Covering Project Activities During
PT. PERENTJANAOJAlA in subconsultancy with .. Yongma Engineering Co. Ltd and,SlPT. Epadascon Permata Engineering Consultant CTCOffice: JI. Ciniru VII No. 25, Kebayoran Baru, Jakarta Selatan, 12180
Phone /Fax: (021) 7229823
5.
Sincerely yours,
Thank you for your kind attention.
Hereby we submit February 2014 Monthly Progress Report WINRIP Loan IBRD No 8043-10 (document attached).
Dear Sir,
Submission of February 2014 Monthly Progress Report WINRIP Loan IBRO No.zyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA 8043-10
Subject
Attention: Ir. Agusta Ersada Sinulingga , MT Officer In Charge PMU WINRIP Directorate General of Highways
Department of Public Works JI. Patimura 20 Kebayoran Baru Jakarta Selatan
Indonesia
Jakarta Maret 10, 2014 Our Ref.No. : 03_02/PWP/O/M-2.2014
Enclosure : 20 (twenty) sets
DIRECTORATE OF PLANNING Core Team Consultant for
1
EXECUTIVE SUMMARY
Loan 8043-ID Progress
1,45
4,35 4,35
0,00 10,00 20,00 30,00 40,00 50,00 60,00 70,00 80,00 90,00 100,00
Month
%
Co
m
pl
et
e
Actual Expenditure USD 4.94 mil (1.98 %)
WINRIP ACTUAL PROGRESS UP TO FEBRUARY 2014 AND FORECAST UP TO DECEMBER 2017
ACTUAL February 2014 Forecast February 2013
Forecast Expenditure USD 87.00 mil (34.80%)
Loan vs disbursement (%)
The loan amount disbursed as of end of February 2014 is USD 4,940,115 or. approximately 1.98 % of sanctioned loan.
The category wise disbursements are summarized in below table.
Category Description
Loan Restructuring
Amount US$
Totals Disbursed to End February
in US$
% Disbursed
1
Part 1Betterment and Capacity Expansion of
National Roads.
220,400,000.00 2,732,200.92 1.24
2 Part 2
Implementation Support 16,000,000.00 1,574,976.48 9.84
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 632,938.52 0
Original Loan Amount
Project Status to End February 2014
Length WidthEstimated Cost(PIP Mar 2012) (excl. VAT) DED
(Km) (m) (IDR Million) Status RequiremDoc ent Status
Doc Requirem
ent Status Budget
Allocation Status Est'd.Start (months)Duration SUMATERA UTARA
5 Sp. Rampa - Poriaha 11.1 6 55,126.60 Review byCTC UKL/UPL Balai IOK 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 byCTC UKL/UPL Balai IOK 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 P2JNOK 2010
1. LARAP 2. Monit. LARAP Report
1. NOL WB 13 Dec 12
2. Process Dinas PUProp 100%
NOL for AERs issued on 22
April 2013 Oct-13 24.00
7 Indrapura - Tapan 19.5 7 96,921.00 AwaitingDSC AMDAL ANDALBaru SLARAP recruitmentConsultant
(Balai 2) Balai 2 Staking Out Not yet started Feb-15 21.00
8 Bts. Kota Pariaman - Manggopoh 46.8 7 183,268.80 AwaitingDSC AMDAL ApprovalProcess LARAP CompletedP2JN
2011 Balai 2 Inventory Not yet started Dec-14 24.00
10 Sp Empat - Sp Air Balam 61.7 7 241,617.20 AwaitingDSC AMDAL ApprovalProcess LARAP CompletedP2JN
2011 Balai 2 Inventory Not yet started Dec-14 24.00
12 Kambang - Indrapura 55.2 6 171,948.00 AwaitingDSC AMDAL conveneIn SLARAP recruitmentConsultant
(Balai 2) Balai 2 Staking Out Not yet started Feb-15 24.00
14 Painan -Kambang 31.5 7 118,993.00 AwaitingDSC AMDAL conveneIn SLARAP recruitmentConsultant
(Balai 2) Balai 2 Staking Out Not yet started Jul-15 21.00
20 Lubuk Alung - Sicincin 14.6 7 54,557.00 AwaitingDSC UKL/UPL TLKJOK 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 AwaitingDSC UKL/UPL TLKJOK 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 P2JNOK 2010
1. LARAP 2. Monit. LARAP Report
1. NOL WB 10 Dec 12 2. Not yet prepared
SAL 2013 Process forAdministr Lamd Acq.
NOL for AERs issued on 22
April 2013 Oct-13 24.00
6 Ps Pedati - Kerkap 25 7 72,018.80 Review byCTC UKL/UPL TLKJOK 2011 LARAP
Under
preparation Balai 3 Inventory Not yet started Apr-14 18.00
11 Bantal - Mukomuko 50.1 6 157,820.00 Review byCTC AMDAL Preparation LARAP preparationUnder Balai 3 Inventory Not yet started Apr-14 24.00
13 Sp Rukis - Tj Kemuning 56.3 7 225,481.50 Review byCTC UKL/UPL P2JNOK 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 AwaitingDSC UKL/UPL TLKJOK 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 AwaitingDSC UKL/UPL TLKJOK 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 P2JNOK 2010
1. LARAP 2. Lap Mon LARAP
1. NOL WB 4 Jan 13
2. NOL WB Satker PJNProp 100% NOL for AERsissued on 22
April 2013 Oct-13 24.00
36.8 6 30 m 6
9 Rantau Tijang - Kota Agung 42 7 149,831.50 AwaitingDSC UKL/UPL TLKJOK 2011 LARAP
Consultant recruitment
(Balai 3) APBN 2014 Not yet started Jul-15 21.00
2,776,633.60 Sp.Gunung Kemala - Pg. Tampak
Pack.
No. Loan Package Name
Environment Social Land Acquisition
Procuremen t Status OK P2JN 2010 1. LARAP 2. Monit. LARAP Report
1. NOL WB 13 Dec 12
2. Process Dinas PUProp 80%
NOL for AERs issued on 22 April 2013
Contract Implementation
Plan
24.00 2 207,390.20 Completed SPPL&UKL/UPL Bridge
21.00 Oct-13
Inventory Not yet started Jul-15
17 104,238.00 Review byCTC AMDAL TLKJOK
2011 16 110,237.00 Prepared by P2JN Consultants since March 2013
AMDAL conveneIn SLARAP recruitmentConsultant (Balai 3) Balai 3
Apr-14 21.00
Visits
No important visit in the month of February 2014.
Procurement
The evaluation committee for Package 05, 11, and 13 have individually received PQ applications on February 10, 2014 for each package. The evaluation is in progress.
There are 3 (three) consultancy packages under Component 3: - Capacity Building for Disaster Risk Reduction;
- Capacity Building for Environment Management; - Capacity Building for Road Safety.
These packages are under procurement process. TOR has been prepared by DGH which shall be finalized at the earliest. It is scheduled to start procurement in the first quarter of 2014. The sub directorate of TLKJ has directly sent draft of all TOR to the WB for their review and concurrence.
Action Required
Reference to updated procurement plan, PQ bidding documents for short listing of contractor for the 4 Packages no (17, 5, 11, and 13) was issued to interested Bidders. The PQ Evaluation to prequalify the bidders for Package 17 has completed in February 2014. PQ Evaluation for remaining 3 packages (no. 5, 11, and 13) is in progress.
The Bidding Documents for NCB Procurement method (all packages) shall be based on Post Qualification. A full e-procurement documents shall be used to prepare NCB bidding document.
2
PROJECT DESCRIPTION
2.1 Background
The Government of Indonesia wishes to continue 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 bridges in the Sumatera 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 road betterment works.
2.2 Project Development
The effective date for WINRIP loan is 12 March 2012. Key project data is shown in below table.
Key Project Data WINRIP Loan No. 8043-ID
Project Cost US$350 million
Original Loan Amount US$250 million
Revised Loan Amount N/A
Board Approval Date 26 May 2011
Loan Signing Date 14 December 2011
Effectiveness Date 12 March 2012
Disbursement (as of 31 December 2013)
US$ 2.2 million (0.88%)
Original Closing Date 31 December 2017
Environmental Category B-Partial Assessment
The IBRD has sanction a loan amount of US$250 million for WINRIP Project. The Project is intended to finance a part of the DGH investment program for national roads with a particular focus on the Western corridor of Sumatera. The corridor is one of the three main corridors in Sumatera and connects city of Padang (with a population of around one million) to major towns along the west coast (Bukittinggi, Sibolga and Bengkulu). It also connects through connector roads on the West coast to Medan in the northeast and to Pekanbaru in the centre of the island. The project has four components:
Project Component 1: Betterment and Capacity Expansion of National Roads
Table 2.1 Proposed Physical Works by DGH Program
Type of Works
AWP-1 AWP-2 AWP-3
Km US$ 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 is named as Work Programs (WPs). It is expected that implementation of the first Works Program (WP-1) will commence in the third quarter of 2013 and completed by third quarter or late 2015. The second Work Program (WP-2) is expected to commence in early 2014 and completed by late 2015 or middle 2016. The third Work Program (WP-3) is expected to commence in early 2015 and completed by mid-2017. The loan agreement will be closed on
December 2017.
Table 2.2 presents details of the First Works Program (WP-1). The four packages in this
group should have been free from any land acquisition issues, but in fact two packages (Krui – Biha and Manggopoh – Padang Sawah) had land issues which were solved by the DGH properly. Thus, there were no foreseeable impediments to implementation.
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 Sumatera 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
Sumatera 34.1
AirGadan
gBridge K1 IU
New
Bridge 1 100 17.580 17,580 1.95
3 West Sumatera 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
It should be noted that all road sub-projects have been subjected to economic appraisal and estimated Economic Internal Rates of Return (EIRR) which is in excess of 15%. The projects were selected for inclusion after completion of environmental and social screening. To confirm,there is no land acquisition or resettlement requirements remain outstanding in WP-1..
Final Engineering Designs, Engineer’s Estimates and bidding documents have been completed for all proposed projects under WP-1.
Sub-projects to be included in WP-2 and WP-3 have also been determined as listed inTable 2.3. Final Engineering Designs and Engineer’s Estimates for all WP-2 and WP-3 were either prepared or finalized. . In some projects, preliminary Engineering Designs were prepared during Project preparation which require review and possible amendment by the Design and Supervision Consultant prior to procurement.
The costs presented inTable 2.3 are Engineer’s Estimated Cost only., The overall scope and contents of WP-2 and WP-3 have been revised until February 2014.
Table2.3: IBRD Loan WINRIP Civil Work WP-2 and WP-3
NO. SUBPROJECT LINK NO. AND NAME LENGTH (KM)
ENGINEER’ S ESTIMATE (RP. MILL)
WIDTH (M)
IMPLEMENTATION PLAN
START DURATION
(MONTHS)
WP-2
5. Sumut : Link No. 015.xx,
Sp. Rampa– Poriaha 9.7 152,870 6.0 Aug 2014 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
34.5
NO. SUBPROJECT LINK NO. AND NAME LENGTH(KM)
ENGINEER’ S ESTIMATE (RP. MILL)
WIDTH (M)
IMPLEMENTATION PLAN
START DURATION
(MONTHS)
Guntung Bridges
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
The component provides for consulting services to support project management and implementation so as to ensure implementation efficiency and overall quality of the works. It also includes funds for a small amount of training of DGH staff and for 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 contract No. 06-20/CTC/TA/LN/8043/1112 was signed on 5 November 2012 by both DGH and a Joint Venture of PT. Perentjana Djaja, Yongma Engineering Co,Ltd, and PT. Epadascon Permata Engineering Consultant.
Design and Supervision Consultants (DSC)
The 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 Bina Marga Regional Office (Balai II), and will be based in Padang, West Sumatera.
Project Component 3: Road Sector Institutional Development
This component will provide technical assistance and support to strengthen disaster risk mitigation in the road sector, including capacity building support for the new environment/risk mitigation and road safety unit of DGH to conduct disaster risk assessments and planning, risk mapping of land-slides, coastal erosion, earthquake and floods, and analysis of alternative designs for road segments that pass through 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. The provisional zero dollar component will be added under the 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 to increase the effective use of selected sections of National roads along the Western Sumatera Corridor by reducing road
user costs, through improving the National road network especially in 4 (four) Provinces of
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
The tendering process for WP 1 sub-projects began as soon as procurement committees have been formed and received appropriate training in the procurement procedures required. The indicative work programs and cost estimates identified for WP-2 and WP-3 are subject to verification, and are likely to change following more detailed investigations. Further preparation for WP-2 and WP-3 will be managed by the PMU supported by the CTC.
• 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.
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 BLH and 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 of end February 2014 are listed in the following table:
Position MM Name
Assignment Time Used
to End of February
2014
Contract Time Remaining
Start End
Team Leader
40 Mahbub ur Rahman - - - * -
35.25 Per Weiss Pedersen Apr-2013 Mar-2016 9.50 25.75
Senior Highway Eng. 12.5 Moon, Sung Hyun Mar-2013 Mar-2014 10.70 1.80
Senior Road Safety
Audit Engineer 11 Cho, Woo Sung
Jun-2013 Mar-2014 8.17 0.83
Jan-2016 Feb- 2016 - 2.00
Senior Procurement Specialist
18 Wasim ur Rahman - - - ** 18.00
16 Sanjeev Kumar
Agarwal Jan-2014 May-2015
1.20
14.80
Assistant Team Leader
40 Besar Afiat Bowo Nov-2012 Sep-2013 9.67 30.33
26 Agus Setiawan Sep-2013 Feb-2016 5.67 20.33
Highway Engineer
36 Whiliyanto Nov-2012 Jun-2013 7.37 28.63
36 Lebiyartono Jul-2013 Nov-2015 7.97 28.03
Quality Assurance
Engineer 30 Uray Abdul Manaf Jul-2013 Jun-2016 7.97 21.03
Position MM Name
Assignment Time Used
to End of February
2014
Contract Time Remaining
Start End
Specialist 26 YD Tarwanto Oct-2013 Nov-2015 4.97 21.03
Environmental
Specialist 30 Leti Hermawati Dec-2012 Jun-2015 14.43 15.57
Social Impact Specialist
36 M. Sutopo Nov-2012 Oct-2015 11.33 24.67
26 Witono Sept-13 Nov-2015 5.93 20.07
Procurement Specialist-1
12 Darmansiri - - - * 12.00
12 Muhdi - - - ** -
Procurement Specialist-2
12 Rudi Rungkat Nov-2012 Mar-2013 4.10 * -
17 M. Edi Fachri Mar-2013 Aug-2014 11.17 5. 83
Management Information Specialist
30 Agung Lukito - - - * 30.00
25 Sony Thamrin May-2013 Apr-2015 9.97 15.03
Community
Development Officer 36 Yakobus Jan-2013 Dec-2015 13.90 22.10
Notes: * : Resigned ** : Not yet mobilized = Amandment No. 1
As of end of this reporting month, the International experts (Senior Highway Engineer and Senior Road Safety Audit Engineer) have already consumed the man-mos allocation in the Original Contract and Amendment No.1. DGH requested them to continue their assignment and have to be accommodated in the contract amendment No.2 for extended period.
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 to review the DED of seven packages completed by the P2JNs (package 5, 6, 11, 13, 15, 17 and 19). These conditions imply to the need of changing the CTC scope of works which will be included in CTC contract amendment and the need to extend the Senior Highway Engineer and Senior Road Safety Audit Engineer assignment.
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 Directorate General of Highways in the Ministry of Public Works and PT. Perentjana Djaja in joint venture with Yongma Engineering Co.Ltd. and PT. Epadascon Permata Engineering Consultant.
The following table shows a list of approved contract amendment for the CTC services with DGH.
Contract Date USD (Excl.
VAT)
IDR (Excl. VAT)
Original Contract 5-Nov-2012 1,276,700 21,415,400,000
Amendment No.1 25-Oct-2013 1,315,925 22,426,175,000
The Amendment No.1 of the CTC services covers the modification and for variation from the original Contract. Listed below are the Following modification :
Replacement of the Senior Procurement Specialist
Extend assignment of the Senior Highway Engineer.
Extend assignment of the Senior Road Safety Audit Engineer.
Extending assignment of the Procurement Specialist 2 and replacement of the Procurement Specialist 1.
Add new position of Bridge Engineer.
Add new position of Training Specialist, and
Add new position of Road Safety Engineer.
3.2 DSC Consultants
A Design and Supervision Consultant (DSC) will be responsible for design of 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 Bina Marga Regional Office (Balai II), and will be based in Padang, West Sumatera.
DSC has been established in Balai II Padang following the contract signing on 11 June 2013 between Balai II and Renardet SA in joint venture with PT. Cipta Strada, PT. Daya Creasi Mitrayasa, PT. Seecons and PT. Yodya Karya. The Notice To Proceed was issued by the Balai II on 19 June 2013.
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. 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 to review the DED of seven packages completed by the P2JNs (Package 5, 6, 11, 13, 15, 17 and 19). These conditions imply to the need of changing the CTC scope of works which will be included in CTC contract amendment.
Final Design Technical Review of 4 packages (Package 7, 8, 10 and 12) which are WINRIP AWP-2 in West Sumatera province has been carried out by the CTC technical review team (senior highway engineer, senior road safety auditor, highway engineer) ) in order to assess and finalize the technical quality review to the design preparation which has prepared by DSC team. Then CTC team has prepared additional Technical Design & Road Safety CAM (comment and recommendation) for realistic improvement regarding DED in order to provide the last chance to the DSC team so as to change the design before actual construction of the road. The final recommendations is to finalize technical quality assurance in aspect of highway and road safety for DED which has been submitted on 5th February 2014. And the CTC technical review team (senior highway engineer, senior road safety auditor, highway engineer) attended the meeting with the DSC team on 28th February 2014 in order to discuss & finalize about the additional Technical Design & Road Safety comment and recommendation which is related with above 4 packages and handed over to the DSC team on 6th February 2014.
The CTC Team received the verification request with attached letter from World Bank Ref. WINRIP/143 and WINRIP/146. The CTC Team has completed review and verification request for 4 items of Technical Specifications for the Prequalification Documents about the above mentioned project. The CTC Team request DED Consultant to revise 4 Items; also keep consistency between Engineer’s Estimate and Technical Specifications as appropriate on reference to our attached document. These technical specifications for WINRIP With respect to road safety facilities will be submitted on 3rd March 2014.
Progress of Technical Design Review and Road Safety Audit is included in as Appendix B.
4.2 Procurements
Procurement shall be conducted under the Bank’s Procurement Procedures as mentioned in the Loan Agreement. The International Competitive Bidding (ICB) based on the Bank letter Ref. WINRIP/136 will apply to the packages with the construction estimated cost of more than US$ 25 Million to comply with the new 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. Review from previous procurement process, the World Bank in the Aide Memoire requested to GOI, for next 4 ICB subprojects qualification still used Pre-Qualification and for remaining sub-project must be process with Post Pre-Qualification. As well as for all NCB the World Bank also requested to follow Post Qualification in procurement process.
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. All AWP-1 sub-projects had signed the contract. The last 2 sub-projects, Package 02: Pd. Sawah – Simpang Empat and Package 03: Manggopoh – Padang Sawah, signed the contract on December 6, 2013 and NOL for disbursement for all 4 packages had been issued by the World Bank on December 10, 2013.
As of this reporting period there are four (4) Contract Packages that are on-going bidding/tendering stage. These are ICB Packages with Pre-Qualification and prior review by the Bank. The sub-projects are:
1. Package 17: Sp.Gunung Kemala – Pugung Tampak, prequalification had announced in UNDB Online and Ministry of Public Works Website on November 11, 2013 and 12 Applicants from 68 applicants registered in MPW Website had submitted the application proposal on December 30, 2013 (the last date for submitting the application). These applications have been evaluated by the Procurement Committee and sent to Bank for issue of No Objection. The Bidding Document is also sent to Bank after incorporating Bank Comment for issue of No objection.
shall be received on 10 February 2014 for evaluation.
3. Package 11: Bantal – Mukomuko, prequalification has announced in UNDB Online and Ministry of Public Works Website on December 23, 2013. The Prequalification application shall be received on 10 February 2013 for evaluation.
4. Package 13: Sp.Rukis – Tj.Kemuning, prequalification has announced in UNDB Online and Ministry of Public Works Website on December 23, 2013. The Prequalification application shall be received on 10 February 2014 for evaluation.
On February 10, 2014 the committee for Contract Packages 05, 11 and 13 has received the PQ applications for each package and evaluation process by committee still ongoing.
CTC has also involved in selection of DSC WINRIP since March 2013, started by attending the opening of Financial Proposal on March 5, 2013. The contract for this assignment was signed on June 11, 2013.
There are 3 (three) consultancy packages under Component 3: - Capacity Building for Disaster Risk Reduction;
- Capacity Building for Environment Management; - Capacity Building for Road Safety.
These packages are under procurement process. TOR has been prepared by DGH which shall be finalized at the earliest. It is scheduled to start procurement in the first quarter of 2014. The Subdit of TLKJ has directly sent Draft of all TOR to WB .
The WINRIP updated Procurement Plan is attached asAppendix E
4.3 Civil Works Implementation
Four (4) Contract Packages Covered by AWP-1 were already concurred for implementation by the World Bank. Likewise on December 10, 2013, the Bank, approved loan disbursement for progress billings. The Four (4) Contract Packages are as follows :
1. Contract Package No.01 Krui - Biha, Lampung Province, Contract was signed on November 25, 2013 between the Contractor and GOI.
• Contractor : Jaya Konstruksi Manggala Pratama Tbk.
• Notice to Proceed (SPMK) : January 8, 2014
• PCM has been held in Bandar Lampung on February 3, and 5, 2014
2. Contract Package No.02 Padang Sawah – Simpang Empat, West Sumatera Province, Contract was signed on December 6, 2013 between the Contractor and GOI.
• Contractor : Jaya Konstruksi Manggala Pratama Tbk
• Notice to Proceed (SPMK) : January 6, 2014
3. Contract Package No.03 Manggopoh – Padang Sawah, West Sumatera Province, Contract was signed on December 6th, 2013 between the Contractor and GOI.
• Notice to Proceed (SPMK) : January 6, 2014
4. Contract Package No.04 Ipuh – Bantal, Bengkulu Province. Contract was signed on November 14,2013 between the Contractor and GOI.
• Contractor : PT. Waskita Karya (Persero), PT. Daya Mulia
Turangga (JO)
• Notice to Proceed : January 13th, 2014
Quality Assurance Engineer has attended PCM Package No.1 : Biha – Krui on February 3, 2014, but for the next PCM that has been held on February 5, 2014 Quality Assurance Engineer didn’t attend.
4.4 Civil Works Progress
Civil Works can be reported on February 2014, such as:
a. Package (1) : Biha – Krui
Schedule : 0.865 %
Actual : 0.576 %
Deviation : 0.289 % ( - )
b. Package (2) : Padang Sawah – Simpang Empat
Schedule : 0.905 %
Actual : 0.133 %
Deviation : 0.772 % ( - )
c. Package (3) : Manggopoh – Padang Sawah
Schedule : 1.056 %
Actual : 0.360 %
Deviation : 0.698 % ( - )
d. Package (4) : Ipuh – Bantal
Schedule : 0.32 %
Actual : 0.18 %
Deviation : 0.14 % ( - )
Cut-off date for every Monthly Project Report is every 25thday of the month.
4.5 Quality Assurance
Based on the meeting on February 25, 2014 between PMU, BBPJN II, World Bank, CTC and DSC, Manual for Quality Assurance shall be prepared by DSC fot CTC’s review.
4.6 Environmental and Social Considerations
4.6.1 Current Situation
A project category is assigned to each package viz Category A, B or C depending on the likely degree of influence on environmental issues with a brief explanation as follows:
• Category A project is one which will have a significant negative impact on the
environment and may have an influence on areas outside the actual project 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 E.
Bengkulu Province was conducted by Environmental Specialist during 13 – 15 March 2013 to check the status of land to be acquired, to estimate of land area which is affected by the project and to identify the type of land asset affected by project to carry out interview with PAPs, to get information related land acquisition process and to check the current status of the Appraisal Team readiness for payment of the land acquisition. The CTC found that the land and asset of PAPs have not been paid by the project. Until the end of April 2013, the land acquisition process is still ongoing.
The following table provides a summary of the work involved are 21 packages.
Works Program
No of Packages
No of Investigations Approved by Remarks
BLH World Bank
AWP-1 4 9
SPPL x 4
UKL&UPL x 1 Full LARAP x 4
4 (SPPL)
4 (Full LARAP)
Approved – NOL issued by WB, except for SPPL
AWP-2 8 17
Simple LARAP x 1 Full LARAP x 8 AMDAL Study x 4 UKL&UPL x 4
4 UKL&UPL
3 AMDAL
1 SLARAP
Packages No.11 & 16. /packages on AWP2 &AWP3.
AWP-3 9 14 Full LARAP x 8
AMDAL Study x 1
UKL/UPL x 5
5 UKL&UPL
2 Full LARAP
Approved – NOL issued by WB, except for AMDAL and UKL/UPL
Total 21 40 Env=18,Soc=21 16 7
Note: UKL & UPL do not need a NOL from WB, and SPPL not necessary to submit to the WB.
All 21 Contract packages, require environmental impact investigation and Social Studies. There are 40 studies (17 environmental studies)need approval from the Environmental Agency (BLH),and 21 social studies (SLARAP and LARAP) require approval from the World Bank. Up to the end of February 2014,16 Environmental Studies (88%) has been approved by BLH and 7 LARAP Studies of (57%) has been approved by the World Bank.
4.6.2 Environmental and Social Issues
This section outlines the activities of the Social Impact Specialist and the Environmental Specialist during February 2014.
4.6.2.1 Environmental Issues
There are two (2) AMDAL on WINRIP not yet completed with the progress status: Environmental permit letter from Governor is under process (progress 95%), consist one (1) AMDAL cover the packages of No.7,12 and 14 in West Sumatera Province, and another cover the packages of No. 11 and 16 in Bengkulu Province. CTC has asked the AMDAL Consultant to finalize the AMDAL studies.
1. CTC is preparing training modules of the RKPPL/CPEMP (Contractor Program for Environmental Management Plan) and Environmental Impact Management And Mitigation Measures for the construction. CTC is assisted by Subdit Environmental AffairsMonitoring of Environmental Aspects During Construction
CTC will circulated monitoring form to DSC. This set of forms consisting 7 pagesfocused on environmental and social impacts. These forms are intended to be used every month by the DSC Environmental Specialist.
CTC’s environmental staffs actively advise DSC on environmental monitoring, but have not directly carried out monitoring, despite of the CTC TOR requirement to “to implement the Environmental and Social Analysis Management Plan for WINRIP”, which involves monitoring of environmental plans and studies.
2. Design Integration, Road Safety Aspects and Monitoring of Environmental Studies
Task 5.8.0 of CTC-2 TOR (Implement the Environmental and Social Analysis Management Plan/ESAMP) and paragraph 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 are integrated in the design, prepare environmental mitigation on construction stage for contractor (Contractor Program for Executing Environmental Managemen Plan CPEMP/RKPPL). CTC will proposed that staff visit the site of projects subject to studies or issues, and ensure that the plans are being implemented.
4.6.2.2 Social Issues
1. Monitoring Report of the Larap for Krui - Biha
Larap Report of the Package No.1 Krui-Biha in Lampung Province has been approved by the World Bank on 4 January 2013, including the monitoring report on 18 April 2013.The pending issue is a partially affected mosque redevelopment. Local Government will rebuild that affected mosque along with construction work.
2. Monitoring Report of the Larap for Padang Sawah– Sp. Empat
Larap report of the Package No.2 Padang Sawah – Sp. Empat in West Sumatera Province already approved by World Bank on 13 January 2013, including the monitoring report on 19 July 2013. The pending issue is the including 21 affected residents who have not yet received compensation from Local Government. To date, compensation of the affected resident are under process by the Local Goverment.
3. Monitoring Report of the LARAP for Manggopoh – Padang Sawah
Larap report of the Package no.3 Manggopoh – Padang Sawah in West Sumatera Province already appoved by World Bank on 4 January 2013, including the monitoring reports on 18 April 2013. The pending issue is the 10 remaining affected resident who have not yet received compensation from Local Government.
4. Monitoring Report of the LARAP for Ipuh – Bantal
5. Monitoring Report of the LARAP for Sp. Gunung Kemala – Pugung Tampak
Larap report of the Package no.17 Sp. Gunung Kemala – Pugung Tampak in Lampung Province has been reviewed by the World Bank (Ref.WINRIP/133 dated 16 September 2013) with comments and issues to be addressed. The Comment and issues are as follows :
a. The value of the appraisal for the affected lands for the Krui – Biha was already more than two years old. WB request the Larap should provide land appraisal value for the Sp Gunung Kemala – Pugung Tampak links. Likewise the established price standard for the building compensation should refer to the current data (updated data).
b. Action plan table should include a) formation of the land appraising team, b) relocation of 83 units of electricity utilities.
c. Grievance redressed mechanism should refer to LAR Framework for WINRIP.
d. Provide explanation on some data with no name in the nominative list.
e. Action plan signed by the relevant local government as a commitment that the local government will provide proper budget for the action plan
f. Implementation monitoring report by using the form provided in the LARAP.
According to World Bank letter, PMU Ref. 1286/Bp.11/MD/2013 dated 23 September 2013 has requested the Director of Implementation Affairs Region I via the Satker/PPK to prepare the above issues and concerns.
Follow up the World Bank review and PMU letter, CTC revised the Larap report for Sp. Gunung Kemala – Pugung Tampak. A revision of the Larap report already submitted to the WB from PMU dated 6 November 2013, and response from the World Bank dated 12 November 2013 stated that the Larap document could been disclosed at PMU website.
Referring to letter from the World Bank, Director of Planning submitted an official letter to Director of Implementation Affairs Region I dated 18 November 2013 regarding approval of the report from the World Bank to be informed to Balai III Palembang/Satker in Lampung Province.Now, PMU/CTC waiting a report of Larap implementation from Satker in Lampung Province.
6. Report of LARAP for Sp. Rampa - Poriaha
Larap report for Package no.5 Sp. Rampa – Poriaha in North Sumatera Province has reviewed by the World Bank (Ref.WINRIP/134 dated 16 September 2013) with comments and issues to be addressed. The comments and issues are as follows:
a. Moving and providing compensation to one person (kiosk owner) affected by the road improvement shall be included in the action plan.
c. Implementation monitoring report by using the form provided in the LARAP.
PMU has sent a letter Ref. 1286/Bp.11/MD/2013 dated 23 September 2013 to Director of Implementation Affairs Region I requesting the Satker/PPK to take action.
Follow up the World Bank review and PMU letter, CTC revised the Larap report for Sp. Rampa – Poriaha. A revision of the Larap report has submitted to the WB by PMU dated 6 November 2013, and response from the World Bank dated 12 November 2013 stated that the Larap document could be disclosed at PMU website.
Referring to letter from the World Bank, Director of Planning has submited an official letter to Director of Implementation Affairs Region I dated 18 November 2013 regarding the approval of the report from the World Bank to be informed to Balai I North Sumatera. PMU and CTC are waiting a report of Larap implementation from Head of Satker North Sumatera Province.
7. Report of Five Larap in Bengkulu
CTC recieved Larap Reports for five (5) packages in Bengkulu Province from the BBPJN III Palembang dated 30 September 2013. The five Larap reports consist of Larap Package No. 13: Sp. Rukis – Tanjung Kemuning, Larap Package No. 6: Psr Pedati – Kerkap, Larap Package No. 11: Muko-muko – Bantal, Larap Package No. 16: Seblat – Ipuh, and Larap Package No. 16: Bintunan – Lais.
CTC reviewed the five (5) Larap Reports, and have submitted to the World Wank by PMU dated 13 November 2013. All of the five Larap reports in Bengkulu Province has been reviewed by the World Bank (Ref.WINRIP/144 dated 20 November 2013) with comments and issues that need to be addressed and incorporated in the Report. The comments and issues are as follows:
a. In the five Larap reports there are some assets (land and building) that will be totally affected. Budgets for these obstructions should be allocated.
b. In the Larap report Package no.16 Ipuh – Seblat there are 126 land plots belong to government/public that are affected. However the social economic survey and the inventory table don’t show the situation.
PMU has sent a letter Ref. 1476/Bp.11/MD/2013 dated 27 November 2013 to Director of Implementation Affairs Region I requested the Satker/PPK take action.
8. Report of LARAP for Sibolga – Bts Tapsel
CTC received Larap Draft Final Report for Package no.15 Sibolga – Bts Tapsel from Balai dated 30 September 2013. The Larap report was submitted to the World Bank by PMU on 22 October 2013, for World Bank review and comment.
Larap report Package no.15 Sibolga – Bts Tapsel in North Sumatera Province has been reviewed by the World Bank (Ref.WINRIP/140 dated 28 October 2013) with comments as listed below:
a. There aresome renterswill be affected by the project which is also categorized as project affected people so must be recorded in the affected people list.
b. There is an existing private grave that will be affected by the project. Compensation for the relocation of the grave and cost of ritual ceremony have to be provided.
c. There are 64 units of kiosks along the existing side ditch that need to be relocated and should get moving assistance in addition the compensation provided for their affected assets.
PMU has sent letter Ref. 1404/Bp.11/MD/2013 dated 31October 2013 to Director of Implementation Affairs Region I requested the Satker/PPK take action.
A revised Larap report incorporating Bank’s comments had been submitted to the WB on 30 January 2014. World Bank accep[ted the report and approved was given on 6 February 2014. PMU is waiting Larap implementation report from Head of Satker North Sumatra Province.
9. Report of Three (3) LARAPS in West Sumatera
CTC received from Balai II Padang Draft Final of 3 Larap reports in West Sumatera consisting of Larap reports Package No.12 Kambang - Indrapura, Package No.8 Bts Kota Pariaman – Manggopoh, and Package No.10 Sp Empat – Air Balam on 01 August 2013. Comments from CTC has been sent to PMU on 9 September 2013, and PMU has forwarded to P2JN/ Local Consultant and requested to revise the LARAP report based on the CTC comment. However up to the end of December 2013 the revision of the 3 Larap reports has not been received by CTC yet. CTC will suggest to PMU/Director of Implementation Affairs Region I to remind P2JN/Local Consultant to provide the revision for 3 (three) Larap reports.
10. Report of Four (4) LARAPS in West Sumatera
in Memo Dinas is being sent to Balai II from Directorate of Implementation Region I.
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 Layanan Pengadaan -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 Layanan Pengadaan - ULP).
e. Elected CRO and substituted CRO must follow the one day training held by the PMU / CTC WINRIP.
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.
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 (Standar Biaya Umum) 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.
Ministry of Public Work (MPW) will provide necessary information in the Project Implementation Plan (PIP), Project Management manual (PMM) on its website, and in the bidding documents, such as contact point for complaint (mail and e-mail address, phone, fax, text message). The contact will also include the Bank’s Fraud and Corruption Hotline. MPW will hold Annual Accountability Meetings to enhance accountability and project information sharing with civil society. The PMM will provide guidelines on disclosure of information related to the project. MPW official website will display critical information on WINRIP to enhance both internal and 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.
• 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
Internal training of central and regional government staff will be required to support and strengthening administration and management of the project throughout its 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.
No Training Topic Purpose Target Agencies/Units EstimatedTrainees/ Year 1 Procurement Training
(Including Provision of ACAP) Special Training in procurement formembers of Procurement Committees
Detailed provision of ACAP
Procurement Committees at Provincial Level
30
2 Training In Project
Management Required civil service training Prospective staff forSatkrer (Work Units) 20 3 Refresher Training in Project
Management Feedback to Project managementstaff from wider experience Satkrer (Work Units) inProvinces 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 EnvironmentalSpecial 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 frofinancial officers Project Units (Satker) inProvinces 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
Pengadaan) of each entity.
To make sure that members of Procurements Committees in each participating entity are fully familiar with requirements of Presidential Regulation (Perpres) 54/2010 and Presidential Regulation (Perpres) 70/2012 and the World Bank Procurement Guidelines, plus provisions of Project Management Manual (PMM) regarding procurement (including the Anti-Corruption Action Plan, ACAP).
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.
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 (Kepala Bagian Keuangan) 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.
The training is intended to provide staff and consultants with information on the Environmental Special Clauses in works contracts and to enhance their 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.
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.In the case of an investigation being required, the CHS team will make field visits and take necessary action such as discussion with related institutions (Satker, Dinas, Supervision Consultant, etc); invite the complainer; interview the contractor; etc. Findings will be used for analysis to formulate a conclusion, solution, next action and any further decision.
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
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 andcontract 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
Since the Senior Road Safety Audit Engineer has been mobilized on 1stMay 2013, technical design review which is AWP2 and AWP-3 sub-projects in aspect of road safety has been implemented. After completing of technical design review, the report of RSA which is to identify the road safety weaknesses in design during the design and actual construction and make recommendations for realistic improvements, has been made in response to recommendation of the links for betterment and their implementation under Annual Works Programs(AWP-2,3), through site visiting, review of prepared drawing & report, had an official meeting with stakeholder which is for Full design review and technical advisory. The CTC technical design team(highway & road safety audit) shall compile all the road safety recommendations in the Road Safety Audit Reports which shall be part of the technical reports. The RSA report has to be disseminating in particular to the audited packages.
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 as of the end of February 2014 was USD 4,940,115.92 equivalent to approximately 1.98% of the loan funds. The following table summarizes the individual disbursements as calculated by CTC but retaining the total disbursement fromClient Connectionat the end of February 2014.
Category Description Loan Restructuring Amount US$
Totals Disbursed to End February in US$
% Disbursed
1
Part 1Betterment and Capacity Expansion of
National Roads.
220,400,000.00 2,732,200.92 1.24
2 Part 2
Implementation Support 16,000,000.00 1,574,976.48 9.84
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 632,938.52 0
Original Loan Amount 250,000,000.00 4,940,115.92 1.98
5.3 Management Information System
5.3.1. General Overview
The Management Information System tasks include the following below:
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 library shelves.
c. Create and maintain a WINRIP official website.
e. Develop and manage a Project Progress Monitoring System (PPMS), the web based application to monitoring physical progress.
f. Provide a Complaint Handling System (CHS), used and support the ACAP activities to accommodate complaints from the public via sms gateway, email and website. <
