Road Project Proposal Report Template

Project Name
Version Number
Date submitted to the Department

1
GUIDANCE NOTES
The purpose of the Road Project Proposal Report (PPR) template is to set out the information
required by the Department of Infrastructure, Transport, Regional Development and
Communications (the Department) to support funding processes for proposed infrastructure
investments.

Project proponents are to complete each section of the PPR to the extent possible and where
possible the PPR template is to be completed in full. Noting that PPRs can be received at
different stages of a project’s development the minimum information requirements for
projects based on Phase of development is set out below.

The investigation of options available (including the

option to do nothing) to address an identified transport
problem/opportunity, such as route selection for a bypass.
Scoping Phase This Phase produces a preferred option and an estimated
total Project cost.
For Scoping Phase PPRs the following questions are not
mandatory: D2-D5; E4; G3; H2-H5.

The refinement and further development of a specific

Project including detailed planning, environmental
approvals and community consultation, in order to bring a
Development Phase project to 'construction ready'.
This stage can include pre construction works such as
land acquisition and ground clearing.

Delivery Phase The construction and delivery of a complete project.

NOTES ON ADMINISTRATION 2
A. PROJECT OVERVIEW

This section provides a snapshot of the Funding Recipient and the Project to be assessed.

Proponent Details
A1 Entity Name

A2 Primary Project Contact

Name:

Phone:

Position:

Email:

Postal Address:

A3 Project Partners
Identify Federal, State or Local Government and/or private organisations making a financial or
in-kind contribution to the project. .

Project Details
A4 Project Name
Project name must be used consistently across future stages of PPRs.

A5 Project Identification (ID)

Project ID is assigned by the Department. Project ID must be used consistently across future stages of
PPRs.

A6 Project Summary
A project summary should be prepared with potential publication on the Department’s website in mind.
The summary should be a maximum of 500 words in length and should cover the Project’s:
 Rationale/ objectives
 Location
 Key benefits
 Progress to date

NOTES ON ADMINISTRATION 3
A7 Geographical Coordinates in Shapefile format if available (.shp, .shx, .dbf)
Provide geographical coordinates of the project location or area under investigation.

A8 Corridor and section of the National Land Transport Network (if applicable)
Provide details of the National Land Transport Network’s coverage of the Project location.

The National Land Transport Network is defined by the National Land Transport Network
Determination 2020 ) available at: https://www.legislation.gov.au/Details/F2020L00851 .

If not applicable mark n/a.

A9 Related Projects
Provide details of other works, projects or studies related to the proposed Project (please provide web
links to studies where applicable).
This may include works related to the Project that are not considered ‘Approved Purposes’ under
Section 2.1.3.2 of the NLT Act.

NOTES ON ADMINISTRATION 4
B. PROJECT SCOPE

This section details how the problem or opportunity was determined, why it is eligible for
Australian Government funding and the options the Funding Recipient explored before
settling on the final Scope.

B1 Problem/ Opportunity Statement

Please describe the problem/ opportunity as a succinct statement that clearly identifies the cause and
effect of the problem/ opportunity. Please include evidence and data to demonstrate the scale of the
problem/opportunity and the need for Australian Government funding to address the problem and/or
make the most of the opportunity.

B2 Options Evaluation
What options are being considered/ were considered? These could include:
 Mode;
 Alignment; and
 Capital intensive vs non-capital intensive options.

Please also explain:

 The process for evaluating the options and determining the preferred option
 How public participation helped inform the preferred option?
 Assumptions made in comparing options; and
 If the project with the highest Net Present Value was not selected, explain why.

Note: If the Project is Scoping Phase and seeking funding for studies such as Options Analysis and/or
Business Case development that will include an investigation of the options this should be noted here
with further detail provided in B3.

B3 Scope of Project Phase

Please outline, in as much detail as possible, and in conjunction with the advice on phases, outlined
below, the Scope of the project, Scope could include:
 Type of work being undertaken (duplication, widening, sealing, intersection upgrades etc.);
 Kilometres of road being upgraded/constructed;
 Flood immunity standard for Project;
 Type of report that will be produced – Study, Business Case, Options Analysis; and
 How safe system principles will be built into the Project.

Note: Funding will only be approved for the scope related to the current Phase.

Description and specific information required for each specific phase:

Scoping Phase

NOTES ON ADMINISTRATION 5
 Scoping Phase should outline at a high level the proposed Project that will be developed further as
part of this Phase.

Scoping Phase may outline in detail how a Business Case or Options Analysis will be undertaken,
including a high level explanation of the multiple options being considered (including a ‘do nothing’
option) to best address an identified problem/ opportunity.

Scoping Phase may also include requests for funding for land acquisition if the land acquired is
common to all options being considered as part of the analysis.

Development Phase
Development Phase should include detailed Project design works, including whether the Project is an
upgrade or new, type of work being undertaken, kilometre length and axillary works to support the
Project (such as environmental measures). Development phase may also outline steps still needed in
order to get the Project ‘delivery ready’. This could include Environmental Impact Assessments, early
earth works, service relocations, geo-technical investigations or design refinement.

Delivery Phase
The Delivery Phase should build on the work undertaken in the Development Phase and outline a
detailed delivery plan for the construction of the Project.

Note: if the Project has a fixed cost but a variable scope (such as package of road sealing works along
a corridor) please outline the works is expected to be completed within the available funding envelope
as well as staged scope increases that could be done if savings are identified.

B4 Eligibility under the National Land Transport Act 2014

Please indicate which part(s) of the Act are relevant to Project approval.

National Land Transport Act 2014, Part 3, Section 10:

A project is eligible for approval as an Investment Project if the project is for one or more of the
following:
(a) the construction of an existing or proposed road that is in a State or Indian Ocean
Territory;
(b) the maintenance of an existing or proposed road that is included in the National Land
Transport Network;
(c) the construction of an existing or proposed railway that is in a State or Indian Ocean
Territory;
(d) the maintenance of an existing or proposed railway that is included in the National Land
Transport Network;
(e) the construction of an inter-modal transfer facility in a State or Indian Ocean Territory;
(f) the acquisition or application of technology that will, or may, contribute to the efficiency,
security or safety of transport operations in a State or Indian Ocean Territory.

NOTES ON ADMINISTRATION 6
 Note: The definition of ‘construction’ in Section 4 of the NLT Act covers some kinds of work on an
existing road, railway or inter-modal transfer facility (hence the references above to the construction
of an existing road, railway or inter-modal transfer facility).

NOTES ON ADMINISTRATION 7
C. PROJECT COSTS

This section considers project cost information and includes a summary of the data required in
the Project Cost Breakdown Template. This section is to be completed in as much detail as
possible based on current Project Phase.

C1 Complete the jurisdiction-specific Project Cost Breakdown Template provided by the

Department
A probabilistic Cost Estimation process must be used for Projects with a total anticipated Outturn cost
(including contingency) exceeding $25 million unless otherwise approved by the Commonwealth.
Projects with a total anticipated Outturn cost (including contingency) under $25 million may use a
deterministic methodology, however the Department recommends using a probabilistic cost estimation
method where possible.

The Department provides detailed guidance on cost estimation on its webpage

http://investment.infrastructure.gov.au/about/funding_and_finance/cost_estimation_guidance.aspx .

C2 Provide details of the Total Outturn Cost breakdown in the summary table.
Overall Project Cost Summary Table
  P50 ($m AUD) P90 ($m AUD)

Base Cost Estimate 0 0

Contingency 0 0

Total Project Cost Estimate 0 0

Escalation 0 0

Total Outturn Cost Estimate 0 0

C3 Provide a budget profile for the Project in the table below

The budget profile should outline the Australian Government and State Government funding
contributions for the overall Project per financial year at P50 Outturn Costs for projects that have an
Australian Government contribution of $25 million or more. For projects that have an Australian
Government contribution of under $25 million, P90 Outturn Costs should be used.

If the Project has a fixed committed amount but a variable scope (such as a package of road sealing
works along a corridor) please provide a budget profile for the Project outlining the Australian and
State funding contributions for the overall Project per financial year at the total committed amount.
The totals and cash flows must be consistent with the populated Project Cost Breakdown template and
the NPA schedule.

NOTES ON ADMINISTRATION 8
 Financial Year Forecast Milestone Requirement *

P50/P90 Outturn (or Actual as appropriate)

FY FY FY FY FY Balance of
Commitment**
($m) ($m) ($m) ($m) ($m) ($m)

Australian 0 0 0 0 0 0
Government
contribution

State Government 0 0 0 0 0 0
contribution

Other contribution 0 0 0 0 0 0
(provide detail)

Total

*Payment of Australian Government funding will be subject to the achievement of Project milestones
determined in consultation between Commonwealth and state officials.
**To be made available on demonstrated need.

C4 What is the status of the State Government funding outlined above? Please state if the
funding is committed in budget forward estimates, announced but not yet committed
in the budget or yet to be confirmed.

NOTES ON ADMINISTRATION 9
D. BENEFITS

This section provides the Department with qualitative and quantitative data that will be used
to highlight the benefits of the Project.

D1 Provide a summary of the expected positive outcomes and benefits to be delivered by

the Project:
This section should include a description of the benefits to be delivered by the Project. Examples may
include (but not limited to):
 the number of traffic lights avoided
 active transport measures
 additional kilometres of public space available for community amenity
 greater access for high productivity freight vehicles
 increased flood immunity
 enhanced regional connectivity
 social impacts, such as visual amenity/ liveability
 cultural impacts
 biodiversity and environmental measures

D2 Provide a summary of the BCR in the tables below:

The proponent should estimate Project benefits in line with their own standard practice and aligned
with guidance provided by Infrastructure Australia and the Australian Transport Assessment and
Planning (ATAP) Guidelines. Standard definitions for Benefit Areas and examples of best practices for
the collection and collation of benefits data are available on the following websites:
 Infrastructure Australia: https://www.infrastructureaustralia.gov.au/submission-guidelines
(refer to the Assessment Framework-Section D- Technical Guidance)
 ATAP Guidelines: https://atap.gov.au/

Where practicable, provide details of the Benefit Cost Ratio (BCR) using a discount rate of 4per
cent and 7 per cent for both the P90 and P50 cost of the Project. If not practicable to do so, please
outline reasons why.

Definitions of the benefit categories:

 Standard benefits: core transport economic benefits are per the ATAP guidelines and set out
in the table at D4.
 Wider Economic Benefits (WEBS) : includes agglomeration benefits as specified in ATAP
guidelines
 Other benefit categories : transport economics is evolving to include new benefit areas that
may not yet be formally recognised in transport guidelines such as city shaping benefits.
Where analysis on broader benefit categories has been undertaken please include it as a
separate line item in the table below.

NOTES ON ADMINISTRATION 10
 Summary Measures (P50)
4% Discount rate 7% Discount rate

Present Value
Cost

Standard benefits

Present Value Standard benefits with WEBS

Benefits
Standard benefits with WEBS
and other benefit categories

Standard benefits

Benefit Cost Standard benefits with WEBS

Ratio
Standard benefits with WEBS
and other benefit categories

Summary Measures (P90)

4% Discount rate 7% Discount rate

Present Value
Cost

Standard benefits
Present Value Standard benefits with WEBS
Benefits
Standard benefits with WEBS
and other benefit categories

Benefit Cost Standard benefits

Ratio
Standard benefits with WEBS

Standard benefits with WEBS

and other benefit categories

D3 Please complete the Benefit Indicators table below.

The Department will undertake a detailed review of the benefits used to calculate the Project BCR. All
costs and benefits contained within the benefits indicator table sheet should be in the metrics listed
below. Unless otherwise specified indicators are to be annual averages over the appraisal period.
Fill in as many data fields as possible.

Benefits indicator table

Benefit Area Benefit indicator and units Value

Reliability/ amenity Public Transport reliability (standard deviation hours

per annum)

NOTES ON ADMINISTRATION 11
Benefit Area Benefit indicator and units Value

Journey time reliability (standard deviation hours per

annum)

Number of avoided crashes (average annual)

Safety Number of avoided serious injuries (average annual)

Number of avoided fatalities (average annual)

Additional kilometres of walk and cycle paths

Active transport (kilometres)
benefits Increased walking and cycling activity (number of
trips by mode and average kilometres per annum)

Minutes saved by commuters on their daily commute

Commuter time savings to work based on a sample of commutes along the
(daily commute to relevant corridor (average annual)
work)
Average number of commuter trip (annual)

Average time savings for people on trips for leisure

Leisure time savings activities (minutes)

Average number of leisure trips (annual)

Average time savings for business trips, including

Freight / business time freight (minutes)
savings
Average number of business and freight trips (annual)

Average change in vehicle operating costs for freight

Vehicle Operating and business operators (annual)
Costs Average change in vehicle operating costs for
passengers (annual)

Average annual value of the sum of reduced vehicle

Freight and Business
operating costs, time savings and travel time reliability
Productivity
for freight and business users

Number of jobs supported by the Project during the

Construction Jobs construction phase of the Project (average per annum
FTE)

Number of jobs supported by the Project during the

Operations Jobs operational phase of the Project (average per annum
FTE)

NOTES ON ADMINISTRATION 12
D4 Please complete the Benefit Net Present Value (NPV) table below.
Descriptions of benefit component table columns:
 Present value of all benefits: Represents the present value of the Project (in millions of dollars). Enter figures only into the cells shaded blue.
 Year 10 benefits in $m: Represents the benefits of the Project forecasted to be achieved during Year 10 (in millions of dollars). If no Year 10 forecast is available, replace with projections from a different year that reflects the projects "steady state". Enter figures only
into the cells shaded purple.
 Year 10 benefits as percentage of total benefits: Represents the forecasted Year 10 benefit for a specific line item as a percentage of the total Year 10 benefit.

Please refer to D2 for guidance on the standard benefits, WEBS and other benefits. Where other benefits are greater than 5% please specify in the benefits area and provide an overview of the approach used to estimate the benefit area.

Benefit Component Present Value of all Benefits ($m) Year 10 Only:

Year 10 Benefits in $m (10 years after Year 10 Benefits as a percentage of

construction complete) total benefits

Passenger (existing/ new users)

Business (existing/ new users)

Travel Time Savings
Freight (existing/ new users)

Total Travel Time Savings

Passenger (existing/ new users)

Business (existing/ new users)

Reduced Vehicle Operating Costs (resource costs)
Freight (existing/ new users)

Total Reduced Operating Costs

Passenger (existing/ new users)

Business (existing/ new users)

Crash Reduction
Freight (existing/ new users)

Total Crash Reduction

Reduced Greenhouse Emissions

Reduced Local Pollution

Environmental Benefits Reduced Noise

Other (i.e. Biodiversity)

Total Environmental Benefits

Routine (Annual)

Periodic
Reduced Maintenance Costs
Rehabilitation

Total Reduced Maintenance Costs

NOTES ON ADMINISTRATION 13
 Other standard benefits (reliability, crowding, tolls/fare box)

TOTAL STANDARD BENEFITS*

Agglomeration Benefits

Wider Economic Benefits Other Wider Economic Benefits

Total Wider Economic Benefits

(add category as required: such as heavy vehicle

productivity)

Other Benefits (i.e. City shaping)

(add category as required)

Total Other Benefits

*Total Standard Benefits should equal sum of total benefits.

NOTES ON ADMINISTRATION 14
 D5 Please complete the traffic and use assumptions table below. For public transport
projects please complete the table by mode (new public transport investment and
mode of transport from which traffic will be induced from).
Transport model data to be provided to the extent possible in accordance with the table below. If peak
travel time data is available please provide. Data is to be provided for passenger trip numbers and
Vehicle Kilometres Travelled (VKT).

Description of Traffic and use assumptions rows

 Users of existing infrastructure in Base Case : refers to use of the infrastructure in the future
under a “no project” scenario – that is, if the Project did not go ahead. 
 User of new upgraded infrastructure in Project Case: refers to the use of the new or upgraded
infrastructure under the Project scenario – that is if the Project goes ahead.
 Users diverted from the rest of the road network : refers to the users of the new/upgraded
infrastructure that otherwise would have used alternative roads
 Users diverted from other transport modes: refers to the users of the new/upgraded infrastructure
that otherwise would have used alternative modes of transport
 Generated trips: refers to induced demand – i.e. trips that were non-existent anywhere on the
network without the project.  Include only those generated trips that will utilise the project.

First year after

10 years following 30 years following
Project
Project completion Project completion
completion

Passenger (trips
/ VKT)
Users of
Business (trips /
existing
VKT)
infrastructure
in Base Case Freight and
business (trips /
VKT)

Passenger (trips
/ VKT)
User of new/
upgraded Business (trips /
infrastructure VKT)
in Project
Case Freight and
business (trips /
VKT)

Passenger (trips
/ VKT)
Users
diverted from Business (trips /
the rest of the VKT)
highway
network Freight and
business (trips /
VKT)

Users Passenger (trips

diverted from / VKT)

NOTES ON ADMINISTRATION 15
 Business (trips /
other VKT)
transport
modes (where Freight and
possible). business (trips /
VKT)

Passenger (trips
Generated / VKT)
trips Business (trips /
VKT)

Freight and
business (trips /
VKT)

NOTES ON ADMINISTRATION 16
E. FINANCING AND PROCUREMENT

This section is to provide the Department with a narrative as to why a particular financing
and/or procurement method was chosen and details on how that procurement method will be
managed.

E1 If the total estimated project cost greater than $50 million, please outline the process
for considering alternative funding and/or financing opportunities and the outcome of
the considerations.
If NO – go to E2

Proponents must provide details of how this exploration was carried out and whether there is scope for
private sector financing or alternative funding. Consideration should be given to the following:
 What will be covered? Core versus non-core services;
 The capacity and appetite of the market to be able to deliver this kind of Project;
 Public interest;
 Long term sustainability;
 Value for money;
 Value capture opportunities; and
 Opportunities for private sector contributions

Please attach a copy of the formal assessment.

E2 If the estimated Project cost is less than $50 million was private funding or financing
investigated proportional to the size of the project. If so, please provide a summary of
how it has been considered and the outcome of the considerations?
Noting that the Project is less than $50 million are there are Project characteristics that warrant
consideration of private sector funding or financings. For example, does the Project significantly
benefit specific private sector operators?

E3 What is the preferred procurement method for the Project? Please outline the specific
details of the contracting method (design and construct for example) and why it was
chosen. If over $50 million, how was a Public Private Partnership considered in line
with the National Public Private Partnership Guidelines?
Funding recipients should consider the different procurement methods available to deliver the Project
including, traditional contracting, alliance contracting and Public Private Partnerships. For major
projects, this should take the form of robust, careful procurement options analysis. The Australian
Transport Assessment Planning Guidelines provide a comprehensive framework to support decision
making for transport infrastructure and serves as a national standard. It can be found at
https://atap.gov.au/.

NOTES ON ADMINISTRATION 17
 If a Public-Private Partnership is proposed, provide details of the structure and funding method (user
charges, availability payments) proposed. The Department provides guidelines on and instruction on
Public Private Partnerships in its National PPP Guidelines which can be found at
https://infrastructure.gov.au/infrastructure/ngpd/files/National-PPP-Policy-Framework-Oct-2015.pdf.

Note: The preferred procurement method may only be a prospective preference at this stage.

E4 Is a tender exemption being sought?

A tender exemption excuses the funding recipient from having to take the Project to market for
delivery. For a project to be eligible for a tender exemption it must meet at least one of the
requirements under Section 24(1) (c)i to vi of the NLT Act.

If eligible a tender request must include the following detail:

 Category under which the exemption is being sought – Section 24(1) (c)i to vi of the NLT Act;
 How the proposed procurement strategy will ensure value for money;
 Scope of work for which the exemption is being sought;
 Value of the works;
 Intended entity to undertake the work;
 Supporting reasons for the exemption.

E5 Project Timeline
Include the expected timing of high-level Project activities, including those on the critical path, and
estimated completion date of the Project (i.e. the complete Project for an investigative study would
typically be the study itself).

Please list and describe the assumptions underpinning the schedule set out above, including if the
Project is dependent on the delivery of other projects, planning approvals or environmental studies by
other bodies or agencies.

Activity Timeline

NOTES ON ADMINISTRATION 18
F. RISK AND SUSTAINABILITY

This section outlines major risks associated with the Project, where the responsibility for
managing these risks lies, and how sustainability can be built into the Project to increase its
overall benefit.

F1 Identify the major risks, and proposed mitigation strategies to successfully deliver this
Project.
Proponents should explain the risk identification process, including the use of risk workshops, to be
undertaken as part of the Project. Please also list the most significant risks to successful delivery and
provide details of the mitigation strategies proposed, including requesting increased Australian
Government involvement where appropriate.

This information may be supported by an attached summarised risk register table.

F2 Identify the major dis-benefits of the projects and how the Project may impact the
community and environment.
Proponents should explain major dis-benefits and negative externalities associated with the Project
including social, cultural and environmental impacts. This should include information such as the
number and type of property resumptions, any increase to noise or pollution levels, a-flux issues and/
or environmental considerations such as clearing and habitat removal should be included.

F3 Detail any sustainability strategies that will be adopted

Environmentally sustainable strategies could include the reuse of dug out dirt as prefill, innovative
tarmac solutions, solar panelling for ITS equipment etc.

Animal protection policies could include animal underpasses, overhead ‘bridges’ and the
redevelopment of animal habitat in the area.

NOTES ON ADMINISTRATION 19
G. STAKEHOLDER ENGAGEMENT

This section outlines the steps the Funding Recipient will take to ensure that the public and
other relevant stakeholders are engaged and actively managed throughout the Project.

G1 Provide details on how public and stakeholder participation will be facilitated during
this phase, and the Project overall.
Factors that should be considered when determining the appropriate level of public and stakeholder
participation may include:
 Potential for conflict over the Project;
 Potential for major social, environmental or economic impacts; and
 Relevant legislative requirements.

G2 Please complete the stakeholder consultation table below.

Provide information on completed or planned consultations including the type of consultation the
relevant stakeholders involved as well as a brief description of the issues raised and a plan to manage
those issues.

Date Type of Consultation (stakeholders Issues raised Management plan

invited i.e. industry, community)

G3 Provide a comprehensive public recognition signage plan

The plan should set out the proposed signage for the Project in line with the Signage Guidelines
available from the Department’s website at
https://investment.infrastructure.gov.au/about/resources/signage_guidelines.aspx.

NOTES ON ADMINISTRATION 20
H. COMPLIANCE

This section provides the Department assurance that the Funding Recipient understands their
responsibilities with regard to both State and Commonwealth legislation and regulation and
has taken steps to actively comply.

H1 List Commonwealth or State legislation triggered by the Project.

As an example, legislation that may be triggered by the Project could include the Commonwealth’s
Environment Protection and Biodiversity Conservation Act 1999 or the Queensland Government’s
Aboriginal Cultural Heritage Act 2003 and the Torres Strait Islander Cultural Heritage Act 2003.

For the Scoping Phase, it is necessary only to highlight foreseen legislation issues.

H2 Does the Building Code 2016 apply to this Project? If so, please confirm compliance.
YES/ NO
YES – please confirm compliance.
NO – please explain why.

See Appendix A2 for more information.

H3 Does the Australian Government Building and Construction WHS Accreditation

Scheme apply to this Project? If so, please confirm compliance.
YES/ NO
YES – please confirm compliance.
NO – please explain why.

See Appendix A2 for more information.

H4 If the Project has an Australian Government funding contribution of equal to or

greater than $7.5 million, has an Indigenous Participation Plan been attached?
YES/ NO
YES – plans will assessed by the Department for compliance.
NO – please explain why.

See Appendix A3 for more information.

See Appendix B3 for the Indigenous Participation Plan Template

H5 If the Project is more than $20 million, a Local Industry Participation Plan or an
Australian Industry Participation Plan must be provided to the Department.
YES/NO

NOTES ON ADMINISTRATION 21
 YES – please send, once complete, for forwarding to the Commonwealth Department of Industry,
Science, Energy and Resources ([email protected]) for compliance.

Note: final milestones will not be paid out for a Project until a LIPP is provided.

See Section 2.3 of the Notes on Administration for more information.

H6 Is the proposed Australian Government contribution $250 million or greater. If yes,

has the Business Case been submitted to Infrastructure Australia for review?
YES/NO
YES – provide date and status of IA assessment (if known).
NO – please provide advice on expected timing of submission to IA.

See Section 2.2 of the Notes on Administration for more information.

I. SIGN OFF

The Project should be signed and dated by the appropriate officer, as per each jurisdiction’s in-house
approval process.

X
/ /20

NOTES ON ADMINISTRATION 22
J. ATTACHMENTS

This section is where information that was used to help complete the PPR will be attached as
Appendices.
If a Business Case (including strategic or preliminary Business Cases) or Options Analysis
was undertaken on the Project the Department requires a copy be attached to the PPR.
J1 Supporting Information
Supporting information should only include documents that have been referred to in the body of the
PPR, for example:
 GIS data / shape files;
 Photographs;
 Locality and/or topographical plans and maps;
 Demand forecasts;
 Safety audits;
 Historical crash statistics;
 Engineering plans;
 Environmental, cultural and social studies;
 Risk assessment reports;
 Other descriptive information.

Documents in relation to cost estimates that must be provided include:

 Completed Project Cost Breakdown spreadsheet;
 Cost Estimate Report explaining how the cost estimate was developed, which must include:
o background and context for the Project;
o outline scope for the Project;
o details of the risk workshop/s undertaken, and subject matter experts consulted;
o copy of the Risk Register underpinning the contingency included in the Project
costings (where a probabilistic cost estimation process has been used this will be
the source of much of the Cost Estimation Tool risk input data);
o details of the person/firm preparing the cost estimate; and
o evidence that Project costs have been comprehensively reviewed and authorised in
accordance with the Proponent’s published guidelines.

For projects equal to or over $25 million in total Outturn Cost or where a probabilistic cost estimation
process has been used, the following information must be provided:
 Cost Estimation Tool (for example, @RISK and Crystal Ball) Output Report files, which
must at a minimum include charts showing the non-Outturned Project Cost probability
distribution and associated cumulative probability distribution (‘S’ Curve), Simulation
Summary Details (that is, sampling type, number of iterations, Random Number Generator
a Tornado diagram and accompanying Regression and Rank Information Table, and
Summary Statistics for the Project Cost, including the Project cost estimate (unescalated)
at 5 per cent intervals from 5 per cent to 95 per cent confidence).
 Cost Estimation Tool input data files in spreadsheet format that includes sufficient
information to permit the Department or its contractors to re-run the probabilistic cost
estimation simulation.
 Bibliography of all documents consulted by the cost estimator in preparing the cost
estimate (including version number/date, proper title, document format and author). Note:
It is a requirement that the Proponent maintains a digital library of all documents
consulted in preparing the cost estimate.

NOTES ON ADMINISTRATION 23
 Projects with cost estimates prepared using a deterministic estimation process must provide, when
requested:
 Underpinning documentation explaining the derivation of the Base Estimate and the
approximate P50 and P90 values (both Non-Outturned and Outturned).

NOTES ON ADMINISTRATION 24