Monthly Progress Report No. 10
Covering Project Activities During
Table of Contents
1 EXECUTIVE SUMMARY... 1
2 PROJECT DESCRIPTION ... 4
2.1 Background ... 4
2.2 Project Development ... 4
2.3 Project Objective ... 8
3 CONSULTANCY SERVICES ... 9
3.1 CTC Consultants ... 9
3.1.1 Scope of Services... 9
3.1.2 CTC Manning ...10
3.1.3 CTC Contract...11
3.2 DSC Consultants ...11
4 CIVIL WORKS...13
4.2 Procurements ...13
4.3 Civil Works Implementation ...15
4.4 Civil Works Progress...15
4.5 Quality Assurance...15
4.6 Environmental and Social Considerations...15
4.6.2.1. Environmental Issues ...17
4.6.2.2. Social Issues ...18
4.6.2.3. Pre Implementation Review Mission ...19
4.7 Anti Corruption Issues ...20
4.7.1 Anti‐Corruption Action Plan (ACAP) ...20
4.7.2 Community Representative Observers (CRO) ...21
4.7.3 Publication / Disclosure ...22
4.7.4 Complaints Handling Mechanism (CHS) ...25
4.7.5 Third Party Monitoring (TPM) ...26
4.8 Road Safety Audit...26
5 FINANCIAL & MANAGEMENT INFORMATION SYSTEMS ...28
5.1 Draw Downs and Future Costs ...28
5.2 Disbursement ...28
5.3 Management Information System ...28
6 PROJECT PERFORMANCE ...34
6.1 World Bank and GOI Compliance...34
6.1.1 World Bank Missions...34
6.2 Implementation Support Components...34
6.2.1 Core Team Consultant (CTC)...34
6.2.2 Design and Supervision Consultant (DSC) ...35
6.2.3 Road Sector Institutional Development ...35
6.3 Training ...36
6.4 Anti‐Corruption Issues ...37
6.4.1 Anti Corruption Action Plan (ACAP) ...37
6.4.2 Community Representative Observers (CRO)...38
6.4.3 Third Party Monitoring (TPM) ...38
6.4.4 Complaint Handling System (CHS) ...39
6.4.5. Publication/Disclosure ...40
6.5 Road Safety Audit...40
6.6 Environmental and Social Impact Issues ...43
6.6.1. LARAP Study Report for Package No. 13 : Sp. Rukis – Tj. Kemuning...43
6.6.2. LARAP Study Report for Package No. 15 : Sibolga – Bts. Tapsel...43
6.6.3. LARAP Study Report for Package No. 16 : Sebelat - Ipuh...43
6.6.4. LARAP Study Report for Package No. 19 : Lais - Bintunan ...43
6.7.3 Quality Assurance...50
6.9 Project Risks and Mitigation Measures ...50
6.9.1 Risks Related to Delays...50
6.9.2 Financial Risks ...50
6.9.3 Risks Related to Quality...51
7 ISSUES and RECOMMENDATIONS ...52
7.1 Current Situation ...52
ABBREVIATIONS AND ACRONYMS
ACAP : Anti-Corruption Action Plan
AER : Application Evaluation Report
AIP : Australian Indonesia Partnership
AMDAL : Environmental Management (Analisis Mengenai Dampak
Lingkungan)
ANDAS : AnalisisDampakSosial
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 PelaksanaanJalanN asional (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
CRO : Community Representative Observer ( = WPM)
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 Plan)
WINRIP : Western Indonesia Roads Improvement Project
WB : World Bank
WP : Work Program
WPs : Works Programs
WPM : Wakil Pengamat dari Masyarakat (or Community
APPENDICES
Appendix A
:
Overall Loan Progress
Appendix B
:
Highway Design Progress
Appendix C
:
Financial Progress
Appendix D
:
Quality Assurance Progress
Appendix E
:
Environmental and Social Progress
Appendix F
:
Procurement Plan and Progress
Appendix G
:
WINRIP Website Progress
Appendix H
:
ACAP Training/Dissemination Progress
Appendix I
:
Performance Indicator
1 EXECUTIVE SUMMARY
Loan 8043-ID ProgressLoan Allocation and Disbursement % to Date
The total disbursement from the loan to the end of October 2013 was USD 2,207,915.00 equivalent to approximately 0.88% of the loan funds. The following table summarizes the
individual disbursementsas calculated by CTCbut retaining the total disbursement from
Client Connectionat the end of October 2013.
Category Description Loan Restructuring
Amount US$
Totals Disbursed to End October 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 1,406,108.24 8.79
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 801,806.76 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
%
C
o
m
p
le
te
Actual Expenditure USD 2.20 mil (0.88 %)
WINRIP ACTUAL PROGRESS UP TO OCTOBER 2013 AND FORECAST UP TO DECEMBER 2017
ACTUAL October 2013
Forecast October 2013 Forecast Expenditure USD
72.50 mil (29.00%)
Project Status to End October 2013
Length Width
Estimated Cost (PIP Mar 2012) (excl. VAT)
DED
(Km) (m) (IDR Million) Status Doc Requirem ent Status Doc Requirem ent Status Budget Allocation Status Est'd. Start Duration (months) SUMATERA UTARA
5 Sp. Rampa - Poriaha 11.1 6 55,126.60 Review by
CTC UKL/UPL OK Balai I 2011 SLARAP Consultant recruitment (Balai 1)
Balai 1 100% Not yet started Dec-13 18.00
15 Sibolga - Bts Tap Sel 36 7 129,228.00 Review byCTC UKL/UPL OK Balai I 2011 LARAP Consultant recruitment (Balai 1)
Balai 1 Inventory Not yet started Apr-14 21.00
SUMATERA BARAT
Padang Sawah - Sp Empat 40.9 7
Including Air Gadang Bridge 100 m 7
3 Manggopoh - Padang Sawah 32 7 152,434.90 Completed SPPL OK P2JN 2010 1. LARAP 2. Monit. LARAP Report
1. NOL WB 13 Dec 12 2. Process
Dinas PU Prop 100%
NOL for AERs issued on 22 April 2013
Oct-13 24.00
7 Indrapura - Tapan 19.5 7 96,921.00 Awaiting
DSC AMDAL Baru ANDAL SLARAP Consultant recruitment (Balai 2)
Balai 2 Staking Out Not yet started Feb-15 21.00
8 Bts. Kota Pariaman - Manggopoh 46.8 7 183,268.80 Awaiting
DSC AMDAL Approval Process LARAP Completed P2JN 2011
Balai 2 Inventory Not yet started Dec-14 24.00
10 Sp Empat - Sp Air Balam 61.7 7 241,617.20 Awaiting
DSC AMDAL Approval Process LARAP Completed P2JN 2011
Balai 2 Inventory Not yet started Dec-14 24.00
12 Kambang - Indrapura 55.2 6 171,948.00 Awaiting
DSC AMDAL In convene SLARAP Consultant recruitment (Balai 2)
Balai 2 Staking Out Not yet started Feb-15 24.00
14 Painan -Kambang 31.5 7 118,993.00 Awaiting
DSC AMDAL In convene SLARAP Consultant recruitment (Balai 2)
Balai 2 Staking Out Not yet started Jul-15 21.00
20 Lubuk Alung - Sicincin 14.6 7 54,557.00 Awaiting
DSC UKL/UPL OK TLKJ 2011 SLARAP Consultant recruitment (Balai 2)
Balai 2 Inventory Not yet started Oct-15 18.00
21 Lubuk Alung -Kurataji 16.8 7 65,788.00 Awaiting
DSC UKL/UPL OK TLKJ 2011 SLARAP Consultant recruitment (Balai 2)
Balai 2 Inventory Not yet started Oct-15 18.00
BENGKULU
4 Ipuh- Bantal 42.4 7 226,275.10 Completed SPPL OK P2JN 2010 1. LARAP 2. Monit. LARAP Report
1. NOL WB 10 Dec 12 2. Not yet prepared
SAL 2013 Administr Process for Lamd Acq.
NOL for AERs issued on 22 April 2013
Oct-13 24.00
6 Ps Pedati - Kerkap 25 7 72,018.80 Review by
CTC UKL/UPL OK TLKJ 2011
LARAP Under
preparation Balai 3 Inventory Not yet started Apr-14 18.00
11 Bantal - Mukomuko 50.1 6 157,820.00 Review by
CTC AMDAL Preparatio
n LARAP
Under
preparation Balai 3 Inventory Not yet started Apr-14 24.00
13 Sp Rukis - Tj Kemuning 56.3 7 225,481.50 Review by
CTC UKL/UPL OK P2JN 2011
LARAP Under
preparation Balai 3 Inventory Not yet started Apr-14 21.00
Seblat - Ipuh including 34.5 6
Air Lalang & Air Guntung Bridge 64 m 6
18 Mukomuko - Bts. Sumbar 25.8 6 69,233.00 Awaiting
DSC UKL/UPL OK TLKJ 2011 SLARAP Consultant recruitment (Balai 3)
Balai 3 Inventory Not yet started Oct-15 18.00
19 Lais- Bintunan 11.6 7 37,558.00 Awaiting
DSC UKL/UPL OK TLKJ 2011 LARAP Consultant recruitment (Balai 3)
Balai 3 Inventory Not yet started Oct-15 18.00
LAMPUNG
1 Krui - Bha 25 7 146,668.00 Completed SPPL OK P2JN 2010
1. LARAP 2. Lap Mon LARAP
1. NOL WB 4 Jan 13 2. NOL WB
Satker PJN Prop 100%
NOL for AERs issued on 22 April 2013
Oct-13 24.00
36.8 6 30 m 6
9 Rantau Tijang - Kota Agung 42 7 149,831.50 Awaiting
DSC UKL/UPL OK TLKJ 2011 LARAP Consultant recruitment (Balai 3)
APBN 2014 Not yet started Jul-15 21.00
2,776,633.60
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 PU Prop 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 by
CTC AMDAL OK TLKJ 2011 16 110,237.00 Prepared by P2JN Consultants since March 2013 AMDAL In convene SLARAP Consultant recruitment (Balai 3) Balai 3 Apr-14 21.00 LARAP Under preparation APBN/SAL 2013 Measurem
World Bank Missions
A World Bank missions visited Indonesia 28-31 October 2013.
Procurement
Until now, only the result of bidding for Package 04: Ipuh – Bantal has received approval from Ministry of Public Work for contract award. The three other of the bidding results still in-depth discussion with BAPEKON. The main issue of these three packages was only one bidder with lowest evaluation bid had been proposed to award in remaining three packages. A series of discussion was held within Bapekon, POKJA and PMU WINRIP. The Pokja had already exposed that the bidder using the different main equipment and personnel for each package. In the last meeting with BAPEKON, held on October 25, 2013, still need clarification from the bidder that, the bidder prepared the equipment and mobilized the personnel for each package. The Pokja had sent to Bapekon the letter of clarification from the bidder on October 28, 2013.
Potential Problems
There is a risk that the advance payments on the first four Packages cannot be disbursed in the current fiscal year, unless the signing of the construction contract is speeded up.
Action Required
2 PROJECT DESCRIPTION
2.1 BackgroundThe 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$250 million
Revised Loan Amount N/A
Board Approval Date 26 May 2011
Loan Signing Date 14 December 2011
Effectiveness Date 12 March 2012
Disbursement (as of 30 April 2013)
US$ 0.69 million (0.28%)
Original Closing Date 31 December 2017
Environmental Category B-Partial Assessment
The IBRD Loan amount is US$250 million. The Project is intended to finance a part of the DGH investment program for national roads with a particular focus on the Western corridor of Sumatra. The corridor is one of the three main corridors in Sumatra and connects the city of Padang (with a population of around one million) to major towns along the west coast (Bukittinggi, Sibolga and Bengkulu). It also connects through connector roads on the West coast to Medan in the northeast and to Pekanbaru in the centre of the island. The project has four components:
Project Component 1 : Betterment and Capacity Expansion of National Roads
According to the Loan Agreement, this component will cover three work programs of betterment and capacity expansion of approximately 715.6 km including replacement of 194 meters of bridges. This civil works program will be executed in three Annual Work
Programs (AWP), as summarized in Table 2.1. The table shows the IBRD assisted
Table 2.1 Proposed Physical Works by DGH Program
Type of Works
AWP-1 AWP-2 AWP-3
Km US$ mill Km US$ mill Km US$ mill
Road Betterment - - 53.10 22.77 -
-Capacity Expansion 137.10 79.70 314.60 127.67 207.60 74.58
Bridge works 0.100 1.94 - - 0.08 2.06
TOTAL
(excluding tax @ current prices) 137.20 81.64 367.70 150.45 207.68 76.65
* Contingency costs not included - ** including 194 meters of bridges
The batches of projects are termed Annual Work Programs (AWPs) in line with terminology used in other Bina Marga projects. They are not in fact “annual” programs as such but rather a series of multi-year programs, each commencing in consecutive years. Hence, hereinafter it will call as just Work Programs (WPs). It is expected that implementation of the first Works Program (WP-1) will commence in the third quarter of 2013 and be completed by third quarter or late 2015. The second Work Program (WP-2) is expected to commence in early 2014 and be completed by late 2015 or middle 2016. The third Work Program (WP-3) is expected to commence in early 2015 and be
completed by mid 2017. The loan will be closed onDecember 2017.
Table 2.2presents details of the First Works Program (WP-1). The four packages in 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 are 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 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
AirGadan
gBridge 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
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 contents of WP-2 and WP-3 may need to be revised as when revised costs and budgets are determined.
Table2.3 : IBRD Loan 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
NO. SUBPROJECT LINK NO. AND NAME LENGTH(KM) (RP. MILL)COST WIDTH(M)
IMPLEMENTATION PLAN
START DURATION
(MONTHS)
Sibolga - Bts. TapSel
16.
Bengkulu : Link No. 009.4,
Seblat – Ipuh, including Air Galang and Air Guntung Bridges
34.5
0.052 110,237.0 6.0 March 2014 21
17. Lampung : Link No. 061.1,
Sp. Gunung Kemala - Pugung Tampak
36.8
0.03 104,238.0 6.0 March 2014 21
18. Bengkulu : Link No. 015.3,Mukomuko - Bts. Sumbar 25.8 69,233.0 6.0 May 2014 18
19. Bengkulu : Link No. 009.1,Lais – Bintuan 11.6 37,558.0 7.0 May 2014 18
20. Sumbar : Link No. 002.0,
Lubuk Alung – Sicincin 14.6 54,557.0 7.0 May 2014 18
21. Sumbar : Link No. 027.0
Lubuk Alung – Kuraitaji 16.8 65,788.0 7.0 May 2014 18
Project Component 2 : Implementation Support
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. TheCTCcontract
No.06-20/CTC/TA/LN/8043/1112was signed on5 November 2012 by bothDGHand a
Joint Venture of PT. PerentjanaDjaja, Yongma Engineering Co,Ltd, and PT.
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.
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
3 CONSULTANCY SERVICES
3.1 CTC Consultants3.1.1 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.
• Support for the Implementation of the ACAP
The CTC will assist PMU be responsible for ensuring the ACAP is properly implemented and for revising the Project Management Manual on an annual basis to incorporate necessary improvements to processes and procedure.
• ESAMP and LARAP Implementation Monitoring
• 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 October 2013 are listed in the following table:
Position MM Name
Assignment Time Used
to End of October 2013
Contract Time Remaining
Start End
Team Leader 40 Mahbub ur Rahman - - - *
-35.25 Per Weiss Pedersen Apr-2013 Mar-2016 6.13 29.12 Senior Highway Eng. 8 Moon, Sung Hyun Mar-2013 Oct-2013 7.23 0.77 Senior Road Safety
Audit Engineer 6 Cho, Woo Sung Jun-2013 Nov-2013 4.57 1.43 Senior Procurement
Specialist 18 Wasim ur Rahman - - - ** 18.00
Assistant Team Leader 40 Besar Afiat Bowo Nov-2012 Sept-2013 9.67 30.33 26 Agus Setiawan Sept-2013 Oct-2015 1.67 24.33
Highway Engineer 36 Whiliyanto Nov-2012 Jun-2013 7.37 28.63 36 Lebiyartono Jul-2013 Nov-2015 3.97 32.03 Quality Assurance
Engineer 30 Uray Abdul Manaf Jul-2013 Jun-2016 3.97 26.03 Financial Management
Specialist 36 Uus Martawijaya Nov-2012 Sept-2013 12.33 23.67 26 YD Tarwanto Oct-2013 Nov-2015 0.97 25.03 Environmental
Specialist 30 Leti Hermawati Dec-2012 Jun-2015 10.43 19.57 Social Impact
Specialist
36 M. Sutopo Nov-2012 Aug-2013 9.37 26.63 26 Witono Sept-2013 Oct-2015 1.93 24.07 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 7.17 9.83 Management
Information Specialist
30 Agung Lukito - - - * 30.00
25 Sony Thamrin May-2013 Apr-2015 5.97 19.03 Community
Development Officer 36 Yakobus Jan-2013 Dec-2015 9.90 26.10
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 Directorate General of Highways in the Ministry of Public Works 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 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 21-Oct-2013 1.315.925 22.426.175,000
The Amendment No.1 is covering all requirements of the CTC services at the moment as summarized below.
• Replacement of the Team Leader.
• Extending the assignment of the Senior Highway Engineer.
• Extending the assignment of the Senior Road Safety Audit Engineer.
• Extending the assignment of the Procurement Specialist 2 and
replacement of the Procurement Specialist 1.
• Adding the new position of Bridge Engineer.
• Adding the new position of Training Specialist, and
• Adding the new position of Road Safety Engineer.
3.2 DSC Consultants
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.
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.
During the month of October 2013, the DSC activity was still on design preparation for 4 packages under AWP-2 (package #7, #8, #10 and #12).
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.
The Technical Analysis & Site Issue of Existing Road Condition has been carried out through site visiting which is 4 packages , from 2th October 2013 to 4th October 2013, with P2JN, PPK, WINRIP the DSC consultants. The Objectives of survey is to verify the feasibility of replacement project which is needed to be replaced No.18 MUKOMUKO-BTS.SUMBAR (Link No.015.3) with SEBLAT–KETAHUN and No.9 RANTAU TIJANG-KOTA AGUNG (Link No.026.1) with BETUNGAN–TAIS, by official memo No.PMU/WINRIP/S/2013/010. After technical analysis for these existing road condition, the comment of technical analysis which has been made by CTC was submitted on 22 October in aspect of highway and road safety.
Even though the Technical Design and Road Safety Advisories for Package No.7 Indrapura-Tapan, No.8 Bts. Kota Pariaman-Manggopoh, No.10 Sp.Empat-Sp. Air Balam and No.12 Kambang-Indrapura were submitted on 27 September in order to assist and enhance in terms of technic al design, there are still remain some issue as of 31 October whether it will be adopted or not. Therefore, the additional discussion will be scheduled with BINTEK officials & WINRIP DSC so as to finalize technical advisory which is made by CTC, from 11 November 2013 to 14 November 2013.
Progress of Technical Design Reviewing and Road Safety Audit 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.
both DGH and the World Bank prior to the CTC establishment. The Bank approved
the AERs with issuance letter Ref. No. WINRIP/122 dated May 1st, 2013.
Notification of Pre-Qualification Results had been announced to all PQ participants on Mei 17, 2013 and then invitation to bid was sent to to pre-qualified Bidder and issued of the bidding document on May 27, 2013. Pokja had conducted the Pre-Bid Meeting and Site Visit on June 2013. The last date for submission the bids and the bids opening was on July 18, 2013.
The Bank had received as well as reviewed all the proposed BER. Approval for BER issued by the Bank on September 18, 2013. Next step, the proposed of the winner must be approved by the Ministry of Public Work because the value of contract more than IDR 100 billion based on Perpres 70, th. 2013,
Until now, only result of bidding for Package 04: Ipuh – Bantal had received approval from Ministry of Public Work for contract award. The three other of the bidding results still in-depth discussion with BAPEKON. The main issue of these three packages was only one bidder with lowest evaluation bid had been proposed to award in remaining three packages. A series of discussion had been held within Bapekon, POKJA and PMU WINRIP. The Pokja had already exposed that the bidder using the different main equipment and personnel for each package. In the the last meeting with BAPEKON, held on October 25, 2013, still need clarification from the bidder that, the bidder prepared the equipment and mobilized the personnel for each package. The Pokja had sent to Bapekon the letter of clarification from the bidder on October 28, 2013.
DGH has also completed the draft of consolidated multiple contract ICB Standard Bidding Document for four (4) packages under AWP-1. The draft had been submitted to the Bank on 8 March 2012. The Bank’s comments had been issued on 12 March 2012. The draft of consolidated SBD was revised by DGH accommodating the Bank’s comments and submitted to the Banks on 27 June 2012. Second revision of the draft consolidated SBD, as requested by the Bank regarding synchronization between drawings and Bill of Quantities by letter dated 1 August 2012, was then concurred by the Bank on 31 October 2012.
CTC had also involved in Selection of DSC WINRIP since March 2013, started by attend the opening of Financial Proposal on March 5, 2013. Procurement committee for Selection of DSC had sent Technical Evaluation Report (TER) to the Bank on December 20, 2013 and had received the approval from the Bank on February 21, 2013. The Final Evaluation Report including Technical and Financial Evaluation and completed with Notice of Negotiation and Draft Contract then was sent to Bank by the
committee on April 3rd, 2013. NOL from the Bank was received on April 19, 2013 to
Renardet, SA (Switzerland) cs as the first rank of technical and financial evaluation result. Finally the contract for this assignment was sign on June 11, 2013.
4.3 Civil Works Implementation
Until the end of October 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 October 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.
On July 01, 2013 Quality Assurance Engineer of the CTC already in mobilization.
Quality Assurance Engineer has been submitted guidelines for use of “Quality Assurance Plan” (translation in Indonesi) to DSC Padang on 9 and 10 October , 2013.
In according with activity of Quality Assurance Engineer in October 2013, there are some comment for Quality Assurance Engineer, during site visit to Bengkulu Province, package Ipuh - Bantal, about as:
To discuss the Quality Assurance Aspects in relation to upcoming construction of
package Ipuh - Bantal
Explain the Quality Assurance Report who responsibility to made, preparing,
checking and approval with PPK Ipuh - Bantal and explains the mean and purpose of visit.
CTC explain, the most important Quality Assurance Report must comply with
Standard Operation Procedure (SOP) both for administration and technical works.
Comment CTC after visit:
o There are urgent need for drainage construction including culvert
o The school zone is needed for school area
o CTC explain, differences and advantages wear disposable fuel AMP coal than
diesel fuel.
o Routine Maintenance should be carried out
4.6 Environmental and Social Considerations 4.6.1 Current Overall Situation
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 or SKPPL) are used to handle any minor problem which may arise.
Details of packages that require environmental and social safeguard are given in Appendix No. 8 and the following table provides a summary of the work involved in the 21 WINRIP packages.
Works Programme
No of Packages
No of Investigations Approval by Remarks
BLH World Bank
AWP-1 4 8 SPPL x 4
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
1 (one) Study AMDAL for threes packages, are Packages No.7, 12 and 14 /packages on AWP2 &AWP3.
1 (one) Study AMDAL for two packages, are 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 39 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.
Out of 21 packages, have required environmental impact investigation. All 39 studies (18 environmental studies) requiring approval of the Environmental Agency (BLH) and 21 social studies (SLARAP and LARAP) requiring approval of the World Bank. Have now are 16 packages (88%) has received BLH approval then the current have 7 of 21 social studies or 33% has received approval from the World Bank.
Those packages that require action at present with respect to environmental or social considerations are:
• Environmental studies for packages No.1,2 and 3 was issued approval by BLH on
• Social studies (LARAP and SLARAP) was issued NOL WB for packages No.5: Sp.Rampa-Poriaha (SLARAP) and package No.17: Sp.Gunung Kemala-Pugung Tampak (LARAP) on 16 September 2013 and package No.Sibolga-Bts Tapsel 0n 22 Oct 2013 those sub projects can started for bidding process.
4.6.2 Environmental and Social Issues
This section outlines the activities of the Social Impact Specialist and the Environmental Specialist during September 2013.
4.6.2.1. Environmental Issues
There are 2 AMDAL studies on WINRIP not yet completed, status:Environmental permit letter by Governor in Process (Progress 95%), the packages are No.7,12 and 14 include in 1 study AMDAL the packages located in West Sumatera Province, and the packages No. 11 and16 in Bengkulu Province. CTC has been advise and coordination with the AMDAL consultant for finalize the AMDAL studies.
CTC under preparing the modul for training of the RKPPL/CPEMP (Contractor program for Environmental Management Plan) and environmental impact management and mitigation measures for the construction. CTC assisted Subdit Environmental Affairs to make coordination and discuss to produce those modul.
1. Monitoring of Environmental Aspects during Construction
CTC will circulated monitoring form 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 actively advise DSC on environmental monitoring, but have not directly carried out monitoring, despite the CTC TOR requirement to “to implement the Environmental and Social Analysis Management Plan for WINRIP”, which involves monitoring of environmental plans and studies.
After finalising the Standard Environmental Clauses, 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.
2. Design Integration, Road Safety aspects and Monitoring of Environmental Studies
4.6.2.2. Social Issues
1. Monitoring Report of Larap for Krui - Biha
Larap Documents for Krui Biha in Lampung Province was approved the World Bank dated 4 January 2013. Meanwhile, monitoring reports of Larap for Krui – Biha was approved the WB dated 18 April 2013. The project will rebuild one mosque affected in parallel with construction road.
2. Monitoring Report of Larap for Padang Sawah – Sp. Empat
Larap Documents for Padang Sawah – Sp. Empat in West Sumatera Province was approved the World Bank dated 13 January 2013. Meanwhile, monitoring reports of Larap for Padang Sawah – Sp. Empat was approved the WB dated 19 July 2013. The remaining of 21 affected people is not yet paid by Local Government. A monitoring report will be submitted to WB prior of contract signed.
3. Monitoring Report of LARAP for Manggopoh – Padang Sawah
Larap Documents for Manggopoh – Padang Sawah in West Sumatera Province was approved the World Bank dated 4 January 2013. Meanwhile, monitoring reports of Larap for Manggopoh – Padang Sawah was approved the WB dated 18 April 2013. A report for the remaining of 22 affected people is under preparation by Local Government. Up to the end of September 2013 Local Government inform to CTC that 7 of total 22 affected people has already paid and the remaining 15 affected people is under process of payment and fund of the compensation is already available. A monitoring report will be submitted to WB prior of contract signed.
4. Monitoring Report of LARAP for Ipuh – Bantal
Larap Documents for Ipuh – Bantal in Bengkulu Province was approved the World Bank dated 10 December 2012. Up to the end of October 2013 CTC just receive a proof of compensation payment for 19 of the total 178 affected peoples. CTC now is waiting some data from Satker I Bengkulu. A monitoring report will be submitted to WB prior of contract signed.
5. Monitoring Report of LARAP for Sp. Gunung Kemala – Pugung Tampak
Larap Documents for Sp. Gunung Kemala – Pugung Tampak in Lampung Province was approved the World Bank Ref.WINRIP/133 dated 16 September 2013 with the the following data to be revised:
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 apprasing team, b) moving
83 units of electricity utilities.
d. Provide explanantion some data with no name in the nominative list.
e. Action plan signewd by the relevan 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.
PMU via 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.
Based on the WB request and letter from the PMU, now CTC has already revise the Larap Sp. Gunung Kemala – Pugung Tampak and now revision of the Larap is under submission process to the WB.
6. Report of LARAP for Sp. Rampa - Poriaha
Larap Documents for Sp. Rampa – Poriaha in North Sumatera Province was approved the World Bank Ref.WINRIP/134 dated 16 September 2013 with the the following data to be revised:
a. Moving and providing compensation for one person (kiosk owner) affected must including to the action plan.
b. Action plan signewd by the relevan local government as a commitment that the local government will provide proper budget for the action plan
c. Implementation monitoring report by using the form provided in the LARAP.
Based on the WB letter, PMU via 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.
CTC has already revised the Larap for Sp. Rampa – Poriaha package and now is under submission process to the WB.
7. Review LARAP
CTC recieved 5 (five) LARAP Reports from BBPJN III Palembang dated 30 September 2013. The five of LARAP reports consists Larap for Package No. 13: Sp. Rukis – Tanjung Kemuning, Larap for Package No. 6: Psr Pedati – Kerkap, Larap for Package No. 11: Muko-muko – Bantal, Larap for Package No. 16: Seblat – Ipuh, Larap for Package No. 16: Bintunan – Lais.
CTC has already reviewed the 5 LARAP Reports, and now under submission to the WB for approval.
4.6.2.3. Pre Implementation Review Mission
Pre Implementation Review Mission for WINRIP during October 28 – October 31, 2013. The pre mission will undertake the following activities:
a) Review overall aspect of the project against the Project Development Objectives
b) Discuss update Procurement Plan
c) Monitor the compliance with environmental saveguards, confirm update status of
disclosure of project documents, review the contract packages for compliance with the agreed documents and the Bank’s guidelines.
d) Monitor the application of social safeguards, confirm update status of disclosure of
project document, review the contract packages, review progress of LARAP implementation,
e) Discuss financial management requirements.
The required status and progress of environmental and social documents for WINRIP
Moreover, the contractors when awarded will have to prepare the RK-PPL (Rencana Kerja
Pengelolaan dan Pemantauan Lingkungan or the Environmental Management and Monitoring Work Plan) as the implementation guidelines for site engineers. The guidelines
should be easy to understand, with picture when necessary, so that the construction workers
can follow. Then CTC should evaluate the environmental monitoring report during
construction which provide by DSC, every three month. The CTC should also provide
trainings on environmental impact management and mitigation measures for the construction
contractor site engineers, the training material should include ECOPs (Environmental Codes
of Practices) that is already available, as well as the prevention of HIV/AIDS programs.
The CTC should applied integration of environmental issues on RKL&RPL or UKL&UPL to
design for include in BOQ
These environmental requirements have to be part of the contract agreement with the
construction contractor as the obligation for implementation and its billing for payment
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)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:
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.
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)
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).
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.
Training will be provided an extension of normal DGH training program as outlined in table below:
No Training Topic Purpose Target Agencies/
Units
Estimated Trainees/
Year
1 Procurement Training (Including Provision of ACAP)
Special Training in procurement for members of Procurement Committees
Detailed provision of ACAP
Procurement Committees at Provincial Level
30
2 Training In Project Management
Required civil service training Prospective staff for
Satkrer (Work Units) 20
3 Refresher Training in Project Management
Feedback to Project
management staff from wider experience
Satkrer (Work Units) in
Provinces 60
4 Application of PMM (including other provisions of ACAP)
Familiarization with Project Management requirements
Awareness of particular requirements of ACAP
Senior Staff of Provincial Agencies
Administrative Staff
Technical Staff
60
5 Financial Management Reporting Training (IFR) follows on from PMM Training
Procedures for monthly data collection, consolidation and reporting for procurement, Disbursment; Physical Progress
Staff of Satkers
Staff of Provincial Financial Agencies
Technical Staff
30
6 Environmental Monitoring Workshops
Review of Results of
Environmental Special Clauses (ESCs)to be provided by DSC
Provincial Works Agencies
Supervision Consultants
Contractors
30
7 Training of Treasurers (Bravate A Cource)
Basic civil service training fro financial officers
Project Units (Satker) in
Provinces 20
Total Trainees Estimated 250
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 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.
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
• 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.
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.
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Complaint Assessment.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.
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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
information is accessible through the WINRIP website (under construction), project information booth which is normally maintained in the PPK/Satker/Dinas office or, project announcement (billboard) at each site. ACAP requires a third party, from outside the project, to independently monitor the progress of construction work of each link and these personnel are provided by universities nearby each package.
It was decided that the best method of recruitment for TPM was through the universities closest to each package and PMU mailed invitations asking them to express their interest in forming independent monitoring teams of Third Party Monitors. This concept is based on the fact that Universities/Technical Faculties have the engineers available for recruitment and Universities could use this opportunity to be involved in public service. It is hoped that this concept will be more effective and more efficient in getting legitimate, competent, independent Third Party Monitoring (TPM).
The duties of a TPM included:
a)
Report to the PPK for his intended package and obtain copies of all drawings andcontract documentation.
b)
Make at least three (3) separate visits to site, with each visit up to four (4) dayslong, 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 reportpost PHO.
4.8 Road Safety Audit
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
