PT. PERENTJANADJAJAin subconsultancywith ~ Yongma Engineering Co. Ltd and iilPT. Epadascon Permata Engineering Consultant CTCOffice: JI. Ciniru VII No. 25, Kebayoran Baru, Jakarta Selatan, 12180
Phone /Fax: (021) 7229823 Cc:
1. Acting Director of Planning, DGHzyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA 2. Head of Sub Directorateof Financing and ForeignCooperation
3. Kasalker PembinaanAdministrasi dan Pelaksanaan Pengendalian PHLN
4. Head of Section for Foreign Cooperation, Sub Directorate Financing and Foreign Cooperation Directorate of Planning, Directorate General of Highways (Sina Marga), Ministry of Public Works
5. File
Thank you for your kind attention.
Hereby we submit March Monthly Progress Report WINRIP Loan IBRD No 8043-10 (document attached). ,to:
Dear Sir,
Submission of March Monthly Progress Report; WINRIP Loan IBRD No. 8043-10 Subject
Attention: Ir. Agusta Ersada 5inulingga , MT Officer In Charge PMU WIN RIP Directorate General of Highways
Department of Public Works JI.Patimura 20 Kebayoran Baru Jakarta Selatan
Indonesia
Jakarta, April 10, 2013 Our Ref.No. :zyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA03_02/PW P/O/M-3.2013
Enclosure : 20 (twenty) sets
DIRECTORATE OF PLANNING Core Team Consultant for
Western Indonesia National Roads Improvement Project (WIN RIP) IBRO Loan No. 8043-10
~
Table of Contents
1 EXECUTIVE SUMMARY... 1
2 PROJECT DESCRIPTION ... 5
2.1 Background... 5
2.2 Project Development... 5
2.3 Project Objective...10
3 CONSULTANCY SERVICES ...11
3.1 CTC Consultants...11
3.1.1 Scope of Services...11
3.1.2 CTC Manning ...12
3.1.3 CTC Contract...13
3.2 DSC Consultants...14
4 CIVIL WORKS...15
4.1 Detailed Design Preparation...15
4.2 Procurements ...15
4.3 Civil Works Implementation ...17
4.4 Civil Works Progress ...17
4.5 Quality Assurance ...17
4.6 Environmental and Social Considerations ...17
4.6.1 Current Overall Situation ...17
4.6.2 Monitoring of Environmental Aspects During Construction...18
4.6.3 Design Integration, Road Safety aspects and Monitoring of Environmental Studies.18 4.7 Anti Corruption Issues ...19
4.7.1 Anti‐Corruption Action Plan (ACAP) ...19
4.7.2 Community Representative Observers (CRO) ...19
4.7.3 Publication/Disclosure ...20
4.7.4 Complaints Handling Mechanism (CHS) ...24
4.7.5 Third Party Monitoring (TPM) ...25
4.8 Road Safety Audit ...25
5 FINANCIAL & MANAGEMENT INFORMATION SYSTEMS ...26
5.1 Draw‐Downs and Future Costs...26
5.2 Disbursement ...26
5.3 Management Information System...27
5.3.1 General Overview...27
5.3.2 Database ...27
5.3.4 Website ...30
6 PROJECT PERFORMANCE ...31
6.1 World Bank and GOI Compliance...31
6.1.1 World Bank Missions...31
6.1.2 Performance Indicators ...31
6.2 Implementation Support Components ...32
6.2.1 Core Team Consultant (CTC)...32
6.2.2 Design and Supervision Consultant (DSC) ...33
6.2.3 Road Sector Institutional Development ...33
6.3 Training ...34
6.4 Anti‐Corruption Issues ...35
6.4.1 Anti Corruption Action Plan (ACAP) ...35
6.4.2 Community Representative Observers (CRO)...36
6.4.3 Third Party Monitoring (TPM) ...38
6.4.4 Complaint Handling System (CHS) ...39
6.5 Road Safety Audit ...39
6.6. Environmental and Social Impact Issues ...39
6.6.1. LARAP Study Report for Package No.01 : Krui – Biha ...39
6.6.2. LARAP Study Report for Package No.02 : Padang Sawah – Simpang Empat ...40
6.6.3. LARAP Study Report for Package No.03 : Manggopoh – Padang Sawah...40
6.6.4. LARAP Study Report for Package No.04 : Ipuh – Bantal...40
6.7 Management Information Systems ...40
6.8 Quality Assurance ...40
6.9 Project Risks and Mitigation Measures...40
6.9.1 Risks Related to Delays...40
6.9.2 Financial Risks ...40
6.9.3 Risks Related to Quality...41
7 ISSUES and RECOMMENDATIONS ...42
7.1 Current Situation ...42
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 : Aide Memoire
Appendix H : 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
ESAMP : Environmental and Social Assessment Plan
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)
SRIP : Strategic Road Infrastructure Project
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 the end of March 2013 was USD 2,207,915.00 equivalent to approximately 0.88% of the loan funds. The following table summarizes the
individual disbursements as calculated by CTC but retaining the total disbursement from
Client Connectionat the end of March 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 1,533,737.97 0
Original Loan Amount 250,000,000.00 2,207,915.00 0.88
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 2.21 mil (0.88 %)
WINRIP ACTUAL PROGRESS UP TO MARCH 2013 AND FORECAST UP TO DECEMBER 2017
ACTUAL Mach 2013 Forecast March 2013
Forecast Expenditure USD 47.12 mil (18.85%)
Project Status to End March 2013
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% Awaiting WBNOL for AER 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 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 AwaitingDSC 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 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.
Awaiting WB
NOL for AER 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% Awaiting WBNOL for AER 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 75% Awaiting WBNOL for AER
Contract Implementation
Plan
2 207,390.20 Completed SPPL&UKL/UPL Bridge 24.00
21.00 Oct-13
Inventory Not yet started Jul-15
17 104,238.00 Review byCTC AMDAL TLKJOK
2011
16 110,237.00 P2JN mulaiKonsultan
Maret 2013 AMDAL In convene SLARAP
Consultant recruitment
(Balai 3) Balai 3
World Bank Missions
No World Bank missions visited Indonesia during March 2013, but a signed copy of the Aide Memoire prepared following the mission held during February 2013. The Aide Memoire (AM) prepared following the mission contains the following table under the heading “New Actions Agreed” with the current situation appended by CTC.
No. Para Action By
Whom
Target
Dates ActionTaken
1 33 Submit LARAP Monitoring Report for Krui–
Biha Sub-project to the Bank. DGH
31 March 2013
Submitted the draft report by CTC to Subdit TLKJ on 27 March 2013.
2 34
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
Submitted the draft reports by CTC to Subdit TLKJ on 27 March 2013.
3 37 The Bank to expedite the clearance of PQ
evaluation of AWP-1 packages. Bank
28 Feb. 2013
No Objection Letter on 28 March 2013.
4 38 Submit the updated Procurement Plan to the
Bank. DGH
28 Feb. 2013
Submitted Updated
Procurement Plan by CTC to PMU on 27 March 2013.
5 A5 Submit updated PMM for FM aspects to the
Bank. DGH
31 March 2013
Submitted Updated PMM for FM aspects by CTC to PMU on 27 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.
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 concurred by the Bank on 31 October 2012.
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$250 million
Revised Loan Amount N/A
Board Approval Date 26 May 2011
Loan Signing Date 14 December 2011
Effectiveness Date 12 March 2012
Disbursement (as of 31 March 2013)
US$ 0.67 million (0.27%)
Original Closing Date 31 December 2017
Formally Revised Closing Date N/A
Environmental Category B-Partial Assessment
The IBRD Loan amount is US$250 million. The Project is intended to finance a part of the DGH investment program for national roads with a particular focus on the Western corridor of Sumatra. The corridor is one of the three main corridors in Sumatra and connects the city of Padang (with a population of around one million) to major towns along the west coast (Bukittinggi, Sibolga and Bengkulu). It also connects through connector roads on the West coast to Medan in the northeast and to Pekanbaru in the centre of the island. The project has four components:
Project Component 1 : Betterment and Capacity Expansion of National Roads
Programs (AWP), as summarized in Table 2.1. The table shows the IBRD assisted scope and costs of civil works at estimated current (year of implementation) prices, excluding taxes.
Table 2.1 Proposed Physical Works by DGH Program
Type of Works
AWP-1 AWP-2 AWP-3
Km US$
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 2.2 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 Padang Sawa – 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 Air Gadang Bridge
K1 IU New
Bridge 1 100 17.580 17,580 1.95
3 West Sumatra 047.1 Manggop oh – Padang Sawah
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.
The costs presented in Table 2.1 are planning estimates only, and the overall scope and
Table 2.3 : 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
Project Component 2 : Implementation Support
This component provides 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 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 on 5 November 2012 by both DGH and a Join
Venture of PT. Perentjana Djaja, Yongma Engineering Co.Ltd., and PT. Epadascon
Permata 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
Bina Marga Regional Office(Balai II),and will be based in Padang, West Sumatra. The DSC
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. 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 to increase the effective use of selected
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 programme 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.
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 at the end of March 2013 are listed in the following table:
Position MM Name
Assignment Time
Used to End of March 2013
Contract Time Remaining
Start End
Team Leader 40 Mahbub ur Rahman - - - * 40.00
Senior Highway Eng. 8 Moon, Sung Hyun Mar-2013 Oct-2013 0.33 7.67
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 4.37 35.63
Highway Engineer 36 Whiliyanto Nov-2012 Oct-2015 4.37 31.67
Bridge Engineer 5 Harimurti
Suprihartono Jan-2013 May-2013 2.93 2.07
Quality Assurance
Engineer 36 Uray Abdul Manaf - - - ** 36
Financial Management
Specialist 36 Uus Martawijaya Nov-2012 Oct-2015 4.37 31.63
Environmental
Specialist 30 Leti Hermawati Dec-2012 Jun-2015 3.43 26.57
Social Impact
Specialist 36 M. Sutopo Nov-2012 Oct-2015 4.37 31.63
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 0.17 16.83
Management Information Specialist
30 Agung Lukito - - - ** 30.00
25 Sony Thamrin - - - *** 25.00
Community
Development Officer 36 Yakobus Jan-2013 Dec-2015 2.90 33.10
From this table it can be seen 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.
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. 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 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 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.
The notice to proceed was issued by letter dated 6 November 2012 from the PPK, 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
DraftAmendment No.1 - 1,324,725 23,885,900,000
The draft Amendment No.1 is reflecting current requirement of the CTC services as summarized below.
• Replacement of the Team Leader.
• Adding the new position of Bridge Engineer.
• Adding the new position of Training Specialist, and
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 Sumatra.
4 CIVIL WORKS
4.1 Detailed Design Preparation
Detailed Engineering Designs (DED), Engineer’s Estimates (EE) 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. 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.
The Senior Highway Engineer has implemented Technical Design Review with
Highway Engineer for Package No.5 Sp.Rampa – Poriaha and is submitting 1st
Post-Review report on 3 March 2013.The Senior Highway Engineer have been preparing the technical parts in the Project Management Manual for WINRIP project which reflected Indonesia BINA MARGA and International Design Standards in order to review the technical design review exactly than other things. Especially, the CTC have been focused on pavement and geometric design criteria. The Senior Highway Engineer has still reviewed the guidelines and design manuals in Indonesia to identify the improvements of engineering judgment. It also have been discussed the technical details with BINTEK and the DED Consultants.
The drawings and the cost estimation for Package No.11 Bantal-Mukomuko, No.13 Sp.Rukis-Tj.Kemuning and Package No.15 Sibolga-BTS.Tapsel is received on two separate occasions 18 March and 28 March and it has been started to review them by the CTC.
Progress of Technical Design Reviewing up to the end of March 2013 is included 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) 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.
• 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. Adhi Karya (Persero), Tbk. Applied NA NA Applied
2 PT. Adhi Karya - PT. Angkasapuri Konsursindo, JO. NA Applied Applied NA 3 PT. Bangun Cipta Konstruksi - PT. Amarta Karya (Persero), JO. Applied NA NA NA 4 PT. Brantas Abipraya (Persero) Applied NA Applied NA
5 PT. Citra Gading Asritama NA NA NA Applied
6 PT. Conbloc Infratecno Applied NA Applied NA
7 PT. Duta Graha Indah, Tbk. Applied Applied Applied NA
8 PT. Hutama Karya (Persero) NA Applied Applied NA
9 PT. Hutama Karya (Persero) - PT. Suci Karya 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. Nindya Karya (Persero) NA Appli ed Applied Appli ed 14 PT. Nindya Karya (Persero) - PT. Rindang Tigasatu Pratama, JO. Applied NA NA NA 15 Pan Asia Corp. - PT. Anugerah Karya 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. Waskita Karya (Persero) NA Applied Applied NA
19 PT. Waskita Karya (Persero) - PT. Angkasa Puri Konsursindo, JO. Applied NA NA NA 20 PT. Waskita Karya (Persero) - PT. Daya Mulia Turangga, JO. NA NA NA Applied 21 PT. Wijaya Karya– PT. Lubuk Minturun Karya Persada, JO. NA Applied Applied Applied
22 PT. Yasa Patria Perkasa NA NA Applied NA
23 PT. Angkasa Teknik Raya NA Applied Applied NA
24 PT. Bangun Cipta - Barettamuda KSO. NA NA Applied NA
25 PT. Bumi Rejo Applied NA NA Applied
26 PT. Cipta Karya Prima Mandiri NA Applied Applied NA
27 PT. Sumber Batu NA Applied NA NA
28 Synohidro Co. Ltd. NA Applied Applied NA
29 PT. Telaga Megabuana - PT. Mawatindo Road Construction, JO NA NA Applied NA
No. Of applicants submitted the document 13 13 18 12
• Note : NA = Not Applied for Prequalification.
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.
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 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 March 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 March 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.
The CTC will give guidance to them 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. A 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.
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.
Details of packages that require environmental and social safeguards are given in
Appendix D.
The following table provides a summary of the work involved are 21 packages.
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.
After finalizing the Standard Environmental Clauses (SEC), CTC assisted Subdit Environmental Affairs to produce monitoring forms covering all aspects of the technical specifications, and introduced them to participants of environmental training including P2JN, Project Manager, DSC, Contractors, Pokja etc. There are 69 pages of forms, covering all aspects of construction.
4.6.3 Design Integration, Road Safety aspects and Monitoring of Environmental Studies
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.
The duties and obligations of CRO are:
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.
• 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)
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
Training will be provided an extension of normal DGH training program as outlined in table below:
No Training Topic Purpose Target Agencies/Units EstimatedTrainees/
Year
1 Procurement Training
(Including Provision of ACAP) Special Training in procurementfor 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 Projectmanagement 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 ofEnvironmental 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 frofinancial 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.
To make sure that members of Procurements Committees in each participating entity are fully familiar with requirements of Perpres 54/2010 and Perpres 70/2012 and World Bank Procurement Guidelines, plus provisions of PMM regarding procurement (including the Anti-Corruption Action Plan, ACAP).
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 (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.
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.(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 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 drawingsand 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 lastreport 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 March 2013 was USD 2,207,915.00 equivalent to approximately 0.88% of the loan funds.
The total expenditure to date measured in the term of the World Bank commitment, not
including the Special Account advance, is shown in Appendix C. The following table
summarizes the individual disbursements as calculated by CTC but retaining the total
disbursement fromClient Connectionat the end of March 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 1,533,737.97 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 library shelves. 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 sms 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 a file storage server.
3) Technical and Computer Troubleshooting
a. Setting up and manage cable network 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 workflow in management of incoming and outgoing data will be divided into 3 types of data handling, below:
1. Hardcopy, the document is stored in a rack. 2. Soft files, saved in the File Storage Server.
For further handling that needs to be made an integrated database management system so that all data can be stored properly. The database system will be prepared to store all of WINRIP project information in a systematic, easily traceable, maintainable, and manageable format as outlined below with the following systems:
a.
File Storage Server, used to store all files of reports and other documents.b.
Letter Database System, used to record all information of incoming and outgoing letter.c.
Document Library System, used to record all information of hard copy documents then store it into library shelves.Following further review the sub folder server file system will be provided to accommodate the needs of the professional staff as follows:
CODE ROOT 1stFOLDER 2ndFOLDER
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
CODE ROOT 1st
FOLDER 2nd
FOLDER
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
09_01 09_01_General
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_Gen
