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Western I ndonesia National Roads I mprovement Project 39
b. If the elected CRO is unable to attend on procurement activities, a Substitute CRO shall be appointed to attend these activities.
c. In discharging of duties the Substitute CRO have the same responsibilities as elected CRO.
d. The CRO Substitute CRO, after attending the Procurement activities, required to make a report of hisher activities and submit them to the PMU and copy furnished 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 get 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: 06-20CTCTALN80431112, 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.
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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
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Western I ndonesia National Roads I mprovement Project 40
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.
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 officers 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
