Western I ndonesia National Roads I mprovement Project 5 - 3
a.
File Storage Server, used to stored all files of report and other document. Please check the URL address
http:storage.winrip-ibrd.com .
b.
Document Management System DMS, used to record all information of letter and document files. The URL address of the DMS application will be at
http:dms.winrip-ibrd.com . The DMS have 2 main modules below:
1. Letter Database System, used to record all information of incoming and
outgoing letter.
2. Document Library System, used to record all information of document and
report files.
Western I ndonesia National Roads I mprovement Project 6 - 1
6 PROJECT PERFORMANCE
6.1 World Bank and GOI Compliance
6.1.1 World Bank Missions
During the period December 2015 there was no implementation review, mission nor site visit. However, the regular monthly meeting to review the implementation progress and monitoring the
key activities on the Agreed Key Action Plans was held on December 16, 2015.
6.1.2 Agreed Key Actions and Mission Plans during Recent World Bank Mission
A list of the key actions monitored during the period are listed below.
No. Action
By Whom Status and Target
dates Updated Status
December 11, 2015
1. Send the BER of package 20, 21, and 14 to the
Bank PMU and
CTC •
January 15, 2016
• 2.
Send the BER of package 16 PMU and
CTC •
December 4, 2015
• 3
rd
Week of December
2015 3.
Send contract extension and justification for Packages 1 and 19 to Bank for records
PMU and CTC
• November 26,
2015 •
4. Send the contract extension of Package 4 to
Bank for prior review PMU and
CTC •
November 26, 2015
•
5. Send the contract modification of Package 2
to cover all access to property and time extension, if it is above 15, to Bank for prior
review PMU and
CTC •
November 20, 2015
•
6. Send the draft amendment for Package 3 to
the Bank for the NOL to cover all access to property and time extension
PMU and CTC
• November 26,
2015 •
7. Update the SIRUP to include the study on
slope stabilization, design, and management Subdit
Construction •
November 20, 2015
• Estimated
February 2016.
8. Send the TOR and budget for the slope
stabilization, design, and management to Bank for NOL
PMU and CTC
• November 27,
2015 •
9. Send to the Bank the request for the
extension of the CTC contract PMU and
CTC •
January 10, 2016
• 10.
Send to the Bank the response related to the contract modification to the DSC contract
PMU and CTC
• November 20,
2016 •
11. Send a revised version of the procurement
plan PMU
• January 5,
2016 •
Done on December 7,
2015
12. Send the environmental permit for the
quarries for packages 1, 2, 3 and 4 to the Bank PMU and
CTC •
December 5, 2015
• Done on
December 8, 2015
13. Send to the Bank an update of the
environmental monitoring table in annex 4, including the information on the quarries
PMU and CTC
• End of
November 2015
• Done on
November 20, 2015
14. Send the environmental management and
monitoring plans RKPPL for packages 6, 11 and 19 to the Bank
PMU and CTC
December 5, 2015
• Done on
November 24 •
2015
Western I ndonesia National Roads I mprovement Project 6 - 2
No. Action
By Whom Status and Target
dates Updated Status
December 11, 2015
15. Send the environmental management and
monitoring plans RKPPL for packages 5, 13 and 17 to the Bank
PMU and CTC
• January 15,
2015 •
Done on 8 Dec 2015 for
RKPPL package No.11
No.57 end Dec 2015
16. Cary out the workshop on HIV AIDS
according to the schedule in annex 4 PMU CTC
DSC •
Schedule in annex 4
• Complete
No.1,17,2,3,4 11 Schedule
in annex 4
17. Send the first environmental management
and monitoring implementation reports for all packages
under construction
to the
environmental agencies refer to annex 4 or environmental safeguard compliance table
CTCDGH •
According to national
regulations •
Complete first two
No.1,2,3 4 According to
national regulations
18. Submit to the Bank additional LARAP
document for packages 5 and 16 PMU
• End of
November 2015
• Informally
sent to WB on 18 Nov 2015
for Package 16.
19. Submit to the Bank monitoring report of
LARAP implementation of package 17 PMU
• Mid of
November 2015
• Informally
sent to WB on 18 Nov 2015
20. Submit to the Bank monitoring report of
LARAP implementation of package 13 PMU
• Mid of Dec
2015 •
21. Submit monitoring report for Package 6. Ps.
Pedati Kerkap
PMU •
End of Nov •
Informally sent to WB on
18 Nov 2015
22. Submit the IFR for October to December 2015
to the Bank •
PMU •
Before February 15,
2016 •
23. Carry out FM transaction review
• Bank
• December
2015 •
24. Disclose updated procurement plan after
Bank approval in the Winrip website linked to MPW Website
• PMU
• After Bank
approval •
25. Update the newsletter quarterly, including
the list of contracts, implementation progress, project related workshops and
number, typology and status of complaints •
PMU •
Every quarter •
Noted
26. Send quarterly newsletter to the civil society
forum in each project province in hard copy or through an electronic mailing system
• PMU
• Every quarter
• Noted
27. Submit quality improvement support
inspection reports to DGH •
Bank •
By the end of November
2015 •
28. Put the Mid-term review report on WINRIP
website PMUCTC
• December 20,
2016 •
Done 29.
Regularly submit the quarterly progress reports to the Bank
PMU •
Each calendar quarter
• Noted
Western I ndonesia National Roads I mprovement Project 6 - 3
6.1.3 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 WINRIP Project Implementation Plan PIP, together with baseline data and targets.
The annual targets for KPIs that are indicated in the Project Implementation Plan are based on the
initial Project Implementation Schedule as shown in Appendix I.
The CTC have established the precise definitions, calculation methods and data collection procedures to monitor the KPIs.
Actual traffic count surveys to collect primary field data were conducted using two 2 methods the Mobile Observer Traffic Counts MOTC and the Permanent Station Traffic Counts PSTC for
determination of AADT data in updating the target and actual AADTs. The surveys were conducted intermittently during the 1
st
quarter of 2015 along roadlinks Packages 6, 8, 9, 14, 15 and 19. Based on evaluation and technical analysis of traffic count from the six 6 roadlines using the two 2
methods, it appears that the AADT derived from the Permanent Station Traffic Counts PSTC have an average forecast AADT of 12,696 vehicles per day which is above the 11,351 vehicles per day in
2014. While the data from Mobile Observer Traffic Counts MOTC , the average forcast AADT of 6,310
vehicles per day is well below the targeted vehicles per day of 11,351 in 2014. Due to lesser degree of accuracy of the MOTC method, the calculated average forecast AADT has been disregarded.
From the baseline 2010 AADT and estimated AADT for the year 20142015, the extrapolated AADT for the year 2013 resulted to 11,254 vehicles per day or 8.8 above the targeted 10,347
vehicles per day in 2013. Shown below is the comparison between target and actual estimated
AADT.
Year Targeted AADT Estimated
Baseline 2010 7,837
FY1 2013 target 10,347
FY1 2013 actual 11,254
FY2 2014 target 11,351
FY2 2014 actual 12,696
FY3 2015 target 12,453
FY4 2016 target 13,304
FY5 2017 end target 14,214
The detailed Report indicating all the assumption, basis, evaluation results and conclusion have been submitted to PMU on May 18, 2015 with copy furnished to World Bank.
Western I ndonesia National Roads I mprovement Project 6 - 4
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. Perentjana Djaja, Yongma Engineering Co.Ltd., and PT. Epadascon
Permata Engineering Consultant. The main CTC activities during December 2015 are as follows:
• Prepared format of Summary Status for WINRIP.
• Prepared Draft of proposed reallocation and justification for realigment of funds for the
different categories of the original loan amount and discussed the proposal with PMU and WB. •
Monitoring the implementations of the ESAMP, anti-corruption action plans, complains from project site, progress of LARAP, procurement activities and financial progress.
• Prepared and issued various letters to PMU and DSC.
• Submitted various Reports to PMU concerning the status of LARAP implementations.
• Assited the Procurement Committee POKJA of BALAI 2 in the evaluation of bids and
preparation of Bid Evaluation Report BER for Packages 8, 10 and 12. •
Monitored the actual construction progresses of the ten 10 on-going contract packages and advised PMU of the current situations of the sub-projects.
• Attended various meetings TFAC finding, time exention Package 2 3, monthly meeting with
WB, etc. •
Update WINRIP cost control •
Update Procurement Plan and sent to PMU for forwarded to WB for approval. •
Evaluation BOQ of Packages in WINRIP. •
WINRIP Loan performance analysis.
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
Western I ndonesia National Roads I mprovement Project 6 - 5
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 Design and Management of Slope Protection
This component consists of technical assistance for analytical work of an alternative design for road segment that pass through critical environtmental assets and vulnerable areas especially on slope
protection design and management.
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 November 2015 summarized below:
Continuing the preparation and carrying out the fourth 4
th
Training on Preparing Interim un-audited Financial Report IFR Training as scheduled to be held in Padang mid of
December 2015, for package 07 Indrapura Tapan, package 12 Kambang
Indrapura, package 08 Batas Kota Pariaman
Manggopoh, and package 10 Simpang Empat Simpang Air Balam.
Preparation has been underway. Invitation letter has been awaiting for approval and
being signed by the Officer In-Charge of the PMU.
Continuing the preparation of the seventh RKPPL Training implementation.
The work during this reporting month was then focused on the following activities:
6.3.1 Continuing to prepare the implementation of the Training on the Application of
Project Management Manual PMM Application Training and other training programs, i.e: Training on Preparing Interim un-audited Financial Report IFR
Training and Training on Management of Road Works Environmental Impacts during Construction Phase Preparing Environmental Management and Monitoring Work
Plan RKPPL Training.
As mentioned in some previous reports, the delivery of some training programs had often been constrained, and then resulted in postponement. Some of the constraints were
noted as follows: Delay of mobilization of consultants and contractors staff who would be the main target
of the training; Almost all personnel relating to physical works of WINRIP Ka.Satker, PPK, field staff,
contractors and consultants staff have been very busy during this last quarter of 2015, relating to speeding up the physical works in site to catch up. Therefore, the PMU
considered that this activities should not be hampered by inviting them to attend the training. The respective trainings were then postponed; `
`
Western I ndonesia National Roads I mprovement Project 6 - 6
The need for re-arrangement of the duty travel budget by the project, as well as the Amendment 4, that have been in process and the results should be waited;
At least three trainings initially scheduled to be delivered in this reporting month December were then postponed, i.e:
The fourth 4
th
IFR Training or Training on Preparing Interim un-audited Financial Report IFR was initially scheduled to be held in Padang on the 2
nd
week of December 2015. But it was then postponed by the PMU to mid of January next year 2016.
The PMM Application Training 3, initially scheduled for being delivered on the end of
November 2015, was postponed to mid of January next year 2016.
The seventh 7
th
RKPPL Training was scheduled to be carried out in January 2016 in Padang. Preparation has been underway.: identifying the prospective participants,
venues, checking and modifying the training materials.
However, at the end of this reporting month, the project then informed that, unfortunately, all those three trainings will not be delivered earlier than March next
year 2016, while awaiting the results of the duty travel budget re-arrangement and Amendment 4.
The work was then focused on the following activities:
Continue to prepare the implementation of those three training: modifying letter of invitation, checking the training materials, modifying the combination of packages
involved as well as prospective participants as required in compliance with the CTC Timeline, identifying the suitable venues, etc.
Continuing to update the PMM related to the new organization structure of the
Ministry of Public Works and Housing as well as the DGH,, new regulation, NCB procurement , and the experiences of implementing the project up to now.
Asking for confirmation of the mobilization of contractors an consultants in every
package.
Assisting in revising the duty ravel budget plan for 2016-2017, as well as completing the draft of Amendment 4 annexes as required.
6.3.2 Progress
In terms of training delivery, no training was delivered during this reporting month, so
that no one was trained.
However, the preparation of the next training run better, some of the revisions of the PMM were done as required while awaiting for the new decree concerning for instant
the revision of PMU organization
6.3.3 Activities Plan for next month January 2016
Continuing the preparation of some training to be implemented on the first
opportunity.
Continuing to update the PMM and other training materials as required.
Continuing to ask for confirmation of the mobilization of contractors and consultants staff of the respective packages.
