WINRIP DOC IR Inception Report 20130131 00338

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KEMENTERIAN PEKERJAAN UMUT
DIREKTORAT JENDERAL BINA MARGA
DIREKTORAT BINA PROGRAT
Project Management Unit (PMU)

PULAU SUTATERA

wEsrERN |NDONES|A NATTONAL ROADS TMPROVEMENT PROJECT WINRIP)
UNDER IBRD LOAN NO.8O43.ID

TECHNICAL ASSISTANCE FOR SUPPORT OF THE PROJECT MANAGEMENT UNIT
coRE TEAM CONSULTANTS (CTC)

lnception Report
January 2413

PT. PERENTJANA DJAJA

QD "onc'A

ENGTNEERTNG

co.,LrD. 5

,r.

EpADAscoN
'ERMATA

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Table of Contents

SUMMARY
1 GENERAL
1.1 lntroduction..............
.2
The Project.............
1.3 Objectives
1.4 Project Components...........

................

EXECUTTVE

1

................. 9

1

.............9
.............9
.............9
...............9

1.4.1

Project Component 1 : Betterment and Capacity Expansion of
........... 10
National

1.4.2
1.4.3
1.4.4

Project Component 2 : lmplementation

1.5
1.6
1.7

Roads.....

Support

.............. 16

Project Component 3 : Road Sector Institutional Development ....... 18
Project Component 4 : Contingency for Disaster Risk Response.... 18

Components...........
Scope of Physical Works....
Project Organisation and Administration .........

Status of Project

.............. 18

.............20
................21

2 Consultant's Approach, Methodology and Work P|an..................27
.........27
2.1
Inception Phase......
..........27
2.1.1 Mobilization of Key Personnel
2.1 .2 Preparation and Submission of the lnception Repor1.......................29
2.2
Project Management and lmplementation Support to PMU and DGH
29

2.2.1
2.2.2
2.2.3
2.2.4

Suppofi to PMU in Project

Management...........

Management Information System
Project

Website...

(MlS)

...............29
...............30
...............32

...........34
Performance
...........35
2.3

Preparation of Works Programs ...........
...........41
2.4
Financial Monitoring and Repofting......
...........41
2.4.1 Financial Management Support............
...........42
2.4.2 Internal Financial Report (lFR)
2.5
Performance Monitoring and Progress Project Reporting...............43
2.5.1 Performance Indicator Monitoring and Reporting ............43
2.5.2 Project Progress Monitoring and Repofting........ .............45
2.6 Support for the lmplementation of the ACAP...... .............46
Assessing CTC and DSC

Western lndonesia National Roads lmprovement Project (WlNRlP),
lndonesia, IBRD Loan No. 8043-lD

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2.7
2.8
2.9

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ESAMP and LARAP lmplementation Monitoring and Reporting......48

lmplementation
Work Plan and Repofting
2.9.1 Notice To Proceed.............
2.9.2 Office Establishment...........
2.9.3 Staff Mobilization
2.9.4 Works Schedule.
2.9.5 Reports To Be Delivered.
Training To Support Project

,....,.............52
................55
..............55
.............55
.............55
..............56
.................56

2.9.6

Quality Technical Review, Quality Assurance and Performance
..................57
Review of the

2.9.7

Monitor the Procurement Process and the Project Procurement
.....58
Team

DSC........

(PPT)

3 CTC Team Composition, Organization and Tasks
3.1 CTC Team Composition............
3.2 Team Organization...........
3.3 Tasks Assignment and Staffing Schedule
4 Conclusion and Recommendation

......... 60
......60
...............61

.......62

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Westem lndonesia National Roads lmprovement Project (WlNRlP),
lndonesia, IBRD Loan No.8043-lD

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Figures
Figure 1.1 Location Map of Sub Projects in Nofth Sumatra Province..................11
Figure 1.2 Location Map of Sub Projects in West Sumatra Province ..................11

Province ..............13
Figure 1.4 Location Map of Sub Projects in Lampung Province
..........14
Figure 1.5 : Project Organization Structure for WINRIP .............
........22
Figure 2.1 - MIS Time Schedule.........
.................32
Figure 2.2 - Sitemap of The WINRIP Website
.....34
Figure 2.3 Process of Check and Review on Completed DED
.......37
Figure 1.3 Location Map of Sub Projects Bengkulu

Figure
Figure

2.4 Proposed of KPI Definition and KPI Calculation Spreadsheet...........45
3.1 Organization Structure of CTC
..........61

Chart
Figure 3.3 Staffing Schedule ..........,.
Figure 3.2 Task Assignment

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Western lndonesia National Roads lmprovement Project (WINRIP),
lndonesia. IBRD Loan No.8043-lD

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Tables

Program ...................10
...........15
Table 1.2 : IBRD Assisted WINRIP Civil Work WP-1
.......... 16
Table .3.: IBRD Assisted WINRIP Civil Work WP-z and WP-3
.........21
Table 1.4 : Proposed Project Cost by Component (US$ Million)
Table

1.1

Proposed Physical Works by DGH

1

Table 1.5 : Summary of Roles and Responsibilities WINRIP lmplementation .....23
Table 2,1 Table Revision of Scope of Work for Design WP 2 - WP 3.................35
Table 2.2 Typical Contents of
Table

2.3

IFR

Annual Targets for Key Performance

Table 2.4 Monitoring (Audit) of

......43

Indicators..........

DSC....

...............51

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Table

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Table 3.1 Proposing and Replacement Professional Staff

2.5

Responsibilities and Deliverables for EnvironmentalTraining...........51

Tabfe 2.6: Responsibilities and Deliverables tor

2.8

...........53

........

..........61

Table 3.2 Consolidated Team Composition and Task Assignment ....................69
Table 4.1 Proposed Professional Staff Assignment of

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......44

Western lndonesia National Roads lmprovement Project (WINRIP),
lndonesia. IBRD Loan No. 80431D

CTC

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ABBREVIATIONS AND ACRONYMS

ACAP

Anti-Corruption Action Plan

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AIP

Australian lndonesia Partnership

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AMDAL

Environmental Management (Analisis Mengenai
dampak Lingkungan)

ANDAS

Analisis Dampak Sosial

AWPs

AnnualWork Programs

Balai

Regional Office for National Roads lmplementation

BAPPENAS

Badan Perencanaan Pembangunan Nasional
(National Development Planning Agency of GOI)

Bappedalda

Regional Environmental lmpact Agencies

BBPJN

Balai Besar Pelaksanaan Jalan Nasional (Regional

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Office for National Roads lmplementation)
BLH

Badan Lingkungan Hidup

BPK

Badan Pemeriksaan Keuangan (Audit Board of the
Government of Indonesia)

CAD

Computer Aided Design

CHS

Complaint Handling System

crc

Core Team Consultant

CHU

Complaint Handling Unit

DIA

Directorate of lmplementing 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 lndonesian National Roads lmprovement
Project

EIRTP-1

Eastern Indonesia Regional Transport Project First
Project)

Western Indonesia National Roads lmprovement Project (WINRIP),
lndonesia. IBRD Loan No. 8043-lD

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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 lnformation System

GOI

Government of Indonesia

IA

lmplementation Agency

IBRD

International Bank for Reconstruction and
Development

IFR

Internal Financial Report

IRMS

Integrated Road Management System

Kabupaten

Regency

KPls

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 (WlNRlP)

POKJA

Bina Marga Project Managers and Procurement
Committes

PPC

Project Preparation Consultants

PP3

Pemantau Pihak ke 3

PPK

Sub Project Manager

Western lndonesia National Roads lmprovement Project (WlNRlp),
Indonesia, IBRD Loan No.80431D

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EXECUTIVE SUMMARY
INTRODUCTION

The Western Indonesia National Roads lmprovement Project (WlNRlP)

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is

supported by a loan from the World Bank (IBRD Loan 8043-lD) and implemented
by the Directorate General of Highways within the Ministry of Public Works. The
loan details are as follows:

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Item

Loan Agreement Details

Loan No.

IBRD 8043-lD

Date of Loan Signing

14 December 2011

Date of Effective Commencement

12 March 2012

Expiry Date

31 December 2017

Loan Value

us$ 25o,ooo,ooo

The WINRIP project implementation includes several key consulting assignments

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Core Team Consultants (CTC)
Design and Superuision Consultants (DSC)
Capacity Building Consultants

The project includes

Project Component 1: Betterment and Capacity Expansion

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of

National

Roads
Project Componenl 2'. lmplementation Support
Project Component 3: Road Sector Institutional Development
Project Component 4: Contingency for Disaster Risk Response

OBJECTIVES (Section 1.3)

As stated in the Loan Agreement "to increase the effective use of selected
sections of National roads along the Western Sumatra Corridor by reducing road
user costs."

Western lndonesia National Roads lmprovement Project (WlNRlP),
lndonesia. IBRD Loan No. 8043-lD

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STATUS OF PROJECT COMPONENTS (Section 1.5)
Betterment and Capacity Expansion consist of lmplementation of 21 Civil Works
Packages along the Western Sumatra Corridor Sumatra. The first four Packages
are being prepared for tender.
lmpfementation Support: The CTC Contract was signed 05 November 2012,lhe
DSC contract award is pending the finalization of bid evaluation.

Road Sector Institutional Development consists of technical assistance for
capacity building for the new environmenVrisk 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. The procurement for consultants under this component has not
yet been stafted.

Contingency for Disaster Risk Response component intends to provide
preparedness for rapid response to disaster, emergency and/or catastrophic
events as needed. Procedures for activating this component (i.e. disaster triggers
as well as positive list of goods and services that can be covered by this
component) will be developed as part of update on the Project Management
Manual.

SCOPE OF PHYSICAL WORKS (Section 1.6)

The project will cover work programs of betterment of 53.1 km and capacity
expansion of approximately 662.5 km, total 715.6 km. 194 meters of bridges will
be replaced.

PROJECT ORGANISATION AND ADMINISTRATION (Section 1.7)

The institutional arrangement for implementation and management of WINRIP
has an overall Project Organization as shown:

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Western lndonesia National Roads lmprovement Proiect (WlNBlP),
lndonesia. IBRD Loan No.8043-lD

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steering committee

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cenlral government
working group

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INCEPTION PHASE (Section 2.1)

The main issue during the inception phase was the delay in the establishment of
the DSC consultants. Thus the DGH instructed the CTC to be acting DSC. The
Assistant Team Leader together with the Senior Highway Engineer and the
Highway Engineer were then charged with reviewing the detailed engineering
designs until the mobilization of the DSC.

PROJECT MANAGEMENT AND IMPLEMENTATION SUPPORT TO PMU AND
DGH (Section 2.2)
Under Support to PMU in Project Management the following two activities were
added to the CTC:

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To review completed Detailed Engineering Design prepared by the P2JN
for 7 contract packages under WP-2 and WP-3 (Package Nos. 5, 6, 11, 13,
15,17 and 19).
To carry out design revision for Air Gadang Bridge (Package No. 2 under
AWP-1)

PREPARATION OF WORKS PROGRAMS (Section 2.3)

The CTC and the DSC (when established) will asceftain the AMDAL, UKL, UPL
and SPPL provisions contained in the ESAMP relating to each proposed subproject, and ensure that these areas included in bidding documents. A summary
of key requirements will be identified and passed to the DSC for monitoring and
reporting during the implementation of their sub-projects.

Western lndonesia National Roads lmprovement Project (WINRIP),
lndonesia. IBRD Loan No. 8043JD

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As the recruitment of the DSC is still ongoing, CTC shall carry out full review of
completed Detailed Engineering Design (DED) prepared by the P2JNs. There are
seven (7) packages of completed DED by the P2JNs:

05 :
Package No. 06 :

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Package No.

Package No.

19 :

Simpang Rampa
Pasar Pedati

Lais

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-

Poriaha

Kerkap

Bintunan

Full design review carried out by CTC includes:

fi :::::iH1.-i","".hpackase,
(iii) identifY the issue,
(iv) quality technical review on geometry, drainage, structures, pavement
structure, and design criteria,

(v)

road safety audit for geometry, intersection, traffic signs, road facility,
pavement and miscellaneous,

(vi) figure out recommendation, and
(vii) review of construction cost estimate.

CTC will give presentation to PMU for the findings and recommendations on the
DED. The DEDs revision (if required) will then carry out by the P2JN or DSC.

FTNANcIAL MoNtroRtNc AND REpoRTtNG (section 2.4

lt is noted that the World Bank, in consultation with DGH, has developed a
Financial Management Action Plan to mitigate the risks identified during the
Financial Management Assessment. Although this is not mentioned in the TOR,
the CTC will monitor the implementation of this Action Plan and report in its
management repofts.

lt will be the role of the CTC to first assess the level of understanding of the

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financial management, monitoring and reporting procedures by the finance staff
at the provincial and central level and subsequently devise an appropriate training
programme and assist the PMU in training delivery

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Western lndonesia National Roads lmprovement Project (WINRIP),
lndonesia, IBRD Loan No.8043-lD

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PERFORMANCE MONITORING AND PROJECT PROGRESS REPORTING
(Section 2.5)
GOI and the World Bank have agreed on a set of Key Pedormance Indicators
(KPls) to measure the project's performance in achieving its stated development
objectives. These KPls are provided in the World Bank's Project Appraisal
Document (PAD), together with baseline data and targets.
The annual targets for KPls that are indicated in the Project Appraisal Document
are based on the initial Project lmplementation Schedule. The CTC will therefore
first concentrate on the establishment of precise definitions, calculation methods
and data collection procedures to monitor the KPls.

CTC have reviewed the Monthly Progress Repofts (MPRs) that are currently
produced for the SRIP. We presume that they generally satisfy the needs of the
PMU and other stakeholders, and that a similar content and format is expected
for WlNRlP. Notwithstanding, we will investigate ways to improve them. CTC will
include an Executive Summary in each MPR for WINRIP in order to draw
management's attention on key issues and propose ways to overcome them.

SUPPORT FOR THE IMPLEMENTATION OF THE ACAP (Section 2.6)

The CTC assignment concerns the monitoring of all aspects of the

AntiCorruption Action Plan (ACAP) implementation and where required act pro-active
in resolving issues when such a matter arises.

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.
The Anti-Corruption Action Plan (ACAP) has 4 (four) components:

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4.

Involvement of Community Representative Obseruers (CROs) to
monitor the procurement process
Disclosure of Information to the Public
Handling and manage the Public Complaints

Involvement of Third Party Monitoring (TPM) to monitor the project
during construction period.

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Western lndonesia National Roads lmprovement Project (WINRIP),
lndonesia. IBRD Loan No.8043-lD

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ESAMP AND LARAP IMPLEMENTATION MONITORING AND REPORTING
(Section 2.7)

An Environmental and Social Assessment Management Plan (ESAMP), which
was prepared during Project preparation, defines the safeguard and social
assessment and management procedures to be used during project
implementation. The ESAMP outlines the main guidelines, procedures and the
framework (LARF) for a range of environmental and social impact, activities and
aspects including stakeholder consultation, land and building acquisition,
resettlement, etc. The guidelines are based on a combination of Government of
Indonesia procedures and regulations and World Bank Operational Directives
(OD) and Policies.

Local monitoring teams will carry out the monitoring of the implementation of
LARAP on a monthly basis. The monitoring teams comprise of representatives
from Local Government, Project Affected Peoples (PAPs), and non-governmental
organization (NGOs) or a university.
Project-wide monitoring and reporting will be supervised by PMU and its
consultant CTC. The monthly DSC monitoring reports will be summarized by
PMU and its CTC consultant and sent to the WB for review and comment.

TRAINING TO SUPPORT PROJECT IMPLEMENTATION (Section 2.8)

The third component of WlNRlP, "Road Sector Institutional Development
Component" includes training of the Project staff in the application of the Project
Management Manual, including procurement procedures, financial management
procedures, repofiing procedures and in the application of the ACAP and the
ESAMP. We understand that the preparation and management of this training
program is the sole responsibility of the CTC, as no such training is to be
provided by DSC, based on a review of their TOR.
CTC proposes that a Training Working Group be established within the CTC team
to undeftake the necessary training activities. lt shall be managed by the Training
Specialist and chaired by the Team Leader and will include the experts as

resource persons,

in each area where formal training is to be delivered.

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Therefore, since there is no Training Specialist under the current CTC contract, a
qualified candidate for the said position will be proposed to be included in the
CTC team.

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Westem lndonesia National Roads lmprovement Project (WlNRlP),
lndonesia, IBRD Loan No. 8043JD

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WORK PLAN AND REPORTING (Section 2.9(
The notice to proceed for the CTC contract was issued 06 November 2012. Ottice
accommodation was established. and the first staff mobilized. on 19 November
2012.

As detailed in the main report some changes to the staffing and rescheduling of
assignments have become necessary. The proposed changes to the schedule
are shown below:

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The work schedule is shown in appendix E.

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Western lndonesia National Roads lmprovement Project (WlNRlP),
lndonesia, IBRD Loan No. 8043-lD

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CTC TEAM COMPOSITION (Section 3.1)

Proposed new positions and replacement of professional staff:

CONCLUSION AND RECOMMENDATION (Section 4)

In general the Consultant finds that the TOR is detailed and complete; and the
requirements indicated are both realistic and reasonable. For most of the
activities the TOR has required that SRIP documents be assessed to see if the
procedures and guidelines adopted for that project (which more or less requires
the same seruices) are suitable to serve as a basis for developing corresponding
WINRIP documents.
Based on assessments carried out to date, the CTC Consultant confirms that the
SRIP procedures and guidelines are appropriate to guide development of
corresponding documents for WlNRlP. However, numerous changes will need to
be made to reflect WINRIP conditions

No major changes are proposed for the Terms of Reference except proposed
additional staff to assist in expediting completion of some activities caused by late
mobilization of the DSC team.
The CTC Contract of 40 months duration will be completed at the end of February
2016. The Consultant predicts that the last subprojects will be completed by the
end of first quarter of 2017. Hence, it should be considered to extend the seruices
untif June 2017 considering that the PMU is responsible to manage the project
until completion.

Westem lndonesia National Roads lmprovement Project (WINRIP),
lndonesia, IBRD Loan No. 8043-lD

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GENERAL

1.1 Introduction
This document has been prepared by the Core Team Consultants (CTC) of
Western lndonesia National Roads lmprovement Project (WlNRlP) for IBRD Loan
No. 8032-lD in accordance with the Terms of Reference under Contract No 062OICTCTAILN/8043/1112 dated 5 November 2012.

This lnception Report is the first step towards identifying the framework in which
the Consultant will assist the Project Management Unit (PMU) of the Directorate
General of Highways, Ministry of Public Works and it addresses all aspects of the

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A detailed process of identification, prioritization and selection of sub-projects for
inctusion in the project has been undertaken in formulating the project content for

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Western lndonesia National Roads Improvement Project (WlNRlP),
lndonesia. IBRD Loan No.8043-lD

consultancy seruices.

1.2 The Project
The Government of Indonesia wishes to continue the strengthening of the
National Road system in Indonesia while the Eastern Indonesia National Roads
lmprovement Project (ElNRlP which is assisted by AusAlD through the Australian
Indonesia Paftnership or AIP), is providing support program of National road and
bridge improvement works in Eastern Indonesia. The Western Indonesia National
Road lmprovement Project (WlNRlP) 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. ln addition, provision will be
made for major bridge repair works, rehabilitation, duplication and replacement as
necessary to complement the road betterment works.

1.3 Objectives
The main objective of the program will be to increase the effective use of
selected sections of National roads along the Western Sumatra Corridor by
reducing road user costs, through improving the National road network
especially in 4 (four) Provinces of Sumatra (North Sumatra, West Sumatra,
Bengkulu and Lampung) and, where desirable, raise the road standard to that set
by the Directorate General of Highways. This will contribute significantly to

ensuring that the National road network in the region provides acceptable
standards of service and accessibility, and is capable of supporting local and
regional economic development.

1.4 Project Components

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WlNRlP. In summary, this involved a hierarchical search process, with a number
of discrete steps:
o A network screening study of national road betterment needs for the whole
of the WINRIP Region, which was conducted mainly using the Integrated
lndonesian Road Management System (IRMS) database;
. ldentification of major road corridors;
o Review of DGH and regional priorities for road improvement;
. Selection, prioritization and programming of projects, pafticularly taking
into account economic viability, possible needs for land acquisition, or
further environmental and social impact assessment;
. Post-design review of economic viability.

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
noftheast and to Pekanbaru in the centre of the island. The project has four
components:

1.4.1 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 717.6 km

including

replacement of 180 meters of bridges. This civil works program will be executed
in three Work Programs (WP), as summarized in Table 1.1. The table shows the
IBRD assisted scope and costs of civil works at estimated current (year of
implementation) prices, excluding taxes.
Table

1.1

Proposed PhysicalWorks by DGH Program

wP2

wP1
Type of Works

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Km

US$ mill

Road Betterment

Capacity Expansion

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REPORT

Bridge works
TOTAL
(excluding tax @ current prices)
*

142.20

74.56

0.10

1.63

142.30

76.20

wP3

Km

us$
mill

53.10

22,77

314.60

127.67

367.70

150.45

Km

US$ mill

207.60

74.58

0.08

2.06

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
Western Indonesia National Roads lmprovement Project (WlNRlP),
Indonesia, IBRD Loan No.8043-lD

10

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in consecutive years. Hence, it will call as just Work Programs (WPs). lt

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 on December 2017.
Figure 1.1 Location Map of Sub Projects in North Sumatra Province

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