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CN00375 - RETAINING WALL RECONSTRUCTION - ARKANA DRIVE · Report
SERVICES & ORGANISATION COMMITTEE MEETING 11 JULY 2023
5.1 CN00375 - RETAINING WALL RECONSTRUCTION - ARKANA DRIVE
Author Project Officer, James Santifort
Infrastructure Services Department
Index ECM/Projects & Contracts/CN00375 Retaining Wall Reconstruction -
Arkana Drive / Reports to Council
Attachments 1. CN00375 - Weighted
Attribute Evaluation Workbook - Final Outcome
EXECUTIVE SUMMARY
• This report provides a recommendation for the contract award of the preferred contractor for
Contract No. CN00375 fo Retaining Wall Reconstruction - Arkana Drive, Noosa Heads.
• This is a lump sum price contract that will include all materials and services required for the
reconstruction of the retaining wall.
• In accordance with Local Government Legislation and Council Procurement Policy, an
Invitation to Tender was initiated and which attracted three (3) tender responses. All three of
these responses were conforming.
• The tender evaluation panel completed the evaluation process and considered the tender
submission from Sunshine Civil Solutions Pty Ltd the most advantageous to Council,
representing value for money. The Sunshine Civil Solutions Pty Ltd tender submission
demonstrated compliance with the requirements of the invitation to tender. Sunshine Civil
Solutions Pty Ltd has the suitable experience, capability, and resourcing to complete the
works.
RECOMMENDATION
That Council note the report by the Project Officer to the Services & Organisation Committee Meeting
dated 11 July 2023 and:
A. Award contract no. CN00375 Retaining Wall Reconstruction - Arkana Drive to Sunshine Civil
Solutions Pty Ltd for the lump sum price of $409,904.22 (excl. GST); and
B. Authorise the CEO to negotiate the final contract with Sunshine Civil Solutions Pty Ltd.
REPORT
Failure of the retaining wall in the median strip of Arkana Drive was first observed in 2015.
Further geotechnical investigations have found that the bank instability is not limited to the
extents of the existing retaining wall but rather extends 131m. The slope in its current position
is considered ‘marginal’ in terms of global instability with an assessed risk of ‘moderate’ to ‘high’
in accordance with Australian Geomechanics Society (AGS) guidelines.
Council engaged a structural engineering consultant who designed a grouted rock wall solution
to improve stability and prevent further slips in the median strip. The rock wall stretches the
whole 131m section, and is approximately 1.2m high.
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SERVICES & ORGANISATION COMMITTEE MEETING 11 JULY 2023
1. Tender Process
In accordance with Chapter 6, Part 3 of the Local Government Regulations and Council’s
Procurement Policy, Council invited written tenders for the retaining wall reconstruction. The
invitation to tender was issued as a lump sum construction-only contract.
Council invited written tenders via the Council VendorPanel e-portal on 15 May 2023 and
included an advertisement within the Noosa Today publication on 19 May 2023, with responses
closing on 6 June 2023.
The Invitation to Tender attracted three (3) tender responses. All three of these responses were
conforming.
2. Tender Assessment
The evaluation was conducted by the Evaluation Panel that consisted of the following members
of staff:
• Project Officer (Contract Administrator)
• Designer - Capital Works
• Workplace Health and Safety Officer (Safety Only)
• Project Manager – Capital Works
• Contract & Projects Superintendent
Each member of the Evaluation Panel read and declared that they understood and accepted the
probity requirements, which includes a declaration of conflicts of interest and confidentiality.
The tender evaluation panel undertook an assessment of the following conforming tender
submissions, listed in alphabetical order:
• Bellwether Contractors Pty Ltd
• Durack Civil Pty Ltd
• Sunshine Civil Solutions Pty Ltd.
All three (3) conforming tenders progressed to a full weighted evaluation using the following
criteria and weightings:
Criteria Weighting
Experience and Technical Capability 15.0%
Methodology – Delivery of Scope 15.0%
Methodology - Resources 5.0%
Quality 5.0%
Health & Safety 5.0%
Environment & Sustainability 7.5%
Contribution to Local Economy 7.5%
Price 40.0%
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SERVICES & ORGANISATION COMMITTEE MEETING 11 JULY 2023
The evaluation panel completed the evaluation process and considered Sunshine Civil Solutions
Pty Ltd to be most advantageous to Council, presenting the best value for money. Their
submission scored the highest over the non-priced elements whilst being significantly cheaper
than the other two (2) submissions.
Sunshine Civil Solutions Pty Ltd’s tender demonstrated the following:
• Full compliance with the tender requirements.
• A good understanding of the project constraints and risks.
• Previous experience, capability, and resourcing to carry out the contract works.
• A detailed construction methodology and program which aligns to the contract specifications.
• Detailed plans in place to manage quality, safety and the environment over the course of the
contract.
• Contribution to the local economy being owned and operated within the Noosa Shire LGA.
3. Next steps
Reconstruction of the retaining wall is planned to be commence in September 2023 and aims to
be completed in November 2023. Arkana Drive will remain open during the works with minor
traffic delays expected.
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.
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
The Arkana Drive Median Strip project received an initial budget allocation of $247,000 as part
of the Federal Governments Local Roads and Community Infrastructure (LRCI) Phase 3 grant.
An additional $208,000 has been allocated to the project from the LRCI Phase 4 – Part B grant
fund to allow for the award of this tender. This was approved through Capital Works Executive
in the form of a Flying Minute dated 26 June 2023.
The increase in price has arisen from:
- legacy issues as the initial budget was established in 2019
- significant increases in construction prices in recent years as experienced across the market.
A value engineering exercise was undertaken to reduce the height of the wall and increased the
angle of the batter to reduce costs and improve maintainability, which has assisted to bring the
budget closer to the original allocation.
The revised project budget is summarised and detailed in the table below:
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SERVICES & ORGANISATION COMMITTEE MEETING 11 JULY 2023
Item Cost (ex GST)
Current spend to date $9,295
Construction Contract - Civil $409,904
Staff Time $15,301
Contingency (5%) $20,500
TOTAL BUDGET: $ 455,000
Risk & Opportunities
Finance Risks Mitigation
Changes to scope This is to be mitigated through the Capital Works Project Control
Group and Capital Works Executive meetings, and limitation
requested scope variations.
Geotechnical conditions A detailed Geotechnical investigation report has been completed
give rise for contractor and the report provided as part of the tender documentation.
claiming variation costs.
Clashes with public The contractor is aware of potential UnityWater clashes with the
utility provider Unity scope of works and will investigate the full relocation
Water give rise for requirements immediately after contract award. An allowance for
contractor claiming lowering of services has been made in the schedule of rates.
variation costs.
Contingency amount This risk is mitigated through Council's highly experienced project
being insufficient. team and the appointment of an experienced contractor and
contract supervision by an experienced Superintendent. If the
contingency amount is insufficient to cover the cost, this is to be
mitigated through the budget approval process.
Program Risks Mitigation
There is the potential Contractor has submitted a time-generous program which will
that the project is allow for wet days to be absorbed within the program. The works
delayed due to wet are also scheduled in the dry season.
weather.
Resource risk. The contractor has nominated a capable and experienced project
team to undertake the required construction works.
Construction takes The contractor is well-resourced and has the available resources
longer than allowed for to deliver this project successfully in conjunction with current
works on hand.
Lead time of materials Many associated risks are mitigated by ordering the materials as
pushing the program soon as possible after the tender award.
out.
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SERVICES & ORGANISATION COMMITTEE MEETING 11 JULY 2023
Safety Risks Mitigation
Site safety. The contractor has submitted extensive safety documentation as
part of their submission and will be appointed as the Principal
Contractor, being responsible for all Workplace Health and Safety
of the site.
Prior to construction commencing, workplace health and safety
and construction 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
the construction.
Environmental Harm Mitigation
Risks
Works impact on the The contractor is responsible for the development and
environment. implementation of strategies to minimise impacts such as noise,
dust, vibration, sediment, and erosion. The contractor is required
to submit a detailed Environmental Management Plan as well as
a CPESC approved Erosion and Sediment Control Plan prior to
construction.
Scope and Quality Mitigation
Risks
Risk of not meeting To be managed through reviews performed by an experienced
project objectives. Project Manager, Superintendent, and other project team
members.
Public Disruption Mitigation
Risks
Traffic disruption. Arkana Drive will remain open during the works with minor delays
to be expected. Resident access will be available at all times.
Communication issues. Council’s internal Infrastructure communications and consultation
Officer is appointed to the project and will help coordinate the
communications and consultation to community members.
Noise from plant and This will be minimised by working during normal working hours
equipment may be a where possible.
cause of disruption to
residents.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Departments/Sections Consulted:
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SERVICES & ORGANISATION COMMITTEE MEETING 11 JULY 2023
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