Job Number @ Type here

Functional Specification Template

C7521 - Options Analysis

1

Document title, Transport and Main Roads, Month Year


Consultants for Engineering Projects, Transport and Main Roads, August 2015

Contents

1General

1.1Definitions/abbreviations/acronyms

1.2Purpose of Options Analysis

1.3Scope of Options Analysis

2Summary of Consultant services (Options Analysis stage)

2.1Liaison with the Principal (Item No.OA01)

2.2Consultant’s Internal Project Management (Item No.OA02)

2.3Environmental Management (Item No.OA03)

2.3.1General

2.3.2Environment and cultural heritage assessment and management

2.3.3Environmental Scoping Report (ESR)

2.3.4Cultural Heritage Risk Assessment (CHRA)

2.3.5Environmental Management Plan (Site Investigations) (EMP(SI)

2.3.6Consultation with local interest groups

2.3.7Landscape assessment

2.3.8Payment

2.4Targeted/Public Consultation (Item No. OA04 & OA05)

2.4.1Consultation planner

2.4.2Aims of targeted/public consultation

2.4.3Consultant's performance

2.4.4Consultation with contiguous property owners and lessees

2.4.5Consultation with Traditional Owners (if ordered)

2.4.6Project stages

2.4.7Queensland Rail

2.4.8Monitoring

2.4.9Public consultation report

2.4.10Payment

2.5Traffic Counting and Analysis (Item No. OA06)

2.5.1Traffic analysis

2.5.2Traffic report

2.5.3Payment

2.6Property Access (included in Item Nos. OA04, OA05 and OA12)

2.6.1Property owners

2.6.2Existing accesses and consultation with property owners and lessees concerning access

2.6.3Advice to Project Manager

2.6.4Property Access Report

2.6.5Payment

2.7Hydraulic Analysis (Item No. OA07)

2.7.1Bridge

2.7.2Reporting

2.7.3Payment

2.8Geotechnical Investigation (Item No. OA08)

2.8.1Payment

2.9Preliminary Pavement Design (Item No. OA09)

2.9.1Payment

2.10Preliminary Bridge Foundation Design (Item No. OA10)

2.11Preliminary Geotechnical Analysis (Item No. OA11)

2.12Options Analysis and Report (Item No. OA12)

2.12.1General

2.12.2Service roads

2.12.3Resumption requirements

2.12.4Public Utility Plant (PUP)

2.12.5Options Analysis layouts

2.12.6Recommended option

2.12.7Payment

2.13Risk Analysis and Record (Item No. OA13)

2.13.1Reporting

2.13.2Payment

2.14Value Management and Report (Item OA14)

2.15Comparative Cost Estimates (Item No. OA15)

2.16Road Safety Audit (Item No. OA16)

2.17Additional Options Analysis Requirements (Item No. OA17) (if ordered)

3Deliverables

Consultants for Engineering Projects, Transport and Main Roads, August 20151

C7521 Functional Specification Template – Options Analysis

1General

1.1Definitions/abbreviations/acronyms

The most common definitions/abbreviation/acronyms that relate to the delivery of road infrastructure projects are contained in the various relevant Department of Transport and Main Roads (the department) manuals[1], such as:

  • Preconstruction Processes Manual
  • Road Planning and Design Manual
  • Drafting and Design Presentation Standards
  • Road Drainage Manual
  • Manual of Uniform Traffic Control Devices
  • Standard Drawings
  • Specifications Manual
  • Environmental Processes Manual
  • Cultural Heritage Process Manual
  • Road Traffic Air Quality Management Manual
  • Transport Noise Management Code of Practice
  • Transport Infrastructure Project Delivery System, and
  • Project Cost Estimating Manual.

In addition, throughout the Functional Specifications the following are used:

Terms, abbreviations and acronyms / Meaning
ASD / Approach Sight Distance
BC / Business Case
BCR / Benefit Cost Ratio
CBR / California Bearing Ratio
CH / Cultural Heritage
CHMA / Cultural Heritage Management Agreement
CHMP / Cultural Heritage Management Plan
CHRA / Cultural Heritage Risk Assessment
CMP / Compliance Management Plan
Consultant / Concept and or Development phase Consultant (this contract)
Contract Administrator / Department Administrator, as referred as Administrator in a typical Construct Only Contract
Contractor / Construction Contractor
DBYD / Dial Before You Dig
DCP / Dynamic Cone Penetrometer
DD / Detailed Design stage
Department / Department of Transport and Main Roads
EAR / Environmental Assessment Report
EDR / Environmental Design Report
EMP(C) / Environmental Management Plan (Construction)
EMP(P) / Environmental Management Plan (Planning)
EMP(SI) / Environmental Management Plan (Site Investigations)
EPM / Environmental Processes Manual
ESD / Entering Sight Distance
ESR / Environmental Scoping Report
GIS / Geographic Information System
HADR / Hydraulic Analysis and Design Report
IAS / Impact Assessment Study
MGSD / Minimum Gap Sight Distance
NT / Native Title
OA / Options Analysis stage (also referred as Preliminary Evaluation stage)
PD / Preliminary Design stage
Principal / The State of Queensland acting through the Department of Transport and Main Roads
Project Manager / Department Project Manager
PUP / Public Utility Plant
RDM / Road Drainage Manual
REF / Review of Environmental Factors
ROW / Right of Way
RPDM / Road Planning and Design Manual
SEO / Senior Environment Officer
SISD / Safe Intersection Sight Distance
TRACS / Traffic Responsive Adaptive Control System

1.2Purpose of Options Analysis

The completed Options Analysis is about:

  • reviewing the need for the project (proposal review)
  • developing options that satisfy the need and functional outcomes
  • ranking options
  • reviewing link to strategic/business plans
  • identify probable delivery methods (for specialist consultant services and construction methods)
  • recommending preferred option, and
  • seeking approval to proceed to the Business Case.

The Consultant shall ensure that the Options Analysis addresses all issues to the extent needed to allow the preferred option established from the partially developed options developed to progress to the Business Case phase.

1.3Scope of Options Analysis

The scope of this activity covers the work necessary to:

  • Develop a clear understanding of the department’s requirements.
  • Identify all plausible options that could satisfy the requirements, and
  • Develop and cost those options to a level that enables a comparative evaluation to clearly determine the preferred option. The level of detail required in this phase is governed by the need to define the preferred option.

2Summary of Consultant services (Options Analysis stage)

2.1Liaison with the Principal (Item No.OA01)

This item shall be limited to the prestart conference, meetings and all liaison with the Principal and its Project Manager including issue of minutes. Each meeting shall be attended by at least the Consultant's Project Director and Project Manager.

2.2Consultant’s Internal Project Management (Item No.OA02)

This item shall be limited to the Consultant’s Internal Project Management including quality control, administration, non-project deliverables (such as printing reports) and so on.

2.3Environmental Management (Item No.OA03)

Project Manager: this item will need careful consideration. It is suggested that a departmental Environmental Officer is consulted to gain an understanding of the relative importance of environmental management to the successful delivery of the options.
Delete/modify the relevant clauses below as applicable (including the situation heading).

2.3.1General

Works shall be undertaken in accordance with the department’s current Environmental Processes Manual[2] and Cultural Heritage Processes Manual.

The Consultant is advised to review all documentation relevant for the project and any previous environmental reports produced during related projects (as determined by Principal).

2.3.2Environment and cultural heritage assessment and management

The environment and cultural heritage management component of an Options Analysis shall:

  • identify key environmental and cultural heritage legislative requirements associated with project
  • identify the environment and cultural heritage potential impacts of the various project options and environmental factors that may impact upon the project options
  • make preliminary recommendations for mitigation options for key impacts
  • identify further studies required to assess impacts, mitigation options or as necessary to meet legislative requirements
  • evaluate the various project options from environment and cultural heritage considerations
  • assess and determine the overall project environmental risk
  • assess the likely cultural heritage risk classification, and
  • enable cost estimation of environment and cultural heritage assessment and management requirements of the project.

The output shall be an Environmental Scoping Report (ESR) including a recommendation for the classification of each option the project as either negligible, low, medium or high environmental risk. This classification determines the environmental assessment and management processes recommended for the subsequent phases of a project. Also a CHRA classifying each option as being either high or low risk.

2.3.3Environmental Scoping Report (ESR)

An ESR shall be prepared for the project in accordance with the department’s current Environmental Processes Manual.

The ESR shall:

  • identify through desktop assessment the environmental values likely to exist on site
  • identify unknowns and uncertainties about environment and cultural heritage values on site
  • describe and assess the likely impacts of the project on the existing environmental values
  • include details of the CHRA
  • identify key environmental and cultural heritage legislative requirements associated with project
  • recommend mitigation options for key impacts
  • identify, describe and assess environment and cultural heritage advantages and disadvantages, and other constraints associated with the options being considered
  • where risk or uncertainty related to environment and cultural heritage values or impacts is substantial and there are significant benefits associated with early evaluation, the ESR may include preliminary field survey as part of the assessment.

The ESR shall be carried out by appropriately qualified and experienced person[3]. The ESR shall in include as a minimum:

1)An impact assessment of the project as detailed in Clause2.3.3.1.

2)Mitigation recommendations – preliminary recommendations for significant design and/or construction mitigation measures and strategies.

3)Options Analysis - identification and analysis of the risks and opportunities related to various options being investigated.

4)Environmental risk classification for each option – classify each project option as negligible, low, medium or high environmental risk, and

5)Recommendations for further environment and cultural heritage assessment including identification of future actions and associated costs where possible.

In completing the ESR the Consultant is expected to undertake the necessary desktop assessments. Where necessary the Consultant may consider field surveys applicable. The appropriate extent of field assessments and studies should be considered based on the risk identified in the desktop assessments. The methodology utilised for undertaking the various desktop and field assessments for the environmental factors shall be based on the current industrystandard, environmental legislation and databases and mapping available at the time of the assessment. The methodology shall be documented in an Annexure to the ESR.

The final ESR shall be forwarded to the Project Manager by the date specified in the Contract Program referred to in the Clause6.2.3 of Supplementary Conditions of Contract – Prequalified Consultants (FormC7554[4]).

2.3.3.1Impact assessment

An assessment of the impacts of the project on the following values:

  • Water:

freshwater – water quality, drainage, groundwater, interfering with water, sourcing water

marine and coastal water, and

wetlands.

  • Soil and land management:

contaminated land

erosion and sediment control

problem soils such as acid sulfate soil[5] and sodic and/or dispersive soils

soil types, and

landscape architecture.

  • Biodiversity:

protected fauna

protected flora

ecosystems and habitats, and

pest flora and fauna.

  • Cultural heritage:

indigenous heritage, and

historical heritage.

  • Public amenity/health:

air

noise, and

vibration.

  • Resource use and management:

waste

material extraction and use, and

chemicals, dangerous goods and explosives.

  • Special areas and land tenures (indigenous land tenures, forestry land, commonwealth land, other tenures)
  • Other activity requirements/triggers, and
  • Possible environmental offsets.
2.3.3.2Legislation review and assessment

A significant task of the ESR is to identify the legislative requirements triggered by the proposed project options. The legislation review and assessment shall consider both environmental and cultural heritage legislation. The legislative assessment should make a preliminary assessment of the likely costs, feasibility and project impacts of achieving legislative compliance.

The environmental legislation assessment shall consider commonwealth, state and applicable local legislation. The Consultant shall also identify applicable local legislation and make recommendations about the feasibility of departmental compliance. The assessment shall include but not limited to the potential trigger of offsets under both commonwealth and state legislation.

2.3.4Cultural Heritage Risk Assessment (CHRA)

Project Manager: delete/modify the relevant clauses below as applicableincluding the situation heading.

Situation1: CHRA required

The Consultant is required to undertake a CHRA in accordance with the department’s Cultural Heritage Process Manual. The outcome of the CHRA shall be incorporated into the ESR.

The CHRA must include but need not be limited to the following:

  • searches of relevant local, state and commonwealth historical and indigenous place registers and databases
  • a description of the cultural heritage values of any places identified during the searches
  • an assessment of previous ground disturbance against the Duty of Care guidelines gazetted under the Aboriginal Cultural Heritage Act 2003
  • identification of any approvals required under cultural heritage legislation for example, Exemption Certificate or Development by the state under the Queensland Heritage Act 1992, and
  • recommendations for avoiding and managing any impacts on cultural heritage places that may be caused by the project.

Situation2: CHRA previously completed. Review and update required.

The Consultant is required to undertake a review and update of the previous CHRA in accordance with the department's Cultural Heritage Process Manual. The outcome of the cultural heritage risk assessment shall be incorporated into the ESR.

Situation3: CHRA completed in house within the last 12months, and not required from the Consultant.

The Consultant may refer to the existing CHRA and encompass advice in the ESR.

2.3.5Environmental Management Plan (Site Investigations) (EMP(SI)

In the event that site investigations are required during the course of the Options Analysis such as geotechnical investigations, soil sampling, or vegetation clearing, the Consultant shall develop and implement a suitable EMP(SI) prior to undertaking the works.

The Consultant shall notify the departmentaldistrict Cultural Heritage Officer in the event site investigations are required to ensure the necessary indigenous and historic approvals and agreements are in place prior to commencing works.

The EMP(SI) shall be submitted to the Principal for acceptance sevendays prior to commencing operations. Site investigations cannot commence unless agreed by the Principal.

2.3.6Consultation with local interest groups

Consultation with local interest groups should be limited until a clear understanding of the likely issues has emerged. The Consultant shall identify local interest groups in the ESR.

The Consultant shall contact such groups by personal visitation. Two meetings per group with @ Type heregroups shall be allowed in the offer.

2.3.7Landscape assessment

The Consultant shall include a @ Type here Integrated Landscape Assessment Report @ Type here Integrated Landscape Assessment Opinion @ Type here Landscape Site Analysis Assessment in accordance with the department’s current Road Landscape Manual[6] with the REF(C).

An Integrated Landscape Assessment Report is required for all major or significant works (motorway, multi-modal corridor, deviation, bypass, connector, major interchange or major bridge, Type3 and major projects).
An Integrated Landscape Assessment Opinion is required for all moderate works (minor realignment, intersection, roundabout, overpass or bridge, Type2 projects).
A Landscape Site Analysis Assessment is required for minor works (surface upgrading or maintenance, Type1 projects).
Refer matrix in PartB Chapter3 Assessment and Planning of the Road Landscape Manual.

@ PM - Delete this paragraph if an Integrated Landscape Assessment Opinion or Landscape Site Analysis Assessment is required.The Integrated Landscape Assessment Report shall comply with PartB Chapter3 Assessment and Planning of the Road Landscape Manual and include a Landscape Master Plan at a scale of not smaller than 1:2000.

@ PM - Delete this paragraph if an Integrated Landscape Assessment Report or Landscape Site Analysis Assessment is required. The Integrated Landscape Assessment Opinion shall comply with PartB Chapter3 Assessment and Planning of the Road Landscape Manual.

@ PM - Delete this paragraph if an Integrated Landscape Assessment Report or Integrated Landscape Assessment Opinion is required. The Landscape Site Analysis Assessment shall comply with PartB Chapter3 Assessment and Planning of the Road Landscape Manual.

A principal objective of the landscape assessment shall be to provide an integrated harmonious approach over long sections of road with appropriate transitions between the various settings through which the road passes. The Consultant shall consider the existing landscape context along adjacent road sections.

2.3.8Payment

The Lump Sum for ItemNo. OA3 Environmental Management shall include all works necessary to complete ESR as specified in Clause2.3 of this Functional Specification - Options Analysis. This includes the consultation specified in this Clause2.3, to be carried out as part of the ESR process.

Locating Potential Acid Sulphate Soils shall be paid for in the item for Geotechnical Investigation.

2.4Targeted/Public Consultation (Item No. OA04 & OA05)

2.4.1Consultation planner

Project Manager: major projects will most likely need consultation with the wider community. Smallerless complex projects may only need targeted consultation (key stakeholders, community reference groups, government departments, local government and so on).

The consultation planner for this project have been completed but not signed off.

The Consultant shall review the planner and submit for approval at the Milestone reference point (Review of Proposed Public Consultation Process).

The Consultant shall carry out the targeted/public consultation in accordance with the approved consultation planner and complete the consultation Ppanner for the project. Where a sign off is required the Consultant shall forward the consultation planner to the Project Manager before proceeding to the next stage.

2.4.2Aims of targeted/public consultation

The aims of the targeted/public consultation include:

  • adding value to the decision making process by seeking input into a wide range of issues including but not limited to environmental issues, social issues, traffic operations, access, potential effect of resumptions, potential effect on business operations and local residents, road safety, traffic operations and so on, that specifically relate to this project
  • obtaining specific information for input into the Options Analysis. This is defined in the following Clauses of this Functional Specification (where applicable):

Clause2.3Environmental Management

Clause2.12.3 Resumption Requirements

Clause2.12.4Public Utility Plant (PUP) Conflicts, and

Clause2.8 Geotechnical Investigation:

  • reducing the risk to the Principal by identifying constraints to the successful implementation of the project as early as possible and recommending appropriate courses of action
  • keeping the agenda relevant to the project
  • gauging opinion (polling is not acceptable)
  • seeking comment on all issues relevant to the project, and
  • keeping the consulted informed of the project’s progress, conclusions and decisions.

The Consultant shall ensure the public understands that: