Contract Management Plan 62

Generic Shire Council
< < Insert council’s name & logo in the headers

and council’s document number and issue date in the footers > >
Contract Management Plan
for Services for the RTA under the RMCC
<<Generic Shire Council>>

<<Long St.,>>
<<Generic NSW 2345>>
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Generic Shire Council: Contract Management Plan
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
Page 2 of 65 GSC: CMP: RTA: RMCC Ed 1 / Rev 0

About this release
Document Number: <<GSC: CMP: RTA: RMCC>> Edition 1 / Revision 0

Title: Contract Management Plan
Author: <<XXXX>>
Ed 1 / Rev 0 1 October 2008 <<New Plan OR Replaces Doc. No. OR ………….>> <<Engineering Director>>
Issue Date Revision Description Authorised by
Management Review
See Section 16 for details

Planned Scope Review By Review Record
Review Date Ref no. Date
1 Oct 2009 General Manager and <<XXX>>
1 Oct 2010
1 Oct 2011
Endorsement of CMP
______________________________ / /
General Manager Date
______________________________ / /
<<Engineering Director>> Date
______________________________ / /
<<Position>> Date
Ed 1 / Rev 0 GSC: CMP: RTA: RMCC Page 3 of 65

Table of Contents
About this release.............................................................................................................3
Management Review........................................................................................................3
Endorsement of CMP........................................................................................................3
Table of Contents.............................................................................................................5
1. Overview..................................................................................................................6
2. Review of RMCC prior to Council’s acceptance...........................................................10
3. Scope of the Services...............................................................................................10
4. Determining RTA’s Requirements- Planning & Communication....................................11
5. Management of the RMCC........................................................................................12
6. Price and Cost Management.....................................................................................12
7. Time related responsibilities.....................................................................................12
8. Continual Improvement............................................................................................12
9. Quality Management................................................................................................12
10. Risk Management....................................................................................................12
11. Procurement Management.......................................................................................12
12. Worksite Meetings...................................................................................................12
13. Communication, Document & Records Management..................................................12
14. Reporting................................................................................................................12
15. Meetings.................................................................................................................12
16. Reviewing this Contract Management Plan................................................................12
Appendix A The Assets..............................................................................................12
Appendix B <<General Manager’s>> Checklists.........................................................12
Appendix C Hold Points & Witness Points....................................................................12
Appendix D List of Contacts.......................................................................................12
Appendix E Inspection: System and Records..............................................................12
Appendix F Risk Management Plan................................................................................12
Appendix G Community Relations Plan.......................................................................12
Appendix H Communications and Reporting Plan.........................................................12
Appendix H.1. Preface....................................................................................................12
Appendix H.2. General....................................................................................................12
Appendix H.3. Internal Communications..........................................................................12
Appendix H.4. External Communications ~ not RTA.........................................................12
Appendix H.5. Summary of Identified Records and Reports and Notifications to the RTA...12
Appendices I to L Not Used..........................................................................................12

Appendix M Definitions..............................................................................................12
Last page.......................................................................................................................12


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1. Overview
Introduction
<<Generic Shire>> is in the <<XXX>> Region of NSW. It is bounded to the North by XXX,
in the South by XXX and to the West by<<XXX>>. The local government area (LGA) has an
area of approximately <<XXX>>km2.
The <<XXX>>km road network in the LGA comprises State, Regional and Local Roads with
a range of road users.
Council undertakes maintenance and servicing of Council Assets and construction of new
infrastructure.
Council also undertakes these tasks for external clients, particularly the Roads and Traffic
Authority, NSW (“RTA”).
The requirements for the construction, maintenance and servicing of RTA assets are set
down in the Road Maintenance Council Contract (“RMCC”) between Council and the RTA.
This contract includes specifications which provide much of the detail.
The works and services to meet these obligations are, for brevity, called the “Services” in
Council’s RMCC Contract Management System. These will be supplemented by Work Orders
which the RTA may issue from time to time.
Scope of this Plan

This Contract Management Plan (“CMP”) sets down Council’s overall management of the
SERVICES.
It includes Council’s:
 Risk Management Plan – see Appendix F,
 Community Relations Management Plan- see Appendix G - and
 Communications and Reporting Plan – see Appendix H.
It also provides a framework for Council’s RMCC Contract Management System which
comprises the Management Plans shown below.
 the Contract Management Plan itself and the
 Quality Management Plan (which includes a Records Management Plan),
 Site Specific Safety Management Plan ( in this context, “Site” is the road network),
 Environmental Management Plan,
 Traffic Management Plan,
The following model plans will be obtained from the RTA and tailored to Council’s operations
if they are required
 Rest Area Management Plan,
 Stockpile Management Plan,
 Landscape Management Plan and
 Vacant Property Management Plan
Should a conflict exist between any of Council’s Plans and the RMCC then the RMCC will
prevail.

Purposes of Council’s Contract Management System

The purposes of Council’s Contract Management System are to:
 Set down Council’s management of the RMCC,
 Provide guidance to Council staff on Council’s obligations under the RMCC,
 Ensure that the RTA’s RMCC objectives are met and
 Assure the RTA that Council is fulfilling its obligations regarding the RMCC,
and to identify:
 All positions / roles which have responsibilities with respect to the RMCC,
 The responsibilities and authorities of the above nominated RMCC roles and
 The frequency and responsibilities of contract management review.
Council’s Objectives
Council is the steward of parts of the State Road Network within its LGA.
Council’s objectives with respect to the RMCC are to:
 Deliver to the RTA quality Services cost effectively, in an environmentally friendly way
and to the RTA’s specifications,
 Ensure the health and safety of Council employees, subcontractors, all road users,
the general public and RTA personnel who may be on or around work sites,
 Provide timely reaction to unplanned situations,
In order to achieve these objectives, Council will:
 Continuously improve work practices and methodologies;
 Adopt where possible best practice road maintenance procedures;
 Ensure pricing is transparent in the delivery of road maintenance services;
 Transfer knowledge between RTA and other councils in NSW via a Peer Exchange
Group;
 Communicate openly, honestly and in good faith and
 Focus on value for money in the delivery of road maintenance.
Council’s objectives will be met through good leadership, commitment and continual training.
Principles of Project Management

The CMP has been developed bearing in mind the principles of good project management
practice. It addresses the following key elements:
 Scope Management  Risk Management

 Price & Cost Management  Managing Community Relations
 Time Management  Procurement
 Quality Planning and Management  Resource Management
 Communication, Documentation and
Reporting

Steps in Project Management - Overview

The main steps in Council’s Contract Management process are:
 Determining:
 What the client (in this case the RTA) wants by examining the contract documents,
talking to the client and by site inspection (the joint inspection and the Joint
Planning Assessment),
 How Council will carry out the Services,
 The resources (people, skills, systems, equipment etc) required,
 How long the SERVICES will take,
 How much SERVICES will cost and
 Determine the timing of cash flows.
Then either:
1. Obtaining a Contract, in this case the RMCC.
This commits and funds Council to carry out the Services.
OR
2. For Ordered Work for the RTA:
 Designing the Services
 Obtaining a Work Order.
Ordered Work brings with it additional funding and additional, special requirements
for example separate specifications such as M250 Heavy Patch,
RTA 3061 Bound & Unbound Material for Road Maintenance.
Then:
 Planning and Organising: The <<Council Insert Position>> will then expand on the
planning carried out above to ensure the team (Council and Subcontractors/ Suppliers)
knows what has to be done and the resources required to do it. This results in the
Road Maintenance Annual Plan [“RMAP]”), a budget and a Project Quality Plan
(“PQP”). See Clause 4 for details.
 Resourcing: Consider whether the resources available are sufficient and supplement
them where practicable
 Directing: Ensure Council has, and uses, the tools required to direct operations: team
leaders, systems, standards, plans, communications, records.
 Doing: Carry out the Services,
 Controlling: Check to ensure the Services are proceeding to Plan and are of the
required quality. Resolve any shortfalls.
 Record Keeping: Keep records to a) be able to show the Services have met the
requirements and b) for future reference .
 Analysing: The <<Council Insert Position>> will analyse the work as it proceeds and
on completion to discover if it can be improved. See the Quality Management Plan.
 Reporting and Communicating: Council will report, notify and communicate as set
down in RTA M2 Annexure G and in the Community Relations Plan (Appendix G hereof)
and the Communications and Reporting Plan ( Appendix H hereof).

2. Review of RMCC prior to Council’s acceptance
The General Manager and <<Engineering Director>> will review the RMCC to ensure
Council can meet the obligations it is proposing to undertake.
3. Scope of the Services
Council has agreed to the scope of the Services under the RMCC. The list of roads to be
maintained is reproduced in Appendix A of this CMP.
The Services will be undertaken by Council in accordance to the RMCC particularly the
Intervention and Rectification Requirements specifications. The Services, where applicable,
pertain to the following Services:
 Pavement Maintenance;
 Corridor Maintenance;
 <<delete if not applicable Maintenance of Rest Areas and Roadside Toilets>>,
 Drainage Maintenance; and
 Traffic Facilities Maintenance.
Generally, the Services include:
 Inspection of the Assets so as to identify Defects and Hazards.
 Appropriate response to all Defects and Hazards–whether Mandatory Activity Routine
Services or Supplementary Activity Routine Services (see RTA M2 Annexure D.1) or
Ordered Work (see RTA M2 Annexure D.2)
 Providing timely restoration of road network condition in response to unplanned
situations
 Providing an Emergency and Incident response service including vehicles, stores and
compounds
 Undertaking Services ordered by the RTA
 Negotiating with Utilities, RailCorp and other Authorities when their assets impinge
upon Services
 Participating in the Joint Planning Assessment process and
 Reporting.
Delivering the Services requires of the Council:
 Risk Management – see Council’s Risk Management Plan at Appendix F hereto,
 Management of Relations with the Community – see Council’s Community Relations
Plan at Appendix G and
 Communication within Council, with the RTA and with external bodies – see Council’s
Communications and Reporting Plan at Appendix H.

4. Determining RTA’s Requirements- Planning &

Communication
This section addresses Clauses 7.2 of ISO 9001:2000 and RTA Q4M. It complements
Council’s Quality Management Plan.
4.1 Network Planning

As required by the RMCC, Council will carry out with the RTA annual joint network
inspections and Joint Planning Assessments (“JPA”) – usually in March of each year. See RTA
M1 Clause 3.1.
The <<Council Insert Position(s)>> will represent Council.
The purpose of the JPAs is to:

 Assess the condition and needs of the Road Network.
 Consider Services that improve road safety.
 Identify projects that may be required on the Road Network in the mid to long term
(1 to 5 years).
 Provide an input into the development of the Road Maintenance Annual Plan.
The RTA will provide:
 by 28 February of each year of the Contract Term:
 the likely Fixed Upper Limit for the next Maintenance Period; and
 the indicative funding allocation for, and indicative time frames for performance of,
Ordered Work, in the next Maintenance Period; and
 by 30 April of each year of the Contract Term, the actual Fixed Upper Limit.
Before the JPA is carried out Council will provide the following information:
 Historical information of maintenance treatments carried out.
 Expected global unit rates for various pavement treatments to assist in planning.
 Reports on maintenance accomplishment, from the accomplishment reporting
system.
 List of outstanding Defects from the Maintenance Defects Register.
 Any new Work Proposals.
 Suggested priorities and potential future Work Proposals.
4.2 Road Maintenance Annual Plan

In consultation with the RTA Council will develop with as much precision as is practicable an
annual program of works which is based on the particular needs of the Road Network and
which is intended to reflect the anticipated (and achievable) work program and the funding
available.
The RMAP will set down the nature and timing of the Services. It will follow the sample
format in RTA M2 Annexure G.2 & G.3. It will include planned Routine Services (including
Mandatory and Supplementary Activities) and their intended order of priority and indicative
Ordered Works, taking into account:
 RTA's advice as to the indicative funds available,
 Any planning discussions with RTA regarding maintenance priorities,

 Council’s assessment of required Maintenance Activities, based on its own inspections

and forward planning and
 Council’s resources and other commitments.
The RMAP will be agreed with RTA and ready for use at the beginning of each Maintenance
Period. It will be reviewed and updated every quarter to reflect the currency of the planned
activities. The updated RMAP will incorporate any changes in work priorities and include any
major Ordered Work issued. Each update of the RMAP will have a different version number
and will be retained in Council’s record management system.
The RMAP will be used to monitor the performance of the Services by comparing, on a
quarterly basis, the actual expenditure and accomplishment with the plan. Council, by
actively involving itself in the planning process, will seek opportunities to increase
Supplementary Activities by coordinating them with other Services and by improving the cost
savings in Mandatory Activities.
4.3 Inspection System

The RTA requires that Council systematically inspect each road to identify defects and
subsequently to confirm that repairs have been done.
The <<Council Insert Position>> has prepared an Asset Inspection System for Council staff
(RTA M1 Clause 3.3.6) to conduct inspections throughout the RMCC on each segment of
road network. It encompasses:
 Routine Inspections to identify risks and all defects requiring repair (at the frequency
in RTA M2 Annexure D.1.2) These inspections will include:
 Primary (daytime drive-by inspection),
 Night inspections and
 Critical site inspections, (RTA M2 Clause D.1.3).
 Recording Defects and incidents reported by the public.
 Providing a method for tracking compliance with the inspection requirements and
Maintenance Intervention & Investigatory Requirements.
It will also provide robust evidence for use in court.
Council will arrange for additional inspections, as considered necessary or prudent following
complaints, incidents or events that may cause damage to an asset (e.g. heavy rainfall).
4.4 Inspections, Defect Identification & Monitoring

A flowchart in Appendix E shows Council’s system and its records.
Accomplishment and other reporting will be made as required by the contract (eg RTA M2
Annexure G).
4.5 Work Orders - Customer Communication

The<<Council Insert Position>> is responsible for negotiating, obtaining and initiating
Services on RTA Work Orders.
<<Council Insert Position>> will determine and review the requirements of the RTA and any
additional requirements not stated by the RTA but necessary, in Council’s view, to make the
finished product fit for its intended use and negotiate these with the RTA. (See ISO 9001
Clause 7.2).

5. Management of the RMCC
Council has warranted that it will provide people, materials, resources and systems to
properly perform the Services.
Council and the RTA require the people to be competent, experienced and qualified to carry
out the Services.
The RMCC Organisational Chart is: << General Manager: Please insert council’s RMCC
organisation >>
General Manager
Record Keeping
Engineering Director
Representative
Contract Manager
RTA RMCC
Environmental
Site Safety Site Safety Representative
Quality Management Management
Representative (West) (East)
Representative
The names of the people holding these positions as at 1 October 2008 are shown in List of
Contacts.
Responsibilities
The principle responsibilities and authorities of Council staff are:

General Manager
General Manager will:
 Manage a review of the RMCC documents as soon as they are available,
 Ensure what the RTA requires of Council – the Services – is understood,
 Review Council’s intended commitment before execution of the contract and
 Execute the contract if so authorised,
and throughout the RMCC’s term ensure Council’s delivery of the Services:
 Is properly planned, organised, directed and controlled,
 Is properly resourced with people, equipment, facilities and systems,
 Complies with all safety and environmental legislation,
 Complies with all other legislation and
 Is achieving its objectives.
And, if either Council or the RTA has given notice to the other of an Issue and it has not
been resolved within 10 Business Days of the notice of Issue, meet with the RTA's Regional
Manager and, acting in good faith try to resolve the Issue quickly.
The General Manager’s responsibilities remain with him / her, however, the General Manager
has delegated as follows:
<<Council can re-allocate the responsibilities below as is appropriate to its organisation.
Every responsibility must be allocated to either a) a position shown below or b) to a position
Council inserts below and inserts into the Organisation Chart.
If any responsibilities are missing from the Plan submitted to the RTA the Plan will be non-
conforming>>.
<<Engineering Director>>
The <<Engineering Director>> has delegated authority from, and responsibility to, the
General Manager for:
 The overall RMCC operation,
 Determining what the RTA requires of Council – the Services,
 Risk Management,
 Procurement Management including a) the selection of major subcontractors and
suppliers and b) ensuring all subcontractors and suppliers meet the RMCC’s OH&S, QA
and Environmental requirements,
 Ensuring that processes and control systems needed for Council’s network inspection,
quality management, environmental and safety plans are established, implemented
and maintained as stipulated,
 Identifying and planning special processes (including testing and surveying),
arranging personnel and monitoring methods, regularly reviewing special process
procedures,
 Approving PQPs (where required) for individual projects including those of
subcontractors,
 Arranging and approving construction programmes including RMAPs, budgets and
cash-flow estimates,
 Liaison with regulatory agencies regarding requirements for approvals licences,
permits and authorities,
 Arranging and approving training,

 Applying the Key Performance Measures to monitor progress and costs against
programmes and budgets,
 The performance of the team delivering the Services,
 Ensuring that the requirements of all the plans are properly implemented,
 Carrying out final review of all inspection/test results including those of
subcontractors,
 Annually reviewing the continuing suitability, adequacy, and effectiveness, of all the
plans,
 Community Relations including:
 Analysing community needs, expectations, issues, priorities and preferences and
determining which can be accommodated,
 Addressing complaints about Quality, OH&S and Environmental Impact,
 Chairing Community Consultation Meetings and
 Communicating with the RTA Representative regarding the above.
 Being Council’s first 24 hour per day contact for safety and environmental incidents
and emergencies on the Network and
 If either Council or the RTA has given notice to the other of an Issue and it has not
been resolved within 5 Business Days of the notice of Issue, meet with the RTA's
Senior Project Manager and, acting in good faith try to resolve the Issue quickly.
<<Council’s Contract Manager>>

<<Council’s Contract Manager>> is the authorised liaison person with the RTA on all
matters associated with this RMCC.
<<Council’s Contract Manager>> has delegated authority from, and responsibility to, the
<<Council Insert Position eg Engineering Director>> for:
 Day to day worksite management;
 Allocation of all resources required for the implementation of all the plans,
 Ensuring that the Quality, OH&S and Environmental control measures are maintained
and that work-in-progress is inspected,
 Identifying training needs and arranging for employees and subcontractors to attend
the training,
 Holding toolbox meetings and team briefings,
 In the absence of the Quality Management Representative, Site Safety
Representative or Environmental Management Representative, for all their
responsibilities,
 Ensuring subcontractors/suppliers have suitable qualifications and experience, and
are inducted into project/worksite-specific requirements prior to commencement of
work on site,
 Assessing and monitoring subcontractor’s capabilities and performance in respect of
worksite activities,
 Ensuring materials, equipment and other goods are appropriately packaged and
stored,
 Ensuring daily plant inspection is carried out and the plant is kept in safe operating
condition,
 Carrying out receiving inspection on items purchased for the project,
 Determination of traffic control at the worksites,
 Reporting as required under the RMCC. See Appendix H.5. hereof,
 Implementing process controls developed for the Services;

 Managing Services so disruption and nuisance is minimised,

 Training site staff in the:
 on-the-spot handling of complaints and comments and
 use of the Complaints Register and
 advising RTA’s Traffic Management Centre of delays which are, or are anticipated to
be greater than 15 minutes.
 Assisting the Engineering Director at Community Consultation Meetings.
 Being a back-up Council 24 hour per day contact for safety and environmental
incidents and emergencies on the Network and
 If either Council or the RTA has given notice to the other of an Issue meeting with
the RTA's Authorised Person and, acting in good faith trying to resolve the Issue within
5 Business Days.
<<Office Manager>>
<<Office Manager>> has delegated authority from, and responsibility to, the <<Council
Insert Position eg Engineering Director>> for:
 Establishing a Complaints Register,
 Establishing a 24 hour telephone service to ensure prompt response to Hazards,
 Providing details of the complaints which are not within the scope of the Services to
the RTA within 24 hours, together with the <<Engineering Director’s>>
recommended actions (where appropriate) for dealing with the complaint,
 Managing the Complaints Register,
 Managing the 24 hour telephone service,
 Summarising the data from these for the <<General Manager and Engineering
Director>>,
 Drafting, for the <<Engineering Director’s>> approval, and then placing the
advertisements developed through the Community Consultation Procedure,
 Drafting, for the <<Engineering Director’s>> approval, advertisements,
announcements and flyers to warn of impending traffic and access disruption and
delivering or placing them and
 Designing signs for the projects for the <<Engineering Director’s>> approval.
<<Record Keeping Representative>>

The General Manager has nominated <<Council Insert Position>> to be Council’s Record
Keeping Representative with delegated authority from, and responsibility to, the <<Council
Insert Position (GM or Engineering Director)>> for ensuring that Council’s Record
Management Plan is fully implemented for the Services under the RMCC and to be Council’s
authorised contact person for communications with the RTA on record keeping matters.
Their responsibilities, which are detailed in the Records Management Plan (“RecMP”), include
filing, indexing, storage, movement, retrieval and disposal of records. This person is fully
conversant with the RecMP, the record keeping system and progress with hand-over of
Identified Records and will promptly provide access to or copies of records to the RTA as
required.
Nominated Positions
As required by the RMCC Clause 2.2 and as shown in the organisation chart, the General
Manager has nominated the following:

 A person who is authorised to act with Council’s full authority in all matters in relation
to the RMCC.
 A Quality Management Representative. See RTA Q4M Clause 5.5.2,
 A Safety Representative. See RTA G21M Clause 4.1 and
 An Environmental Management Representative. See RTA G34M Clause 4.2.
Quality Management Representative:

The General Manager has nominated <<Council Insert Position>> to be Council’s Quality
Management Representative (“QMR”) with delegated authority from, and responsibility to,
the <<Council Insert Position (GM or Engineering Director)>> for the maintenance of the
QMP.
The QMR’s responsibilities are set out fully in the Quality Management Plan.
The QMR is also responsible for creating and keeping current Council’s List of Contacts. See
Appendix D.
Safety Representative
The General Manager has nominated <<Council Insert Position>> to be Council’s Safety
Representative with delegated authority from, and responsibility to, the <<Council Insert
Position (GM or Engineering Director)>>for ensuring that Council’s Occupational Health and
Safety Policy and Council’s Site Specific Safety Management Plan are fully implemented for
the Services under the RMCC.
The Safety Representative is to keep Council management informed of all issues relevant to
the OH&S System.
The Safety Representative is a point of contact within Council on these matters and is
particularly responsible for communicating with the RTA Representative on all OH&S related
issues.
The Safety Representatives responsibilities are set out fully in the Site Specific Safety
Management Plan.
Environmental Management Representative:

The General Manager has nominated <<Council Insert Position>> to be Council’s
Environmental Management Representative with delegated authority from, and
responsibility to, the <<Council Insert Position (GM or Engineering Director)>> for ensuring
that Council’s Environmental Policy and Council’s Environmental Plan are fully implemented
for the Services under the RMCC.
The Environmental Management Representative is to keep Council management informed of

all issues relevant to the Environmental Plan.
The General Manager has nominated <<Council Insert Position>> to be the authorised
contact person for communications with the RTA and the Department of Environment &
Climate Change (DECC) on environmental matters.

6. Price and Cost Management
Council will undertake price and cost management under this RMCC in accordance with
Council’s accounting system.
The Services will commence only after RTA authorisation – except in the case of Incident
and Emergency Response.
Each Claim for Payment for Ordered Work will be accompanied by progress report
(quantities and costing details) and records of conformance.
Under the RMCC, Council’s prices for Services include the cost of everything associated with
or necessary for the Services.
Council Staff will complete appropriate documentation in accordance with RTA requirements
so that payment claims can be processed.
Variations to Services will be negotiated between Council and RTA depending on prevailing
circumstances.
7. Time related responsibilities
Council will:
7.1. in Meeting, Reporting and Notification:

Meet the timing set down in Appendix H.5.
7.2. in Setting up for the Services

Mobilise resources within the specified time for any additional Services ordered by the
RTA.
7.3. in Planning the Services:

 Carry out annual Joint Network Inspections (“JNI”) , usually in March each year.
 Following the JNI each year, carry out a Joint Planning Assessment (“JPA”). See RTA
M1 Clause 3.1.
 Carry out regular day and night inspections.
7.4. in Performing the Services:

 Commence the Routine Maintenance on 1st October 2008.
 Not proceed beyond any Hold Point until it is released.
 Identify, respond to and rectify defects within the times specified by the Intervention
Standards
 Achieve the Time for Completion stared on the Work Orders for works or Services.
 Meet the Response Times specified each type of work or service including
Emergencies and Incidents.

7.5. in Community and Road User Relations:

 Notify residents and businesses affected by disruption to property access or by night
works in built-up areas. A letter will:
 be “letter-box-dropped” at least three Business Days before the proposed date and
 detail the dates and times of the proposed access restrictions and contact details.
 Perform Services only in the times permitted. See RTA G34M Clause 4.7.
7.6. in Safety:
Council will:
 Immediately remove from the worksites and Services any non-compliant plant.
 Conduct health and safety inspections at least weekly to identify hazards associated
with Services performed under the RMCC. This included Services done by
subcontractors.
 Review monthly the Risk Assessment and Risk Control Plan (or earlier if there has
been an injury, if the Services is to be changed or if is thought to be invalid). See
G21M Clause 4.
8. Continual Improvement
8.1 General
Council is committed to continual improvement of its Performance and its Contract
Management System and the Management Plans of which it is comprised. To this end it is
expected Council and the RTA will work together as a team to achieve continual
improvement in working procedures, the product and in contractual arrangements.
Continual monitoring of the Services and reporting of incidents and non-compliance within
Council’s Systems, Plans and this Contract Management Plan will contribute to this
improvement.
Improvements will be aimed firstly at those areas where the quality, OH&S or environmental
risk is greatest and, wherever possible, such improvements will set measurable targets to
allow clear monitoring of results.
In seeking continual improvement, Council will consider any new technologies available and
will analyse the Key Performance Measures.
8.2 Key Performance Measures

Council will asses its performance in providing the Services – are the Services:
 Being adequately planned and coordinated;
 On time and within budget;
 Adopting process improvements; and
 Delivering value for money?
Council will, if its performance is not in accordance with the requirements of the Contract,
implement process improvement.
Key Performance Measure (KPM) reports will be submitted each quarter and also annually.
The reports are based on KPMs and Targets including criteria such as timeliness, value for

money, forecasting accuracy and compliance with Quality, Safety, Traffic Management and
Environmental requirements. Council will use methodology of RTA M2 – Annexure E.
8.3 Improvement of this Contract Management Plan

The <<Council Insert Position>> is responsible for updating/amending the CMP and the
associated Plans following any corrective action and having those changes approved and
distributed.
Particularly, if Council’s CMP and other associated Management Plans:

 Do not adequately address the Specification requirements; or
 Are causing nonconformity; or
 Have to be revised as a result of an audit; or
 No longer represent the current and/or appropriate practice, or
 The scope has changed.
Council will immediately implement changes.
The revised document and the input which led to the changes will be reviewed by Council’s
General Manager, approved by him/her and then forwarded to the RTA Representative for
his/her record.
In addition, Council’s <<General Manager or Engineering Director>> will overview the

operation of the RMCC as set out in Clause 16 and using the checklist in Appendix B.
9. Quality Management
Council has warranted it will deliver the Services through an approved Quality Management
Plan which complies with RTA Q4M.
Council management is familiar with Council’s QMP and will use it as a basis for internal
auditing and surveillance of Council’s operations.
The <<Council Insert Position>> will develop audit and surveillance checklists which will be
based on Council’s QMP.
Council anticipates the RTA contract management team will use Council’s QMP as the
primary guide to ensure that Council achieves consistency and best practice in terms of the
Quality of Services delivered.
When requested by the RTA for the purposes of RTA audits and surveillance, Council will
provide:
 Additional controlled copies of the Quality Manual, Project Quality Plan(s) and
associated quality management system documents and
 Records, access to the Services and assistance to allow the RTA to carry out
validation of RTA supplied designs.
Council will make suitable facilities available at the site to accommodate an audit team of
three persons. The cost of providing such facilities will be borne by Council.

10. Risk Management
Council recognises it is responsible for managing the risk associated with its operations.
Council’s Risk Management Plan, which is incorporated as Appendix F, addresses the risk
management process namely:
 Identification of potential risk,
 Analysis of likely frequency and consequences,
 Establishment of the level of risk,
 Determination of the strategies to manage or reduce the risk,
 Determination of the most appropriate method to manage risk and
 Monitoring the effectiveness of Risk Management
Risks in OH&S, Environmental Protection and Traffic Management are addressed separately
in the corresponding Plans.
11. Procurement Management
Council will carry out the procurement of materials and Services in accordance with RTA
Q4M and the task specifications, for example RTA M250 Heavy Patch and RTA 3061 Bound &
Unbound Material for Road Maintenance.
In following the principles of sound project management, the <<Council Insert Position>>
will:
 Determine RTA’s requirements.
 Establish agreed procurement processes with the RTA Representative.
 Conduct procurement processes which establish common goals and minimise
uncertainty.
 Review progress, resolve conflicts and achievements of project objectives within the
legal framework of the RMCC.
 Manage RMCC finalisation procedures to ensure RMCC deliverables meet contractual
requirements.
Council recognises that subcontracting (whether approved or not) does not relieve Council of
any of the requirements, liabilities or obligations under the RMCC. Accordingly, it will:
 Ensure subcontractors have, and fulfil, the same quality, safety, environmental and
record keeping responsibilities that Council has to the RTA.
 Ensure the right of the RTA:
 To monitor, audit, inspect, test and sample subcontractor’s management systems and
plans, products, designs and activities and
 To inspect and copy records and report on the subcontractor’s performance.
Furthermore, Council will ensure that all its subcontractors and all workers employed in
carrying out the RMCC are fully paid money properly due and payable to them in connection
with the RMCC under relevant awards, contracts and enterprise agreements.

12. Worksite Meetings
Toolbox talks for employees and subcontractors will be held on a <<weekly>> basis. These
will be supplemented with regular planned safety meetings as well as OHS committee
meetings.
Topics will include current OH&S and Environmental issues.
13. Communication, Document & Records Management
Council will meet its obligations regarding the communications, document and record
management functions in accordance with its approved Communication Management and
Records Management Plans. The <<Council Insert Position>> will ensure that Council
implements these functions by:
 Planning the communication process by identifying, documenting and analysing the
information requirements to ensure the quality, validity and timeliness of information
and communication.
 Maintaining a Complaints Register and 24 hour telephone service.
 Guiding the application of information management by generating, gathering, storing,
retrieving and disseminating information which will help the <<Council Insert
Position>> manage the decision making process.
 Implementing project reporting processes by establishing agreed communication
networks between Council, RTA and other stakeholders and
 Periodically reviewing the outcomes and objectives to determine the effectiveness of
management information and communications processes.
Council anticipates Council documentation & records relating to the RMCC will be scrutinised
by the RTA at reasonable intervals.
14. Reporting
Council with report and notify as set down in this report including as set out in Appendix E.
The reports and notifications to the RTA are summarised in Appendix H.5..
15. Meetings
Council and a representative of the RTA will meet as set out in RTA M2 Annexure F.2.
Within one week of the meeting, Council will receive a copy of the minutes of the meeting.
Within 3 Business Days of the receipt of the copy of the minutes, Council will notify the RTA
of any item from the meeting that in our opinion has not been correctly recorded.
16. Reviewing this Contract Management Plan
In addition to the revisions set down at Clause 8.3 this CMP will be regularly reviewed.

The planned target dates (or frequencies) at which this will take place and the personnel
who will participate in the review are identified in the table at Management Review at the
beginning of this plan. Council’s <<insert position>> will maintain records of any review.

Appendix A The Assets
A. 1 List of roads
Built-up
Generic
Maintenance Area
Road No. Road Name From To Nominal
Category (Yes /
Work Limit
No)
e.g.
Motorway
e.g.
Formation
e.g. Kerb
e.g. Lane
A. 2 Map of roads
<<Insert maps>>
Further details are set down in RTA M2.

Appendix B <<General Manager’s>> Checklists
Organisation, Responsibility & Employment Conditions
ITEM PROMPT COMMENTS NCR CAR
Are the positions on the organisation Check

chart current
Do all positions on the organisation Check

chart have a corresponding Job
Description
Have employees sighted them Seek evidence
Is Council complying with NSW Seek Evidence

Industrial Relations Guidelines?

Generic Shire Council: Inspection System and Records
Training
Are the training requirements Check training

identified and current: matrix / charts
OH&S
Quality
Environmental
How does Council know which staff Check training

have the appropriate skills and matrix / charts
qualifications
Are all staff identified on the Verify

Training Register
Have separate training records been Individual training

retained – if so, where are they records - verify
Are the training records current Verify
Do we have proof of training Check training

conducted records
Are Council’s training requirements Randomly check

discussed with individual employees employees

Complaints & Problems
Is all nonconforming material / Check

equipment labelled appropriately
Have all employees been informed Check training

as to their responsibilities regarding records
immediate action on problems,
Randomly check
customer feedback and suggestions
employees about
relevant
responsibilities
Are all employees informed about Check training

the correct procedures required to records
handle customer complaints
Are any easy
reference charts /
guides available
Have there been any accidents since If required, check

the last Audit. If so, have all Accident Report
Accident Reports been reviewed and Forms
forwarded to RTA within 5 working
days
Have all corrective procedures been Check records

documented for future reference
What procedure is used to Check records

investigate and action CARS issued
Ask staff to explain
by the RTA and to ensure the RTA is
how corrective
advised of the appropriate action
actions have led to
within 7 days
prevention of
recurrence of
problem

Service Delivery Standards
How is customer satisfaction Surveys

monitored
Ask individual
customers
Assess number of
complaints
Have any customer surveys been Seek evidence

conducted since the last audit
How does council organisation Has the

ensure all staff are adhering to the organisation kept a
Service Delivery Standards record of
complaints

Operational Procedures
Have Induction checklists and Check records

training records for all staff been
completed and appropriately signed
and endorsed
Have all maintenance records been Check records

completed and appropriately signed
and endorsed
Have all Supervisors been instructed Check training

and trained in the supervision of records
subordinates including:
Randomly check
- quality of Services staff –
- safety of work practices
- environmental considerations
How does the organisation control Refer work

the quality of its operations and instructions
Services
Equipment Maintenance
Are all daily, weekly and fortnightly Check records

inspection and maintenance records
being completed and verified
Have any equipment defect reports Check records

been generated since the last audit
When was the last check of safety Check records and

items conducted by Council record date

Prior to Review by RTA
Have previously identified Check records

deficiencies been rectified
What corrective action has been Check new

taken to ensure deficiency does not procedures
reoccur
Have all CARS been sent to RTA Check records and

Representative within 7 days and dates
has a list of completed CARS been
retained by Council
Has results of RTA Review been Randomly check

discussed with relevant staff by employees
Council knowledge of
previous report
Have all Audit / Surveillance Visits Check records

Reports been retained by Council

Appendix C Hold Points & Witness Points
Reference in this Type Process Held Submission Details

CMP Hold or Witness
Start of Services which have any significant impact on any community.

Appendix G.3..3 Hold Stakeholder consultation strategy and
plan to RTA Representative for
approval.
Appendix G.3..7 Hold Changes to Project Plan to

accommodate community expectations,
issues, priorities and preferences.
Appendix G.3..9 Hold Community involvement and

communication programme to the
RTA Representative.
Appendix G.3..12 Witness Placement of Draft of advertisements and placement

advertisements schedule to RTA Representative.

Appendix D List of Contacts
Council’s RMCC contact list

Name Position Day-time Contact Mobile phone No.
No.
<<Erika Mustermann> <General Manager

<<Fred Bloggs>> <Engineering Director>
<<Jock MacGuffin>> <Contract Manager>
<Wilhelmina Smith> <Ganger-North>
<Ola Nordmann> <Ganger-South>
<Ay Nother > <Safety Representative>
<Heidi Normalverbraucher >> <Environmental Representative>
<Tomasina Cobley> <Quality Management Representative>
RTA RMCC contact list

Name Position Day-time Mobile phone
Contact No. No.
Other key contacts including subcontractors

Contact No. No.
Emergency contacts
Contact No. No.
<<Fred Bloggs>> <<Engineering Director>>
<Ay Nother <Safety Representative>
<Heidi Normalverbraucher >> <Environmental Representative>
<Alex MacGuffin>> <Contract Manager>
<<Add Ambulance, Fire, Police, HAZMAT, DECC, Spill Response Organisation, other Council
people, major subcontractors etc>>

Appendix E Inspection: System and Records
Appendix E.1. System Outline

Undertake inspection & identify Defects & Activities in accordance
with M20, M30, M40, M50 & M60 ( M2 Annexure H.3)
Is
YES
NO Defect likely
Mandatory Activity NO
Ordered Work? to become a Hazard
or Hazard? in the future if not
rectified ?
YES NO YES
Supplementary Activity
Is
NO
rectification a priority in light
of the Agreed RMAP or likely
to become a Hazard?
YES
Can Record on Work Schedule (M2 Annexure

YES Report immediately to RTA /
Inspector fix H.4) as Defect
immediately? Actioned / being actioned Initiate a Work Proposal
NO
Issue instruction to crew to fix

asap if Hazard. Otherwise
schedule work
RTA
YES
Undertake work issues Work
Order?
NO
Enter as a Daily Work Record

(M2 Annexure H.2)
Will Defect
Record in MDR as defect “deferred”.
rectification be
Continue to monitor. YES included as a Work
Develop Work Proposal in future.
Proposal or RMAP
Record accomplishment Schedule Supplementary Activity at
in the next
appropriate time.
2 years?
NO
Do not undertake work.

Continue to monitor. Do
not record in MDR.
Additionally: Incidents will be registered and the response to them recorded and
Vehicle Removals and Accidents/ Vandalism recorded. See Appendix E.9. to Appendix E.10..

Appendix E.2. Routine Inspection Frequency
Inspection frequency for each Maintenance Category

Type of inspection Measurement
I II III IV
Carry out daytime inspection of
Once every 2 Once per
the Assets (excluding off-road Nominal frequency Twice per week Once per week
weeks month
cycleways):
Carry out daytime inspection of
Once every 2 Once every 3 Once every 4
off-road cycleways and access Nominal frequency Once per month
months months months
roads defined in Annexure C.1:
Carry out night time inspections of March and March and
the Assets each year during: Time of year November November
November November
Carry out inspections on specific
Reference Annexure C Annexure C Annexure C Annexure C
assets defined in Annexure C.
Carry out inspections relating to
critical sites at the frequency Reference --------------- In accordance with RTA M2 Annexure D.1.3 ---------------
specified in:
Appendix E.3. Inspection Calendar Record

Road Number: Segment Range:
Inspection Planned Inspec tion Record

Inspection NCR Reference
Details of Inspection
Type Name Date Date Initial (if applicable)
Ro ad Num b er : Seg m en t Ran g e:
Prepared by:
Authorised by:
Prepared by:
Authorised by:

Appendix E.4. Defect Identification Record
Defect Identification Record <<Generic Shire Council>>
From To
Road Number: Segment Range:
Inspection Category  Asset Type Day / Date Time Range Weather

From To
Daytime Night time Ordered
Where Proposed Repair Action / Programming

Maintenance
Local Problem / Defect Actioned Two Weekly Comments
Segment Activity Response Defects
Identification / Quantity (Unit) Immediately Schedule
Number Code Time Register
Chainage / Lane (Gang Code) (Gang Code)
(Number)
Certification: The inspecting officer certifies that this inspection has been carried out in accordance with the RTA’s requirements.
Transferred by:
Name Name Position
Position Transferred by: Name Name Position Position Date

Appendix E.5. Work Schedule Record
Gang: Period Ending:
Date Work Order, Work

Activity Complaint Done
Description of Work Work Location TCP No S M T W T F S S M T W T F S
Number or Defect (Yes /
Number No)
Planned by: Approved by:

Name Position Name Position

Appendix E.6. Maintenance Defect Register Report
Road Location Defect No. Defect Code Date Defect Defect Due Defect Quantity
No. Identified Date completion
date
Road Location Unique Use Defect Code Date defect Date Defect Date Defect Estimated
number reference Defect in relevant identified must be item of work extent of
identifier Intervention and repaired in completed Defect
Investigatory accordance
Levels with
Specification Intervention &
Investigatory
Levels

Appendix E.7. Daily Work Record

Appendix E.8. Accomplishment Reports

Simple
Accomplishment for each quarter Year to date

Maintenance Maintenance
UOM
Activity Code Activity Description Q1 Q2 Q3 Q4 Work Person
done Hours
Item code Description of the Units of Work Work Work Work Total work Person
describing the activity as per measure done done done done done year hours
work undertaken. Annexure D. (eg. m2). in first in in third in last to date. spent on
Include all work quarter secon quarter quarter activity
related to the d
Services. quarte
r
Notes:  Refer to RTA M2 Annexure D for Maintenance Activity Codes.

 An Accomplishment Report must include all activities related to the Services: Routine Services,
Incident Response Works and Ordered Work.
Detailed
Maintenance Maintenance Activity Road Location Work Person

UOM LGA
Activity Code Description Number Reference done Hours
Item code Description of the Units of Road LGA Location Work Person
describing the activity as per Annexure measure number number of work. done hours
work undertaken. D. (eg. m2). where work where Typically in spent
Include all work performed. work the period on
related to the perform segment . activity
Services. ed. number. during
period
Notes:  This report shows the total accomplishment for each segment (for the time period requested).
Reporting period is typically the 12 month of the financial year.
 An Accomplishment Report must include all activities related to the Services: Routine Services,
Incident Response Works and Ordered Work.
 Refer to RTA Annexure D for Maintenance Activity Codes.

Appendix E.9. Incident Register
Pro po se d Actio n
Incide nt
Incide nt Re pair Fo rm
Date Tim e Type Co de Lo catio n and De scriptio n o f Incide nt
N um be r Actio n W ho W he n by Co m ple te d
( Y / N)
Type Co de :
A. Accidents / Spills C. Rock Falls and Slips E. Vandalism
B. Flood / Fire / W ind D. Pavement / Bridge Failure F. O ther

Appendix E.10. Incident Response Form

Contract Details IN
(Assigned unique number
Contractor's Name: for incident)
Contract No.
Contractor's Representative:
Crew / Gang Code Ganger / Leading Hand Day / Date Time Range
From To
Materials OFFICE USE
Type of Material Supplier New / Used Quantity Used Rate Cost
Total Materials Cost:
Labour OFFICE USE
Name Classification Hours Worked x Overtime Rate Total Hours Rate Cost
Total Labour Cost:
Plant / Equipment and Special Services OFFICE USE

Hired or Council
Item Hours Working Hours Idle Rate Working Rate Idle Cost
/ RTA
Plant / Equipment and Special Services Cost:
Total cost of repairs:
General Remarks
Detail any factors which may affect repair costs (eg. inclement weather, heavy traffic, repair difficulties, reasons for large gang etc.)

Appendix E.11. Vehicle Removal Report (Unattended & Abandoned

Vehicles)
Contract De tails IN
Contractor's Name:
for incident)
Contract No.
Ve hicle which is not a hazard or obstruction

Advise the Principal, within one Business Day, of vehicles abandoned but not constituting a hazard or obstruction to traffic.
Ve hicle which is a hazard or obstruction
Where the Contractor is satisfied on reasonable grounds that the vehicle constitutes a hazard or obstruction to traffic (vehicle or
pedestrian) the Contractor must immediately remove the vehicle to a safe location unless the vehicle is also considered to be
abandoned. Vehicles that are abandoned must be impounded. W ithin one Business Day of impounding any vehicle the Contractor must
advise the Principal of the date, time and location of the impounding, the current location of the vehicle, and the make, model, and
registration number of the vehicle.
Ge ne ral De tails
Em ploye e : Date :
Tim e call re ce ive d: (24 hour time)
Advice re ce ive d from (circle ) RTA Police Other Authority:
Locatio n of ve hicle :
Is ve hicle (ple ase circle ) (A) Obstructing Traffic (B) Not Obstructing Traffic
Date arrival at site : Tim e arrival at site : (24 hour time)
Co nform s with re sponse tim e re quire m e nts: Y / N
N onconform ance N um be r (if applicable )
Ve hicle re m ove d to:
Tim e TMC advise d that site is safe :
Vehicle De tails
Make and Mo de l:
Re gistration N um be r:
Has the ve hicle be e n dam age d: Y / N

De scribe dam age (if applicable ):
Costs associate d with re m o val

Appendix E.12. Accident / Vandalism Report
Contract Details IN
Contractor's Name: for incident)
Contract No.
Contractor's Representative:
General Details
Employee:
Time call received: (24 hour time) Date:
Advice received from (circle) RTA Police Other Authority:
Type of Incident (circle) Accident - No injury Accident - Injury / Death RTA Property damaged Vandalism
Location:
Date arrival at site: Time Arrival at site: (24 hour time)
Conforms with response time requirements: Y / N
Noconformance Number (if applicable)
Time Traffic Control Centre advised site safe: (24 hour time)
Description of incident (attach sketch of further notes if necessary):
Condition of Road / Shoulder / Bridge / Signals at time of accident:
Damage to RTA property (attach photo(s) and complete Incident Repair Details form as appropriate)
Details of people and vehicles causing damage

Name of Police Officer attending: Station:
Owner of vehicle: Phone Number:
Address:
Driver of vehicle: Phone Number:
Address:
Registration of vehicle: Licence Number:
Insurance Company Details:
Details of Witnesses:

Appendix F Risk Management Plan
Appendix F.1. Preface

Risk Management defined
“Risk” itself is the chance of something happening. Its impacts can be either negative or
positive eg they can range from injury to an employee to unexpected favourable weather.
Risk Management is a systematic approach to the management of events that might occur
and which would have an effect on Council’s and the RTA’s objectives.
Scope of this Plan

The Risk Management Plan deals with the process of risk management in delivering the
RMCC.
Although Risks in the vital areas of OH&S, Environmental Protection and Traffic Management
are addressed separately in the corresponding Plans, the process of Identification, Evaluation
and Treatment is the same for all and all will be entered in the Risk Management Register.
Note that for auditting convenience the Site Specific Safety Management Plan reiterates the
process.
Council’s Objectives
Council’s objective is to achieve an appropriate balance between realizing opportunities for
gains while minimizing negative impacts and losses.
Purposes of Council’s Risk Management Plan

Council’s aim is to manage the risk associated with its operations. This will not only reduce
harm but also deliver benefits for Council and the RTA:
 Fewer surprises,
 Improved planning, performance and effectiveness,
 Improved estimates and cost control,
 Better stakeholder relationships and
 Better outcomes.
Risk Management Process Overview

Based upon AS/NZS 4360 – 2004, Council summarises the process thus:

Appendix F.2. Risk Analysis

The<< General Manager and Engineering Director and the Safety and Environmental
Management Representatives>> will, in the context of the objectives set down in the
Contract Management Plan:
Establish the context

 Identify the stakeholders, among them being Council and the RTA, Council
employees, subcontractors, all road users and the general public.
 Define the basic parameters within which risks must be managed and set the scope
for the rest of the risk management process. The context includes Council’s external
and internal environment and the purpose of the risk management activity.
Identify the Risks

The<< General Manager and Engineering Director>> will determine:
 What might happen during each routine activity and each major project that would
affect the RMCC’s objectives and
 How would these events arise.
Evaluate and Register each Risk taking the following three steps to do so:
The<< General Manager and Engineering Director>>:
Step 1. Will estimate the Likelihood Rating of each risk and the Consequence
Rating of each risk using a simplified High / Medium / Low scale for both Ratings.
Step 2. They will then combine the above to determine the Risk Rating of each risk
using Table 1 as a guide.
Note: If the situation is too complex to be evaluated by this simplified process, the process
and matrices set down in AS/NZS 4360 – 2004 will be used
Table 1
Consequence Ratings
Low Medium High

  

Low  N L M
Likelihood Ratings
Risk Ratings
Medium  L M H
High M H E
Step 3. Enter the Risk and its Rating into the Risk Register.
Enter the Risk, its potential consequences and, in the “Original Risk” columns, its Rating.
Council has shown an example of a filled-in Risk Register at Table 4 overleaf. Council will
apply the steps set down in Appendix F.2. and Appendix F.3. to Council’s actual

circumstances and, within 15 Business Days of being notified of its appointment to the
contract, submit to the RTA Representative, a properly filled in Risk Management Register.

Example Risk Register
Table 4





Appendix F.3. Risk Treatment

<< General Manager and Engineering Director and the Safety and Environmental
Management Representatives>> will determine what to do about each Risk:
Favourable Risks:
 Develop plans to maximise the benefits should the risk eventuate.
Unfavourable Risks Rated E, H or M

 Develop treatments to eliminate each Risk or mitigate it to L or N.
 Enter the treatment into the Proposed Risk Treatment column in the Risk Register.
 Again follow steps 1. 2. and 3 to determine the Residual Risk after the treatment has
been applied.
Residual Risks Rated H or M:

 Emphasise these in the Action Plans, SWMS etc
Residual Risks Rated E after treatment:

 Inform the RTA Representative and with him/her develop an Action Plan.

Appendix G Community Relations Plan
Appendix G.1. Preface

Scope of this Plan
This document defines the community relations practices and processes Council will observe
during the execution of all the Services set down in the RMCC.
Council’s Community Relations Objectives

As the steward of parts of the State Road Network within its LGA, Council’s Community
Relations objectives with respect to the RMCC are to:
 Manage relations so that trust, good faith and cooperation between the Council, the
RTA and the community are maintained or enhanced and
 Foster a customer satisfaction based approach to the management of the network.
Purposes of Council’s Community Relations Management Plan

The purposes of Council’s Community Relations Management Plan are to:
 Define Council’s management of the community relations and
 Provide guidance to Council staff on Council’s obligations under the RMCC,
Principles
Community relations and consultation are important parts of successful Services:
 If the community knows the objectives of Council’s work under the RMCC, what will
be done and when, it will be more cooperative and understanding when it is affected
and
 When conflict arises, it can be effectively managed.
Moreover, the local community may assist the project team by confirming local conditions
that could cause problems during maintenance or construction.
To these ends, Council will consult the community before and during projects which may
significantly impact upon the community or which are perceived by it to have that potential.
Appendix G.2. Scope

Generally, Council will:
 Manage community relations related to the road network on behalf of the RTA. See
RTA M1 Clause 1.4.4. This includes, but is not limited to:
 Representation to the community and media where appropriate,
 Providing guidance, leadership, and oversight of community relations,
 Holding Community Consultation Meetings to ensure that the objectives of the Project
are well known to the local communities affected –this includes the local aboriginal
community when it is perceived there could be heritage issues,
 Assessing and setting priorities so the Services meet community expectations to the
extent possible,
 Minimising traffic delays, noise and other nuisance where possible,
Page 54 of 65 GSC: CMP: RTA: RMCC

Ed 1 / Rev 0

 Ensuring publicity processes are aligned with traffic management and road occupancy
approvals. Also ensuring draft letter box drop advices are approved by the RTA,
 Being responsible for the recording and reporting of information and its transmission
to RTA,
 Maintaining a ‘Complaints Register’ with a record of all complaints and enquiries,
 Providing a 24 hour telephone service to manage relations with the community,
 Assessing complaints and dealing with them promptly,
 Monitoring and reviewing the effectiveness of the Community Relations Plan, and
revising the Plan when its procedures are found not to be fully effective in meeting
the community’s expectations,
Appendix G.3. Community Consultation Procedure

Before beginning any Services which Council or the RTA believe may have, or could be
perceived to have, a significant impact upon the community through traffic or access
disruption, noise, light, vibration or upon its heritage, Council will:
1. Analyse the stakeholder and community context,
2. Clarify any commitments made to date,
3. Recommend a stakeholder consultation strategy and plan to the RTA,
4. Consult the stakeholders,
5. Analyse community needs, expectations, issues, priorities and preferences,
6. Determine which can be accommodated and which cannot,
7. After consultation and agreement with the RTA Representative, incorporate those
which can be accommodated into the Project Plan,
8. If appropriate, establish a community liaison group,
9. Draw up, submit to the RTA Representative and, upon RTA approval, implement a
community involvement and communication programme which sets down:
10. A programme of meetings – formal and informal and
11. What will be communicated, through Which medium (including informal media) and
When.
Council will not neglect the regular reporting of progress to the community with
reasons for any delay.
12. Draft and place advertisements coordinating this with the RTA’s Communications Plan
through the RTA Representative,
13. Ensure senior site personnel are trained in the use of the Complaints Register and the
Contact Centre and
14. Address individual communications during construction ensuring appropriate and
prompt response.
Appendix G.4. Complaints and Enquiries
Complaints Register and 24/7 Telephone:
Council will:
 Develop and maintain a ‘Complaints Register’ which records all complaints and
enquiries. The Complaints Register will be such that it is suitable to track all
representations and will include the data set down in RTA M1 Clause 2.5.2,
 Provide a Contact Centre to manage relations with the community. A 24 hour
telephone number will be provided for the receipt of complaints and for other
customer requests.

Complaints:
Council will:
 Assess complaints and deal with them promptly. Where rectifying the complaint is
not part of the SERVICES, Council will provide details of the complaint to the RTA
within 24 hours, together with recommended actions (where appropriate) for dealing
with the complaint.
Enquiries from the Community, General Public and Media

Council will:
 Use the Complaints Register to log all enquiries from the media (press, radio,
television or internet) and the public regarding the Services
 Where their resolution is outside Council’s scope, refer them to the RTA
representative within 24 hours,
 Not make statements, conduct interviews or release documents which are not already
in the public domain without the written approval of the RTA. Council notes the few
exceptions to this rule are set out in the RMCC at Clause 22 and M1 Clause 2.5.5.
 Within 5 BUSINESS DAYS of such a request, provide details relating to an inquiry.
These details must be provided in the form of a briefing or a preliminary draft media
release.
Appendix G.5. Traffic and Access Disruption and Local Nuisance

Council will:
 Conduct Risk Analysis and Risk Treatment of proposed Services in order to minimise
disruption to traffic and access and to minimise local nuisance such as noise, light,
vibration and smoke,
 During the week before carrying out Services which will result in significant traffic
disruption, artificial light, noise, dust or vibration, use newspaper advertisements,
radio announcements and / or letterbox drops to notify emergency services and
relevant sections of the community and transport industry of the Services. To this
end, it will:
 Provide to the RTA a draft of an appropriate advertisement 3 weeks before the
proposed placement of the advertisement (This only when Council has not already
had typical advertisement content and layout approved by the RTA),
 Notify residents and businesses affected by disruption to property access or by night
works in built-up areas. A letter will:
 be “letter-box-dropped” at least three Business Days before the proposed date and
 detail the dates and times of the proposed access restrictions and contact details.
 If conflicts arise, Council will negotiate with affected residents and businesses to
resolve them,
 At least twenty four (24) hours before any burning off is commenced, notify the
occupiers of adjoining properties of the proposed burning off operation. The burning
off operation will be controlled so that:
 Vegetation outside the limits of clearing is not damaged;
 Fences, buildings or other property is not damaged; and
 Smoke does not cause a traffic hazard, nuisance nor contravene air quality
requirement,
 Notify the public of pesticide use in accordance with RTA G34M Annexure I,
 Perform the Services only in the times permitted by the RMCC and
Ed 1 / Rev 0

 Promptly advise the TMC or RTA Regional Traffic Commander of delays to traffic
which are, or are anticipated to be, longer than 15 minutes.
Appendix G.6. Signs

Council will:
 Erect information signs about the Services:
 If directed to do so by the RTA;
 Where the Services are undertaken as part of the delivery of the annual program of
works and
 At static work sites that have a period of operation greater than two weeks and/or
those which delay the traffic by more than 5 minutes at any one time on a recurring
basis.
 The signs will be provided on each approach and will be located not less than 750
metres and no greater than 2000 metres, prior to the transition area of the work site.
 As a minimum, Information Signs will indicate the location of Services (road name
and Services location), start and finish dates, working days and hours of work, and
contact phone number for enquiries.
 The information signs will be installed a minimum of 1 week prior to the start date
and removed at the completion of the Services to which they relate. The signs will
be maintained in good condition throughout.

Appendix H Communications and Reporting Plan
Appendix H.1. Preface

Scope of this Plan
This document describes Council’s communications planning and processes and the reports
and notifications it will make during the execution of the Services.
It encompasses communication:
 Internal to the Council regarding:
 The RMCC as a project in which many Council people play a role,
 Changes relative to the SIMC,
 Safety and the Environment in the RMCC and
 Emergencies and Incidents.
 With the RTA as a partner and principal and as set down in the contract,
 External to the Council with:
 Department of Conservation and Climate Change (“DECC”),
 WorkCover and
 Utilities and Rail.
Appendix G deals with communication in:
 Community relations,
 Complaint and enquiry management,
 Dealing with the media and
 Proposed traffic and access disruption is dealt with in
Council’s Communications Objectives:

Council’s objective is to ensure each of its communications is:
 Directed to an identified need or objective and to a defined audience(s),
 Accurate in its content,
 Timely,
 Effective,
 Clear, concise and grammatically correct,
 Delivered in the medium appropriate to each message and audience (whether that
medium is a council or other meeting, radio, letter-box-drop or newspaper
advertisement) and
 Appealing to the extent appropriate and possible.
Purposes of Council’s Communications Plan

This Plan describes:
 The communications needs and expectations for the RMCC,
 How information will be communicated and
 When each communication will be made.

Ed 1 / Rev 0

Appendix H.2. General

Before beginning the Services, Council will organise, resource, train all relevant people in,
test and notify the RTA about:
 Network and site communications,
 Communication with subcontractors,
 Contract communication and
 External communication.
to respond to, manage and report:
 OH&S accidents and incidents,
 Network emergencies and incidents,
 Environmental problems and pollution incidents.
It will maintain a current list of relevant contact names, telephone numbers and facsimile
numbers for the RMCC – see Council’s Contract Management Plan Appendix D.
It will ensure the communications requirements (including equipment) for

 Remote Area Work and Lone Worker Protection. (Council will use
RTA OH&S Policy 2.15 as a guide) and
 Rapid contact with emergency services
are taken into account.
Appendix H.3. Internal Communications

Council will, within two weeks of being notified its tender for the RMCC is successful, hold a
meeting, or meetings, for all Council staff and subcontractors involved with the RMCC to
explain:
 the new contractual arrangements’ objectives and outcomes and the opportunities
and obligations they bring,
 the communications requirements of the Contract and Council’s plans to meet them
as set down in this Plan and in Council’s:
 Safety Management Plan,
 Environmental Management Plan,
 Quality Management Plan,
 Traffic Management Plan and
 Other Plans Council has adopted for the RMCC.
During the RMCC Council will, at intervals no longer than 1 week:
 Conduct tool-box meetings with site employees and subcontractors regarding OH&S,
Environmental Protection and Quality.
Appendix H.4. External Communications ~ not RTA

Council will not, without the RTA’s prior written approval, release statements, information or
documents which are not already in the public domain. Council notes the few exceptions to
this rule are set down in the RMCC at Clause 22 and in M1 Clause 2.5.5.
With Other Councils

Council will meet with the Peer Exchange Group as required by RTA M2 Annexure F.2.,

With WorkCover
Council will give notice to WorkCover of an accident or incident where required to do so
under Sections 86 and 87 of the OHS Act (2000) and Part 12.1 of the OHS Regulation
2001
With DECC
Council will notify the DEC Regional Manager (or the DEC Pollution Line on telephone
131555 should the incident occur outside normal DEC business hours) of pollution
incidents on or around the Network in the following circumstances:
 If the actual or potential harm to the health or safety of human beings or ecosystems
is not trivial or
 If actual or potential loss or property damage (including clean-up costs) associated
with a pollution incident exceeds $10,000.
With Utilities and Rail

Council will:
 Liaise with the relevant authority, corporation or company before conduction Services
which is near or impinges upon a rail asset or an utility,
With Emergency Services

Council will:
 When responding to an emergency, advise the appropriate emergency response
agency (see M300 Clause 371.4),
 Notify the Police of Defects which constitute an immediate danger and ask for
assistance,
 Before burning off, obtain a fire permit and comply with the requirements of the
Statutory Regulations. Council will be guided by the DEC guideline Regulation of
Open Burning in NSW and will observe the Hold Point in RTA G34M Clause 6.11.2.

Ed 1 / Rev 0

Appendix H.5. Summary of Identified Records and

Reports and Notifications to the RTA
Council will submit to the RTA the following Identified Records:
Reference
Report / Notification When “RTA Doc (Clause
number)”
Committing to the RMCC:
Notification of any ambiguity, omission or discrepancy in the
When found RMCC (35.10)
contract documents including the specifications
Within the specified times – in the
Pricing of Ordered Work case of Work Proposals generally RMCC (7.2)
within 5 days
Setting-up
Submit 3 copies of all Contract Management Systems Plans Within 35 Business Days of RTA
Q4M (4.2.5)
(including a Traffic Management Plan) accepting Council’s Tender
Subsequently, submit any changes to the Plans Council
Q4M (2.2.4)
proposes.
Traffic Management Plan for Ordered Work >10 days before work starts G11 (2.2)
24 hour x 7 days Environmental Emergency Contacts 10 days before RMCC’s term starts G34M (4.9)
Council’s Risk
Within 15 Business Days of being Plan
Properly filled in Risk Register
awarded RMCC (Appendix
F.2.)
Report (on the form provided) the training carried out at Q4M (6.2) and
commencement of the Services and as it occurs subsequently. RTA G21M/C2
Contract Management:
Routine Management and Monitoring:
RTA M2
Regularly meet with the RTA Senior Project Manager
Annexure F.2
Eg RMCC
Meet with the RTA Representative on specific issues As required
(25.2)
Inspection calendar On request M1 (2.4)
Asset Inspection Record On request M1 (2.4)
Work Programmes On request M1 (2.4)
Daily Work records On request M1 (2.4)
Maintenance Defects Register At JPA and upon request M1 (2.4)
Work Schedules Two Business Days of request M1 (2.4)
RMAP for Routine Services Quarterly and on 31 May each year M2 (G.1)
RMAP for Ordered Work Quarterly and on 31 May each year M2 (G.1)
Quarterly KPM report Quarterly M2 (G.1)
Annual KPM report Annually M2 (G.1)
Simple Accomplishment Report Quarterly M2 (G.1)
Detailed Accomplishment Report Annually M2 (G.1)
Routine Services Cost Report Quarterly M2 (G.1)
Maintenance Defect Register Report When requested M1 (2.4)

Reference
number)”
At JPA and when seeking or
Proposals M2 (7.2)
considering a Work Order
Within 2 weeks of receiving
Notification if Council does not want to do the proposed work
Work Order
When Council wants or RTA
Proposal for Variation RMCC (10.2)
requires.
Financial:
Actual cost records When requested RMCC (12.3)
The financial reports required by RMCC Contract Clause 12.3 When requested RMCC (12.3)
Claim for Payment RTA M1 (12)
Contract Event triggered:
Advice to TMC about fatal accidents, hazardous material spills,
delays to traffic which are, or are anticipated to be, longer than
Immediately M300 (371.5)
15 minutes and unattended vehicles which are hazardous or
obstructing traffic.
RTA M2
Report of Council becoming aware of abandoned vehicle Within 24 hours
Annexure H.8
M300
Final report regarding impoundment Within 24 hours
(4.371.13)
M300
Report regarding removal of vehicle Within 24 hours
(4.371.13)
RTA M2
Report of Accident / Vandalism within 24 hours of attendance
Annexure H.9
Report of damage to an ASSET or to property of the RTA Within 24 hours of attendance
Report of Fatality or Injury Within 24 hours of attendance
Application for Road Occupancy License for Ordered Work At least 10 days before the work G11 (2)
Notification to TMC of prior to and on completing any Services
G11 (2.4.1)
for which a Road Occupancy Licence has been issued
Draft of advertisements and “flyers” advising community, road Three weeks before placing
M1 (4.3.2)
users about significant traffic disruption advertisement.
Notification of a complaint which is not Council’s responsibility Within 24 hrs of receipt M1 (2.5.3)
Notification of a media or public enquiry which is not Council’s
Within 24 hrs of receipt M1 (2.5.4)
responsibility
Within 5 Business Days if cost is
Report of Incident Response RTA M2 (H.7)
recoverable
Notification of Wet Weather Event which has caused additional Within 5 Business Days of end of
RMCC (11.5.)
Costs in Additional Services event
Work Terms
Notification of encountering any of the issues which Work Terms
When encountered Clauses 5, 6
assigns to the RTA
and 7
M2 Annexure
Advice of exceptional circumstances
E Note 5.b,
Notification before starting any Services which may impact on
RTA assets that are not serviced by Council (bridges, slopes, M1 (4.5.1)
lights, loops etc),

Ed 1 / Rev 0

Reference
number)”
Notification if Council damages any of the above so they are
inoperable
Notification of all illegal use of vacant land As per M30 Clause 2.34 M30 Clause 2.34
Notification any alternative traffic stagings Council proposes G10 (2.2)
Quality:
Advise of any change to any part of RMCC Management
With 5 business days Q4M (4.2.2.4)
System
5 days before contract
Q4M (8.2.4.2)
commencement and 10 days
Provide inspection and test plans and Annexure
before new Services
A.2.
processes/ materials
Within 2 Business Days of
Nonconformity Report Q4M (8.3)
detection of the nonconformity
Within 7 days of Council receiving
Concluded CAR Q4M (8.5.2)
CAR
Copies of Quality Records Within 14 days of request Q4M (4.2.4)
Up-to-date index of all project records On completion
OH&S:
Notification of any OH&S incident, any accident or injury
entailing notifying WorkCover on RMCC Services
Immediately and then in writing
Notification of any Notice of Fine by WorkCover
within 3 days G21M (4.9)
Notification of any Lost time incident, or any dangerous
occurrence
Report re Corrective Action re above OH&S issues Within 3 days
Site Specific Safety Management Plan and/or Safe Work
Method Statements for any Services or subcontractor not G21M (3.2)
10 days before Services on site
already covered by an RTA approved Site Specific Safety and (4.3)
Management Plan and/or Safe Work Method Statements
The monthly reviews of the Risk Assessment and Risk Control
Upon request. G21M (4.6.1)
Plan
The completed weekly Health and Safety Inspection forms G21M (4.8.1)
Upon commencement of the RMCC
The Safety training records set out in the Site Specific Safety
and G21M(4.7)
Management Plan
with the annual OH&S Report
The records of Subcontractor prior-to-commencement reviews Upon request G21M (4.3)
Pre-Start Truck and Plant Checklists Upon request G21M (4.8.2)
Register of Licensed Operators Upon request G21M (4.8.2)
Report OH&S issues Monthly G21M (5) and
OH&S Report Annually G21M/L
Environmental Protection:
Temporary Stockpile: Notification with Location, Type and Risk
5 business days before use.
Assessment

Reference
number)”
Within 5 business days of Council
Concluded CAR G34M (3)
receiving CAR
RTA Form 624 re any failure to meet Enviro. responsibilities Within 5 business days of incident G34M (4.12)
Report re on-site storage of chemicals, fuels and lubricants
Ten days before storage on site G34M (6.12.c)
requiring additional bunding
Warrant re any imported material that it is suitable for the At least 5 business days before the
G34M (6.12)
intended land use of the site delivery
G34M (6.13) &
Notification of any Aboriginal OR Heritage find Immediately
(6.14)
Notification to the RTA of any pollution incidents which involve Verbally within 2 hours and
G34M (4.9)
the DECC, In writing within 24 hours
Report on any DECC visit to any RMCC Services Within 5 business days G34m (4.9)
Noise Control Plan if required by RTA G34M Clause 6.7, G34M (6.7)
Vibration Management Plan if required by RTA G21M Clause
G34M (6.8)
6.8,
Before Services which may cause
Building Condition Inspection when required by RTA G21M
damage through vibration to G34M (6.8)
Clause 6.8
utilities, buildings etc
Notification to the RTA promptly of actual or suspected
G34M (6.15)
contaminated land exposed during construction activities
Report Waste Information Annually G34M/G2
Environmental report Annually G34M (4.13)
Copies of Enviro. Records Promptly G34M (4.2)
Community Relations:
Before beginning any Services
Community involvement and communication programme which will have a significant impact
on the community
Complaints the rectification of which is not Council’s
responsibility.
Within 24 hours of receiving
Enquiries from the media and general public where any
rectification is not Council’s responsibility.
Legal Actions:
Provide full report based on Council’s knowledge of the relevant Within 10 Business days of RTA
matter (except where dispute is Council vs RTA). request

Ed 1 / Rev 0

Appendices I to L Not Used
Appendix M Definitions
CAR Corrective Action Request
CM Council’s Contract Manager
CMP Contract Management Plan
Council Hold Point A point beyond which a work process must not proceed without the
express written authorisation of Council Manager specified.
JPA Joint Planning Assessment
PQP Project Quality Plan
QMP Quality Management Plan
QMR Council’s Quality Management Representative
RecMP Records Management Plan
RMCC The contract between Council and the RTA for the construction,
maintenance and servicing of RTA assets
RMP Risk Management Plan
RTA Roads and Traffic Authority of New South Wales
RTA Hold Point A point beyond which a work process must not proceed without the
RTA’s express written authorisation
Services All Services and other activities Council carries out to meet its
obligations under the RMCC
SO Surveillance Officer
With respect to Risk Management, Council has adopted the definitions set down in
AS 4360.
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Contract Management Plan

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About this release

Document Number: <<GSC: CMP: RTA: RMCC>> Edition 1 / Revision 0

See Section 16 for details

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Appendices I to L Not Used..........................................................................................12

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Scope of this Plan

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Purposes of Council’s Contract Management System

Principles of Project Management

 Scope Management  Risk Management

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Steps in Project Management - Overview

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2. Review of RMCC prior to Council’s acceptance

3. Scope of the Services

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4. Determining RTA’s Requirements- Planning &

4.1 Network Planning

The purpose of the JPAs is to:

4.2 Road Maintenance Annual Plan

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 Council’s assessment of required Maintenance Activities, based on its own inspections

4.3 Inspection System

4.4 Inspections, Defect Identification & Monitoring

4.5 Work Orders - Customer Communication

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5. Management of the RMCC

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<<Council’s Contract Manager>>

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