Technical Assistance Services for Supporting the CPIU (BOP – CS – 02) TECH 3- 1

TECH 3
COMMENTS OR SUGGESTIONS ON THE TERMS OF REFERENCE AND ON
COUNTERPART STAFF AND FACILITIES TO BE PROVIDED BY THE CLIENT

TECH 3A – ON THE TERM OF REFERENCE

3A.1 Understanding of the RFP Including TOR

The Consultant consortium has perused the contents of the Request for Proposal (RFP) for
the Consulting Services (Services) for this Project, i.e., Technical Assistance Services for
Supporting the Central Project Implementation Unit (CPIU), DOISP II.

The RFP was mailed by the Selection Committee, with the enclosure of the Letter of
Invitation (LOI) dated April 4, 2018 regarding invitation to the short-listed consulting firms
for the consulting services for this Project. Additionally, the Consultant has also read trough
the supplemental information to the RFP as given in the Minutes of Pre Proposal Conference
that was held on April 11, 2018 and Amendment No. 1 to the RFP dated April 19, 2018. With
the information and data provided by the Tender Committee, the Consultant has well
understood and appreciated the Project and the Services solicited for by the DGWR.

In the RFP were enclosed the following documents which provide necessary information
for preparation of the technical and financial proposals:

Section 1 – Letter of Invitation LOI

Section 2 – Instructions to Consultants (including Data Sheet)
Section 3 – Technical Proposal – Standard Forms
Section 4 – Financial Proposal – Standard Forms
Section 5 – Eligible Countries
Section 6 – Bank’s Policy – Corrupt and Fraudulent Practice
Section 7 – Terms of Reference (TOR)
Section 8 – Standard Form of Contract

The information given in the RFP for the Consulting Services is adequate in general, in
Sections 1 and 2 in particular. In the two sections are stated the administrative requirements of
the proposals solicited, evaluation mechanism of proposals, list of expertise of professionals
with desirable education background and years of experiences to be required for the
assignments in the Services, and mechanism of contract negotiation, among others.

In the prescriptions of evaluation mechanism of proposals, the Consultant clearly

understands that the proposal solicited by the Tender Committee should be the quality and
cost based selection (QCBS). The selection criteria together with the weights allocated to each
item evaluated are in detail. The financial proposal will be submitted to the Selection
Committee for evaluation, and contract negotiation with the consultant whose technical
proposal is selected by the Tender Committee as the most responsive.

PT.Virama Karya (Persero) JV

Sinotech Engineering Consultants, Ltd, PT. Caturbina Guna Persada, PT. Tata Guna Patria and PT. Barunadri Eng. Consultant
Technical Assistance Services for Supporting the CPIU (BOP – CS – 02) TECH 3- 2

In the section of TOR are stated the background and description of the Project, scope of
consultant’s services/work, general work implementation schedule and duration of consulting
services, total man-months (MM) of the professionals, detailed list of individual expertise as
well as their qualifications required, and reporting as well as information to be supplied by the
consultant. These information/data and requirements provided are essential to the preparation
of the sufficiently responsive technical proposal.

In the following some comments are presented by the Consultant based on his
understanding of the RFP in general and TOR in particular, in connection with the Project and
consulting services required. Besides, the aspect about the undertakings of the Government
with respect to the data, services and facilities to be provided is also informed.

3A.2 On the Terms of Reference

The Consultant has been impressed with the detailed information stated in the TOR and
the Minutes of Pre-bid Conference after having read over its contents. However, a few
essential categories of information are still unclear or obscure, which are crucial to the
Consultant to prepare a highly responsive technical proposal. In this regard, the Consultant
would like to raise them here as they are closely related to the responsiveness to the TOR in
developing the overall approach, methodology, work plan and manning schedule of the
consulting services for this technical proposal.

3A.3 Management of Consultant Team

It is acknowledged that the locations of dams spread in 7 provinces on Sumatra, Java,

Sumbawa, Sulawesi and Kalimantan Islands. In view of the scattering spatial characteristics,
the crucial factor to influence the performance of the relevant out-off-town Services is
acknowledged, e.g. dam safety inspection, certification, institutional capacity strengthening
and development, and training works.

Therefore the Consultant is aware that good coordination including information

dissemination between them should be appropriately maintained by the Consultant Team
throughout the Services period. So the appropriate management of the teamwork is important,
including coordination with CPIU, PIUs, as well as related institutions such as CPMU,
INACOLD, PUSAIR, etc.

In order to provide overall direction and supervisory advices, the Consultant Team
proposed to appoint Project Director and Home Support Coordinator, without any additional
MM.

The Project Director will also be responsible for sourcing support, where required, from
all the Consultants’ JV members. The Home Support Coordinator will be responsible for
overall coordination, including forming a Board of Management consists of the representative
from all Consultants’ JV members, which each member is responsible for an aspect of the
both technical and management of the project, to support the successful implementation of the
Project.

PT.Virama Karya (Persero) JV

Sinotech Engineering Consultants, Ltd, PT. Caturbina Guna Persada, PT. Tata Guna Patria and PT. Barunadri Eng. Consultant
Technical Assistance Services for Supporting the CPIU (BOP – CS – 02) TECH 3- 3

3A.4 Reporting

In accordance with the scope of services of the project, all reports will be included in our
database. Externally, upon approval from the Client, all important progress (quarterly and
annual reports) and technical reports of the Project is proposed to be uploaded onto the
Website of Ministry of Public Works (PU) for easy accessibility and understanding of the
Project progress. Through this, it is anticipated that the public will have better opportunities to
obtain information about dam and dam safety in Indonesia.

On the Reporting requirements, the Consultant considered that the requirement stated in
the TOR is already sufficient.

3A.5 Incorporation of Eco-friendly Approach

In view that the eco-environmental importance in nowadays engineering works, it is

desirable to take into account the adoption of eco-friendly works with either structural and or
non-structural methods where appropriate.

Based on the ecological engineering concept, the safety and stability of engineering
structures, the preservation of rural ecology, the esthetics of landscapes, the function of
environmental education, and the merging of community culture will be all taken into
consideration during the complete Service period.

3A.6 Transfer of Technology

In addition to the various training programs required in the scope of Services, which
approach and methodology are suggested in this Proposal, however, the Consultant do not
neglect the conducting of transfer their know-how to the counterpart Indonesian engineers,
technicians,; and also CPIU/PIUs officials concerned. Appropriate methods such as
on-the-job, refreshing, specific topic discussion meeting specific lecture, etc will be adopted
case by case.

3A.7 On Mobilization of Personnel

The Consultant would like to share that the working visa process for the expatriates
nowadays usually takes about 3 months, which might effect to the early mobilization
requirement if deemed necessary by the Client. The Consultant will make the best effort to
minimize the processing duration, however, the Consultant’s schedules in this proposal will
refer to the common duration, to minimize the impact of the possibility of the absence of the
international experts at the beginning of the Project.

3A.8 On the Requirements of the Personnel

The consultant is aware that there is a requirement to conduct benefit and cost ratio and
economic analysis, therefore, the Consultant proposed that such analysis shall be done
together with the Technical Assistance Consultant for CPMU, to enhance the effectiveness of
the analysis. The Consultant propose to assign the analysis task to the Project Management
Expert.

PT.Virama Karya (Persero) JV

Sinotech Engineering Consultants, Ltd, PT. Caturbina Guna Persada, PT. Tata Guna Patria and PT. Barunadri Eng. Consultant
Technical Assistance Services for Supporting the CPIU (BOP – CS – 02) TECH 3- 4

The Consultant is also aware that to comply with the scope of developing the system of
Dam Monitoring Application before it is tendered to the third party, Management Information
System (MIS) expertise is needed. Therefore, the Consultant propose to assign the GIS Expert
whose also have MIS expertise to conduct the system development.

3A.9 On Taxes and Payment

The Consultant will follow the Indonesian government regulation on taxes and duties. It
is suggested that the Consultant may include their respective team members’ bank account to
receive corresponding invoice payments from the Client, by using their each company’s
NPWP, so that each of the member can be fully comply indivually to the government tax
regulation.

It is Consultant’s understanding that VAT (PPn), Final WHT (PPh 4-2), Corporate
Income Tax (PPh 25/29), and income tax for non resident experts will be exempted, and
handled by the Client.

TECH 3B – ON THE COUNTERPART STAFF AND FACILITIES

3B.1 On Data, Services, and Facilities to Be Provided by the Employer

(1) It is mentioned in the TOR that counterpart staffs from CPIU and PIUs will be timely
nominated and provided. Through daily or periodical discussion of issues/ problems
encountered during the assignment implementation, the Consultant can properly
program to transfer related technical know-how accordingly.

(2) It is desirable that key Project staff be designated as the Consultant’s counterparts for
each component of Consultant’s works in early Project stage, not only from PU and also
form the various government agencies’ offices, institutions and dam owners.

(3) It is desirable that the Client will make available of all the previous reports and studies
for Consultant’s smooth orientation, particularly made them available during the first
month of the assignment.

(4) It is desirable that the Client will provide all possible support during the dam safety
inspection services, dam review panel and World Bank Mission meetings, concept
preparation of dam monitoring application, video tutorial, cascade optimization in
Citarum Basin with various agencies (e.g. PJT-2, Indonesian Power, PJB), required dam
management policy approval, as well as for trainings/ capacity building for the local
government officials, dam operators and communities in general.

(5) It is desirable that the Client will quickly decided, with consultation with Dam Safety
Commission, ICOLD, INACOLD, where necessary, the required expertise and experts
for the Dam Safety Panel, so that the Consultant may arrange the engagement
accordingly to fulfill the Project needs.

PT.Virama Karya (Persero) JV

Sinotech Engineering Consultants, Ltd, PT. Caturbina Guna Persada, PT. Tata Guna Patria and PT. Barunadri Eng. Consultant
Technical Assistance Services for Supporting the CPIU (BOP – CS – 02) TECH 3- 5

(6) It is desirable that other Consultant team(s) under DOISP 2 will work closely with
sufficient assistance, cooridnation and support from DGWR/SDA, CPMU and
CPIU-PIUs.

PT.Virama Karya (Persero) JV

Sinotech Engineering Consultants, Ltd, PT. Caturbina Guna Persada, PT. Tata Guna Patria and PT. Barunadri Eng. Consultant