Driving Efficiency in Road Maintenance. Innovative ... · PDF file1 The new AUS-SPEC...
Transcript of Driving Efficiency in Road Maintenance. Innovative ... · PDF file1 The new AUS-SPEC...
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The new AUS-SPEC Specification by
NATSPEC
Driving Efficiency in Road Maintenance.
Innovative delivery models to demonstrate Value for Money.
A practical workshop by
Bill Woodcock
– Complete Urban, NSW
* Note: This Seminar has the support
of the IPWEA, NATSPEC and AUS-SPEC but is not
authorised by NATSPEC.
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1. Introductions.
2. AUS-SPEC Series.
3. Define the problem – An Amorphous Blob
4. Contract or Day Labour
5. The Logic – Cut into manageable portions
6. The Solution – A Systems Approach
7. Data Capture
8. Technology
9. OUTCOMES AND BENEFITS
10. CONCLUSION AND QUESTIONS
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1. Introductions.
This WORKSHOP is designed to advise
those of you who have not used AUS-SPEC
before of the benefits of using a uniform set of
contract documents and specifications in
Local Government.
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Bill Woodcock has been in the Local Government
Engineering Industry for 35 years.
In that time he has worked in positions including
Director of Works and Services and Assistant
General Manager, Technical Services.
As co-author of the AUS-SPEC series he is more
than qualified to advise on the best ways to obtain
value from the AUS-SPEC series.
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Introductions
• The Institute of Public Works Engineering Australia (IPWEA)
is a professional organisation providing member services and
advocacy for those involved in and delivering public works
and engineering services to the community. One service is to
provide the lead in Asset Management, Plant Management
and Professional Specifications and Contract documentation.
• The IPWEA maintains the traditional expertise of local
government engineering but by broadening the base of
expertise and experience, adds a new dimension to public
works professionalism in Australia.
• To enquire about IPWEA membership please contact
your State Division directly or email the
www.ipwea.org.au
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Introductions
• NATSPEC is a not for profit organisation that is owned by the design, build, construct and property industry through professional associations and government property groups.
• NATSPEC’s major service is the comprehensive national building specification system endorsed by government and professional bodies.
• Its main specification system to date has been the specification for all building structures. It has specialist packages for architects, interior designers, landscape architects, structural engineers, service engineers and domestic owners.
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Introductions
• NATSPEC’s aims are to provide economies of scale
for its shareholders and to improve the quality of
construction in Australia via the provision of
information, tools, products and services.
• NATSPEC is now the Publisher of the AUS-SPEC
series of Engineering Specifications
• The NATSPEC web page is at:
• www.natspec.com.au
• An order form for the AUS-SPEC series is included in
the written notes.
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Introductions
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AUS-SPEC Up to date Continious improvements have been made to the AUS-SPEC
documents, as listed below:
• Reclassified to the National Classification system.
• Restructured as per the construction sequence and to a new
template. The Design and construction worksections for
Buildings, Roadworks and Public utilities have been
significantly revised.
•Introduction of NATSPEC Maintenance reference, a reference
book for building mainitenance contracts. AUS-SPEC Buildings
package also includes the NATSPEC Buildings Basic package.
Some results of poor Contract Documentation and non-specific Specifications.
Some examples of Road Defects that AUS-SPEC won’t fix !
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Defects!
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2. AUS-SPEC Series.
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• Contracts
• Urban and open spaces
(Includes NATSPEC Site)
• Buildings
(includes NATSPEC Basic)
• Roadworks and bridges
• Public utilities
• Maintenance (Non Parks)
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The new AUS-SPEC Series
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• AUS-SPEC Contracts covers tendering, contract
preliminaries, quality checklists and quality requirements
for the supply of projects and services.
• It includes sample documents which provide guidelines
for completing the tender and contract documentation,
maintenance management plans and contract schedules
for a maintenance contract.
• Appropriate AUS-SPEC TECHguides included provide
guidelines and examples to prepare the specifications.
• This package is for Contract, Supply, Asset and Works
Managers, Purchasing and Legal Officers.
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AUS-SPEC Benefits and Objectives
• AUS-SPEC provides a readily available Library of a full range
of individual specifications for a myriad of applications.
• A well-maintained, quality specification keeps costs down by
reducing the number of project variations, disputes and
correctional work. Without a correct specification the additional
costs are inevitably borne by you, the client.
• Sound specifications reduce costs by allowing Contractors to
provide more honest and accurate tenders instead of inflated
tenders because they do not know clearly what you want.
• By using standard terminology across the industry, ambiguity
of meaning is minimised.
• By using uniform Contract Documentation large economies of
scale are possible through staff training and Contractor
familiarity of one standard instead a myriad of good, bad and
ugly specification attempts.
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AUS-SPEC Benefits
and Objectives
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AUS-SPEC Up to date
• AUS-SPEC after 2007 is an update service, available to the
local government Councils at a greatly reduced price via
annual subscription.
• AUS-SPEC 2013 is fully updated to the current industry
standards, e.g. to Australian Standards, Austroads and
WSAA. It is also reviewed by local government Councils
and various industry organisations.
• New design and construction techniques have been
introduced in the design and construction worksections e.g.
Water Sensitive Urban Design, stormwater harvesting and
new design and construction techniques as per Austroads
and WSAA standards.
3. Define the problem – An
Amorphous Blob
• Waiting to be told where the problems are ?
• Different standards
• Budget
• Resources – Staff/ Plant
• Inspections
• Politics – Policy development
• Risk Assessment
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An Amorphous Blob !
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Waiting to be told where
the problems are ?
We will always be told where a pothole is or
a ragged edge break,
Should we respond to every request and
have the patching crew drive all over the
road network always catching up with any
request.
What constitutes a real problem ?
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Do all Gangs/Teams fill a pothole the same
or even more importantly the correct way.
The same goes for Edge break repair, rutting, alligator cracking ?
Is all the plant and equipment for each Gang/team the same or most appropriate ?
Is the materials being used the same or most appropriate ?
Do we use a machine, say a Paveliner for all potholes even if it is not the best fix ?
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Different Standards
Budget
What is the right budget ?
How much does the Engineer tell the
Council is enough ?
There is never enough !
The Asset management plan should tell
Council what the renewal budget is but how
big should the Maintenance budget be ?
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Resources – Staff/ Plant
How many staff is enough ?
What skill set do they need ?
How many trucks, backhoe’s, how many
dog trailers ?
How do we predict the quantities and at
what cost ?
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Inspections
What do our Gangs/teams look out for ?
Do we rely on the residents to tell us what is
wrong ?
What constitutes something that is valid from
a sound Asset Management perspective ?
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Politics
Do we fix every Customer request to placate
the Councillors ?
Are we being true to our profession, the one
we are being paid to provide advice from ?
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Risk Assessment
Do we comply with the Civil Liabilities Act ?
Do we fix something because we are asked
or fix something because it is needed ?
Do we comply with our ethical obligations to
safeguard the community or chase around
trying to fix everything ?
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At this point I would like to emphasise that
the processes defined here and in fact
defined in AUS-SPEC are independent on
whether Day Labour or Contract
Maintenance is carried out.
The only difference is how to define the level
of service and at what cost.
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4. Contract or Day Labour
5. The Logic – Cut into manageable
portions
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Amorphous Blob Manageable Portions
6. The Solution – A Systems
Approach
› Segments / Precincts / Areas defined
› Activity Specifications
› Road Traffic Score
› Split Inspection from Doing › Work Method Statements
› Materials specified – Australian Standards
› Levels of Service Intervention Level
Response Time
Compulsory Intervention Level
› The Law – The Judges Response
› Civil Liability › Proportioning the existing budget to Level of Service
› Risk Management
› Fine Tuning / Iteration
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Segments / Precincts /
Areas defined
We now split the Council area into a set
number of Segments, Precincts or areas.
An existing Precinct will do, as long as each
has approximately the same number of
length of streets.
This is easily done on a map/GIS.
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Activity Specifications
A set of some 40 separate Activity Specifications are available.
See Notes for list and a number of examples.
Acronym Code, “What work is Included ?”, Why do we do it ? Etc.
Work Method Requirements.
Material Standards.
Checklists
Performance
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Road Traffic Score
As part of the Activity Specification all roads
are allocated a “Road Traffic Score”.
This nominates the “importance of the road”
in the Hierarchy.
Roads near shops, Schools, Hospitals are
more important than back roads. This can
be easily shown on the map/GIS by colour
coding.
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Split Inspection from Doing
Work Method Statements
Why separate the “Inspection” from the
“Doing” ?
Work Method Requirements included for
each Activity.
Should these be changed ?
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Materials specified – Australian
Standards
In the Activity Specification, the materials
used are specified for compliance with up to
date Australian Standards.
Older versions have older Australian
Standards. This is not good.
The Activity Specifications also refer to the
normal AUS-SPEC Specifications. i.e.
“1141 Flexible paving”.
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Levels of Service
Intervention Level
Response Time
Compulsrory Intervention Level
Now please look at the sample Activity
Specifications.
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The Law – The Judges Response
Civil Liability
The intervention level is established by
Council and is directly proportional to the
available budget.
Unless it is unreasonable, a judge can only
rule that a system be in place and that
Inspections are regularly undertaken.
A judge cannot direct a Council to adopt
any particular Intervention level unless it is
dangerous (see Risk Management).
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Proportioning the existing budget to
Level of Service
You will see that the Intervention level is
mostly based on a dimension.
Through determining the equivalent current
intervention level through Consensus from
the Works staff a start level can be reached.
This is then used as an initial trial and costings
done for each Activity.
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Risk Management
Once the Level of service is determined from
the Staff Consensus, the relative risk is
considered based on AS 4360 principles.
A revision is made and the other Activity
Specifications are amended to allow for any
variations.
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Fine Tuning / Iteration
The system is then trialled for between 3 to 6
months to monitor relative costs associated
with meeting the levels of service.
These are then shifted up or down to suit the
actualities of the budget.
These then become the new levels of
service as being closer to the actual budget.
Through continuous iterations it is possible to
fine tune.
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7. Data Capture
› Records
› Costings
› Maintenance Defect Register (MDR)
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Records
It is imperative that records are kept for both
costing reasons and legal reasons.
It should be made as easy as possible for the
information to be captured and stored for
later retrieval.
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Costings
Each class of Activity Specification will have
its own separate budget.
To facilitate the fine tuning, any monthly
variations from a straight line show whether
the annual budget will be met or not.
This can be done using a simple progressive
monthly cumulative graph for each activity
class.
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Maintenance Defect Register (MDR)
The MDR is the easiest way to Register
defects.
It can record the inspection, nominate the
Road Traffic Score, Allocate the work to an
area or precinct, allocate the work to a
gang or team (work order) and finally record
the completion of the work with date.
An MDR form is available in the AUS-SPEC
documentation, but this can be automated.
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8. Technology
› I Pad or similar
X-Y Coordinate
Level of Service
Photo record
Court evidence
Work Orders
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I Pad or similar, X-Y Coordinate, Level
of Service, Photo record, Court
evidence, Work Orders
An “I Pad” or similar Tablet can be set up to
capture the X-Y Coordinate, Link this to the
Level of Service for that road, link a Photo
record of the site.
This then forms the Court evidence and
provides all the information for the resulting
Work Order.
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9. OUTCOMES AND BENEFITS
• OUTCOMES
• AUS-SPEC Benefits and Objectives.
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WHY HAVE A SPECIFICATION?
The primary function of a specification is to give
effect to design decisions. Many design decisions
cannot be expressed in graphic form and therefore
rely on words for their expression. Other decisions
would be too tedious or impractical to be conveyed
in graphic form.
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AUS-SPEC Benefits and Objectives
THE IMPORTANCE OF A SPECIFICATION?
• The quality of a project is dependent on the documentation provided.
• The contract documentation includes the conditions of contract, the drawings, the schedules and the specification.
• Whilst the specification is a multi-purpose document, its primary function is to define precisely and succinctly the quality required and the processes necessary for achieving it. Its role includes; but extends beyond; the selection of materials by providing the baseline for acceptable quality of construction.
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The word “Specification” comes from the word
“Specific”.
AUS-SPEC Benefits and Objectives
THE ROLES OF THE SPECIFICATION
The specification has many roles including being:
• a written record of design decisions taken.
• a document demonstrating compliance with
statutory requirements.
• an estimating document.
• a tendering document.
• a legal (contractual) document.
• an on-site working document.
• a dispute settlement document.
• a project management tool.
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AUS-SPEC Benefits and Objectives
SPECIFYING
RECREATION AREAS
This is listed as a Playground
for bad children.
Note, signage to cover liability.
This sign may not be as useful!
So is this.
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Traffic Calming we
would not recommend.
Wayfinding
we would not
recommend!
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• AUS-SPEC Roadworks and Bridges covers planning and
design, tendering and contract preliminaries, construction,
maintenance and operations of roadworks and minor bridges
for vehicle and pedestrian use.
• It provides the concepts of Maintenance Management Plan
(MMP) to organize and ensure quality maintenance
processes and Activity Requirements (AR) covering road
pavement and shoulder, drainage, roadside, traffic facilities
and miscellaneous activities such as emergency call out.
• Appropriate AUS-SPEC TECHguides included provide
guidelines and examples to prepare the specifications.
• This package is for Design and Development, Contracts,
Asset, Maintenance Business Unit and Strategic Planning
Managers.
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• AUS-SPEC Maintenance (Non Parks) covers tendering
and contract preliminaries, maintenance and operations
buildings, roadworks, minor bridges for vehicle and
pedestrian use and public utilities.
• It provides the concepts of Maintenance Management
Plan (MMP) to organize and ensure quality maintenance
and Activity Contract Requirements (ACR) for various
activities.
• Appropriate AUS-SPEC TECHguides included provide
guidelines and examples to prepare the specifications.
• This package is for Engineering Services, Environmental
Services, Asset and Maintenance Managers.
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AUS-SPEC Tech Guides
AUS-SPEC TECHguides
• TECHguides provide roadmaps and examples
of compiling the documentation required for local
government projects.
• They include information on contracts, technical
specifications and tender submission
requirements. They should be read prior to
commencing a project.
• They are included in the reference documents
section of SPECbuilder Pro in pdf format and
can be printed as well.
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Conversion Table
• The NATSPEC Web page includes a conversion
chart for those who need to associate their
original version with the new NATSPEC version.
• It consists of an equivalence table so that the
original grouping and specification can be
identified easily.
• NATSPEC strongly recommends only using the
new numbering system.
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• Can be done from Computer hard drive or over
the internet (Lite)
• C drive, NATSPEC Specifications
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SPECbuilder Pro
• The New AUS-SPEC specification series has now been
repackaged with a new front end software program called
SPECbuilder Pro. This makes compilation significantly
easier. SPECbuilder Pro has been a significant feature of
the existing NATSPEC series.
• There is also now Spec Lite, an on line version of
SPECbuilder Pro.
• SPECbuilder Pro is NATSPEC’s special compilation
program. It permits worksections to be easily compiled
into a draft worksection by the design team.
• See example.
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SPECbuilder Pro and Lite
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Screen Grab – SPECBuilder Pro.
AUS-SPEC Roads, Parks and Buildings
Maintenance Process and Principles - Recap
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Maintenance Process and Principles
The Maintenance specifications for Roads, Parks and
Buildings consists of a lot more than just specifications. Inside
these documents is a complete pro active maintenance
system with all of the support information required.
- Refer to the recent IPWEA technical paper (NSW and National)
with examples from Parramatta and Penrith City Councils.
(Attached to Notes).
- Do you want to establish “Levels of
Service” for roads, parks and buildings ?
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Guide to Road Reserve
maintenance management
model documentation
Road Reserve
Management
Plan requirements
Quick Start Guide
Guide to adapting
asset delivery
documentation to
road reserve
maintenance
Technical Specifications
for Road Reserves
AUS-SPEC ROAD
MAINTENANCE
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THE AUS-SPEC MAINTENANCE PROCESS
PRINCIPAL
COMMISSIONS
WORK
ROAD
INVENTORY
PROGRAMMED
BUSINESS UNIT
INSPECTIONS
MAINTENANCE
DEFECT
REGISTER
(MDR)
ACTIVITY
SPECIFICATIONS
DEFINE LEVEL OF
SERVICE
QUALITY
RANDOM
AUDIT
CARRIED OUT
BY PRINCIPAL
WORK
CARRIED
OUT
ADVICE TO
CUSTOMER
SERVICE UNIT
PROOF OF
SYSTEMATIC
APPROACH FOR
INSURANCE AND
LITIGATION CLAIMS REVIEW
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NOTE: The same basic process works for Parks and
Recreation Areas Specifications as well as Buildings and
Facilities Specifications.
-Parks and Recreation Maintenance Specifications
has 30 Activity Specifications. Cyclic or defect
driven ?
Number of Trades ?
-Buildings and Facilities has how many
Activity Specifications ? (NATSPEC).
Number of Trades ?
To go from an add-hoc or reactive maintenance system to
a pro active system involves a number of fairly basic and
logical steps.
These can be summarised as follows:
• Define the classes of defects to be addressed.
• Split each road in the network into one of 4 different
classes of road and apply a score being a “Road
Traffic Score”.
• This defines the level of risk should an intervention not
be carried out.
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The AUS-SPEC Process
• Define the “Intervention level”, the “Response
or need recording level” and the “Compulsory
intervention level”, for each road traffic score.
• Inspect the network and record defects meeting the
pre determined intervention levels in the Maintenance
Defect Register (MDR).
• Set up the maintenance gangs to work in the defined
precincts.
• Record the completed works.
• Monitor progress and modify the system as it gets
more and more accurate.
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The AUS-SPEC Process
These are:
• Proactive inspection and intervention.
• Pre determined and quantified intervention levels
based on the existing budget and a Council based
risk profile.
• Pre determined precinct based areas to reduce
unnecessary travel between jobs.
• Uniform Work Method Statements for each of the
tasks involved.
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PRACTICAL AND STRAIGHT
FORWARD PRINCIPLES
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INSPECT PRECINCTS IN A
CONTINUOUS CYCLE
• An element of multi tasking in carrying out many
maintenance tasks in any one precinct.
• Provision of all tools to allow all of the tasks to be
performed by a work crew while on the job.
• A simple communication and recording system to
organise work and record outcomes that facilitated
iterative improvements.
• The separation of the inspection role from the doing
role.
• A data base of knowledge to defend against litigation.
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LOGICAL AND STRAIGHT
FORWARD PRINCIPLES
Maintenance Defect
Register (MDR)
DEFECTS!
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• Defined intervention Levels linked to
allocated budget.
• Determined response times, also linked to
allocated budget.
• Compulsory intervention levels.
• 4 (or 6 Vic Roads) classifications of asset
type (Road Traffic Score).
• Maintenance carried out precinct by precinct based on pro active inspections.
• Defects that do not meet the intervention are ignored.
AUS-SPEC DEFINED
LEVELS OF SERVICE - PRINCIPLES
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• The line in the next graph shows the number of all
reported liability incidents over the last 10 years. The
bars show the value of claims made over the same
period. The reduced cost of claims could be
attributed to the introduction of the Civil Liabilities Act
in 2002/03.
• However the reduced number of incidents cannot be
attributed to changes in legislation. People have
incidents and report them.
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PENRITH CITY COUNCIL
Institute of
Public Works
Engineering
Australia
Liability Claims& Incidents
Cost & Frequency over last 10 years
$0
$200,000
$400,000
$600,000
$800,000
$1,000,000
$1,200,000
1998/1999 1999/2000 2000/2001 2001/2002 2002/2003 2003/2004 2004/2005 2005/2006 2006/2007 2007/2008 2008/2009
Cla
ims C
osts
0
20
40
60
80
100
120
140
160
180
Fre
qu
en
cy o
f C
laim
s
Cost (LHS) Claims (RHS)
LIABILITY CLAIMS & INCIDENTS
COST & FREQUENCY OVER 10 YRS Institute of
Public Works
Engineering
Australia
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• This next graph shows the number of incidents per km
of footpaths. In 1996/97 an incident occurred every 3
km of paving. The introduction of AUS-SPEC has
resulted in better priority setting and maintenance
management. The length of our paving has increased
at least twofold. You should note there is now only 1
incident in every 24 km
• The frequency of incidents has improved almost
eightfold in 2008.
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PENRITH CITY COUNCIL
Institute of
Public Works
Engineering
Australia
0
5
10
15
20
25
30
1996/1997 1997/1998 1998/1999 1999/2000 2000/2001 2001/2002 2002/2003 2003/2004 2004/2005 2005/2006 2006/2007 2007/2008 2008/09
est
1 Incident every 3 km
1 Incident every 24 km
AUS-SPEC
Grinding
program
FOOTPATH INCIDENTS
PER KM OF FOOTPATH
Institute of
Public Works
Engineering
Australia
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• This next graph graphically summarises our liability
performance. While we acknowledge that the cost
of claims has been affected by the introduction of
the Civil Liabilities Act in 2002/03 the number of
incidents and claims is not affected by the
legislation.
• The reduction of the frequency of incidents and
claims is attributed to improved asset management
and our ability to demonstrate that we have
systems in place through the use of AUS-SPEC.
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PENRITH CITY COUNCIL
Institute of
Public Works
Engineering
Australia
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Road & Footpath Claims
Claims Received & Accepted & Cost of Claims
0
10
20
30
40
50
60
70
80
1999/2000 2000/2001 2001/2002 2002/2003 2003/2004 2004/2005 2005/2006 2006/2007 2007/2008 2008/2009
$0
$100,000
$200,000
$300,000
$400,000
$500,000
$600,000
$700,000
$800,000
Paid Claims (LHS) Claims Received (LHS) Claims Costs (RHS)
AusSpec
4 major claims
ROAD & FOOTPATH CLAIMS Claims Received, Accepted and Cost of Claims Institute of
Public Works
Engineering
Australia
Penrith City Council implemented the AUS-SPEC systems
approach to road reserve maintenance in 2001-02.
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Council’s Objectives
Programmed Approach to
Maintenance
Appropriate quality management
controls
Decreasing number of community
complaints
Adequate reporting for insurance
purposes
Carry out work in a cost effective and
efficient manner
Repeatable and quantifiable criteria
for work
Be able to benchmark with peers Professional approach to asset
management
Satisfy our customers within a clear
framework
Organise maintenance in a
systematic way
More pro-active approach
Minimised risk profile
Inspection by Asset Coordinators
THE PROCESS AT PENRITH CITY
COUNCIL & RELATED BENEFITS
“I am convinced that a systematic (asset
centric) approach to road maintenance is
the only way to manage roads in a safe and
cost effective manner. The sooner the
process is implemented, the better the
outcome over the long term will be for
Councils and other road asset owners alike”.
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Try cycling down
this cycle path !!
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Some buildings
With defects?
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THE AUS-SPEC ASSET
CENTRIC PRO ACTIVE
MAINTENANCE SYSTEM • As can be seen the maintenance specifications
have the potential to save most Councils both
operational costs and Insurance premium costs.
• It also makes the Engineer and other
professionals managing the process look good
!!!!
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Discover the value of
the new AUS-SPEC
Documentation series sponsored
by IPWEA and NATSPEC.
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For additional information and relevant
documents on AUS-SPEC they can visit our
website www.natspec.com.au.
NATSPEC conducts Professional development
seminar series every year in July/August,
interested Councils can contact us directly or
simply write to us at [email protected].
If you need any assistance with the installation or
implementation of any of the new AUS-SPEC
Documentation series you have seen today, please
do not hesitate to discuss it with us.
www.completeurban.com.au
(02) 9282 9900
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10. CONCLUSION AND
QUESTIONS
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Bill Woodcock bill_woodcock@ completeurban.com.au.
(02) 92829900. Mob 0402 026 917
PRINCIPAL, GOVERNMENT AND BUSINESS SERVICES
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Driving Efficiency in Road Maintenance.
Innovative delivery models to demonstrate Value
for Money.