       Community Engagement                Arts & Culture                  Revenue Services
       People & Culture                    Community Connection            ICT
       Governance                          Customer Experience         x   Procurement

                                                                           Commercial Property

       Strategy & Environment              Development & Regulation        Infrastructure Services
       Director                            Director                    x   Director
       Strategy & Sustainability           Development Assessment      x   Infrastructure Planning, Design
                                                                           and Delivery
       Economic Development        &       Local Laws                  x   Civil and Asset operations
       Destination Management
       Environmental Services              Environmental Health            Waste
       Innovation & Digital Hub            Building & Plumbing             Building & Facilities
                                           Property / Permits          x   Disaster Management