MINISTRY OF TRANSPORT TRANSPORT SAFETY PROJECT MANAGEMENT UNIT -------------------No.

1214/ TSPMU-DA2

SOCIALIST REPUBLIC OF VIETNAM Independence - Freedom - Happiness ------------------------Hanoi, 26 October 2012

To: OC-Consia JV Subject: Reporting Requirements - Northern Vietnam National Roads Traffic Safety Improvement Project In the past months, the Consultants Reports have not been prepared in compliance with the reporting requirements as indicated in the Letters No. 1059/TSPMU-DA2 dated 26 September 2012; No. 1041/TSPMU-DA2 dated 24 September 2012 of the Traffic Safety Project Management Unit (TSPMU). Consequently, substantial delay and obstructions are caused to the Reporting works of the Ministry of Transport (MOT) and the Directorate for Roads of Vietnam (DRVN) In pursuit of a regular and/or unusual report scheme in compliance with required reporting term and forms, while sufficient and correct information and correct figures are to be maintained, TSPMU hereby would like to request the Consultant as follows: 1. To strictly comply with the monthly reporting requirements as specified in the TSPMUs Letters No. 1059/TSPMU-DA2 dated 26 September 2012; No. 1041/TSPMU-DA2 dated 24 September 2012. 2. To prepare the Consultants Organization Chart in the Report (in which clearly specified the name, contact number, missions, completion time, etc of the Core Teams Office and Site Office personnel) and submit to TSPMU prior to 31 October 2012. During the Report preparation, the Consultants Engineer assigned to supervise and remind, review and finalize such reports shall be standing in the Core Teams Office. In case of his temporary absence due to Project requirements, another qualified Engineer shall be appointed. 3. To proactively liason with the officials directly in charge of the TSPMUs packages and Contractor personnel to guarantee comprehensive data represented in the reports as required. 4. To submit the Project Implementation and Disbursement Progress Report every Thursday (adopted the Form enclosed with the DCRMs Dispatch No. 1063/CQLXDB-G2 dated 24 October 2012) to TSPMU Office and any officials directly in charge of packages employed by TSPMU (with electronic files sent via E-mails). 5. To submit Report on completed quantity of works every 2 days in collation with required Schedule (for NH3).

6. The Project Manger shall take full responsibilities to TSPMU in the implementation of the Project Reporting requirements. Pursuant to the Consulting serives Contract, upon the Consultants continued submission of delayed and unconformable reports, TSPMU shall be compelled to temporarily postpone the payment hereof. The Consultant is kindly requested to promptly and stricly comply with the aforesaid contents./.
CC:

Above; - TSPMU Deputy General Directors; - Department of Financing and Accounting Affairs, Department of Economics and Engineering and Department of Engineering and Land Acquisition Affairs; - Site Consultants Office (Carbon copied by the Consultant); - Filing: Office File, PMD2.

GENERAL DIRECTOR (Signed and Sealed) Nguyen Huu Long

DIRECTORATE FOR ROADS OF VIETNAM DIRECTORATE FOR ROAD CONSTRUCTION MANAGEMENT -------------------No. / CQLXDB-G2 To:

SOCIALIST REPUBLIC OF VIETNAM Independence - Freedom - Happiness ------------------------Hanoi, October 2012

Project Management Unit No. 1 (PMU1), Project Management Unit No. 85 (PMU85), Thang Long Project Management Unit (Thang Long PMU) Project Management Unit No.2 (PMU2), Project Management Unit No. 4 (PMU4), Project Management Unit No. 5 (PMU5), Project Management Unit No. 6 (PMU6), Project Management Unit No.7 (PMU7) Gia Lai Transport Construction Investment Projects Management Unit Traffic Safety Projects Management Unit (TSPMU)

Subject: Weekly Reports on Implementation and Disbursement Progress of Projects employed by DRVN Following DRVNs instructions on Accelerating the implementation and disbursement of Projects as per the 2012 Capital Scheme and the 2013 Advance Capital for the Projects employed by the Directorate for Roads of Vietnam (DRVN). As indicated in the Project Implementation Report, remaning time till the end of 2012 is very tight while the Project implementation and disbursement progress almost failed to meet the Project requirements. To fulfill the targeted objectives as planned in 2012 under the written instructions of DRVN for every project, DRCM hereby requests PMUs directly supervising and monitoring any Projects employed by DRVN to perform the following: 1. To provide the timely instructions to the Supervision Consultant and the Contractors to mobilize maximum personnel, equipment and budget for the Project Construction Schedule by 31 December 2012; based on the planned Capital Scheme, the Contractors are kindly requested to prepare the Construction Schedule, overall and specific Disbursement Schedule (on a weekly basis) of the quantity of work items and construction cost till 31 December 2012 corresponding to the Personnel and Equipment Organizational Chart; PMUs and the Supervision Consultant shall thereon be responsible for review, approval and rigourous monitoring of the implementation progress. 2. On a weekly basis, PMUs shall have a progress review meeting (in terms of completed quantity and corresponding value), and the report hereof shall be submitted to DRCM (refer to the attached Form) via facsimile number 04.353.803.02 and electronic files shall be submitted

to cqlxdgd2@gmail.com. Data provided in the reports must be true, correct and confirmed by PMUs and Supervision Consultant. Reports are to be submitted on every Friday afternoon. Due to the critical urgency and importance of the issues, PMUs leaders are kindly requested to supervise and provide instructions to relevant Parties for duly implementation. Upon the PMUs failure to submit the report, or in case of incorrect and insufficient data, DRCM shall report to DRVN for review and proper resolution. PMUs are kindly requested to promptly and strictly comply with aforesaid contents.
CC: Above; DRVN General Director (for report); DRCM Deputy Managers (for instructions); - ID1, ID2, AD No.1 - Site Consultant Office, Contractors (carbon copied by PMUs); - Filing: Office File, ID2,

DRCM DIRECTOR Luu Van Dung (Signed and Sealed)

APPENDIX 03 MONTHLY CONSTRUCTION PROGRESS MONITORING OF PACKAGES 1. 2. Package No. Original Contract value: Construction: Contingencies: Approved additional and arising value: Expected additional and arising value: Construction output in the month.../201...:
Un it Contr act Approv ed workin g drawin gs 1 2 3 4 5 6 Previous accumula tive In this peri od 7 8=6+7 9=5-8 10 11 12 13 14= 4x13 I A 1 Work Items under original Contract: Base Clearan ce 2 Soil excavati on C3 .. B .. II 1 2 Pavement: The approved or accepted arising work items: Total: Current accumulati ons Quantity Implemented Remani ng value Expected construction by 31 December 2012 Octob er Novem ber Decem ber

3. 4.

Contractor: Date of Commence:

Date of Completion:

5.
N o.

Work Item

Uni t pri ce The Contr act Approv ed workin g drawin gs 15= 5x13 16=6x13 Previous accumulati ons In this peri od 17= 7x13 Implemented

Amount Remaini ng value Current accumulati ons Octob er Expected construction by 31 December 2012 Novem ber Decemb er

18=8x13

PROJECTS MANAGEMENT UNIT THE SUPERVISION CONSULTANT THE CONTRACTOR This appendix is enclosed with the detailed Construction Schedule as of 31 December 2012 Monthly report shall be submitted to DRVN for monitoring, instructions and other contents under the Form provided in the Dispatch No. 3620/ TCBVN-CQLXDB dated 12 September 2012.

* Notes:
In such a case that the entire working drawings are not approved, the amount increased or decreased in comparison with the original contract shall be represented in the approved quantity of specific road sections; sections with unapproved quantities shall be deemed to retrieve no changes. With regards to any arising quantity acquiring Policy approval but without approval of detailed design and cost estimates, it is necessary to estimate the unit prices to be included in the report. For the new work items on basis of completed items, it is required to prepare the report on separately completed quantity of item and to estimate unit prices to be included in the report. Completed quantity of work items is the actual quantity of work completed in the construction site (including unaccepted quantity)

BM06 APPENDIX 02 DETAILED BREAKDOWN OF DISBURSEMENT PROGRESS OF CONSTRUCTION PACKAGES IN MONTH. The disbursement scheme of construction investment capital shall be indicated as below: Unit: VND No. 1 2 3 4 5 6 7 Description PKG1 Construction value in the original contract Construction value as per the working drawings design Total additional & arising construction value (if any) Revised construction value (2+3) Accumulative value as per the completed quantity as of date of reporting Accepted value in the price Disbursed value, accumulated payment up to now consist of Disbursed value (including Contract advance payment) Deducted Advance (from the commencement of the Project): Balance up to now: Unpaid or unaccepted quantity completed Price slippage (since implementation of the Project); Debts payable to the Contractors (if any); Distributed value in 2012 (under written instructions of DRVN) Disbursed capital since 2012 up to now: Expected value by 31 December 2012 (under approved detailed construction schedule) Advance distribution in 2013: Disbursement for advance in 2012 till date of reporting PKG2 Package PKG3 . Total

8 9 10 11 12

Prepared by: Checked by:

Date Leader of the PMU

WEEKLY IMPLEMENTATION AND DISBURSEMENT REPORT FORM Project Name: Week from..to.. (Enclosed with the Dispatch No./CQLXDB-G2 dated October 2012 of DRCM) Unit: million VND
No. Name of the Package Contract or Constru ction value Main executed work items in the week Total remaining value Executed quantity in the week 1 1 2 Package No. 1 (KmKm) 3 Total Contracto rA Asphalt concrete 5Km 3 4 Base (m3/%) 50,000 4,000 30,000 4 5 6 7 8 9 3,500 Total quantity up to now In the week Schedule of the reported week 10 5,000 Summary of personnel & equipment of the Contractor (sufficient, insufficient), 2 abutments/ pier/ 15 girders Culvert: Other work items 20 pieces 2K Ditch/ 2 km of corridor 2,000 2,000 100% 1,000 3 0.5 km of the ditch 0.5 abutment/ pier Completion of abutment M1 and pier T1 15 1..5 7,000 1,200 5,000 1,000 2,000 50% 2,000 Contractor meets the construction schedule or not? Reasons of delays (if any), obstacles and disputes to be resolved Complet ed percenta ge 9/10 11 12 13 14 15 Plan next week Executed quantity Executed value 2012 Disbursement and 2013 advance payment Schedule Distributed capital Disbursement in the week Total Remarks and evaluation

pavement (Km) Bridge (abutment/

pier/ girder)

(ditches, etc) (KmKm) Contracto rB (KmKm) Contracto rB 2 3 Package No. 2 Package No. 3 Similar

guardrail,

500

1,000

50%

1,500

Note:

1.

Executed quantity:

2.

It is obligatory to focus on main work items: base, pavement, bridges, and culverts. Other work items: ditches, traffic safety control, etc on basis of detailed executed quantity (under the monthly Based on nature of the Package, it is possible to prepare reports in more details, i.e. for NH279: Embankment Excavation: Contractor A completed 200m3/10,000m3; Abutment/ pier/ girder may

report Form) to calculate total executed value for the work items. be reported in nos/m3 of concrete. Executed value: Executed value during the week (Column 9): is the value calculated over the executed value (Detailed calculation prepared by the units on basis of monthly report forms issued by DRVN enclosed with the Dispatch No. 3620/TCBVN-CQLXDB dated 12 September 2012 of DRVN. It is required to report calculated figures of executed value of the Package and of each Contractor during the week and generalize them. Weekly report plan (Column 10): is the value to be executed under the detailed construction progress approved by the PMUs and Supervision Consultant that is determined one fourth of monthly expected value for the projects with monthly construction schedule.