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HOW TO WRITE A PROJECT CONCEPT PAPER FOR FUNDING

Method · November 2019

DOI: 10.13140/RG.2.2.25223.75686

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Benard Lango
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 DR BENARD LANGO PROJECT MANAGEMENT SERIES
Volume 04 Issue 09 – November 2019 IDO

HOW TO WRITE A PROJECT CONCEPT PAPER FOR FUNDING

Dr. Benard Lango1
1
Lecturer, College of Human Resources and Development, JKUAT Kenya
-----------------------------------------------------------------------------------------------------------------------------
The Task
The Kiambu county government is seeking to establish a village market in Gatuanyaga area
and has mandated its planning and development docket to come up with the plan and the
design of the market. The planning docket has outsourced your services as a project
management professional to assist them with the task. The Kiambu County Government will
be seeking for funds from various sources to actualize the project and also provide
preliminary funding to develop the project proposal from the project concept paper. As a
professional, assist the team in coming up with the project concept.

STEP 1: Outline the Project General Summary:

This section summarizes the project in terms of name, location, proponents, and partners, any
other participating agency, project components, and project total cost, amount of fund
requested, local funding, and project duration. It is important to note that local counterpart is
the amount of funds provided by yourselves. Using our generic project, its project summary will
be as follows:

Example 1: Project General Summary:

Project Title:
Project Site:
Proponent:
Cooperative Agencies:
Project Components:
Total Cost of Project:
Amount Requested for Funding: Kshs. 30, 000, 000/=
Local Counterpart:
Project Duration:
50-Stall Village Market Project
Gatuanyaga Village, Thika East Sub-County,
Kiambu County
Kiambu County Government
Thika Town NG-CDF, KURA, Kenya Power, THIWASCO
50-Market Stalls, Entry/Exit Gate, Water Point, Market
Toilets, Market Floodlights, and Market Perimeter
Fence
Kshs. 40, 000, 000/=
Kshs. 10, 000, 000/=
87-Days

STEP 2: Define the project by providing a Brief Description: This section which should be a half
a page, describes the context of the project target achievement, the risks that the project seeks
to address, the major objectives of the proposed project focusing specifically on the measures
to improve adaptability, reduce vulnerability, strengthening of systems, improving of livelihood,
and the empowerment of the community or target area. The following is the sample for the 50-
stall village market project.

@2019-Dr. B Lango pg. 1

 DR BENARD LANGO PROJECT MANAGEMENT SERIES
Volume 04 Issue 09 – November 2019 IDO

Example 2: Project Description

The 50-Stall Market Project in Gatuanyaga village of Thika Sub-County is an improvement of
the current open-air-anywhere market to provide a central location for the villagers to sell
their merchandise. The project components will include50-Market Stalls, Entry/Exit Gate,
Water Point, Market, Toilets, Market Floodlights, and Market Perimeter Fence. The project
aims at benefiting an estimated population of at least 123 thousand representing about
21.9% of the Thika Sub-County population. Other beneficiaries will be traders from other
counties and sub-countries within the country and students and tourists visiting the nearby
thika falls. The outcome of this project will be an improved accessibility to the larger
population of Thika Sub-county and centralization of goods, especially agricultural, selling
point. The disadvantaged youth will also be able to get employment on the duration of the
project and enable them to start business to run within the market when completed. The
project is aligned to Kenya Vision 2030 which underscores the need for increased investment
in the commercial section at the local villages, as an enabler in building robust competitive,
dynamic, and inclusive economy. Therefore the major objective of this project will be to
mainly enhance economic efficiency through improved mobility and accessibility to
businesses thereby supporting economic and social development of Thika Sub-County and
Kiambu – County as a whole. The specific objective is to improve and centralize the exchange
of goods and services by constructing a 50-Stall Village Market for the informal traders
(mostly women) in Gatuanyaga village of Thika Sub-County. This will in turn forster inclusive
growth by reducing gender related disparities between various income groups in Kiambu.

STEP 3: Describe the Proponent/s’ Background: At this stage of the concept paper, describe
the proposer of the project by briefing explaining their mission, history, membership (if
necessary, general activities and mandate, and successful projects of the same nature. In
this section also describe the commitment for co-activities to complement the proposed
project activities. Describe how the local community will participate in the implementation
of the project and whether there was consultation with the community during this concept
paper development. Finally indicate the experience of as the proponent is implementing
projects funded by outside donors and where there is no experience, describe briefly the
capacity of the organization or proponent in its regard. Finally, give a summary of
proponent total budget for this project and the primary sources of funding.

Example 3: Kiambu County Government Background

Kiambu County is on the Kenya’s 47 administrative counties in central part of the country
with a population of slightly over 1.6 million. The county is 40% rural and 60% urban owing
to its proximity to the capital, Nairobi Kenya. The county is divided into 12 sub-counties that
include: Limiru; Kabete; Kikuyu; Lari; Gatundu South; Gatundu North; Kiambu; Githunguri;
Juja; Ruiru; and Thika Town.

@2019-Dr. B Lango pg. 2

 DR BENARD LANGO PROJECT MANAGEMENT SERIES
Volume 04 Issue 09 – November 2019 IDO

Kiambu County recognizes the requirement of the Kenyan constitution of 2010 that posits
that every government should have measures in place to ensure its citizens participates in
social economic activities and access to employment. In this agenda, therefore, the county
government has been able to join hands with the Nairobi Metropolitan Services
Improvement Project (NAMSIP). The partnership has enabled the county government to
build new modern markets in Kikuyu, Kihara, Juja, and Ruiru with the funding of the World
Bank. These projects once completed are envisioned to improve the standards for small scale
traders and hence supporting economic growth for countless households. This in turn is
expected to have ripple effects on reducing the levels of poverty and improving on the living
standards of Kiambu County residents and Kenya at large.

In order to cover the whole county and reach the most vulnerable of society, the county
intends to build a market within the rural areas as the current market projects targeted
urban –based centers. The Kiambu county rural dwellers have been noted to walk for long
distances to reach these urban markets and use road-side temporary locations to sell their
products locally within and amongst themselves. The residents in an effort to have a market
closer to their farms, contributed and bought land which was offered to the county
government for building a modern village market. The Kiambu County on its internal sources
will be able to allocated 10 million for purposes of building the market and seeks your
funding to cover the deficit.

STEP 4: Describe the Project Cost: This section of the concept outlines the best estimate of
what the project is likely to cost. It is also important to quantify other sources of support
whether committed or potential that has been identified for the project apart from the
funding organization targeted. Always include the monetary support or any form of support
given in kind which might include donations of goods and services.

Provide details on which funds are requested from this particular organization to which the
concept paper is written and from where; the other funds will be obtained. In short,
indicate the various targeted sources of funding for the project giving impetus to the
current targeted funding from the organization to which the concept paper is written. Take
a keen interest on whether the organization allows for co-financing as some would not want
to participate in a project co-funded by their rival financiers.

Example: 50 – Stall Village Market Project Cost

The 50 – stall village market in Gatuanyaga area of thika sub-county in Kiambu county is
estimated to cost Kshs.40 million with a quarter of this amount at Kshs.10 million being
sourced internally from internal sources of the county government while the remaining three
quarters sourced externally. The funding to be requested therefore from your organization
will be estimated at Kshs. 30 Million and while the villagers and other partners have offered

@2019-Dr. B Lango pg. 3

 DR BENARD LANGO PROJECT MANAGEMENT SERIES
Volume 04 Issue 09 – November 2019 IDO

their support but these are generally noted as in kind and have been taken into
consideration. The project estimated costing is as given in the appendix 1(attach the project
budget in appendix and reference it).

STEP 5: Describe the Project Baseline Indicators: The baseline indicator of the project is the
value of performance indicator of the project before its implementation or initiation of its
activities. Baseline is also a measurement of conditions at the start of the project from
which subsequent progress can be assessed once the project has been initiated. Most
project and their sponsors do not establish baselines hence project monitors and evaluators
are laden with the heavy task of establishing baselines for various projects before they can
proceed with their core duty of monitoring and evaluation. Every project concept must be
able to establish a baseline as the basis for its funding as it will indicate the pre-conditions
and pre-emptions for the project. The following baselines should be included at the
appendix section or an attachment to the concept paper while others can be included or
removed depending on the form of the funding agency:
a. Project Budget Baseline.
b. Project Resources Baseline.
c. Project Milestones Baseline
d. Any other relevant as per respective format.

Example: 50 – Stall Market Project Baseline Indicators

Appendices
50 – Stall Market Project Baseline Indicators
Appendix 1: Project Budget Baseline
Appendix 2: Project Resources Baseline
Appendix 3: Project Milestones Baseline

STEP 6: Finally Approve the Project Concept Paper: The project concept paper must be
approved by the highest authority or signatory of the organization seeking the funding. This
is to show that the project is sanctioned by the whole body of the organization or the
department in charge of the project. The signatory to the project as requested by the
funders must append their signature and stamp on the document.

Example: Approval: 50 – Stall Village Market Project

[Signature] [Signature]
CECM Public Infrastructure Dev. Governor
Kiambu County Government Kiambu County Government
[Official Stamp] [Official Stamp]

@2019-Dr. B Lango pg. 4

 DR BENARD LANGO PROJECT MANAGEMENT SERIES
Volume 04 Issue 09 – November 2019 IDO

50-STALL GATUANYAGA VILLAGE MARKET PROJECT CONCEPT

1. Project General Summary:
Project Title:
Project Site:
Proponent:
Cooperative Agencies:
Project Components:
Total Cost of Project:
Amount Requested for Funding: Kshs. 30, 000, 000/=
Local Counterpart:
Project Duration:
50-Stall Village Market Project
Gatuanyaga Village, Thika East Sub-County,
Kiambu County
Kiambu County Government
Thika Town NG-CDF, KURA, Kenya Power, THIWASCO
50-Market Stalls, Entry/Exit Gate, Water Point, Market
Toilets, Market Floodlights, and Market Perimeter
Fence
Kshs. 40, 000, 000/=
Kshs. 10, 000, 000/=
187-Days

2. Project Description
The 50-Stall Market Project in Gatuanyaga village of Thika Sub-County is an improvement of
the current open-air-anywhere market to provide a central location for the villagers to sell
their merchandise. The project components will include50-Market Stalls, Entry/Exit Gate,
Water Point, Market, Toilets, Market Floodlights, and Market Perimeter Fence. The project
aims at benefiting an estimated population of at least 123 thousand representing about
21.9% of the Thika Sub-County population. Other beneficiaries will be traders from other
counties and sub-countries within the country and students and tourists visiting the nearby
thika falls. The outcome of this project will be an improved accessibility to the larger
population of Thika Sub-county and centralization of goods, especially agricultural, selling
point. The disadvantaged youth will also be able to get employment on the duration of the
project and enable them to start business to run within the market when completed. The
project is aligned to Kenya Vision 2030 which underscores the need for increased investment
in the commercial section at the local villages, as an enabler in building robust competitive,
dynamic, and inclusive economy. Therefore the major objective of this project will be to
mainly enhance economic efficiency through improved mobility and accessibility to
businesses thereby supporting economic and social development of Thika Sub-County and
Kiambu – County as a whole. The specific objective is to improve and centralize the exchange
of goods and services by constructing a 50-Stall Village Market for the informal traders
(mostly women) in Gatuanyaga village of Thika Sub-County. This will in turn forster inclusive
growth by reducing gender related disparities between various income groups in Kiambu.

@2019-Dr. B Lango pg. 5

 DR BENARD LANGO PROJECT MANAGEMENT SERIES
Volume 04 Issue 09 – November 2019 IDO

3. Kiambu County Government Background

Kiambu County is on the Kenya’s 47 administrative counties in central part of the country
with a population of slightly over 1.6 million. The county is 40% rural and 60% urban owing
to its proximity to the capital, Nairobi Kenya. The county is divided into 12 sub-counties that
include: Limiru; Kabete; Kikuyu; Lari; Gatundu South; Gatundu North; Kiambu; Githunguri;
Juja; Ruiru; and Thika Town.

Kiambu County recognizes the requirement of the Kenyan constitution of 2010 that posits
that every government should have measures in place to ensure its citizens participates in
social economic activities and access to employment. In this agenda, therefore, the county
government has been able to join hands with the Nairobi Metropolitan Services
Improvement Project (NAMSIP). The partnership has enabled the county government to
build new modern markets in Kikuyu, Kihara, Juja, and Ruiru with the funding of the World
Bank. These projects once completed are envisioned to improve the standards for small scale
traders and hence supporting economic growth for countless households. This in turn is
expected to have ripple effects on reducing the levels of poverty and improving on the living
standards of Kiambu County residents and Kenya at large.

In order to cover the whole county and reach the most vulnerable of society, the county
intends to build a market within the rural areas as the current market projects targeted
urban –based centers. The Kiambu county rural dwellers have been noted to walk for long
distances to reach these urban markets and use road-side temporary locations to sell their
products locally within and amongst themselves. The residents in an effort to have a market
closer to their farms, contributed and bought land which was offered to the county
government for building a modern village market. The Kiambu County on its internal sources
will be able to allocated 10 million for purposes of building the market and seeks your
funding to cover the deficit.

4. 50 – Stall Village Market Project Cost

The 50 – stall village market in Gatuanyaga area of thika sub-county in Kiambu county is
estimated to cost Kshs.40 million with a quarter of this amount at Kshs.10 million being
sourced internally from internal sources of the county government while the remaining three
quarters sourced externally. The funding to be requested therefore from your organization
will be estimated at Kshs. 30 Million and while the villagers and other partners have offered
their support but these are generally noted as in kind and have been taken into
consideration. The project estimated costing is as given in the appendix 1(attach A project
budget in appendix and reference it).

@2019-Dr. B Lango pg. 6

 DR BENARD LANGO PROJECT MANAGEMENT SERIES
Volume 04 Issue 09 – November 2019 IDO

5. 50 – Stall Market Project Baseline Indicators

The project proposed baseline indicators have been generated from its proposed design
and will include the following attached with the concept:
 50 – Stall Market Project Baseline Indicators (Appendix 1)
 Project Budget Baseline (Appendix 2)
 Project Resources Baseline (Appendix 3)
 Project Milestones Baseline (Appendix 4)

6. Approval: 50 – Stall Village Market Project

[Signature] [Signature]
CECM Public Infrastructure Dev. Governor
Kiambu County Government Kiambu County Government
[Official Stamp] [Official Stamp]

Disclaimer:
This is a classroom study document and does not in any way constitute part of a project documentation by a county government
in Kenya. The school of thought on the format and the outline of the paper remains that of the author.

@2019-Dr. B Lango pg. 7

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