Consultancy Services for “Developing Capacity for Climate ......1 REPORT ISSUE RECORD Title: Inception Report Consultancy Services for “Developing Capacity for Climate Resilient

October 2019

Consultancy Services for “Developing Capacity for Climate Resilient Road Transport Infrastructure (DCCRR)” Grant No: NDF C79

Country: Rwanda

FINAL INCEPTION REPORT

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REPORT ISSUE RECORD

Title: Inception Report

Consultancy Services for “Developing Capacity for Climate Resilient Road Transport Infrastructure (DCCRR)” Grant No: NDF C79

Country: Rwanda

Revision History

Version Date Prepared By Endorsed by

Draft Report 21st May 2019 Team Petri Jusi

Final Draft Report 24th July 2019 Team Petri Jusi

Final Report 21st August 2019 Team Petri Jusi

Final Report 4th October 2019 Team Petri Jusi

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TABLE OF CONTENTS

EXECUTIVE SUMMARY ............................................................................................................................ 8

1. INTRODUCTION ............................................................................................................................. 10

1.1. Project Context .................................................................................................................... 10

1.2. The Project Team ................................................................................................................. 10

1.3. Project Objectives and Outputs ........................................................................................... 10

2. INCEPTION MISSION ..................................................................................................................... 11

2.1. Mobilisation and meetings with stakeholders .................................................................... 11

2.2. Data collection ..................................................................................................................... 12

2.2.1. Desktop research and data collection ............................................................................. 12 2.2.2. Field Trips ........................................................................................................................ 13

2.3. RTDA Support ...................................................................................................................... 13

3. SITUATION ANALYSIS .................................................................................................................... 13

3.1. Country Context .................................................................................................................. 13

3.2. Policy, Institutional and Financing Framework ................................................................... 16

3.2.1. National and Sectoral Policies ......................................................................................... 16 3.2.2. Institutional Framework .................................................................................................. 18 3.2.3. Financing framework ....................................................................................................... 21

3.3. Main issues and project methodology ................................................................................ 22

3.3.1. Road network vulnerability assessment, mapping and prioritisation ............................ 22 3.3.2. Disaster Reduction Management methodology ............................................................. 32 3.3.3. Climate Change Adaptation ............................................................................................ 35 3.3.4. Capacity building approach ............................................................................................. 39 3.3.5. Coordination with other ongoing projects ...................................................................... 41

4. WORKPLAN ................................................................................................................................... 41

4.1. Outcomes and Outputs ....................................................................................................... 42

Outcome 1: Increased multi-stakeholder knowledge and tools required to integrate climate change adaptation and disaster risk management into the transport sector developed. ........... 42 Output 1.1. Detailed country-wide GIS vulnerability mapping for the transport sector.............. 42 Output 1.2. Targeted technical training ....................................................................................... 44 Output 1.3. A programme for student internships and excellence awards. ................................ 45 Output 1.4. Detailed technical assessment and recommendations for improved road and bridge planning. ....................................................................................................................................... 46 Output 1.5: Review of technical standards and development of new guidelines/standards ...... 46 Output 1.6. Awareness campaign for local communities ............................................................. 48 Output 1.7 Develop a bridge management and emergency management subsystems compatible with the road asset management system under development. .................................................. 52 Outcome 2: Enhanced infrastructure protection in right-of-way areas vulnerable to landslides, erosion, intense precipitation and high temperatures with benefits for local populations through research on pilot projects ............................................................................................... 53 Output 2.1. Best practices for right-of-way erosion control measures. ....................................... 53 Output 2.2 Implementation of small-scale pilot projects for improved environmental management, and lessons learned developed. ............................................................................ 54

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Output 2.3 Strengthened environmental performance indicators .............................................. 55 Output 2.4 Small-scale pilot projects for technological engineering innovations in hotspots. .... 56 Outcome 3: Increased capacity of transport sector experts for disaster risk management ........ 57 Output 3.1. "Build-back-better" bridge guidelines ....................................................................... 57 Output 3.2. Specifications for floating pontoons for large vehicle river crossings ....................... 58 Output 3.3 Policy support on Disaster Risk Management and Adaptation to Climate Change ... 59

4.2. Personnel ............................................................................................................................. 60

4.3. Reporting ............................................................................................................................. 61

5. INTERNAL QUALITY ASSURANCE PLAN ......................................................................................... 63

5.1. Quality Control Principles .................................................................................................... 63

5.2. Quality management system ............................................................................................... 64

5.3. Quality audits and management reviews ............................................................................ 65

5.4. Information and document management ........................................................................... 65

6. PROCUREMENT PLAN ................................................................................................................... 65

7. VISIBILITY ACTION PLAN ............................................................................................................... 66

8. CONCLUSION ..................................................................................................................................... 66

REFERENCES .......................................................................................................................................... 68

ANNEXES ............................................................................................................................................... 70

Annex 1. Project TOR ........................................................................................................................ 70

Annex 2. Brief description of Joint Venture companies ................................................................... 71

Annex 3. Kick-off Meeting ................................................................................................................. 72

Annex 4. Inception Phase Meetings .................................................................................................. 76

Annex 5. Data inventory for Vulnerability Mapping ......................................................................... 77

Annex 6. Field trip summaries .......................................................................................................... 82

Annex 7. Legal framework for road sector, environment protection and climate change .............. 86

Annex 8. RTDA Organisational chart ................................................................................................. 88

Annex 9. Mainstreaming environment protection and resilience issues at policy level .................. 89

Annex 10. Coordination matrix ......................................................................................................... 90

Annex 11. Detailed methodology on capacity building .................................................................... 92

Annex 12. Consolidated Workplan ................................................................................................... 99

Annex 13. Stakeholders comments matrix ..................................................................................... 100

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List of Figures

Figure 1. Map of Rwanda ...................................................................................................................... 14

Figure 2. Map of disaster-prone areas in Rwanda (REMA 2012) .......................................................... 15

Figure 3. Rwanda Road Network (Author: Consultant, 2019) .............................................................. 24

Figure 4. Landslide along the Gatuna-Gicumbi- Kigali road, after heavy rains in 2018 (Image credit: The Rwanda News Agency) ................................................................................................................... 25

Figure 5. Example map prepared using the PGIS method .................................................................... 31

Figure 6. Rwanda disaster data 2016-2018 .......................................................................................... 33

Figure 7. Climate Predictions in Rwanda using RCP Models (IPCC, 2014) ............................................ 36

Figure 8. Examples of adaptive strategies ............................................................................................ 37

Figure 9. Capacity building assessment, intervention and monitoring for RTDA ................................. 40

Figure 10. RTDA Organisational Chart (Source: RTDA, 2018) ............................................................... 88

Figure 11. Performance Golden Triangle .............................................................................................. 92

Figure 12. Situational capacity building approach ................................................................................ 93

Figure 13. Training processes for improved performance .................................................................... 95

List of Tables

Table 1. Project Outputs at a glance ..................................................................................................... 11

Table 2. National road network ............................................................................................................ 23

Table 3. Correlation between risk, hazard and vulnerability (Source: UN/ISDR 2004) ........................ 25

Table 4. Climate Risk Assessment Matrix: Frequency and Hazard ....................................................... 26

Table 5. Example Climate Risk Assessment Matrix ............................................................................... 26

Table 6. Site-Specific Environmental Risk Factor Checklist ................................................................... 30

Table 7. Colour coding for expressing the risks in the above risk matrix ............................................. 31

Table 8. Potential adaption responses.................................................................................................. 37

Table 9. Capacity Needs Assessment Matrix ........................................................................................ 41

Table 10. Deliverables Consolidated table ............................................................................................ 62

Table 11. Training Needs Questionnaire ............................................................................................... 96

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List of Acronyms

AASHTO American Association of State Highway and Transportation Officials AfCAP Africa Community Access Partnership ADF African Development Fund AEBTP Association des entrepreneurs du bâtiment et travaux publics (Rwanda Association

of Building and Public Works Contractors) AfDB African Development Bank AMS Asset Management System API Application Programming Interface BCR Benefit Cost Ratio BMMS Bridge Maintenance Management System CBA Cost Benefit Analysis CCKD Centre for Climate Knowledge for Development CCKP Climate Change Knowledge Portal CHICO China Henan International Cooperation Group CORS Continuously Operating Reference Station CV Curriculum Vitae DCCRR Developing Capacity for Climate Resilient Road Transport Infrastructure DEM Digital Elevation Model DFID Department for International Development DGPS Differential GPS DRM Disaster Reduction Management DRR Disaster Risk Reduction DTL Deputy Team Leader EBRD European Bank for Reconstruction and Development EDA Exploratory data analysis EDPRS Economic Development & Poverty Reduction Strategy EICV5 Integrated Household Living Conditions Survey EMP Environmental Management Plan ESP Environmental and Social Policy ESIA Environmental and Social Impact Assessment ESMP Environment and Social Management Plan EU European Union FCG Finnish Consulting Group Ltd FINNOC Finnish Overseas Consultants Ltd FONERWA Rwanda Green Fund GCF Green Climate Fund GCM Global Climate Model GDP Gross Domestic Product GEF Global Environmental Facility GGCRS Green Growth and Climate Resilience Strategy GGS Green Growth Solutions Ltd GHG Greenhouse Gases GIS Geographic Information System GOR Government of Rwanda GPS Global Positioning System HDM-4 Highway Development and Management Tool HIV Human Immunodeficiency Virus IER Institution of Engineers Rwanda IP Inception Phase IPCC Intergovernmental Panel on Climate Change

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IR Inception Report INDCs Intended Nationally Determined Contributions IRI International Roughness Index ISO International Organisation for Standardisation ISCA Infrastructure Sustainability Council of Australia IWRM Integrated Water Resources Management JICA Japan International Cooperation Agency LAFREC Landscape Approach to forest Restoration and conservation LCA Local Community Association LIPW Labour-Intensive Public Works LODA Local Administrative Entities Development Agency LPG Liquefied Petroleum Gas LRFD Load and Resistance Factor Design LRS Linear Referencing System MDG Millennium Development Goals MIDIMAR Ministry of Disaster Management & Refugee Affairs MINALOC Ministry of Local Government MINECOFIN Ministry of Finance and Economic Planning MINEMA Ministry in Charge of Emergency Management MININFRA Ministry of Infrastructure MoE Ministry of Environment NAPA National Adaptation Programmes of Action ND-GAIN Notre Dame Global Adaptation Initiative NDF Nordic Development Fund NDC Nationally Determined Contributions NFRMP National Feeder Road Master Plan NGO Non-Governmental Organisation NIS National Investment Strategy NTCF Nigerian Technical Cooperation Fund NST1 National Strategy for Transformation NTP National Transport Policy OPBRC Output and Performance-Based Road Contracts PIARC Permanent International Association of Road Congresses PE Project Engineer PMS Pavement Management System PPP Public Private Partnership RAI Rural Access Index RAMS Road Asset Management System RAP Resettlement Action Plan RCM Regional Climate Model RCP Representative Concentration Pathway (climate model) RSB Rwanda Standards Board REMA Rwanda Environment Management Authority RMF Road Maintenance Fund RNP Rwanda National Police RRA Rwanda Revenue Authority RTDA Rwanda Transport Development Agency RTK Real-time Kinematic RURA Rwanda Utilities Regulatory Agency RPHC Rwanda Population and Housing Census RAPEP Rwanda Association of Professional Environmental Practitioners

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RWFA Rwanda Water and Forestry Agency SoE The School of Engineering SDG Sustainable Development Goal SDP Spatial Development Programme SIP Strategic Investment Programme SMCE Spatial Multi-Criteria Evaluation TANROADS Tanzania National Roads Agency TL Team Leader TOR Terms of Reference UN United Nations UNDP United Nations Development Programme UNFCCC United Nations Framework Convention on Climate Change UR-CST University of Rwanda – College of Science and Technology VAT Value Added Tax WB World Bank WG Working Group

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EXECUTIVE SUMMARY The project - Developing Capacity for Climate Resilient Road Transport Infrastructure (DCCRR) - was initially designed as an NDF-financed capacity building component for the larger upgrading project of Base-Gicumbi-Rukomo-Nyagatare Road financed by the African Development Bank (AfDB)1. Even if works are about to finish, the need to mainstream environmental, social and climate issues in all road project phases in Rwanda remains critical.

The project was awarded to Finnish Overseas Consultants (FinnOC) Ltd (Finland), in association with Finnish Consulting Group (FCG) international Ltd (Finland) and Green Growth Solutions (GGS) Ltd (Rwanda), with extensive cumulative experience in climate change vulnerability and impact studies, establishment of road asset management systems, environmental and socio-economic research in road sector projects road network vulnerability mapping and GIS analysis, disaster risk management, water supply and wastewater management, natural resource management, policy advice and development.

The Contract for the project was signed on 15th April 2019 and its duration will be three years. The Consultant started work immediately at the premises of RTDA, and received all necessary support for key stakeholders’ meetings, data collection and four field trips.

The purpose of the Inception Report is to describe the Project methodology and workplan in detail, as well as the main activities during the Inception Phase (IP) of the Project. The main goals of Inception were to obtain agreement on project critical path, identify any required changes to the methodology, carry out preliminary data collection activity, identify major stakeholders for the project and run initial consultations for stakeholder engagement.

There are 4 main conclusions at the end of Inception Phase:

1. The Methodology proposed initially by the Consultant remains valid. Briefly, the methodological approach includes:

• Research activities: road network vulnerability mapping, technical assessment of all project cycle processes for roads and bridges, as well as erosion study;

• Piloting in small-scale projects adaptation solutions identified as a result of assessments; • Recommend new business processes through climate-proofed Technical Standards and

Guidelines for planning, design, construction, maintenance, procurement, rehabilitation, etc; • Mainstream resilience issues into the new Transport Sector Policy currently developed by

MININFRA and; • Support the Client and strategic stakeholders with capacity building and awareness tools.

2. Clarity over complementary roles with other relevant ongoing projects was considered and discussed from the beginning of the project. The Consultant has engaged in discussions with the management of ongoing projects and should coordinate especially with the new Feeder Road Master Plan project (RTDA/World Bank), the Early Warning System (LAFREC project, MINEMA) and Rwanda Risk Atlas projects (MINEMA), as well as RAMS project (RTDA).

3. The Workplan was updated to respond to the needs identified together with the Client during the Inception Phase. The two main proposed changes are:

• Development of Technical Standards and Guidelines 5 months earlier • Start the work on policy in the second month of the project, as MININFRA submitted the

Transport Sector Policy in June 2019.

1 According to MININFRA (2019), Base – Gicumbi – Rukomo (51.4km) works are 90% completed, and Nyagatare – Rukomo (73.3 km) works have reached 38% towards completion.

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4. A key factor for the sustainability of this project is financing the newly identified adaptation costs that RTDA will incur in the future. RTDA, RMF and MINECOFIN, as well as other critical stakeholders will need to explore together new financing sources that will support RTDA in fulfilling its adaptation mandate.

1. INTRODUCTION 1.1. Project Context

The present project stems from a dialogue between RTDA, NDF and AfDB on co-financing a climate component under their planned transport sector project in Rwanda: Upgrading of Base-Gicumbi-Rukomo-Nyagatare Road2. The first phase of the AfDB project was approved in December 2014. In early 2015, NDF worked together with the Government of Rwanda and the AfDB on the detailed design of a component to integrate climate-resilience throughout the transport policy, planning, and management system. The detailed Terms of Reference (TOR) for the project is included in Annex 1.

The Contract was signed on 15th April 2019. The Research and Planning Division in RTDA leads the implementation of the project.

1.2. The Project Team The project was awarded to Finnish Overseas Consultants (FinnOC) Ltd (Finland), in association with Finnish Consulting Group (FCG) international Ltd (Finland) and Green Growth Solutions (GGS) Ltd (Rwanda). A brief description of the companies is included in Annex 2.

1.3. Project Objectives and Outputs The goal of the project is to increase Rwanda's resilience to the impacts of climate change on the transport infrastructure, while improving standards of road construction, rehabilitation and maintenance. Climate-resilient infrastructure is that it is planned, designed, built and operated in a way that anticipates, prepares for, and adapts to changing climate conditions.

It should be understood that a climate resilient road comprises a set of technological measures rather than a single technology. The measures to make the roads climate proof are generally classified in two categories.

1. Engineering and structure measures. Under these measures, the technologies briefly include slope stabilisation structures, paving of roads with durable materials, proper alignment of new roads, improved drainage systems to avoid erosion of road materials and improved planning of roads with proper cross section and standards dimensions.

2. The bio engineering measures consist of the measures using the vegetation either alone or in conjunction with civil engineering structures.

There are three outcomes expected:

1. Increased multi-stakeholder knowledge and supporting tools required to integrate climate change adaptation and disaster risk management into the transport sector developed,

2. Enhanced infrastructure protection in right-of-way areas vulnerable to landslides, erosion, intense precipitation and high temperatures with benefits for local populations through research on pilot projects, and

3. Increased capacity by transport sector experts for disaster risk management.

The project’s goals are supported by fourteen Outputs that can be grouped, for simplicity, in four sequential categories of Outputs that are supported by cross-cutting capacity building Outputs.

2 According to MININFRA (2019), Base – Gicumbi – Rukomo (51.4km) works are 90% completed, and Nyagatare – Rukomo (73.3 km) works have reached 38% towards completion

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Table 1. Project Outputs at a glance3

Research Piloting New business processes Policy mainstreaming

Output 1.1 Road network vulnerability mapping;

Output 1.4 Detailed technical assessment of roads and bridges – from planning to rehabilitation;

Output 2.1 Erosion assessment;

Output 2.2. Pilot improved environmental management practices;

Output 2.4. Pilot technical innovations in selected hotspots;

Output 1.5 Climate proofed technical standards and guidelines;

Output 2.3 Environmental performance indicators;

Output 3.1 Build-back-better guidelines

Output 3.2 Pontoon specifications

Output 1.7 Bridge Management System compatible with the road asset management system under development.

Output 3.3 Mainstream environmental and climate change issues into sectoral policy;

Capacity building: Output 1.2 Technical training; Output 1.3 Internship programme and excellence awards; Output 1.6 Raising awareness at the level of local communities.

2. INCEPTION MISSION The Inception Mission occurred from 17th April till 28th May and its main objectives were:

• To obtain agreement on project critical path during the Kick-off meeting • To identify any required changes to the methodology • To carry out preliminary data collection activity • To identify Focal Persons within the institutions whose engagement is critical to the success

of the project • To assess major challenges in the project and identify solutions to manage them

2.1. Mobilisation and meetings with stakeholders The Consultant set up the office at RTDA premises on 17th April, one day after the first project meeting with the Client. Implementing the project at the premises of RTDA was seen as a good approach to facilitate the Consultant’s easy interaction with RTDA staff, further supporting Client ownership of the project. It can support a smoother delivery of on-the-job training sessions and overall it can ensure increased efficiency in the management of the project by both parties.

The Consultant mobilised 90 percent of the total expert team which were in the original proposal in the drafting of the Inception Report:

• Team Leader – Kari Suominen • Deputy Team Leader – Richard Ngendahayo • Bridge Engineer - David Jones • Hydrology Engineer – Dr Georg Petersen • GIS Specialist - Dr Elias Nyandwi • Road/Pavement Engineer - Francis Dangare • Geomorphologist – Patrick Byusa • Hydraulic Engineer - Jean Bigagaza

3 The TOR, included in Annex 1, shows the distribution of the Outputs by Outcomes.

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• Forestry, Land and Natural Resource Management Specialist – Toni Paju • Capacity Building Specialist – Casandra Bischoff • Project Director – Petri Jusi • Home Office Support – Heidi Martin • Brice Kalinda Mugisha – Project Assistant

A kick-off meeting was held on 30th April 2019, at RTDA premises, with the participation of a total 17 RTDA staff and representatives of external stakeholders. The benefit of including stakeholders from the early days of project implementation was that Consultant was able to collect significant feedback in terms of methodology for the project and stakeholder coordination, which were already addressed in the current Inception Report. The following Kick-off Meeting documents are included in Annex 3, Meeting Agenda, List of attendants, as well as Meeting Minutes.

Three coordination meetings were also held with the World Bank Transport Mission and the Technical Advisor on Feeder Road projects for RTDA, in order to avoid duplication of efforts between the current project and future Feeder road projects financed by the World Bank. More information about areas where coordination with other projects is needed is included in Annex 10.

The Consultant team attended, together with RTDA Project Manager, the World Environment Day event organised by REMA on 5th June 2019, during which the Third National Communication Report on Climate Change was launched. The findings of the report were considered for the Vulnerability Mapping (Output 1.1), as well as the development of the Inception Report.

The Ministry of Environment (MoE) and the Ministry of Infrastructure (MININFRA) convened, on 20th May 2019, a high-level meeting to discuss options for managing the storm water from the road drainage systems, currently contributing to formation of gullies. A Consultant representative (the DTL) joined as an observer, together with the RTDA Project Manager. The Consultant will align its outputs with the work of the Task Force.

Other individual and group meetings were held with the aim of collecting relevant data for the initial assessments (as described further in the next section on data collection), as well as information about other ongoing projects with whom the current project should either align or coordinate. It was also a way to take stock of stakeholders’ expectations and discuss their possible involvement during the project. A list of the stakeholders met individually is presented in Annex 4.

Lastly, an Inception Workshop was held on 28th May 2019, where the project objectives and outputs, methodology and team composition were shared with key stakeholders.

2.2. Data collection

2.2.1. Desktop research and data collection

During the Inception stage the Consultant has collected policy and strategy documents, in order to assess the current level of resilience of the road sector in Rwanda and to plan project activities accordingly. A data inventory is included in Annex 5, along with the current collection status for raw data (acquired vs. not acquired). Stakeholder support in data collection is critical, as available data will influence drastically the quality of the following Outputs:

• Output 1.1 Road network vulnerability mapping • Output 1.4 Detailed technical assessment of roads and bridges • Output 1.7 Bridge Management System compatible with the road asset management system

under development • Output 2.1 Erosion assessment

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2.2.2. Field Trips

Four field trips were organised:

• 2nd May, focused on environmental compliance issues • 16th -17th May, focused on roads • 23rd May, focused on bridges and structures • 3rd – 4th June 2019, focused on pavement, roads, slopes, drainage and land use.

The field trips allowed the Consultant team to understand current critical road, bridges, environmental, social and climate-change related issues in RTDA road projects. A summary of the four field trip reports is included in Annex 6.

2.3. RTDA Support The Consultant has been fully supported by the Client throughout the Inception Phase activities. The Client provided the Consultant with an office at its premises, which helped with the practical arrangements when carrying out interviews and collecting data within the organisation. The Consultant has also been able to meet with key personnel of the organisation. RTDA also facilitated the access to data and information from other stakeholders and invited the Consultant to meetings or events with a focus on climate resilience.

Continuous support was also offered for the organisation of the field trips. Vehicles were allocated timely and relevant stakeholders were called for meetings. RTDA staff accompanied the Consultant team during the field trips.

3. SITUATION ANALYSIS

3.1. Country Context

Rwanda’s population was 11.8 million inhabitants in 2017, with a constant growth rate of 2.4 percent since 2013. The country had 467 people/km2 in 2017, the highest population density in Africa. Eighty percent of the population lives in the rural area and is engaged in agriculture, which is the major economic activity of the country and caters for about 70 percent of the country’s population employment4. Urbanisation is accelerating, with an annual 6.4 percent increase in urban population in the recent past5.

Since the 1994 genocide against Tutsi, Rwanda has made a significant transition from a war devastated country to a democratic and market driven economy. The GDP per capita grew almost fourfold, from US$201 in 2001 to US$791 in 2018 and it is forecasted to be US$830 in 20196. The country’s economic growth resulted in a drop in poverty from 59 percent in 2001 to 38.2 percent in 2016/20177, atwo-thirds decrease in child-mortality and near-universal primaryschool enrolment8. This was possible due to stable macroeconomics, relatively high aid flows, as well as consistent government focus on transforming the nation into a middle-income country.

These positive trends may be, however, threatened in the future by changing climatic conditions, which are likely to impact transport infrastructure, rainfed agriculture, hydropower production, malaria transmission rates, and nature-based tourism. The unique conditions of increasing rainfall

4 Rwanda Statistical Year Book (RSY). 2018 5 United Nations Statistics Division, 2018 6 International Monetary Fund. (2019). World Economic Outlook: Growth Slowdown, Precarious recovery. Washington DC. 7 National Institute of Statistics of Rwanda (NISR). (2016/2017). Poverty Profile Report. Kigali, November. 8 United States., Climate change risk profile Rwanda. (2019). Retrieved from https://www.climatelinks.org

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and complex topography make Rwanda Sub-Saharan Africa’s most prone country to localised landslides and floods.

Situated within the equatorial zone in the Great Lakes region in central-east Africa, Rwanda has four noticeable seasons, two wet and two dry, with abundant rainfall throughout the year and intervals of dry spells especially in the East.

Annual rainfall averages in Rwanda was reported to be greater than 1200 mm by official figure from RMA (precisely 1212 mm in 2014 according to the World Bank collection of development indicators) and is generally heavier in the Western and North-Western mountains and creates the conditions for floods and landslides. Heavy rains in 2012 led to extensive flooding and an estimated loss of 1.4 percent of GDP. In 2016, floods and landslides blocked roads, destroyed bridges, and damaged 1,425 homes in Gakenke district. Due to its uneven landscape (Figure 1), the impact of hazards is also unevenly distributed throughout the country. The climatic shocks affected stronger the expanding informal settlements in risk-prone areas like steep slopes and flood plains9.

The average annual temperature ranges between 16°C and 20°C, but the rugged hilly topography of mountains and valleys moderates the temperature and rainfall, leading to temperate micro-conditions over short distances. In the West, rising temperatures are likely to force tea and coffee production into higher, less productive lands. In rapidly growing urban areas, the future is likely to bring increasing concerns about water shortages. In the Eastern part of the country the issues are related to draught, as temperatures can go beyond 30°C in February and July-August10. Noticeable longer dry spells have already led to food shortages. In 2016, for example, drought affected Kayonza,Kirehe, and Nyagatare districts, leaving around 225,000 people food insecure11.

Figure 1. Map of Rwanda

9 Idem. 10 Climate change risk profile Rwanda. (2019). 11 Idem.

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Repetitive episodes of floods, landslides, drought and other associated disasters are likely to erode and weaken the economic growth trend, if left unaddressed. According to The Notre Dame Global Adaptation (ND-GAIN) Index, Rwanda is the 67th most vulnerable country to climate change (out of 181 countries assessed), and the 94th readiest to adapt to its effects. Although the assessment acknowledges that the country is already responding effectively to climate change, the adaptation needs and urgency to act are, however, greater12.

One of the sectors with high adaptation needs is road infrastructure. Rwanda is a landlocked country, without railways, with an air transport system not yet yielding the needed results. Therefore, roads remain the predominant choice of transport and a core area for the trade and economic development policy. This central role requires careful consideration of future climatic events, if Rwanda is to avoid losses of billions Rwandan Francs in damaged infrastructure. A great part of the network is currently considered unprepared for future weather variations: 74 percent of the district roads are assessed as vulnerable to climate change, with 553 km of paved national roads and 691 km of unpaved national roads highly vulnerable to disasters such as landslides13.

The GoR has already recognised the need to build and maintain roads in ways which are more resilient, in order to reduce Rwanda’s vulnerability to climate change and achieve its planned economic targets14. The following section summarises the main policies, institutions and financing frameworks created in support of this vision.

Figure 2. Map of disaster-prone areas in Rwanda (REMA 2012)

12 Notre Dame country rankings by ND-GAIN Country Index, Vulnerability and Readiness, 2018, retrieved in June 2019 from https://gain.nd.edu/our-work/country-index/rankings/ 13 Republic of Rwanda. MIDIMAR. (2015). The National Risk Atlas of Rwanda. Republic of Rwanda, Kigali. 14 Green Growth and Climate Resilience: National Strategy for Climate Change and Low Carbon Development, 2011

https://gain.nd.edu/our-work/country-index/rankings/

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3.2. Policy, Institutional and Financing Framework

Public policy is defined as a system of laws, regulatory measures, courses of action, and funding priorities concerning a given topic15 - in our case the road sector in the context of climate resilience. Rwanda has a complex policy system, cascaded from the national to the sectoral and local level16.

3.2.1. National and Sectoral Policies

Vision 2050 aspires to take Rwanda to upper middle-income country status by 2035 and high-income status by 2050. Transport sector modernisation will include smart green cities, towns and rural settlements, well-designed transport facilities and services, and efficient public and private services. Five main areas are outlined in Vision 2050, with associated institutional responsibilities and actionable implementation plans: 1) Quality of life, 2) Modern infrastructure and livelihoods, 3) Transformation for prosperity, 4) Values for Vision 2050 and 5) International cooperation and positioning17.

The National Strategy for Transformation (NST1, 2017-2024) is an amalgamation of the Economic Development and Poverty Reduction Strategy (EDPRS) and 7 Year Government Programme. It intends to spur national development for the next 5-6 years towards economic growth and improving the well-being of its citizens. The development of an effective transport network at national and regional levels, the diversification of the modes of transport, and improvement in the quality of transport services on major transport corridors are seen as contributors to national objectives. One of the key interventions is the development of basic infrastructure through servicing 250 km of new residential zones and upgrading 288 km of unpaved urban roads.

National Adaptation Programme of Action to Climate Change (NAPA, 2006): Rwanda committed to address the challenge of climate change in 1998, when it ratified the United Nations Framework Convention on Climate Change (UNFCCC). The country also joined the Kyoto Protocol in 2003 and the Paris Agreement in 2015. Rwanda submitted its Initial National Communication to the UNFCCC in 2005, National Adaptation Programme of Action (NAPA) in 2006, the Intended Nationally Determined Contributions (INDCs) in 2015 and the Third National Communication in 2019.

The NAPA highlights the high vulnerability to climate change for population, agriculture, water resources and energy, and articulates six priority adaptation options: 1) An Integrated Water Resource Management system – IWRM, 2) Setting up an information system to early warning of hydro-agro meteorological system and rapid intervention mechanisms, 3) Promotion of non-agricultural income generating activities, 4) Promotion of intensive agro-pastoral activities, 5) Introduction of species resilient to environmental conditions, and 6) Development of firewood alternative sources of energy.

Green Growth and Climate Resilience Strategy National Strategy for Climate Change and Low Carbon Development (GGCRS, 2011): The strategy was the first attempt at plotting a climate resilient and low carbon development pathway for Rwanda. The vision presented for Rwanda is to become a climate-resilient country and a low-carbon economy by 2050. Fourteen programmes of action focus on diversifying energy sources with low-carbon energy grid and promoting green technology and resource-efficient industries throughout all production. Programme 9: Efficient Resilient Transport Systems targets, among other actions, 1) improving vehicle efficiency through vehicle and fuel quality regulations and taxation policies, 2) promoting new technologies to reduce

15 Goodin R., (Ed.) 2011. Overview Of Public Policy: The Public And Its Policies. In: The Oxford Handbook of Political Science. Oxford University Press. ISBN: 9780199604456. 16 The policy Section is significant especially for Output 3.3. Mainstreaming climate change issues into policy, which includes not only climate proofing of the Transport Sector Policy, but also including resilience into the planning processes, prioritisation of investments at District and sectoral level (RTDA and MININFRA) 17 Gatete C., The Rwanda we want: towards ‘vision 2050’. (2016) Rwanda National Dialogue presentation. Retrieved from http://www.minecofin.gov.rw/fileadmin/user_upload/Hon_Gatete_Umushyikirano_Presentation_2016.pdf

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transport emissions, 3) increasing investment in climate resilient transport infrastructure, particularly roads.

Nationally Determined Contributions (NDC, 2015): Rwanda's NDC is built within the Green Growth and Climate Resilience Strategy (GGCRS) and focuses on adaptation and mitigation. The key sectors identified and prioritised under NDC include agriculture, forestry, tourism, water, land use, disaster management, climate data and projections, energy, transport, industry and waste. The NDC for Rwanda reflect the national ambition to curb global temperature rise below 2°C by 2100, with an aspirational target of 1.5°C, by 2030.

National Environment and Climate Change Policy (2019) builds on the successes of the previous 2003 environmental policy and expands its coverage to include climate change. Today, for Rwanda ‘green’ and ‘growth’ are not separable. In maintaining the desired rapid economic growth, the policy identifies clear actions to cope with the increasing threats of climate change. The main goal of the policy is to support Rwanda become a nation with a clean and healthy environment, resilient to climate variability and change that supports a high quality of life for its society.

Policy Objectives include 1) Greening economic transformation, 2) Enhancing functional natural ecosystems and managing biosafety, 3) Strengthening meteorological and early warning services, 4) Promote climate change adaptation, mitigation and response, 5) Improve environmental well-being for Rwandans, 6) Strengthen environment and climate change governance and 7) Promote green foreign and domestic direct investment and other capital inflows.

Transport Sector Policy (2019): A new Transport Sector Policy is in process to be submitted to the Cabinet soon, updating and completing the former policy, issued in 2008. The GoR is committed to streamlining green, resilient transport infrastructure and services as a foundation for sustainable economic development. A subsection on environment protection and climate change brings at the forefront the need for impact assessments in transport and planning for resilient assets. While recognising that Environmental Impact Assessments are already used by the transport sector, compliance remains weak, therefore enforcement of Environmental Management Plan remains a priority for the GoR. Also, to ensure that transport policies are implemented in an environmentally, economically and socially sustainable manner, the sector is set to conduct Strategic Environmental Assessment on its policies by 2024.

Resilience is defined as the ability of infrastructure to withstand and absorb disruption, while continuing to maintain functionality during a climatic event. It also reflects its ability to recover, learn and adapt from adverse events (the build-back-better approach). Resilience is used as a bridging concept between disaster risk reduction and climate change adaptation, as it ties together risk mitigation and recovering from an event, when it does occur18. For the first time in transport sectoral policy, specific programmes are included to mainstream climate change issues in each subsector, from roads, to air transport, railways, etc. This will also be the working definition within our project.

The Transport Sector Strategic Plan (2017) is the implementing instrument for both the National Strategy for Transformation, as well as the Transport Sector Policy.

National Feeder Roads Policy and Strategy (2017): The policy and strategy document has the objective to provide roads through intelligent prioritising, design, implementation and quality assurance. It aims to optimize cost-effectiveness, facilitate cost-effective investments and operations, in order to reduce and control transport costs, and to supply transporters and traders especially in rural zones with high agriculture productivity.

18 MININFRA. (2019). Transport Sector Policy

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The policy has 3 pillars which include 1) Enabling and stimulating rural socioeconomic development, 2) Means and resources used efficiently in feeder roads, and 3) Institutional organisation and rules regulating feeder roads.

Other sectoral policies that are related to climate change, the environment and natural resources include:

• Forestry Policy: recognises the need to manage forest resources to support the country’s development goals for sustainable, low-carbon and climate resilient growth to improve livelihoods of present and future generations.

• Biodiversity Policy: considers the rehabilitation of degraded ecosystems in Rwanda as an urgent and major task that requires the commitment of significant resources from both national budgets and other sources.

• Energy Policy: recognises the need to shift consumption from biomass-based energies to clean energies like electricity and Liquefied Petroleum Gas (LPG) to reduce pressure on forest resources. It also focuses on renewable energy infrastructure as one strategy to fight global warming through reductions in greenhouse gas emissions.

• National Industrial Policy: stresses that waste produced by industrial processes is harmful to the environment and needs proper management and disposal strategy.

• Agriculture Policy: seeks to make agriculture and livestock more productive and at the same time ensure proper utilisation of natural resources and sustainability for future generations.

• Water Resource Management Policy: Water policy in Rwanda is led by: 1) the National Policy for Water Resources Management, June 2011; 2) the Water Law of 2008 that regulates the use, conservation, protection and management of water resources; 3) the National Water Resources Master Plan (NWRMP), adopted in 2015 which identifies nine national catchments, available water resources and water-needs projections as well as specific issues facing the sector.

• National Land Use and Development Masterplan (currently under review) sets strategic directions in ecosystems management, population distribution and development of networks for rural and urban settlements, social services and infrastructure, and protected areas, such as wetlands.

National policies and strategies are informed by several global, continental and regional commitments:

• Addis Ababa Action Agenda (Financing for Development) - 2030 • Sustainable Development Goals (SDGs) - 2030 • Paris Declaration on Climate Change - 2030 • EAC Vision - 2050 • African Union Agenda - 2063

At the district level local authorities have been gradually including environment and climate change issues within sectoral and district medium-term strategies for the period 2017-2024. Environment and climate change indicators have been included in the new plans, and they will be used in annual mainstreaming guidelines, checklists and assessments. Additional emphasis will be on strengthening monitoring and evaluation, environment and social impact assessments, biodiversity and ecosystem management, pollution and waste management, climate resilience and adaptation.

The relevant legal acts for the road sector, climate change adaptation and environment protection are included in Annex 7.

3.2.2. Institutional Framework

The Ministry of Infrastructure (MININFRA) holds the main responsibility for overall transport policy and strategic planning, the creation of a transport enabling environment, and setting of transport

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rules, regulations, standards and strategic planning. It is the legal owner on behalf of the State of the transport network and assets; and may delegate responsibilities to district authorities.

The Rwanda Transport Development Agency (RTDA) assists MININFRA in the management and administration of roads sector, and the planning, prioritising, approval, delivery, management and maintenance of infrastructure, including support to districts as the managing and implementing agencies. Allocation of funds, formula and prioritisation is an ongoing process. An organisational chart for RTDA is included in Annex 8.

Road Maintenance Fund (RMF): The Fund is established under MININFRA and it is budget sources are the public budget, GoR or donor grants, fuel levies, road toll on foreign vehicles, annual road tolls on local vehicles, overload and other fines, and interest on its investments. Its main function is to fund roads maintenance, but also rehabilitation. The RMF is preparing its evolution towards a “second-generation” road fund, which includes revision of the resource allocation formula and prioritisation criteria for various classes of roads19..

The Ministry of Environment (MoE) has the mission to ensure the conservation, protection and development of the environment. It also ensures the safeguard of green and climate resilience for growth of the economy. Its vision is to protect the environment for the safeguard of green and climate resilient Rwanda for growth of the economy. In this context, the Ministry has the responsibility to develop and disseminate the environment and climate change policies, strategies and programmes.

Rwanda Environment Management Authority (REMA) is in charge with the management of the bio-physical environment throughout Rwanda. The functions of REMA include 1) to advise the Government on legislative and other measures for the management of the environment or the implementation of relevant international conventions, treaties and agreements in the field of environment, as the case may deem necessary; 2) to take stock and conduct comprehensive environmental audits and investigations, to prepare and publish biannual reports on the state of natural resources in Rwanda.

The Ministry in Charge of Emergency Management (MINEMA) is engaged in preventing, mitigating, responding, recovering, securing, monitoring and timely acting positively in order to promote disaster reduction awareness, within a sector policy framework oriented to management of natural and man-made disasters risks such as volcanic activity, floods, earthquakes, landslides, mudslides, storms, fire, deforestation, landslides, drought, etc.

The Ministry of Local Government (MINALOC) is responsible for the planning, development, and maintenance of transport infrastructure and services at the level of local authorities.

Local Administrative Entities Development Agency (LODA) The Ministry of Local Government is the overall supervising authority of LODA. LODA has the mission to contribute to the capacity building of the population and decentralised entities by outsourcing funding to finance the socio-economic development including road infrastructures of decentralised entities. The mission is subdivided into 11 key points, including:

1. To serve as an intermediary between local administrative entities with legal personality and donors especially those involved in financing development activities in those entities;

2. To coordinate Government’s development activities in local administrative entities with legal personality;

3. To mobilise and collect funds.

19 African Development Bank. (2013). Rwanda Transport Sector Review and Action Plan. Kigali.

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Rwanda National Police (RNP): Through the Traffic Police RNP has the authority to enforce road transport speed control, use alcohol detectors and well-equipped emergency vehicles. The Traffic Police regulates the road traffic and ensures safety on the road network, which has an impact on mitigating accidents and pollution through the road traffic.

The Rwanda Utilities Regulatory Agency (RURA) regulates public utilities including transportation of goods and persons by all modes of transport. It is the responsibility of RURA to ensure that there is fair competition in the market, enhance quality of services provided to the consumers and ensure that operators comply with national transport service laws and regulations.

Rwanda Water and Forestry Authority (RWFA) implements GoR policies, laws, strategies and decisions related to the management of forests and natural water resources; assists public and private institutions in charge of management of forests and natural water resources in a bid to fight erosion; assists in the establishment of standards and regulations relating to the management of forests and natural water resources; check and advise on applications for permission for the use of water resources.

The Rwanda Green Fund (FONERWA) mandate is to facilitate financing for projects on climate and environment, including water, forestry, mining and quarry resources. FONERWA seeks to employ a wide-range of public financing mechanisms, such as performance-based grants, loan guarantees, lines of credit, and public venture capital to create an attractive investment environment for low-carbon activities.

Rwanda Meteorology Agency (RMA): Established in 1963, the RMA provides weather predictions and manages a network of meteorological stations for data collection. Part of its mandate include:

• to collect, gather and access data of meteorological elements from around the country, and exchange related information to ensure the security of people and the property in accordance with international agreements to which Rwanda is signatory.

• to establish a special communication network to be used in collecting and disseminating meteorological elements in accordance with the rules of the World Meteorological Organisation.

• to publish and disseminate meteorological data for short- and long-term weather forecasts towards national development activities.

• to provide advance information on unusual weather conditions that may cause disasters, provide advice and educational information through the medias and provide meteorological information to any interested person.

• to monitor, analyse and advise on global climate change.

Districts are responsible for the development and monitoring of public transport of persons and goods as well as the inventory, survey, inspection, improvement and maintenance of classified roads and bridges (D-1, D-2), as well as the management of unclassified roads.

Non-governmental active stakeholders in the road sector, environment protection and climate change include, among others:

The Institution of Engineers Rwanda (IER), which aims to advance, promote and develop the engineering profession in Rwanda through awareness campaigns, regulation and capacity building of its members. The end goal is to ensure that members are competitive in the national, regional and international professional engineering job markets.

Rwanda Association of Professional Environmental Practitioners (RAPEP) coordinates and facilitates professional environmental practitioner’s activities at the community and national levels, in order to enhance environmental management and empowering sustainable development.

The Rwanda Association of Building and Public Works Contractors (AEBTP) supports the involvement of building and public works contractors in Rwanda towards a contribution to the

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economic development of the country. The association advocates for improved conditions under which their profession is exercised, it provides training and information, and encourages collaboration and partnerships for its members.

The University of Rwanda: The School of Engineering (SoE) is the main provider of academic programmes in Engineering and Technology. The School offers nine undergraduate and three graduate programmes, allocated on three campuses, Nyagatare, Huye and Nyarugenge campuses. Graduates from this school are employed in different sectors (public and private) and may be the witnesses of the school's strength and achievement.

3.2.3. Financing framework

The transport sector is funded through the national budget. The road sector benefits from the establishment of the Road Maintenance Fund, which is widely recognised as best practice for funding maintenance of public roads. The Fund derives revenue mainly from a fuel levy (about 69.4 percent), a road toll (about 29.6 percent) and fines for contravention of traffic laws and regulations20. The taxes and fees are collected by the Rwanda Revenue Authority (RRA) and transferred to the RMF for allocation to the RTDA and City of Kigali21. LODA as per its mission also contributes to the funding of roads development projects under the management of local entities.

Development partners play a critical role in road construction and rehabilitation while the maintenance is financed by the government. With focus on sustainable development and climate resilience infrastructures, some development partners have been key in implementing the National Transport Policy and the National Strategy for Climate Change and Low Carbon Development. They include the DFID, World Bank, AfDB, JICA, NDF, etc.

Public Private Partnerships (PPP): Although Rwanda has created the necessary institutional and legal framework for PPPs, the roads sector is not yet using this source of financing. While the public sector is ultimately responsible for roads, the private sector has a potential role to play in the project lifecycle, whether it be in road construction, operation, financing or maintenance. Partnerships between the public and private sector in roads are not a new phenomenon and, when done right in the appropriate circumstances, can improve project quality and increase efficiencies. Currently there are ten PPPs in Rwanda, nine in energy and one in water sewage.

The multilateral climate funds are an increasingly important funding source for Rwanda. However, the road sector is not yet making full use of this opportunity. The largest multilateral climate funds are:

• Climate Investment Funds (CIFs)22. Rather than awarding one-off projects, CIF’s strategy is to support a programmatic approach to investment planning and implementation, which is also supported by the World Bank and African Development Bank. There are three CIF investment plans for Rwanda: Renewable Energy Fund (US$ 48.94 million), Climate Resilience (SPCR)23 US$ 534.3 and Forest Investment programme (US$ 30 million).

• Green Climate Fund (GCF): This is currently the largest multilateral climate fund. The GCF accredited Rwanda’s Ministry of Environment in 2015 to receive between US$10-50 million in climate finance per project - becoming the first national institution to receive direct access accreditation. Rwanda has obtained US$ 57.8 million in GCF funding for two projects: one to

20 http://www.fer.gov.rw/about-rmf/history/#.XSUohC2ZOwU 21 The Local Administrative Entities Development Agency (LODA) manages the budget ceiling for decentralised entities. LODA plays a coordination role of harmonising districts’ capital projects with sector ministries through organising central and local governments’ technical consultation meetings. Its core mandate is to coordinate the socio-economic development activities in local administrative entities with legal personality 22 https://www.climateinvestmentfunds.org/country/rwanda 23 Rwanda: Strategic Programme for Climate resilience (SPCR), 1 November 2017

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undertake integrated landscape management in Gicumbi District and the second one to create a new investment fund to drive off-grid solar power in Rwanda and Kenya24. Untapped large potential for the road sector’s adaptation needs remains to be explored.

• Adaptation Funds25 (AF) finance projects and programmes that help vulnerable communities in developing countries adapt to climate change. The Adaptation Fund was established under the Kyoto Protocol of the UN Framework Convention on Climate Change, and since 2010 has committed US$ 564 million to climate adaptation and resilience activities, including supporting 84 concrete adaptation projects. In Rwanda there are two projects funded through AF: Reducing Vulnerability to Climate Change in North West Rwanda through Community Based Adaptation (US$ 9,96 million) and Technical Assistance Grant for ESP and Gender (US$ 25,000)

• Global Environment Facility (GEF) has awarded 45 grants to National and Regional projects for Rwanda amounting to US$ 162.23 million26.

3.3. Main issues and project methodology

After analysing the main issues related to climate change adaptation in the road sector and following up on discussions with the stakeholders during the Inception Workshop, the Consultant considers that the preliminary methodology remains valid, while a few operational variations are necessary:

• Since the Transport Sector Policy revision was due in June 2019 (included in MININFRA’s Performance Contract of FY 2019) and, as the next review of the Policy is planned for 2024, after the end of the current project, the Consultant took the opportunity to mainstream environmental and resilience issues into the Policy without delay. At the time of submitting the Inception Report this assignment is already finalised. The Consultant’s input to the Transport Sector Policy is summarised in Annex 9.

• At the beginning of the Inception phase RTDA emphasised the Consultant’s work in assisting in the development of standards is one of the most pressing needs for the sector. The Consultant agreed to start the technical work on standards immediately, and not from month 7 of the project, as initially planned. Also, the Consultant agreed to allocate more resources to Outputs 1.4 and 1.5, as detailed in Section 2.1, the Workplan.

• Most suggestions offered during the Inception Workshop were heartfully considered in the methodology by the Consultant.

Including the points made above, the Consultant proposes the following methodology for the project.

3.3.1. Road network vulnerability assessment, mapping and prioritisation

The total road network in Rwanda covers 37,898 km, and this number includes paved, non-paved, classified and unclassified roads. The country has a road network density of 1.69km/km2, one of the densest in Africa. The table below gives the details of classified, non-classified, paved and unpaved roads.

24 https://www.greenclimate.fund/countries/rwanda 25 https://www.adaptation-fund.org/adaptation-fund-in-rwanda/ 26 https://www.thegef.org/country/rwanda

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Table 2. National road network27

Classification Length (km) National Road Paved 1,390 National Road Unpaved 1,345 District Road Class 1 paved 106 District Road Class 1 unpaved 3,833 District class 2 paved 132 District Class 2 unpaved 9,631 Unclassified Road paved 345 Unclassified Road unpaved 21,116 Total 37,898

The overall capacity of the road network has increased, through infrastructure construction, rehabilitation, upgrading and maintenance. Rwanda has been gradually establishing 3-year Term Maintenance Contracts, to ensure proper and timely maintenance of the national paved road network. The trunk road network is currently at 97 percent in good condition, which affects positively the riding quality, regional connectivity, cross-border trade and the general wellbeing of Rwandans28. District, City of Kigali and secondary cities roads had an upward increment.

Despite remarkable achievements in extending the paved roads network, as well as rehabilitating national roads, there is still work to be done to achieve all-season roads in rural: around 5.4 million people are still poorly connected in rural areas. Rural Access Index (RAI) in 2018 was estimated at 52 percent, while RAI in developed countries is above 80 percent29.

The quality of District roads remains a concern. In 2015/2016 around 55 percent of District Roads Class I and about 64 percent of District Roads Class II were considered to be in poor condition. The unclassified roads network, which is estimated at about 15,000 km, is also comprised of predominantly earth roads of low engineering standard; and more than 70 percent are in a dismal state30. This hampers the development of agriculture and prevents rural farmers from increasing access to markets, enhancing their competitiveness and improving their incomes and livelihoods31.

The condition of roads is typically the result of inadequate maintenance, which lowers the adaptive capacity of roads in front of increasing intensity of climate events. In May 2013, for example, a section of the road at Gashenyi Sector in Gakenke district was sliced off by a landslide after heavy rain pour32. Also, in May 2016, following unusual heavy rainfall poured into Rwanda landslides and floods were triggered in 8 districts and damaged households, leading to 54 deaths, 2317 buildings destroyed, 6000 people displaced and severe damage to roads and transport infrastructure. Some roads were completely blocked, and others closed in order to prevent risks for commuters33. Figure 4 exemplifies the vulnerability of the road section, similar to this landslip that occurred in 2018 along the Gatuna-Gicumbi- Kigali road.

RTDA has fully assumed the mandate to build resilience as a prerequisite for long-term sustainable road network, and has commissioned the Consultant, through this project, to design tools that can help guide investment and policy decisions by considering the effects of climate change and natural disasters. Among such tools are road network vulnerability assessments, which provide a means to

27 RTDA (June 2019) 28 Republic of Rwanda. 2019. Transport Sector Policy Draft, Kigali 29 Idem. 30 Republic of Rwanda. (2019). Report of the mid-term review. Feeder Roads Development Project (Draft). 31 Republic of Rwanda. (2019). Report of the mid-term review. Feeder Roads Development Project (Draft). 32 Idem. 33 Green Growth and Climate Resilience, idem.

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design and maintain a climate resilient network. A brief description of the methodology follows below.

The methodology for vulnerability assessment is divided into three categories 1) technical, 2) environmental, and 3) socio-economic vulnerability. Each vulnerability category has various components that have their own effects on the overall vulnerability. The Consultant will study each category in a two-step approach. First the Consultant will prepare a desktop study, utilising only GIS data, and after this the Consultant will visit the identified vulnerability hotspots to record more detailed site-specific information on the road assets. The second stage also includes field studies to identify the site-specific environmental factors which may further increase the vulnerability of the roads, and to carry out a Participatory GIS (PGIS) assessment to collect data on the socio-economic vulnerability. Indigenous knowledge will not be ignored as this may contribute to surveys for collecting data that you cannot fact on the ground. Mainstreaming social aspects in the road infrastructure implies culture is to be considered through data collection, sensitisation and environmental assessment.

Figure 3. Rwanda Road Network (Author: Consultant, 2019)

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Figure 4. Landslide along the Gatuna-Gicumbi- Kigali road, after heavy rains in 2018 (Image credit: The Rwanda News Agency)

The approach proposed by the Consultant in this project also includes assessing the risks to which the road network is subjected and identify solutions for how to decrease the risk and increase resilience. Solutions will be institutionalised within existing priorities, sector plans and planning instruments in RTDA. This methodology is based on a Risk Assessment and Planning Tool designed by the World Bank34.

Risk is a function of hazards and vulnerability (see Table below).

Table 3. Correlation between risk, hazard and vulnerability (Source: UN/ISDR 2004)

Risk = Hazards x Vulnerability

The probability of harmful consequences, or expected losses (deaths, injuries, property, livelihoods, economic activity disrupted or environment damaged) resulting from interactions between natural or human induced hazards and vulnerable conditions

A potentially damaging physical event, phenomenon or human activity that may cause the loss of life or injury, property damage, social and economic disruption or environmental degradation. This event has a probability of occurrence within a specified period of time and within a given area, and has a given intensity

The conditions determined by physical, social, economic and environmental factors and processes, which increase the susceptibility of a community to the impact of hazards

34 World Bank (2011) Urban Risk Assessment: An Approach for Understanding Disaster and Climate Risk in Cities. Urban Development and Local Government Unit; Finance, Economics and Urban Department, The World Bank.

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The Consultant identified four main climatic related hazards with impact on the road infrastructure. Landslides, floods, heat waves/draughts and windstorms, which will be the focus of an in-depth analysis. The risks are evaluated according to their estimated frequency and impact, as shown in the table below. The frequency will be determined by the likelihood of each event in the future as per the climate scenarios for different indicators such as increasing extreme precipitation events and the scale of impact by the type of the hazard and the potential consequences for the road assets and the surrounding communities. Climate related factors will be introduced as well as with others risk factors which are dynamic in time and space (such as land cover/ land use changes, socio-economic activities practices).

Table 4. Climate Risk Assessment Matrix: Frequency and Hazard

Impact

Low Medium High

Freq

uenc

y

Low Very low risk Low risk Medium risk

Medium Low risk Medium risk High risk

High Medium risk High risk Very high risk

The risk assessment usually includes a variety of the aforementioned hazards, influenced by climate change, such as landslides, floods, strong winds, extreme temperature and drought. Table 5 below presents an example of a climate risk assessment matrix. Road sections are usually useful to be divided into several sections due to changing risks in different geographical locations.

However, the matrix does not fully serve decision making as such, but needs to be developed into a Decision Matrix. The Decision Matrix approach will enable the operationalisation of the climate change hazard assessment to the actual transport sector policy processes and plans.

The risk matrix will be prepared in the GIS desktop study phase and the results will be presented on a map. The vulnerability level will be evaluated by spatial overlaying functions and resulting hotspots will be identified by examining the road section columns which contain the highest risks in the risk matrix.

Table 5. Example Climate Risk Assessment Matrix35

Road section 1 Road section 2 Road section 3

Landslides, precipitation Low risk Low risk Medium risk

Landslides, earthquakes Low risk Low risk Medium risk

Floods Low risk Low risk Medium risk

Strong winds Very low risk Very low risk High risk

Extreme temperature Medium risk Medium risk Very high risk

Drought Medium risk Medium risk Very high risk

35 Adapted from Department of Environment, Land, Water and Planning (2016). Climate change vulnerability and adaptive capacity of coastal wetlands. Decision Support Framework – Volume 1. Department of Environment, Land, Water and Planning, East Melbourne, Victoria

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Extreme weather events impact the environment and livelihoods of local people dramatically, and the rise in temperatures contributes also to the deterioration of the road condition and lifecycle. Possible surface damage that can occur on pavements include rutting, cracking, potholes and fretting. The low albedo of road surfacing means that it is an efficient absorber of sun radiation, and the increasing frequency of extreme temperatures entails more prevalent damage.

The GIS desktop study phase results will be presented in a preliminary vulnerability assessment. This will then guide the second phase, when the Consultant will mobilise to the field to study the identified vulnerability hotspot road sections. The number of the road sections to be chosen for the second phase will be determined together with the Client and the Consultant will aim to include as many roads as is feasible for this stage. The basic principles of the GIS analysis are presented in the following sub-chapters.

Scope, Selection of Criteria and Case Studies

The road systems and vulnerability level could be clustered according to three topographic units/zones: 1) Lowland (≤ 1500 m), 2) Midland (1500 – 2000m) with very dense hydrological network and 3) Highland (≥ 2000 m) very watered with steeper slope and deeper soils developed from shales. The selected socio-economic characteristics including general demographic characteristics, the historical growth of the population, farming practices, and others economic activities (such as mining) will be collected using the latest (and historical) statistics from National institute of Statistics of Rwanda (NISR) reports. The full vulnerability assessment will be done in a holistic way combining biophysical, social, economic and technical parameters.

Desk Review and Field Verification (Ground Truthing)

Scientific literature, technical reports, policy and strategies documentation on socio-economic and biophysical environment in relation with this project’s objectives were critically reviewed and summarised, in order to fix or to adjust threshold of vulnerability factors. Furthermore, the related spatial data and linked attributes have been collected and will be reviewed using descriptive and limited inferential statistics, spatial analysis and visualisation. The review targeted mostly the latest National Risk Atlas (MIDIMAR, 2015) and its inputs factors maps. The project aimed to assist the GoR to conduct a nationwide risk assessment with the view of developing a comprehensive disaster risk profiles for Rwanda. The study used existing data from different institutions and historical data reported by administrative unit (district) and not necessary location-specific and revealed that Rwanda is prone to drought, landslide, flood, earthquake and windstorms. But the multi-criteria analysis was missing some important information for vulnerability analysis such as soil degradation risk (soil erosion, which is increasing with land use changes).

Erosion modelling was part of post conflicts environmental status made by UNEP (2011); and some thematic and case studies such as Extent of Cropland and Related Soil Erosion Risk in Rwanda by Karamage et al. (2016).

Therefore, there will be a big difference on improved natural risks maps and additional risk factors compared to the one from National Risk Atlas and other initiatives of thematic hazard mapping:

1. Most of natural hazard will not be bounding to administrative boundary (district level), since they are continuous.

2. Erosion risk, land degradation susceptibility maps will be integrated.

3. An up-to-date, fine resolution land cover (land use) map will be available. One cover type “built up” layer is available for vulnerability mapping.

More important added value is that after nationwide mapping, the trend and hotspots will guide the selection of hotspot areas which itself may dictate/define data to be collected/used and model to be applied. Consequently, intensive field work will be carried out in different sites in the country as ground checking process and small-scale mapping. Detailed topographic survey using real time

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kinematic GPS position Model (DGPS-RTK) by linking to real time kinematic system (RTK), based on 8 CORS stations and managed by RLMUA, our tablets will be providing detailed data on ground features (such as erosion gully). Tablet with strong capacity were specified and recommended for the procurement plan of 2019/20 Fiscal year.

Data Pre-processing and Exploratory Data Analysis

The characters and organisation of secondary data imply an exploratory data analysis (EDA), standardisation and organisation in a well-structured geo-database.

Spatial (with geographical coordinates) and non-spatial data from different sources will be screened, complemented/ corrected and further standardised. Descriptive statistical tests (frequency, distribution, mean, correlation matrix, etc.) will be used to assess the value of the data and guide the further spatial and geo-statistical analysis to be applied. To increase the spatial representation of the data, the Consultant will have to: 1) apply and wait for extended access to data with limited access 2) search for additional data, and 3) select adequate analysis in a scarce data environment, such as aggregating data at an administrative unit based on their specific geographical locations.

The acquired spatial data in different geographic coordinates will be first standardised to Local projection: Transverse Mercator map projection, adopted into World Geodetic System (WGS-84) as a Geographic Coordinate System for the data.

Data analysis

The data analysis will include biophysical, climatic and socio-economic parameters and using several techniques and tools, namely spatial distribution and pattern assessment and change detection, interpolation and kriging, statistics and spatial statistics, and spatial multi-criteria analysis. The full set of GIS data needed for the desktop study is included in Annex 5.

A GIS-based spatial and statistical analysis using qualitative and quantitative data-driven approaches will be carried out to evaluate the spatial distribution pattern and trends in time. These analyses will be evaluated by combining statistical software packages and spatial analyst tools of in GIS software environment (ArcGIS latest version 10.6). Socio-economic valuables will be extracted from the 2002 and 2012 Rwanda Population and Housing Censuses (RPHC), and EICV 5 data. Also, in case of missing data, projections and estimations will be applied, but in limited cases.

Interpolation and Kriging

Most of the available biophysical data are locational point maps. Hence, interpolation will be necessary to predict values for unobserved areas. The interpolation will use both deterministic interpolators and the model of spatial dependence (kriging). Deterministic interpolator makes predictions from weighted averages of nearby known values. Different algorithms would be tested before selecting the most appropriate including Inverse Distance Weighted, Global and Local polynomials, and Radial Basis Functions.

Using geostatistical tools, points maps will be used to create continuous information using kriging interpolator. Kriging is a moderately quick interpolator that can be exact or smoothed depending on the measurement error model, and whether it is applied at points or blocks. It is flexible and allows to model spatial autocorrelation. Kriging uses statistical models that allow a variety of map outputs including predictions, prediction standard errors, and probability. The flexibility of Kriging requires a lot of decision-making.

Multi-criteria Evaluation

Spatial Multi-Criteria Evaluation (SMCE) and other geostatistical approaches will be combined to assess the spatial and temporal pattern of vulnerability. The output from multi-variate and multi-steps assessment should come up with Vulnerability Matrix and Vulnerability Index Map. Also, ground truthing field works will be conducted in various areas of hot/cold spots, in order to ensure

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that the reality on the ground is reflected by the existing data. This imply the application of a holistic approach that considers all angles of the country’s socio-economic development, towards advising and recommending practical solutions.

The desktop GIS study will utilise data on: 1) flood hazards; 2) topography; 3) distribution of population; 4) daily traffic volumes; 5) soil types and erodibility; 6) climate projections on precipitation and temperature; 7) land use; 8) locations of population and services; 9) vegetation cover; and 10) hydrology. The data will be combined through overlay analysis and the resulting maps will be used to identify the vulnerability hotspots. During project inception period, the Consultant identified there are no data gaps.

Rwanda has already a lot of spatial data important for vulnerability mapping. The data is widely lacking metadata, supplement information on how, when and for which purpose they have been collected. From long national experience and strong network of the Project GIS and RS specialist with spatial data producers and users (GIS Expert), that limitation is overcome, and most of data needed are already acquired during the Inception period, except two categories of data:

• Available but not yet acquired: Historical, current and future projections of climate data in GIS format are available at RMA and need to be requested. It is very important to scrutiny the real contribution of climate factors in natural hazard for now and in the future. Consultant, via GIS specialist, has requested RTDA to proceed to official request to the right person from RMA.

• Not available data: Ground water information do exist only for small part of Eastern province (former Umutara province) as testified by professionals from RAB and MoE water department. But for Road vulnerability mapping, the consultant team members (hydrologist, geologist, geomorphologist) are assessing the necessity of having it as input factor; and how possibly it could be replaced by factors such as soil water index, soil porosity, etc.

The second stage will include three components: 1) identifying site-specific technical factors (capacity and condition of drainage structures, elevation of the road, etc.); 2) identifying site-specific environmental factors (landslide hazards, trees that may fall and block the road, etc.); and 3) identifying site-specific socio-economic factors with PGIS study (hotspots where the roads are cut, alternative routes available to communities to reach services, duration of road cuts, etc.).

Technical Vulnerability Assessments

The technical vulnerability study will investigate a set of predetermined critical areas. These areas will be located by using GPS devices and drawings of the detailed design. The study will include spot-checks and visual inspections. Based on the technical vulnerability study the Consultant should be able to propose suggestions for reducing vulnerability by:

• Strengthening bridges, decrease bridge scour by protecting bridge abutments and piers. • Designing drainage systems, such as culverts (size and location) that need to take into

account the watercourse as a continuous unit, as well as the issue of material transport (e.g. stones, soil, larger objects), as one blocked opening can cause significant damage to the culvert itself and road and may have unexpected impacts downstream.

• Elevating runways, road (elevating to a flood-safe height, horizontal alignment). • Applying materials to withstand higher surface temperatures materials, heat-resistant

paving materials, increase use in polymer-modified bitumen, polymeric grids to avoid rutting.

• Relocating the roads, if necessary.

Environmental Vulnerability Assessments

The site-specific environmental studies will be carried out using a checklist for the purpose. The checklist will be implemented through a tablet, which will upload the data to a cloud server. The

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checklist will comprise of environmental risk factors which can’t reliably be identified through pure desktop GIS study. The topics that will be included to the checklist may comprise topics such as: 1) slope angle; 2) vegetation cover on slopes; 3) drainage patterns visible on the slope; 4) signs of previous landslides; 5) curved tree trunks or bent fences/retaining walls; 6) cracks on top of slopes; 7) boulder outcrop or weathered rock exposed; 8) trees which may fall and block the road; etc.

Table 6 below presents an example of such a checklist, and Table 7 shows a risk assessment colour coding for the matrix. The risk matrix will enable discussion on how the projected climate change may affect the risks in the future.

The checklist in Table 6 is based on potential factors affecting the risk of slope failures. The slips or failures (on the embankments) are attributed to the following factors:

1. Heavy rainfall and its adverse effect of severe surface erosion on highly erodible soils which were generated from alteration of fragile parental rocks on steeper slopes and subsequent instability;

2. Increase of pore water pressure due to infiltration of water into the embankments and ground water seepage causing reduction of shear strength compared to the stresses being induced;

3. Slippage of cut and fill interface due to lubrication of the jointing plane by groundwater seepage, in the part-cut/part-fill sections;

4. Undermining at toe areas adjoining stream courses and where runoffs tend to collect at the low points;

5. The very high embankments with construction design without provisions to cater for problems associated with heavy rainfall

The failures on cut slopes, slips or landslides usually occur in intense heavy rainfall season. The reason for this is the saturation of slopes by water ingress, thus porewater pressure increases and there is corresponding reduction in shear strength. The state of equilibrium is thereby disturbed as then the slopes becomes too 'steep' for stability. It may therefore be inferred that rainfall is primarily responsible for slope failures in Rwanda highly mountainous areas. In Rwanda, the landslides are normally induced by either short-duration or frequent localised intense rainfall. It remains to determine the threshold value above which landslides occur.

Table 6. Site-Specific Environmental Data

No Road Chainage (km)

S = Slope angle 0=0-30 dgr, 1=30-60 dgr, 2=60-90 dgr

V = Vegetation Cover (0=Mainly trees or shrubs, 0.5=Mainly grasses, 1=No vegetation cover)

D = Drainage patterns visible on the slope (1=Yes/0=No)

L = Signs of Previous Landslides (1=Yes/0=No)

F = Curved tree trunks or bent fences/retaining walls (1=Yes/0=No)

C = Cracks on top of Slopes (1=Yes/0=No)

B = Boulder outcrop or weathered rock exposed (1=Yes/0=No)

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Table 7. Colour coding for expressing the risks in the above risk matrix

Risk = S + V + D + L + F + C + BZero 0Low 1-2Moderate 3-4High 5-6Critical 7-8

Catergories of Risk

Socio-Economic Vulnerability Assessments

The socio-economic vulnerability assessment can be done utilising a Participatory GIS (PGIS) approach. The PGIS method was developed by FinnOC in a similar project in Mozambique to gather socio-economic data along the identified vulnerability hotspot roads. The method enables gathering local spatial and temporal information in the analysis of the vulnerability of the identified hotspots and the likely consequences of transport disruptions. The Consultant will use focus group discussion to gather fine resolution spatial data (also called PGIS approach). The focus group discussions can allow to identify the exact flood prone sections of the road, and what is the usual duration and extent of the floods. This enables tapping into the local knowledge of the population living along the vulnerability hotspot roads. The output of the focus group discussions is information on the exact locations that are prone to flooding or erosion and landslides, the time frame for which the road is usually cut off, and the flood levels. The participants are asked to mark the locations on printed satellite maps. The data is then readily available for transfer to digital form and to be used as GIS datasets, after cross checking with RTDA, MINEMA and others GIS Professionals. Figure 5. Example map prepared using the PGIS method presents an example map that can be prepared using the PGIS method. The map presents a hotspot bridge that is cut for 2-3 months during the rainy season, and an alternative route that adds 45 minutes to travel times to the nearby town centre for health services.

Figure 5. Example map prepared using the PGIS method

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The key informants will include local community leaders who have thorough knowledge on the vulnerable sections of the road. The output from the key informant interviews will be information also on the consequences of the transport disruptions (e.g. whether children have had to miss school and for how long during the floods, whether people were able to access health care during the floods, etc). They will also ask about the availability of detours to reach services during the transport disruptions and the potential increase in travel times. This data can in turn be used in decision-making when the RTDA is prioritising road investments and is preparing Cost Benefit Analysis (CBA) calculations on the feasibility of upgrading each section.

The added value for the vulnerability mapping

Different hazards information, overlaid to create overall vulnerability risk atlas in 2015 by MIDIMAR, were either result of rapid appraisal or using existing information. For this project most of them will be updated or crosschecked for correction and/or supplementing.

Risk factors, which are relatively less dynamic (static) in time, are topography and terrain derivatives (elevation, slope value and gradient), lithology, geology, soil texture and structure. The later will be crosschecked for any inconsistency, or for reclassification. But for very dynamic risk factors, namely land cover/land use, road network density and quality we will use the latest and accurate versions. Furthermore, socio-economic vulnerability or exposure assessment should use the timely collected information of elements at risk: population, houses, cropped areas and estimated production, education and health care facilities, road network. The later will be gathered via PGIS, group discussion, EICV 2016/7, etc.

Weather related hazards (Landslide, drought, flood, land degradation) will use current or long-term average temperature and rainfall amount. But for future scenarios the projected information will be generated and integrated in different models. That will be done under various software environment, mainly Google Earth Engine for input factors preparation and ArcGIS 10.6 spatial analyst tools for Spatial Multi-Criteria Evaluation. In Rwanda, the most frequent flood types are riverine floods and flash floods, and not much historical data is available. To complement or cross validate the existing data, a three-step assessment approach will be applied: 1) Annual hazard incorporating both probabilities of occurrence and the anticipated potential damages 2) vulnerability (exposure and coping capacity) in the flood-prone areas and 3) annualised flood risk (estimated on annual basis). The methodology will be detailed with assistance from water managers.

3.3.2. Disaster Reduction Management methodology

Disaster risk management: Disaster risk management is “the systematic process of using administrative measures, organisations, and operational skills and capacities to implement strategies, policies and improved coping capacities in order to lessen the adverse impacts of hazards and the possibility of disaster”, as defined in the Rwanda National Disaster Risk Management Plan 2013. The plan is a guiding document that enables the government to address disaster risk management in Rwanda. The plan is used by all government and non-government sectors as the basis for developing and maintaining their own sub-plans, systems and arrangements in various sectors, including transport. The plan outlines the activities that have to be carried out by various stakeholder agencies to ensure effective disaster management in Rwanda and specifies the tasks to be performed by organisations/ institutions and individuals to deal with identified disaster types.

Rwanda will inevitably be affected by increased temperatures and changing rainfall patterns due to climate change, and causing road breakdowns due to landslides, pavement damages, and bridge failures because of floods and scouring. The country experiences heavy rains and storms on a regular basis, and they are amongst the recurrent disasters impacting mainly the most vulnerable communities, as shown in the table below.

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Impact of road building on hydrology and gullying in Rwanda has rarely been analysed. Road building in the hilly areas affects the gully erosion risk. The road induces a concentration of surface runoff, a diversion of concentrated runoff to other catchments, and an increase in catchment size, which are the main causes for gully development after road building. Topographic thresholds for gully formation are determined in terms of slope gradient of the soil surface at the gully head and catchment area. The influence of road building on both the variation of these thresholds and the modification of the drainage pattern can be analysed.

Figure 6. Rwanda disaster data 2016-201836

Deaths Houses damaged

Roads damaged

Bridges damaged

Floods 96 2,460 4 40

Landslides 198 4,041 20 63

Rainstorms 124 19,944 23 43

Total 418 26,445 47 146

Resilience building: According to World Bank Disaster Risk Management in the Transport Sector (2015) report, resilience needs to be introduced to the following domains in the transport sector - policies, institutions and processes; expertise; financial arrangements, and incentives; operations and maintenance; and technical planning and design. Within each of the domains there are important aspects to be considered to build resilience in transport systems. They are connected to disaster risk management cycle, defined as Pre-disaster Risk Assessment and Management; Emergency Response and Risk Reduction; and Post- Disaster Recovery and Reconstruction

Pre-disaster Risk Assessment and Management: Hazard mitigation and climate change adaptation can be integrated within transport plans through the greater use of hazard mapping tools and contextually appropriate design approaches. Data on natural hazards and the condition, reliability, and performance of existing infrastructure assets are vital for the appropriate planning and design of infrastructure. The National Risk Atlas of Rwanda (MIDIMAR 2015), is an example of such collection of data, however, again regular updating, upgrading and revising of dynamic risk factors, especially land use changes in build-up areas is needed. During the project, the Consultant will utilise the atlas for vulnerability mapping. The Consultant has already identified the existing data and collected missing and up-to-date data as summarised in Annex 5. After nationwide assessment, the project will also carry out data collection in order to fill-in some of the gaps in the data needing high spatial and temporal resolution such as erosion gullies from increased runoff under specific case study.

Emergency Response, Post-Disaster Recovery and Reconstruction: To ensure affective response needed for emergency response operations, logistics and transport of humanitarian aid, personnel and equipment to the disaster site are crucial. A number of aspects of logistics and transport need to be considered in planning of response in an emergency.

Successful recovery after a disaster requires in fact many pre-disaster arrangements to establish an enabling environment for rapidly coordinating, funding, assessing, contracting, and rebuilding damaged infrastructure. Improved pre-disaster coordination mechanisms and flexible action are important in the post-disaster reconstruction period. The capacity to learn, exercise, and review

36 Source: Disaster Communication System/MINEMA Assessment, 2016 – 2018, retrieved from http://minema.gov.rw/index.php?id=107

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should be in place when a disaster has occurred. Education and training programmes, targeting all stakeholders, strengthen the capacity.

This project will work towards improved and resilient transport sector, by enhancing the capacity of road transport stakeholders to adapt to and mitigate climate change and disaster effects in the transport, especially regarding roads and bridges. This will include detailed countrywide GIS vulnerability map and data source for the transport sector, delivered training, student internships, detailed technical assessments and plans, revised and new technical standards and guidelines on road materials and their maintenance to adapt climate change, use of emergency bridges, response to emergencies and erosion control, and awareness raising. In addition, a revised transport sector policy will be delivered. The technical assistance to be provided will build knowledge and strengthen capacities and develop technical and policy tools for the transport sector to integrate climate change and included natural disasters into the aspects of transport life cycle.

Community Engagement in Disaster Recovery: The overall vulnerability of people, environment and infrastructure has increased as climate change is expected to increase the frequency and severity of heavy rainfall and flooding of rivers. In general, natural hazards such as landslides and floods can cause major effects to communities: economic damage, road damage and loss of lives37. Disasters are local phenomenon, which means that local communities face the direct impact38. Capacity Building is essential in disaster risk management, especially building of local capacity and resilience to face future hazards39.

Community engagement includes diverse stages. Different forms of communication, information and engagement methods will be more appropriate depending on the stage of the process. Community engagement at local level for coping with road damages should start with community consultation in order to assess the existing conditions in the communities as well as the state of local resilience against natural hazards. Community consultations will be implemented via focus group interviews with local community leaders and policy makers. Participatory GIS methodology can be used to enable the communities to point on maps what are their alternative routes, and which have been hotspots for road cuts during wet seasons. Based on this information, training can be planned and implemented for local people to include them to recovery missions. It can also be used to estimate the socio-economic consequences of climate change induced road disruptions. Also, preventive action planning can be formed based on the assessment. This process will be developed together with local communities, taking into consideration local circumstances, e.g. the ability of different stakeholders to participate40.

Disaster in a built environment: An additional concern related to the road drainage system is the increased runoff through surface sealing, generated by uncontrolled waste dumping, and increased wear & tear, described briefly below:

• Increased runoff through surface sealing is a product of often uncontrolled and uncoordinated developments that lead to surface sealing (secondary roads, yards, roofs), surface compaction, and landcover change with typically removal of vegetation. These activities lead to increased runoff that has to be taken up by the downstream drainage infrastructure, that often is not designed or upgraded respectively. The overloading of the drainage infrastructure respectively leads to flooding and erosion with respective

37 Ingirige & Amaratunga, 2012. Minimizing flood risk accumulation through effective private and public sector engagement. Background Paper prepared for the Global Assessment Report on Disaster Risk Reduction 2013. University of Salford, Manchester 38 UN 2007. Building Disaster Resilient Communities. Good Practices and Lessons Learned. A Publication of the “Global Network of NGOs” for Disaster Risk Reduction 39 Ingirige & Amaratunga, 2012. Minimizing flood risk accumulation through effective private and public sector engagement. Background Paper prepared for the Global Assessment Report on Disaster Risk Reduction 2013. University of Salford, Manchester 40 Community Places. (2014). Community Planning Toolkit – Community Engagement

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disturbances and damages. In addition, the denuded upstream surfaces may yield a higher sediment load that is being deposited in downstream drainage infrastructure, leading to increased maintenance needs and/or functional deterioration of the system, potentially resulting in overflow, flooding and erosion.

• Uncontrolled waste dumping is a side product of human developments when conducted in an uncoordinated manner. The waste often ends up in drainage infrastructure, restricting or clogging passages, leading to overflow, flooding and erosion.

• Increased wear and tear is a side product of human habitation near drainage infrastructure, where such infrastructure, while not being designed for it, is used in various manners including waste and sewage disposal, walkways, and may be modified as per the needs of adjacent inhabitants by infilling, covering, etc. leading to malfunctions of the system with respective consequences for the overall road infrastructure (flooding, erosion, sedimentation, health issues, etc.). Increasing physical infrastructure construction, (grouped) rural settlement and urban areas sprawling will be taken in consideration by using a proxy made by the latest and very detailed built up layer (2018 version created by RLMUA using digital globe imagery).

3.3.3. Climate Change Adaptation

According to the National Risk Atlas, the transportation sector, specifically national roads which connects districts together for purposes of domestic and international trade, service delivery, tourism, manufacturing and processing and general access are exposed to landslides at different slope susceptibility levels. A total of 553 km of paved national roads and 691 km of unpaved national roads are found to be exposed to landslides. These figures represent respectively forty percent and fifty-one percent of total classified national paved and unpaved roads in the country. The total district roads exposed to landslides were estimated at 2,003 km in 2015.

Rwanda’s exposure to earthquake at intensity scale of MMI VI and VII is very high. A total of 1,211 km of national paved roads, approximately 1,539 km of unpaved national roads, and about 3,899 km of district roads are exposed to earthquake41.

Although climate change adaptation measures are considered in the case of some road infrastructures, few have considered a strategy for adaptation, the degree of vulnerability to climate change and how it is differently affecting country districts.

It is agreed that the management of road infrastructures need to be improved and the different stakeholders trained on how these infrastructures must be constructed, maintained and rehabilitated.

Adaptation to climate change involves actions to help reduce vulnerability to the current and future effects of climate change trends. In relation to the project roads, adaptation involves actions that target the resilience of the network. Resilience is defined as the ability of infrastructure to withstand and absorb disruption, while continuing to maintain functionality during a climatic event. It also reflects its ability to recover, learn and adapt from adverse events (the build-back-better approach). Resilience is used as a bridging concept between disaster risk reduction and climate change adaptation, as it ties together risk mitigation and recovering from an event, when it does occur42.

Furthermore, the adaptation measures must be systematic, and their sustainability ensured by integrating the adaptation process early on to the planning processes, staff training and budgets. After the identification of the vulnerability hotspots, work packages can be prepared for the adaptation measures needed to ensure climate proof design of the roads. The vulnerability

41 Republic of Rwanda. (2015). MIDIMAR. Rwanda Risk Atlas, Kigali 42 IPCC AR5 Glossary, adapted to transport sector, retrieved from

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assessment will also produce information for potential adaptation measures that need to be integrated to the road construction standards on a country-level.

A pro-active approach to climate adaptation in transport implies a conscious decision to invest in measures in the face of climate change impacts. This option is often challenging, not only due to the costs of adaptation measures but also because it cannot be easily replicated in all environments and is not a ‘one-size fits all’ exercise.

Climate change will certainly impact on the infrastructure, operations, safety and maintenance of the road systems in Rwanda. Main impacts include both direct (e.g. pavement deterioration and deformation, general structural damage, traffic disruption, etc) and indirect (economic, environmental, demographic, and spatial planning). Road infrastructure will also suffer from asphalt rutting and/or melting, thermal expansion of bridge joints, landslides and bridge scouring or undermining. Consequently, it is crucial to prepare for such effects.

As described by REMA, national climate models showed that the temperature in Rwanda has increased by 1.4oC since 1970s and the trend would reach 2.5oC by 205043. Furthermore, rainfall has been characterized by a high variability and shall increase by 5-10 percent between 1970 and 2050. The increased rainfall and related seasonal irregularities will lead to a higher frequency natural disaster and damage to infrastructure, including roads (MIDIMAR, 2015). Likewise, global climate models showed a considerable increase in temperature and decrease in rainfall RCP 8.5; showing an increase of 3oC and 7.3oC (20.5oC – 23.5oC- 27.8oC) between 1970 – 2050 and 2070 respectively. According to the same model, the annual rainfall shall decrease from 1,350 mm to 1,000 (approximately 350 mm of decrease) between 1970 and 2050, and the trend would be 230 mm of decrease with pronounced variability by 2100 (IPCC, 2014), as illustrated in Figure 7. That increase combined with high population growth and socio-economic development, will yield much more severe climate related hazard. Thus, it will be needed a relatively strong rates of technological change leading in the long term to have climate change resilient roads. The predicted climate change trends (from literature) will be crosschecked/validated using different model (the such as GCM or RCMs) on existing geodata (RMA and/or AFRICLIM geospatial and WorldClim data).

Figure 7. Climate Predictions in Rwanda using RCP Models (IPCC, 2014)

43 Republic of Rwanda. (2019). Baseline Climate Change Vulnerability Index for Rwanda. Kigali

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In general, climate proofing and adaptation on the transport sector requires different scale measures, such as, resurfacing of roads with more durable materials, re-routing or flood protection. Adaptation calls for additional investment and also creates new logistical needs44.

Figure 8. Examples of adaptive strategies45

Common engineering climate change adaption options in the road sector are summarised in Figure 8 above.

Table 8. Potential adaption responses

Risk Potential adaption responses Increase in precipitation Increasing size and number of drainage structures

Raising embankment height to avoid over- flooding Realigning natural water courses Updating design for drainage systems Slope stability studies in an attempt to minimise landslides and mudflows as a result of increased precipitation Measures to enhance slope stability and prevent landslides and rock fall

Increased temperatures and heat waves will result in pavement deformation and deterioration

Improved pavement material specifications Consideration of polymer-modified bitumen Advanced construction technologies

Adaptation options, presented in the table above, for the anticipated climate change road projects can generally be divided into:

44 Sims R., R. Schaeffer, F. Creutzig, X. Cruz-Núñez, M. D’Agosto, D. Dimitriu, M. J. Figueroa Meza, L. Fulton, S. Kobayashi, O. Lah, A. McKinnon, P. Newman, M. Ouyang, J. J. Schauer, D. Sperling, and G. Tiwari, 2014: Transport. In: Climate Change 2014: Mitigation of Climate Change. Contribution of Working Group III to the Fifth Assessment Report of the Intergovernmental Panel on Climate Change [Edenhofer, O., R. Pichs-Madruga, Y. Sokona, E. Farahani, S. Kadner, K. Seyboth, A. Adler, I. Baum, S. Brunner, P. Eickemeier, B. Kriemann, J. Savolainen, S. Schlömer, C. von Stechow, T. Zwickel and J.C. Minx (eds.)]. Cambridge University Press, Cambridge, United Kingdom and New York, NY, USA 45 Adapted from Climate Change Risk Assessment, 2015, Vicroads

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• engineering (structural) options (material specifications, drainage and erosion, and protective engineering structures), and

• non-engineering options (maintenance planning and early warning, alignment, master planning and land use planning, and environmental management).

Adaption strategies also target two objectives: 1) reduce the likelihood of impacts, and 2) reduce the consequences of impacts. Slope protection and erosion control by biotechnical technique, i.e. use of grass/turf, shrubs and trees. Particular attention will be given to the compaction of embankment fill, especially the side slope portion. These are discussed in more detail below.

Surface Drainage: Surface drainage is intended for the intercept and conveyance of the surface water away from the slope. As such, there should be installed drainage device at the crest, the toe, the berms and the sides, to properly divert the runoff from the catchment area above, around as well as from the slope itself. Apart from erosion control, surface drainage will ensure diversion of potential water ingress to unstable areas or to increase groundwater level which may contribute to stability problem. In high rainfall area in Rwanda, drains should be self-cleansing (gradient over 2 percent) and careful consideration should be given to the adequacy of the sizes of the drains. Outlets will be properly protected to guard against possible scour caused by strong discharges. Energy breaking devices should be installed where deemed appropriate.

Subsurface Drainage: The failures of slopes are brought about by water in loose, saturated soil as occurred during periods of heavy rainfall. In many cases, the role of water can be made non-damaging if groundwater conditions, the equilibrium of which has been disrupted by the formation of highway slopes, can be maintained as close as possible to its original natural state. This can be achieved by use of subsurface drainage systems.

To intercept the groundwater moving relatively close to the surface, subsurface cut-off drains (e.g. French drains) can be used. The 'French drains' are filled with free draining aggregates and surrounded with geotextile to act as separation and filter layer that will prevent soil piping. Porous concrete pipes are used as water conductivity medium.

In the case of cut slopes which are potentially unstable, stability can be significantly improved by use of horizontal drains or inclined drains. The drains holes (diam. 100 mm) are drilled horizontally or at an inclined angle (say 5 degrees to the horizontal) into the aquifer using a casing to support the hole. The drill holes are then lined with 75 mm diameter slotted PVC pipes wrapped around with geotextile and the casing subsequently withdrawn.

Erosion Problems and Slope Protection: To minimise erosion problems, slope protection is necessary. Methods of surface protection for slopes can be grouped under rigid protection measures and biotechnical surface protection technique

Rigid Protection Measures: The purpose of rigid protection measures is to prevent the ingress of rainwater into the slope which may contribute to stability problem by increasing porewater pressure on potential slip plane and also to prevent erosion on the slope face. This type of surface protection includes chunam, gunite (shotcrete or sprayed concrete), masonry, mattresses, concrete revetment.

Biotechnical Slope Protection Measures: This is the most widely practiced form of slope protection as it is natural, environmentally compatible and cost effective especially in the long term. Basically, it makes use of vegetative elements integrally and complementarily with civil works to effect surface protection, together with the reinforcing and stabilisation of slopes to prevent or mitigate shallow mass movement. The most common form in this type of slope protection is the use of grass to blanket the bare slopes.

Turfing: Turfing can be easily carried out by creating a grass nursery with indigenous grasses. Broadleaf carpet grass (Axonopus compressis) is commonly used; and the elephant grass (Pennisetum purpureum) or Uganda grass is preferred.

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Shrubs and Trees: Shrubs and/or trees are strongly recommended to be planted onto slopes to solve deep-seated erosion problems. The advantages of trees or shrubs are to bind and reinforce the shallow soil surface by their root networks, to induce soil water depletion through transpiration and interception (in addition to subsurface drainage) and buttressing and soil arching action from embedded stems. Besides trees also provide canopy by their leafy branches to absorb or break the impact energy of raindrops. Agriculturist advice should be sought on the types of trees to be planted. Normally these trees should be fast-growing, resistant to both drought and water-logging, infertile soil condition, and preferably native to the environment.

Maintenance: Irrespective of good stabilisation and protection measures, which should already reduce significantly related problems, maintenance is still necessary on mountain roads.

3.3.4. Capacity building approach

Capacity building is one of the most important components of the project. It is a continuous cross-cutting process, which needs to go on after the project has been completed. The Consultant will develop a capacity building programme to ensure that the project implementation framework and methodologies are effectively disseminated to the Client’s organisational culture. The capacity building process is a fairly straightforward process. It starts with the identification of the purpose of the organisation, and what is the development target of the capacity building process. In the case of RTDA, the development target will be to support the organisation in increasing resilience to the impacts of climate change in the transport sector. Disaster risk management will also be an important component of the capacity building process.

Capacity development is increasingly recognised as one of the most important keys to delivering and sustaining the benefits of an organisation. It is more than a complementary component of interventions to improve the performance of its employees. It should be an integral part of the organisational strategy, not only a component of the Human Resource Management System (HRM). It does go beyond traditional training, and its focus should be not the means (training, mentoring, etc), but the end result (and effective and efficient organisation, within which individuals can achieve new and challenging key performance indicators).

Capacity is not something that can be built through a series of carefully planned and executed activities that follow a clear and detailed plan or blueprint with specific timeframes and strict budgets. It is an organic process of growth and development involving experimentation and learning as it proceeds.

The traditional capacity building approach includes a combination of training, technical assistance, training on the job, communication, as part of the human resource (HR) policies already in place. They aim at improving, increasing and maintaining professional competence in the organisation, through upgrading of skills and building the know-how of the employees.

For an organisation with the same structure for at least two years, with clear objectives and expected results, a traditional capacity building approach is functional and sufficient. However, for a dynamic organisation such as RTDA, embarking on a change journey that will affect both its structure and teams, the traditional capacity building model is insufficient, and it cannot address situations like:

• Changes that affect job descriptions, reporting responsibilities, performance indicators, as well as relationships with internal and external stakeholders.

• A feeling of loss of direction on the side of the teams during the change towards a new expected result. In such a situation manager cannot simply expect regular performance of teams and they will need to exercise more listening skills, in order to really understand what

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employees, need in order to transition efficiently towards the new system. Re-establishing the direction, repetition of clear objectives and expected results, is likely to become a priority for the middle and top management of RTDA.

• Team discomfort and emotional reactions caused by loss of routine and familiar organisational settings. Behavioural research shows that when changing departments or losing a job people have similar emotional reactions as when they physically lose a member of the family. Organisational changes require managers to strengthen their emotional intelligence, exercise empathy and offer a shoulder in certain situations, while being able to detach in order to make good strategic decisions.

• People fears of becoming “incompetent” (not being able to perform as required following the change) in the new organisational settings. In a situation like this traditional training for employees is not enough. It needs to be doubled by managers using coaching skills, in order to re-establish the confidence of the teams.

• A significant intensification of the working pace and an overloaded work agenda, given that changes affect relationships that previously did not require much investment in time and energy. This requires managers to be highly adaptable, be ready to let go of plans or create new plans when needed and use the best of prioritisation methods.

Capacity Needs Assessment

The capacity needs assessment is a process of evaluating actual existing gaps within an organisation in terms of knowledge, skills, strengths, weaknesses, opportunities, threats, assets and other elements required for them to achieve RTDA’s climate resilience mandate.

There is a considerable number of methods available on capacity development. In simple terms assessing the capacity means 1) assess the existing capacity, 2) identify future desired capacity - where do we want to go?, - 3) identify the capacity gaps and 4) identify the strategies and actions that can fill the gaps, as shown below:

Figure 9. Capacity building assessment, intervention and monitoring for RTDA

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Capacity assessment is a structured and analytical process, whereby the various dimensions of capacity are assessed within the broader socio-economic environment, as well as evaluated for specific organisations and individuals, as summarised in the matrix below:

Table 9. Capacity Needs Assessment Matrix

Dimensions of capacity

Possible future capacity

Estimated capacity gap

Possible strategies

Topic 1

Topic 2

Topic 3, etc

The Consultant will identify the areas for assessment in consultation with RTDA and other important stakeholders. The methodology that will be used for the capacity needs assessment is built on a framework created by the United Nations Development Programme46. The methodology is explained in more detail in the Capacity Building Plan. More details about Capacity building methodology and interventions are included in Annex 11.

3.3.5. Coordination with other ongoing projects

The Consultant analysed possible overlaps with similar ongoing projects within RTDA and other stakeholder institutions. A matrix included Annex 10 highlights complementarities and overlaps of our project with the following projects:

1. Feeder Master Plan project (NFRMP), Component A 2. Feeder Master Plan TA on Climate Resilience 3. Early Warning System (part of LAFREC project in MINEMA) 4. Rwanda Risk Atlas project (MINEMA)

The conclusion is that the Consultant should coordinate closely with the teams for all the projects above, to avoid duplication on two areas: (1) Adaptation solutions (planning & works), and (2) Vulnerability assessment and Early Warning Response mechanisms.

4. WORKPLAN In this section we present the updated project work plan, adjusted to respond to the needs identified during the Inception Phase. The modifications are also proposed in order to avoid duplication with other ongoing similar projects.

As already presented in the Introduction, the fourteen Outputs can be reviewed as part of four sequential categories of Outputs that are supported by cross-cutting capacity building activities:

46 https://www.undp.org/content/dam/aplaws/publication/en/publications/capacity-development/undp-capacity-assessment-presentation_august-2009/Capacity%20Assessment%20UNDP%20August%202009.pdf

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Research -> Piloting -> New business processes -> Policy mainstreaming

Output 1.1 Road network vulnerability mapping;

Output 1.4 Detailed technical assessment of roads and bridges – from planning to rehabilitation;

Output 2.1 Erosion assessment;

Output 2.2. Pilot improved environmental management practices;

Output 2.4. Pilot technical innovations in selected hotspots;

Output 1.5 Climate proofed technical standards and guidelines;

Output 2.3 Environmental performance indicators;

Output 3.1 Build-back-better guidelines

Output 3.2 Pontoon specifications

Output 1.7 Bridge Management Systems compatible with the road asset management system under development.

Output 3.3 Mainstream environmental and climate change issues into sectoral policy;

Capacity building: Output 1.2 Technical training; Output 1.3 Internship programme and excellence awards; Output 1.6 Raising awareness at the level of local communities.

After undertaking the vulnerability mapping, the detailed technical assessment of roads and bridges, as well as the erosion assessment, the Consultant will have a better picture of possible adaptation solutions or specific institutional processes that could be put in place to support RTDA roll its adaptation mandate. Standards and new processes can be piloted, in order to test their validity, and understand what works and what needs to be changed.

The Consultant will develop technical standards and will update existing standards, which RTDA can further approve in order to institutionalise the new business processes. Lessons learned from the project will be then used through policy-specific interventions to mainstream environmental, social and climate issues into sectoral policies and strategies.

Finally, capacity building activities will be rolled throughout the life of the project.

The outcomes and outputs of the project are described individually in the next sub-section.

4.1. Outcomes and Outputs

Outcome 1: Increased multi-stakeholder knowledge and tools required to integrate climate change adaptation and disaster risk management into the transport sector developed.

Output 1.1. Detailed country-wide GIS vulnerability mapping for the transport sector

This will include analysis of topographical, hydrological, geological, geomorphological, and soil classification data. Hotspots specific to existing and planned transport infrastructure will be identified, as well as potential areas for worsening of impacts due to future climate change.

The methodology for this Output has been described extensively in Section 3.3.1 Road network vulnerability assessment, mapping and prioritisation. This sub-section will focus on planning the activities.

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The Output will be done in four stages:

Activity 1: Sourcing for secondary data and establishing a list of data gaps to be fulfilled for the vulnerability assessment. The Consultant will review the scope of the existing GIS data sets from Rwanda data sets to be reviewed will cover at least topographical, hydrological, geological, geomorphological, and soil data. Key information source for this will be the Ministry of Emergency Management, which has compiled a vulnerability atlas. Based on the extent of the data available, the Consultant will prepare a list of data that needs to be collected to supplement the datasets available.

Activity 2: Preparing a data collection plan for GIS datasets: The Consultant will prepare a plan and consider a method for data collection for the missing GIS data, one which can be easily transferred to the RTDA staff through training, and which will be feasible from the point of view of needed equipment.

Activity 3: Implementing the data collection plan for GIS datasets. The Consultant will implement the plan for data collection. The Consultant will compile the collected data into GIS data sets, which will then be used to supplement the data needed for the vulnerability assessments of the Rwandan road network. The activity is advanced as summarised in Annex 5.

Activity 4: Prior to the vulnerability analysis implementation, the full dataset constructed will be presented to the client for compiling climate change vulnerability maps for the transport sector in Rwanda. The Consultant will use the existing GIS data sets on the Rwandan road network and prepare climate change vulnerability maps through overlay and proximity analysis. This will include reviewing the vulnerability atlas under development by MIDIMAR for hazard hotspots, and supplementing it with additional climate change scenarios, to establish the geographical locations of the vulnerability hotspots of the road network. The Consultant will utilise the methods described in the Approach and Methodology section, to prepare the vulnerability maps. This map will form the basis of the further interventions and will be used to identify the hotspots where climate resilience interventions will be piloted.

Output 1.1. Detailed country-wide GIS vulnerability mapping for the transport sector, including topographical, hydrological (including groundwater), geological, geomorphological, and soil classification data delivered. ACTIVITY TIMELINE DELIVERABLE EXPERTS Establishing a list of data gaps to be fulfilled for the vulnerability assessment, and preparing a data collection plan for GIS datasets 1.5. – 24.5.2019

Data inventory list

TL, GIS Expert, Hydrology Expert, Geomorphologist, Forestry Expert

Implementing the data collection plan for GIS datasets 29.5. – 28.6.2019 Data sets

TL, GIS Expert, Geomorphologist

Presentation of compiled data

28.6. – 12.7. 2019

Dataset discussed

TL, GIS Expert

Compiling climate change vulnerability maps for the transport sector in Rwanda 1.7. – 30.11.2019

Country-wide vulnerability map

TL, GIS Expert, Hydrology Expert, Geomorphologist, Forestry Expert

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Output 1.2. Targeted technical training

This will cover environment and climate change and disasters in the transport sector delivered at multiple levels including RTDA, Ministry of Infrastructure (MININFRA), the Department of Planning of Ministry of Finance and Economic Planning, Institution of Engineers Rwanda (IER) and L’Association des Entreprises du Bâtiment et Travaux Publics and academic institutions. These trainings will be periodic and conducted on quarterly basis.

This Output will be delivered in the following sequence:

Activity 1: Consultant will carry out an organisational analysis, and a baseline capacity gap assessment with regards to the RTDA’s organisational capacity for climate change resilience of roads. This will include a baseline technical assessment for the current practices on road and bridge planning, design, maintenance, repair and recovery. This will include, among others, reviewing the technical guidelines and policy documents of the organisation. The Consultant will also implement a survey questionnaire and key informant interviews to assess the current capacity gaps related to designing and maintaining a climate resilient road transport infrastructure by the RTDA. This will establish a baseline to which the following capacity assessments will be compared to in order to follow up on the efficiency of the capacity building and training processes.

Activity 2: Preparing a capacity building plan. Based on the organisational analysis and baseline capacity gap assessment, the Consultant has prepared a capacity building plan, to increase the skillsets and capacity within RTDA towards climate resilient road transport infrastructure design, building, and maintenance. This also includes a plan of the staff, who will be the key targets for the capacity building exercise, and who will be introduced to best international practices in more detail through a study visit outside Rwanda. The capacity building plan will be amended along the project implementation as necessary.

Activity 3: The Consultant will organise trainings for the key stakeholders, including Ministry of Infrastructure (MININFRA), Department of Planning of Ministry of Finance and Economic Planning, Institution of Engineers Rwanda (IER), Association des Entreprises du Bâtiment et Travaux Publics (AEBTP), and academic institutions such as the University of Rwanda, on the environment, climate change, and disasters in the transport sector. Private sector representatives will also be invited to the trainings to further their knowledge on these topics. The training sessions will include guidance to preparing climate hazard maps, climate vulnerability maps, pilot interventions for increasing climate resilience of the roads, and prioritisation of climate resilience interventions using the decision-making matrix. The Consultant has provided the plan for the trainings and indicators for monitoring the efficiency of the trainings in the Capacity Building Plan submitted in the beginning of August 2019. The trainings will be reported through training reports in the quarterly reports. These training sessions will be organised on a quarterly basis as long as necessary level of capacity and competence has been reached.

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Output 1.2. Targeted technical training on environment and climate change and disasters in the transport sector delivered at multiple levels

ACTIVITY TIMELINE DELIVERABLE EXPERTS

Organisational analysis, and a baseline capacity gap assessment with regards to the RTDA’s organisational capacity for climate change resilience of roads and preparing a capacity building and training plan 3.6. – 15.8. 2019

Capacity building plan including Training plan

Capacity Building Specialist, DTL

Organise trainings for the key stakeholders, on the environment, climate change, and disasters in the transport sector

1.9.2019 – 30.6.2021

Training sessions and training reports All the experts

Output 1.3. A programme for student internships and excellence awards.

This will be targeted at engineering and other college level students. Short to long-term internships for students will be provided through this component from various Higher Learning institutions and Technical Schools. Interns will also participate in all training activities (Output 1.2).

The Consultant will liaise with the Client to source students for internships during the project implementation. Furthermore, the Consultant will organise a competition for excellence awards for best study or thesis report on the categories of disaster response and recovery in the transport sector, environmental management and resilience, and technological innovations. To encourage the students for the work, the Consultant will organise a lecture on climate resilience in the road transport sector at the University of Rwanda and share with them the guidelines for competitive research project development. The reception of first intake of Internees may be placed at the beginning of 2020, since the academic year start in September for undergraduate and September of March (two different intake) for postgraduate students. By end of May most of them should be able to start the internship.

Output 1.3. A programme for student internships and excellence awards established.


Drafting the Student internship and excellence awards programme plan

1.9. – 15.10. 2019

Student internship and excellence awards programme plan

Capacity Building Specialist

Internship student placement and mentoring

1.5.2020 – 30.6.2021

Student internships and excellence awards programme delivered

Most of experts will be involved

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Output 1.4. Detailed technical assessment and recommendations for improved road and bridge planning.

According to the TOR a detailed technical assessment and recommendations for improved road and bridge planning, design, maintenance, repair and recovery in Rwanda, especially Western, Southern and Northern provinces should be undertaken. The review will include all environmental, engineering and social factors contributing to sector vulnerability.

The report will also include recommendations for improved road and bridge works elsewhere in the country.

Output 1.4. Detailed technical assessment and recommendations for improved road and bridges


Carrying out technical assessment and recommendations for improved road and bridge planning, design, maintenance, repair and recovery 2.5. – 30.11.2019

Detailed technical assessment and plan with recommendations

Bridge Engineer, Road/Pavement Engineer, Geologist

Output 1.5: Review of technical standards and development of new guidelines/standards

In collaboration with MININFRA, RTDA, IER and Academic Institutions, integration of environment, climate change adaptation and disaster risk management into existing and upcoming technical standards, guidelines and planning tools throughout the transport life cycle, including master planning & budgeting, design, construction, materials sourcing, hydraulics & drainage, procurement, maintenance, disaster response and reconstruction practices.

The Consultant is expected to start work from Month 1 on the issue of incorporating the climate change factors to the existing and upcoming guidelines/standards over a duration of at least 8 months.

1. Review of existing technical standards/guidelines

A review of existing technical guidelines for road and bridge design will be undertaken to integrate engineering innovative options, environment, climate change adaptation and disaster risk management as required. This sub-section explains the methodology and main activities used to deliver under this activity.

Identification of the existing technical guidelines/standards to be revised

During the inception phase, the consultant in consultation with the client and the above-mentioned stakeholders has identified a list of existing standards to be considered for review (as tabulated in the table below). The documents are either in draft form or they are standards used in Rwanda.

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Existing standards to be revised:

Standards/Guidelines Issuing Organisation Draft Geometric Design Manual (2014) RTDA Draft Bridge Design Manual RTDA Draft Drainage Design Manual RTDA Draft Pavement Design Manual (2014) RTDA Rwandan Standard RS 267-1 2015: Feeder Roads-Guidelines for Design Feeder Roads- Guidelines for maintenance

RSB

Standard specifications for road and bridge works

RTDA

The proposed methodology for the review takes into account that these standards/guidelines are existing and there is a need to identify the gaps through the following different steps:

• Conduct a literature review on engineering innovative solutions, climate change proofed related guidelines/standards and the best practises in the region in order to identify the gaps for revision;

• Field trips to the sites and case study/assessment

• Collect data from stakeholders as required

• Integrate engineering innovative options, environment, climate change adaptation and disaster risk management into the mentioned existing guidelines/standards

• Consult the client and stakeholders on the proposed changes of the specific guidelines/standards

• Incorporate views and comments to the draft revised in the provision of climate change.

2. Development of new technical standards/guidelines

Based on the project ToR, Consultant’s analysis and information collected from the client and stakeholders, the following guidelines/standards will be developed.

List of new technical guidelines/standards to be developed.

• Road materials stabilisation • Seals technology • Gravel roads inspection and maintenance • Emergency bridges, emergency response to landslides and flooding as well as erosion and

control measures • Quarry and borrow pit exploitation and restoration

For the development of these new guidelines with engineering innovative solutions, environment, climate change adaptation and disaster risk management integrated, the consultant has proposed the following main steps for the methodology:

- Carry out a literature review on the current international best practices for climate resilient road master planning, design, construction, material sourcing (quarries and borrow pits), hydraulics, drainage, procurement, budgeting, maintenance, and disaster response and recovery activities.

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- In liaison with MININFRA, RTDA, REC, and National University of Rwanda and other academic institutions, the Consultant will help integrate the international best practices to the Rwandan road transport sector, and the associated planning and budgeting bodies.

An ideal approach to be discussed with the Client and critical stakeholders would include the following activities:

• Set up technical Working Groups (WG) • Data collection from members • Identification of a number of road sections - especially in Western, Southern and Northern

provinces - that have suffered from landslides, floods, or other climate change induced impacts.

• Field trips to the sites and case study/assessment • Prepare first Draft of the guidelines/standards after undertaking the desk study, document

review & field visits. Send to Client for comments. • Consultation 1: Discussion with stakeholders and Working Group (WG). Prepare first draft

post-Consultation 1 and send to RTDA/WG and NDF reviewers for review. Discuss the first draft in a meeting with the WG members.

• Based on the comments received from the review and meeting, second draft is prepared. • Consultation 2: Conduct Stakeholders workshop and prepare a workshop report • Based on the workshop feedback prepare Final Draft of guidelines/standards. • Print and publish each guideline/standard

Output 1.5. In collaboration with MININFRA, RTDA, IER , RAPEP, RDB, and Academic Institutions, integration of environment, climate change adaptation and disaster risk management into existing and upcoming technical standards, guidelines and planning tools throughout the transport life cycle, including master planning, design, construction, materials sourcing, hydraulics, drainage, procurement, maintenance, disaster response and reconstruction practices.


Development of guidelines and technical standards including: • Stakeholders consultations

and follow up of procedures with RSB

• Draft ver. 1.0 • Consultation on ver. 1.0 • Piloting • Draft ver. 2.0 • Consultation on ver. 2.0 • Final draft

2.5.2019 – 31.10.2020

Revised guidelines and technical standards New guidelines and technical standards

Bridge Engineer, Road/Pavement Engineer, Geologist,

Hydrology Engineer, TL, DTL

Output 1.6. Awareness campaign for local communities

The TOR requires the development of an awareness raising programme with local populations and labour-based maintenance crews, implemented in cooperation with MINEMA and LODA. The programme should include general awareness regarding disasters and climate change, specific information of the importance of road and drainage protection, for instance proper waste management along road; and soil conservation practices to reduce downstream erosion and landslides.

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Included are training needs assessment, preparation of training modules and training material, training plan, delivery of training and evaluation of training conducted. The deliverable expected is “Awareness raising programme implemented”.

This Output will be aligned with Output 3.1, which requires the development of a coordination mechanism for communities in transport post-reconstruction efforts, to ensure that reconstruction efforts aid locally affected populations. The deliverable is "build-back-better guidelines, and functioning community coordination”.

The Consultant’s approach

Capacity building of local communities is essential in disaster risk management, as it supports their increased resilience in front of future hazards. Disasters are local phenomena, which means that local communities will face the direct impact47.

The Consultant’s approach is to engage the community in climate change issues at the preparedness stage of disaster reduction management (also understood as climate change adaptation) and at the stage of post-disaster recovery. The table below highlights the link between the stages of DRM and specific Outputs required by the TOR.

DRR Output described in the project TOR

Preparedness/climate change adaptation

Output 1.6. Awareness campaign for local communities

Post-disaster response

Output 3.1. (Build-back-better guidelines) including a mechanism for coordination with communities affected by transport post-reconstruction efforts, to ensure that reconstruction efforts aid locally affected populations.

Post-disaster response

Output 1.5 Technical standards and guidelines Guidelines for disaster risk management for RTDA (including engagement of local communities in recovery efforts)

Output 3.1 activities are detailed in Section D22.

In order to plan adequately the delivery of Output 1.6 the Consultant made a brief assessment of current initiatives targeted at building the capacity of local communities during the inception period. The following initiatives were considered as the most relevant to our proposed approach:

• The ongoing MINEMA project: Strengthening National and Local Disaster Risk Management Capacity, Resilience and Enhancing Preparedness and Early Warning System in Rwanda. The project aims to deliver technical and financial assistance for capacity development of central and local bodies dealing with disaster management, early warning and monitoring. It also targets to increase knowledge and skills of risk of national and local institutions and population and high-risk communities from evidence-based risk assessment. This will include updating the National Risk Atlas, setting up of a National Early Warning System but also localised interventions such as awareness raising activities among population through TV/radio programmes and production.

• The Poverty-Environment Initiative in piloting the concept of Green Villages for Rwanda (closed project). The project provided an integrated approach to tackle Rwanda’s growing

47 Ingirige & Amaratunga, 2012. Minimising flood risk accumulation through effective private and public sector engagement. Background Paper prepared for the Global Assessment Report on Disaster Risk Reduction 2013. University of Salford, Manchester

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natural resource challenges, while at the same time providing homes, schools, water, gas and electricity for some of the country’s poorest and most vulnerable communities. The first Green Village was launched in Rubaya village in 2011 by the President of Rwanda Paul Kagame. An initiative of the UN, it included participatory planning with local communities and raising awareness about disaster risk reduction.

• The Feeder Roads Programme, implemented by RTDA, which involved the roadside local communities in Labour-Intensive Public Works (LIPW) activities related to road construction and maintenance, in order to ensure timely maintenance of feeder roads and provide employment opportunities for the rural population. The training component is completed, while other works components are about to finalise. The project organised the people living along the rehabilitated roads to form Local Community Associations (LCAs) and equipped them with basic knowledge and skills on road routine maintenance and entrepreneurship development, so that they can become future competitive business enterprises and/or contractors and contracts with districts for small tenders. The training targeted 260 LCAs or 7800 people across the 30 districts. It also involved one sector staff from each of the 350 sectors. To this end, the project included development of training manuals, sensitisation workshops, mapping of feeder roads, mobilisation and formation of LCAs, training of LCAs.

The Consultant met with one of the beneficiaries of the Feeder roads, during an initial field trip in the Gicumbo District48 and explored the current training needs in terms of climate change adaptation. The key insights from the discussion were that more women are increasingly interested to undertake maintenance work and that practical training on disaster recovery is welcome, as it remains a gap. Upon further discussions with RTDA it was agreed that the Consultant will complement the previous training investment done through the Feeder Programme.

Training programme structure proposal

Locations: The Consultant proposes that a list of most vulnerable road sections is selected from the Vulnerability Assessment Output 1.1. Training can be undertaken starting with the sections with the highest risk in the near future. A Training Calendar can be scheduled to cover all sections with high and medium vulnerability, in the next 3-5 years.

Training beneficiaries: The Consultant aims to create a system of training that will function by itself after the project will finish, in 2022. To this end, the Consultant proposes a TOT concept, by which 10-30 RTDA project engineers (PE) are selected as Principal Trainers. This strategy also supports Outcome 3 of the project, increasing the climate change expertise of RTDA. The Consultant will deliver training to the PE who, in turn, will train District Road Engineers and Environmental Specialists, as well as Cell representatives and LCA representatives. In this way, a network of at least 90 trainers will be created at the District level, as well as 350 trainers at cell level.

The Consultant will:

• Run a training needs assessment at the level of district and LCAs, which will result in • Curricula development, followed by • Selection of TOT beneficiaries – 10-30 Project Engineers from RTDA, the Road Engineer and

Environmental Specialist at the District level (60), Cell representatives and LCA representatives (number to be determined)

• Development of the Trainer’s Manual and training materials (translated in Kinyarwanda) • Delivery of TOT to 10-30 PE in RTDA • Shadowing (assisting) the Trainers in the first TOT sessions at the District Level (exact

number to be determined) • Shadowing the first local community training sessions (exact number to be determined) • Training assessment

48 More information about the field trip is included in Error! Reference source not found.

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Training content: A preliminary list of topics is summarised below. A more precise list is to be identified through the training needs assessment.

• What is climate change? • What is disaster risk management? • Preventive work to increase resilience of roads and bridges (maintenance); slope erosion

and water management; • Disaster response – what can the local community do to better cope during a disaster • Post-disaster recovery – how can the local community be involved in fast recovery? Build-

back-better activities for bridges and roads.

The role of the LCAs in disaster response and post-disaster recovery will be further included as part of the Guidelines for Disaster Risk Management to be drafted for RTDA, as part of Output 1.5. The Guidelines will include specific roles for the local communities in recovery efforts for roads and bridges affected. The new Guidelines will be aligned with the existing procedures on disaster management in Rwanda, as provided by the Prime Minister’s Order 98/03 of 2018, the 2016 National Disaster Contingency Matrix, as well as the National Disaster Management Policy of 2012.

The Consultant will also prepare material for RTDA to place available on their website. Other training materials may include leaflets and infographics on the topic. The Consultant will carry out evaluation of the effectiveness of the trainings as part of the training programme.

Output 1.6: Awareness raising programme with local populations

Activity Timeline Deliverable Experts

1. Vulnerable road sections prioritisation for training to local communities

2. Training needs assessment

3. Selection of TOT beneficiaries

4. Trainer’s Manual Development

1.10. – 30.10.2019 Trainer’s Manual DTL

5. Training sessions delivery and shadowing of trainers

1.11.2019– 30.1.2021 Training reports DTL

6. Training assessment 30.1. 2021 –28.2.2021

Training evaluation report DTL

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Output 1.7 Develop a bridge management and emergency management subsystems compatible with the road asset management system under development.

In December 2018 RTDA launched a bidding process for Consulting Services to develop RTDA’s Road Asset Management System, with financing from AfDB. The Services included in the bid are to review, update and implement:

1. RAMS Master Plan 2. The Architectural System Design and 3. Phase 1 of the system that would include Road Location and Road Reserve Management System,

as well as sub-related systems - Road Location Referencing, Traffic Management, Pavement Management, Unsealed Road Management, System data collection and population.

4. Build the capacity of RTDA staff and Rwandese consultants for data collection and RAMS management.

It is estimated that the new RAMS Consultant will begin the development of RAMS in February 2020, however, the preparation of the Bridge subsystem can start before that. First step will be preparation of the functional and technical requirements.

To conclude, the development of the bridge and emergency management sub-system will include the following steps:

1. Task 1. Preparation of functional requirements for bridge and emergence management sub-system

2. Task 2. Preparation of technical requirements for bridge and emergence management sub-system

3. Task 3. Preparation of conceptual system design for bridge and emergence management sub-system

4. Task 4. Preparation of hardware requirements for bridge and emergence management sub-system

5. Task 5. Preparation of software requirements for bridge and emergence management sub-system

6. Task 6. Preparation of System Architecture 7. Task 7. Preparation of System Interface 8. Task 8. Preparation of Specifications 9. Task 9. System Development (programming) 10. Task 10. Testing the System 11. Task 11. Piloting 12. Task 12. Finalising the bridge management and emergency management system after

the Pilot 13. Task 13. Data Collection 14. Task 14. Training related to all the phases

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Output 1.7. Develop a bridge management and emergence management subsystems compatible with the road asset management system under development.


Review of the current RAMS/BMS in RTDA 13.9. - 29.9.2019

Status report of the current RAMS/BMS

Bridge Engineer, RAMS Expert, BMS Expert

Preparation of Specifications for bridge and emergency management sub-system

1.11.2019 – 30.1.2020 Specifications

RAMS Expert, Bridge Engineer, BMS Expert

Development of bridge and emergency management sub-system

1.2.2020 – 30.11.2021

Bridge and emergency management sub-system operational

Bridge Management System Expert

Outcome 2: Enhanced infrastructure protection in right-of-way areas vulnerable to landslides, erosion, intense precipitation and high temperatures with benefits for local populations through research on pilot projects

Output 2.1. Best practices for right-of-way erosion control measures.

The Consultant will review the existing erosion survey results in Rwanda, and carry out supplementary erosion surveys as necessary, to establish the different localised needs within the country. The Consultant carried out a field survey to the Base-Rukomo road during the preparation of the technical proposal, and identified several erosion prone sections, especially due to poorly planned land use.

Potential causes for slope instability range from deep-seated failures (such as with landslides) to surface erosion (such as when steep slopes cause water to travel in concentrated flows, eroding a series of gullies).

Depending on the issue identified in the specific area studies, there are dozens of techniques to stabilise road slopes and prevent surface erosion. Erosion control techniques generally protect the surface from being eroded by water and wind: examples include vegetative cover, crushed stone cover, mats, and blankets. The Consultant will explore different options, such as minimising the exposed and disturbed areas and exposure time, managing on-site storm water by reducing velocity and volume, installing erosion and sediment control measures early in the construction phase and during structural maintenance, suspended and underground rainwater harvesting tanks for houses and big commercial and social infrastructures, keeping sediment on site, etc.

Temporary erosion control measures to be used during construction will also be explored, especially when the construction occurs in steep rolling topography, in cases where most of the drainage enters directly into adjacent water bodies or wetlands, or where the subsoils are erosive. Permanent measures will be recommended for the post-construction stage, when vegetation is established. Common devices for permanent erosion control include design elements, ditches and liners, riprap, soil bioengineering and biotechnical stabilisation, and vegetation establishment.

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Many erosion problems could be avoided altogether with good design practices, and this will be explored as part of the Output 1.5.

The Consultant will review the international best practices on slope protection and prepare a brief on the alternatives currently in use around the world. Mobile mapping system, a laser measurement-based method used in many countries currently to estimate the risk of landslides, might be suitable option in Rwanda as well. The problem is the very high price of such systems. Feasibility of the system in Rwanda can be evaluated.

The Consultant will consider environmental issues, and socio-economic issues (e.g. potential opportunities with each method for the local population to participate in the slope protection) and prepare suggestions for suitable alternatives. The Consultant will assist in integrating the methods into the current procurement processes of the RTDA.

Output 2.2 Implementation of small-scale pilot projects for improved environmental management, and lessons learned developed.

Small-scale projects were initially scheduled along the Base-Rukomo corridor. It is important to note that Base – Gicumbi – Rukomo (51.4km) works are 90% completed, and Nyagatare – Rukomo (73.3 km) works have reached 38% towards completion49. RTDA is currently considering identifying new sections within pipeline projects where the piloting could take place. This Output will include the following steps:

1. Pilot sites will be identified in agreement with RTDA.2. Initial assessment of issues3. Based on the different international best practices for environmental management (slope

protection, drainage, reuse of waste generated from demolitions and recycling,

49 MININFRA. (2019) Transport Sector Forward Looking JSR Report for the FY 2019 – 2020. Report shared at the Joint Review Meeting with Development Partners, in June 2019.

Output 2.1. Evaluation and identification of best practices for right-of-way erosion control measures.


Reviewing the existing erosion survey and carry out a supplementary survey

1.9. – 30.10.2019 (existing survey) + 2 weeks supplementary survey after hot spots selected

Report with recommendations on best practices

Geomorphologist, Geologist, Hydrology Engineer, Hydraulic Engineer

Reviewing the best international practices for slope protection and alternatives

1.10. – 15.11.2019


Recommendations with alternatives for best practices for right-of-way erosion control

15.11. – 15.12.2019


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rehabilitation of quarries or borrow pits, etc.), the Consultant will choose a number of methods to be tested.

4. Small-scale projects will be implemented5. Lessons learned will be developed and included in a Pilot Project Final Report. The Report

will include recommendations, including quantities presented in a form of a typical Bill ofQuantity developed and used by RTDA.

The Consultant will engage students from the University of Rwanda, and other academic institutions in this process, and provide internship opportunities for the students, and possibilities to do their final thesis as part of the project.

Output 2.2. Implementation of small-scale pilot projects for improved environmental management, and lessons learned developed.


Identification of the pilot sites including initial assessment of issues and choosing the methods to be tested

1.11.2019

31.12.2019 List of pilot project sites with issues indicated

TL, DTL, Environmentalist

Implementation of the small-scale pilot projects

1.1.2020 – 1.6.2021 Small-scale pilot projects


Analysis of the pilot project outcomes and writing a report based on lessons learnt

1.6.2021-30.8.2021 Pilot project final report


Output 2.3 Strengthened environmental performance indicators

The performance indicators will include environmental protection and will be developed, integrated and monitored by RTDA for supervision consultants and construction companies works, including but not limited to rehabilitation of quarries/borrow pits, source of local materials and road-side rehabilitation works. The Output will include the following steps:

1. Review of existing checklists by MINECOFIN/Ministry of Environment, sector strategic plans,REMA, RDB, RSB, RWFA, etc that they include an environment and climate change aspects,as well as District Development Strategies.

2. Based on the review of international best practices on environmental protection and guidedalso by the experiences from the piloting of different methods, the Consultant will prepare alist of performance indicators, that can be used for monitoring the performance ofconstruction companies in environmental protection during construction projects. Theapproach will be participatory, and the Consultant will involve relevant stakeholders.

3. The indicators will be in the form of a checklist, supplemented by a manual to guide the useof the indicators.

4. The Consultant will test these indicators on a road section identified by RTDA.5. Based on these experiences, the Consultant will help transfer these new indicators as part of

the RTDA processes. The Consultant will organise a workshop on the new indicators, where

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also private sector participants are invited, and prepare the checklist and manual in electronic form, so that it can be placed available online for a wider audience of stakeholders.

Output 2.3. Strengthened performance indicators, including for environmental protection, developed, integrated and monitored by RTDA for supervision consultants and construction companies works, including but not limited to rehabilitation of quarries and road-side rehabilitation works.


Assessment of current environmental management practices and environmental compliance in Rwanda and review of best international practices

1.11.2019 – 31.12.2019 Assessment report

DTL, Environmentalist

Drafting the version 1.0 of Guidelines 1.1.– 31.1.2020 Draft guidelines


Piloting selected environmental management practices

1.2.2020 – 30.6.2020 Pilot report


Preparation of guidelines for environmental management in RTDA

1.7.2020 – 31.7.2020 Final guidelines


Output 2.4 Small-scale pilot projects for technological engineering innovations in hotspots.

The Consultant will identify at least three hotspots across the country (using) to test the innovative new engineering approaches to climate resilient road design, construction, and maintenance, if applicable through pipelined projects. The selection of sites should result from the prioritised list of vulnerable sections generated by the Vulnerability Mapping.

Criteria should be used for identification of the hotspots, such as:

o Should be in the pipeline projectso RTDA has already studied the issueo Criticality (proximity to schools, markets, settlements)o High hazard susceptibilityo Etc

The Consultant will then choose the tested methods based on a prioritisation of the most useful methods, which have the biggest potential for improvement as compared to the current situation. Further data collection can be undertaken, to allow for an in-depth assessment of the location, as well as permit the identification of an adequate adaptation solution.

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The Consultant will carry out monitoring and evaluation of the performance of the interventions.

This piloting of the small- scale interventions will also utilise the input of the students. They will be given internship and final thesis opportunities as part of the piloting efforts.

Output 2.4. Small-scale pilot projects for technological engineering innovations in identified “hot-spots”.


Identifying hot-spots and selecting up to 3 pilot project areas and choosing the tools and methods (innovations) to be tested in the pilot project areas

1.11. – 30.11.2019

Small-scale pilot project plans

Road/Pavement Engineer, Hydraulic Engineer, Intern. Road Design Specialist

Implementation of the pilot projects including monitoring and evaluation of the performance of interventions

1.12.2019 – 1.06.2021 Evaluation report(s)

Road/Pavement Engineer, Hydraulic Engineer, Intern. Road Design Specialist

Outcome 3: Increased capacity of transport sector experts for disaster risk management

Output 3.1. "Build-back-better" bridge guidelines

The guidelines will focus on bridges and major box culverts damaged during recent flooding and bridges and box culverts that have been identified as being potentially vulnerable from future flooding; and will also include retaining wall that have failed or are in imminent danger of failing. An assessment will be made on the causes of the vulnerability and will ensure reconstruction of bridges and box culverts that will be more resilient to climate change. For bridges and box culverts at risk from potential flooding as assessment will be made for the level of anticipated flooding and recommendations made for the measures to be put in place to safeguard the bridges in such flood events. For retaining walls that have failed or are in imminent danger of failing investigations into the cause of the failure will be undertaken and potential options for replacing the failed structure will be sought and passed to RTDA for consideration. The methodology for preparing such climate resilient designs and safeguarding measures will be included in the guidelines accompanied by training of RTDA staff and testing on the ground. The potential for producing a standard set of designs will be explored as this may significantly reduce the time required to replace the damaged structures.

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Output 3.1. "Build-back-better" guidelines developed by RTDA, focusing on bridges damaged during flooding and to ensure reconstruction of bridges that are more resilient to climate change.


Identifying hot-spots where serious damages have happened due to flooding etc

1.11. – 30.11.2019

List of bridges damaged by flooding or potentially prone to damage by flooding in future including flood impact assessment

Bridge Engineer, GIS Specialist, TL

Preparation of recommended Build-back-better guidelines

1.12.2019 – 30.4.2020 New guidelines Bridge Engineer

Output 3.2. Specifications for floating pontoons for large vehicle river crossings

With increased rainfall intensity and aging bridge structures, Rwanda has begun to experience multiple and simultaneous bridge failures, crippling local and regional movement of goods and services. Backup equipment, in the form of temporary crossings using pontoon boats, is required to minimise impacts during floods. This output will support output 1.5.

The Consultant will assist the RTDA in developing specifications for the temporary structures to keep river crossings open in case of disasters, where the bridge is damaged or destroyed. The Consultant will consider different options, including pontoon bridges, truss bridges, bailey bridges, etc., and ensure that the chosen method will be suitable specifically for the particular conditions in different parts of the Rwanda, or different bridge crossings.

The Consultant will analyse the network bridge crossings and prepare a checklist of the most suitable option for each bridge crossing.

Output 3.2. Specifications for floating pontoons for large vehicle river crossings during bridge collapse developed.


Reviewing the current practices for temporary structures in case of a bridge damage and study on best options for temporary solutions fitting to Rwanda

1.11.2019 – 31.1.2020

Review of current practices and recommendations for best options Pontoon Designer

Writing the specifications for pontoon bridges including:

• Draft ver. 1.0

• Consultation on ver. 1.0

• Final draft

1.2.2020 – 31.4.2020

Specifications for pontoon bridges Pontoon Designer

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Output 3.3 Policy support on Disaster Risk Management and Adaptation to Climate Change

The Consultant has already included policy inputs into the revised Transport Sector Policy, in line with the Rwandan Green Growth Strategy as well as the recently adopted Environment and Climate Change Policy (June 2019).

The Consultant has carried out an extensive literature review on mainstreaming environment and climate change issues at the national level and has used the short time in the most beneficial way. Given the late stage at which the Consultant was involved (MININFRA had been working for two years on the Policy document), the Consultant agreed with the Transport Division within MININFRA on including a subsection on transport resilience. Annex 9 summarises the exact input that the Consultant included in the Policy.

This is the first step of mainstreaming resilience issues in the road sector. More remains to be done and the Consultant will explore a Roadmap for the remaining tasks, which will include, among others:

• identifying current international best practices for climate resilient road master planning, design, construction, material sourcing (quarries and borrow pits), hydraulics, drainage, procurement, budgeting, maintenance, and disaster response and recovery activities.

• In liaison with MININFRA, RTDA, IER, and University of Rwanda and other academic institutions, the Consultant will help integrate the international best practices to the Rwandan road transport sector, and the associated planning and budgeting bodies. The Consultant will utilise also the information from an identical review from a similar project being currently carried out in Mozambique by the Consultant. The integration will be done through preparing new guidelines, standards, and policy options based on the international best practices. The Consultant will also prepare TORs for small scale pilot projects to test these new approaches in Rwanda.

Output 3.3. Disaster Risk Management and Adaptation to Climate Change incorporated into revisions of the Transport Sector Policy (2015-2016), and in line with the Rwandan Green Growth Strategy.


Draft an individual chapter on environmental, social and climate change issues within the Transport Sector medium term policy

20.4.-30.6.2019 Chapter in Policy Paper


Develop an accompanying Strategy for Transport Sector Policy implementation

1.6.-30.6.2019 Strategy document


Integrate lesson learned from the project into relevant policy documents

1.6.-30.6.2021

Report with lessons learned during the project


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A Consolidated Workplan of all activities throughout the project is included in Annex 12. Consolidated Workplan.

4.2. Personnel

All the key experts of the contract are available for the Project. These experts with their original time allocations are:

• K-1 Mr Kari Suominen, Team Leader 32 person-months • K-2 Mr Richard Ngendahayo, Deputy Team Leader 30 person-months • K-3 Mr Markku Knuuti, Road Asset Management Expert 8 person-months • K-4 Mr David Jones, Bridge Engineer 4 person-months • K-5 Dr Georg Petersen, Hydrology Engineer 6 person-months • K-6 Dr Elias Nyandwi, GIS/Remote Sensing Specialist 5 person-months • K-7 Mr Francis Dangare, Road/Pavement Engineer 4 person-months

The original team of non-key experts with their time allocations is:

• N-1 Geomorphologist, Mr Patrick Byusa 6 person-months • N-2 Hydraulic Engineer, Mr Jean Bigagaza, 6 person-months • N-3 Pontoon Designer, TBN 4 person-months • N-4 Forestry, Land and Natural Resource Management-Ecosystem Based Adaptation

Specialist, Mr Toni Paju 4 person-months • N-5 Capacity Building Specialist, Ms Casandra Bischoff 6 person-months • N-6 Monitoring and Evaluating Specialist, TBN 4 person-months • N-7 Support Staff: Project Assistant/Secretary. Full time. • For those non-key experts which have not yet been selected the Consultant will send the CVs

for evaluation after this inception report has been approved.

During the inception phase following (internal) changes for the Project Team are proposed to be done to be sure that the Project outputs can be delivered on time in the Project. Anyway, this proposal does not affect the total person-months or to the Project budget as agreed by the Client and Consultant.

Transfer of 6 person-months from international Road Asset Management Expert to International Road Designing Expert 2 person-months and 4 person-months to local Road Expert who would be carrying out the revision of manuals and standards.

Transfer from the Team Leader position to the international Geotechnical Expert (who has experience of preparation of designs of hotspots) 4 person-months.

The post of environmentalist was not included originally in the expert lists. The Consultant now proposed to add local environmentalist to the team. For this post total of 4 person-months is proposed. These would be transferred from the Hydraulic Engineer post (2 months) and from the post of Geomorphologist (2 months).

Non-key expert post N-6 is proposed to be changed from Monitoring and Evaluating Specialist to Survey/Data Management Specialist. This change will serve the needs of BMS development.

The revised design of the Output 1.7. requires expert with extensive programming experience. Therefore, a new non-key expert post must be established for Bridge Management System Expert. Proposed 3 person-months for the post are proposed to be transferred from Bridge Engineer post (2 months) and Forestry, Land and Natural Resource Management-Ecosystem Based Adaptation Specialist post (1 month).

After all these internal changes in the personnel, described above, the Consultant’s proposed expert team has a composition and person-month allocation as listed below.

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Key experts:

• K-1 Mr Kari Suominen, Team Leader 28 person-months • K-2 Mr Richard Ngendahayo, Deputy Team Leader 30 person-months • K-3 Mr Markku Knuuti, Road Asset Management Expert 2 person-months • K-4 Mr David Jones, Bridge Engineer 2 person-months • K-5 Dr Georg Petersen, Hydrology Engineer 6 person-months • K-6 Dr Elias Nyandwi, GIS/Remote Sensing Specialist 5 person-months • K-7 Mr Francis Dangare, Road/Pavement Engineer 4 person-months

Non-key experts:

• N-1 Geomorphologist, Mr Patrick Byusa 4 person-months • N-2 Hydraulic Engineer, TBN, 4 person-months • N-3 Pontoon Designer, TBN 4 person-months • N-4 Forestry, Land and Natural Resource Management-Ecosystem Based Adaptation

Specialist, Mr Toni Paju 3 person-months • N-5 Capacity Building Specialist, Ms Casandra Bischoff 6 person-months • N-6 Survey/Data Management Specialist, TBN 4 person-months • N-7 Support Staff: Project Assistant/Secretary. Full time. • N-8 International Road Designing Specialist, TBN 2 person-months • N-9 International Geologist 4, TBN person-months • N-10 Environmentalist local, TBN 4 person-months • N-11 Road Engineer local, TBN 4 person-months • N-12 Bridge Management System Expert, TBN 3 person-months

4.3. Reporting

The requirements for the content of different reports are specified in ToR as follows.

This Inception Report includes the updated, detailed working plan and the adjusted methodology for the implementation of the project, as well as identification of any major issues and problems likely to be encountered. According to the ToR, the Draft Inception Report is to be submitted in the end of Inception period, i.e. six weeks after project commencement. The draft final Inception Report was submitted in July after feedback received from RTDA and all the other key stakeholders. The Final Inception Report was submitted in August 2019, after second round of comments received. The first Steering Committee meeting was held on 12th September and the Final Inception Report received a conditional approval. One more round of comments was given and after feedback from the Steering Committee and NDF was received this very final version of Inception Report was made..

The Quarterly Reports (no more than 15 pages excluding annexes) will include the progress of the assignment. The Report will be submitted at the end of each quarter, including:

• A work programme of the project showing actual progress against scheduled, describing achievements by Outcome and Outputs, as per the ToR

• A summary of the progress made, including any problems encountered during the period and how they were resolved

• Guidance and decisions required • A work plan for the coming quarter including dates of key experts' arrivals and departures

The Mid-term report is prepared in preparation for the midterm review of the project and will highlight progress compared to plan against all aspects of the consultancy. Any suggestions to

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revisions or changes in the overall Project or the Assignment should be included. Format and timing of this report will be agreed with employer and NDF.

The Draft Final Report will include the systematised results of the assignment, lessons learned and recommendations to improve the capacity of RTDA in planning climate resilient road network.

The Draft Report should be submitted within the last two (2) months prior to project completion. The report shall summarise information on Project completion including works accomplished, all contract events and other pertinent information for the duration of the consultancy contract. The report will include, but is not limited to:

• Major project events, performance of the contractors, operation of the project, actual and price inflated (to completion year), project cost (foreign and local costs separately) by implementation year, and labour employed by skilled/unskilled, foreign/local and male/female categories in man- years

• The relative successes (problems) and lessons learned in the implementation of each of the outputs, this section of the report will also contain an assessment of the impact of road improvement on the economy and social aspects for the project areas, the environmental aspects, the final resettlement monitoring report, and the results of the project performance monitoring and evaluation

• "As-built" drawings for pilots • Progress and completion of all deliverables of the Assignment • Expenditure report for the Assignment • Any other information as agreed with employer and NDF

The report will be no more than 15 pages excluding annexes.

The Final Project Report should be submitted within three (3) months of final completion of the Contract. The Final Project Report will be finalised by incorporating comments received on the Draft Final Report. The report will be no more than 15 pages excluding annexes.

In addition to the scheduled project reports, described above there is a big number of Technical Reports included in the Deliverables related to overall assistance and project implementation. These reports will be delivered according to the schedule agreed with the Client, as presented in the Table below.

All reporting in the Project will be done in English language only.

Deliverables Consolidated

Table 10. Deliverables Consolidated table

Deliverable Deadline 1. Inception report Draft 21.5.2019, Draft

Final 24.7.2019 and Final 21.8.2019 and 2nd Final 27.9.2019

2. Quarterly reports (End of each quarter) 30.6.2019, 30.9.2019, etc 3. Midterm report 30.5.2020 (tentative) 4. Draft final report 30.11.2021 (tentative) 5. Final report 28.2.2022 (tentative) 6. Detailed capacity building Plan 31.7.2019 7. Detailed country-wide, multi-layer GIS- vulnerability map 31.10.2019 8. Targeted technical training delivered and reported according to agreed plan

30.6.2021

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9. A programme for student internships and excellence awards 30.9.2021 10. Detailed technical assessment and plan with recommendations for improved road and bridge planning, design, maintenance, repair and recovery

31.10.2019

11. Revised technical standards and new guidelines on road materials stabilisation, seals technology, gravel roads inspection and maintenance to adapt to climate change

31.10.2020

12. Awareness raising programme with local populations and labour-based maintenance crews implemented in cooperation with Ministry In Charge of Emergency Management and the Ministry of Local Government/LODA

28.2.2021

13. A bridge maintenance management system specification compatible with the road asset management system being developed

30.11.2021

14. Report with recommendations on best practices for right-of-way erosion control measures

30.12.2019

15. Report with recommendations for improved environmental management based on experiences from small-scale pilot projects

30.8.2021

16. Improved performance reports with strengthened performance indicators

31.7.2020

17. Calibration of research outcome from small-scale pilot projects for technological engineering innovations in identified "hot-spots"

1.1.2022

18. Revised "Build-back-better" guidelines, and functioning community coordination

30.4.2020

19. Specifications for floating pontoons in bridge manual 30.5.2020 20. Revised Transport Sector Policy 30.6.-2021

5. INTERNAL QUALITY ASSURANCE PLAN

5.1. Quality Control Principles

The Consultant has the ISO 9001:2015 and ISO 14001:2015 systems in the project, and the quality management for the project will be based on the same principles. There are seven quality control principles that form the ISO quality systems. These include: 1) Customer focus; 2) Leadership; 3) Engagement of people; 4) Process approach; 5) Improvement; 6) Evidence-based decision making; and 7) Relationship management.

Customer focus will mean gathering continuous feedback from RTDA and the NDF regarding the quality of the deliverables and accommodating any potential additional requests to the activities of the Consultant as possible.

Efficient leadership means efficient coordination of and communication within the project. This requires tight cooperation between the team leader and the top management of FinnOC. FinnOC’s management will ensure that the team leader and the rest of the team members have all necessary resources available for them in order to successfully carry out the project.

Engagement of people will help ensure that the entire project personnel understand their tasks, timelines, and the quality principles that the Consultant is committed to.

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Process approach means efficient and secure handling of project documents. In practice, the Consultant has a system in place where it utilises Dropbox for document management.

Improvement is done through maintaining a deviance log, where all issues are reported, and their handling is followed up upon. This is part of the standard quality control practices already in place at FinnOC.

Evidence-based decision-making means basing decision on factual evidence and maintaining records on them.

Relationship management means familiarising with and utilising the networks of people and organisations, who are already carrying out similar work in Rwanda. This will enable taking the maximum value of the potential synergies with other projects and help avoid doing duplicate work for the Client.

5.2. Quality management system

As mentioned above, the Consultant has the ISO 9001:2015 and ISO 14001:2015 quality certificates, and the Consultant will be carrying the project using the principles of these systems.

The key parts of the quality management system are: 1) Dropbox for document management; 2) Deviance log for solving issues; 3) Quality control of the deliverables; 4) Mechanism for gathering and processing feedback; and 5) Quality audits and management reviews for continuous improvement. A further description of these components is included below.

The Consultant has a Dropbox system in place, where all the operational and project documentation of the Consultant have been uploaded to cloud server. The access to the Dropbox system is strictly regulated by the top management of FinnOC. The Dropbox system has a standard structure for projects. This includes folders on: 1) Administration; 2) Deliverables; 3) Existing Literature; 4) Data; 5) Meetings; 6) Training and Workshops; 7) Photos; 8) Timesheets; 9) Travelling; 10) Work Plan; 11) Correspondence; 12) Contact Information; and 13) Miscellaneous. This structure includes also several sub-folders. The structure has been tested through several years of implementing projects with more or less the same document management, and it has been working well throughout the inception phase.

The Consultant utilises a deviance log for solving any issues. The log is an Excel file, and all deviances and issues arising in the project are documented there. The deviance log is made to ensure that all issues are documented and solved as they arise. One of the key purposes of the deviance log is to make the solving of issues a systematic process, with clear timeline and responsibilities. The deviance log is constructed of the following content: 1) Date of the issue; 2) Description of the issue; 3) Root cause analysis of the issue; 4) Corrective actions taken; and 5) Responsibility for follow-up. The deviance log is also reviewed periodically within the management reviews, and any constantly arising issues will be integrated in to FinnOC’s internal operating guidelines.

Quality control for the deliverables are done by the quality management team at FinnOC. This includes the quality manager of FinnOC, the managing director, the institutional development specialist, and the team leader of each project. The quality management process includes reviewing the project deliverables that are sent to the Client for typos, grammar, and consistency. The review process is same for all of the deliverables in FinnOC’s projects.

FinnOC gathers constant feedback on the deliverables and level of service provided by the company. Any feedback in written form is stored to the correspondence folder in the Dropbox document management system. In case of negative feedback, it is also inputted into the deviance log, in order to facilitate the resolution of the issues. Verbally given negative feedback is also inputted into the deviance log and resolved accordingly.

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Finally, FinnOC carries out periodical quality audits and management reviews in order to improve its level of service and resolve any recurring issues. The quality audits are held annually, and the management reviews bi-annually. Both of these involve the top management of the company, and the quality audits also involve an external evaluator. The management review and quality audits will serve the purpose of developing the operations of FinnOC on the long term.

5.3. Quality audits and management reviews

As part of the quality management systems, the Consultant is regularly carrying out quality audits and management reviews, to ensure the functioning of the quality management system, and prevention and management of potential deviations. The quality management audits will include an external professional auditor, who will visit the Consultant’s headquarters, and audit the proper functioning of the quality management system. The Consultant will have to pass the audits in order to renew the ISO 9001:2015 and 14001:2015 quality certificates every year. The management reviews are a meeting among the top management and quality manager of the Consultant, who will review the state of the quality management and potential needs for improvement. The management reviews are held bi-annually.

5.4. Information and document management

The Consultant is currently using a cloud-based information and document management system, which will also be used in carrying out the project. The cloud-based system will enable efficient sharing of all project related information and data between the project experts, with everyone having a global and instant access to the files. The availability of the information and documents in strictly regulated by the project director, based on whether a given expert is currently providing input to the project. The project folder structure is based on the ISO9001:2015 quality management principles and is used in all of the projects carried out by the Consultant.

As mentioned earlier, this system is done through Dropbox, where the experts working in the project have an access. The administrative documents and other sensitive information is shared only with the top management of FinnOC, including managing director, vice president, and office manager. The Consultant has a system for labelling files, where all authors must indicate the update date of the document, the document name, and the author.

All of the reports under the contract will include a one page on document control immediately after the front page. The Document Control page will include the following information: 1) Project Contract Name; 2) Country; 3) Date; 4) Version of Document; 5) Prepared by (names of consultants who have prepared the document); and 6) Reviewed by (names of quality managers who have reviewed the document before sharing with the client). Finally, all of the documents are proofread by a qualified expert, who specialise in proofreading of documents, prior to submission.

6. PROCUREMENT PLAN According to the ToR, the Rwanda Transport Development Agency (RTDA) will in accordance with NDF's Procurement Guidelines procure and provide the following:

• Equipment related to the pilot-project identified in outcome 2 (outputs 2.2 and 2.4) • Data services contracts • Computer equipment and software required for producing hazard maps (Output 1.1) and

the asset management system (Output 1.7) • Civil works • Provide vehicles for land transport

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Equipment and vehicles will be retained by the employer upon completion of the contract. Budget for the foregoing procurement is not part of the consultant contract.

Items to be purchased will be procured by using the procurement method Shopping, whereby at least three quotations will be solicited by the byer and the lowest cost supplier who meets the pre-set criteria will be awarded the contract. For the procurement of vehicles, specifications of vehicles shall be agreed between RTDA and NDF and NDF must provide No Objection to any request for quotations, before such request is sent to potential supplier.

After the inception phase, the Consultant will support the Client to prepare a detailed list of items for each category. It is important to prepare the detailed procurement plan as soon as practical, as the procurement processes are always time consuming and if the preparation and implementation of the procurement plan is not done in timely manner it can have a huge impact on the project’s overall successful implementation.

The Consultant also proposes RTDA to consider including per-diems for the students who will be involved in the field data collection during the Project implementation. This is proposed to be part of the capacity building programme.

7. VISIBILITY ACTION PLAN The purpose of the visibility action plan is to conduct stakeholder communication and engagement. The Consultant wants to ensure that valuable information is shared with the main partner RTDA, but also with different ministries and provincial governments and other stakeholders, such as the World Bank, JICA, AfDB, NDF and the European Union in Rwanda (adjust the list accordingly). The Consultant considers that stakeholder engagement is essential in order to successfully carry out the project and to produce the best possible outcome for the project.

The Consultant has organised together with the Client an Inception Workshop for the main experts and technicians involved in this project from RTDA, in order to plan together the way forward. Different donors and other stakeholders were invited to the event. The Consultant aims to foster communication between different stakeholders and search for possibilities for cooperation between the Consultant, RTDA and other main actors in the field of climate change and infrastructure projects in Rwanda. The Consultant considers that RTDA will benefit the most from the project’s activities when different projects and actors practice dialogue and search for the best practices together.

The Consultant will also participate in meetings and workshops arranged by other stakeholders in Kigali.

The Consultant will conduct constant dialogue with RTDA through the counterparts. Also, the Consultant will share monthly information about the progress of the project, which will be used in the internal reporting system of the Agency.

8. CONCLUSION The Methodology proposed initially by the Consultant remains valid. In a snapshot, the methodological approach includes:

• Research activities: road network vulnerability mapping, technical assessment of all project cycle processes for roads and bridges, as well as erosion study

• Piloting in small-scale projects adaptation solutions identified as a result of assessments • Recommend new business processes through climate-proofed Technical Standards and

Guidelines for planning, design, construction, maintenance, procurement, rehabilitation, etc.

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• Mainstream resilience issues into the new Transport Sector Policy currently developed by MININFRA.

• Support the Client and strategic stakeholders with capacity building and awareness tools.

2. Clarity over complementary roles with other relevant ongoing projects should be reached at the beginning of the project. The Consultant should coordinate especially with the new FEEDER project (RTDA/World Bank), the Early Warning System as part of LAFREC project in MINEMA, Rwanda Risk Atlas project (MINEMA), as well as future RAMS project (RTDA).

3. The Workplan was updated to respond to the needs identified together with the Client during the Inception Phase. The two main proposed changes are:

• Development of Technical Standards and Guidelines 5 months earlier • Start the work on policy in the first two months of the project, as MININFRA submitted the

Transport Sector Policy in June 2019.

4. A key factor for the sustainability of this project is financing the newly identified adaptation costs that RTDA will incur in the future. RTDA, RMF and MINECOFIN, as well as other critical stakeholders will need to explore together new financing sources that will support RTDA in fulfilling its adaptation mandate.

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and public sector engagement. Background Paper prepared for the Global Assessment Report on Disaster Risk Reduction 2013. University of Salford, Manchester

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5. ESRI, Consultancy Services for Conducting Road and Public Transport Accessibility Study in Rwanda, 2019

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7. Goodin R., (Ed.) 2011. Overview Of Public Policy: The Public And Its Policies. In: The Oxford Handbook of Political Science. Oxford University Press. ISBN: 9780199604456.

8. Intergovernmental Panel on Climate Change (IPCC). (2014). Summary for Policymakers. In: Climate Change 2014: Mitigation of Climate Change. Contribution of Working Group III to the Fifth Assessment Report of the Intergovernmental Panel on Climate Change [Edenhofer, O., R. Pichs-Madruga, Y. Sokona, E. Farahani, S. Kadner, K. Seyboth, A. Adler, I. Baum, S. Brunner, P. Eickemeier, B. Kriemann, J. Savolainen, S. Schlömer, C. von Stechow, T. Zwickel and J.C. Minx (eds.)]. Cambridge University Press, Cambridge, United Kingdom and New York, NY, USA.

9. International Monetary Fund. (2019). World Economic Outlook: Growth Slowdown, Precarious recovery. Washington DC.

10. International Monetary Fund. (2019). World Economic Outlook: Growth Slowdown, Precarious recovery. Washington DC.

11. McKay A., Verpoorten M. (2016). Growth, Poverty Reduction, and Inequality in Rwanda

12. McPherson K., Bennett R. (2005). Success Factors for Road Management Systems. Transport Note No. TRN-29. World Bank Group. Washington DC.

13. National Institute of Statistics of Rwanda (NISR). (2016/2017). Poverty Profile Report. Kigali, November

14. National Institute of Statistics of Rwanda (NISR). (2018). Rwanda Statistical YearBook. Kigali, December

15. Notre Dame ND-GAIN Country Index, Vulnerability and Readiness, 2018, retrieved in June 2019 from https://gain.nd.edu/our-work/country-index/rankings/

16. Republic of Mozambique. ANE. (2018). Consultancy Services to “Provide Technical Assistance to Develop Capacity for a Climate Resilient Road Sector” RFP No.: 08/DG/360/2016. Maputo.

17. Republic of Rwanda. MIDIMAR. (2015). The National Risk Atlas of Rwanda. Republic of Rwanda, Kigali.

18. Republic of Rwanda. (2011). Green Growth and Climate Resilience: National Strategy for Climate Change and Low Carbon Development. Republic of Rwanda, Kigali.

19. Republic of Rwanda. (2015). MIDIMAR. Rwanda Risk Atlas, Kigali

https://gain.nd.edu/our-work/country-index/rankings/

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20. Republic of Rwanda. (2017). RTDA Service Charter, Kigali

21. Republic of Rwanda. (2018). Road Maintenance Fund (RMF). Rwanda Transport Development Agency (RTDA) Recommendations on development and implementation of the Rwanda Road Asset Management System. Version 9.

22. Republic of Rwanda. (2018). Third National Communication: Report to the United Nations Framework Convention on Climate Change. Republic of Rwanda, Kigali.

23. Republic of Rwanda. (2019). Transport Sector Policy Draft, Kigali

24. Rwanda Statistical Yearbook (RSY). 2018

25. Singh A., Barr J., Lund G., Tovivo K., Tilahun M., Apindi E., Giese K., Nyamihana C. (2015). Rwanda - State of Environment and Outlook Report 2015.

26. UN 2007. Building Disaster Resilient Communities. Good Practices and Lessons Learned. A Publication of the “Global Network of NGOs” for Disaster Risk Reduction

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29. Fidele Karamage, Chi Zhang, Felix Ndayisaba, Hua Shao, Alphonse Kayiranga, Xia Fang et al. (2016). Extent of Cropland and Related Soil Erosion Risk in Rwanda. Sustainability.

https://www.climatelinks.org/

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ANNEXES

Annex 1. Project TOR

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Annex 2. Brief description of Joint Venture companies Finnish Overseas Consultants (FinnOC) Ltd, provides a comprehensive range of services, including climate change vulnerability and impact studies, establishment of road asset management systems, environmental and socio-economic research in road sector projects, road network vulnerability mapping and GIS analysis, disaster risk management, capacity building and institutional development.

FinnOC has a broad overseas experience in assisting public and private sector organisations in the planning, procurement and implementation of different sectoral development projects and programmes. Projects implemented by FinnOC have been financed by the Nordic Development Fund, World Bank, Asian Development Bank, European Union, EBRD, as well as a number of bilateral donor agencies and national governments. The list of project references covers about 30 countries in Africa, Asia, the Americas, Pacific and Europe. FinnOC has a wide network of cooperation partners and it operates in most projects together with other international consultants, as well as with research institutes and universities. Finnish Overseas Consultants has a proven track record in developing innovative tools and methods for prioritising road projects based on social and economic benefits. The latest international award for the company came from World Road Association (PIARC) for developing a tool to World Bank for prioritising road projects based on estimated socio-economic benefits. Website: www.finnoc.fi

FCG International Ltd. (FCG) is a specialised engineering consulting, institutional capacity and human resources development company. FCG International is a member of the FCG Finnish Consulting Group, a wide network of international consulting companies. FCG has 60 years of experience in development cooperation work in Africa, Asia, the Middle East, the Pacific, Latin America, Russia, and Eastern Europe, during which the company has carried out approx. 5,000 projects in 150 countries worldwide. Portfolio of FCG includes expertise in water supply and wastewater management, natural resource management, environment, infrastructure, ICT, education and training, business management, policy advice and development.

FCG’s overall approach in its international projects is to support national/local management and develop national skills necessary to operate independent of external support. Climate change adaptation and mitigation is a cross-cutting objective in all FCG projects related to urban and rural land use and area planning, infrastructure development, access to energy, agriculture and forestry. Website: www.fcg.fi

Green Growth Solutions (GGS) Ltd is a multi-disciplinary consultancy firm, with its’ head office in Kigali, Rwanda. The company is specialised in environmental and social studies, feasibility studies, baseline surveys, capacity building.

The GGS team of consultants also has strong experience in carrying out baseline surveys, including ones for Resettlement Action Plans (RAP) and Environmental and Social Impact Assessment (ESIA) projects. The GGS consultants are very experienced in work that requires extensive liaison with the local communities in Rwanda. On a methodological level, the GGS team of Consultants is also qualified in Geographical Information Systems (GIS) analysis and mapping, including remote sensing imagery (Landsat TM, SPOT and Radar) and the associated rectification, interpretation, and classification tasks. Website: http://ggsconsult.rw

http://www.finnoc.fi/

http://www.fcg.fi/

http://ggsconsult.rw/

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Annex 3. Kick-off Meeting

KICK-OFF MEETING AGENDA

Tuesday 30th of April, 2019 RTDA Office, Kigali

9.00 – 9.30 Welcome address by RTDA (by Deputy Director General)

Brief introduction of participants

9.30 – 10.30 Project background, presentation of the Consultant and experience from Mozambique (by FinnOC) Scope of work, outputs expected Draft Workplan & proposed team

10.30 – 11.45 Open discussion on project issues (workplan, schedule, Steering Committee for the project, Inception Report drafting implementation, etc)

11.45 – 12.00 Immediate next steps, deadlines and responsibilities (by GGS)

12.00 Closing address by RTDA

KICK-OFF MEETING ATTENDANCE LIST

# Name Institution Designation Email Telephone 1 NIYIGENA

Dieudonne RTDA Road designer

senior Engineer [email protected] 0789615973

2 J Bosco NTAGANIRA

RTDA Urban Transport designer & GIS

[email protected] 0788406783

3 Patrick MUGABO

REMA Climate change adaptat. officer


4 Charles MUGABO

RAPEP Advisor [email protected] 0788215484

5 Camille NYAMIHANA

RTDA Envir. safeguards specialist


6 Jean Pierre GAHAMANYI

RTDA Envir. safeguards specialist


7 Consolation TUYISHIME

LODA Urbanisation specialist


8 NDAMUSHIMA Gonzague

MINENFRA RAMS Senior engineer


9 Gloriose BIGAGAZA

GGS Consultant [email protected] 0738302453

10 Bruce KALINDA GGS Envir. officer [email protected] 0733818199 11 Jean BIGAGAZA CEO/GGS ESIA Expert [email protected] 0738306659 12 Dr Elias

NYANDWI FCG International

Consultant


13 KARI SUOMINEM

FINNOC Team leader [email protected] 0782991414

14 Emmanuel TWAGIRIMANA

UR-CST Transport/focal person


15 CASANDRA BISCHOFF

FINNOC Capacity building specialist


16 BAGANIZI RMT RAMS specialist [email protected] 0789903966

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EMILE 17 UWIMANA

Immaculee MOE Climate Change

Specialist [email protected] 0788871527

18 NIYIBIZI Jean Paul

RTDA Bridge mgmt Senior Engineer


19 KAZORA Jonah

Meteo-RWANDA

Forecasting officer


20 Celestin HAKORIMANA

RTDA S.S Specialist [email protected] 0788763677

21 MURASA Alphonse

RWFA F.E specialist [email protected] 0788864204

22 Perpetue NDUWAMARIYA

RTDA I&M senior Engineer


23 Cyprien NDAYISABA

RTDA Environmental Specialist


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KICK-OFF MEETING MINUTES

Date: April 30, 2019 (Tuesday)

Place: RTDA Conference Room

Participants: RTDA, Consultant, Stakeholders from Public and Private Institution. The list of attendants is attached in Annex 3.

Meeting Objective: Kick-off meeting of the Project

1. Introduction

Cyprien Ndayisaba, Project Coordinator on behalf of RTDA presented the purpose of the meeting and invited everyone to introduce themselves. Further on, he invited the deputy DG of RTDA to open the meeting.

The chairperson thanked the participant for their presence and called upon their contribution in the success of the services He then invited the Consultant to start the presentation, wishing all participants to have a fruitful discussion.

The facilitator introduced the agenda of the event (attached in Annex 1) and invited Kari Suominen, Team Leader on behalf of the Consultant, to present the project.

2: Project Description and Mozambique experience (Kari Suominen & Casandra Bischoff)

The team leader of the project briefed shortly the project background, Outcomes for the project as well as the team involved and project timeline.

The three-year project was commenced on April 16, 2019, as part of a larger African Development Bank (AfDB) Transport Sector Support Programme to upgrade the 125 km Base-Gicumbi-Rukomo-Nyagatare road section. This project is financed by NDF and will provide technical assistance to build knowledge and develop technical and policy tools for the transport sector to integrate climate change adaptation and efficient response to natural disaster into all aspects of the transport life cycle. Opportunities will also be provided to pilot innovative approaches to reduce damages and prevent them from occurring - whereby manuals and guidelines for slope stability, disaster management, recycling, stabilisation and sealing technologies will be developed. The current team comprises at this moment 15 staff, international and local.

Since FinnOC is currently involved in a similar project in Mozambique, RTDA requested that a brief presentation of the Mozambique experience is shared at the Kick-off. Casandra Bischoff, the capacity building specialist, involved in the Mozambique project, presented the project work plan and lessons learned (PPT is attached in Annex 4). A summary of lessons learned is included below:

• Adaptation costs will possibly increase the budget of the agency; RTDA needs to secure its relationship with MINECOFIN from the early start.

• Critical relationships with external stakeholders need to be built, e.g.: MINECOFIN, Meteorological Institute (for data transfer), etc.

• The duration of procurement can affect achievements of Outputs. • RTDA plans to develop RAMS need to be clarified in order for the Consultant to understand

where and when climate-change issues can be integrated in RAMS • Availability of counterparts is crucial to the success of this project • Training only is not enough; performance contracts need to be adjusted as to include the

new capacity created through training. • Adaptation to climate-change needs to come at the top of the organisational agenda

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3. Open discussion

The purpose of the session was to collect feedback, suggestions and ideas that could help the project achieve its objectives. Participants offered valuable inputs to the project, summarised below:

Discussion Deliberation

The project should ensure that it aligns with the national policy strategy documents and international obligations on climate change (e.g. GGCRS, NDC, etc.)

Suggestion noted by the Consultant

The methodology of the project should consider and include an approach that has been developed in Rwanda, ecosystem-based adaptation

Suggestion noted by the Consultant.

Private sector and local community should also be targeted by the training component of the project. The consultant was also advised to set selection criteria of LCA members to be trained.

Consultant confirmed that the TOR of the project includes training for private sector.

Local community associations were trained as part of the FEEDER projects mainly on maintenance. The current project should identify in what way their scope might need to expand, to include climate-change considerations.


The consultant was advised to consult the Ministry of Environment (MoE), REMA, MINEMA, GGGI…for other related ongoing (or planned) initiatives. In addition, the audience was informed that the MoE is reviewing the Climate Change Sectoral strategy (to be considered). For the development of standards, RSB should also be involved.


Participants wished to know if research, professional and academic internship will be part of the project.

The Consultant indicated that short to long term internship are planned and students from Universities and other Higher Learning Institutions may work on project components as part of their thesis or study reports.

Technical standards/manuals are very important to RTDA, therefore it is advised that the Consultant starts this activity as early as possible.

The Consultant confirmed that work on Technical standards will start around May 20 or earlier.

A National Risk Atlas of Rwanda was developed by former MIDIMA (Now MINEMA), with good maps. The current project could develop these maps at a more detailed scale, especially for the hotspots.


Adaptation costs should be estimated, as well as their impact on the Agency’s budget.


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4. Way forward

The following agreements were reached:

# Agreement Responsible Deadline

1. Focal persons within Stakeholder Institutions will be nominated for the project. Participants at the Kick-off who were not focal points will follow-up with Cyprien Ndayisaba (RTDA).

RTDA Focal persons to be nominated by May 6

2. Inception Report v.1.0 will be sent for consultation to all stakeholders prior to Workshop

Consultant May 20

Annex 4. Inception Phase Meetings The Consultant had individual and group meetings with the following stakeholders during the first five weeks of the Inception Stage (April 17 – May 28):

• Imena Munyampenda, Director General of RTDA and Solange Mizero, SPIU Coordinator • Dieudonne Niyigena, Road Engineer RTDA • Theonest Bizimana, HR Manager RTDA • Richard Batt, M&E Specialist, RTDA • Celestin Hakorimana, S.S Specialist, RTDA • Perpetue Nduwamariya, I&M Senior Engineer, RTDA • David Geilinger, Technical Advisor, RTDA • Jean Paul Niybizi, Bridge management Senior Engineer, RTDA • J Bosco Ntaganira, Urban Transport designer & GIS, RTDA • Camille Nyamihana, Environmental safeguards specialist, RTDA • Jean Pierre Gahamanyi, Environmental safeguards specialist, RTDA • Alfred Byiringiro, Transport Division Manager, MININFRA • Gonzague Ndamushima, RAMS specialist, MININFRA • Alphonse Hishamunda, Acting Director MINEMA • Sam Karamaga, Fiscal Decentralisation Officer, MINECOFIN • Fred Sabiti, Technical Advisor for MINECOFIN • Baganizi Patrick Emile, Road Asset Management Expert at RMF • Immaculle Uwimana, EnvironmentalSpecialist, MoE • Tabita Benegusenga, Technical Advisor for MOE • Alphonse Murasa, RWFA • Kazi Fateha Ahmed, Environmental Specialist, World Bank • Svetlana Khvostova, Environmental Specialist, World Bank • Emmanuel Taban, Highway Engineer, World Bank • Christopher De Serio, Senior Transport Specialist, World Bank • Wenxin Qiao, Transport Specialist, World Bank • Patrick Mugabbo, Climate adaptation specialist, REMA • Charles Mugabo, Advisor RAPEP • Consolation Tuyishime, Urbanisation specialist, LODA • Emmanuel Twagirimana, UR-CST • Jonah Kazora, Forecasting officer, Meteo Rwanda

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Annex 5. Data inventory for Vulnerability Mapping

S/N Dataset Variables Description Format Status comments

I. Bio-physical

1 Topography

Digital Elevation model (DEM)

DEM 30x30 m from Shuttle Radar Topography Mission (SRTM) - high quality

grid very high quality for

spatial modelling, acquired Chosen for its highest quality

DEM 30x30 m from Aster images grid generating some problems during analysis, acquired

DEM 10x10 m from Rwanda aerial photography mission 2008/9 grid

missing extreme party of the country,

acquired

Topographic map Topographic map of 1980, produced using Aerial mission of 1978 raster

scanned and georeferenced in 16

sheets and still valuable for physical features, acquired

Slope and others terrain derivatives Slope percentage, TSI, Aspect,… shapefile calculated from DEM,

2 Hydrology

Surface water

Lakes shapefile acquired Rivers : main river to streams and

thalweg shapefile acquired

Others water bodies (Dams - water development project) shapefile not acquired, to check

with MINAGRI

Missing data are constructed lakes and multipurpose water dams, not needed for this assignment. But they can be digitalized (by 1 or 2 interns) using digital globe imagery

Groundwater Groundwater estimate shapefile

not acquired, to check with MoE, Water

department- Water for Growth project*

The request addressed to MINAGRI-RAB and MoE - Water department/W4G and informed that the information does not exist except for a portion of Eastern province

Wetland Wetland distribution and management shapefile 1988, 2008, 2016

From CGIS & REMA, acquired

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3 Geology

Geological units digitalized from geological map at 1/250 000 shapefile acquired

Geological map at 1/50 000 in 43 sheets mosaiced into one map file raster acquired

4 Soil

Soil physical property

texture and structure according to FAO and USA Taxonomy of 2003 shapefile from MINAGRI,

acquired

Soil depth estimated from soil mapping attribute table from MINAGRI, acquired

soil chemical property attributes tables, but out of dates-2003 attribute table from MINAGRI, acquired

Soil degradation soil degradation and Landslide shapefile Acquired:

MINAGRI(2004), MIDIMAR (2015)

Soil water recharge (?) water recharge value grid of 1km -

tiff acquired

5 Vegetation Land cover

Land cover maps at regional scale by RCMRD

Version 1990, 2000, 2010,

2015 acquired

Land cover maps at continental scale by

AfriCover- FAO version 2000 acquired

Land cover national mapping - high resolution version 2016 MoE-Water,

acquired II. Climatic

6 Rainfall

Annual rainfall

Average of Rainfall for last 30 years at 183 stations nationwide distributed

shapefile-point and grid from RMA, acquired

Request to RMA is made via Some of variables which may be not available with RMA, there is an excellent alternative of using data from: UNDP Country profile

using IPCC AR4 for Climate and CC modelling outputs

annual records - historical data grid map to be requested at RMA

Duration (of strong rainfall) ? ? to be requested at

RMA Intensity (of extreme rainfall) ? ? to be requested at

RMA

7 Temperature

Annual average temperature

Average temperature for last 30 years at 183 stations nationwide distributed

shapefile-point and grid from RMA, acquired

Min and Max Temp. annual records - historical data grid map to be requested at RMA

Heat waves ? ? to be requested at RMA

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Daily thermal oscillation ? ? to be requested at RMA

Daily maximum temperature ? ? to be requested at

RMA

8 Climate derivative

Relative humidity long-time average relative humidity nationwide

Points maps from 183

meteo stations and grid maps

acquired

Available but not needed for our analysis Evapotranspiration (ETP) long time average ETP nationwide

Points maps from 183

meteo stations and grid maps

acquired

GHG (Green Houses Gasses)

https://www.wri.org/resources/data -sets/cait-country-greenhouse-

gasemissions-data

?

To be requested at Climate Change

department at REMA (if needed)

III. Socio-economy

9 Demography

Population characteristics

Population distribution and density current and future trend

Tables 2012 Census From NISR, Acquired

Others characteristics: age, gender, education, etc.

Poverty profile Poverty and Extreme Poverty Incidences per district

Table 2011 & 2014

From NISR-EICVs, Acquired

10 Administrative division

01 Country, 04 Provinces +Kigali City,

30 Districts, 416 Sectors, 2148 Cells and

14815 Villages

Administrative boundary of Rwanda as decided by MINALOC in 2006 and

the shapefile was created in 2006 and updated by the 2012 Census

mapping.

shapefile, 2012 From NSIR, Acquired

11 Land Land property and acquisition

Land pricing per lowest administrative Unit (village) table acquired

https://www.wri.org/resources/data%20-sets/cait-country-greenhouse-gasemissions-data



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12 Built -up urban, rural

Detailed built-up map which can allow to delineate Urbanised areas and grouped settlements in rural

areas was recently digitalised using digital globe satellite imagery

shapefile, 2018

From RLMUA, acquired

13 Forest Forest cover Public and private domain of at least

0.25 ha shapefile,

2015 From RLMUA,

acquired detailed mapping is undergoing RWFA, NISR & IUCN

From LC map of 1990, 2000, 2010

and 2015 shapefile acquired available but with moderate resolution and accuracy

14 Agriculture systems

Livelihood conditions according to most

grown crops (seasonal/perennial

crops)

Livelihoods zones generated in 2011 Shapefile-polygon acquired

15 Ecological zones

Agro-Ecological Zones (AEZ)

10 Zones defined by combining physical factors and crop suitability Shapefile acquired

16 Transport

infrastructures

Road network

National Road Paved Shapefile -line

Acquired from RTDA Waiting for latest version to be provided by RTDA GIS Expert (Ntaganira JB)

National Road Unpaved Shapefile -line District Road Class 1 Shapefile -line

End/Start point Shapefile -points

Landmark Shapefile -points

Bridges location 2014 version shapefile - points

17 Basic services

Schools (primary, secondary) Shapefiles, 2015 version Shapefile -

points acquired from

Mineduc Health facility (Health post, Health centre,

District hospital) Shapefiles, 2015 version Shapefile -

points acquired from

Minisante

IV. Cross- cutting

18 Remote Sensing dataset

Orthophotographs National aerial mission of 2008-2009 b Raster

acquired in compressed raster

format (.ECW)

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High resolution satellite imagery

Ikonos (Volcano); Quickbird (Kigali & Butare City)

raster acquired, from CGIS

Medium resolution satellites imagery

Land sat imagery, Aster and Spot scattered areas and date Raster acquired from CGIS

19 Policies,

Laws and Strategies

Grouped in seven thematic

Agriculture, Climate Change, Ecosystem and Environmental Management, Food security, General development strategies, Human wellbeing and Water Resources Management

documents gathered from different source

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Annex 6. Field trip summaries

FIELD TRIP REPORT I

Date: 2nd May 2019 Site: Kigali – Gicumbi - Rukomo – Base Road Team:

• Consultant: Kari Suominen, Casandra Bischoff, Jean Bigagaza, Elias Nyandwi• RTDA: Dieudonne Niyigena, Cyprien Ndayisaba

Objectives of the field trip: 1. Understand current critical environmental, social and climate-change related issues in RTDA

road projects2. Identify solutions explored until now by District representatives, Contractor, Consultant and

Local Community Association3. Identify possible changes in methodology that could be required in the Consultant’s approach

Field trip plan

The team prepared together with RTDA the following visit plan:

• Gicumbi District headquarters: meetings with the District Environmental Specialist, the RoadEngineer and a representative of the Local Community Association

• Contractor - China Henan International Cooperation Group (CHICO) - camp site for the Base-Rukomo Road Project, subcomponent located in Gicumbi District, Northern Province

• Other sites affected by climate change effects

RTDA support

RTDA shared the ESMP for the Subcomponent, before the field trip visit. This allowed the Consultant to prepare specific questions for the Environmental Specialists for the Contractor and the Consultant. RTDA offered logistical and organisational support (2 vehicles were allocated for the field trip and relevant stakeholders were called for meetings).

Main conclusions of the field trip

The application of the standard social & environmental checklist for field visit revealed significant project benefits and also negative impacts on the communities and surrounding environment. While, as mentioned in the meetings, the travel time and costs decreased significantly in the perception of local people, several ESMP compliance issues remain to be solved. An unapproved dumping site, bitumen leaks, unresolved land acquisition cases at a late construction stage, several gullies enhanced by road construction suggest the need for a more in-depth assessment of environmental management project issues and identification of instruments that can support improved environmental practices and Contractor environmental compliance. This will be dealt with in Output 2.3.

While recognising that more time allocated for the field inspection would allow for a more in-depth assessment, the Consultant recommends two instruments that can help RTDA enforce ESMP more effectively in the future:

- Stronger social, environmental and climate change checklists, with specific performanceindicators.

- Output and Performance-Based Road Contracts (OPBRC), with monthly paymentsconditioned by achievement of the ESMP indicators and, alternatively, introduction ofpenalties for low environmental management performance in the contract.

The Consultant considers that the current methodology of the project remains adequate.

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FIELD TRIP REPORT II Dates: 16-17 May 2019

Sites: NR1: Kigali – Muhanga; NR15: Muhanga – Ndiza; NR16: Mbuga – Mpimbi; DR83: Buringa – Kanyinya (to km 9 and return); NR11: Muhanga – Karongi; NR16: Karongi – Nyamasheke – Rusizi; NR11: Rusizi – Bugarama (to PK 28 only); NR10: Rusizi – Nyamagabe - Huye (Through the Nyungwe National Park); NR1 Huye – Nyanza; DR95 Nyanza - Kabuga (to damaged bridge and return); NR1 Nyanza - Kigali

Team:

• Consultants: Kari Suominen, David Jones, Elias Nyandwi, Jean Bigagaza, Richard Ngendahayo, Patrick Byusa

• RTDA: Felix Nshimyumuremyi

Objectives of the field trip:

• Inspect the Bridges, floods, landslides, and cracks along the route: National Roads and District Roads

• Discuss possible causes • First thoughts on possible corrective measures

Field trip plan

The team prepared together with RTDA the above itinerary for the following observations:

• The state of the Bridge on Nyabarongo River on the NR1 and the flooding • The roads along the first 15 kms and landslide at km 15 on the District Road Muhanga –

Ndiza • The roads along the District Road Mbuga – Mpimbi • The roads and landslides along the Muhanga – Karongi and Karongi – Nyamasheke National

Roads • The Crack on PK 28 along the District Road Rusizi – DR Congo border • The landslides on the National Road Rusizi – Nyamagabe • The bridge on the District Road Nyanza - Kabuga

RTDA support

RTDA dedicated all necessary arrangements to support the Consultant’s work. Mr Felix Nshimyumuremyi, one of the RTDA Engineer joined the mission. He assisted in sharing a brief background of each site. In addition, RTDA offered logistical and organisational support (2 vehicles were provided by RTDA for the field trip).

Main conclusion of the field trip

The encountered erosion gullies, landslides, and cracks are linked to unpredictable frequent and intense rains and topography (landforms). The water penetrates the soil, fills the existing pores, increases the water pressure, pushes all the material above to cause landslides and cracks on the roads. The bridge and the structure holding it are also subject to this push, which might cause it to collapse.

The country of Rwanda used to have periodic rain patterns, and in designing and implementing infrastructure, this variable was considered. Now, it is no longer the case. The unpredictable climate change has changed it all. The engineers who participated in this field trip are working on potential solutions to have infrastructure (existing and planned roads and bridges) which are resilient to the effects of the climate variation and change. Several other field visits are to be scheduled to have

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more details of what exactly have to be done to build sustainable infrastructure, resilient to climate change.

FIELD TRIP REPORT III Dates: 23 May 2019

Sites: NR1: Kigali – Muhanga; NR 17: Muhanga – Cyanika Border Post (to km34.3 and return)

Team:

• Consultant: David Jones • RTDA: Jean Paul Niyibizi


• Initial inspection the Bridges on NR 17 to determine their condition and possible damage. • Discuss possible causes • First thoughts on possible corrective measures

Field trip plan

• The team prepared together with RTDA the itinerary for the following observations: • The location of some of the Bridges on NR17 and their condition.

RTDA support

Mr Jean Paul Niyibizi, Maintenance/Asset Management Senior Engineer of RTDA joined the mission. He assisted in sharing a brief background on the bridge inspection he undertook in 2016. In discussion during the visit he outlined many aspects of the management of the bridges by RTDA. In addition, RTDA offered logistical and organisational support (a vehicle was allocated for the field trip). RTDA dedicated all necessary arrangements to support the Consultant’s work.


The bridges inspected are generally in good condition as only a few examples of the defects likely to affect their long-term integrity were found. The details of these defects and the bridges they effect will be given later in this report. The majority of the bridges had timber decks with timber main beams, spreader beams and running plates, most of which are in good condition. The catchments noted upstream of the bridges appeared to be smaller than anticipated for such mountainous terrain and, as such, the level of water flow through the bridges was noted as being fairly low; as it was anticipated to be much higher due the rain that fell in the area during the day.

The condition of the road was found to be much lower than anticipated for such an important international road, bearing in mind this road goes to the Ugandan border.

FIELD TRIP REPORT IV Dates: 3rd – 4th June 2019 Sites: Nyabugogo Bus Station bridge on “Poids Lours” Bridge on the road “City Town to Nyabugogo” The newly constructed bridge on Nyabugogo river on the Nyabugogo-Gatsata dual carriageway (54Km Project) NR2: Kigali – Musanze – Rubavu Multinational Road: Rubavu – Gisiza road (Lot 7: 47.9 kms)

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Multinational Road: Gisiza – Rubengera (Lot 6: 23.6 Kms) NR10: Huye – Nyamagabe – Kitabi – Buhinga

Team:

• Consultant: Francis Dangare (Road Engineer), Patrick Byusa (Geomorphologist)• RTDA: Dieudonné Niyigena (National & Urban Roads Design Senior Engineer)


1. Inspect Bridges and Roads and other ancillary elements including slopes, pavement, drainageand land use. Brief assessment of road condition and damaged infrastructure.

2. Discuss possible causes of good and poor performance.3. Identify and recommend climate adaptation intervention and mitigation measures in the short,

medium and long term.4. This field trip supports the activities under Outputs 1.4, 1.5, 2.1, 2.2 and 2.4.

RTDA support

The field trip itinerary was jointly prepared in consultation with RTDA to assess the road, slope and drainage condition of the selected sites. Dieudonné Niyigena, RTDA Senior Engineer joined the mission. As an experienced staff of the RTDA, he is the one who guided the team of consultants to show what RTDA believed was abnormal, then requested the consultant’s advice to correct the anomalies. In addition, RTDA offered logistical and organisational support (1 vehicle was provided by RTDA for the field trip).


The Nyabugogo field trip was undertaken on a rainy day and therefore a lot of surface and channel runoff was observed during the trip.

In Kigali, specifically in Nyabugogo, the flooding problems are caused by a number of factors which include land use. Most notable of these are mining, agricultural activity which causes heavy silting, settlements, urbanisation, pollution from drainage of rainwater and sewerage from Kigali settlements.

On the other sections visited along the N2, the road cracks on the surface and edges are linked to weak surfacing and/or base material compounded by surface and subsurface water drainage. The observed erosion gullies, landslides, and cracks are linked to unpredictable frequent and intense rains and topography (landforms). The water penetrates the soil, fills the existing pores, increases the water pressure, pushes all the material above it to cause landslides and cracks on the roads.

The consultant recommends investigations of the defective pavement sections to study the cause of the defects. Thereafter, a design of the corrective measures is recommended, which will include appropriate specifications and best practice.

For the landslides, there is a need to develop solutions that are climate resilient. There is greater need to build retaining walls, gabions, and water draining systems on the toes and crest of the slopes after considering the climate change factors. Several other field visits are to be scheduled to have more details of what exactly have to be done to build sustainable infrastructure, resilient to climate change.

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Annex 7. Legal framework for road sector, environment protection and climate change

Law n°42/2015 of 29/08/2015 governing roads in Rwanda as per the amended law n°55/2011 of 14/12/2011 regulates the road network in Rwanda and determines its reserves, classification and management. Furthermore, it decentralises the management of the district roads to the district level, and private roads to private owners, while national roads fall under the responsibility of the government. Several articles are important to the current project and are mentioned below:

Article 1 of the new law on road reserve for national roads, Districts and City of Kigali roads and those of other urban areas stipulates that Article 22 of the Law n° 55/2011 of 14/12/2011 governing roads in Rwanda is modified and complemented as follows:

• “The road reserve for national roads and District roads, Class 1, will be delimited by two (2)parallel lines at twenty-two (22) meters on both sides of the road from its median line.The road reserve for District roads, Class 2, will be delimited by two (2) parallel lines attwelve (12) meters on both sides of the road from its median line.”

Article 6 of the Law 2011 and not amended stipulates that:

• The management and maintenance of the National Roads will be under the jurisdiction ofthe Rwanda Transport Development Agency.

• The District or the City of Kigali has the responsibility over routine maintenance of the partof the national road passing over it and its surroundings.

As per Article 8, Districts roads are under the supervision of the Districts and City of Kigali roads are under the supervision of the City of Kigali. The management and maintenance of Districts and City of Kigali Roads–Class One are under the jurisdiction of the Districts or the City of Kigali respectively. Maintenance works are funded by the Road Maintenance Fund. Works meant for the development of such roads are funded by the Government.

The management, rehabilitation, maintenance and development of Districts and City of Kigali roads - Class 2, as well as the funds allocated for that purpose are under the jurisdiction of the Districts and the City of Kigali.

Article 9 specifies that the management, rehabilitation, maintenance and development of specific roads are under the jurisdiction of those who are in charge of their management. Any person in charge of the management of a specific road may make a special agreement with a special company charged with the maintenance of the road or a part of it.

Article 12 of the Law 2011 and not amended stipulates that

• The Government will identify and provide a quarry for road construction and maintenancematerials extraction.

• Any person, to whom a permit for extracting construction materials is issued, will carry outextraction works in accordance with the relevant laws.

• It is recommended the Districts and RTDA on behalf of the government assists the contractorfor identification and provision of quarries for road construction.

Law No. 52bis/2006 of 12/12/2007 establishes Roads Maintenance Fund (RMF) under MININFRA, to be funded from the public budget, GOR or donor grants, fuel levies, road toll on foreign vehicles, annual road tolls on local vehicles, overload and other fines, and interest on its Investment; to be used for roads maintenance including rehabilitation.

The new law N°48/2018 OF 13/08/2018 on environment replaces the Organic Law N° 04/2005 of 08/04/2005 determining the modalities of protection, conservation and promotion of environment in Rwanda.: The Organic law aims at conserving the environment, people and their habitats and setting up strategies of protecting and reducing negative effects on

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the environment and replacing the degraded environment among others. Article 25 stipulates the Authority in charge of climate change upon consultation with administrative entities and national and international non-governmental organisations must promote and cooperate in the development, application and diffusion of, including transfer of technologies, practices and processes that control, reduce or prevent anthropogenic emissions of greenhouse gases and increase the adaptive capacity to build climate resilience.

Other relevant laws to be considered for the environment and climate change impacts in the road sector include:

• The Law N° 32/2015 of 11/06/2015 relating to expropriation in the public interest;• Land Law N° 43/2013 of 16/06/2013 Governing land in Rwanda; and,• Law N°62/2008 of 10/09/2008 Establishing buffer zones will be respected to ensure

protection and conservation of water resources

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Annex 8. RTDA Organisational chart

The Rwanda Transport Development Agency (RTDA) is a public institution under the Ministry of Infrastructure (MININFRA) responsible for managing all day-to-day aspects of the transport sector in Rwanda; roads, railway and inland water ways (the Figure below shows the Organisational chart in service to this function).

It was put in place by organic law no 29/2014 of 14/08/2014 modifying and completing Law no 02/2010 of 20/01/2010 establishing its mission structure and functioning. Its mission is to contribute towards the realisation of the economic development and poverty reduction objectives as formulated in strategic policy guidance, such as Vision 2020 and EDPRS, by the establishment and rational management of transport infrastructure and services while the vision is to gain modern infrastructure, cost effective and quality services, while ensuring sustainable economic growth and developing eco-friendly, safe and seamless integrated multimodal transport system for passenger and goods both at national and regional level50.

Figure 10. RTDA Organisational Chart (Source: RTDA, 2018)

50 RTDA Service Charter, 2017

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Annex 9. Mainstreaming environment protection and resilience issues at policy level

The Consultant’s inputs to the Transport Sector Policy are summarised below: • Included the Climate resilient transport topic in the cross-cutting issues (Section 2.6.3.2). • Improved the writing on Environment protection (Section 2.6.3.1.). • Re-drafted the Executive summary and improved the Foreword • Included the latest Environmental policy that the Transport sector needs to align with (section 2. Policy Context) • Shortened and improved the writing of section 2 (Policy Context) • Re-drafted Section 2.7 Challenges, included more data and made it more concise • Improved the structure of the document – shortened the first part of the policy (before sub-sectors), included the Policy Statements and Objectives,

to give them more visibility. • Re-drafted Section 3:

• shortened the Vision, • included a Mission, • included “resilience” in the Vision, • drafted 3 Sectoral Policy Statements and 12 transport objectives, • improved the policy principles subsection (included resilience principle, improved the environment protection principle, included

transparency principle). • made a clear link between the policy objectives and programmes/projects.

• Drafted section 8. Implementation Plan for the Transport Policy. Identified all relevant projects and programmes to support achievement of the 12 transport objectives, proposed programmes for mainstreaming disaster risk management & climate change adaptation in the transport sector.

The Consultant sent the draft Inputs to RTDA for comments on June 14, 2019.

The Transport Sector Policy was approved by the Executive Commission of MININFRA at the end of June and is in the process to be submitted to the Cabinet, for final approval, at the beginning of July 2019.

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Annex 10. Coordination matrix Project outputs: Adaptation for resilient roads

Topic DCCRR Feeder Master Plan NFRMP Feeder Master Plan TA

Erosion/water management issues

Output 2.1 Erosion surveys; Best practice research; Solutions. DCCRR was written initially for the Base-Gicumbi- Rukomo (trunk road).

Task 1: Identification of upstream and downstream water management needs; Solutions. WB TA focuses on feeder roads.

Road Surveys Output 2.4: In-depth surveys of selected hotspots for small-scale projects only

Task A2: Detailed surveys of all feeder roads. Road condition survey on D1, D2, P4 and P5 for all 30 districts.

n/a

Designs Output 2.4: Preliminary designs for hotspots selected for small-scale projects. Interventions could include a selection of climate resilient works including retaining walls, road realignments, slope stability techniques, etc.

Task A7: Design for works on feeder roads.

Task 2: Preliminary works designs at vulnerable locations. Some roads may be intended for spot improvements and may not require extensive additional climate proofing works.

Technical Specifications & Guidelines

Output 1.5 Technical Standards & Guidelines

Output 3.1 Build Back better guidelines

Output 3.2 Pontoon design specifications

Task A5: Recommendations regarding shortcomings of existing technical standards, but Consultant is not expected to fully update them.

n/a

Training Output 1.2: Technical training (at least 10 topics on resilience and roads)

Training of GoR staff in Climate and Environmental Management and Training of Trainers for Sustainability

Performance indicators

Output 2.3: Strengthened performance indicators on environmental protection, rehabilitation of quarries and road-side rehabilitation works, climate change issues.

Task 5: New performance indicators that will provide appropriate long-term progress targets for the sub-sector.

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Project outputs: Vulnerability assessment; Early Warning Response

Topic DCCRR

Feeder Master Plan NFRMP

Feeder TA LAFREC/EWS Atlas

Vulnerability assessment

Output 1.1. Full country, focused on road network sector

Will use maps from DCCRR Vulnerability mapping

Will use maps from DCCRR Hydrological models for flood forecasting.

High resolution hazard maps for floods in the Sebeya Basin with annual probabilities of occurrence of 10% (10-year event), 4% (25-year event), 2% (50-year event), 1% (100-year event) and 0.2% (500-year event)

Full country, focused on all sectors (transport, health, etc)

Early Warning System

DRM

Technical standards on build-back-better.

Guidelines on early warning response for RTDA to strengthen the capacity of RTDA to respond effectively (including District level)

Local community awareness regarding disasters and climate change (maintenance, drainage, soil conservation, etc)

Review of the DRM preparedness of roads sector; Propose mechanisms that aim to improve the speed and efficacy of post disaster response.

Options can be “retainer” contracts to be used by Districts with contractors, or even an Early Warning System.

National platform to support data sharing, analysis, visualisation and decision making in support of a shared early warning approach between MINEMA, REMA, RNRA, and District government teams.

Platform to be developed in a way to handle all hazards.

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Annex 11. Detailed methodology on capacity building A good performance management system is the key for RTDA in its endeavour to move from old processes to new (climate resilient) practices. It will create clarity around objectives and expected results, will translate what is typically feared (reform) into actionable items, it will create a predictable work environment for professionals, counterbalancing the high degree of uncertainty during times of change.

A good performance system involves three parties that support the “Golden Triangle of Performance”. This can be seen as a contractual relationship with rights and obligations for all parties involved, as in the Figure below. The objective of this contract is achievement of RTDA’s expected results.

Figure 11. Performance Golden Triangle

The employee brings his/her knowledge, skills, attitudes and puts them into action, through assuming and signing the Individual Performance Plan (it can be a tripartite contract between Employee, Manager and HR). She/he has also the responsibility to give feedback to the system, so that the feedback is integrated in optimized systems, thus facilitating the learning process in the organisation. The employee is in charge with monitoring and reviewing of work, on an equal foot with the other two parties. The focus is not to judge the quality of the employee’s work, but to review the common responsibilities over results and what can be done better in the future (feedforward rather than feedback).

The manager is responsible for the clarity of the objectives and expected results proposed to the employee and is also a signature party in the Individual Performance Plan of the employee. In the case of new objectives (which will be the case of RTDA), the manager needs to control and direct the employee for the beginning. However, following the pace of growth of the employee, the manager needs to change his/her management response and support, controlling less, thus creating space for the employee to grow and learn (usually through trials and errors). The test of fire for a good manager is whether he/she is guiding the work process towards delegation. If so, it means that he/she has a strong commitment for the growth of the employee and organisation. The review of

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KPIs (through the BSC, 360 degree, etc) should not be only an analytical eye looking outwards, on the work delivered by the employee, but it’s also a process of self-reflection.

Human resource department is responsible with creating and supporting a clear performance system for the organisation. Together with the manager and the employee, the HR proposes an Individual Development Plan for the employee, to ensure that the organisational tasks cascaded at the individual level can be attained. This, in the case of RTDA is a simple transition, given its already institutionalised system of performance-based contracts.

Another important support role of the HR is to identify the growth needs of the employee and make sure that an adequate development programme is created for the knowledge and skills gap to be addressed. There are many tools available in capacity building. Depending on the specific needs of each employee, the HR representatives need to identify the best approaches for each individual. The development needs can be included in an Individual Development Plan that will support the achievement of the Individual Performance Plan.

Situational capacity building interventions

Adapted from a coaching tool inspired by Blanchard’s Situational Leadership model, this approach identifies four possible situations/Stages and types of capacity building interventions/support, as illustrated in the Figure below:

Figure 12. Situational capacity building approach

Stage 1 – A new beginning. The key word is “new” and refers to a situation where the beneficiary has limited experience or knowledge for a certain expected result, because he/she has to perform new tasks or familiar tasks in a new organisational environment. The interventions used in this stage can be:

• advice to decision makers and support for them to communicate effectively new directions to teams

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• training in a lecture format • exchange programmes/academic training

Stage 2 – Trials and errors. When capacity starts to grow, the first thing to plan is how to deal with the mistakes. This stage is where errors need to be identified and solutions/ information needs to be provided for corrections. A learning-based environment is useful in order to learn from errors. Capacity building interventions used can be:

• workshops & training in case study format (in order to identify options or multiple solutions for a specific problem)

• on-the-job training • technical assistance for teams (e.g. equipment/software troubleshooting) • mentoring

Stage 3 – Team based processes. The capacity of the client has increased and there is a level of confidence: experiences are being capitalized and therefore, capacity building efforts are directed mainly onto strengthening confidence, trust and motivation. There is an important shift from “telling” (giving advice or information) to “asking” (coaching). The interventions used in this stage can be:

• facilitation of meetings and workshops • focus groups (e.g. to extract lessons learned from the pilot) • interactive training • team coaching • participatory output generation (e.g. participatory planning of the pilot routes to be

surveyed)

Stage 4 – Focus on achieving sustainability. This is the phase precursory to the consultant’s exit, where sufficient capacity is achieved as for the client to maintain growth. By this time the client has learned “how to learn”, meaning that he/she can continue the development process by himself/herself. Capacity building interventions used can be executive coaching and training of trainers.

The benefits of the approach are high adaptability and client centeredness. What does it mean? For example, with the same one client, the capacity building approach can change during the conversation of an hour. On certain aspects where the client struggles with errors the consultant can come up with advice or troubleshooting ideas; on other aspects, where the client clearly has capacity but lacks motivation, the consultant can ask catalytic questions and give encouragement; while in areas where the client shows maximum confidence, the consultant can simply be present and encourage the client to explore the next level of performance through coaching questions.

The Process of Capacity Development

Five strategic phases of capacity development can be identified:

1. The first phase is an assessment to define present capacity within the system. It establishes the baseline and addresses the basic question – where are we now?

2. The second phase looks ahead to the future desired state, the vision of what capacity is required in the future and asks the question – where do we want to go?

3. The third phase compares the present situation and future desired state, identifies the capacity gaps and plans strategies and actions designed to fill these gaps and achieve the desired goals – how do we get there?

4. The fourth phase is the implementation phase, fulfilling the strategies and undertaking the planned capacity development activities in order to meet the defined objectives – what actions do we take?

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5. The final phase is monitoring and evaluation to feedback experiences into the planning phase – how do we stay there? This is not a linear process, the phases are interlinked and overlap, they form a continuing cycle of development and change according to the prevailing circumstances.

Of the five phases, assessment of capacity needs, that is, establishing the existing and required capacities as well as identifying the gaps between both, is perhaps the least well developed, at the same time it is the most vital. Without a proper understanding of what currently exists and what is needed, there is a good chance that inappropriate measures and actions will be initiated.

Training methodology

One of the most familiar capacity building intervention is training. Employees require training for a variety of reasons, including the need to maintain levels of competence and respond to the demands of changing circumstances and new approaches and technologies. The Consultant has developed an integrated training & development methodology, based on its experience in similar projects. Training & development are planned activities to transfer or modify knowledge, skills, and attitudes through learning experiences.

Training by itself cannot solve structural, organisational, or policy problems in an organisation, such as retention of experienced professionals. A review of pay scales and systems, supportive supervision, and the use of motivational strategies can help sustain performance improvement derived from training.

The framework that the Consultant plans to use in designing the Training & Development programme is based on capacity building models, such as the one shown below:

Figure 13. Training processes for improved performance

The method consists of six steps, which are briefly explained

1. Training needs assessment

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2. Training programme individual objectives 3. Training programme curricula 4. Delivery of training programme 5. Training evaluation: 6. Follow up programme.

Training Needs Assessment

The first step involves an assessment of training needs. The assessment comprises:

A review of the employees’ skills and competency profile

• A review of organisational objectives as translated into directorate and team objectives, in association with the individual performance objectives (if available)

• Study of routine reports or performance reviews with job descriptions • Observe workers perform their normal duties • Interview engineers and others (e.g. their supervisors) • Identify performance problems

The competency assessment can be done using the following steps:

• Self-assessment • Assessor review • Gap analysis and needs assessment • Development of initial training needs • Reassessment.

Training program individual objectives

The individual objectives are based on a questionnaire whose structure is summarised below.

Table 11. Training Needs Questionnaire Personal information

Name Designation (please attach job description if available) Directorate Team Date of birth: Start date in this position Previous positions held in RTDA (if applicable) Tel/email

Performance contract Key performance indicators for the current fiscal year Results of performance contract in previous 2 years (if applicable)

Academic education

Undergraduate degree Graduate degree Post-graduate degree Other academic education

Brief professional summary before start date in current position:

From… to… Position (designation) Main responsibilities

Training and development programmes attended in the last 2 years (training undertaken beyond two years needs

Training Training topic Duration (days)

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refreshment)

Delivered by Location Type of training: classroom training, on-the-job training, other form:…….. Utility of training (scale 0 to 5, 5=max) Follow up activities (please describe) Did you use the training in your daily work? Yes/no. If yes, please describe how Coaching or mentoring Objectives of the coaching or mentoring programme Number of sessions Time period (from… to) Who delivered sessions: internal coach, manager, others:……….

Self-assessment Please assess your current and desired level of competency on the following topics (topics will be identified by the manager in collaboration with the Consultant. (scale 0 to 5, 5=max)

The second step thus involves defining the training programme’s learning objectives, derived from the needs and competency assessment, and the individuals’ objectives. The intent is to specify the observable actions that each trainee should be able to demonstrate as a result of his/her participation.

Training programme curriculum and delivery

The third and fourth steps are the creation and delivery the training program to improve performance, considering the experience and educational levels of the employees and the time and resources available for training. Options range from:

- short courses - short or long-term placements in academic institutions in the country, in the region, or

overseas, and - non–classroom-based interventions, e.g. on-the-job training, coaching, and mentoring.

All options will be considered and weighed against the immediate operational needs of the programme or entity, and the need to have sufficient personnel for the entity or programme to function when staff members are in training.

The learning outcomes desired, the training environment, the participants and the experience of the trainer determine the mix of learning methods and media that will be used to achieve maximum effectiveness. Methods and media may include:

- lecture, - discussion, - case study, - role-playing, - group exercise, - simulation games, - brainstorming, and - demonstration.

Training evaluation and sustainability

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Development of the training programme includes design of the training evaluation, which is carried out during the course and at its conclusion. During the course, trainers monitor participants progress and satisfaction, to identify where they may need to adjust the training programme.

The end-of-training survey is a subjective feedback on the training efficiency. Data is meant to establish how well the engineers achieved their course objectives and how satisfied they were with the training experience. Training will also be evaluated in relation to the performance indicators agreed with the Supervisors of the training beneficiaries. The expected results of training will be shared with the trainee and the immediate supervisor to increase the ownership of the training results.

Follow up

Four to six session individual or group coaching programme will be offered in selected training programmes (critical to the objectives of RTDA). The coaching will be done by the immediate supervisor/manager of the trainee, which in this way ensures that the results of the training are internalized in the daily work of the department. Alternatively, it can be delivered by trained internal coaches within the Training Department. The coaching programme will strengthen the relationship between training and performance indicators. It will also support the managers of the trainees and the HR Department to have a clear image on the performance evolution of the training beneficiaries

Training that is based on competency to do work to the standards expected should result in observable changes in work behaviour and to improved individual performance. However, training alone is insufficient to change behaviour or improve performance. Improved performance, changed attitudes, and new skills need good work environment, good supervisors, continued education perhaps, and other motivational incentives. Often changes in workspace improvements and better access equipment are needed to support improved performance.

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Annex 12. Consolidated Workplan

4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 TOTAL

DELIVERABLE 1. INCEPTION REPORT 2

1 Kick‐off meeting with the Client 1

2

Carrying out a field visit to the project

road section to familiarize the team with

the settings and survey the current

situation

2

3

Sourcing for secondary data and

establishing a list of data gaps to be

fulfilled for the vulnerability assessment

2

4Preparing a data collection plan for GIS

datasets2

5

Carrying out an organizational analysis,

and a baseline capacity gap assessment with regards to the RTDA’s organizational

capacity for climate change resilience of

roads

2

6 Preparing a capacity building plan 4

7

Liaison and establishing links to the

relevant stakeholder institutions in the

project

2

8

Assessing the current stage of the Road

Asset Management System (RAMS) at the

RTDA and preparing a plan for integrati

the findings of the project

3

9 Preparing a draft Inception Report 1

10 Preparing a final Inception Report 2

11

Output 1.1. Detailed country‐wide GIS vulnerability mapping for the transport sector, including topographical, hydrological (including groundwater), geological, geomorphological, and soil classification data delivered.

6

2020 2021 2022N Deliverables1

2019

12

Establishing a list of data gaps to be fulfilled for the vulnerability assessment, and preparing a data collection plan for GIS datasets

1

13Implementing the data collection plan for GIS datasets

1

14Compiling climate change vulnerability

maps for the transport sector in Rwanda4

15

Output 1.2. Targeted technical training on environment and climate change and disasters in the transport sector delivered at multiple levels

12

16

Organizational analysis, and a baseline capacity gap assessment with regards to the RTDA’s organizational capacity for climate change resilience of roads and preparing a capacity building plan

1

17Organize trainings for the key stakeholders, on the environment, climate change, and disasters in the transport sector

25

18Output 1.3. A program for student internships and excellence awards established.

25

19Drafting the Student internship and excellence awards programme plan.

2

20 Internship student placement and mentoring.

23

21

Output 1.4. Detailed technical assessment and recommendations for improved road and bridge planning, design, maintenance, repair and recovery in Rwanda.

6

22

Carrying out technical assessment and recommendations for improved road and bridge planning, design, maintenance, repair and recovery

6

23

Output 1.5. Integration of environment, climate change adaptation and disaster risk management into existing and upcoming technical standards, guidelines and planning tools.

18

Development of guidelines and technical standards including:

Establishment of the Steering Committee

Draft ver 1.0

Consultation on ver 1.0

Final draft

25

Output 1.6. Awareness raising programme with local populations and labour‐based maintenance crews implemented in cooperation with Ministry of Emergency Management and the Ministry of Local Government/LODA.

18

26Preparing Awareness raising plan with recommendations

2

27 Conducting awareness raising activities 16

28

Output 1.7. Develop a bridge management and emergence management subsystems compatible with the road asset management system under development.

27

29 Review of the current RAMS in RTDA 1

30Preparation of Specifications for bridge and emergency management sub‐system

5

31Development of bridge and emergency management sub‐system

21

32Output 2.1. Evaluation and identification of best practices for right‐of‐way erosion control measures.

4

33Reviewing the existing erosion survey and carry out a supplementary survey

2

34Reviewing the best international practices for slope protection and alternatives

2

35Recommendations with alternatives for best practices for right‐of‐way erosion control

2

1824

36

Output 2.2. Implementation of small‐scale pilot projects for improved environmental management, and lessons learned developed.

23

37Identification of the pilot sites including initial assessment of issues

2

38Implementation of the small‐scale pilot projects

19

39Analysis of the pilot project outcomes and writing a report based on lessons learnt

2

40

Output 2.3. Strengthened performance indicators, including for environmental protection, developed, integrated and monitored by RTDA for supervision consultants and construction companies works.

9

41 Assessment of current environmental management practices in Rwanda and review of best international practices

2

42 Drafting the version 1.0 of Guidelines 1

43Piloting selected environmental management practices

5

44 Preparation of guidelines for environmental management in RTDA

1

45Output 2.4. Small‐scale pilot projects for technological engineering innovations in identified "hot‐spots".

20

46

Identifying hot‐spots and selecting up to 3 pilot project areas and choosing the tools and methods (innovations) to be tested in the pilot project areas

1

47Implementation of the pilot projects including monitoring and evaluation of the performance of interventions

19

48

Output 3.1. "Build‐back‐better" guidelines developed by RTDA, focusing on bridges damaged during flooding and to ensure reconstruction of bridges that are more resilient to climate change.

6

49Identifying hot‐spots where serious damages have happened due to flooding

1

50Preparation of recommended Build‐back‐better guidelines

5

51Output 3.2. Specifications for floating pontoons for large vehicle river crossings during bridge collapse developed.

6

52

Reviewing the current practices for temporary structures in case of a bridge damage and study on best options for temporary solutions fitting to Rwanda

1

Writing the specifications for pontoon bridges including:

Draft ver 1.0

Consultation on ver 1.0Final draft

54

Output 3.3. Disaster Risk Management and Adaptation to Climate Change incorporated into revisions of the Transport Sector Policy (2015‐2016), and in line with the Rwandan Green Growth Strategy.

3

55

Draft an individual chapter on environmental, social and climate change issues within the Transport Sector medium term policy

3

56Develop an accompanying Strategy for Transport Sector Policy implementation

1

57Facilitate consultations for Transport Sector medium term policy

1

58Integrate lesson learned from the project into relevant policy documents

4

553

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Annex 13. Stakeholders comments matrix

Page 1 of 6

Developing Capacity for Climate Resilient Road Transport Infrastructure

Comments by Steering Committee Members on the Inception Report

SN Comments/Observation Recommendation Consultant responses

1. Output 1.7: The Consultant indicated important steps to be followed. However, for the System Development, he indicates that this will start once the other Consultant for RAMS becomes on board.

There is no need to wait for RAMS to start the development. Bridge Management and Emergency management System can be developed and the integration (communication between BMS and RAMS) can come once the RAMS Core system Becomes operational.

Agreed and Chapter: Output 1.7. edited accordingly.

2. The consultant seems to rely ion secondary data that may lack country context / precision

It is recommended to consider climate projection in collaboration with Meteo-Rwanda, not simply consider the secondary data (e.g. IPCC Reports).

It is a clear intention of the Consultant to collaborate closely with Meteo-Rwanda

3. The consultant indicated that he Requested Cyprien to proceed with official request of data from Meteo-Rwanda

The request of any information shall be based on official request between Institutions not individual staff

Corrected from individual to institution.

4. The vulnerability mapping part does not explain how the flood hazard mapping will be produced by showing the software and methodology to be used to predict future flooding for rivers/streams crossing the roads

Flood modelling shall be considered. The maps will consider different return period and will generate scenarios for future road climate resilient roads. The return period

Accepted.

Page 2 of 6

considered for the flood hazard mapping under the National Risk Atlas was 25 years. From climate change perspective, it important to look into 50-year and 100-year return period as well. In addition, due to limited data, flood mapping was conducted for five catchments of flood plains that have records on discharge and water level. The Atlas notes inconsistencies and limitations in hydrological data in Rwanda.

5. The definition of the climate resilient road is not in the right position

For a good flow of ideas, the definition shall be placed in the appropriate (e.g. Introduction/project rationale).

The definition is moved under chapter: 1.3. Project Objectives and Outputs

6. The consultant mentions Tanzanian manual as one of the standards to be reviewed

Like In the previous comments it is recommended to revisit the section to consider that this Manual can be taken as benchmark not as the chosen one to be reviewed.

Reference to Tanzanian manual removed.

7. The methodology for the review of existing manuals/guidelines and developing new ones is not clear. The consultant presented the statement in the ToR and some activities. However a clear methodology is missing.

the consultant shall consider that the review of existing manuals/guidelines/standards shall not only consider environment and climate change, but also engineering solutions / innovations that may

The methodology has been clarified according to the comment and the natural role of engineering solutions and innovations is described better now.

Page 3 of 6

also be applied in pilot projects.

8. In the inception, the consultant shall avoid the issue of unsupported statement like “as agreed with the client”, because no signed minutes or any other records.

The consultant shall consider that the agreement will be reached once the report is approved.

“as agreed with the client” removed.

9. In the report there are some outdated statement that shall be updated. For example, the report is dated August 2019, but at Page 44, the consultant is still reporting that the capacity building plan is expected by the end of July 2019.

The whole report shall be crosschecked and updated as required

The whole report was cross-checked and updated very carefully.

10 Page 14: Figure 1: Map of Rwanda. The map presented the section Nyagatare-Rukomo-Gicumbi is a paved road. However, the current information is that the upgrading of this section Nyagatare-Rukomo is ongoing and is still at early stage of earthworks. The same comments applies to figure 3 at page 24.

Update accordingly in consultation with RTDA

Maps were corrected according to the comment.

11 Page 22: The total road network in the paragraph above the table 2 is different from the Total in Table 2.

Consider the total in the Table 2 Road network length in text corrected according to the table.

12 Page 46: The issuing organization of “Standards specifications for road and bridges” is RTDA not RSB. Also consider that Rwanda Bureau of Standards changed the name long time ago. It is now Rwanda Standards Board (RSB).

Correct. Corrected

13 Page 46: “Designing climate proofed technical standards will involve updating existing standards or creating new ones, as agreed with the client”.

Revisit the sentences according to the previous comments

Corrected

Page 4 of 6

14 Page 46: There are activities presented for the review of existing standard/manual/guidelines.

Kindly elaborate descriptive and concise methodology

Methodology updated and made more descriptive.

15 Page 47: The purpose of the following paragraph in the inception report is not clear:

Elaborate more and concise paragraph aligned with the previous and the following paragraphs for a proper flow of ideas.

Paragraph removed

16• The methodology for the proposed Risk

Assessment is not clear, it is confusing anddoesn’t follow standardized and acceptedguidelines within its area.

• In chapter 3.3. Main issues and projectmethodology, described in pages 22 onforward, the presented text repeatedly confusesrisk with vulnerability or hazard with risk,

• Awareness campaign for local communities:

• Implementation of small-scale pilot projectsmust include some studies and designs. It is notclear or defined in the IR if the consultant willinclude this.

There is a suggestion that the consultant exclusively focus on the vulnerability assessment (exposition and fragility) under the methodology suggested in the IR without entering the area of Risk Assessment at all. If a risk assessment of some reason is elaborated by the consultant, it is advisable to improve the proposed methodology, so it clearly follows a mainstream RA-methodology and that the work at least is supervised by a specialist experienced within this field. There is a need of a thorough revision, why it is recommended to omit the RA, as it is not included in the ToR. It should consider the cultural and educational level of local

The methodology was clarified. Consultant strongly things that RA cannot be omitted.

Studies and designing are naturally essential parts of small-scale pilot project implementation.

Page 5 of 6

communities. The consultant must use appropriate methods for training To be clarified

17 The Natural Capital Accounting team developed a water account and they may have a lot of data related to water that may be consulted and potentially used.

The given hint noted with thanks.

Comments from the Ministry of Environment (MoE)

18 There is a need to consider historical data and climate projection data to justify and predict climate risks. Otherwise, all floods, erosion and droughts are not caused by climate change.

The consultant is of course planning to consider historical data so be able to predict risks related to climate change. Refer to Annex 5. Data inventory for Vulnerability Mapping

The consultant is aware that all floods, erosion and droughts are not only caused by climate change. There are other factors that influence these events. Section 4 on Work Plan.

19 Is this mainstreaming general or only focused on the transport sector? Let focus on the transport sector in this study as the MoE is planning to do this exercise in all the economic sectors.

The mainstreaming is of course focusing on road transport sector.

Page 6 of 6

20 These indicators need to be assessed and defined in output 1.1. to better understand their rational and how will these be implemented in output 2.3

The comment is well considered. Section 4 on table of outputs.

21 Include in this component a discussion with decision makers with the aim of highlighting the technical rational behind the decision making of climate resilient transport. It is very important

The comment is well considered. Section 4 on table of outputs.

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