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Western I ndonesia National Roads I mprovement Project 50
• Field Inspection Package No.2 and Package No.3
• Attended revised timeline meeting for WINRIP with World Bank
• Attended meeting with TFAC
• Selection of Civil Society Oversight CSO for Package No.5
• Assisted Project Implementation Unit PIU of West Sumatera in Preparing Financial Report
• Road Safety Field review of Package No.2 and Package No.3 in West Sumatera Province
• Finishing PMM and transfer PMM to PMU for the next process of approval
6.2.2 Design and Supervision Consultant DSC
The Design and Supervision Consultant DSC will be responsible for design of WP 2 and WP 3 civil works and supervision of all civil works. They will have the role of Engineer under a FIDIC-type
contract. The tasks include the preparation and maintenance of a quality assurance plan, validation and updating of designs, supervision of all civil works, environmental and social monitoring and
management, and support for financial and progress monitoring and reporting. The DSC will also be responsible for quality assurance of materials and workmanship, certifying
whether or not contractors have achieved the required results, as well as documentation and reporting based on the financial management plan. They will prepare a Quality Assurance system
covering all subprojects, and continuously monitor the effectiveness of their supervision procedures. The team will be contracted and managed by DGH through the Bina Marga Regional Office Balai II,
and will be based in Padang, West Sumatera. DSC contract was negotiated in Balai Besar Pelaksanaan Jalan Nasional II Balai-II of DGH. The
negotiation result and draft contract have been sent to WB on 25 March 2013 for review and approval. The Bank issued no objection letter on the negotiation results and draft contract with
letter dated 19 April 2013.
6.2.3 Road Sector Institutional Development
This component consists of technical assistance for capacity building for the new environmentrisk mitigation and road safety unit to enhance its capacity for disaster risk assessment and planning, risk
mapping of land-slides, coastal erosion, earthquake and floods, analysis of alternative road designs for road segments passing through critical environmental assets and vulnerable areas.
It is planned so far that there will be three 3 consultant services for: •
Capacity Building of Disaster Risks Reduction •
Capacity Building for Environmental Management •
Capacity Building for Road Safety Draft of the respective Terms of Reference has been being finalized by the Sub-Directorate of
Environment and Road Safety outlining the proposed scope activities for the component.
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Western I ndonesia National Roads I mprovement Project 51
During preparation of this Report, the procurement for consultants under this component has not yet been started. Preparation for the procurement would be coordinated by the PMU, the DGH
Procurement Team and the CTC.
6.3 TRAINING TO SUPPORT PROJECT IMPLEMENTATION
The work during this reporting month is actually inseparable continuation of what were prepared and done during previous month September 2014 summarized below:
• Continuing to assist PMU in the actions of perfecting the PMM document to be ready
for further socializationdissemination. •
Preparation and Carrying out the Financial Management and Reporting training early in
November 2014 prospective participants,
venue, training
materials, correspondences, etc. ..
The work during this reporting month was actually the continuation of a couple of days works in the beginning of the intermittent period, and the work of the last week of October 2014. It
should be noted that based on the Amendment No. 2 to Contract No. 06- 20CTCTALN80431112, the period from 16
th
September 2014 until 31
st
October 2014 46 days has been the intermittent period of the Training Specialist and the Assistant Training
Specialist, and the Training Specialist has planned to make use of part of the intermittent period to go on the pilgrimage to Mecca. Both training staffs have then been intermitting for
35 days instead of 46 days, from 21
ST
September to 25
th
October 2014, and have back to work the last week of October 2014 27
th
- 31
st
October 2014. The work during the last week of this reporting month was then focused on the following activities:
6.3.1 Updating the Project Management Manual PMM
• Continuing to assist the actions of perfecting some chapters of PMM a couple of
days in the beginning of the intermittent period before actually go to Mecca, based on some additional suggestions from the respective PMU Officials and resource
persons, that still be required for the document to be ready for approval and further socializationdissemination. Apparently, especially chapter 7 of the PMM: Contract
Implementation, still requires some actions of perfecting, completing, finishing as well as refinement of thought and euphemism.. Some discussions are still going to
be needed.
• A copy of the Project Management Manual PMM was submitted to the PMU on
October 21, 20`14, after all the inputs, comments and suggestions were incorporated in the proposed revised Manual.
6.3.2 Annual Training Program
Preparation of Financial Management Reporting esp. IFR training for 4 packages
of AWP-1 has been continued and planned to be delivered in November 2014. This including:
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Western I ndonesia National Roads I mprovement Project 52
Identification of the prospective participants of the IFR training; Identification and selection of the venue;
Preparation of training materials and methods to be used. Analyzing, calculating the provisional sum allocated for training in the
Amendment no. 1 and no. 2, possibility of spending it, revision required, etc.
6.3.3 Activities Plan for next month November 2014
• Continuing to assist PMU in the actions of perfecting the PMM document to be
ready for further socializationdissemination. •
Preparation and Carrying out the Financial Management and Reporting IFR training in November 2014 prospective participants, venue, training materials,
correspondences, etc. .
• Preparation of other training programs procurement training, environmental and
social training, implementation of PMM training urgently needed in line with the physical progress of the project.
6.4 Anti Corruption Issues
6.4.1 Anti-Corruption Action Plan ACAP
The main duties of the Community Development Officer are implementation of Anti-Corruption Measures and Monitoring their Effectiveness. Provide assistance as required with the establishment
of anti-corruption measures necessary to support the project and monitor and report their effectiveness based on the Anti-Corruption Action Plan ACAP agreed between the World Bank and
the DGH.
The following tasks particularly need to establish procedures to be undertaken:
Selection of Community Representative Observers CROs of civil society groups to attend the procurements process on key procurement steps including pre-bid meeting and site visit, bids
submission and bids opening, and the announcement of the bid winner. These CROs will be invited from local universities or other selected independent institutions and will sign the
attendance list for the procurementselection process.
Establishment of a Third Party Monitoring TPM mechanism, whereby the media and civil
society groups can become involved in monitoring the progress of the project. This mechanism will include regular sharing of information with the media.
Establishment and Management of a Complaints Handling Mechanism CHM, which includes
maintaining project complaint log and filing to monitor status of follow-up of each complaint. This mechanism will include provision for follow up investigations of substantial complaints by
the Inspectorate General of Ministry of Public Works or third party audit to ensure independence and reliability of the system. The CTC assignment concerns the monitoring of the
aspects of Anti-Corruption Action Plan ACAP implementation and where required to act pro- active in resolving issues when such matter arises. The Community Development Specialist has
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Western I ndonesia National Roads I mprovement Project 53
a major role in monitoring performance and assists PMU in the set-up and follow-through of the Complaints Handling Unit CHU for the ACAP related incidents
Enhanced Disclosure Provisions and Transparency, Ministry of Public Work MPW will provide
necessary information in the Project Implementation Plan PIP, Project Management Manual PMM on their 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
6.4.2 Community Representative Observers CRO
The Anti-Corruption Action Plan ACAP activities on Community Representative Observers CROs, was adjusted and supported the progress of procurement activities.
The activity on the Community Representative Observers CROs during October 2014
was as follows:
On the 3rd of October 2014 there were two CROs who have attended the Bid-opening meeting, namely:
Ms. Hesti Aulia Sari, ST, CRO for Package 11: Bantal - Mukomuko, meet the invitation of the Procurement Committee Pokja of Procurement UnitUnit Layanan Pengadaan BBPJN
III, PIUSatker PJN Region I Bengkulu Province.
Ms. Hot Maria Angelina, ST, CRO for Package 13: Simpang Rukis - Tanjung Kemuning attended Bid-Opening meeting on the invitation by the Procurement Committee Pokja of
Procurement UnitUnit Layanan Pengadaan BBPJN III, PIUSatker PJN Region II Bengkulu Province.
The result of observation on above Bid-Opening meeting has not been reported because still waiting for the announcement of the Bid winner.
The activities progress of Community Representative Observers CROs from January 2013 until October 2014
, are shown in Appendix H1.
6.4.3 Third Party Monitoring TPM
The Third Party Monitoring, activities during October 2014 was focus on the preparation for the selecting process of TPM for four packages under AWP-2 AWP-3 packages 05, 11, 13, and 17.
The preparation activities on TPM selection process that has been done for October 2014 were as follow:
1.
Sending the Coordination Letter from Director of Planning, Directorate General of Highways to the Head of BBPJN Region I Medan, No. HL.0202Bp-1128082014 dated October 7, 2014,
about Selection of the Third Party Monitoring TPM for package 05 Simpang Rampa Poriaha,
and package 15 Sibolga Tapanuli Selatan border in North Sumatera.
