Cattle Underpass Scheme (CUPS)

A concrete underpass showing guard rails to direct cattle

Scheme Overview

Round 1 of the NSW Cattle Underpass Scheme (CUPS) will provide grants to farmers as a financial contribution towards the cost of constructing underpasses beneath public roads to allow cattle to move safely from paddock to paddock or to facilities.

A lower cost option to install cattle crossing warning signs with flashing lights to alert motorists, is also included as part of the Scheme.

The application period for Round 1 will begin 31 July 2018 and close Wednesday 31 October 2018. Eligible applications will be approved in the order in which they are received.

The CUPS will offer grants for half (50 percent) of the cost of an underpass, up to a maximum of $70,000 plus GST. The farmer is responsible for the remaining cost.

As an alternative to an underpass grants for signs and flashing lights to warn motorists they are nearing a cattle crossing site, are available for half (50 percent) of the cost of their purchase and installation, up to a maximum of $10,000 plus GST. The farmer is responsible for the remaining cost.

The underpass or signals and lights design and construction, traffic management during construction, planning approvals and certification will be the responsibility of the applicant (i.e. the farmer), their contractor and the relevant road authority.

The grant for a successful application is paid to the contractor after the underpass has been constructed and certified, or after the signs and flashing lights have been installed and certified.

Note: for the purpose of the CUPS, a ‘farm’ refers to the property that will be connected by the proposed underpass. If the underpass connects two different properties, the applicant should ensure that the eligibility criteria are met for both properties. For example, if the properties on either side of the road are owned by different people, the application should show that the owners of both properties have given permission for an underpass to be built.

Media release

Eligibility Criteria for Underpass or Signs and Flashing Lights

Criteria

Evidence required

Both the farm and the site where the works are proposed to be built are located entirely within NSW.

Address of the farm and GPS coordinates of the proposed site.

The main purpose of the works will be to allow the movement of livestock.

Applicant details the current operation of their farm and the intended use of the underpass.

The applicant is the owner of the property or has permission from the property owner to build the underpass or signs and flashing lights.

Proof of land ownership such as rates notice. If the applicant is not the farm owner, written permission from the farm owner.

The applicant holds an Australian Business Number (ABN) for the dairy or livestock operation and is registered for GST.

ABN provided.

Secure necessary works permits and approvals needed to undertake the activity.

At a minimum provide a copy of related correspondence with local council or Roads and Maritime dependent upon which is the road authority to show the process has commenced.

Dial Before You Dig has been contacted to clarify if any infrastructure will be affected.

Signed statement on the application form.

The applicant must undertake to complete the works within 12 months of approval of the grant.

Signed statement on the application form.

The applicant must commit to maintaining the underpass or signs & flashing lights on completion of the construction as required by the road authority.

Signed statement on the application form.

The applicant must demonstrate capacity to fund the balance of costs associated with the works.

Signed statement on the application form.

For construction of a cattle underpass:

The applicant has received at least two quotes for the underpass from different contractors (or one quote from your local council).

For installation of signs and flashing lights:

The applicant has received at least one quote for the installation (quote can be from your local council)

Copy of quote(s) attached to the application with a breakdown of costs

The road authority will indicate if only pre-qualified contractors can be used to undertake the works.

Application process

StepProcess
1. Contact your Local Council

The applicant must contact their local council to identify the road classification for the crossing site. If on a state road council will assist in contacting the correct section of the Regional Office of Roads and Maritime Services. The local council and/or Roads and Maritime will guide the applicant and/or contractor through the process of planning and obtaining appropriate permits / approvals for construction of the underpass (or installation of the sign and flashing lights).

Design drawings will be required to show the structure meets required standards and will be the basis for contractor quotes. Standard drawings for underpasses are available.

Note: As the works will occur underneath a public road or within the public road reserve, the applicant will most likely need to enter into an agreement relating to maintenance with the relevant road authority. The applicant should seek clarification when initial contact is made

2. Contact Dial Before You Dig Either the applicant or contractor must contact Dial Before You Dig (www.1100.com.au) to determine if there is any infrastructure such as Telstra cables in the area of construction. Dial Before You Dig is a FREE national referral service designed to assist in preventing damage and disruption to Australia’s infrastructure networks.
3. Obtain quotes

The applicant requests quotes for construction of an underpass from at least two qualified contractors OR one quote from the local council if it agrees to undertake the work.

For a sign and flashing lights, the applicant requests at least one quote from a qualified contractor or local council if it agrees to undertake the work.

4. Contractors provide quotes The contractor(s) will issue quotes to the applicant showing total construction costs and an itemised breakdown of materials and labour costs for the underpass (or purchase and installation cost of a sign and flashing lights).

5. Farmer applies for funding

The applicant will fill out an application form with the quote(s) and send it to Roads and Maritime. It is preferred that the applicant has approval/permits from the relevant authorities including the local council (see step 1) at this time or shows the process has been initiated. The grant will generally be based on the lower of the two quotes.
6. Contractor to initiate work Roads and Maritime will advise by letter both the applicant and the successful contractor if funding has been approved and the amount to be made available as a grant. Construction work cannot commence until the contractor & applicant have received an approval letter from Roads and Maritime.
7. Six monthly reporting of activity The farmer or contractor must provide to Roads and Maritime six monthly Activity Reports on the status of the project consisting of a description of progress of the works including an explanation of the cause of any delay in commencing or progressing the works, likely completion date; and photos.
8. Completion of works The applicant has 12 months to complete the underpass or signs and flashing lights, or provide evidence that it has been started and nearing completion. If this has not been met, the application may be cancelled and the applicant may reapply for a grant if another round of funding is offered.
9. Final inspection When construction has been completed, a representative from Roads and Maritime (if the works are on a state controlled road) or the local council will undertake a final inspection to verify that all conditions have been met.
10. Contractor forwards tax invoice to Roads and Maritime to verify total cost

The contractor will submit a tax invoice to Roads and Maritime for the amount of the grant and the GST payable, with the following paperwork attached:

  • A copy of the inspection certificate/document from Roads and Maritime or the local council to verify completion of contracted works.
  • Copy of the tax invoice issued to farmer showing balance of project costs.
  • A signed statement of claim in the form of a letter verifying total cost.

These documents can either be posted or emailed to Roads and Maritime. The applicant should retain the original copies of any inspection certificates.

Frequently Asked Questions

Applications open 31 July 2018 and close Wednesday 31 October. Emails sent and letters post marked before 11:59pm 31 October will be accepted.

Every application received will be assessed based on the eligibility criteria by the Assessment Panel. Additionally an assessment will be made of the benefits of an underpass, based on frequency of crossing and traffic counts at the crossing site. The Assessment Panel may decline applications in situations of infrequent crossing and/or low traffic counts. Funding will be awarded to eligible applicants in the order in which the applications are received, up until Round 1 funding is exhausted. Eligible applications cannot be guaranteed funding if the program is over-subscribed during the application period.

Yes. As the underpass will be built under a public road and the signs and flashing lights will be installed on the public road reserve, you need to ensure the relevant road authority has provided written evidence of its permission.

In each case the underpass will be on a road reserve and you will mostly likely be required to enter into an agreement with the road authority for use of the reserve. While the underpass is likely to be constructed by a contractor, you will be responsible for ensuring that the underpass complies with the terms and standards advised by the road authority. If you are uncertain of any of the requirements advised by the road authority, you should discuss these issues with the road authority and your contractor before commencing construction of the underpass.

The road authority will also provide you with advice regarding the requirement for you to maintain the underpass.

Grants will be paid after the underpass has been built and certified, or after the signs and flashing lights have been installed and certified. The grant will be paid directly to the contractor following receipt of a tax invoice and signed statement/letter of claim verifying total cost.

The applicant needs to provide evidence that the work has been started and nearing completion. If this has not been met, the application may be cancelled and the applicant may reapply for a grant if another round of funding is offered.

For underpasses, grants will be calculated as half (50 percent) of the costs associated with the purchase of materials and services for construction of the underpass including excavation (including relocation of utilities) and installation of the underpass structure, up to a maximum of $70,000 plus GST. This can include earthworks, culverts, disconnection and reconnection of services, crash barriers, drainage, tracks and reasonable fencing, costs of special design drawings where standard ones do not apply, traffic management and any other works deemed necessary by the relevant authority, including costs associated with obtaining permits. Standard drawings are available from your local council or the Roads and Maritime contact listed on the application form.

For a sign and flashing lights, grants will be calculated as half (50 percent) of the cost of the purchase of materials and services associated with the installation of the authorised standard signs and flashing lights, up to a maximum of $10,000 plus GST.

It is unlikely, but talk to your council first to clarify what is required.

If your council indicates the works are on a state controlled road you will need to contact the Network and Safety Branch of your local Regional Office of Roads and Maritime Services to negotiate what is required.

Yes. Underpasses for beef cattle, sheep or other livestock are eligible for grants but an assessment will be made of the benefits of an underpass, based on frequency of crossing and traffic counts at the crossing site. The Assessment Panel may decline applications in situations of infrequent crossing and/or low traffic counts.

Yes. However, the underpass must be predominantly for the movement of livestock.

If a state road the Roads and Maritime will undertake a route assessment to determine the impact on traffic and safety of a cluster of flashing lights.

Applications for Flashing Lights and Signs on local and regional roads will need to be assessed by the Local Traffic Committee as part of the council approval process.

The applicant/farmer is responsible for the maintenance of the structures. For underpasses this will involve the road authority who is likely to charge an annual fee to inspect and for flashing lights and signs an approved contractor to ensure lights work correctly. An annual inspect and call out fees is likely to apply. Please discuss and clarify this with the road authority before making an application.

Experience from other states indicates some works have impacted the Telstra network. By contacting Dial Before You Dig the location of all infrastructure such as phone, internet, gas water and electricity cables will be determined and the cost of relocation included in the contractors’ quotes.

Either the applicant or contractor on: www.1100.com.au

All costs for materials and services including sub-contracted works such as Telstra cables etc. Copies of the sub-contractors quotes need to be provided.

Please discuss this with your accountant to clarify.

Any enquiries about the CUPS should be directed to:

The CUPS Program Coordinator
NSW Roads and Maritime Services
E: CUPScheme@rms.nsw.gov.au
M: 0447 820 682

Information for contractors

Planning to quote

  • Discuss with the applicant if they have already approached the local council to determine the road authority for where the underpass or signs and flashing lights will be installed.
  • Contact the road authority for guidance through the process of planning and obtaining appropriate permits / approvals for construction of the underpass (or installation of the sign and flashing lights).
  • Design drawings will be required to show the underpass meets required standards and will be the basis for contractor quotes.
  • Standard drawings for underpasses and the drawing for the flashing light sign (W5-240-1) are available from the DPI website.
  • Flashing lights can be controlled remotely via a smart phone or manually.
  • As the works will occur underneath a public road or within the public road reserve, the applicant will most likely need to enter into an agreement relating to maintenance with the relevant road authority. The applicant &/or contractor should seek clarification from the road authority.
  • Contact Dial Before You Dig to determine what infrastructure is in the area and what may need to be moved and the cost involved.

Quoting

  • The contractor will issue a quote to the applicant showing total construction costs and an itemised breakdown of materials and labour costs for the underpass (or purchase and installation cost of a sign and flashing lights).
  • For underpasses this can include earthworks, culverts, materials, disconnection and reconnection of services, crash barriers, drainage, tracks and reasonable fencing, costs of special design drawings where standard ones do not apply, traffic management and any other works deemed necessary by the relevant authority, including costs associated with obtaining permits.
  • For signs and flashing lights, this can include the cost of the purchase of materials and services associated with the installation of the authorised standard signs and flashing lights.

Commencing the work

  • Roads and Maritime will contact the successful contractor for each cattle underpass or signs and flashing lights by way of letter detailing the grant amount that will be paid directly to the contractor upon completion of the works.
  • Construction work cannot commence until the contractor and applicant have received an approval letter from Roads and Maritime and all permits have been received from the road authority.

Completing the work

  • The applicant has 12 months to complete the underpass or provide evidence that it has been commenced.
  • Six monthly Activity Reports on the status of the project consisting of a description of progress of the works including an explanation of the cause of any delay in commencing or progressing the works, likely completion date; and photos must be provided to Roads and Maritime.
  • When construction has been completed, a representative from the roads authority will undertake a final inspection to verify that all conditions have been met.

Upon completion

The contractor will submit a tax invoice to Roads and Maritime for the amount of the grant and the GST payable, with the following paperwork attached:

  • A copy of the inspection certificate/document from Roads and Maritime or the local council to verify completion of contracted works.
  • Copy of the tax invoice issued to farmer showing balance of project costs.
  • A signed statement of claim in the form of a letter verifying total cost.

These documents can either be posted to The CUPS Program Coordinator, Roads and Maritime Services Northern regional Office PO Box 576 Grafton NSW 2460 or emailed to Roads and Maritime Services at CUPScheme@rms.nsw.gov.au The applicant should retain the original copies of any inspection certificates from Roads and Maritime or the Council.