Land Aqusition Management System Uganda

8/11/2019 Land Aqusition Management System Uganda

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Uganda National Roads AuthorityDirectorate of Planning Land Acquisition Management System

Version: 13 June 2009 Page iThis is not a controlled document.

The controlled document is held electronically (see section 2.5)

LAND ACQUISITION MANAGEMENT SYSTEM

June 2009

Uganda Na tional Roads AuthorityPlot 11 Yusuf Lule RoadP.O Box 28487K AM P AL A - U G AN D A

Te l: +256 312 233100 414 318000Fax: +256 414 232807 414 347616

http://www.unra.go.ug


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Version: 13 June 2009 Page iiThis is not a controlled document.


Document Control

LAMS ItemRevision Date

20-3-09 14-4-09 21-4-09 13-6-09

Part A: Quality Management

1. Introduction

2. Quality Management

3. Management Responsibility

4. Measurement, Analysis, Improvement

Part B: Detailed Procedures

LP1. Preliminary Valuation

LP2. Survey and Valuation

LP3. Compensation and Expropriation

LP4. Quality Management

LP5. Resource Management

APPENDICES:

A. Policy and Legal Framework

B. Institutional Framework

C. Standard Forms / Templates

D. Donor Requirements

Authorisation:

Land Acquisition Specialist

Executive Director

Signed copy to be held by the Land Acquisition Specialist.

Summary of Most Recent Revision:

20-03-09: First Draft distributed for comment (Appendix B, C and D not yet prepared)

14-04-09: Draft distributed prior to field testing.

21-04-09: Final Draft issued for field testing


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Contents

Document Control ......................................................................................................................... ii

Contents........................................................................................................................................iii

Abbreviations and Glossary ........................................................................................................vi

Abbreviations ................................ ................................ ................................ .............................. vi

Glossary of terms used in LAMS................................................................................................ vii

Part A: Quality Management for Land Acquisition ................................ ........................ 1

1 Introduction............................................................................................................................2

1.1 Background......................................................................................................................2

1.2 Purpose and Feedback....................................................................................................2

1.3 Structure of the LAMS......................................................................................................3

2 Quality Management ..............................................................................................................3

2.1 Quality Policy...................................................................................................................3

2.2 Objectives........................................................................................................................4

2.3 Scope of LAMS................................................................................................................4

2.4 Processes........................................................................................................................4

2.5 Control of LAMS Documents and Records.......................................................................6

3 Management Responsibility..................................................................................................6

3.1 Management Responsibility.............................................................................................6

3.2 Planning...........................................................................................................................7

3.3 Responsibility, Authority, Communication ........................................................................7

3.4 Management Review.......................................................................................................8

4 Measurement, Analysis, Improvement .................................................................................8

Part B: Detailed Procedures for Land Acquisition ................................ ...................... 10

Introduction to the Land acquisition Procedures (LPs) ...........................................................11

LP1. Initial Assessment.........................................................................................................13

LP1.1. Desk Study ....................................................................................................................14LP1.2. Notices and Consultations .............................................................................................15

LP1.3. Field Survey...................................................................................................................16

LP1.4. Mitigation Measures.......................................................................................................17

LP1.5. Compensation Strategy .................................................................................................18

LP1.6. Implementation Plan ......................................................................................................19


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LP1.7. Cost Estimates...............................................................................................................19

LP1.8. Initial Assessment Report ..............................................................................................19

LP2. Survey and Valuation....................................................................................................21

LP2.1. Review Initial Assessment .............................................................................................22

LP2.2. Survey and Display Strip Maps......................................................................................22LP2.3. Compensation Principles and Rates ..............................................................................22

LP2.4. Valuation Assessments..................................................................................................23

LP2.5. Snag list.........................................................................................................................24

LP2.6. Valuation Report ............................................................................................................24

LP3. Compensation and Expropriation of Land ..................................................................26

LP3.1. Review and Update Valuation Report ............................................................................27

LP3.2. Verify and Pay Compensation........................................................................................27

LP3.3. Grievances and Appeals................................................................................................28

LP3.4. Land Expropriation.........................................................................................................28

LP3.5. Accountability Report .....................................................................................................28

LP4. Quality Management .....................................................................................................30

LP4.1. Maintain LAMS ..............................................................................................................30

LP4.2. Audit Programme...........................................................................................................31

LP4.3. Management Reviews ...................................................................................................32

LP5. Resource Management.................................................................................................34

LP5.1. Training..........................................................................................................................34

LP5.2. Procurement of Consultants...........................................................................................35

LP5.3. Contract Management ...................................................................................................36

Part C: Appendices ................................ ................................ ................................ ........ 37

Appendix A. Policy and Legal Framework .............................................................................38

A.I) Policy Framework ................................ ................................ ................................ ..........38

A.II) Legal Framework ................................ ................................ ................................ ...........39

Appendix B. Institutional Framework .....................................................................................50

B.I) Ministry of Lands, Housing and Urban Development......................................................50

B.II) Uganda Land Commission.............................................................................................51

B.III) District Level Institutions ................................................................................................51

Appendix C. Standard Forms and Templates ........................................................................54

Appendix D. Donor Requirements ..........................................................................................55


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D.I) World Bank (WB) ...........................................................................................................55

D.II) European Union (EU).....................................................................................................56

D.III) African Development Bank (AfDB).................................................................................56

D.IV) Japan Bank for International Cooperation (JBIC) and Japan International CooperationAgency (JICA)................................................................................................ ............................57


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Abbreviations and Glossary

Abbreviations

CBO Community Based Organisation

CfLS Commissioner for Land and Surveys

CGV Chief Government Valuer

CoS Commissioner of Surveys

EU European Union

JBIC Japan Bank for International Cooperation

JICA Japan International Cooperation Agency

ISO International Standards Organisation

LAMS Land Acquisition Management System

LC1 Local Councillor Grade 1

LP Land acquisition Process / Procedure

NGO Non Government Organisation

MoWT Ministry of Works and Transport

PAPs Project Affected People

RAFU Roads Agency Formation Unit (now UNRA)

RAP

UK

Resettlement Action Plan

United Kingdom

TOR Terms of Reference

UNRA Uganda National Roads Authority

WB World Bank Group


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Glossary of terms used in LAMS

The table below provides a brief explanation of the meaning of some of the terms used in this Land

Acquisition Management System, which may be unfamiliar to the user or to clarify the

understanding of the term as meant in this LAMS.

The definitions used have been obtained from the Encarta English (UK) Dictionary online

(http://uk.encarta.msn.com/), from the relevant Act or other official document that primarily uses

that term.

Term Definition

Audit a systematic check or assessment, especially of the efficiency or effectiveness

of an organization or a process, typically carried out by an independent assesso

Client(1) a person or organization to whom goods or services are provided and sold : a

user of the services offered by an agency

Customary

Tenure

Characterised by local customary regulation and management allowing

individual and household ownership, use and occupation of land, and any

transactions in that land. It also provides for communal ownership and use of

land, including subdivision into parcels belonging to individuals, families or

traditional institutions. The land is owned in perpetuity

Displaced For the purposes of this document, a displaced person is one whose residual

land, after land acquisition, is too small for them to live on and they have tomove in entirety to a different location.

Expropriate to take property or money from somebody, either legally for the public good or

illegally by theft or fraud

Freehold legal ownership of a property giving the owner unconditional rights, including the

right to grant leases and take out mortgages;

Land Act interpretation the holding of registered land in perpetuity subject to

statutory and common law qualifications

Injurious

Affection

Depreciating effect on/damage to, land and property as a consequence of

project works.ISO 9001:2000 Part of a family of international quality management standards maintained by

ISO, the International Organisation for Standardisation. Certification to an ISO

9001 standard does not guarantee any quality of end products and services;

rather, it certifies that formalized business processes are being applied

Leasehold the holding of a property through a lease;


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Land Act interpretation the holding of land for a given period from a specified

date of commencement, on such terms and conditions as may be agreed upon

by the lessor and lessee and includes a sublease.

Mailo Land Act interpretation the holding of registered land in perpetuity and having

roots in the allotment of land pursuant to the 1900 Uganda Agreement and

subject to statutory qualifications

Residual (land) The residual of the asset is the portion remaining in the claimants possession

after land acquisition.

Marginal (land) Very small in scale or importance; for example:

(i) when the residual of the asset being taken is not economically viable

Severance Severance occurs when part of the claimants land is taken. It is not necessary

that the claimants retained land be divided, although this would possibly serve

to increase the damage sustained.

Damage due to severance arises when the land acquired contributes to the

value of the retained land and the loss of the land acquired reduces the value of

the land retained.

Snag a minor problem or obstacle to progress

Vulnerable includes people who, by virtue of gender, ethnicity, age, physical or mental

disability, economic disadvantage or social status may be more diversely

affected by displacement than others and who may be limited in their ability to

claim or take advantage of resettlement assistance and related development

benefits. This includes those communities or other displaced persons who may

not be protected through national land compensation or land titling.

Notes:(1) In this LAMS, Client may refer to roadside communities affected by land acquisition and / orexternal implementation partners such as Donors, the Chief Government Valuers office, theCommissioner of Surveys office, the Commissioner of Land Registrations office, District and localgovernment offices, etc. In some contexts it may also include UNRAs suppliers.


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PART A: QUALITY MANAGEMENTFOR LAND ACQUISITION


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1 Introduction

1.1 Background

The Uganda National Roads Authority (UNRA) is responsible for managing, maintaining and

developing the national road network across Uganda. UNRA became a legal entity in 2006, but

officially began operations on 1st July 2008.

UNRAs Mission is to develop and maintain a national road network that is responsive to the

economic development needs of Uganda, to the safety of all road users, and to the environmental

sustainability of the national roads corridors.

To achieve this Mission, UNRA intends to focus on optimising the quality, timeliness and cost

effectiveness of its road projects. This includes its management of land acquisition along the road

corridors.

Historically, the Government of Uganda relied on restricting the use of the road reserve through

provisions in the Roads Act. However, over time the boundaries of the road reserve became

indistinguishable from the adjacent land and, due to population increases, especially in urban

areas, encroachment has occurred. UNRA has therefore decided that it shall legally acquire the

land within the road reserves, starting with current and pipeline projects and expanding to cover

the entire national road network over time. This is a massive undertaking, totalling approximately

10,800 km of road.

The recent experience on UNRA (formerly RAFU) projects is that the Land Acquisition preparation

and implementation has been ineffectual and the cause many problems on road development

projects. This is primarily because UNRA and its suppliers have limited experience in managing

and implementing land acquisition. The private sector is further constrained by limited humanresources capacity there are simply not enough trained and experienced personnel to implement

such a nationwide land acquisition programme.

This Land Acquisition Management System (LAMS) has been prepared to provide a

comprehensive guide to the management of land acquisition of the road reserve for UNRA and its

suppliers, to clarify the roles and responsibilities of all parties, and to give step by step guidance to

the implementation process.

It is based on the requirements of ISO 9001:2000, with a view to improving management,

monitoring and continual improvement of land acquisition processes by UNRA and its suppliers.

1.2 Purpose and Feedback

The purpose of this LAMS is to support the achievement of UNRAs Mission Statement to

improve the quality, timeliness and cost effectiveness of land acquisition on its road development

projects.


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The LAMS is intended to be:

Simple, clear and easy to understand and implement,

A live system that is to be regularly reviewed and revised as necessary,

A practical tool that helps UNRA staff in their work rather than being an administrativeburden.

Feedback on the LAMS and its implementation is not only encouraged but considered necessary.

All feedback, comments and suggestions for improvement should be sent to the Land Acquisition

Specialist at UNRA.

1.3 Structure of the LAMS

The LAMS is divided into three parts.

Part A is the Quality Manual, which describes the overall management system, how it is managed

and maintained, policy statements and strategic objectives.Part B contains the detailed procedures a step by step guide to each aspect of land acquisition

and the management controls to be applied, and which define responsibilities, standard forms to

be used, records to be maintained, etc.

Part C contains the appendices, which provide further information to support parts A and B,

including a list of the standard forms and templates.

2 Quality Management

2.1 Quality Policy

The acquisition of land and any other associated activities are to be carried out in accordance with

UNRAs, Vision, Mission and Values; with the laws of Uganda and, where practicable, with

international best practice.

UNRAs Vision is to operate a safe, efficient and well developed national roads network.

UNRAs Mission is to develop and maintain a national road network that is responsive to the

economic development needs of Uganda, to the safety of all road users, and to the environmental

sustainability of the national roads corridors.

UNRAs Core Values are:

Customer Focus: We exist because of our customers and they come first,

Corporate Identify: The public image of our organisation is a mirror of our professionalethics, moral conduct and commitment to deliver better services,

Accountability: We are accountable for our actions,


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Transparency: We shall maintain an open door policy and consult with our customers asfrequently as possible to ensure that we serve them better,

Excellence: We intend to achieve our goals through hard work, innovation, creativity,prudence and exemplary leadership

Integrity: We are dedicated to serving with honesty, high professional standards and good

ethical conduct.This Land Acquisition Management System has been developed following the principles and

requirements of ISO 9001 to assist UNRA staff and suppliers to comply with this policy statement.

2.2 Objectives

The quality objectives relating to land acquisition are defined in the relevant procedures in Part B.

The objectives are intended to measure UNRAs success in terms of delivering a quality product in

an efficient and effective manner.

The Land Acquisition Specialist shall monitor achievement against these objectives and submitannual monitoring reports to the Director of Planning as part of UNRAs internal planning process.

2.3 Scope of LAMS

This LAMS applies to all aspects of the land acquisition process managed by UNRA for all road

development projects on the national road network. Any supplier (consultant) providing services to

UNRA relating to land acquisition shall carry out these services in accordance with this LAMS.

It does not apply to injurious affection claims outside of the road reserve and resulting from the

activities of Works Contractors implementing UNRA projects.

It does not (and can not) apply to the aspects of land acquisition managed by external

implementation partners such as the Chief Government Valuers office, the Commissioner of

Surveys office, District and local government offices, etc.

2.4 Processes

Land acquisition comprises three different stages, which are represented by three technical

processes in this LAMS. These are:

Initial Assessment which includes a review of the legal and institutional framework,community consultations and field surveys, development of mitigation measures,compensation strategy, implementation plan, and cost estimates (LP1)

Survey and Valuation which includes defining compensation principles and rates,identifying affected persons, preparing detailed strip maps and valuation assessments(LP2)


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Compensation and Expropriation which includes obtaining necessary approvals, verifyingand paying compensation to affected persons, expropriating land for UNRA (transferringtitles and revising deed plans) (LP3)

In addition, this LAMS includes two supporting processes which help UNRA to manage the above

technical processes. These are:

Quality Management which includes maintaining this LAMS, quality auditing of allprocesses in the land acquisition management cycle, and management reviews to promotecontinual improvement (LP4)

Resource Management which includes training, procurement of consulting services andcontract management relating to land acquisition (LP5)

The diagram below shows schematically the sequence and interaction of the processes. Each

process is given a unique reference number with the identifier LP for Land acquisition Process.

The detailed procedures are organised using the same referencing system and colour coding.

The Products relating to the land acquisition process, from an ISO 9001 perspective, include:

LP1. Initial Assessment Report

LP2. Valuation Report

LP3. Titles and Deed Plans, Accountability Report

The relevant procedures include the controls needed to ensure the quality of these products, and

include information on:


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Planning resource allocation, standards and authorisations

Control of Production responsibilities, internal reporting and monitoring, quality reviewand authorisations

Client Care determination and review of client needs, client communication and feedback

Records documentation and records to be maintained

Suppliers procurement and verification of services and goods from external suppliers

2.5 Control of LAMS Documents and Records

The control of documents and records forming part of this LAMS are described in the procedures

under LP5 Quality Management in Part B.

Records are documentary evidence of actions taken and are required to provide evidence of

conformity with the requirements of this LAMS. Records shall remain legible, readily identifiable

and retrievable.

The controlled version of this LAMS is available on the UNRA server under the restricted folder

managed by the Directorate of Planning. The Land Acquisition Specialist will maintain a printed

controlled version, which will be clearly marked as such and shall include the authorising

signatures for the issue of this and any future revisions. No other printed documents are

controlled.

3 Management Responsibility

3.1 Management ResponsibilityUNRA are committed to the implementation of the Policy Statement, and the achievement of their

Vision and Mission in accordance with their Core Values.

Land Acquisition comes under the responsibility of the Directorate of Planning, which is committed

to the implementation of this LAMS, achievement of the associated quality objectives, and in

continually improving the management and implementation of the land acquisition process.

The Land Acquisition Specialist shall receive the assistance and support necessary to:

Implement a LAMS familiarisation programme to ensure that all UNRA staff and suppliers

are aware of their responsibilities under the LAMS and in improving its effectiveness tomeet client needs,

Conduct management reviews of the LAMS, incorporating feedback from staff, suppliersand clients, and focusing on meeting client requirements and enhancing client satisfaction,

Ensure the availability of resources to manage, implement, review and update the LAMS.


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3.2 Planning

Management Reviews, including staff and client feedback, shall form the basis for deciding the

need for future updates and revisions to this LAMS, and for associated familiarisation programmes.

A LAMS Continual Improvement Plan shall be prepared and updated to reflect the outcomes of

Management Reviews, as described in Part B, LP5 Quality Management.

3.3 Responsibility, Authority, Communication

The diagram below shows the organisation of UNRA with respect to the management of land

acquisition issues on its projects. UNRAs Land Acquisition Specialist, supported by a Land

Acquisition Officer, has primary responsibility for the implementation, review and improvement of

this LAMS.

The Land Acquisition Specialist reports directly to the Director of Planning, who in turn reports to

the Executive Director. Land Acquisition activities should be completed before Works Contractors

begin on site; hence it is considered part of the planning process. In reality, many land acquisition

issues, in particular the management of appeals and injurious claims, continue after the project has

started, and so the Land Acquisition Specialist also works closely with the Director of Projects and

the Project Managers to resolve these issues.

The Land Acquisition Specialist has the authority to liaise with external parties on matters relating

to the LAMS. Representatives from the Directorates of Planning and Projects shall participate in


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the Management Reviews, to seek consensus, approval and authorisation for the LAMS and its

revision.

The Directors of Planning and Projects shall ensure their managers and suppliers are familiar with

the content of the LAMS as necessary.

3.4 Management Review

The Land Acquisition shall ensure that a Management Review is held at least once a year to

ensure its continuing suitability, adequacy and effectiveness, and to assess opportunities for

improvement and the need for revisions.

A record of the findings of the Management Review shall be maintained by the Land Acquisition

Specialist.

Inputs to the management review shall include:

Results of audits,

Client and staff feedback,

Status of preventive and corrective actions,

Follow up actions from previous management reviews,

Changes that could affect the LAMS,

Recommendations for improvement.

Review output shall include any decisions and actions related to:

Improvement of the effectiveness of LAMS and its processes,

Improvement of product (Initial Assessment Report, Valuation Report, AccountabilityReport) related to client requirements,

Resource needs.

The review outputs shall be fed into the LAMS Continual Improvement Plan

4 Measurement, Analysis, Improvement

The procedures in Part B includes for the monitoring, measurement, analysis and improvement

processes needed to:

Demonstrate conformity of the product to client and LAMS requirements

Ensure conformity of the LAMS to ISO 9001

Continually improve the effectiveness of the LAMS


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These include an annual programme of internal audits covering all aspects of the LAMS. The

purpose of these audits is to:

Demonstrate that the LAMS is being effectively implemented and maintained,

Demonstrate the ability of the LAMS procedures to achieve planned results,

Provide feedback for the Management Review.

A number of staff shall be trained and appointed as auditors and shall be responsible for delivering

the audit programme.

The management responsible for the area being audited shall ensure that actions are taken

without undue delay to eliminate detected non conformities and their causes. Follow up activities

shall include the verification of the actions taken and the reporting of verification results.

A record of all detected non conformances shall be maintained by the Land Acquisition Specialist.


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PART B: DETAILED PROCEDURESFOR LAND ACQUISITION


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Introduction to the Land acquisition Procedures (LPs)

The flow chart overleaf shows the main tasks or steps to be taken for each process, and how they

link together. These are expanded upon in the Land acquisition Procedures (LPs) defined in the

following sections. The following sections use headings coloured to match those used in the

diagram for easy identification.

The procedures are written to comply with Government of Uganda requirements. For donor

funded projects, some modifications may be required. See Appendix D Donor Requirements for

further information.

Each of the Land acquisition Procedures is summarised by the ISO Plan-Do-Check-Act model,

which defines the objectives, inputs, process, output, controls and measures relevant to that

procedure. These summaries provide the basis for routine monitoring, formal quality audits, and

management reviews as part of the continual improvement process.

PLAN

Objective:

Define delivery objectives that are clear and achievement can be measured

Input:

Define the items required for implementing the services and delivering the outputs

DOProcess:

The tasks / steps to be completed when implementing the services and delivering the outputs

CHECK

Output:

Define the output of the process, e.g. reports and deliverables

Controls:

Define the controls established to ensure the process (implementation) is done correctly and meets

defined standardsMeasures:

Define measures or performance indicators that are used to measure achievement of the objectives

ACT CONTINUAL IMPROVEMENT

In the main text for each task or step in the process, boxes are used to highlight where approvals

are to be sought and formal records are to be maintained.


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Flow Chart showing major steps in land acquisition technical and support process

Outline SchemeApproval

Draft AlignmentDesign

LP1.8Initial Assessment

Report

LP1.Initial

Assessment

LP1.1Desk Study

LP1.2Notices &

Consultations

LP1.3Field Survey

LP1.4MitigationMeasures

LP1.7Cost Estimates

LP1.6Implementation

Plan

LP1.5Compensation

Strategy

LP2.3Compensation

Principles & Rates

LP2.Survey &Valuation

LP2.1Review InitialAssessment

LP2.2Survey & Display

StripMapsLP2.4

ValuationAssessments

LP2.5Snaglist

LP2.7Valuation Report

LP5.Resource

Management

LP5.1Training

LP5.2Procurement of

Consultants

LP5.3Contract

Management

LP3.Compensation&Expropriation of

Land

LP3.1Review & UpdateValuation Report

LP3.2Verify & Pay

Compensation

LP3.4Land

Expropriation

LP3.4Accountability Report

LP4.Quality

Management

LP4.1Maintain LAMS

LP4.3Management

Reviews

LP4.2Audit Programme

Detailed SchemeApproval

Project Planning Feasibility Study Final Alignment

Design Approved Funding Secured

Project Planning Tasks(Not part of land acquisition)

Land Acquisition Tasks

LP3.3Grievancesand

Appeals


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LP1. Initial Assessment

Objective:

To provide an initial assessment of mitigation measures and cost estimates for land acquisitionInput:

Alignment Design, Base Maps (physical features), Deed Plans

Process:

LP1.8Initial Assessment

Report

LP1.Initial

Assessment

LP1.1Desk Study

LP1.2Notices &

Consultations

LP1.3Field Survey

LP1.4MitigationMeasures

LP1.7Cost Estimates

LP1.6Implementation

Plan

LP1.5Compensation

Strategy

Output:

Approved Initial Assessment Report

Controls:

Terms of Reference, Template for Initial Assessment Report

Measures:

% Reports submitted to UNRA on time

% Reports approved by UNRA on first submission

% Variation between initial cost estimate and valuation report total

The Initial Assessment should normally be carried out during feasibility study and preliminary

design stage, and should aim to provide an accurate estimate of the compensation to be paid, thenumbers of people affected and to identify and develop any necessary mitigation measures.

The Initial Assessment only be completed once a preliminary road alignment (and earthworks)

design has been prepared, and at least most of the alignment is known. Where alignment options

have been identified and a decision has yet to be made, the initial assessment should include

these options and clearly identify the impacts of each option separately.

Responsibility for completing the initial assessment lies with the Consultant contracted to

undertake the work, usually as part of the Feasibility Study and Preliminary Design contract. See

LP5 Resource Management for further information.

If, for some reason, the initial assessment takes place later, it may overlap or coincide with theValuation process. Where this is the case, the Initial Assessment should focus primarily on the

development of mitigation measures, and the consultant should liaise with those carrying out the

Valuation process to summarise the compensation strategy, cost estimates and implementation

plan in their Initial Assessment Report.


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LP1.1. Desk Study

Policy and Legal Framework

A summary of the policy and legal framework is provided in Appendix A Policy and Legal

Framework. The desk study should include:

A review of the summary policy and legal framework and advise UNRA of any errors,

omissions or suggestions for improvement,

Identification of any recently issued policy documents or legislation that may affect the land

acquisition process,

Identification of any local legislation that may affect land acquisition of the project road.

Where it is found that Appendix A needs to be revised and / or updated, this shall be done in

accordance with the document control procedures defined in LP4 Quality Management.

Institutional Framework

A summary of the institutional framework is provided in Appendix B Institutional Framework. The

desk study should include:

A review of the summary institutional framework and advise UNRA of any errors, omissions

or suggestions for improvement,

Identification of any recent institutional changes that may affect the land acquisition

process,

A stakeholder analysis and identification of the organisations and individuals to be involved

in the land acquisition process at central, district and local levels,

Where it is found that Appendix B needs to be revised and / or updated, this shall be done in

accordance with the document control procedures defined in LP4 Quality Management.

The stakeholder analysis shall include identification of all persons and organisations (formal and

informal) that:

Will be directly affected by the road project and the land acquisition process (e.g.

roadside communities and their livelihood sources, utility providers, socio-economic

service providers, communal facilities providers)

Have a legal requirement to be involved in the land acquisition process (e.g. central

and local government bodies)

Could help ensure smooth implementation of the land acquisition process (e.g.

community leaders, local NGOs / CBOs)


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The analysis should include preparation of a stakeholder matrix, which identifies different

organisations and social groups, the extent to which the project is likely to impact on them, and

their importance in ensuring the LA process runs smoothly.

A project specific Institutional Framework should be prepared which clearly defines the tasks and

responsibilities for the entire process, and should include an organisation chart or similar, including

the names of the individuals concerned. This should include an assessment of the willingness and

capacity of those organisations and individuals to fulfil their responsibilities and to identify where

capacity building / technical assistance may be required.

Participation Strategy

The participation strategy shall define how each stakeholder will be consulted and how they will be

involved in making decisions on issues that affect them.

The participation strategy shall include:

A District Information Pack, that explains the roles and responsibilities of district level

officers in the land acquisition process,

A Community Information Pack, that provides affected communities with all the information

they need to understand the land acquisition process, how it may affect them, their

entitlements, and what they need to do to make sure they get paid their compensation on

time.

Proposed Road Reserve

The consultants shall, in accordance with UNRAs strategy for land acquisition and in liaison with

the road design engineers, propose the boundaries for the road reserve, in accordance with the

policy framework. This shall include:

A review of the alignment design and assessment of the road reserve width to be applied

along the route, taking into account any requirements for additional land take, for example

due to high cut / fill slopes and major junctions,

Obtaining copies of Deed Plans and base maps (showing physical features), and

superimposing on the proposed alignment centreline and road reserve boundaries.

The proposed road reserve should include all land take needed for permanent works, including

drainage and river protection measures.

LP1.2. Notices and Consultations

Official notices, in accordance with the legal framework, should be issued to notify those living in

the affected areas of the intent to acquire land for the road and of the need to access land for

survey purposes. A copy of all notices should be held on file by UNRA along with information on

when and where they have been displayed.


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The exact form of the notices will depend on whether the land is already within the existing road

reserve and whether the outline scheme has been submitted and approved by the Commissioner

for Physical Planning, and the intended project area declared and gazetted.

The consultant should identify the need for all future public notices associated with the land

acquisition process and agree with the district and UNRA the locations where these are to be

displayed.

The consultations should follow the participation strategy, and should include as a minimum:

District level meetings to obtain information on compensation rates, to complete the

stakeholder analysis, and to distribute the district information packs to ensure all parties

fully understand their responsibilities

Village level meetings to:

Raise awareness and distribute the community information packs to explain the land

acquisition process in detail

Discuss the compensation strategy

Allow affected communities to raise any concerns relating to land acquisition

Obtain information on livelihood strategies, market prices for land and property,

current mailo rents and incomes, etc.

Interaction between surveyors and land owners / occupiers to

Identify and estimate quantities of land and assets likely to be affected

Identify plots where difficulties are likely to arise, e.g. absentee or recently deceased

title holders, ongoing land disputes

Identify plots where people are likely to be displaced (i.e. dont have enough

residual land to rebuild their homes on it) and discuss with them whether they want

to be paid compensation or whether they want assistance in resettlement.

A record of all consultations shall be maintained. Ideally these will be signed by the parties

involved in the consultation as a fair and accurate record of the discussions held.

LP1.3. Field Survey

The field survey involves, as a minimum, a walkover survey and consultation with land owners /

occupiers, by a registered land surveyor and / or registered valuation surveyor to provide a socio-

economic baseline for monitoring and evaluation, and an initial assessment of:


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land use and tenure systems, for estimating compensation costs

current market prices and district approved rates for estimating compensation costs

livelihoods sources and need for livelihoods protection / mitigation measures

community infrastructure and other items likely to be affected and for which

mitigation measures will need to be developed

the number of owners / occupiers affected and estimated quantities of their assets

for which compensation will need to be paid

the number of families and individuals that will be displaced

A record of the field survey findings shall be maintained. Ideally these will be signed by the

relevant owner / occupier or district officer as a fair and accurate record of the situation.

The output of the field survey should include:

i. Maps showing road reserve boundary, registered plots, and residual land that may need to

be acquired,

ii. Indicative Land Inventory, including different land tenure systems, location and size of plot

and proportion affected, land type and use,

iii. Indicative Property Inventory, including structures (e.g. homes, animal pens, stores),

infrastructure (e.g. water supply and sanitation, utilities connections), and other assets

(trees, crops)

iv. Community Infrastructure inventory, including all socio-economic and communal services

and facilities, utility services and religious / cultural facilities that may be affected,

v. Indicative Livelihoods Inventory, including identification of vulnerable groups (e.g. female or

child headed households, elderly, disabled, minority groups), income sources and

estimated values, cash and in-kind incomes, access to natural resources, etc.

Note that this is NOT a full cadastral survey; a cadastral survey is undertaken as part of the Survey

and Valuation exercise in LP2.

LP1.4. Mitigation Measures

The findings from the field survey should identify where negative impacts are likely to occur which

monetary compensation will not adequately resolve, and for which alternative mitigation measures

are required.

Mitigation measures may include:


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Moving or reconstructing personal and community infrastructure (including access to a

road) and structures,

Reconnecting to water supply, sanitation and utilities,

Identifying alternative livelihood opportunities and providing appropriate training,

Facilitating access to social and economic service providers,

Resettlement of families and providing support to families and communities during the

resettlement process.

Where mitigation measures involve construction works, the Consultant shall ensure they are

included in the detailed design and contract documents for the works contractor.

Where mitigation measures involve support and development, the Consultant shall liaise with the

local government and NGO service providers to develop plans to implement the mitigation

measures.

LP1.5. Compensation Strategy

The Compensation Strategy shall define the principles to be adopted in estimating the

compensation costs. This shall include eligibility principles for compensation, copies of the latest

district rates, analysis of current market prices for land and property, proposed rates for

compensation for all asset types for each area along the project road, payment mechanisms and

responsibilities, the documentary evidence necessary to allow payments to be made, etc.

Eligibility principles and proposed rates should take into account:

the governments position on using district approved rates, depreciated prices and

disturbance allowances,

how to ensure fair division of compensation between owners and occupiers, especially on

mailo land,

how to price for acquiring land where the existing road is (i.e. carriageway, shoulders and

drainage ditches).

The compensation strategy should define the payment mechanisms and thresholds for cash

payments, stating whether larger sums are to be paid by cheque, bankers draft or by electronic

fund transfer.

The draft compensation strategy should be submitted, via UNRA, to the Chief Government Valuer

for review and approval in principle. A record of the CGVs comments and approval shall be

maintained.


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The report should follow the standard template prepared by UNRA, and be submitted to UNRA for

approval. A record of UNRAs comments and approval shall be maintained. UNRA may send a

copy to the CGV for information.

The Consultants responsibility for the initial assessment ends with approval of the report by

UNRA.


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LP2. Survey and Valuation

Objective:

To prepare a Valuation Report and Strip Maps to the satisfaction of the Chief Government Valuer and the Commissioner for Land

and Surveys

Input:

Initial Assessment Report, Alignment Design, Base Maps (physical features), Deed Plans

Process:

LP2.3Compensation

Principles & Rates

LP2.Survey &Valuation

LP2.1Review InitialAssessment

LP2.2Survey & Display

Strip MapsLP2.4

ValuationAssessments

LP2.5Snaglist

LP2.7Valuation Report

Output:

Approved Valuation Report

Controls:

Terms of Reference, Template for Valuation Report, Government of Uganda Requirements

Measures:

% Reports submitted to UNRA on time

% Reports approved by UNRA on first submission

% Reports approved by CGV / Surveys approved by CoS on first submission

Length of time between first submission and CGV / CfLS approval

The Valuation should normally be carried out during detailed design stage, and should provide a

detailed and accurate inventory of all affected property and a detailed valuation for compensating

those affected properties.

The Valuation process should only start once the final alignment and earthworks design has been

approved, in phases if appropriate, and the necessary public notices issued.

Responsibility for completing the initial assessment lies with the Consultant contracted to

undertake the work. This will usually be a separate contract for Valuation, Compensation and

Expropriation. See LP5 Resource Management for further information.

The Valuation Report must be approved by the Chief Government Valuer before commencing with

LP3 Compensation and Expropriation


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LP2.1. Review Initial Assessment

This involves a review of the work already done during the Initial Assessment (or work done to date

if there is any overlap), in particular the desk study findings, the compensation strategy,

implementation plan and cost estimates.

It also includes a review of the alignment and earthwork designs, to identify whether there have

been any significant changes since the initial assessment was prepared. Where any design

changes affect the mitigation measures developed under the initial assessment, the consultant

should advise UNRA and the design consultants to address these in the Environmental and Social

Impact Assessment (ESIA).

LP2.2. Survey and Display Strip Maps

This requires a full cadastral survey, in accordance with the requirements of the Commissioner for

Lands and Surveys and the Chief Government Valuer, to plot land boundaries, affected property

and large trees or other significant features eligible for compensation payment.

The purpose of the maps is to:

i. Provide supporting evidence for the valuation exercise,

ii. Provide the plans for transfer of titles and revising deed plans.

In carrying out the survey, the survey team should place physical markers at plot boundaries and

to show the boundary of the land to be acquired for the road reserve.

The plans to support valuation should show the boundaries of all land by owner / occupier,

including on customary land, and all affected assets that can be plotted.

The plans for transfer of titles and revising deed plans only need to show the registered land

boundaries and the proposed boundaries of land to be acquired. The survey data, including

information on the control points used and physical markers placed to demarcate the property,

should be submitted to the Commissioner for Lands and Surveys for approval. A record of the

Commissioners approval of the plans shall be maintained.

The plans, also known as strip maps, should be displayed in the locations identified in the Initial

Assessment.

LP2.3. Compensation Principles and Rates

This requires liaison with district officers and Government Valuers to develop the principles and

rates to be proposed for all items eligible for compensation, including:

Current district approved rates for non-permanent property,


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Assessment of market rates proposed for land and permanent property,

Payment for land where existing carriageway and shoulders are,

Payment for owners and occupiers of mailo land,

Disturbance allowances,

Attendance allowances and expenses for local government officials to be present for

verification, compensation and expropriation.

The Consultant should also review the payment mechanism and thresholds defined in the Initial

Assessment.

The proposed rates must be submitted at the earliest opportunity, via UNRA, to the Chief

Government Valuer for review and approval. A record of the CGVs comments and approval shall

be maintained.

LP2.4. Valuation Assessments

Walkover Survey

The valuation exercise includes a walkover survey, in the presence of the owner / occupier, of

each plot shown on the strip map, to quantify the crops and other assets eligible for compensation,

including an accurate description of affected property. The walkover survey team should include

both a valuer and land surveyor.

A Valuation Assessment Form should be completed and signed by the surveyor and the owner /

occupier to confirm the quantities.

The valuation should include identification of residual land and marginal property, and discussion

and proposals as to how to deal with these. This information will be detailed on the separate Early

Warning Form, which shall be appended to the Valuation Assessment Form.

An Assessment Team shall be compiled to make the final decision on how to deal with residual

land and marginal property and shall include representatives from UNRA Projects and Planning

Directorates, the Detailed Design Consultants, the Commissioner for Physical Planning, the Chief

Government Valuer and the District Land Office

Theirwritten recommendation shall be entered on to the Early Warning Form.

At the time of assessment, the Assessment Officer should obtain photocopies of registered titles,

certificates of tenancy, occupancy, customary ownership, etc.


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Valuation Assessment and Inquiry

A hearing shall be held in each village affected by land acquisition, to validate the quantities on the

valuation assessment forms and to hold an inquiry into any objections.

An assessment board, comprising the Assessment Officer and a representative from the local

council (LC1) shall preside over the hearing.

Each person with a claim to compensation, who wishes to raise an objection, shall attend the

hearing in person or by authorised agent. The assessment board shall carry out an inquiry and

confirm the valuation in accordance with the Valuation Assessment Form or any necessary

revisions resulting from the inquiry.

Details of the final award should be recorded on a Valuation Schedule Form. The form shall

confirm the quantities, the rates (based on the approved compensation principles and rates) and

calculate the total amounts to be paid in compensation.

These forms will be included as an Appendix to the final Valuation Report.

A Valuation Schedule shall be prepared that summarises all the valuation awards and providestotals by property type and by location. .

LP2.5. Snag list

A snag list shall be prepared to identify any property where there may be potential difficulties or

obstacles that may delay completion of the acquisition process. These include property where:

The registered title holder is absent and cannot be easily contacted,

The registered title holder is recently deceased and legal proceedings to transfer the

property to the intended beneficiary have not been completed,

The title or certificate of ownership / occupancy has been lost,

There is an ongoing or potential dispute over the property,

Any other event or concern may delay acquisition.

The snag list shall be in matrix form identifying the problem, the options considered to solve the

difficulty, the recommended solution, who is responsible for implementing and overseeing the

solution and the timescale for doing so. The snag list shall be updated regularly as items are

resolved.

LP2.6. Valuation Report

The Valuation Report shall summarise all the above tasks, with supporting documentation provided

in Appendices. It should also include a completion report of the Consultants activities, including


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team inputs, actual against planned costs and implementation, difficulties encountered, lessons

learned, etc.


review and approval. UNRA will then submit the report to the CGV for final approval. A record of

the CGVs comments and approval shall be maintained.

The Consultants responsibility for Valuation ends with approval of the report by UNRA and the

Chief Government Valuer.


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LP3.Compensation and Expropriation of Land

Objective:

To compensate PAPs, expropriate land and clear road reserve ready for Contractors possession of site

Input:

Approved Valuation Report

Process:

LP3.Compensation &

Expropriation ofLand

LP3.1

Review & UpdateValuation Report

LP3.2Verify & Pay

Compensation

LP3.4Land

Expropriation

LP3.4

AccountabilityReport

LP3.3

Grievances andAppeals

Output:

Land Titles, Accountability Report

Controls:

Terms of Reference, Template for Accountability Report, Government of Uganda Requirements

Measures:

% PAPs paid and land plots expropriated on time

% PAPs lodge valid grievance / appeal

% Reports submitted on time and approved by UNRA on first submission

% Contracts have delayed start due to land acquisition, and number of days delayed

The payment and expropriation process may only start after approval of the Valuation Report by

the Chief Government Valuer and once funds are secured to make the compensation payments.

Ideally, the process should be completed before procurement of the works contractors, to allow at

least 6 months for affected families to move off the acquired land before the contractor starts work

on site.

Responsibility for completing the payment and expropriation process lies with the Consultant

contracted to undertake the work under a contract for Valuation, Payment and Expropriation. See

LP5 Resource Management for further information.


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LP3.1. Review and Update Valuation Report

This involves a review of the Valuation Report, in particular to identify whether there are any

appeals and / or items on the snaglist still to be resolved. The review should also update the

implementation schedule as necessary, in particular setting the dates of planned meetings for

verification and payment.

LP3.2. Verify and Pay Compensation

The implementation plan should include for at least a one day meeting in each village where

people are to be paid compensation. The purpose of these meetings is to verify the identify of

those entitled to compensation, to make payment by the appropriate means, and to obtain the titles

/ certificates to register the transfer of land.

The following people need to be present:

Assessment Officer (Consultant) to confirm amounts to be paid, maintain the appropriaterecords, and coordinate / oversee the verification and payment process,

LC1 Representative to verify the identity of those entitled to compensation and to witness

the payment,

District Representative to witness the payment,

District Land Office Representative to receive the titles / certificates for subsequent

processing.

Those entitled to compensation need to present the following documentation to enable payment to

be made:

Valid identify papers (ID Card, Driving Permit, Voters Card, Passport); if no valid

identification can be produced a signed letter from the LC1, approved by the Sub-County

Chief and District Chief Administrative Officer, confirming identify will be accepted;

2 Passport style photos (for identify verification and payment confirmation);

Land title / certificate, where land is to be transferred to UNRA;

Bank account details, where payment is to be made by electronic fund transfer.

Payments should be made in accordance with the payment mechanisms and thresholds defined in

the Valuation Report. An Identify Verification Form and a Payment Receipt Form shall be

completed for all transactions.


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A record of all titles / certificates deposited with the district registrar or representative shall be

maintained.

LP3.3. Grievances and Appeals

Any objection or contest to a claim or any objection, grievance or appeal against an award made,

may be submitted in writing to the Assessment Officer (via local and district representatives) duringan appeal period of 60 days from the date of the inquiry and award. The claimant may use a

standard record of appeal form, which will be logged and tracked in a spreadsheet held by the

Assessment Officer.

The appeals shall be considered by the Assessment Officer and the Chief Government Valuer,

who shall decide on the award to be made. If an individual is still not satisfied with the award, they

may start legal proceedings through the Land Tribunal.

The Assessment Officer shall maintain a record of any grievances or appeals submitted, including

information on how they are being addressed and of their final resolution.

LP3.4. Land Expropriation

The land titles / certificates deposited with the District Land Board Representative during the

verification and payment meetings shall be processed by the Registrar in accordance with the

Registration of Titles Act, and the requirements of the Commissioner for Land Registration.

Responsibility for this lies primarily with the Commissioner and his authorised assistants and

registrars. The Consultant shall provide whatever assistance is required by the Commissioner to

facilitate the process, especially in relation to preparation of revised Deed Plans.

The land acquired shall be registered under the Uganda National Roads Authority, to be held by

the Uganda Land Commission.

The Consultant shall ensure that revised titles / certificates for residual land are returned to the

owner / occupier, and acknowledgement of their return recorded.

LP3.5. Accountability Report

The Accountability Report shall summarise all the above tasks, with supporting documentation

provided in Appendices. The report should include details of:

Any outstanding appeals,

Any legal action being taken,

Any refusals to accept payment or handover titles / certificates.


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It should also include a completion report of the Consultants activities, including team inputs,

actual against planned costs and implementation, difficulties encountered, lessons learned, etc.


review and approval. A record ofUNRAs comments and approval shall be maintained. UNRA

may send a copy to the CGV for information.

The Consultants responsibility for Payment and Expropriation ends with approval of the report by

UNRA.


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LP4.Quality Management

Objective:

To manage land acquisition process effectively and in accordance with Government of Uganda requirements, with a focus on Client

satisfaction and continual improvement

Input:

Land Acquisition Management System, quality Records

Process:

LP4.Quality

Management

LP4.1Maintain LAMS

LP4.3Management

Reviews

LP4.2Audit Programme

Output:

Client Satisfaction

Controls:

LAMS, Legal Framework, Templates for, Audit Plan, Audit Reports, Non-conformance Reports, Management Reviews

Measures:

% Audits / Reviews completed as planned

%Audits identify no Non-Conformances

% Tasks in continual improvement plan completed within two months of target date

Quality Management is a continual process and applies across all the procedures. UNRAs and

their consultants are responsible for ensuring they implement land acquisition processes in

accordance with the relevant procedures, maintain the necessary records and obtain the

necessary approvals.

Responsibility for overall quality management lies with UNRA, in particular the Land Acquisition

Specialist and the Land Acquisition Officer. In particular this involves maintaining the Land

Acquisition Management System, managing an Audit Programme and the Management Reviews.

LP4.1. Maintain LAMS

Document Control

The LAMS comprises this document (the Land Acquisition Management System) and the forms /

templates to be used for keeping records. The Land Acquisition Specialist and Executive Director

shall approve all LAMS documents and subsequent revisions.


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The document control sheet at the front of this document and the page footers provide a record of

the current revision date for the LAMS. A similar table for the forms and templates to be used is

given in Appendix C Standard Forms and Templates.

Changes shall not be applied retrospectively.

The controlled version of the LAMS is stored electronically on the UNRA server under the Planning

Directorates restricted folders. Only the Land Acquisition Specialist maintains a printed controlled

version, which includes the signed copy of the document control sheet. No other printed

documents are controlled.

All LAMS documents, forms and templates shall show the current version date at the bottom of the

page (all pages), to ensure the current version is clearly identified.

When revisions are made to the LAMS, the Land Acquisition Specialist shall contact all approved

consultants to inform and relevant UNRA staff to explain how the changes affect them and their

operations.

All LAMS documents shall be reviewed on a regular basis as part of the Management Reviewprocess.

Record Control

The records identified in the procedures are required to provide evidence of conformity to the

LAMS and ISO 9001 requirements. Records shall remain legible, readily identifiable, and

retrievable.

The records to be maintained shall be in the standard format provided by UNRA in Appendix C

Standard Forms and Templates, where available. If no standard format is available, the consultant

shall propose a format for UNRA approval.

In general, records for land acquisition procedures shall be bound into the relevant reports in

appendices. All reports relating to land acquisition shall be held by the Land Acquisition Specialist

and shall be retained, archived and disposed of in accordance with UNRAs Records and Archives

policy.

The records for quality management and resource management shall be stored by the Land

Acquisition Specialist, retained for at least 1 full year after completion of the related activity, after

which they may be disposed of. A copy of all resource management records shall be given to

UNRAs Human Resources Department for staff related records, and the Director of Planning for

Consultant related records.

LP4.2. Audit Programme

An audit plan shall be prepared annually, to ensure that each procedure is audited at least once a

year, and that each project / contract is audited at least once. The Land Acquisition Specialist is

responsible for preparing and maintaining / updating the audit plan.


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Only personnel (UNRA or Consultants staff) that have attended a quality auditors training event

shall carry out the LAMS audits. The Land Acquisition Specialist shall assign an auditor for each

audit in the plan such that no one shall audit their own area.

It shall be the responsibility of the assigned auditor to consult with the relevant project / office

representatives to set a date and time for the audit that suits all necessary parties. Audits may be

undertaken in more than one sitting if required. No official audit notification is required.

Audit Reports and any associated Non-Conformance Reports shall be prepared as soon as

possible after completion of the audit, signed by the auditor, and submitted to the Land Acquisition

Specialist.

Audits shall identify opportunities for continual improvement and preventive actions. These will

feed into the Management Review process.

The audit is the main mechanism for identifying non-conformances. A non-conformance shall be

recorded using the standard form and issued to the individual responsible for the project / office

where the non-conformance has occurred. The closure of non-conformances does not simply

require the specific item to be corrected, it requires analysis of the root cause of the non-

conformance and identifying actions that will prevent recurrence. This analysis and identification of

an appropriate solution is the responsibility of the individual receiving the non-conformance report,

though it should be completed in consultation with the Land Acquisition Specialist to ensure the

response is to UNRAs satisfaction and the proposed action is thought adequate to prevent

recurrence.

The Land Acquisition Specialist shall maintain a register of non-conformances to monitor their

status. Analysis of trends, the root causes and solutions to prevent recurrence shall feed into the

Management Review process.

Any follow up action required shall be undertaken by the Land Acquisition Specialist.

LP4.3. Management Reviews

The purpose of Management Reviews is to ensure the continuing suitability, adequacy and

effectiveness of the LAMS, to assess opportunities for improvement and the need for changes,

including the quality policy and objectives. Approximate dates for Management Reviews are

shown on the Audit Plan.

The Management Review should include representatives from the Directorates of Planning and

Projects, and the Land Acquisition Specialist and Officer. Other stakeholders may be invited to

participate in the Management Review, for example relevant central government officers or

Consultant representatives, if considered appropriate by UNRA.

The Land Acquisition Specialist shall liaise with key stakeholders to obtain feedback and

suggestions for improvement from key stakeholders and clients, and shall prepare an Agenda and


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a LAMS Report for the Management Review. The report shall summarise the issues to be

reviewed including:

Follow up of recommendations from previous management reviews

Results of monitoring against quality objectives for each procedure

Feedback from key stakeholders and clients

Findings and recommendations from audits

Status of corrective actions

Achievements against the Continual Improvement Plan

Any other significant issues relating to management of land acquisition

The output of the review shall include a detailed record of the meeting, in particular any decisions

made and actions assigned. The Land Acquisition Specialist will revise the Continual Improvement

Plan accordingly.

The Continual Improvement Plan shall record the actions arising from the Management Review,

and assign responsibilities and timeframes for completion. The Land Acquisition Specialist will

monitor progress against the plan and update the plan as necessary.


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LP5.Resource Management

Objective:

To procure and manage consulting services to complete land acquisition to the satisfaction of UNRA and their Clients

Input:

PPDA Act and Regulations, Pipeline Project Plans

Process:

LP5.Resource

Management

LP5.1Training

LP5.2Procurement of

Consultants

LP5.3Contract

Management

Output:

Satisfactory completion of land acquisition processes

Controls:

LAMS, TOR, Approved Suppliers List, Training Plan

Measures:

% Consultant contracts completed on time

% Consultant contracts completed to satisfaction of UNRA

% Consultant contracts resulting in complaints from UNRA or its Clients

Resource Management is about making sure that all necessary personnel involved in

implementing the LAMS are adequately trained in the procedures and understand the

requirements. This includes ensuring that Terms of Reference (TOR) for consultants are clear and

progress targets are achievable.

Responsibility for resource management lies with UNRA. It is coordinated by the Land Acquisition

Specialist, but requires input from staff in the Directorate of Planning and the Human Resources

Department. In particular this involves maintaining the Land Acquisition Management System,

managing an Audit Programme and the Management Reviews.

LP5.1. Training

The Land Acquisition Specialist shall be responsible for ensuring the following training events are

held:

Familiarisation of the LAMS to all UNRA staff involved in or whose work is affected by land

acquisition activities,


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Detailed Engineering Design

LP2.Valuation

Final AlignmentDesign

Darft Alignment /Earthworks

Design

Final Design &Bidding

Documents

Procurement of Works Contractors (min 6 months)

Issue BidDocuments

Evaluate Bids Award Contract

LP3.Payment &

ExpropriationSite Cleared

Start on Site

A model Terms of Reference for the Valuation, Payment and Expropriation will be prepared by the

Land Acquisition Specialist, which are to be included in the Standard Bidding Documents for Land

Acquisition Consulting Services. The procurement process usually takes a minimum of 6 months.

As the alignment design and road reserve area will not be complete when preparing the bidding

documents, it may not be possible to define accurate quantities. The Land Acquisition Specialist

should prepare a Schedule of Rates to cover all items likely to arise, which will be used for the

financial evaluation of bids. The bids should be based on estimated quantities, but with provision

for revision at the time of contract award.

LP5.3. Contract ManagementThe Land Acquisition Specialist shall be responsible for monitoring the performance of the

appointed consultants in accordance with the Terms of Reference.

A copy of the Land Acquisition Management System, and the relevant forms and templates, shall

be given to the consultant at the start of their assignment. The Land Acquisition Specialist shall

ensure they are working to the latest version, including any revisions made during the period of

their assignment.

The standard reports include a requirement for the consultant to include their completion report for

each process. In addition, they shall submit an Inception Report and Interim Progress Reports in

accordance with