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Western I ndonesia National Roads I mprovement Project 33
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 libraryshelves. 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 accommodatecomplaints from the publicviasmsgateway, email and website.
2 Data Collection and Document Upload
a. Collecting data and updating list of data catalog every month. b. Uploading documents into afilestorageserver.
3 Technical and Computer Troubleshooting
a. Setting up and manage cablenetwork 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
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Western I ndonesia National Roads I mprovement Project 34
A typicalworkflowin management ofincoming and outgoingdatais divided into 3 types of data handling, below:
1. Hardcopy, the documentis storedin a rack. 2. Softfiles, saved in theFileStorageServer.
3. Data information, inputted in database applications.
For further handling thatneeds tobe madeanintegrated databasemanagementsystemso thatalldata can bestored properly. The database system has been 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 stored 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 libraryshelves.
Following further review the sub‐folder server file system has been amended to accommodate the needs of the professional staff as follows:
CODE ROOT
1
st
FOLDER 2
nd
FOLDER
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Western I ndonesia National Roads I mprovement Project 35
CODE ROOT
1
st
FOLDER 2
nd
FOLDER
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_Readin
ess_ Assessment_Report
03_06 03_06_Bid_Evaluation_Procurement_Rep
ort 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_Documentatio n
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 07_03
07_03_Auditor 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
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Western I ndonesia National Roads I mprovement Project 36
CODE ROOT
1
st
FOLDER 2
nd
FOLDER
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_HIVAIDS
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 Manageme
nt 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_Developm ent
14_01 14_01_General
14_02 14_02_ACAP_Review
14_03 14_03_WPM
14_04 14_04_PP3
14_05 14_05_Meeting
14_06 14_06_Report
15 15_Supporting_Staff
15_01 15_01_Tedi_Okta_Pratama
15_02 15_02_Banu_Amanda_Zuhri
15_03 15_03_Data_Manager
15_04 15_04_Bayu_Rendro
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Western I ndonesia National Roads I mprovement Project 37
Each folder will only be able to be accessed by responsible and nominated staff members to prevent any undesirable alteration or addition to the stored material. Each engineer
will save every document into its correct folder which will be backed‐up weekly by the Database Specialist on a 1.5 Terabyte external hard disk.
5.3.3. Project Progress Monitoring System
A Project Progress Monitoring System has been developed to record all of WINRIP package progress activities including financial and physical progress.
5.3.4. Website
The official website of the WINRIP is already completed and online in August 2013. And is currently being carried update articles and documents related to the WINRIP project. Please
check the URL: http:www.winrip-ibrd.com
.
Site Map of WINRIP website.
The WINRIP website contains all of the following items:
a
General WINRIP information including copies of all reports i.e. Monthly Progress Reports and Quarterly Progress Reports, Social and Environmental Status Reports and the
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Western I ndonesia National Roads I mprovement Project 38
Road Safety Audit Reports.
b
Project list and Project Progress Status including Procurement Plan and Bid Winners, and Copies of all Bid Documents.
c
ACAP and Complaint Handling System including contact points, list of Community Representation Observers, and list of Third Party Monitors.
d
Documents, including all reports and bidding documents.
e
Gallery and other important information.
f
Package Location Map.
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Western I ndonesia National Roads I mprovement Project 39
6 PROJECT PERFORMANCE
6.1 World Bank and GOI Compliance 6.1.1
World Bank Missions
A World Bank missions visited Indonesia started from 9 December – 18 December 2013 to review all over aspects of the project, review progress of the physical works, and discuss
indicate sub – projects proposed to replace Package No. 18 : Mukomuko – Bts Sumbar and Package No. 9 : Rantau Tijang – Kota Agung from the Work Program WP’s of WINRIP
6.1.2 Performance Indicators
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. These
KPIs are provided in the World Bank’s Project Appraisal Document PAD, together with baseline data and targets.
The annual targets for KPIs that are indicated in the Project Appraisal Document are based on the initial Project Implementation Schedule as shown in Appendix I.
The CTC is concentrating on the establishment of precise definitions, calculation methods and data collection procedures to monitor the KPIs.
6.2 Implementation Support Components 6.2.1
Core Team Consultant CTC
The CTC is responsible to provide support to the PMU and DGH in the management of the Project, based in Jakarta. The CTC tasks include financial and progress monitoring and
reporting, information management and dissemination, quality assurance and performance review for the Design and Supervision Consultants DSC, 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. 06-20CTCTALN80431112 was signed on 5 November 2012 by both DGH and a Joint Venture of PT. PerentjanaDjaja, Yongma Engineering Co.Ltd., and
PT. EpadasconPermata Engineering Consultant.
The main CTC activities during January 2014 included: •
Continue assistance to PMU as and when required. •
Prepare and submit Monthly Progress Report for December2013. •
Pre Construction Meetiong for Package No. 1 Krui Biha; •
Presentation Meeting for the Implementation Review and Activities for WINRIP Road Safety Audit
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Western I ndonesia National Roads I mprovement Project 40
• Mobilization for Senior Procurement Specialist
• Meeting Aide Memoire for WINRIP
• Meeting E-Procurement plus for WINRIP
The following table summarized the CTC personnel field activities during January2014.
. Date
Position Destination
Purpose
8 – 9 Jan Procurement Specialist
2, Community
Development, Highway Engineer,
Quality Assurance
Lampung Coordination Pre Contruction
Meeting Package 1 : Krui - Biha
16-18 Jan Procurement Specialist
2, Community
Development, Quality Assurance
Bengkulu Pre
Construction Meeting
Package 4 : Ipuh - Bantal
22-24 Jan Procurement Specialist
2, Community
Development, Quality Assurance,
Social Impact
Specialist, Environmental
Specialist West
Sumatera Pre
Construction Meeting
Package 2 : Padang Sawah – Simpang Empat and Package 3
: Manggopoh –Pd Sawah
27 – 28 Jan Quality
Asurance, Highway Engineer
Lampung Pre
Construction Meeting
Package 1 : Krui Biha
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 BinaMarga Regional Office BalaiII, and will be based in Padang, West
Sumatra.
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Western I ndonesia National Roads I mprovement Project 41
DSC contractwas negotiated in BalaiBesarPelaksanaanJalanNasional 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 consultants 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.
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
The Annual Training Program to support WINRIP will include intensive courses and refresher training and workshops, highlighting new and poorly-understood aspects of the
procedures and safeguards. It includes a limited range of technical topics, other than environmental management see Table 4.7.1 WINRIP Training Program.
There is a possibility of this training program to be changed with the real needs of the project, such as training in Project Management is a certified training for aspiring Project
Manager PPK or Head of UnitSatker with the duration of about one month, it may not be too relevant to the implementation of this project.
Some training is necessary but not yet be covered in this WINRIP’s training program of likes: 1.
Workshop on Contract Administration based on FIDIC
Although WINRIP is not used FIDIC Contract, but used Multilateral Development Banks MDB Harmonized Edition 2005 amended 2006, FIDIC MDB Harmonized
Edition 2010. MDB is very close to FIDIC Red Book that has modified, thus WINRIP Contracts are based on the same philosophy of Quality Assurance in FIDIC.
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Western I ndonesia National Roads I mprovement Project 42
2. Workshop on Quality Control and Quality Assurance,
General Condition of Contract GCC WINRIP clause 4.9: “The Contractor shall institute a quality assurance system.” And General Specification GS clause 1.21.2:
Contractor have to implement the Quality Control Plan QCP and GS clause 1.21.3 -EngineersSupervision Consultants have to establish the Quality Assurance Plan
QAP.
3. Workshop on Works Planning and Programming
Annual workshop to prepare and update 3 year rolling programs of civil works. 4.
Workshop on Road Safety Engineering and Audit.
Proposedchangesinthetypes of trainingorother requiredadditionaltrainingneeds tobe discussedandapprovedby thePMUWINRIP
. Training
activitiesduring January
2014wascontinuingthesecond updatetraining
materialson Project ManagementManualPMM, Chapter I-XIIIbyCTCTeam, and has been submitted to the Project Management Unit on 22
nd
January 2014.
6.4 Anti‐Corruption Issues
6.4.1 Anti Corruption Action Plan ACAP
The main duties of the Community Development Officer are implemented 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
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Western I ndonesia National Roads I mprovement Project 43
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 act pro-active in resolving issues when such a
matter arises. The Community Development specialist has 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 during September 2013, was adjusted and supported the progress of procurement
activities.
The working service of Community Representative Observers CROs for four AWP-1 packages package 01, 02, 03, and 04 has finished at the Commencement of Bid Winners
of in November 2013, so that during January 2014 has no activity on CRO field.
The Progress of Community Representative Observers CROs activities from January 2013 is shown in Appendix F1.
6.4.3 Third Party Monitoring TPM
Selection of TPMs will be done by invite the UniversitiesColleges who interested to participate in Third Party Monitoring. The TPMs for the first four AWP-1 packages are now
being preparing, and will elected before signing the construction contracts.
Some steps of the selection of TPM activities have been done and the activities will be done for future time, are as follow:
Preparation the initial draft of ToR of selection the TPM.
Providing the TPM selection guidelines.
Providing the Training Materials for the TPM.
