Asset procurement procedures - Ministry of Works and Transport
Contact persons for Housing and Alienation
Mrs E. Kalomho- 2088500
Asset procurement – procedures
Acquiring of properties by means of purchase, donation and exchange
Purchasing
Receive request from line ministries to acquire property for their need;Ministry of Works to enter into negotiation with the owner of the property based on the valuation and possible conditions attached to the purchase;Once both parties agreed on the purchase price, the seller will be requested to appoint the lawyers to attend to the transfer and registration of the property On the date of registration of the property in the deeds office, the purchase price will be paid to the owner;The title deed will be forwarded to the department for safe keeping
Donation:
Receive request from line ministries to acquire property for their need or based on the offer given by the donor inform Ministry of Works of the property;Ministry to liaise with ministry of lands on the evaluation of the property
After receiving the evaluation ministry of works to write submission to Ministry of Finance (treasury) for acceptance of the donation;after receiving authorization, ask the donor to draft the Deed of Donation;send the Deed of donation to the attorney General Office for scrutiny;both parties sign the Deed of Donation;send Deed of Donation to Attorney General’s Office to handle the transfer of the property
Deed office to provide Ministry of Works with the New title Deed;after receiving Title Deed, Ministry of Works to inform line Ministry concerned in writing of the registration of the property and allocation;open file for the property
Exchange
Line Ministry to identify property to be exchanged and forward the need to Ministry of Works;ministry of Works identify govt property for exchange and propose the exchange to local authority; Local authority agree in principle to the exchange;ministry of works to liaise Ministry of land for evaluation of the properties
After evaluation, Ministry of works to write to Treasury for authorization;After Treasury authorization, Ministry of Works to write Cabinet submission for approval;After Cabinet approval , seek Tender Board exemption;Obtain Deed of exchange from Government Attorney's Office
Both parties sign the Deed of exchange; government Attorney Office or Local Authority to handle the transfer/registration of the property; ministry of Works to receive the new Title Deed; inform the Line Ministry of the registration of the property and allocate
Close the file for the property disposed and open the file for the property acquired; contact persons for Procurement
Mr. M. Rhodes – Tel: 2088511/0811410466.