Monthly Progress Report No. 2
PT. PERENTJANADJAJAin subconsultancy with ~ Yongma Engineering Co. Ltd and 51PT. Epadascon Permata Engineering Consultant eTCOffice: JI. Ciniru VII No. 25, Kebayoran saru, Jakarta Selatan, 12180
Phone /Fax: (021) 7229823 Cc:
1. Acting Director of Planning, DGHzyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA 2. Head of Sub Directorate of Financingand Foreign Cooperation
3. Kasatker Pembinaan Administrasi dan Pelaksanaan Pengendalian PHLN
4. Head of Section for Foreign Cooperation, Sub Directorate Financing and Foreign Cooperation Directorate of Planning, Directorate General of Highways(Bina Marga), Ministry of Public Works
5. File .
Thank you for your kind attention.
...
Hereby we submit February Monthly Progress Report WINRIP Loan IBRD No 8043-ID (document
attached);"tr Dear Sir,
.
Subject : Submission of FebruaryMonthly Progress Report; WINRIP Loan IBRO No.8043-10
Attention: Ir. Agusta Ersada Sinulingga , MT Officer In Charge PMU WINRIP Directorate General of Highways
Department of Public Works . Jl. Patimura20 Kebayoran Baru
jakarta Selatan Indonesia
Jakarta, March 7, 2013 Our Ref.No. :zyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA03_02/BAB/O/M -2.2013
Enclosure : 20 (twenty) sets
DIRECTORATE
GENERAL
OF HIGHWAYS
DIRECTORATE OF PLANNING
Core Team Consultant for
Table of Contents
1 EXECUTIVE SUMMARY... 1
2 PROJECT DESCRIPTION ... 5
2.1 Background... 5
2.2 Project Development... 5
Project Component 3 : Road Sector Institutional Development... 9
2.3 Project Objective...10
3 CONSULTANCY SERVICES ...10
3.1 CTC Consultants...10
3.1.1 Scope of Services...10
3.1.2 CTC Manning ...11
3.1.3 CTC Contract...12
3.2 DSC Consultants...13
4 CIVIL WORKS...13
4.1 Detailed Design Preparation...13
4.2 Procurements ...14
4.3 Civil Works Implementation ...15
4.4 Civil Works Progress ...15
4.5 Quality Assurance ...15
4.6 Environmental and Social Considerations ...15
4.6.1 Current Overall Situation ...15
4.6.2 Monitoring of Environmental Aspects During Construction...16
4.6.3 Design Integration, Road Safety aspects and Monitoring of Environmental Studies.17 4.7 Anti Corruption Issues ...17
4.7.1 Anti‐Corruption Action Plan (ACAP) ...17
4.7.2 Community Representative Observers (CRO) ...17
4.7.3 Publication/Disclosure ...18
4.7.4 Complaints Handling Mechanism (CHS) ...22
4.7.5 Third Party Monitoring (TPM) ...23
4.8 Road Safety Audit ...23
5 FINANCIAL & MANAGEMENT INFORMATION SYSTEMS ...25
5.1 Draw‐Downs and Future Costs...25
5.2 Disbursement ...25
5.3 Management Information System...26
5.3.1 General Overview ...26
5.3.3Project Progress Monitoring System ...28
5.3.4 Website ...29
6 PROJECT PERFORMANCE ...30
6.1 World Bank and GOI Compliance...30
6.1.1 World Bank Missions...30
6.1.2 Performance Indicators ...30
6.2 Implementation Support Components ...30
6.2.1 Core Team Consultant (CTC)...30
6.2.2 Design and Supervision Consultant (DSC) ...31
6.2.3 Road Sector Institutional Development ...32
6.3 Training ...32
6.4 Anti‐Corruption Issues ...34
6.4.1 Anti Corruption Action Plan (ACAP) ...34
6.4.2 Community Representative Observers (CRO)...35
6.4.3 Third Party Monitoring (TPM) ...36
6.4.4 Complaint Handling System (CHS) ...37
6.5 Road Safety Audit ...37
6.6. Environmental and Social Impact Issues ...38
6.6.1. LARAP Study Report for Package No.01 : Krui – Biha ...38
6.6.2. LARAP Study Report for Package No.02 : Padang Sawah – Simpang Empat ...38
6.6.3. LARAP Study Report for Package No.03 : Manggopoh – Padang Sawah...38
6.6.4. LARAP Study Report for Package No.04 : Ipuh – Bantal...38
6.7 Management Information Systems ...39
6.8 Quality Assurance ...39
6.9 Project Risks and Mitigation Measures...39
6.9.1 Risks Related to Delays...39
6.9.2 Financial Risks ...39
6.9.3 Risks Related to Quality...39
7 ISSUES and RECOMMENDATIONS ...41
7.1 Current Situation ...41
APPENDICES
Appendix A : Overall Loan Progress
Appendix B : Highway Design Progress
Appendix C : Financial Progress
Appendix D : Environmental & Socio Impact Progress
Appendix E : Procurement Plan & Progress
Appendix F : Training/Dissemination Progress
Appendix G : Performance Indicator
ABBREVIATIONS AND ACRONYMS
ACAP : Anti-Corruption Action Plan
AER : Application Evaluation Report
AIP : Australian Indonesia Partnership
AMDAL : Environmental Management (Analisis Mengenai Dampak
Lingkungan)
ANDAS : Analisis Dampak Sosial
AWPs : Annual Work Programs
Balai : Regional Office for National Roads Implementation
BAPPENAS : Badan Perencanaan Pembangunan Nasional (National
Development Planning Agency of GOI)
Bappedalda : Regional Environmental Impact Agencies
BBPJN : Balai Besar Pelaksanaan Jalan Nasional (Regional Office for
National Roads Implementation)
BER : Bid Evaluation Report
BLH : Badan Lingkungan Hidup
BPK : Badan Pemeriksaan Keuangan (Audit Board of the
Government of Indonesia)
CAD : Computer Aided Design
CHS : Complaint Handling System
CTC : Core Team Consultant
CHU : Complaint Handling Unit
DIA : Directorate of Implementing Affairs
DOP : Directorate of Planning
DGH : Directorate General of Highways
DMS : Document Management System
DTA : Directorate of Technical Affairs
DGH : Directorate General of Highway
DMS : Document Management System
DSC : Design and Supervision Consultants
EA : Executing Agency
EINRIP : Eastern Indonesian National Roads Improvement Project
EIRTP-1 : Eastern Indonesia Regional Transport Project First Project)
ESS : Environmental and Social Safeguards
FMIS : Financial Management Information System
FIDIC : Federation Internationale des Ingenieur Conseils
FMIS : Financial Management Information System
GIS : Geographic Information System
GOI : Government of Indonesia
IA : Implementation Agency
IBRD : International Bank for Reconstruction and Development
IFR : Internal Financial Report
IRMS : Integrated Road Management System
Kabupaten : Regency
KPIs : Key Performance Indicators
LAN : Local Area Network
LARAP : Land Acquisition and Resettlement (Rencana Tindak
Pengadaan Tanah dan Pemukiman Kembali)
MIS : Management Information System
MOF : Ministry of Finance
MPW : Ministry of Public Work
MPRs : Monthly Progress Reports
P2JN : Perencanaan Pengawasan Jalan dan Jembatan Nasional
PDF : Portable Document Format
PMU : Project Management Unit
PAPs : Project Affected Peoples
PMM : Project Management Manual
PMU : Project Management Unit (WINRIP)
POKJA : Bina Marga Project Managers and Procurement Committes
PPC : Project Preparation Consultants
PP3 : Pemantau Pihak ke 3
PPK : Sub Project Manager
PPR : Project Progress Report
QPRs : Quarterly Progress Reports
RKL/RPL : Rencana Pengelolaan/Pemantauan Lingkungan
RS : Road Safety
Satker : Satuan Kerja (Work Unit for Road Project Implementation)
SPPL : Surat Pernyataan Pengelolaan Lingkungan
TA : Technical Assistance
TOR : Terms of Reference
UKL/UPL : Upaya Pengelolaan Lingkungan dan Upaya Pemantauan
Lingkungan (Site Specific Environmental and Monitoring Plans
WINRIP : Western Indonesia Roads Improvement Project
WB : World Bank
WP : Work Program
WPs : Works Programs
1 EXECUTIVE SUMMARY
Loan 8043-ID Progress
Loan Allocation and Disbursement % to Date
The total disbursement from the loan to date was USD 800,000.00 equivalent to approximately 0.32% of the loan funds. The following table summarizes the individual disbursementsas calculated by CTCbut retaining the total disbursement from Client
Connectionat the end of February 2013.
Category Description Loan Amount US$ Totals Disbursed to
End March in US$
% Disbursed
1
Part 1Betterment and Capacity Expansion of
National Roads.
220,400,000.00 0 0
2
Part 2
Implementation Support
16,000,000.00 674,177.03 4.21
3
Part 3
Road Sector Institutional Development
1,000,000.00 0 0
4
Part 4
Contingency for Disaster Risk
Response
0 0 0
Unallocated 12,600,000.00 0 0
LN 8043 DA-A 125,822.97 0
Original Loan Amount 250,000,000.00 800,000.00 0.32
0.00
11%
26%
44%
63%
78%
90%
100%
0.00 10.00 20.00 30.00 40.00 50.00 60.00 70.00 80.00 90.00 100.00
Year
%
C
o
m
p
le
te
Project Status to End February 2013
Length Width
Estimated Cost (PIP Mar 2012) (excl. VAT)
DED
(Km) (m) (IDR Million) Status Doc Requirem ent Status Doc Requirem ent Status Budget Allocation Status Est'd. Start Duration (months) SUMATERA UTARA
5 Sp. Rampa - Poriaha 11.1 6 55,126.60 Review by
CTC UKL/UPL OK Balai I 2011 SLARAP Consultant recruitment (Balai 1)
Balai 1 100% Not yet started Dec-13 18.00
15 Sibolga - Bts Tap Sel 36 7 129,228.00 Review by
CTC UKL/UPL OK Balai I 2011 LARAP Consultant recruitment (Balai 1)
Balai 1 Inventory Not yet started Apr-14 21.00
SUMATERA BARAT
Padang Sawah - Sp Empat 40.9 7
Including Air Gadang Bridge 100 m 7
3 Manggopoh - Padang Sawah 32 7 152,434.90 Completed SPPL OK P2JN 2010 1. LARAP 2. Monit. LARAP Report
1. NOL WB 13 Dec 12 2. Process
Dinas PU Prop 100%
Awaiting WB
NOL for AER Oct-13 24.00
7 Indrapura - Tapan 19.5 7 96,921.00 Awaiting
DSC AMDAL Just ANDAL SLARAP Consultant recruitment (Balai 2)
Balai 2 Staking Out Not yet started Feb-15 21.00
8 Bts. Kota Pariaman - Manggopoh 46.8 7 183,268.80 Awaiting
DSC AMDAL Approval Process LARAP Completed P2JN 2011
Balai 2 Inventory Not yet started Dec-14 24.00
10 Sp Empat - Sp Air Balam 61.7 7 241,617.20 Awaiting
DSC AMDAL Approval Process LARAP Completed P2JN 2011
Balai 2 Inventory Not yet started Dec-14 24.00
12 Kambang - Indrapura 55.2 6 171,948.00 Awaiting
DSC AMDAL Process to convene SLARAP Consultant recruitment (Balai 2)
Balai 2 Staking Out Not yet started Feb-15 24.00
14 Painan -Kambang 31.5 7 118,993.00 Awaiting
DSC AMDAL Process to convene SLARAP Consultant recruitment (Balai 2)
Balai 2 Staking Out Not yet started Jul-15 21.00
20 Lubuk Alung - Sicincin 14.6 7 54,557.00 Awaiting
DSC UKL/UPL OK TLKJ 2011 SLARAP Consultant recruitment (Balai 2)
Balai 2 Inventory Not yet started Oct-15 18.00
21 Lubuk Alung -Kurataji 16.8 7 65,788.00 Awaiting
DSC UKL/UPL OK TLKJ 2011 SLARAP Consultant recruitment (Balai 2)
Balai 2 Inventory Not yet started Oct-15 18.00
BENGKULU
4 Ipuh- Bantal 42.4 7 226,275.10 Completed SPPL OK P2JN 2010 1. LARAP 2. Monit. LARAP Report
1. NOL WB 10 Dec 12 2. Not yet prepared SAL 2013 Administr Process for Lamd Acq. Awaiting WB
NOL for AER Oct-13 24.00
6 Ps Pedati - Kerkap 25 7 72,018.80 Review by
CTC UKL/UPL OK TLKJ 2011
LARAP Under
preparation Balai 3 Inventory Not yet started Apr-14 18.00
11 Bantal - Mukomuko 50.1 6 157,820.00 Review by
CTC AMDAL In Preparation LARAP
Under
preparation Balai 3 Inventory Not yet started Apr-14 24.00
13 Sp Rukis - Tj Kemuning 56.3 7 225,481.50 Review by
CTC UKL/UPL OK P2JN 2011
LARAP Under
preparation Balai 3 Inventory Not yet started Apr-14 21.00
Seblat - Ipuh including 34.5 6
Air Lalang & Air Guntung Bridge 64 m 6
18 Mukomuko - Bts. Sumbar 25.8 6 69,233.00 Awaiting
DSC UKL/UPL OK TLKJ 2011 SLARAP Consultant recruitment (Balai 3)
Balai 3 Inventory Not yet started Oct-15 18.00
19 Lais- Bintunan 11.6 7 37,558.00 Awaiting
DSC UKL/UPL OK TLKJ 2011 LARAP Consultant recruitment (Balai 3)
Balai 3 Inventory Not yet started Oct-15 18.00
LAMPUNG
1 Krui - Bha 25 7 146,668.00 Completed SPPL OK P2JN 2010
1. LARAP 2. Lap Mon LARAP
1. NOL WB 4 Jan 13 2. NOL WB
Satker PJN Prop 100%
Awaiting WB
NOL for AER Oct-13 24.00
36.8 6 30 m 6
9 Rantau Tijang - Kota Agung 42 7 149,831.50 Awaiting
DSC UKL/UPL OK TLKJ 2011 LARAP Consultant recruitment (Balai 3)
APBN 2014 Not yet started Jul-15 21.00
2,776,633.60 LARAP Under preparation APBN/SAL 2013 Measurem
ent by BPNNot yet started Apr-14 21.00
17 104,238.00 Review by
CTC AMDAL OK TLKJ 2011 16 110,237.00 Design Consl being recruited by P2JN
AMDAL Process to convene SLARAP Consultant recruitment (Balai 3) Balai 3 Oct-13
Inventory Not yet started Jul-15 21.00 2 207,390.20 Completed SPPL&UKL/
UPL Bridge
1. LARAP 2. Monit. LARAP Report
1. NOL WB 13 Dec 12 2. Process
Dinas PU Prop 60%
Awaiting WB NOL for AER
Contract Implementation
Plan
24.00
Sp.Gunung Kemala - Pg. Tampak
Pack.
No. Loan Package Name
Environment Social Land Acquisition
Procuremen t Status
World Bank Missions
A World Bank missions visited Indonesia during 4 to 14 February 2013 to review the implementation status of the Western Indonesia National Roads Improvement Project (WINRIP) and the Strategic Roads Infrastructure Project (SRIP). The draft Aide Memoire (AM) discussed and agreed the following action plan regarding the WINRIP implementation.
No. Action Plan Responsibility Target Dates
1 Submit LARAP Monitoring Report for Krui – Biha Sub-project
to the Bank. DGH 31 March 2013
2
Submit LARAP Monitoring Reports for Manggopoh – Padang Sawah and Padang Sawah – Simpang Empat including Air Gadang Bridge Sub-projects to the Bank.
DGH 31 March 2013
3 The Bank to expedite the clearance of PQ evaluation ofAWP-1 packages. Bank 28 February 2013
4 Submit the updated Procurement Plan to the Bank. DGH 28 February 2013
5 Submit updated PMM for FM aspects to the Bank. DGH 31 March 2013
Procurement
All subprojects for WP-1 have been started with prequalification since 30 December 2011 for ICB multiple contract. This was an advanced procurement action agreed by both DGH and the World Bank prior to the CTC establishment. The deadline of Qualification Document submission by the Applicants was on 28 February 2012. There are twenty nine (29) Applicants who submitted and applied their qualification documents for various packages which are summarized as follow.
• Package No. 1 (Krui – Biha) : 13 Applicants applied. • Package No. 2 (Pd. Sawah – Sp. Empat) : 13 Applicants applied. • Package No. 3 (Manggopoh – Pd. Sawah) : 18 Applicants applied. • Package No. 4 (Ipuh – Bantal) : 12 Applicants applied.
All three (3) Procurement Teams or Pokja evaluated all qualification documents submitted by those Applicants. Submission of the Application Evaluation Report (AER) to the Bank was on 9 May 2012 for two packages (Package No.1 and No.4) and on 20 June 2012 for other two packages (Package No.2 and No.3). The Bank still reviews the AERs and requested the Pokja to submit supporting documents. The latest request from the Bank was sent to DGH on 15 March 2013 for board of director and board of commissioner information of the Government’s Entity participated in the prequalification.
Potential Problems
The bid of four (4) packages under AWP-1 is delayed. The Application Evaluation Reports (AERs) have been discussed between the DGH and the Bank for almost a year. The tender could not be started until the AERs are approved by the Bank even the Bidding Documents are ready to be issued.
The existing road conditions of the four packages under AWP-1, which are predicted being deteriorated rapidly by the traffic during almost a year, shall be anticipated.
Establishment of the Design and Supervision Consultant (DSC) is delayed. It is required to expedite the DSC recruitment process. The DEDs for AWP-2 and AWP-3 packages, including the 7 packages under CTC review at the current time, shall be completed soonest and the procurement can be started immediately.
Action Required
The project managers (PPKs) are suggested and required to update the DEDs of the AWP-1 packages following actual condition of the existing roads. The estimated construction cost should be considered to not significantly increase. Otherwise, the prequalification shall be cancelled since the experience criteria for the Applicants were set based on previous estimated construction cost.
2 PROJECT DESCRIPTION
2.1 Background
The Government of Indonesia wishes to continue the strengthening of the National Road system in Indonesia while the Eastern Indonesia National Roads Improvement Project (EINRIP which is assisted by AusAID through the Australian Indonesia Partnership or AIP), is providing support program of National road and bridge improvement works in Eastern Indonesia. The Western Indonesia National Road Improvement Project (WINRIP) will provide similar support for National road and bridge in the Sumatra region of Indonesia. The focus of WINRIP will be roads administered directly by the National Government, including those currently classified as Provincial, Kabupaten (District) or non-status roads which are in process of being reclassified as National roads. In addition, provision will be made for major bridge repair works, rehabilitation, duplication and replacement as necessary to complement the road betterment works.
2.2 Project Development
The Loan Effectiveness Date for the WINRIP is 12 March 2012 and the key project data is shown in the following detail.
Key Project Data WINRIP Loan No. 8043-ID
Project Cost US$350 million
Original Loan Amount US$250 million
Revised Loan Amount N/A
Board Approval Date 26 May 2011
Loan Signing Date 14 December 2011
Effectiveness Date 12 March 2012
Disbursement (as of 31 February 2013)
US$ 0.67 million (0.27%)
Original Closing Date 31 December 2017
Formally Revised Closing Date N/A
Environmental Category B-Partial Assessment
Project Component 1 : Betterment and Capacity Expansion of National Roads
[image:14.595.90.537.262.386.2]According to the Loan Agreement, this component will cover three work programs of betterment and capacity expansion of approximately 715.6 km including replacement of 194 meters of bridges. This civil works program will be executed in three Annual WorkPrograms (AWP), as summarized in Table 2.1. The table shows the IBRD assisted scope and costs of civil works at estimated current (year of implementation) prices, excluding taxes.
Table 2.1 Proposed Physical Works by DGH Program
Type of Works
AWP-1 AWP-2 AWP-3
Km US$
mill Km
US$
mill Km
US$ mill
Road Betterment - - 53.10 22.77 -
-Capacity Expansion 137.10 79.70 314.60 127.67 207.60 74.58
Bridge works 0.100 1.94 - - 0.08 2.06
TOTAL
(excluding tax @ current prices) 137.20 81.64 367.70 150.45 207.68 76.65
* Contingency costs not included - ** including 194 meters of bridges
The batches of projects are termed Annual Work Programs (AWPs) in line with terminology used in other Bina Marga projects. They are not in fact “annual” programs as such but rather a series of multi-year programs, each commencing in consecutive years. Hence, hereinafter it will call as just Work Programs (WPs). It is expected that implementation of the first Works Program (WP-1) will commence in the third quarter of 2013 and be completed by third quarter or late 2015. The second Work Program (WP-2) is expected to commence in early 2014 and be completed by late 2015 or middle 2016. The third Work Program (WP-3) is expected to commence in early 2015 and be completed by mid 2017. The loan will be closed onDecember
2017.
Table 2.2presents details of the First Works Program (WP-1). The four packages in
Table2.2 IBRD Assisted WINRIP Civil Work WP-1
No Province Link No. Link Name C la s s R o a d T y p e
Road Works Bridge Works Total Cost
F ro m T o L e n g th T re a tm e n t C o s t (2 0 1 0 ) No L e n g th C o s t (2 0 1 0 ) 2 0 1 0 P ri c e s E q u iv a le n t
Km Km Km Rp mill m Rp
mill Rp mill US$ mill
1 Lampung 053.0Krui –
Biha K1 IU 221.5 246.5 25.0 Bett’nt
to 7 m. 148,668 148,668 16.52
2 West Sumatra 047.2 PadangS awa – Simpang Empat
K1 IU 0.0 40.9 40.9Bett’nt
to 7 m. 189,810 189,810 21.09
2a West
Sumatra 34.1
AirGadan
gBridge K1 IU
New
Bridge 1 100 17.580 17,580 1.95
3 West Sumatra 047.1 Manggop oh – PadangS awah
K1 IU 102.2 134.2 32.0Bett’nt
to 7 m. 152,435 152,435 16.94
4 Bengkulu 015.3Ipuh
-Bantal K1 IU 0.0 49.7 49.7 Bett’nt
to 7 m. 226,275 226,275 25.14
It should be noted that all road sub-projects have been subject to economic appraisal and have estimated Economic Internal Rates of Return (EIRR) in excess of 15%. These were selected for inclusion and are subject to completion of environmental and social screening, to confirm that there is no land acquisition or resettlement requirements remain outstanding.
Final Engineering Designs, Engineer’s Estimates and bidding documents have been completed for all projects proposed for WP-1.
Sub-projects to be included in WP-2 and WP-3 have also been determined as listed
in Table 2.3. Final Engineering Designs and Engineer’s Estimates for all WP-2 and
WP-3 proposed works require preparation or finalization. In the cases of some projects, preliminary Engineering Designs were prepared during Project preparation which will require review and possible amendment by the Design and Supervision Consultant prior to procurement.
Table2.3 : IBRD Assisted WINRIP Civil Work WP-2 and WP-3
NO. SUBPROJECT LINK NO. AND NAME LENGTH (KM)
COST (RP. MILL)
WIDTH (M)
IMPLEMENTATION PLAN
START DURATION
(MONTHS)
WP-2
5. Sumut : Link No. 015.xx,Sp. Rampa – Poriaha 11.1 55,126.6 6.0 May 2013 18
6. Bengkulu : Link No. 010.0,
Ps. Pedati – Kerkap 25.0 72,018.8 7.0 May 2013 18
7. Sumbar : Link No. 019.0,
Indrapura – Tapan 19.5 96,921.0 7.0 Oct.2013 21
8. Sumbar : Link No. 024.0,Bts. Pariaman – Manggopoh 46.8 183,286.8 7.0 Oct. 2013 24
9. Lampung : Link No. 026.1,
Rantau Tijing - Kota Agung 42.0 149,831.5 7.0 Oct. 2013 21
10. Sumbar : Link No. 034.1,
Sp. Empat - Sp. Air Balam 61.7 241,617.2 7.0 Oct.2013 24
11. Bengkulu : Link No. 015.2,Bantal – Mukomuko 50.1 157,820.0 6.0 Dec. 2013 24
12. Sumbar : Link No. 017.2,Kambang – Indrapura 55.2 171,948.0 6.0 Dec. 2013 24
13. Bengkulu : Link No. 006.1,
Simpang Rukis - Tanjung Kemuning 56.3 225,481.5 7.0 Dec. 2013 21
WP-3
14. Sumbar : Link No. 017.1,
Painan – Kambang 31.5 118,993.0 7.0 March. 2014 21
15. Sumut : Link No. 016.0,
Sibolga - Bts. TapSel 36.0 129,228.0 7.0 March 2014 21
16.
Bengkulu : Link No. 009.4,
Seblat – Ipuh, including Air Galang and Air Guntung Bridges
34.5
0.052 110,237.0 6.0 March 2014 21
17. Lampung : Link No. 061.1,
Sp. Gunung Kemala - Pugung Tampak
36.8
0.03 104,238.0 6.0 March 2014 21
18. Bengkulu : Link No. 015.3,
Mukomuko - Bts. Sumbar 25.8 69,233.0 6.0 May 2014 18
19. Bengkulu : Link No. 009.1,Lais – Bintuan 11.6 37,558.0 7.0 May 2014 18
20. Sumbar : Link No. 002.0,
Lubuk Alung – Sicincin 14.6 54,557.0 7.0 May 2014 18
21. Sumbar : Link No. 027.0
Lubuk Alung – Kuraitaji 16.8 65,788.0 7.0 May 2014 18
Project Component 2 : Implementation Support
incremental operating costs for the project. This will provide support to the MPW for the implementation of the civil works, including: (a) provision of Core Team Consultants (CTC), Design and Supervision Consultants (DSC) and road safety audits; (b) Project management support and technical audits. This is directly related to the implementation of the civil works and covers consulting services for design and supervision of the civil works in Component 1; management support and technical audits to help improve the quality of construction and support to governance improvements during procurement and implementation; and a series of systematic road safety audits of road designs for all project roads in Component 1. This is to ensure compliance with road safety standards and regulations, identify road hazards and undertake remedial treatments for safety improvements.
Project Management Core Team Consultants (CTC).The CTC will provide support to the PMU and DGH in the management of the Project, based in Jakarta. Their tasks include financial and progress monitoring and reporting, information management and dissemination, quality assurance and performance review for the Design and Supervision Consultants, implementation and monitoring of the anti-corruption action plan, support for project monitoring and evaluation, and support for implementation of a training program to support project management and implementation. The CTC
contract No. 06-20/CTC/TA/LN/8043/1112 was signed on5 November 2012 by both
DGH and a Join Venture of PT. PerentjanaDjaja, Yongma Engineering Co.Ltd.,
and PT. EpadasconPermata Engineering Consultant.
Design and Supervision Consultants (DSC).A Design and Supervision Consultant (DSC) will be responsible for design of WP-2 and WP-3 civil works and supervision of all civil works. They will have the role of ‘Engineer’ under a FIDIC-type contract. The tasks include the preparation and maintenance of a quality assurance plan, validation and updating of designs, supervision of all civil works, environmental and social monitoring and management, and support for financial and progress monitoring and reporting. The DSC will also be responsible for quality assurance of materials and workmanship, certifying whether or not contractors have achieved the required results, as well as documentation and reporting based on the financial management plan. They will prepare a Quality Assurance system covering all subprojects, and continuously monitor the effectiveness of their supervision procedures. The team will be contracted and managed by DGH through the BinaMarga Regional Office(Balai II),
and will be based in Padang, West Sumatra. The DSC selection is under the finalization of bid evaluation by the Procurement Committee (Pokja) in BalaiBesarPelaksanaanJalanNasional II (BBPJN-II) of DGH. The DSC contract is predicted to be signed in June 2013.
Project Component 3 : Road Sector Institutional Development
critical environmental assets and vulnerable areas.The procurement for consultants under this component has not yet been started. Preparation for the procurement would be coordinated soon by the PMU WINRIP, the CTC and the DGH.
Project Component 4 : Contingency for Disaster Risk Response
This special component will provide preparedness and rapid response to disaster, emergency and/or catastrophic events as needed. This provisional zero dollar component will be added under this project to allow for rapid reallocation of loan proceeds from other components under streamlined procurement and disbursement procedures.
2.3 Project Objective
The main objective of the program will be toincrease the effective use of selected sections of National roads along the Western Sumatra Corridor by reducing
road user costs, through improvingthe National road network especially in 4 (four)
Provinces of Sumatra (North Sumatra, West Sumatra, Bengkulu and Lampung) and, where desirable, raise the road standard to that set by the Directorate General of Highways. This will contribute significantly to ensuring that the National road network in the region provides acceptable standards of service and accessibility, and is capable of supporting local and regional economic development.
3 CONSULTANCY SERVICES
3.1 CTC Consultants
3.1.1 Scope of Services
The CTC contract services originally were structured in its different project management elements.
• Inception Phase
A key activity during the inception phase will be to establish lines of communication with PMU-WINRIP and DSC’s Team Leader as well as with all Provincial Project Managers (Satkers) where the first works are to be constructed under WP-1.
• Project Management and Support to PMU, including acting DSC until the DSC is established
The Terms of reference identify a number of sub-items to be performed by CTC. The key factor that will ensure success is that the CTC must work pro-actively and alongside PMU counterparts and with DSC team in a professional manner based on mutual respect and trust.
• Preparation of Work Programs
• Financial Monitoring
It will be the role of the CTC to first assess the level of understanding of the financial management, monitoring and reporting procedures by the finance staff at the provincial and central level and subsequently devise an appropriate training program and assist the PMU in training delivery.
• Project Progress and Performance Monitoring
CTC will monitor the loan project progress and prepare the report in monthly basis. In the meantime, GOI and the World Bank have agreed on a set of Key Performance Indicators (KPIs) to measure the project’s performance in achieving its stated development objectives. CTC will therefore first concentrate on the establishment of precise definitions, calculation methods and data collection procedures to monitor the KPIs.
• Support for the Implementation of the ACAP
The CTC will assist PMU be responsible for ensuring the ACAP is properly implemented and for revising the Project Management Manual on an annual basis to incorporate necessary improvements to processes and procedure.
• ESAMP and LARAP Implementation Monitoring
CTC will closely work with BLHand DSC and will monitor and report the action of the Environmental Management Plan on a periodical basis and/or as required. • Training to Support Project Implementation
CTC is responsible for preparation and management of all training program required under WINRIP.
• Reporting
CTC is responsible for all reports required under the contract agreement with standardize forms, charts and tables.
3.1.2 CTC Manning
CTC professional staffs involved in the project as at the end of February 2013 are listed in the following table:
Position MM Name
Assignment Time
Used to End of February
2013
Contract Time Remaining
Start End
Team Leader 40 Mahbub ur
Rahman - - - * 40.00
Senior Highway Eng. 8 Moon, Sung
Hyun - - - 8.00
Senior Road Safety
Audit Engineer 6 Cho, Woo Sung - - - * 6.00
Senior Procurement
Specialist 18
Wasim ur
Rahman - - - * 18.00
Assistant Team Leader 40 Besar Afiat
Bowo Nov-2012 Feb-2016 3.37 36.63
Position MM Name
Assignment Time
Used to End of February
2013
Contract Time Remaining
Start End
Bridge Engineer 5 Harimurti
Suprihartono Jan-2013 May-2013 1.93 3.07
Quality Assurance
Engineer 36
Uray Abdul
Manaf - - - * 36.00
Financial Management
Specialist 36 Uus Martawijaya Nov-2012 Oct-2015 3.37 32.63
Environmental
Specialist 30 Leti Hermawati Dec-2012 Jun-2015 2.43 27.57
Social Impact
Specialist 36 M. Sutopo Nov-2012 Oct-2015 3.37 32.63
Procurement
Specialist-1 12 Darmansiri - - - * 12.00
Procurement
Specialist-2 12 Rudi Rungkat Nov-2012 Mar-2013 3.37 8.63
Management
Information Specialist 30 Agung Lukito - - - * 30.00
Community
Development Officer 36 Yakobus Jan-2013 Dec-2015 1.90 34.10 Notes: * : Not yet mobilized
The table shows that a number of key personnel have not yet been mobilized even though the project has already been running for almost five months. A number of the originally proposed names are no longer available due to a late start for the project and substitutes have been proposed but the project is still awaiting approval for these proposed replacement key personnel. These personnel are critically required for the production of reports in a timely fashion.
Since the original Team Leader was resigned prior to his mobilization, the CTC proposed a replacement for the Team Leader position to DGH. The qualification of the replacement has been being reviewed by DGH.
The DSC has not been established yet. In parallel with the instruction to speed up the process, detailed engineering design (DED) of some subprojects of WP-2 and WP-3 were prepared and completed by respective P2JN. The CTC has been instructed by DGH for acting as DSC to review the DEDs completed by the P2JNs.
3.1.3 CTC Contract
The CTC contract for “Western Indonesia National Roads Improvement Project” (Contract No. 06-20/CTC/TA/LN/8043/1112) was signed on 05 November 2012. The contract is between the Government of Indonesia represented by the Ministry of Public Works, Directorate General of Highways and PT. Perentjana Djaya in joint venture with Yongma Engineering Co.Ltd. and PT. Epadascon Permata Engineering Consultant.
and the official starting date of the contract was set at 6 November 2012.
The following table shows a list of contract amendment for the CTC contract with DGH.
Contract Date USD (Excl. VAT) IDR (Excl. VAT)
Original Contract 5-Nov-2012 1,276,700 21,415,400,000
3.2 DSC Consultants
A Design and Supervision Consultant (DSC) will be responsible for design of WP-2 and WP-3 civil works and supervision of all civil works. They will have the role of ‘Engineer’ under a FIDIC-type contract. The tasks include the preparation and maintenance of a quality assurance plan, validation and updating of designs, supervision of all civil works, environmental and social monitoring and management, and support for financial and progress monitoring and reporting. The DSC will also be responsible for quality assurance of materials and workmanship, certifying whether or not contractors have achieved the required results, as well as documentation and reporting based on the financial management plan. They will prepare a Quality Assurance system covering all subprojects, and continuously monitor the effectiveness of their supervision procedures. The team will be contracted and managed by DGH through the BinaMarga Regional Office (Balai II), and will be based in Padang, West Sumatra.
4 CIVIL WORKS
4.1 Detailed Design Preparation
Final Engineering Designs, Engineer’s Estimates and bidding documents have been completed for all projects proposed for WP-1.
WP-2 (nine subprojects) and WP-3 (eight subprojects) will be designed by DSC and the construction supervision of all the works programs will be performed by the DSC. During the CTC mobilization, the DSC has not been established yet. In parallel with the instruction to speed up the process, detailed engineering design (DED) of some subprojects of WP-2 and WP-3 were prepared and completed by respective P2JN.
Senior Highway Engineer is mobilized on schedule on 1 February.
Senior Highway Engineer has implemented Technical Design Review with Highway Engineer for Package No.5 Sp. Rampa – Poriaha. Simultaneously, Senior Highway Engineer have prepared the technical parts in the Project Management Manual for WINRIP project which reflected Indonesia BINA MARGA manual and International design manual in order to review the technical design review exactly than other things. The Technical Review and Road Safety Review Report have been included the checklists of Road Engineering and Road Safety audit each package by Senior Highway Engineer and Senior Road Safety Auditor.
Progress of Technical Design Reviewing up to the end of February 2013 is included
4.2 Procurements
Procurement shall be conducted under the Bank’s Procurement Procedures as mentioned in the Loan Agreement. The International Competitive Bidding (ICB) will apply to the packages with the construction estimated cost more than US$ 10 Million to comply with the Bank’s threshold for ICB. According to the GOI regulation, a prequalification shall be applied for the packages with the construction estimated cost more than IDR 10 Billion.
Therefore, all subprojects for WP-1 have been started with prequalification since 30 December 2011 for ICB multiple contract. This was an advanced procurement action agreed by both DGH and the World Bank prior to the CTC establishment. The deadline of Qualification Document submission by the Applicants was on 28 February 2012. There are twenty nine (29) Applicants who submitted and applied their qualification documents for various packages which are summarized as follow.
• Package No. 1 (Krui – Biha) : 13 Applicants applied. • Package No. 2 (Pd. Sawah – Sp. Empat) : 13 Applicants applied. • Package No. 3 (Manggopoh – Pd. Sawah) : 18 Applicants applied. • Package No. 4 (Ipuh – Bantal) : 12 Applicants applied.
No Singles / JO Legal Name
Participate and Result of the PQ Package
No.1
Package No.2
Package No.3
Package No.4
1 PT. AdhiKarya (Persero), Tbk. Applied NA NA Applied
2 PT. AdhiKarya - PT. AngkasapuriKonsursindo, JO. NA Applied Applied NA 3 PT. BangunCiptaKonstruksi - PT. AmartaKarya (Persero), JO. Applied NA NA NA
4 PT. BrantasAbipraya (Persero) Applied NA Applied NA
5 PT. Citra GadingAsritama NA NA NA Applied
6 PT. ConblocInfratecno Applied NA Applied NA
7 PT. Duta Graha Indah, Tbk. Applied Applied Applied NA
8 PT. HutamaKarya (Persero) NA Applied Applied NA
9 PT. HutamaKarya (Persero) - PT. SuciKarya Bad inusa, JO. Applied NA NA Applied 10 PT. Jaya Konstruksi MP, Tbk. Applied Applied Applied Appli ed 11 Kuk Dong Eng. Corp. - PT. Duta Graha Indah, Tbk., JO. NA NA NA Applied
12 PT. Multi Structure Applied Applied Applied Applied
13 PT. NindyaKarya (Persero) NA Appli ed Applied Appli ed 14 PT. NindyaKarya (Persero) - PT. RindangTigasatuPratama, JO. Applied NA NA NA 15 Pan Asia Corp. - PT. AnugerahKarya Agra Sentosa, JO. Applied NA Applied Appli ed
16 PT. PP (Persero), Tbk. NA Applied Applied NA
17 PT. PP (Persero) Tbk - PT. Tri Citra Perdana JO. Applied NA NA Applied
18 PT. WaskitaKarya (Persero) NA Applied Applied NA
19 PT. WaskitaKarya (Persero) - PT. AngkasaPuriKonsursindo, JO. Applied NA NA NA 20 PT. WaskitaKarya (Persero) - PT. DayaMuliaTurangga, JO. NA NA NA Applied 21 PT. WijayaKarya – PT. LubukMinturunKaryaPersada, JO. NA Applied Applied Applied
22 PT. Yasa Patria Perkasa NA NA Applied NA
23 PT. AngkasaTeknik Raya NA Applied Applied NA
24 PT. BangunCipta - Barettamuda KSO. NA NA Applied NA
25 PT. BumiRejo Applied NA NA Applied
26 PT. CiptaKarya Prima Mandiri NA Applied Applied NA
27 PT. SumberBatu NA Applied NA NA
28 Synohidro Co. Ltd. NA Applied Applied NA
29 PT. TelagaMegabuana - PT. Mawatindo Road Construction, JO NA NA Applied NA
No. Of applicants submitted the document 13 13 18 12
All three (3) Procurement Teams or Pokja evaluated all qualification documents submitted by those Applicants. Submission of the Application Evaluation Report (AER) to the Bank was on 9 May 2012 for two packages (Package No.1 and No.4) and on 20 June 2012 for other two packages (Package No.2 and No.3). The Bank still reviews the AERs and requested the Pokja to submit supporting documents. The latest request from the Bank was for company statutes information of the Government’s Entity participated in the prequalification. DGH sent the required documents to the Bank on last 15 January 2013.
DGH has also completed the draft of consolidated multiple contract ICB Standard Bidding Document for four (4) packages under AWP-1. The draft had been submitted to the Bank on 8 March 2012. The Bank’s comments had been issued on 12 March 2012. The draft of consolidated SBD was revised by DGH accommodating the Bank’s comments and submitted to the Banks on 27 June 2012. Second revision of the draft consolidated SBD, as requested by the Bank regarding synchronization between drawings and Bill of Quantities by letter dated 1 August 2012, was then finally concurred by the Bank on 31 October 2012.
The WINRIP Procurement Plan is shown inAppendix E.
4.3 Civil Works Implementation
Until the end of February 2013, there was no subproject contracted.
4.4 Civil Works Progress
No civil works progress can be reported since there was no subproject contracted until the end of February 2013.
4.5 Quality Assurance
The DSC will be responsible for quality assurance of materials and workmanship, certifying whether or not contractors have achieved the required results, as well as documentation and reporting based on the financial management plan. They will prepare a Quality Assurance system covering all subprojects, and continuously monitor the effectiveness of their supervision procedures.
A Quality Assurance Engineer of CTC will guide DSC preparing quality assurance system including standard operation procedures for all work items under the contract based on contract specification. He is also responsible to conduct regular monitoring on the quality assurance for all civil works implementation. The Quality Assurance Engineer of the CTC will be in charged soonest.
4.6 Environmental and Social Considerations
4.6.1 Current Overall Situation
A project category is assigned to each package as either Category A, B or C depending on the likely degree of influence on environmental issues with a brief explanation as follows.
area. A project classified as such requires an AMDAL (ANDAL, RKL/RPL) study.
Category B project is one which affects the people or the environment to some extent but with a smaller impact than a Category A. The required environmental analysis is a UKL/UPL study only.
Category C project has minimal effect on the people or environment and an environmental analysis is not required. Standard operational procedures (SOP) are used to handle any minor problem which may arise.
Details of packages that require environmental and social safeguards are given in
Appendix D.
The following table provides a summary of the required documents of 21 packages under the WINRIP.
Works Program
No of Packag
es
Investigations Approved by Remarks
Nos Documents BLH World Bank
AWP-1 4 8 SPPL (4)
Full LARAP (4)
4 (SPPL)
4 (Full LARAP)
NOLs have been issued by WB, except for SPPL.
AWP-2 8 17
Simple LARAP (1) Full LARAP (8) AMDAL Study (4) UKL&UPL (4)
4 (UKL&UPL)
0 (Full LARAP)
1 (one) AMDAL Study for three packages of AWP-2 and AWP-3 (Package Nos. 7, 12 and 14). 1 (one) AMDAL Study for two packages of AWP-2 and AWP-3 (Packages No.11 & 16).
AWP-3 9 14
Full LARAP (8) AMDAL Study (1) UKL/UPL (5)
5 (UKL&UPL)
0 (Full LARAP)
Total 21 39 13 4
4.6.2 Monitoring of Environmental Aspects During Construction
CTC will circulate of environmental monitoring forms to DSC. This set of forms focused on environmental and social impacts, and amounted to 7 pages. These forms were intended to be used every month by the DSC Environmental Specialist.
CTC’s environmental staff will actively advise to DSC on environmental monitoring, but have not directly carried out monitoring, despite the CTC TOR requirement to “to implement the Environmental and Social Assessment and
Management Plan for WINRIP”, which involves monitoring of environmental
plans and studies.
4.6.3 Design Integration, Road Safety aspects and Monitoring of Environmental Studies
Task 5.8.0 of CTC-2 TOR (Implement the Environmental Sosial Assessment and Management Plan/ESAMP) and Para 10.9 of the PMM requires ensuring that environmental management aspects of contracts have been implemented in accordance with AMDAL, UKL&UPL, SPPL studies and Environmental issues will integrated to design, Prepare environmental mitigation on construction stage for contractor (Contractor Program for Executing Environmental Managemen Plan CPEMP/RKPPL). Therefore CTC will propose to visit the site of projects subject to the studies or issues, and ensure that the plans are being implemented. A schedule for these visits is still in discussion with the PMU.
4.7 Anti Corruption Issues
4.7.1 Anti Corruption Action Plan (ACAP)
ACAP for WINRIP was developed from the previous SRIP experiences. Basically, it has the same main components of involving the Community Representative Observers (CRO) in the bid opening and Third Party Monitoring (TPM) during the construction supervision although modification was made on the selection process of the CROs for SRIP. Within this plan there are four main pillars as indicated separately below
a)
Community Representative Observers (CRO)b)
Publication/ Disclosurec)
Complaints Handling System (CHS)d)
Third Party Monitoring (TPM)4.7.2 Community Representative Observers (CRO)
The Community Representative Observers, required to observe the actual bid opening, were appointed for WP-1 group. All of the CROs were university staff, selected in accordance with the World Bank suggestion to request assistance from local universities.
CRO is the independent observer who is not related directly or indirectly to the Contractors, Consultants, and Suppliers or not be part of the WINRIP’s management, and not a member of any political party.
CROs selection procedures:
a. Review the criteria and qualifications of candidates for the CRO.
b. Director of Planning, DGH/ as Chairman of the Project Management Unit, delegated of the authority to the selection of the CRO to the Head of National Roads Implementation Agency (BBPJN) / Head of Procurement Services Unit (Unit LayananPengadaan - ULP),hereinafter referred to as Head of Balai. c. Head of Balai invited CRO candidates from the local universities or colleges. d. Selection of CRO facilitated by Balai (BBPJN) / Procurement Services Unit
(Unit LayananPengadaan - ULP).
f. Head of Balai reported the result of CRO selection by attaching the Minutes of Election Meeting and send an approval application letter of the CRO to Director of Planning DGH as the Chairman of PMU.
g. Based on the report and a written request from the Head of Balai above, the Director of Planning DGH as the Chairman of PMU signed a Letter of Agreement and the Decree of the Establishment of CROs.
The duties and obligations of CRO are:
a. CRO must be present in any procurement activity (Pre-Bid Meeting + Site Visit, Bids Submission and Opening of Bids, and Announcement of Bids Winner) by invitation of the Procurement Committee, and are required to sign the attendance list
b. If the elected CRO unable to attend on procurement activities, then Substituted CRO appointed have to attend these activities.
c. In discharging the Substituted CRO have the same responsibilities as elected CRO.
d. The CRO / Substituted CRO, after attending the Procurement activities, required to make a report of his/her activities and submit them to the PMU and CC to the related Head of Balai.
CRO as the representative of the community is to be independent observers and in performing their duties voluntarily and not demanding benefits of their works.
In the performance of its duties, the CROs receive transportation cost from their home / office to the location of procurement meeting, and also he / she also receives per diem or Out Station Allowance (OSA) and hotel accommodation if necessary to stay. CROs also got additional charged for their reporting costs. The financing standards adjusted to the General Cost Standard (StandarBiayaUmum) issued by the Ministry of Finance.
The CRO’s financing charged to the Contract for Consulting Services for Technical Assistance for Core Team Consultants (CTC) No: 06-20/CTC/TA/LN/8043/1112, dated 5 November 2012.
4.7.3 Publication/Disclosure
The second task under ACAP is publication of related ACAP documents for public disclosure with easy access to the general public and this is mainly manifest in the ACAP segment of the WINRIP website. This ACAP section has been being designed to attain the best possible transparency of the project.
external monitoring of the project:
• Work Plan and Procurement Plan.
• Quarterly newsletter containing information on the list of contracts, implementation progress, projects related activities, number, types and status of complaints in each location. The newsletter will also be made available to civil society in hard copy and through electronic mailing system.
• Mid-Term Review Report, promptly after completion of the mid-term review implementation support is carried out in accordance with the loan agreement;
• All final audit reports (financial or otherwise, including qualified audit reports) prepared in accordance with the loan agreement and all formal responses of the government in relation to such reports. The publication should be done within one month after the report is accepted as final.
• Contracts awarded with information on general scope of work (with location), value, and summary information of the awarded firms/ contractors. The practice in other projects demonstrates that disclosure of contracts awarded will help in reducing fraudulent practices
Ministry of Public Works (PU) maintains a website: http://www.pu.go.id/, with a link to ’eproc.pu.go.id’ for information on semi e-procurement or e-procurement. PMU WINRIP supported by CTC will develop his own website: http://www.winrip-ibrd.com, and with it all the information and data about WINRIP be inputted or uploaded on this site.
In the application of one of the components of ACAP, the public disclosure and transparency, it is necessary to spread information and increase the capacity of all stakeholders involved in the implementation of this WINRIP project, through a variety of relevant training. The trainings have been expressed in the ToR of CTC WINRIP and described in the Project Implementation Plan (PIP).
One of the major risks to effective project implementation and management derives from the likelihood that project management staff does not have adequate training in or experience of the management of large-scale projects.
Procedures to mitigate these risks include the need to conduct comprehensive training of staff in all participating entities involved with the procurement, financial management and supervision of the project.
In response to this need, an Annual Training Program has been prepared, which identifies the major training requirements to be addressed. This program builds on previous training programs prepared and implemented by DGH to strengthen management staff and support the implementation of loan programs like WINRIP.
Activity of training will be carried out and supported in CTC contract, including the budget which use provisional sum budgets
implementation. This will help ensure that procedures for procurement, project implementation and monitoring are well understood, to explain the safeguard aspect of the project including the Anti-Corruption Action Plan (ACAP) and the Environmental and Social safeguards (ESS), and to reinforce technical guidelines as required.
Training will be provided an extension of normal DGH training program as outlined in table below:
No Training Topic Purpose Target Agencies/
Units
Estimated Trainees/
Year
1 Procurement Training
(Including Provision of ACAP)
Special Training in procurement for members of Procurement Committees
Detailed provision of ACAP
Procurement
Committees at Provincial Level
30
2 Training In Project
Management
Required civil service training Prospective staff for
Satkrer (Work Units) 20
3 Refresher Training in Project Management
Feedback to Project
management staff from wider experience
Satkrer (Work Units) in
Provinces 60
4 Application of PMM
(including other provisions of ACAP)
Familiarization with Project Management requirements
Awareness of particular requirements of ACAP
Senior Staff of Provincial Agencies
Administrative Staff
Technical Staff
60
5 Financial Management
Reporting Training (IFR) follows on from PMM Training
Procedures for monthly data collection, consolidation and reporting for procurement, Disbursment; Physical Progress
Staff of Satkers
Staff of Provincial Financial Agencies
Technical Staff
30
6 Environmental Monitoring
Workshops
Review of Results of
Environmental Special Clauses (ESCs)to be provided by DSC
Provincial Works Agencies
Supervision Consultants
Contractors
30
7 Training of Treasurers
(Bravate A Cource)
Basic civil service training fro financial officers
Project Units (Satker) in
Provinces 20
Total Trainees Estimated 250
WINRIP project implementation is planned for 3 (three) years (2013 -2015), the number of trainees is 3 x 250 = 750. It is also possible on the way of time, type or duration of training may change tailored to the needs.
The Training Program summarized and described below:
1. Procurement Training: For the Procurement Working Group Committees
(POKJA Pengadadaan) of each entity.
The intention is to provide in-depth training once a year, before the main tendering activity, and timed to ensure that this is not delayed.
2. Training in Project Management: Annual course for prospective key staff.
Purpose of Training is to train the candidates for future appointments as key project staff in all aspects of Project Management.
Prospective key staffs (Heads of Work Units, Commitment Officers and Treasury), who were do not yet have a certificate in project management. The candidates will be selected from officials of the public works agencies (National/Provinces) in the 3 / 4 provinces with WINRIP Subprojects
3. Refresher Training in Project Management: Annual refresher course for key
staff of project units.
Training purpose is to give staff currently occupying key position in Work Units a brief updating in latest developments in project management.
Training target is Key staff: Heads of Work Units, Commitment Officers and Treasurers.
4. Project Management Manual (PMM) Training: Initial training / annual
refresher training in use of PMM.
To introduce provisions in the PMM to all the elements that are responsible for the implementation of WINRIP, in order to carry out their duties in accordance with the need to properly and fully observed during project implementation WINRIP.
All groups participating in project implementation should be included in the audience addressed by this component
5. Training in Reporting for FMR: Initial training / subsequent refresher training
in the details of monthly financial and other reporting requirements for FMR and other financial management aspects of the project.
The purpose is to provide staff at project level with training in the preparation and submission of monthly reports on disbursements, procurement activities and project progress.
The recipients of this training will include but not limited
• Staff of the units involved in recording and reporting project performance information of each project (2 persons per project).
• The Chief Financial Officer (KepalaBagianKeuangan) in each Province (2 per entity).
6. Environmental Workshop: Annual workshops to disseminate environmental
management and monitoring procedures to contractors, consultants and key project staff.
awareness of their responsibilities both under the project and in the wider context of all works implementation.
7. Training in Treasury (Brevet A): Annual training for financial staff of project
units.
To provide staff currently occupying key financial positions in Work Units with full understanding of financial record keeping and compliance with Ministry of Finance and Treasury standards and procedures.
The training target is the key financial staffs (Treasurers, SPM Issuing Officers, and Accountants).
4.7.4 Complaints Handling Mechanism (CHS)
The ACAP as adopted by the Ministry of Public Works for WINRIP states on the subject of “Complaints Handling System”. The Community Development Specialist and the Management Information Specialist will play a crucial role in the set-up of the Complaints Handling System (CHS) within PMU, in cooperation with the PMU officer(s) in charge of the Complaints Handling Unit (CHU).
CHS essentially has four main components as follows:
•
Data Entry.All complaints were expected to be submitted through the WINRIP website but in fact, to date, most complaints have been received by letter, either directly or indirectly, although a few were sent by fax or email. However, to attain the best possible transparency of the project, complaints submitted manually through letter, facsimile, telephone, e mail or visit to the Public Works regional offices will be entered in the WINRIP website by the CHS team of CTC. The possibility of using the ‘short message service’ (SMS) from a cell phone for complaints was considered and it was decided that all SMS messages, although not treated as formal complaints, will be recorded as additional information.
•
Complaint Registration.Every submitted complaint is registered and stored into the CHS database, categorized, and sent to the correlated expert for future consultation in order to formulate a response.
•
Complaint Assessment.The CHS Team assesses the urgency and complexity of all complaints. Simple complaints are followed by the formulation of a response for PMU’s approval before uploading the formal response into the WINRIP website. Complex complaints are followed by a thorough investigation.
•
Field Investigation and Analysis.complainer; interview the contractor; etc. Findings will be used for analysis to formulate a conclusion, solution, next action and any further decision.
•
Problem Solving and taking the Decision.Complaints that have been investigated have to be studied, analyzed, discussed with various stakeholders, evaluated the problems and solved the problems/look for the solutions, and made the decisions and imposed the sanctions if necessary.
All the decisions that have been taken are reported to the PMU and submitted to complainant and to all related parties. Furthermore PMU convey the decision and / or sanctions to the Directorate General of Highways - Ministry of Public Works and to the World Bank.
4.7.5 Third Party Monitoring (TPM)
All WINRIP packages are designed to have external parties involved in conducting an independent assessment of the project throughout construction. Project information is accessible through the WINRIP website (under construction), project information booth which is normally maintained in the PPK/Satker/Dinas office or, project announcement (billboard) at each site. ACAP requires a third party, from outside the project, to independently monitor the progress of construction work of each link and these personnel are provided by universities nearby each package.
It was decided that the best method of recruitment for TPM was through the universities closest to each package and PMU mailed invitations asking them to express their interest in forming independent monitoring teams of Third Party Monitors. This concept is based on the fact that Universities/Technical Faculties have the engineers available for recruitment and Universities could use this opportunity to be involved in public service. It is hoped that this concept will be more effective and more efficient in getting legitimate, competent, independent Third Party Monitoring (TPM).
The duties of a TPM included:
a)
Report to the PPK for his intended package and obtain copies of all drawings and contract documentation.b)
Make at least three (3) separate visits to site, with each visit up to four (4) days long, and ascertain that the works are being carried out in compliance with the drawings and documentation.c)
Prepare and submit a report for the PMU following each visit with their last report post PHO.4.8 Road Safety Audit
5 FINANCIAL & MANAGEMENT INFORMATION
SYSTEMS
5.1 Draw Downs and Future Costs
Details of the disbursements already made from the loan are listed in the following sub section.
5.2 Disbursement
The total disbursement from the loan to the end of February 2013 was USD 800,000.00 equivalent to approximately 0.32% of the loan funds.
[image:33.595.101.541.301.647.2]The total expenditure to date measured in the term of the World Bank commitment, not including the Special Account advance, is shown inAppendix C.The following table summarizes the individual disbursementsas calculated by CTCbut retaining the total disbursement fromClient Connectionat the end of February 2013.
Category Description Loan
Amount US$
Totals Disbursed to End Feb. 2012
in US$
% Disbursed
1
Part 1Betterment and Capacity Expansion of National Roads.
220,400,000.00 0 0
2
Part 2
Implementation Support
16,000,000.00 674,177.03 4.21
3
Part 3
Road Sector Institutional Development
1,000,000.00 0 0
4
Part 4
Contingency for Disaster Risk
Response
0 0 0
Unallocated 12,600,000.00 0 0
LN 8043 DA-A 125,822.97 0
Original Loan
5.3 Management Information System
5.3.1 General Overview
The Management Information System tasks will include the followings:
1) Information System
a. Develop and manage a database system to store soft copy documents into a file storage server.
b. Establish a Document Management System (DMS) to provide:
• Letter Database System, used to record all information of incoming and outgoing letter.
• Document Library System, used to record all information of hard copy documents then store it into libraryshelves.
c. Create and maintain a WINRIP official website.
d. Develop and update a Geographic Information System (GIS) of spatial and roads information that overlay into Google Maps.
e. Develop and manage a Financial Management Information System (FMIS), the web based application to monitoring financial progress. f. Develop and manage a Progress Monitoring System (PMS), the web
based application to monitoring physical progress.
g. Provide a Complaint Handling System (CHS), used and support the ACAP activities to accommodate complaints from the public via short-massage-service gateway, email and website.
2) Data Collection and Document Upload
a. Collecting data and updating list of data catalog every month. b. Uploading documents into afilestorageserver.
3) Technical and Computer Troubleshooting
a. Setting up and manage cablenetwork of local area network and internet connection.
b. Setting up and manage hardware problem of the computer, printer, copier and phone.
c. Software installation and cleaning up of computer virus.
5.3.2 Database
A typical work flow in management of incoming and outgoing data will be divided into 3 types of data handling as follows:
1. Hardcopy, the documentis storedin a rack. 2. Softfiles, saved in theFileStorageServer.
3. Data information, inputted in database applications.
following systems:
a.
File Storage Server, used to store all files of reports and otherdocuments.
b.
Letter Database System, used to record all information of incoming andoutgoing letter.
c.
Document Library System, used to record all information of hard copydocuments then store it into libraryshelves.
Following further review the sub folder server file system will be provided toaccommodate the needs of the professional staff as follows:
CODE ROOT 1st
FOLDER 2nd
FOLDER
01 01_Project_Document
01_01 01_01_PIP
01_02 01_02_Loan_Agreement
01_03 01_03_Loan_Agreement_Extention
01_04 01_04_PAD
01_05 01_05_PMM
01_06 10_06_Aide_Memoire
02 02_General_Contract
02_01 02_01_Pre-contract
02_02 02_02_Contract
02_03 02_03_Mobilization
02_04 02_04_Amendment
02_05 02_05_Addendum
02_06 02_06_MOA
03 03_General_Report
03_01 03_01_Inception_Report
03_02 03_02_Monthly_Progress_Report
03_03 03_03_IFR
03_04 03_04_IFR_Q
03_05 03_05_Procurement_Committee_Readiness_ Assessment_Report
03_06 03_06_Bid_Evaluation_Procurement_Report 03_07 03_07_Draft_Project_Completion_Report
03_08 03_08_Project_Completion_Report
03_09 03_09_Technical_Report
04_01 04_General_Letter
05 05_General_Documentation
05_01 05_01_Meeting
05_02 05_02_Workshop
05_03 05_03_Training
05_04 05_04_Site_Visit
06 06_Office_Manager
06_01 06_01_Document
06_02 06_02_Operational
07 07_Highway
07_01 07_01_General
07_02 07_02_Design_Review
07_02_01 Package 1, 2, 3, 4
07_03 07_03_Auditor
07_03_01 Package 1, 2, 3, 4
07_04 07_04_Meeting
07_05 07_05_Report
08 08_Quality_Assurance
08_01 08_01_General
08_02 08_02_Meeting
08_03 08_03_Report
09 09_Financial
CODE ROOT 1st
FOLDER 2nd
FOLDER
09_02 09_01_Meeting
09_03 09_01_Report
10 10_Environmental
10_01 10_01_General
10_02 10_02_Environmental_Review
10_03 10_03_Environmental_Studies
10_04 10_04_HIV/AIDS
10_05 10_05_Monitoring
10_06 10_06_Meeting
10_07 10_07_Report
11 11_Social_Impact
11_01 11_01_General
11_02 11_02_LARAP_Review
11_03 11_03_Monitoring
11_04 11_04_Meeting
11_05 11_05_Report
12 12_Procurement
12_01 12_01_General_Procurement_Notice
12_02 12_02_Special_Procurement_Notice
12_03 12_03_Bidding
12_03_01 CTC
12_03_02 DSC
12_03_03 Civil Works
12_03_04 Capacity Building
12_03_05 Disaster
Management
12_04 12_04_Meeting
12_05 12_05_Report
13 13_Data_and_Information
13_01 13_01_General
13_02 13_02_Source_Code
13_03 13_03_Master_Software
13_04 13_04_Meeting
13_05 13_05_Report
14 14_Community_Development
14_01 14_01_General
14_02 14_02_ACAP_Review
14_03 14_03_WPM
14_04 14_04_PP3
14_05 14_05_Meeting
14_06 14_06_Report
15 15_Supporting_Staff
15_01 15_01_Tedi_Okta_Pratama
15_02 15_02_Banu_Amanda_Zuhri
15_03 15_03_Data_Manager
15_04 15_04_Bayu_Rendro
Each folder will only be able to be accessed by responsible and nominated staff members to prevent any undesirable alteration or addition to the stored material. Each engineer will save every document into its correct folder which will be backed up weekly by the Management Information Specialist on a 1.5 Terabyte external hard disk.
5.3.3Project Progress Monitoring System
5.3.4 Website
The WINRIP-CTC website will contain all of the following items:
a)
General WINRIP information including copies of all reports i.e