REPUBULIC OF RWANDA

MINISTRY IN CHARGE OF EMERGENCY

MANAGEMENT( MINEMA)

P.O.BOX 4386 KIGALI

REQUEST FOR EXPRESSIONS OF INTEREST FROM CONSULTANCY FIRMS

Country: REPUBLIC OF RWANDA

Project: SOCIO-ECONOMIC INCLUSION OF REFUGEES AND HOST
COMMUNITIES PROJECT (JYAMBERE PROJECT)

Credit No : D 64040-RWA
Project ID : P164130

TITLE OF THE TENDER: HIRING A CONSULTANCY FIRM TO CARRY OUT

FEASIBILITY STUDY FOR CONSTRUCTION WORKS OF TWO ROADS IN
KARONGI AND KIREHE DISTRICTS

Reference: RW-MINEMA-159488-CS-QCBS (STEP) be replaced by the Ref in e-

Procurement System

The Government of Rwanda under the Ministry in Charge of Emergency

Management (MINEMA) (hereinafter called “Client”) wishes to apply the world
bank funds to be used in upgrading of the two roads located in Karongi and
Kirehe district to link the refugee camps with the economic opportunities areas.

The construction and upgrading works of roads require the preparation of the
subject of the consultancy firm to ensure that the implementation of activities
are complying with the national and world bank safeguards policies and
regulations, then MINEMA is going to “hiring a consultancy firm to undertake
the feasibility study, environmental and social impact assessment and

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resettlement action plan for Rusozi-Mahama-Mpanga-Kabuye road (67 km) in
Kirehe District and Kibuye-Karongi-Uwisumo-Gisovu road (43 km) in Karongi
District”.

The Client intends to apply a portion of the funds to eligible payments under
the contract for which this EOI is issued.

The consultancy services include but not limit to the following:

 Conduct the feasibility study of 110 km of the proposed paved road works
in Karongi and Kirehe districts from an Engineering surveys including traffic
count survey, alignment survey, road inventory survey and socio-economic
perspective, including the assessment of the environmental and social
impacts, prepare the Resettlement Action Plan (RAP) and to prepare the
relevant required documents including two separate tender documents for
each works execution. The consultancy firm shall look into the benefits of
the road upgrading in terms of facilitating the entry of different modes of
transportation. The assignment includes intensive field surveys,
consultations with the local authorities and key stakeholders, preliminary
concept design, preliminary cost estimates and economic evaluation.

 Conduct the feasibility study with social economic analysis, preliminarily

design, technical specification and cost estimates for upgrading works of
Rusozi-Mahama -Mpanga -Kabuye Nasho road (67 Km) in Kirehe District
and Kibuye-Karongi-Uwisumo-Gisovu road (43 Km) in Karongi District;
 Preparation of ESIA/ESMP and RAP to guide the implementation processes,
the documents are to be prepared in line with the WB environmental and
social safeguard policies, the project Environmental and Social Management
Framework (ESMF) and Resettlement Policy Framework (RPF);
 Preparation of bidding documents for two roads works execution;
 Develop the ToRs for monitoring/supervision consultant for Design, Build,
Maintain’ phases (DBM)/Output and Performance-based Road Contracts
(OPRC) in line with the WB procurement Regulations.

The assignment is divided into:

o Part A: Feasibility study of the two roads
o Part B. Preparation of ESIA/ESMP and RAP

The detailed scope on the services can be found in the Terms of Reference
(ToRs) herein attached in e-procurement system.

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The Ministry in charge of Emergency Management (MINEMA) now solicits
expression of interest from the interested consulting firms to provide the above
mentioned services.

Interested Consulting firms should provide information demonstrating that

they have the required qualifications and relevant experience to perform the
Services. The shortlisting criteria are:

1. The Consultancy firm shall have at least seven (7) years of general
working experience in conducting feasibility study for rural roads
construction with at least three (3) successfully completed assignments;
2. Experience in rural and low volume roads design and bidding
document preparation;
3. Experience in preparation of ESIA and RAP for roads construction
projects; experience with Word Bank funded projects will be an
advantage;
4. Firm’s eligibility documents such as evidence of business
registration/Trading license of the consulting firm and membership
certificates from professional bodies for the firm and for the key
personnel as required in ToRs. The key experts to conduct the
ESIA/ESMP and RAP shall be a member of RAPEP (Rwanda Association
of Professional Environmental Practitioners) or affiliated to an
international institution for Environmental and social studies;
5. The technical and managerial organization of the firm. (Provide only the
structure of the organization, general qualifications and number of key
staff. Do not provide CV of staff);
6. Availability of experienced personnel as per the ToRs.

The consultancy firm will be selected under Quality Cost Based Selection
method and procedures described in the Request for Expressions of interest in
accordance with the paragraph 3.14 and 3.17 of the World Bank
procurement regulations for IPF Borrowers, July 2016, setting forth the
World Bank’s policy on conflict of interest and the National Public
Procurement Law. Bidding will be conducted through Open International
Competitive Bidding and participation is open on equal conditions to all
interested consultancy firms. The Terms of Reference containing detailed
requirements and conditions for participation may be obtained from E-
procurement system (www.umucyo.gov.rw), free of charge.

Note: The consultancy firm must attach the certificates of completion for each
reference of experience required and membership certificates from professional

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bodies for both consulting firm and key personnel. The consultancy firm shall
provide a description of similar assignment executed.

The consultancy firm(s) may associate with others firms in the form a joint
venture to enhance the capacity to perform the assignment. This association
should be indicated clearly in the expression for interest. For the skills and
technology transfer, the international consultancy firms are encouraged to
associate with local consultancy firms.

Enquiries regarding this tender may be addressed only through the e-

Procurement system (use the request for clarification button). Any clarification
may be requested by writing using the procurement system before the fixed
deadline for the submission of the expression of interest.

All interested firms are requested to submit their Expression of Interest via E-
procurement system (www.umucyo.gov.rw) before 01/04/2020 at 09:00 am
local time. Any submission of expression of interest via other channels apart
from the indicated above shall not be considered.

KAYUMBA Olivier
Permanent Secretary

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TERMS OF REFERENCE FOR THE PREPARATION OF THE FEASIBILITY
STUDY, ENVIRONMENTAL AND SOCIAL IMPACT ASSESSMENT AND
RESETTLEMENT ACTION PLAN FOR RUSOZI-MAHAMA-MPANGA-KABUYE
ROAD (67 Km) IN KIREHE DISTRICT AND KIBUYE-KARONGI-UWISUMO-
GISOVU ROAD (43 Km) IN KARONGI DISTRICT

1. BACKGROUND

Rwanda is one of Africa’s fastest growing economy with growth averaging more
than 7 % every year since 2000. The impressive economic growth has been
accompanied by substantial improvements in living standards, life expectancy,
literacy, primary school enrollment and spending on healthcare. Inequality
measured by the Gini coefficient fell from 52% in 2005 to 42.9 % in 2017.
Instability in neighboring countries like Democratic Republic of Congo (DRC)
and Burundi has seen many people flee to Rwanda, with the country hosting
150,448 refugees and asylum seekers (48% from Burundi and 51% from DRC)1.
In the framework of improving the living conditions of refugees and host
communities, the Government of Rwanda through the Ministry in Charge of
Emergency Management (MINEMA) together with the funding from the World
Bank have developed the project entitled “Socio Economic Inclusion of
Refugees and Host Communities” (SEIRHCP). The project will be
implemented in the six Districts hosting refugee camps, namely Kirehe,
Gatsibo, Karongi, Nyamagabe, Gisagara, and Gicumbi hosting respectively the
refugee camps Mahama, Nyabiheke, Kiziba, Kigeme, Mugombwa, and Gihembe.
The project has four components: the first component aims to ensure access to
basic services and socio-economic investments. The component is divided into
two parts: access to basic services (education, health and water) and socio-
economic investments (roads and markets). The key sub- project activities will
include construction, rehabilitation or upgrading school infrastructures, health
facilities, water and sanitation facilities, roads and markets in six Districts
hosting refugees.
The second component aims to ensure economic opportunity with access to
finance (grants or loans) and livelihood opportunities to both refugees and host
community. The main objectives of this component are to promote
entrepreneurship and wage employment through access to finance (grants or
loans) and to provide capacity building for improved access to finance to
refugees and host communities.

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UNHCR/GoR Progress database (Oct 2019)

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Component three aims to rehabilitate the environment in and around refugee
camps. The component will provide solutions to environmental degradation
caused by the establishment of the refugee camps. This component includes
rehabilitation of ravines and gullies through engineering interventions and
surface water reservoirs for productive use of diverted storm water.

The fourth component consists of project management and monitoring and

evaluation. It will strengthen the technical capacity of all implementing
agencies and enhance the monitoring and evaluation of the project.
Component one also has subcomponent of Socio-economic investments; that
will support investments to promote economic activity, connect remote refugee
and host populations to markets and to strengthen the access of traders and
entrepreneurs to the refugee and host populations. Under component one the
project will finance Socio-economic investments that include roads
upgrading/rehabilitation in Kirehe and Karongi Districts (annex 2&3 indicates
the proposed roads)
The rehabilitation of selected roads in the two Districts will link refugee
populations and host communities to economic opportunities.
The road construction sub component to which these ToRs refer, will upgrade
110 Km of gravel roads (67 Km in Kirehe District and 43 Km in Karongi
District) to provide sealed roads including maintenance during an extended
period. The sealing of the selected gravel roads will greatly increase the mobility
for residents within the project catchment area. The project will contribute to
the ongoing shift from a humanitarian to the long-term government-led
developmental response that integrates refugees and host communities.
Therefore, MINEMA is intending to carry out these activities by contracting
consultancy services. The contracted Consultant will require to provide a
feasibility study of the selected gravel roads in the two Districts in accordance
with the present Terms of Reference.

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Figure 1. Locations of Refugee Camps and Refugee Statistics, as of 31st October 2019

Source: UNHCR, October 31, 2019.

2. OBJECTIVES OF THE SERVICES

The principal objectives of the assignment are to conduct the feasibility study
of 110 km of the proposed paved road works in Karongi and Kirehe districts
from an Engineering surveys including traffic count survey, alignment survey,
road inventory survey and socio-economic perspective, including the
assessment of the environmental and social impacts, prepare the Resettlement
Action Plan (RAP) and to prepare the relevant required documents including
two separate tender documents for each works execution. The consultancy firm
shall look into the benefits of the road upgrading in terms of facilitating the
entry of different modes of transportation. The assignment includes intensive
field surveys, consultations with the local authorities and key stakeholders,

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preliminary concept design, preliminary cost estimates and economic
evaluation.

3. SPECIFIC OBJECTIVES

The specific objectives include:

 Conduct the feasibility study with social economic analysis, preliminarily
design, technical specification and cost estimates for upgrading works of
Rusozi-Mahama -Mpanga -Kabuye Nasho road (67 Km) in Kirehe District and
Kibuye-Karongi-Uwisumo-Gisovu road (43 Km) in Karongi District;
 Preparation of ESIA/ESMP and RAP to guide the implementation processes,
the documents are to be prepared in full compliance with Rwanda’s Law on
Expropriation and Land ownership and national environmental regulations,
and in line with the WB environmental and social safeguard policies, the
project Environmental and Social Management Framework (ESMF) and
Resettlement Policy Framework (RPF);
 Preparation of the Bidding Documents to be used by KIREHE and KARONGI
District in procurement of civil works under Design, Build and Maintenance
(DBM) based on Level of Service Output and Performance-Based Road
Contracting (OPRC) approach
 Develop the ToRs for monitoring consultant for Design, Build, Maintain’
phases (DBM)/Output and Performance-based Road Contracts (OPRC) in
line with the WB procurement Regulations.

 The assignment is divided into:

o Part A: Feasibility study of the two roads
o Part B. Preparation of ESIA/ESMP and RAP

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4. SCOPE OF THE SERVICES

PART A: FEASIBILITY STUDY

A.1 Task to be performed by the consultant

To carry out an economic analysis of the proposed upgrading of the road to a

paved standard, the Consultant shall conduct traffic estimate and traffic
growth by vehicle type and volume forecasts of ten (10) and 15 years. which
will be expressed at three growth rates, namely, low, medium, and high. The
consultant shall also estimate the population living within 2 Km on each side
of the roads, estimate the production within 2 Km on each side of the roads,
assess the condition of the roads, determine the current average travel time
and estimate the cost for rehabilitation and upgrading works. The consultant
shall evaluate the economic viability of the road before and after proposed case
(intervention). The consultant shall also consider the social infrastructure to
be connected by the concerned road. The consultant will use his judgment in
selecting an appropriate approach to the economic analysis. (Roads Economic
Decision Model (RED), HDM4, etc.)
The Economic benefits shall be expressed primarily in terms of:
a. Savings in vehicle operating costs and in
road maintenance expenditure;

b. Residual value of the road’s structures at the

end of the evaluation period;
c. Value of time savings and reduced accident
cost;
d. Greenhouse gas emission reduction,

Any other factors (exogenous benefits) that the consultant shall consider
relevant for the analyses, for example: employment generation induced
agricultural production, accident prevention, etc

The consultant shall also undertake sensitivity analyses on the results of the
selected design standards. The sensitivity analysis shall involve variations (+/-

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20%) in traffic growth forecasts and variations (+/- 20%) in construction costs,
and the worst-case scenario of simultaneous reduction in traffic levels (-20%)
and increase in costs (+20%). The Consultant shall vary any other factors
deemed appropriate to affect viability of the project.

 The preliminary/concept design shall include but not be limited to:

engineering surveys including traffic count survey, alignment survey, and
road inventory survey and geotechnical investigation; traffic analysis and
forecast ,linear diagrams (roads strip diagrams), drawings, pavement design,
analysis and design of side slopes, etc of the selected roads; , identification of
borrow areas based on geotechnical and material investigation including
prospecting for new sources, preliminary topographic survey and drawings
along with all appropriate reports; and preparation of preliminary engineer’s
cost estimate based on market rates. The consultant should consider the
impact that climate change may have on the construction standards for
pavement layers, surfacing and drainage structures (disaster resilient road
transport infrastructure). The consultant shall propose cost effective
drainage solution to discharge water from longitudinal drain and pipe culvert
to avoid damage to the surrounding land downstream from outlet. The report
should include recommendations for improved standards where appropriate.

 As there is limited data available for estimating project cost, the Consultant
shall make estimation based on a preliminary/concept design. As part of the
preliminary/concept design, the consultant shall propose the interventions
(design standard) based on the traffic level, subgrade and climatic conditions
of the area; propose typical cross sections for the roads to be studied and
make comprehensive estimate of earth works, surfacing works, cross and
side drainage works. The cost estimate is to be based on current market
rates. The preliminary design shall be based on the provision of a sealed road
to be designed according to the projected traffic level. Thus, the design may
be low volume or high volume and this will govern in adopting an
appropriate design approach.

 To the extent possible while meeting design criteria, the preliminary concept
design will aim to minimize the need for land acquisition and resettlement,
and to maximize the length of road that can be improved for financial
resources likely to be available, commensurate with adopting economically
and technically sound improvement methods.
 The Consultant shall assess the socio-economic benefits for the overall

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 project in the following domains:

(i) refugee integration and access to social economic infrastructure within

the road corridor;
(ii) the impacts of improved connection to markets for community members,
including refugees benefiting from more favorable prices for input and
outputs and for increased trade;
(iii) the impact of reduced travel time on educational opportunities among
others, indicating the improved attendance that all-weather roads
should provide for pupils and teachers, thus promoting the formation
of human capital and
(iv) likewise improving the community members, including refugees access to
timely treatment, especially in the event of accidents and bouts of
acute sickness, the connectivity should lower mortality and morbidity.

 Assess the ways the local communities, including refugees could benefit from
the project through employment and other opportunities during the project
implementation and specifically for routine maintenance program by Local
Community Associations (LCAs);

 Preparation of the Bidding document for civil works following DBM/OPRC in

line with WB Procurement Regulations and development of ToRs for hiring a
consultant to monitor the implementation of the DBM/OPRC contracts;

 Analyses of the maintenance requirements for the newly constructed road

and preparation of a draft maintenance plan. Predict yearly maintenance
costs based on the maintenance plan over the life span of the designed road;

 The consultant shall provide GIS shape files of selected gravel roads using
ITRF 2005 Projection System that has the following Projected Coordinate
System:
 Projection: Transverse Mercator
 False Easting: 500,000
 False Northing: 5,000,000
 Central Meridian: 30
 Scale Factor: 0.9999
 Latitude of Origin: 0.000
 Linear Unit: Meter

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A.2 Preliminarily Design Consideration

The preliminarily design shall include the following:

 Preliminarily Topographic survey with topographic map at scale of
1:2000;
 Geotechnical investigation;
 Geotechnical design;
 Geometric and pavement design;
 Hydraulic and hydrological assessment;
 Longitudinal and cross drainage needs assessment;
 Bridge, Culvert and Retaining Structure design;
 Road Traffic Signing design

Particularly, the Consultant shall conduct hydrological/hydraulic studies and

determine all necessary hydraulic and drainage structures as well as all the
arrangements and provisions necessary for the protection of the road and its
surroundings against erosions resulting from the discharges and flow. The
Consultant shall carry out detailed inspection of existing structures and based
on condition of the structure shall recommend retention of existing structures
or replacement. Where existing structures are retained, design for widening/
extension of existing structures shall be carried out to commensurate with
roads standards for cross-section of the road and structures. Condition survey
report along with photographs of each existing structure will be submitted.

The consultant shall come up with a preliminarily design referring to the

relevant standards, codes of practice, design manuals a d guidelines. The
consultancy firm shall reflect the Non-Motorized-Traffic (NMT) in design of
cross section proposals by considering the AASHTO Guidelines for the
Development of Bicycle Facilities. This guide provides for planning, design,
construction, maintenance, and operation of bicycle/Non-Motorized-Traffic
(NMT) facilities.

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The main standards, codes of practice and guidelines to be adopted for the
design of the Project Road, are given below:

Road Geometric Design

 Draft Geometric Design Manual, 2014, RTDA
 Road Design Manual, AASHTO
 AASHTO Guidelines for the Development of Bicycle Facilities

Pavement Design
 Tanzanian Low Volume Roads Manual of 2016 for sealed sections only
(assuming that low traffic volumes prevail)
 Draft Pavement Design Manual, 2014, RTDA
 TRH3 2007

Hydrology/Hydraulic/Drainage
 Draft Drainage Manual, RTDA
 Drainage Manual, AASHTO

Bridges and Structures

 Draft Bridge Design Manual, RTDA
 Load and Resistance Factor Bridge Design Specifications (LRFD), AASHTO

Geotechnical Investigations/Soil and Materials

 Manual on Subsurface Investigations, AASHTO

The Design Manuals or Specification forming the Contract shall be interpreted

in the following order of priority:
 Rwanda Standards;
 RTDA Standards;
 AASHTO Standards;
 Any other publication or standard or document listed in the Employer’s
Requirement.

The consultant may also consider any other applicable standard. From the
preliminarily design, the consultant shall develop technical specification for
road upgrading/rehabilitation works.

The consultant is also referred to the Design Report of selected feeder roads in
Karongi district prepared in 2015 and that includes Kibuye-Karongi-Uwisumo-
Gisovu road. This report relates to gravel road rehabilitation but may contain

13
useful design information. A copy can be obtained from the Client upon
request.

PART B: PREPARATION OF ESIA/ESMP AND RAP

B.1 Objectives of the Services

The present assignment has two major objectives:

(i) To assess the environmental and social impacts for the rehabilitation of -
Rusozi-Mahama -Mpanga -Kabuye Nasho road (67 Km) in Kirehe
District and Kibuye-Karongi-Uwisumo-Gisovu road (43 Km) in
Karongi District
(ii) To prepare the Resettlement Action Plans (RAP) within the project sites to
ensure that both Karongi and Kirehe roads rehabilitation is
implemented in an environmentally and socially sustainable manner
and in full compliance with Rwanda’s and the World Bank’s
environmental and social safeguards policies and procedures.
The specific objectives are:
(i) to determine the potential environmental and social impacts of the roads
to be rehabilitated, whether positive or negative and propose
mitigation and enhancement measures which will effectively address
the identified adverse impacts and enhance the beneficial impacts,
respectively;
(ii) To prepare an ESIA/ESMP report according to the national EIA
guidelines and regulations and the project’s Environmental and Social
Safeguards Frameworks prepared as per GoR’s laws and World Bank
safeguards policies.
(iii)To prepare the RAPs in accordance with Rwanda law related to
expropriation in the public interest and World Bank’s Involuntary
Resettlement Policy (OP 4.12).

B.2 Scope of services

The assignment for preparation of ESIA/ESMP and RAP will concentrate on the
assessment of Environmental and Social Impacts of the two roads in Kirehe
and in Karongi Districts to be financed under Socio Economic Inclusion of
Refugees and Host Communities Project” (SEIRHCP) in MINEMA and the
preparation of the respective RAPs following the conditions and the
requirements of these terms of reference.

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The present study will consist of collecting and analyzing available data using
appropriate techniques to achieve the objectives of this consultancy. It will
come up with realistic proposals and recommendations after consultations with
RDB, MINEMA, World Bank, Kirehe and Karongi Districts. In order to gather
the required data, the consultant shall undertake field assessments on the
proposed gravel roads for improvement and conduct intensive consultations
with project affected people. This will be done in close collaboration with above
mentioned institutions. The Consultants shall also prepare the resettlement
action plans (RAPs) for Kirehe and Karongi road rehabilitation for disclosure
locally and on the World Bank InfoShop.

The assignment involves intensive consultations with signed attendance lists,

photos and minutes of meetings with project beneficiaries, local authorities and
other key stakeholders. This section also provides some methodology in a way
of clarifying the scope of the services. The activities indicated in the scope of
services are intended to capture the main areas that require the attention of
the consultant. Similarly, the methodology is proposed to inform the
consultancy team regarding some of the current approaches used to analyze
the challenges related to Rusozi--Mahama -Mpanga -Kabuye Nasho road and
Kibuye-Karongi-Uwisumo-Gisovu road development and identify solutions.

The proposed activities and methodology are not considered to be exhaustive

thus, the consultancy team is expected to critically assess them at the
beginning of the assignment and elaborate a comprehensive approach that will
ensure achievement of the intended objectives.

The consultants, based on field assessment findings, shall identify potential

negative impacts and prepare Environmental and Social Management Plan
(ESMP) and produce the ESIA/ESMP report for each District for review and
approval by MINEMA, RDB and World Bank.

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It is thus expected that the Consultancy Service will provide quality
Environmental and Social Impact Assessment Reports as well as Resettlement
Action Plan reports and complete the study on time within the budget at
national and World Bank’s Standards.

B.3 Outputs for Preparation of ESIA/ESMP and RAP

The following are the expected outcomes of the present study.

 Environmental and Social Impact Assessment (ESIA)/ Environmental and
Social Management Plan (ESMP) for each road; one in Kirehe District and
another in Karongi District. Based on the findings of ESIA/ESMP, the
environmental and social considerations will be integrated into the two road
designs (for the two districts) at the earliest appropriate stage and tiers of
decision making or prior to their final approval;
 Resettlement Action Plan (RAP) report for selected roads per District. The
RAP report will provide sub-project specific socio-economic data about
project affected people (PAPs) and costed mitigation measures. The
information presented in the RAP will facilitate:
(a) the incorporation of relevant social data into road design;
(b) the right of way operations;
(c) the poverty alleviation efforts of road investments;
(d) the enhancement of the livelihood of PAPs.

B.4 Reporting

B.4.1 REPORTING REQUIREMENTS

The findings of the reviewed relevant literature and field visits will be compiled
into a self-standing report. The ESIA/ ESMPs and RAPs will be compiled into
four separate reports, ie one EIA/ESMP report and one RAP report per District.
Each report will be based on the above terms of reference and will be submitted
to MINEMA in three printed copies, along with an electronic copy on memory
sticks and on CDs for evaluation and approval. The report will be presented to
the public by the Consultant during a consultative session involving relevant
stakeholders for their views on the report.

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The following format is suggested for the ESIA/ESMP report and the RAP
report:

B.4.2 FORMAT OF THE ESIA/ESMP REPORT

i. Executive summary

This section will concisely summarize significant findings of the study and
recommended actions.
ii. Introduction

a. Background to the project

b. Objectives of the study
c. Methodology
iii. Policy, legal, and administrative framework

This part will discuss the policy, legal, and administrative framework within
which the EA is carried out. This should include both national and
international legislations up to date.
iv. Baseline data

This section will assess the dimensions of the study area and describes
relevant physical, biological, and socioeconomic conditions, including any
changes anticipated before the project commences. It will also take into
account current and proposed development activities within the project area
but not directly connected to the project. Data should be relevant to decisions
about project location, design, operation, or mitigation measures. The section
will indicate the accuracy, reliability, and sources of the data.
v. Project description

This part will concisely describe the proposed project activities and its
geographic, ecological, social, and temporal context, including any offsite
investments that may be required (e.g., dedicated pipelines, water supply,
housing, and raw material and product storage facilities, etc). It will indicate
the need for any resettlement plan with a map showing the project site and the
project's area of influence.
It will also provide detailed information, including but not limited to the
following:
 Location of the study area and description of the current use of the location,
project objectives and size;
 Detailed description of the project, extent in time and space;
 Description of activities related to all implementation stages from the

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 inception, staffing and employment related to different stages of the project;
 Description of all activities to be carried out during the road construction
lifespan (before, during and after construction);
 Description of all activities which will follow from the execution of the project;
 Description of prevention and security measures, water and energy supply,
wastes treatment and evacuation, storm water management, quarries and
borrow pit location and rehabilitation, etc.
vi. Analysis of alternatives

This section will systematically compare feasible alternatives to the proposed

project site, technology, design, and operation, including the "without project"
situation, in terms of their potential environmental impacts; the feasibility of
mitigating these impacts; their capital and recurrent costs; their suitability
under local conditions; and their institutional, training, and monitoring
requirements for each of the alternatives, quantifies the environmental impacts
to the extent possible, and attaches economic values where feasible. It will
state the basis for selecting the particular project design proposed and will
justify recommended emission levels and approaches to pollution prevention
and abatement.
vii. Assessment of Environmental and Social Impacts

This part will predict and assess the project's likely positive and negative
impacts, in quantitative terms to the extent possible. It will explore
opportunities for environmental and social enhancement, identify and estimate
the extent and quality of available data, key data gaps, and uncertainties
associated with predictions, and specifies topics that do not require further
attention.
viii. Environmental and Social Management Plan (ESMP)

This section will include two components: mitigation plan and monitoring plan.
The ESMP should be presented in the form of a table.
(i) Mitigation plan:
 Significant adverse impacts of the subproject;
 Detailed description of mitigation, compensation and
enhancement measures proposed,

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  Implementation schedule;
 Responsibility of people and institutions involved
 Estimate of the costs required
(ii) Monitoring plan:
 Monitoring activities
 Significant adverse impacts of the subproject;
 Parameters to be measured
 Method used to measure the parameter
 Frequency of measurements
 Responsibility of people and institution involved
 Estimate of the costs required
(iii) Capacity Building/ Training Plan. Capacity building requirement in
terms of human and material resources and training of staff with
estimated costs shall also be included to enable implementation of the
mitigation and monitoring plans.

ix. Stakeholder engagement and consultation

The participation of relevant stakeholders in the ESIA process is a key success

factor. Therefore, stakeholder consultations, including project affected people,
should be initiated as early as possible with an objective to identify their
concerns and values, including key environment and social issues and impacts
which will need to be addressed in the ESIA/ESMP and design reports. To this
end, the consulting firm shall consult with the stakeholders as per the project’s
stakeholder engagement plan.

x. Conclusions and Recommendations of the Consultant

The report should include all information necessary to the project review such
as lists of data sources, project background reports and studies, key
recommendations, including preferred alternatives, and any other relevant
information to which the decision maker’s attention should be directed. It
should also provide detailed designs/plans of construction, water canalization
and waste water treatment systems at the construction contractor camp sites,
etc.

xi. References

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These are written materials; both published and unpublished, used in the
preparation of the study report.

xii. Appendices
 List of EIA report preparers –individuals and organizations
 Record of interagency and consultation meetings, including consultations for
obtaining the informed views of the affected people and local
nongovernmental organizations (NGOs). The record specifies any means
other than consultations (eg. Surveys) that were used to obtain the views of
the affected groups and local NGOs.
 Tables, maps presenting the relevant data referred to or summarized in the
main text.

B.4.3 FORMAT OF THE RAP REPORT

Executive summary
This concisely discusses significant findings and recommended actions.
i. Introduction

This part concisely describes the proposed project activities and its geographic,
ecological, social, and temporal context. It indicates the need for any
resettlement plan with a map showing the project site and the project's area of
influence. It also provides detailed information on the following: (i) Location of
the study area and description of the current use of the location, project
objectives and size; (ii) Detailed description of the project, extent in time and
space; (iii) identification of the project stakeholders in the target districts.

ii. Socio-economic Survey and Census of PAPs and their Properties

The present section executes a socio-economic survey covering the following

issues:
a) Current occupants of the project affected area to avoid inflow of people for
eligibility for compensation;
b) standard characteristics of displaced households (baseline information on
livelihood, economic and social information, etc);

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 c) the magnitude of the expected loss (total or partial);
d) information on vulnerable groups or persons (for whom special provision
may have to be made);
e) provisions to update information on the displaced people’s livelihoods and
standards of living at regular intervals so that the latest information is
available at the time of their displacement;
f) land tenure and transfer systems;
g) the patterns of social interaction in the affected communities, including
social networks and social support systems, and how they will be affected
by the project;
h) public infrastructure and social services that will be affected and
i) Social and cultural characteristics of displaced communities in terms of
gender, migrants and settled; professions and describe to the extent
feasible, their preferences as regard to assisted resettlement or self-
resettlement).

iii. Policy entitlements

This section should provide policy entitlements related to any additional

impacts identified through census or survey.

iv. Compensation rates and standards

This section provides specific compensation rates and standards applied to the
kind of losses.

v. Resettlement sites

In case it is found that the component will require relocation, this section
describes the resettlement sites and how they have been selected, including the
involvement of the PAPs.

vi. Program for restoration of livelihoods and standards of living

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This section generally describes additional economic rehabilitation measures to
restore income for each category of impact. In addition to being technically and
economically feasible, proposed measures should be compatible with the
cultural preferences of the displaced persons, and prepared in consultation
with them.
It briefly spells out the restoration strategies for each category of impact and
describes their institutional, financial, and technical aspects. It describes how
to address the risk of impoverishment; the process of consultation with
stakeholders including affected populations and their participation in finalizing
strategies for income restoration as well as the process for monitoring the
effectiveness of the income restoration measures.

vii. Implementation Schedule

This part will prepare an implementation schedule covering all resettlement

activities from preparation through implementation, including target dates for
the achievement of expected benefits to the resettled people and to the hosts
and define the various forms of assistance.
The schedule should indicate how the resettlement activities/implementation
are linked to the initiation of civil works.

viii. Detailed Costs estimates

The section prepares an estimated budget, tables showing itemized cost

estimates for all resettlement activities, including allowances for inflation and
other contingencies; and timetables for expenditures.

ix. Monitoring and Evaluation

The chapter describes arrangements for monitoring of resettlement activities by
the implementing agency; performance monitoring indicators to measure
inputs, outputs, and outcomes for resettlement activities; involvement of the
displaced persons in the monitoring process; evaluation of the impact of
resettlement for a reasonable period after all resettlement and related
development activities have been completed; using the results of resettlement
monitoring to guide subsequent implementation.

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xiii. Stakeholder engagement and consultation

The participation of relevant stakeholders in the preparation of RAP is an

important requirement. Therefore, stakeholder consultations, including project
affected people, should be initiated as early as possible. To this end, the
consulting firm shall consult with the stakeholders as per the project’s
stakeholder engagement plan and following are expected:
 A description of the strategy for consultation with and participation of
resettlers and hosts in the design and implementation of the resettlement
activities;

 A summary of the views expressed and how these views were taken into
account in preparing the resettlement plan;

 A review of the resettlement options presented and the choices made by

displaced persons regarding options available to them, including choices
related to forms of compensation and resettlement assistance, to
relocating as individual’s families or as parts of preexisting communities
or kinship groups, to sustaining existing patterns of group organization,
and to retaining access to cultural property

 Institutionalized arrangements by which displaced people can

communicate their concerns to project authorities throughout planning
and implementation, and measures to ensure that such vulnerable
groups as indigenous people, ethnic minorities, the landless, and women
are adequately represented.

x. Grievance Redress Mechanism (GRM):

In close consultation with the impacted community and the relevant

agencies, this section will present a GRM building on an existing
customary and/or administrative mechanism to resolve conflicts that
may arise during preparation, construction and post construction. The
GRM should be agreeable to the impacted community, have a clear
process for submitting complaints and redress. The GRM must include

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 representatives of the impacted community. To that end, the consultant
will refer to the project Grievance Redress Manual which will be available
at the consultant’s request.

xi. Disclosure
This section describes the disclosure arrangements of RAP, in country and at
the World Bank.
xii. References
These are written materials both published and unpublished used in the study
preparation.
xiii. Appendices
 Copies of census and survey instruments, interview formats, and any other
research tools

 Information on all public consultations including announcements and

schedules of public meetings, meeting minutes, and lists of attendees

 Examples of formats to be used in monitoring and reporting on RAP

implementation

 Tables, maps presenting the relevant data referred to or summarized in the

main text.

5. Outputs

 Separate Feasibility study report for each road

 OPRC Bidding document with complete drawings for each road
 Separate ESIA/ ESMP report for each road
 Separate RAP report with completed social elements and attributes for
each road
 OPRC (Maintenance contract during defect liability period) document for
each road

6. Experience and qualification of key personnel

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The Consultancy firm shall have at least seven (7) years of working experience
in conducting feasibility study of rural roads construction in developing
countries.
The Consultancy firm shall deploy a team consisting, at a minimum of a
Senior Transport Economist, a Road Engineer, a Geotechnical Engineer, a
Sociologist/Rural Livelihoods Specialist and an Environmentalist. The profiles
for each key team member are elaborated below:

Team Leader/Sr. Education

Transport
Planner/Economist At least Master’s degree in Transport Economics or
Transport Planning or Transportation Engineering.
Experience
The team leader should have a minimum of eight (8)
years’ experience in feasibility study, road design,
construction and maintenance, bidding document
preparation in rural roads in developing countries.
She/he should have at least five (5) years of specified
experience as a team leader in conducting feasibility
studies of roads in developing countries. Familiarity
with labor-based and community executed works is an
advantage. Experience in Design, Build and Maintain,
OPRC contracts is required.
She/he shall be a qualified and competent Chartered or
Registered professional with national or international
professional institutions.
Language
Proficiency in written and spoken English is a
requirement.
Sr. Road Engineer Education
At least MEng. /MSc degree in civil engineering.
Experience
The Sr. Road Engineer should have a minimum of

25
 seven (7) years’ experience in road design, construction
and maintenance management as well as bidding
documents preparation in developing countries. S/He
should have at least five (5) years of experience in road
design preferably in developing Countries. She/he
must be acquainted with GIS software. Experience in
labor based and community executed works is
desirable. Experience in Design, Build and Maintain,
OPRC contracts is an advantage.

She/he shall be a chartered or registered professional

civil engineer with any national or international
professional institution.
Language
Proficiency in written and spoken English is a
requirement.
Geo-technical Education
Engineer
At least BE/BSc in Civil engineering or geo-technical
engineering.
Experience
At least 7 years in road construction, drainage
structures and/or rehabilitation projects with
specialization in material/geotechnical aspects.
Experience of at least four (4) years in road pavement
design, geotechnical surveys, material investigation,
testing and soil mechanics, particularly in unpaved
road projects in developing countries.

She/he shall be a chartered or registered professional

civil engineer with any national or international
professional institution.
Language
Proficiency in written and spoken English is a
requirement.
Hydraulics and Education
drainage engineer
Master's degree in civil engineering, structural

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in charge of drainage engineering, water resource management
structure design Experience
Minimum of 7 years of experience in hydrological
survey and analysis, bridge and drainage structure
analysis and design, and storm water- runoff drainage
and systems. She/he should also have experience in
hydrological assessment in landslide prone areas as
well as experience in hydrological design of slide
protection structures. He/she shall be conversant with
estimating flood discharge together with designing and
checking vent way requirements for drains, culverts
and bridges. He/she shall have environmental impact
knowledge and climate change model's knowledge and
experience is advised. Experience in designing drainage
structures commonly used in rural roads is an
advantage.
She/he shall be a chartered or registered professional
civil engineer with any national or international
professional institution.
Language
Proficiency in written and spoken English is a
requirement.
Procurement Education
Specialist
At least a bachelor’s degree in civil engineering proven
by the notarized degree or its equivalence for those who
studied abroad.
Experience
At least seven (5) years in procurement including three
(3) years of preparation of standard bidding documents
and familiar with world bank procurement guidelines.
Must be registered in institution of engineers or other
foreign professional institution.
Social Safeguards Education
Specialist
At least a bachelor’s degree in Social Science,
Development studies, Anthropology, Gender Studies or
Sociology.

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 Experience
At least 7 years in preparation of Social Impact
Assessments/ Resettlement Action Plan for linear
road/rehabilitation projects and Gender and
Development topics, with at least five (5) years of
experience working in Gender-Based Violence
prevention topics, and at least three (3) years of
experience in social impact assessment and
resettlement management preferably for some rural
roads.
Language
Fluency in written and spoken English is a requirement
As well as knowledge of Kinyarwanda and French is
required .
Environmental Education
Specialist
At least bachelor’s degree in Environmental Science.
Experience
At least 7 years in preparation of Environmental Impact
Assessment/ Environmental Mitigation Plan for linear
road/rehabilitation projects.
Language
Fluency in written and spoken English are mandatory,
whilst excellent communication skills are essential.
Knowledge of Kinyarwanda and French is required.

Surveyor Education

Bachelor’ s degree in civil Engineering or Land

Surveying.

Experience

Minimum of five (5) years of specific experience in road

survey with knowledge of road geometric design.

She/he shall be a chartered or registered professional

surveyor with any national or international professional

28
 institution.

Language

Fluency in written and spoken English is a requirement

As well as knowledge of Kinyarwanda and French is
required

All Engineers to be used for this assignment shall be registered by the

Institution of Engineers Rwanda or by any other National or International Civil
Engineers Institutions.

All key personnel must possess minimum a graduate bachelor’s degree in their
respective fields.

The firm to conduct the ESIA/ESMP and RAP shall be a member of

RAPEP(Rwanda Association of Professional Environmental Practitioners) or
affiliated to an international institution for Environmental and social studies.

The approximate time input for each Key-expert is estimated at: 6 months for
the Team Leader; 4 months for the Senior Road Engineer; 2 months for the
Geotechnical Specialist; 3 months for the structure Engineer, 2.5 months for
the Social safeguards and 2.5 months for the Environmental Specialist.

In addition to the above key experts the consultant shall estimate the required
support staff that shall include:

 local topographic surveyor on calculation of earth works,

 Draftsmen,
 Secretary and
 Enumerators to be used for RAP preparation.
The Consultant is expected to review the nature and complexity of the
assignment and determine the required time inputs for the required staff.

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 7. DURATION AND TIMEFRAME OF THE SERVICES

It is anticipated that the consultancy firm would complete the feasibility

study, as required over a maximum of twenty-six (26) calendar weeks as
follows:
T0: Commencement of the services
T0 + Two (2) weeks: Inception report.
T0 + Eight (8) Presentation of Interim Feasibility study Report with
weeks: preliminary designs for both Districts
T0 + Fourteen (14) Submission draft ESIA/ESMPs and RAPs for both
weeks: Districts
Submission draft Draft Feasibility report with
T0 + Eighteen (18)
preliminary designs for both Districts
weeks:
T0 + Twenty six Submission of Final Feasibility study with preliminary
(26) weeks: designs and Final ESIA/ESMPs and RAPs for both
Districts
It is expected that the assignment shall commence as soon as possible
after the signature of the contract and the assignment will be performed in
six months.

8. FACILITIES TO BE PROVIDED BY THE CLIENT

MINEMA will support the Consultant through liaison with the Districts and
national institutions as needed while the Consultants are collecting
information for the assignment. RTDA will provide technical direction
whenever needed.
9. DELIVERABLES OF THE CONSULTANCY SERVICES
All reports shall be compiled in English language. The Consultant shall
prepare and submit the following reports:

 An Inception Report will be produced two weeks after

commencement of the services (6 copies). This inception report, in
addition to providing initial findings and bringing up any major issues
related to the ToRs, will include proposed detailed methodology for
undertaking the assignment.

 A brief monthly progress report, after the submission of the inception

30
 report, that highlights the main achievements made, challenges faced,
recommendations for improving progress, and key next steps for the
upcoming month. The reports will be reviewed, discussed and agreed
with the MINEMA/SPIU and the World Bank.

 Interim reports for feasibility study (6 copies): A brief report to be

submitted at the completion of the feasibility study and
preliminary/concept design for each District as per the schedule
indicated in the Timeframe. The Consultant shall be requested to
present the reports in the two Districts during the presentation
workshop that will be organized by the Client.

 Draft Final Report for Feasibility Study (6 copies): This shall present
all aspects of the study.

 Draft ESIA/ESMPs and RAPs report (6 copies): This report shall be

submitted after significant data collection has been completed. The aim
being to highlight both the initial findings and the challenges
encountered, with the objective of agreeing an appropriate path to
completion of the assignment.

 Final ESIA/ESMPs and RAPs report (6 copies): This report will be

submitted after consideration of the client comments made on the Draft
ESIA/ESMPs and RAPs report.

 Final Report of Feasibility Study (6 copies): This report will be

submitted after consideration of the client comments made on the Draft
Final Report for Feasibility Study.
The client may request the consultant, if needed, to present any desired
clarification regarding progress on the assignment when it is determined to be
necessary.

The final report of the ESIA per District will be submitted to RDB for approval
and the World Bank for no objection. In the event RDB or the World Bank
require some clarifications to be made on the report, the consultant holds the
responsibility to address issues raised until the Certificate of Approval is issued
and no objection obtained. The RAP report will also be sent to World Bank for
clearance.

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Once safeguards reports (ESIA/ESMPs and RAPs) are approved, they will be
disclosed in Rwanda and submitted by the GoR to the Bank for disclosure
through the World Bank InfoShop, according to the Bank policy.

Figure 2: Kirehe road

RUSOZI-MAHAMA -MPANGA –KABUYE-NASHO

Figure 3: Karongi road

Section1: KIBUYE-KARONGI- UWISUMO-GISOVU

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33