quarterly report i

2017Quarterly Report I

Project Management & Supervision Consultant (PMSC)

The Support To The Development Of The Islamic Higher EducationPackage 2 (IDB Project No. IND – 0164)

Quarterly Report I, Periode : Desember 2016 – Februari 2017for Project Management & Supervision Consultant (PMSC)

The Support To The Development Of The Islamic Higher EducationPackage 2 (IDB Loan no. IND – 0164)

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LIST OF CONTENTS

I. PREFACE ............................................................................................ 1

II. PROJECT DATA ....................................................................................... 1

III. PROJECT OBJECTIVES ........................................................................... 2

IV. PROJECT SCOPE ..................................................................................... 3

V. PMSC SCOPE OF WORK ......................................................................... 5

a. Management and Administration................................................. 5

b. DED Review and Evaluation......................................................... 5

c. Supervision of Physical Construction......................................... 5

VI. WORK PLAN AND SCHEDULE ................................................................ 5

1. Work Schedule .............................................................................. 5

2. Work Plan of December 2016 – February 2017 ........................... 7

3. Realization of work up to current period..................................... 7

4. 3-months-ahead Activity Plan ...................................................... 8

VII. DED DOCUMENT REVIEW FROM DEDC........................................... 5

7.1. Flow Chart of the Reviewing Process of DEDC Document .. 8

7.2. Review and Evaluation Process of DEDC Document ........... 11

7.3. Result of DEDC Document Review ........................................ 15

7.4. Buildings Area Data Review:.................................................. 18

VIII. ACCOMPLISHED RESULT OF ACTIVITY ............................................ 19

1. Accomplished Activities............................................................... 19

2. Coordination Meetings ................................................................. 20

IX. DISBURSEMENT PLAN....................................................................... 22



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X. URRENT WORK STATUS................................................................... 22

XI. NEXT AGENDAS................................................................................... 23

XII. CONCLUSION ....................................................................................... 23

XIII. CLOSING …………………………………………………………………. 24



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I.PREFACE

This is a progress report of the first 3-months of work (1st Quarterly Report) of PT.DETADECON as Project Management and Supervision Consultant (PMSC) for developmentproject of State Islamic University (UIN) Raden Fatah Palembang, with contract: PMU 4in1 /KK.02.11 / 1306/2016 dated 23 November 2017.

Development and construction of Civil Works for UIN Raden Fatah is funded by soft loans ofIslamic Development Bank (IDB). The project was later called: The Support to Developmentof Islamic Higher Education Project Package 2: UIN RADEN FATAH, Palembang.

This 1st Quarterly Report contains: Project Data, Project Objectives and Scope, WorkingScope, Work Plan and PMSC Activity during the period of the first three months (December2016 s / d February 2017), review method to documents / output of Consultant Planner(DEDC), DEDC Document Review results, Progress and Budget disbursement plan, currentstatus of the project, and Agenda / Work Plan for 3 months ahead (March to May 2017).

The supporting documents for the preparation of this 1st Quarterly Report are attached atthe end of the report, as an integral part of this report.

I. PROJECT DATA

Based on the data we collected, we compile the Project Data as follows:

1. Program Coordinator : Directorate General of Islamic HigherEducation, Ministry of ReligiousAffairs Republic of Indonesia

2. Project Name : The Support To Development OfIslamic Higher Education ProjectIND - 0164

3. No. Loan : IND – 0164, February 16th 2012

4. Loan Closure Date : December 31st 2018

5. PMS Consultant : PT. Deta Decon

6. DED Consultant : PT. Patroon Arsindo KSO PT. GRIKSACIPTA



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7. Equipment Consultant : Tender done, no appointment yet

8. Financial Auditing Consultant : No tender yet

9. Civil Work Contractor : No tender yet

II. PROJECT OBJECTIVES

The UIN Raden Fatah project is part of the IAIN 4-In-1 Project; IAIN North Sumatra,

IAIN Raden Fatah, IAIN Walisongo Semarang and IAIN Mataram.

Major long-term objectives of the project includes:

1. Upgrading the quality of education at 4 IAINs through their capabilities to impart

knowledge and skills, and to conduct research in contemporary Islamic issues

as required by the government of Indonesia in the 21st century;

2. Modernizing the course structure of IAINs; according to the changing and

needs of Indonesian people, and strengthening the 4 lAINs’ training capabilities

in Islamic studies and interdiscplinaries of modern sciences.

The short-term objectives of the project will focus on development of IAIN

Sumatera Utara Medan, IAIN Raden Fatah - Palembang, IAIN, IAIN Walisongo -

Semarang, and IAIN Mataram into modern Islamic educational institutions, which

will serve as models and resource centers for quality improvement of other IAINs

in Indonesia. This development involves:

1. To transform four state institutes of Islamic studies (IAIN) into modern Islamic

educational institutions.

2. To improve academic quality (human resources, teaching learning, and

research).

3. To refine existing management into good university leadership and

management.

4. To construct new buildings for existing and new faculties, laboratories, libraries,

training centers, study centers and offices.



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III. PROJECT SCOPE

The scope of IAIN Raden Fatah Construction Project is the construction of 6 new

faculty buildings, an integrated laboratory building, public library building,

administration building and ICT Center and all supporting infrastructure, as follows:

No. Description Area ( m2 ) Unit

A. New Buildings

I. General Buildings

1 General Library and ICT Center 6,000 M2

2 Administration building 4,000 M2

3 Integrated Laboratory 5,000 M2

Total General Buildings Area 15,000 M2

II. New Faculty Buildings

1 2 (two) Faculty of Science and Technology 6,000 M2

2 2 (two) Faculty of Economics and Business 6,000 M2

3 1 (one ) Faculty of Tarbiyah and Education 3,000 M2

4 1 (one) Faculty of Psychology 3,000 M2

Total Supporting Buildings Area 18,000 M2

Total Buildings Area (I+II)

9 Buildings 33,000 M2



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No. Description Area Unit

B Supporting Infrastructure

1 Environmental Impact Analysis (EIA) 1 Set

2 Land Clearance and reclamation 150,000 M2

3 Fence and Gate 2,915 M

4 Landscape 10,000 M2

5 Campus Street Lighting 80 Unit

6 Fire Hydrant System 1 Set

7 Roads and Parking Pavement 21,400 M2

8 Pedestrian Pavement 8,560 M2

9 Road Cansteen (separator) 4,280 M

10 Storm water Drainage 4,280 M

11 Electricity Connection 4,280 M

12 Power Generator Set 1 Unit

13 Campus Power Sub-Station 1 Unit

Notes:

: Source of Funds from IDB

: Source of Funds from GOI



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IV. PMSC SCOPE OF WORK

PMSC scope of works cover three main parts:

a. Management and Administration

- Coordinate and undertake Detail Design Consultant activities.

- Assisting the Auction Committee in the contractor procurement process.

- Conduct supervision and control of work performed by contractors.

- Coordinate and consult with EQC related to the installation planning of the

equipment to be installed.

- Coordination and consultation with Financial auditing consultants, related to

payment of employment.

- Assisting the Bid Committee in the contractor procurement process.

b. DED Review and Evaluation

- Coordinate, direct and review the documents produced by ConsultantPlanner.

c. Supervision of Physical Construction

- Monitoring and controlling work in terms of time, quality and cost carriedout by the contractor.

V. WORK PLAN AND SCHEDULE

1. Work Schedule

The whole phase-by-phase activity of PMSC Work Plan until the project is

completed, is structured as follows:



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NO ACTIVITIES

Year - 1 ( Month 1 - 12 ) Year - 2 ( Month 13 - 24 )

DED STAGE( 4 Month )

PROCUREMENTSTAGE

( 5 month )

Construction Stage( 14 months)

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23

I.PREPARATIONSTAGE

1.1. Sign of ontract Agreement forPMSC

1.2. Mobilzation Personil

1.3. KICK of Meeting PMSC

II. DED PHASE/STAGE2.1. Preparing Inception Report of

PMSC

2.2. Review Master Plan, TopographySurvey &Soil Survey

2.3 Review Design Brief andConceptual Design Drawing.

2.4Review Preliminary designDrawing & Preliminary Reportof DEDC.

2.5Review of Preliminary EstimateCost and Engineering EstimateCost

2.6. Review of outline specificationand Technical Spesification

2.7. Review Design DevelopmentDrawing & DD Report of DEDC

2.8. Coordination with DEDC on DetailDesign.

`

2.9. Preparing PMSC Quaterly Report2.10

.Bid Documents for ConstructionCivil work submitted to IDB

2.11. Review DEDC Final Report

2.12. Preparing PMSC's Review DEDCDocument Report ( QuaterlyReport )

III. CONTRACTORPROQUREMENT PHASE

3.1. Preparing of Bidding DocumentofConstruction of Civil Work (Post Bidding ) .

3.2 Bidding Document ofConstruction of Civil Worksubmitted to IDB

3.3 Approval / NOL BiddingDocument of construction ofContractor Civil Work from IDB

3.4 Approval / NOL of DEDDocument for Civil Work from



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IDB

3.5 Bid process for Construction ofCivil Works ( icld. rebid Meeting )

3.6 Evaluation of ContractorsBidding Document

3.7 Result of Bid Process of CivilWork submitte to IDB

3.8 Approval / NOL of Bid Result forConstructionof Civil Work fromIDB

IV. CONSTRUCTION STAGE4.1 Contract Agreement for

Contractor

4.2 Pre-Construction Meeting

4.3 Approval Contractor QualityPlanning and Target

4.4 Phisyical Monitoring

4.5 Material & Equipment Approval

4.6 Testing and Commissioning.

4.7 Weekly Meeting & PrepareMinutes of Meeting

4.8 Approval Shop Drawing.

4.9 Contractor Weekly Progress &Contractor Monthly Certificate.

4.10 Aproval As built Drawing.

4.11 Preparing Monthly Report

4.12. Preparing Quarterly Report.

4.13. Check list and First/ ProfessionalHand Over .

2. Work Plan of December 2016 – February 2017

• Implement Kick off meeting with PI and IAIN Management

• A review of the project site by the PMSC.

• Review topographic data and reports on land investigation results.

• Review master plan images and preliminary drawings and design

development produced by DEDC.

• Review of Planning Report

• Review of Planning Concepts

• Review of structural calculations

• Review Images

• Weekly coordination meetings

3. Realization of work up to current period



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Targeted work plans generally go according to plan:

• Implementation Kick off meeting: December 2, 2016

• Project land review by PMSC: December 2, 2016

• Review results of land and topographic investigations

• Review master plan drawings and preliminary drawings and design

development

• DEDC-PMSC and PDEDC-PMSC-PIU-PMU weekly coordination

meetings.

• Coordination with PIU and Directorate General of Ministry of Religious

Affairs

4. 3-months-ahead Activity Plan

• Head to Head coordination meetings between PMSC, DEDC, PMU teams

and PIU teams

• Review the design development drawings produced by DEDC

• Review of Technical Specification and Engineering Estimate

• Plenary Finalization Meeting of Design Detail Document.

• Approval and approval of documents made by DEDC

• DEDC duplication of documents to be sent to IDB Headquarter for

approval.

• Finalization of the "Civil work bidding document" together with PMU

(Project Management Unit) and other PMS package consultants, for

further IDB approval.

• Delivery of DEDC documents.

• Approval of DEDC documents (No Objection Letter) from IDB.

VI. DED DOCUMENT REVIEW FROM DEDC

6.1. Flow Chart of the Reviewing Process of DEDC Document



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Flow Chart of the Reviewing Process: starting from the Preparation Stage,

Design Concept, Preliminary Design, Design Development up to Detail of

Design; as well as preparation of document. For bidding is described as

figure. Flow Chart of Review Process, as Figure 1 as below.



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DEDC Result submit to IDB :

Technical SpecificationEngineering Estimate & BOQ

Detail Drawing

Finish

DEDC Start

Draft ReviewMasterplan

;Soil Data Collectingand Topography

Survey

Yes

Draft TopografiSurvey, DraftMaster Plan andand Pre DesignConcept ,PreliminaryReport

Review/-Approval By PIU

Preliminary DesignMaster Plan 3D

D

Drawing andSoil Investigation

Report

Review Master Planby DEDC

No

Master Plan andConcept

Design Approved

Review Preliminarydesign, 3 D Drawing,Soil Report by PMSC

Review

-Approvalby PIU & PMU

Yes

YesDesign

Development

No

DEDC Result:

Design DevelopmentDrawing, Engineering

,

Estimate and Technical

Specification, DD Report.

Review Design Development,Engineering Estimate and Technical

Specification by PMSC

Reviewby PMSC -Approval

Detail Design by

DEDC

No

DEDC Result:Detail Drawing ,

Engineering Estimatedand Spesification

,Miniature andFinal Report .

Review Detail Design ( Head toHead Review n Revision DEDC,PMSC , PIU and PMU ) : I & II

PRINT FINALDOCUMENT

Legalization Validation, ,

DEDC Document

by PIU



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6.2. Review and Evaluation Process of DEDC Document

DEDC has been appointed in early October 2016. Project Management

Consultant and Supervision (PMSC) were appointed at the end of November

2016.

The DEDC and PMSC Coordination Meeting was first held on November 25,

2016, where the meeting material was DEDC Overview Progress to PMSC. This

meeting was held at the Office of PT. Patroon .Atrsindo

At the Meeting, it is reported some of the things that have been carried out by

DEDC, such as:

- Topographic survey

- Soil investigation

- Review of Master Plan and Site Plan images

- Architecture & Architecture preliminary design concept

- Concept of structural planning

- Concept of Mechanical Planning

- Electrical planning concepts

- Plumbing Planning Concepts

- Concept of Infra Structural Planning

- Create an Introduction Report

- Create Preliminary Design Report.

Based on DEDC's explanation, PMSC conducts the following Review and

Evaluation of Documents in the following order:

1. Review of topographic survey report

2. Review soil investigation

3. Review the Master Plan / site Plan

4. Review of Introduction Report

5. Review Preliminary Design Report:



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Review the concept and preliminary design of Architecture

Review the concept of structural planning

Review the concept of Mechanical Planning

Review of Electrical planning concepts

Review of Plumbing Planning Concepts

Review of Infrastructure Planning Concept

Review Process is as follows:

No. DED Output Details Review Process

1. Topography Report

- See the completeness of the Topographic

Report

- Reviewing the Topography image’s

compatibility with the technical data of the

Reports book.

2. Soil Investigation

- Reviewed whether Soil Investigation work is

adequate for the purposes of planning

Foundation, plaster and others.

- Evaluation whether Bearing capacity of the

foundation correct based on existing soil

data.



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3. Master Plan / Site Plan - Information from DEDC: when they

conduct a field review on the land, they

found that in the area has been made a

small island surrounded by water funnel

(Canal). For that purpose DEDC use the

condition of the land by putting 9 new

buildings in the area, which is bordered by

water funnel. The remaining land is used

for future development.

- Consequences of the arrangement of

such buildings: it required a car / people

bridge to enter access entrance.

- PMSC asks DED Consultant to pay

attention to funnel condition so that water

inside funnel always keeps flowing to

clean environment.

4. Inception Report - PMSC requests the material of Inception

Report to be more comprehensive and

improved, as directed from PMSC.

5. Preliminary DesignReport

- In the PMSC Preliminary Report, it

requests the DEDC to add the Report

material with ideas from the proposed

design concept and the reason for

choosing the concept.

- Program area of each building on each

floor is requested by PMSC to be

arranged in table form and given a

description column.

- In Concept of Design Structure, it is

required to add the explanation of the

latest regulatory reference references

used in the planning.

- For the Concept of Electrical Design, it is



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asked to explain the reasons for Electrical

Voltage System selection: TM, TM, TR.

- For Mechanical Design, it has to be

equipped with calculation of elevator

capacity.

- The Preliminary Design report comes with

One Line Diagram drawing that supports

the MEP Design Concept.

Preliminary design drawing has been approved by PIU, as attached on attachement I.



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6.3. Result of DEDC Document Review

1. Master Plan/ Site Plan:2.

3.

Notes:

A = Administration BuildingB = Faculty of TarbiyahC = Faculty of Business & EconomyD = LibraryE = Interacted LaboratoryF = Faculty of Science & TechnologyG = Faculty of PsychologyH = Food courtI = Sport CentreJ = Multipurpose BuildingK = Student DormitoryL = Power HouseM = Future Development of TarbiyahN = Parking AreaO = Futsal Field



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P = Open Space for CeremonyQ = Load/Unload AreaR = CanalS = Pond with AmphitheaterT = PlazaU = Campus Forest

2. Administration Building

3. Faculty of Economics and Business Building



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4. Integrated Laboratory Building

5. General Library & ICT Center Building

6. Faculty of Psychology Building



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7. Faculty of Science and Technology Building

8. Faculty of Tarbiyah and Education Building:

6.4. Buildings Area Data Review:

No. DescriptionBased on

MOM( m2 )

Based onDEDCoutput( m2 )

A. New Buildings


1 General Library and ICT Center 6,000 6,000

2 Administration building 4,000 3.912

3 Integrated Laboratory 5,000 5.500



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MOM( m2 )


A. New Buildings







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MOM( m2 )


A. New Buildings







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Total General Buildings Area 15,000 15.412

II. New Faculty Buildings

12 (two) Faculty of Science andTechnology 6,000 5.820

22 (two) Faculty of Economics andBusiness 6,000 5.820

31 (one ) Faculty of Tarbiyah andEducation 3,000 3.008

4 1 (one) Faculty of Psychology 3,000 3.008

Total Supporting Buildings Area 18,000 17.656

Total Buildings Area (I+II): 9 Buildings 33,000 33.068

VII. ACCOMPLISHED RESULT OF ACTIVITY

The following is the table of results accomplished by the PMSC during its activitieswithin the first 3 months:

1. Accomplished Activities

No. Activity STATUS

1 Establish a Kick off Meeting Done, according to target.

2 Project Land Review Done, according to target.

3 Reviewing the results of soil test andtopography

Done, according to target.

4 Reviewing Master plan, Preliminary, andDesign Development Images

Done, according to target.

5 Coordination Meetings Done, according to target.



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2. Coordination Meetings

Coordination Meetings in the first 3-month period, are as follows:

No. ACTIVITIES RESULTSSUGGESTIONS /

ADVICES

1 Establish Kick Off Meeting (See Appendix)Minutes of Meeting(MoM)

- To achieve theimplementation ofthe project inaccordance with thetargets to beachieved; from thebeginning, theproject must be wellplanned to obtainmaximum projectoutcome and asexpected.

- PMSC will provideexperiencedexperts, work plan,Work scheduling,Work methodology,discipline andscientific approach,and others.

- Further support,commitment, workdiscipline and goodcooperationbetween the partiesinvolved.

- All parties mustperform the task onan agreed schedule.

2 Review of Project LandLand is relative flat,funnel workunfinished, Funnelcanal has not beenmade.



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3 Review of Soil & TopographyTest Result

Supporting capacity ofthe foundation shouldbe checked again,given the condition ofthe soil based onDeep Drill data on theBuilding Plan.

4 Review of Master plan andPreliminary Design Images

DEDC is required toimprove the reportmaterial, as PMSCsuggests.

5 Coordination Meetings: Friday, November 25th

2016 at PT PATROONARSINDO Office.

Thursday, December22nd 2016 at PTPATROON ARSINDOOffice.

Monday, January 16th

2017 at PT PATROONARSINDO Office.

Tuesday, January 24th

2017 at Meeting RoomUIN Raden PatahPalembang (09.30 AM –Finished)

Tuesday, January 24th

2017 at Meeting RoomUIN Raden PatahPalembang (3.30PM –Finished)

Thursday, February 2nd

- See Minutes ofMeeting (MoM) onAttachment below.




- See Minutes ofMeeting (MoM) onAttachment below



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2017 at Meeting RoomEMIS KEMENAGBuilding, 4th Floor

Thursday, February 9th

2017 at Meeting RoomEMIS KEMENAGBuilding, 4th Floor.

Thursday, February 16th

2017 at CurriculaMeeting Room ofMadrasah KEMENAG,6th Floor.

Thursday, February 23rd

2017 at Meeting RoomEMIS KEMENAGBuilding, 4th Floor.

- See Minutes ofMeeting (MoM) onAttachment below

- See Minutes ofMeeting (MoM onAttachment below.



VIII. DISBURSEMENT PLAN

Payment status for work progress achieved to date:

- DEDC:- Term I : 15 % from Contract Value- Term II : 20 % from Contract Value

- PMSC:

- Term I : 10 % from Contract Value

IX. CURRENT WORK STATUS

DEDC work is completing on the Design Development Stage and Detailed

Design Stage.

Until this month, Progress of DEDC = 80%



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The EQC has not been assigned.

FAC is not yet auctioned.

X. NEXT AGENDAS

Next PMSC Agendas are such as:

• Finalizing Head to head the DED documents (Drawings, Technical

Specification, Engineering Estimate, Bill Of Quantity) between DEDC,

PMSC, PIU teams and PMU teams.

• Discussion and finalization of civil work tender documents for all project

packages between PMSCs, PIU teams and PMU teams.

• Validation of DEDC documents at the end of March 2017.

• DEDC documents duplication and delivery to the IDB headquarters in

Jeddah to obtain NOL (No Objection Letter) from IDB Head Quarter.

XI. CONCLUSION

The following is the conclusion of the work progress for the first 3 months or until 28February 2017:

No ActivitiesStatusReview Notes Progress

1 Master plan√

Following the shape of existingcanal 100%

2 Topography andSurvey Report √ Land is relatively flat, with 40cm

elevation from around the road 100%

3 Soil Investigation √ Approval for type 40x40cm pilefoundation, carrying capacity of 70tons, depth 32-36m

100%

4 Preliminary Designand Concept √ Approved by User, PMSC and PIU 100%



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5 Structure PlanningConcept & Image √ Partly completed, partly on the

finalization stage 65%

6 DD & DetailArchitecture Images √ Design development and detail

design are finalization stage 65%

7 Concept and Planningof MEP & IT Images √ On finalization stage 50%

8 SupportingInfrastructures √ On finalization stage 50%

9 Cost Planning &Analysis (Budget Plan) √

Will be reviewed again; (withterms) total cost should not bechanged.

60%

10 Technical Specification √Will be adjusted with the CostPlanning (Budget Plan), if there isany optimization / minimization

50%

Progress of DED Consultant = 80 %.

XII. CLOSING

This report was made as one of the outcomes of PMSC this project. May this documentprovide a clear picture of the work progress, processes, and PMSC's performance incarrying out the work integrity & trust to the assigner.

Jakarta, March 2017.

PT. Deta Decon,Project Manager & Supervision Consultant.

(Ir. Mardiana Daoed)Team Leader