REPUBLIC OF RWANDA

NORTHERN PROVINCE
GICUMBI DISTRICT
NYANKENKE SECTOR

Project Name:SP /ePW/ Earth road routine maintenance of 20 Km from

Nyankenke Head Office –Rutete Cell Head Office -Shokero -Gatare EAR Parish
and Yaramba centre-Kigogo Health Centre-Gicumbi Prison in Nyankenke sector

Financed by: LODA/VUP through Expended Public Works (ePWs)

July, 2019

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I. PROJECT NAME : SP /ePW/ Earth road routine maintenance of 20 Km from Nyankenke Head
Office –Rutete Cell Head Office -Shokero -Gatare EAR Parish and Yaramba centre-Kigogo Health
centre-Gicumbi Prison in Nyankenke sector
Infrastructure
II. TYPE OF PROJECT : Road maintenance.
III. SIZE OF PROJECT :
This project will cover the maintenance of 20 Km in Nyankenke sector road network composed by
two truncks:
I. Nyankenke Head Office –Rutete Cell Head Office -Shokero -Gatare EAR Parish
II. Yaramba centre-Kigogo Health centre-Gicumbi Prison in Nyankenke sector
IV. PLACE OF PROJECT
District Sector Cells Villages
Butare Kabere,Gikombe,Rwirute,Rwambeho
Kigogo Gatare,Ntabangira,Gasake,Kiyovu ,Gakoma
Gicumbi Nyankenke
Rutete Ruhinga,Ryanterura,Kabingo,Shokero
Yaramba Nturo

V. OBJECTIVES OF PROJECT
a. Main objective of project
The main objective of this project is to provide sustainable maintenance of road network in
Nyankenke sector.
b. Specific objectives of project
 Maintenance of 2o Km of road network in Nyankenke Sector
 Provide employment for 134 vulnerable people in order to gain an income thereby
beginning the process of miggrating out of extreme poverty
 Building community assets and create off –farm employment infrastructure
 Create productive sustainable community assets
 Facilitate means of transport and improve formal market infrastructure
 Prolongation of the life cycle of the road by reducing the rate of deterioration, thereby
safeguarding previous investments in construction and rehabilitation;
 Reduction of vehicle (including trucks, cars, motorcycles and bicycles) operating costs by
providing a smooth running surface;
 Improvement of traffic safety both for vehicles and pedestrians by providing an even
surface without potholes;
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  Contribution to more reliable transportation services by keeping the road open for
traffic; and,
 Sustainability of social and economic benefits by assuring continuous and improved road
access
VI. BENEFICIARIES
Beneficiaries of this project are people of Gicumbi District in General and People of Nyankenke Sector
primarily, 134 vulnerable people of Nyankenke sector who are eligible for working in VUP / Expanded
Public Works for Fiscal Year 2019-2020.
VII. STEKEHOLDERS: LODA, Gicumbi District and Nyankenke Sector
VIII. PROJECT DURATION: 12 Months from July 2019 to June 2020
IX. BUDGET OF PROJECT: 21,456,000Rwf
This Budget is grouped in two main groups based on its intended purposes which are:
A. Budget for materials and other facilities : 3, 913,500Rwf (18.24% of total budget)
B. Budget reserved for salary inclusive bank charges 17 , 542,500Rwf (81.76% of total budget)
X. REASON AND THE ROLE (IMPORTANCE) OF PROJECT
Based on purposes of Vision 2020 and EDPRS II programs in which include extreme poverty reduction
strategies, the gorvenment of Rwanda introduced VUP (Vision 2020 Umurenge program) for extreme
poverty reduction in rural Sectors of Rwanda. Nyankenke sector is one of rural sectors in which VUP
program was introduced through their main three components (Financial services, Direct support and public
works) inorder to reduce poverty and support sustainable development of Nyankenke Sector. Public works is
divided into two sub-components which are : Classic public works (cPWs) and Expended Public Works
(ePWs). In this project,our concern is ePWs as one of Public works components in which community
participates in economic activities for sustainable development of sector, Those economic activities that can
be done in expended public works include Infrastructure development, increase the access to basic education,
Increase the access to clean water, increase access to health facilities and so on. It is in this case, population of
Nyankenke sector decided to use expended public works for Fiscal year 2019/2020 in Infrastructure
development by maintenance of road network in Nyankenke sector for the main purpose of providing
sustainable maintenance of road networks in within the sector targetted below :
The project has a purpose of maintaining 20Km of road network in Nyankenke Sector which includes:
1. Nyankenke Sector Head office– Rutete Cell Office-Gatare EAR Parish : 6Km
2. Yaramba Centre – Kigogo Health Centre-Gicumbi Prison Road : 14 Km
The role of project is to generate a considerable increase of revenue in the sector through flat monthly ten
thousand ( 10,000 RWF) salaries of 130 expended public works beneficiaries and twenty thousand (20,000

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RWF) for 4 supervisors that will also affect revenue of other sectors in vicinity of Nyankenke sector through
facilitation of transportation and other sectors of Gicumbi .
It is in this case, the project of road maintenance was primarily taken as priority for VUP/Expended Public
works by population of Nyankenke Sector for fiscal year 2019-2020 through public consultation meeting.
XI. FEASIBILITY OF PROJECT
In collaboration with LODA and Gicumbi District for those who are eligible for VUP/Expended Public works;
Eligible Population of Nyankenke sector were selected through inteko Rusange z’abaturage (Cell General
assemblies) in cells and confirmed by members of Nyankenke sector council for participating in project execution.
Selection of beneficiaries is based on targeting list, guidelines provided by LODA and quotas which were
calculated based on total number of people on targeting provided by LODA .
After making quotas we have seen that beneficiaries are distributed in all cells as follow :
DETAILS OF EPW PARTICIPANT NOMINATIONS AND APPROVALS

Cell Cell No. of HHs Nominated at Cell Level No. of HHs approved by
ePW Sector Management Team
quota Female- Male- Total Femaleh Male Total
allocated headed HHs headed eaded headed
by HHs HHs HHs
Sector
BUTARE 18 10 8 18 10 8 18
KIGOGO 25 21 4 25 21 4 25
KINISHYA 15 11 4 15 11 4 15
RUSASA 15 9 6 15 9 6 15
RUTETE 23 13 10 23 13 10 23
RWAGIHURA 19 11 8 19 11 8 19
YARAMBA 15 10 5 15 10 5 15
Total 130 85 45 130 85 45 130

The Total number of eligible beneficiaries of expended public works in Nyankenke Sector is 130 for Fiscal Year
2019-2020 as shown in above distribution of beneficiaries in cells. Duration of Project is 12 months that will be
started by July, 2019 and ended by June, 2020. But this project can be extended to three years as it is provided by
LODA guidelines. To achieve the purpose of this project, Working Hours are 2 hours per day and 12 Hours per
week. This means that working days are 6 days per week. Monthly salary is 10,000 Rwf (Ten Thousands Rwandan
Francs) where payment is monthly based payment.
Based on distribution of beneficiaries in cells as it is shown above, road network that will be maintained covers
4cells so that no beneficiary will walk more than 2 km from home to work site and beneficiaries will be grouped
in 12 groups where number of members in each group varies between 10 to 15 beneficiaries. 4 supervisors
selected for controlling and supervising how activities will be done day per day. Monthly salary of supervisor is
15000 Rwf and 5000 Rwf provided per month for other facilities like transport and communication. Technical
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 support and advices will be also given to beneficiaries of this project by Gicumbi district technicians and
Nyankenke sector technician in charge of Land, Infrastructures, Habitat and Community Settlement ; Through
budget reserved for VUP/ Expended Public works in Nyankenke sector for fiscal year 2019/2020, Gicumbi district
will provide needed materials for better execution of this project. Labour-Based Technology or HIMO approach
will be used in this project.
XII. EXPECTED RESULTS:
 Routine maintenance of 20 Km of Road network in Nyankenke sector;
 Job creation for 134 people of Nyankenke sector during a period of 12 Months
 Increase revenue and the rate of savings in Nyankenke sector,
 Improve life conditions of beneficiaries of this project, and,
 Poverty reduction for project beneficiaries particularly and in Nyankenke sector in general.
XIII. WORK TO BE DONE :
There are different activities needed for road maintenance. The list bellow shows different activities that will be
done by beneficiaries of VUP/Expended Public Works in this project:
 Stripping and grubbing : Removal of unwanted grass cover, debris, shrubs in roadway and shoulders.
 Fill of potholes by using selected materials like laterite and remove humps
 Opening of drainage system by removal of all obstacles in drainage system when it doesn’t require a
special force
 Planting good grasses like flowers for beautification of road where they are needed
 Clearing roadway and shoulder in general
Those activities will be executed by population of Nyankenke sector under supervision of Gicumbi district
technicians and sector technician whose infrastructure is in his attributes (responsibilities) it means in charge of
Land, Infrastructures, Habitat and Community Settlement Officer.
In partenship with LODA/VUP, Gicumbi district will have a responsibility of checking if the project is running in
good way as it was planned.
Different technical works (activities) to be done at sector level are :
 Project redaction and submission to District level
 Mobilization of people and supervising beneficiaries selection activities
 Follow up of how this project is executed and reporting all activities done
 Preparation of at least one per month site meeting with beneficiaries of this project

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 XIV. SCHEDULE OF WORK AT SECTOR LEVEL
Fiscal Year FY 2019/2020

Months July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June

Project identification

Public consultation and

disclosure meetings

Establishment and
Operationalize Grievance
and Redress Committee

Identification of
beneficiaries

Preparation and
submission of SFA

Procurement of materials

Procurement for Works

and Supervision

Implementation of Works

Handover of the project

activities to District

Maintenance of the road

Monitoring of the project

activities

XV. WORK ORGANIZATION:

Selected beneficiaries will work 2 hours per day and 6 days per week it means 12 hours per week. To achieve the
purpose of this project, one beneficiary will cover maintenance of 20 meters of road per month. Based on
distribution of beneficiaries in cells as it is shown above,road network that will be maintained covers all cells so
that no beneficiary will walk more than 2 km from home to work site and beneficiaries will grouped in 12groups
where number of members in each group varies between 10 to 15 beneficiaries. 4 supervisors selected for
controlling and supervising how activities will be done day per day. Monthly salary is 10000 Rwf (Ten Thousands
Rwandan Francs) for beneficiaries and 15 000 Rwf of salary plus 5000 Rwf of facilitations for supervisors where
their payment is monthly based payment.Gicumbi district technician and Nyankenke sector technician whose
infrastructure in his responsibilities Land, Infrastructures, Habitat and Community Settlement Officer) will also
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provide technical supports and advices to beneficiaries of this project. It is supposed that this project will
contribute for :
 Increasing revenue and income at the level of people.
 Improving living conditions and long term potentiality of beneficiaries
 Ensuring development of private sectors under increase of income in the sector.
XVI. WORK DESCRIPTION:
The work consists of maintenance of 20Km of roads in Nyankenke sector, Nyankenke sector authorities will
make a follow up of this project for ensuring the good quality of work done,works in this project will be done
by task where Monthly salary will be 10,000 Rwf for manpower and 15,000 Rwf for Supervisors, 5000 Rwf is
also provided as communication facility for on site Supervisor.
XVII. ON-THE-JOB TRAINING
On site trainings will be given to on site supervisors and beneficiaries of this project. One meeting will take
place on the site every month.
Technical trainings will be given to beneficiaries and on site supervisors by in charge of Land, Infrastructures,
Habitat and Community Settlement Officer under assistance of in charge of social affairs officer , Executive
secretary at Nyankenke sector level.
XVIII. STAKEHOLDERS AND THEIR ROLE
LODA
 Prepare supplementary guidance for ear-marked funds under Planning and Budget Call Circular 1 and 2
 Quality assurance of PPDs submitted by Districts and issuance of guidance on any necessary adjustments
 Present compliant PPDs to the National Investment Committee
 Review district budget execution at mid-year budget review and support districts to plan reallocations as
necessary
• Coordinate VUP ePW with other government policies and programmes
• Monitor completion of ePW planning and implementation cycle
• Review funds requests from Districts and forward to LODA finance department
• Prepare implementation guidelines and deliver training to local government staff
• Conduct quarterly supervision/support missions to ePW projects
• Provide technical guidance to Districts on ePW design and implementation
• Review of monthly and quarterly reports from Districts
 Contribute to LODA quarterly and annual reports
 Conduct regular financial inspection of VUP ePW projects

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DISTRICT COUNCIL
 Ensure ePW projects are incorporated into District Development Plans
 Exercise Controlling power of ePW project implementation
DISTRICT ADMINISTRATION
 Approve ePW project selection prior to submission of PPDs to LODA
 Review of weekly/monthly and quarterly progress reports from Sectors
 Submission of quarterly reports to LODA
 Coordinate preparation of PPDs for VUP ePW
 Monitor ePW project planning, procurement and implementation cycle
 Generate Provisional Targeting Lists from MEIS and calculate cell targeting quotas and send to Sectors
 Review Approved Targeting Lists from Sectors, ensuring compliance with guidelines, and ensure data entry
into MEIS
 Forward payment requests received from Sectors to District Finance department
 Conduct regular support/supervision missions to VUP ePW projects
 Compile quarterly progress reports to LODA
 Planning of VUP ePW as part of district planning process
 Coordinate identification of VUP Infrastructure projects and prepare PPDs
 Conduct simplified feasibility studies for each VUP ePW project
 Prepare technical progress reports to accompany funds requisitions
 Initiate procurement and compile all technical documents required by the procurement office
 Prepare contracts and coordinate contract signing
 Monitor VUP ePW project implementation, ensuring compliance with technical, environmental and health
and safety standards
 Approve production of payrolls in MEIS
 Contribute to quarterly report to LODA
 Ensuring VUP ePW budgets are appropriately entered into IFMIS and MEIS
 Quality assurance of PPD preparation
 Ensure funds requisitions are submitted to MINECOFIN and LODA in a timely manner
 Ensure timely execution of payment requests to SACCOs and accurate data entry into IFMIS

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SECTOR COUNCIL
 Prioritisation of potential VUP ePW projects within Umurenge Development Plan
 Review, ensuring compliance with VUP guidelines, of proposed targeting lists, approve and forward to
Districts
 Approve list of workers and Group Representatives selected to work on a VUP PW project
 Approve removal and replacement of households from a VUP ePW project
SECTOR ADMINISTRATION
 Orientation and guidance on project selection based on policy and current demands
 Incorporation of potential VUP ePW projects into Umurenge Development Plan
 Submission of approved projects to the District for consideration
 Posting of list of approved projects at Umurenge offices
 Convene meeting of selected ePW participants at Sector level to nominate Community Representative
 Presentation of Provisional Targeting Lists to Sector council team for approval
 Endorse payroll and submit payment requests to the District
 Submit weekly and quarterly progress reports to the District
 Resolve complaints where possible
 Escalate any unresolved complaints to the District
 Orient Cell Executive Secretaries prior to worker selection
 Supervise and facilitate Cell General Assembly meetings to identify ePW participants
 Consolidate targeting lists from Cell General Assemblies for presentation to the Sector council Team,
ensuring compliance with guidelines
 Facilitate sector-level meeting of selected ePW participants to nominate community representative and
record SACCO account details
 Receive progress reports from Site Supervisors and prepare payment requests
 Support ePW participants to open a SACCO account
 Monitor payment of wages.
 Supervise ePW project implementation, ensuring compliance with VUP guidelines
 Organise sensitisation activities and coordinate with other people
 Train workers and Site Supervisors at start of project implementation
 Receive and review progress reports from site Supervisors
 Conduct regular and frequent supervision of VUP ePW implementation, ensuring compliance with technical,
environmental and health and safety standards

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 Submit monthly and quarterly ePW progress reports to the Sector Executive Secretary
 Contribute to weekly and quarterly progress reports to the District
 Day-to-day technical supervision of on-site Supervisors
 Receive, document, resolve and escalate complaints as necessary
CELL ADMINISTRTION
 Consolidates a list of potential VUP ePW projects and submits to Sector
 Mobilisation of community and facilitation of Cell General Assembly meeting to select ePW participant
households and Supervisors
 Forward any complaints to the Sector as appropriate
 Endorse ePW progress reports prior to their submission to the Sector.
VUP Expanded Public Works site supervision and coordination
ePW Site  Ensure compliance with technical, environmental and health and safety standards
Supervisors  Submit monthly written progress reports to the SAO
 Delivery of technical skills training to participants
Group  Sign contract with Sector Executive Secretary on behalf of ePW group members
representatives  Coordination of the worksite and workforce
(for group-based  Ensure a group develops internal rules to govern their relationships, mutual support and
ePW projects solidarity
only)  Submit progress reports to the Sector Technical Supervisor every month
 Initiation of removal/replacement of PW participants
 Forward any complaints to the SAO
Beneficiaries  Ensure delivery of outputs in line with technical norms and standards
 Elect a trust-worthy representative
 Inform Group Representative and Site Supervisor if they wish to permanently with draw
from the project
 Refrain from bringing children to worksites (except infants on their mothers’ backs
where absolutely necessary)
 Raise any complaints with Group Representatives, CESs or SAOs as necessary
 Participate in monthly sensitisation activities
 Complaints Procedures

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 XIX. PROJECT EXPENDITURES:

I. Manpower
0
N Item Description Unit Quantity Unit cost Total cost
1 Technical Supervisor ( 4 person) Month 48 20,000 960,000

Wages for beneficiaries (130

2 Month 1560 10,000 15,600,000
persons)
S/Total 16,560,000
II. Estimated Budget For Bank Charges
0
N Item Unit Quantity Unit cost Total cost
1 Opening account Pers 25 8,100 202,500
2 Bank Charges Month 1560 500 780,000
S/Total 982,500
III.Construction Materials
0
N Item Unit Quantity Unit cost Total cost
1 Supply of lateritic soil m3 348 8,500 2,958,000
S/Total 2,958,000
IV.Workers health and safety equipment
0
N Item Unit Quantity Unit cost Total cost
1 First aid tool kit EA 2 55,250 110,500
PPEs (Personal Protective
2 EA 130 2,000 260,000
Equipment): dust mask
Reflecting Jacket(High visibility
3 EA 130 2,000 260,000
jacket)
4 Slasher EA 130 2,500 325,000
S/Total 955,500
GRAND TOTAL 21,456,000

Done at Nyankenke, 08th July, 2019

Prepared by :
BIZIMENYERA Theoneste
Land, Infrastructures, Habitat and Community Settlement Officer.
Reviewed by :
MUZIGURA Methode Robert
Social Affairs Officer
Approved by :
JOLIE Beatrice
Executive Secretary of Nyankenke Sector

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