June 2023 LAO PEOPLE’S DEMOCRATIC REPUBLIC PEACE INDEPENDENCE DEMOCRACY UNITY PROSPERITY MINISTRY OF PUBLIC WORKS AND TRANSPORT DEPARTMENT OF ROADS   ➢ The Southeast Asia Regional Economic Corridor and Connectivity Project (P176088) FEASIBILITY STUDY AND ENVIRONMENT AND SOCIAL ASSESSMENT (ESA) STUDY FOR IMPROVEMENT AND MAINTENANCE OF NATIONAL ROAD 2 National Road Climate Resilient Improvement and Maintenance of NR2 E & W and Local Roads Stakeholder Engagement Plan (SEP) CONSULTANT: DONG IL ENGINEERING CONSULTANTS DONGSUNG ENGINEERING LAO TRANSPORT ENGINEERING CONSULTANT Document history Issue Status / Date Prepared by Reviewed by Approved Financier review No. Reason by 1 Draft 0 /05/23 Dr Sith M.Pholsena Lee C.W EIB 2. Draft 0 /06/23 M. Pholsena Kim .E Lee C.W Nanda, Monirath 3. Draft 1 /07/23 M. Pholsena Kim .E Lee C.W Nanda 4. Draft 2 31/07/2023 M. Pholsena Kim .E Lee C.W Stakeholder Engagement Plan (SEP) for National Road No.2 TABLE OF CONTENTS Executive Summary ............................................................................................................................... 1 1 Introduction/Project Description .................................................................................................... 4 2 Legal Frameworks on Public Consultation ..................................................................................... 6 3 Purpose of Stakeholder Engagement Plan ...................................................................................... 7 4 Stakeholder Identification and Analysis ......................................................................................... 7 4.1 Affected parties ...................................................................................................................... 8 4.2 Other interested parties ........................................................................................................... 8 4.3 Disadvantage/vulnerable individuals or groups ...................................................................... 9 4.4 Stakeholder Analysis ............................................................................................................ 10 5 Stakeholder Engagement Plan ...................................................................................................... 25 5.1 Purpose and timing of stakeholder engagement plan ............................................................ 25 5.2 Disclosure of information ..................................................................................................... 26 5.3 Strategy for Consultation and Disclosure ............................................................................. 32 5.3.1 At Central Level ........................................................................................................... 33 5.3.2 At Provincial and District Level ................................................................................... 34 5.3.3 At Village Level ........................................................................................................... 35 6 Resources and Responsibility ....................................................................................................... 35 6.1 Resources ............................................................................................................................. 35 6.2 Management Function and Responsibilities ......................................................................... 38 7 Grievance Redress Mechanism .................................................................................................... 44 7.1 Grievance procedures ........................................................................................................... 44 7.2 Recording Grievances .......................................................................................................... 49 8 Monitoring and Reporting ............................................................................................................ 50 Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 i Stakeholder Engagement Plan (SEP) for National Road No.2 List of Figures Figure 1. Map of NR2 alignment ............................................................................................... 5 Figure 2. Project Steering Committee (PSC) ........................................................................... 40 Figure 3. Grievance Resolution Flow Chart ............................................................................. 47 List of Tables Table 1: . Needs and Methods of Stakeholders Engagement ................................................... 11 Table 2. Disclosure of Documents ........................................................................................... 28 Table 3. . Estimate Budget Implementation of SEP ................................................................. 36 Table 4. Person In charge and Responsibilities for SEP Activities........................................... 42 List of Annexes Annex 1: Decision No. 101/PM dated 10/10/2022 on the establishment of SEARECC Project Steering Committee Annex 2: Decision No. 21873/MPWT dated 08/09/2022 on the establishment of SEARECC Project Coordination Committee, Secretariat for PSC or PMU and CMUs. Annex 3: Form to Submit Grievances Annex 4: Sample Grievance Log for the at the Village Level Annex 5: Results of Consultation Meetings and Interviews with provincial and district authorities during Project Preparation Annex 6: List of Persons Met during SEP Preparation in May 2022 to January 2023 Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 ii Stakeholder Engagement Plan (SEP) for National Road No.2 Abbreviations APs Affected People ARAP Abbreviated Resettlement Action Plan CAWMC Commission for the Advancement of Women and Mother & Child CSO Civil Society Organization DAFO District Agriculture and Forestry Office DoE Department of Environment DONRE District Office of Natural Resources and Environment DoR Department of Roads DPF Department of Planning and Finance DPWT Department of Public Works and Transport EDPD Environmental Research and Disaster Prevention Division EGEF Ethnic Group Engagement Framework EGEP Ethnic Group Engagement Plan EIB European Investment Bank ESCP Environmental and Social Commitment Plan ESF Environment and Social Framework ESMF Environmental and Social Management Framework ESMP Environmental and Social Management Plan ESOs Environment and Social Officers ESS Environment and Social Standards ESS10 Stakeholder Engagement and Information Disclosure GBV Gender Based Violence GoL Government of Laos GRM Grievance Redress Mechanism IOL Inventory of Loss ISWS Implementation Support and Work Supervision Consultant LFND Lao Front for National Development LMP Labour Management Plan LSB Lao Statistic Bureau LTEC Lao Transport Engineering Consultant LWU Lao Women’s Union MoAF Ministry of Agricultural and Forestry Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 iii Stakeholder Engagement Plan (SEP) for National Road No.2 MOF Ministry of Finance MONRE Ministry of Natural Resources and Environment MPAC Master Plan for ASEAN Connectivity MPI Ministry of Planning and Investment MPWT Ministry of Public Works and Transport NGO Non-Government Organization NR2 National Road No. 2 NR2E National Road No. 2 East NR2W National Road No. 2 West NUOL National University of Laos OPBRC Output-and Performance-Based Road Contracts PAFO Provincial Agriculture and Forestry Office PAPs Project Affected Persons PD Project Director PM Project Manager PMU Project Management Unit PMU Project Management Unit PONRE Provincial Office of Natural Resources PRC Provincial Resettlement Committee PSC Project Steering Committee PTI Public Works and Transport Institute RAP Resettlement Action Plan ROW Right of Way RPF Resettlement Policy Framework SEA/SH Sexual Exploitation and Abuse/Sexual Harassment SEARECC Southeast Asia Regional Economic Corridor Connectivity SEP Stakeholder Engagement Plan VMU Village Mediation Unit WB World Bank Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 iv Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Executive Summary 1. This Stakeholder Engagement Plan (SEP) includes the process of engaging stakeholders for a clear purpose to achieve agreed outcomes. It is now also recognized as a fundamental accountability mechanism since it obliges PMU, PTI, DPWT of Phongsaly and Oudomxay provinces, ISWS and the contractor to involve stakeholders in identifying and understanding of the the NR2 and local roads improvement and maintenance in Phongsaly, Oudomxay, Luang Namtha, Luangprabang and Xayabouly provinces and responding to issues and concerns raised by the stakeholders such as the affected people, communities along the roads, non-Lao Tai ethno linguistic groups and workers for decisions, actions, and hence improving performance of civil works of NR2-E, NR2-W and 13 local roads. 2. The proposed Southeast Asia Regional Economic Corridor Connectivity (SEARECC) project will support the Government of Lao PDR (GoL) to improve regional and domestic trade and climate resilient transport connectivity along an East-West corridor in Southeast Asia, and to provide immediate and effective response in case of an Eligible Crisis or Emergency. It has five components: (a) Component 1: Lao PDR and Regional connectivity enhancement; (b) Component 2: Logistics services development and border-crossing management; (c) Component 3: Strengthening institutional capacity and regulatory framework in agriculture, transport, and investments planning; (d) Component 4: Project Management; and (e) Component 5: Contingency Emergency Response. 3. This SEP will be managed and implemented by the Project Management Unit (PMU) of MPWT with the technical support from Environmental Research and Disaster Prevention Division of the Public Works and Transport Institute (EDPD/PTI). The overall objective of this SEP is to define the stakeholders' engagement process, public information disclosure and consultation for the NR2W, NR2E and local roads maintenance and improvement components (13 local roads in five provinces of Phongsaly, Luang Prabang, Luang Namtha, Oudomxay and Xayabouly). 4. Furthermore, this SEP outlines the ways in which MPWT, DPWTs, PTI, ISWS consultants and contractors will communicate with stakeholders, a mechanism by which people can raise their concerns, and how the raised concerns will be acted and responded upon. These stakeholders identified are those either affected and/or interested parties. The identification of stakeholders under the improvement and maintenance of NR2 and 13 local roads are based on (i) their roles and responsibilities; and possible influence/interest on the program. Particular attention will be given individuals at risk of being excluded from the subproject activities. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 1 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 5. Stakeholders to be involved in the project include: Positively affected - group of persons or organizations affected by an activity such as project affected person or community. Negatively affected - include individuals, communities and institutions such as schools, small hospitals, temples with various interests in the land that is within the Right-of- Way (RoW). Majority of these are the land owners of different ethnic groups with established structures or farms who will be affected by the civil works resulting in the loss of the land, structures and economic earnings. Other interested parties affected by the civil works - group of persons such as workers in the construction camps, primary suppliers, the Khmu community in Pangsom Village of Beng District that their grave yard will be affected, or organizations interested in an activity and may include village, district, provincial or national government authorities, civil society organizations including NGOs. 6. Vulnerable individuals or Disadvantaged groups identified include, children, women, non-La Tai ethno linguistic groups, people with disabilities, the elderly and youth. The information disclosure and consultations with stakeholders will be conducted through a range of techniques including focus group discussion (based on age, gender and occupation), interviews, key informants, village loud-speakers and e-mails. A verbal translation will be provided into ethnic language in communities where ethnic people are affected. Consultation may take the form of face-to-face meetings. Issuance of official letters (submitted at least two weeks ahead of the consultations) to inform affected and interested stakeholders of the purpose of the consultation event. 7. During the outbreak of COVID-19, in May 2022 the consultant team managed to organize consultation meeting with the people living adjacent to NR2 and local roads proposed for maintenance and improvement. After the completion of the conceptual design, subsequent consultations have been organized in January 2023 to inform the villagers on the conceptual design, the need for carrying out detailed measurement survey for the update of the inventory list of loss. Further, project-specific information (e.g., ESMP, ESIA, A/RAPs, GAP, EGEPs, etc.), has been, and will continue to be, disclosed in MPWT website as well as World Bank’s external website, and will also be available at the provincial and district levels. Key information will be disclosed in both English and Lao language or even local dialects of ethnic groups which can be easily understandable format either by audio and photo or drawing /print (e.g. booklet or flyers) formats. The SEP and other E&S instruments for pre-project study were first disclosed on November 15, 2021 at the MPWT website www.mpwt.gov.la and consulted at the national, provincial, district and village level from November 29, 2021 until December 3, 2021. 8. This updated SEP is for NR2-E, NR2-W and 13 local roads improvement and maintenance, after incorporating the public consultations feedbacks in May 2022 and January 2023 and once approved by MPWT (PMU, CMUs and EDPD/PTI) and World Bank, will be re-disclosed at the same website. Comments from stakeholders were recorded in the interview and discussion format during the face-to-face meetings and interviews. There will be establishment of GRM Committees at Village, District and Provincial levels as well as at the Project Management Unit Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 2 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads of DPWT and Component Management Units of other ministries. For workers hired by contractors, the contractors will be required to produce their GRM procedure as a prerequisite for tender which at a minimum conform to these requirements. 9. This updated SEP document offers a strategy and implementation plan for engaging stakeholders from the beginning of the project up to completion of the civil works for NR2 W and NR2E as well as local roads. SEP is a live document that will be revisited and updated, if necessary, on a regular basis as required to reflect the changes in stakeholder engagement due to project developments and new stakeholders if any. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 3 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 1 Introduction/Project Description 1. The Government of Lao PDR (GoL) through the Ministry of Public Works and Transport (MPWT) and with assistance of World Bank (WB) and European Investment Bank (EIB) are planning to implement the Southeast Asia Regional Economic Corridor Connectivity project. These road projects including NR2W, NR2E and the 13 local roads in 5 provinces will be implemented under OPBRC and hybrid OPBRC contract base respectively. The main road projects of NR2 will be under Component 1 that divided into two sections as of NR2-E and NR2W. NR2E covers three districts as Meuang Xay and Lah District, in Oudomxay Province and Khua District in Phongsaly Province. This NR2E section will be financed by EIB. NR2W section consists of four districts as Meuang Xay District, Houn District, Beng District and Pakbeng District in Oudomxay Province. The NR2W will be financed by WB. The Project aims to develop the economic corridor in three main components: (i) climate resilient transport corridor development; (ii) productive sector enhancement and skill development; and (iii) institutional strengthening, policy reforms, and capacity building. 2. Under the Component 1, the Project aims to develop key climate resilient infrastructure needed for regional connectivity, as well as domestic connectivity in relation to the railway, logistics facilities, marketplaces development of local communities, and technical assistance for leveraging private sector financing. 3. Under the Component 2, the Project aims to enhance the productive sector and skill development with focuses on (i) supporting agriculture development along the economic corridor with better connectivity from farms to markets, Sanitary and phytosanitary (SPS), cold chains, value chains, and livelihood improvement; (ii) supporting tourism competitiveness by improving infrastructure to facilitate tourism including seamless and safe transfers and green mobility; and (iii) supporting skills development for agrologists, tourism, logistics and construction. 4. Component 3 covers multimodal transport and logistics regulatory development; railway sector regulatory capacity development; trade facilitation, customs, and border crossing management; capacity building for planning, concession agreement management, coordination, and monitoring at both central and provincial levels; and, technical assistance for preparation of strategy and investment plans along the corridor. 5. As a part of the regional and domestic connectivity, National Road 2 (NR2) is a main transport corridor that connects Lao PDR with Vietnam and Thailand and cuts across the Lao-China railway and expressway. The NR2 corridor is one of the government’s key investment priorities, as it was submitted to be a part of the Master Plan for ASEAN Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 4 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Connectivity (MPAC) and was identified as one of the 19 initial pipeline projects across ASEAN countries. Figure 1 gives an illustration of NR2 Corridor and its regional setting. 6. The road passes through diverse communities, several district towns, and one provincial capital. Figure 1. Map of NR2 alignment 7. In addition to this introduction, Chapter 2 of this SEP identifies legal frameworks on public consultation, Chapter 3 provides purpose of stakeholder engagement plan, Chapter 4 identifies and analyses stakeholders, Chapter 5 defines stakeholder engagement plan, Chapter 6 defines resources and responsibilities, Chapter 7 defines grievance redress mechanism, Chapter 8 is monitoring and reporting and Chapter 9 consists of annexes applicable to the implementation of SEP for the 13 local roads and NR2W, NR2E to be maintained and improved under sub-components 1.1 and 1.2. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 5 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 2 Legal Frameworks on Public Consultation 8. The most important Lao legal frameworks concerning public participation in decision- making process are the Constitution of Lao PDR, Environmental Protection Law , Decree No. 207/GoL dated 20.03.2020 on the ethnic affairs and the 2015 Law on Handling of Petitions. a) Article 41 of the Constitution provides that Lao citizen have the rights to lodge complaints and petitions and to propose ideas to the relevant State organizations in connection with issues pertaining to the public interest or to their own rights and interests. b) Article 13 of the Environmental Protection Law provides the promotion and public participation in the environmental protection. c) Decree No. 207/GoL provides principles, regulations and measures for the management, monitoring of the ethnic affairs, protection the rights and legitimate benefits of different ethnic groups according to the Constitution and laws of Lao PDR. Article 17 provides that information dissemination to different ethnic groups must be in their language or through the interpreter, printing materials or social media. Article 18 encourages and promotes the organizations and individuals to provide free support to and represent the poor, vulnerable or disable ethnic people in accessing information, legal counseling and documentation works. d) The Law on Handling of Petitions (Grievance Redress) No 035/President, revised and approved in 2015 provides objectives, principles and processes of applying and handling different types of grievances, petitions and complaints that may be raised by Project Affected People or those who believe they are PAPs. 9. WB ESS 10 on stakeholder engagement and information disclosure recognizes the importance of open and transparent engagement between the Borrower and project stakeholders as an essential element of good international practice. ESS10 has the objectives to: a) To establish a systematic approach to stakeholder engagement that will help Borrowers identify stakeholders and build and maintain a constructive relationship with them, in particular project-affected parties. b) To assess the level of stakeholder interest and support for the project and to enable stakeholders’ views to be taken into account in project design and environmental and social performance. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 6 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads c) To promote and provide means for effective and inclusive engagement with project- affected parties throughout the project life cycle on issues that could potentially affect them. d) To ensure that appropriate project information on environmental and social risks and impacts is disclosed to stakeholders in a timely, understandable, accessible and appropriate manner and format. e) To provide project-affected parties with accessible and inclusive means to raise issues and grievances, and allow Borrowers to respond to and manage such grievances. 3 Purpose of Stakeholder Engagement Plan 10. This SEP is developed for local roads and NR2W and NR2E under sub-components 1.1 and 1.2, following the existing SEP of MPWT for the entire SEARECC Project approved in March 2022. This updated SEP will allow the Project to identify and address key risks and impacts, as well as mitigation measures, and develop communication and engagement strategies and materials for meaningful participation of the affected and interested stakeholders concerning sub-components 1.1 and 1.2. The approach to engagement activities will take into account the needs of the ethnic groups, vulnerability, language, literacy as well as consent, and child protection measures, both as part of the engagement and assessment process. The engagement will ensure not only risks are managed by benefits are accessible to all1. 4 Stakeholder Identification and Analysis 11. The key stakeholders that will be informed and consulted about the project at the central, provincial, district and village levels include the concerned ministries that will be somehow involved in decision making, planning, implementing and monitoring of the NR2W, NR2E and local road projects. Three broad categories of stakeholder have been identified during the Pre-Feasibility Study stage that include the affected parties, interested parties and disadvantage/vulnerable individuals or groups. 1 Stakeholder Engagement Plan SEARECC Project (P176088), March 2022, PTI, MPWT. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 7 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 4.1 Affected parties 12. Directly affected People (APs) include the following: a. People living along the NR2W, NR2E and the 13 local roads under components 1.1 and 1.2. They are those APs in the following districts and provinces: • Affected People living in villages along the local roads in Yod Ou and Phongsaly Districts and NR2E in Khua District of Phongsaly Province. • Affected People living in villages along the local roads in Namor and Houn districts, NR2E in La and Xay districts and NR2W in Xay, Beng, Houn and Pakbeng districts of Oudomxay Province. • Affected People living in villages along the local roads in Khop, Ngeun and Paklay districts of Xayabouly Province • Affected People living in villages along local roads in Chomphet, XiengNgeun and Luangprrabang city of LuangPrabang Province. • Affected People living in villages along the local roads in Nalea and Viengphoukha districts of Luang Namtha Province b. Road users along the NR2W, NR2E and the 13 local roads c. Schools, health centers and cultural or religious centers that are on NR2W, NR2E and the 13 local roads in Phongsaly, Oudomxay, Luang Namtha, Luangprabang and Xayabouly, and may be affected by construction disturbances or by land acquisition d. Non Lao Tai ethno linguistic groups of people who may have collective attachment to the project area in NR2W, NR2E and the 13 local roads e. Disadvantage/vulnerable individual/groups in the areas highlighted above (further defined in 4.3). f. Construction workers 4.2 Other interested parties 13. Relevant government departments at the national, provincial and district levels such as Ministry of Planning and Investment; Ministry of Finance; Ministry of Public Works and Transport (Department of Planning and Cooperation, Finance Department, Road Department: PMU, PTI, DPWTs; PAFOs, DAFOs PONREs, DONREs; private sectors such as ISWS consultant, contractors; involved in project supervision, implementation, monitoring of the civil works, of the mitigation and monitoring of the environment and social impacts of the civil works. 14. Other interested stakeholders are frequent road users including the elderly, women and children; government authorities needing to be consulted, or those that may be interested, Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 8 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads for instance schools, village offices, small hospitals; mass organizations (LWU, LFD, LYU) and civil society organization or NGOs working on prevention of violence against women and children, on the rights of the ethnic groups. 4.3 Disadvantage/vulnerable individuals or groups 15. Disadvantaged/vulnerable individuals or groups defined in the approved SEP for SEARECC Project includes: a. households below the poverty line of $3.20 per day, b. households headed by elderly with no means of support; c. female headed households, especially those below the poverty level; d. households with a disabled member; and e. Ethnic people (non Lao Tai ethno linguistic groups). 16. These people/groups are disadvantaged/vulnerable due to their potentially significantly lower ability to access and/or understand information about the project and its impacts compared to other groups due to physical, social or cultural constraints. 17. These categories of people will be given particular attention through targeted methods that will enable information sharing and understanding of the nature of project activities and the anticipated positive and potential negative impacts of the project as well as their expectations. Specific meetings and focus groups as well as individual household visits with these groups of people with specific and tailored messages will be used in consideration of their existing challenges. This will include both the sharing of information as well as the gathering of information. So, for instance, impact assessment will ensure specific targeting of these groups to understand their specific needs and that risk assessment and mitigation take these into account. Information sharing activities will also ensure these groups are specifically targeted, to ensure they received information in an appropriate manner and are able to provide feedback. 18. The non-Lao Tai ethno lingistictic people in some parts of the project provinces such as Phongsaly do not speak Lao. Meanwhile, some ethnic people may speak Lao, but their level of proficiency may be low, with low understanding and low literacy. While project information can be provided in written forms, vulnerable groups of people may still have difficulty in reading and understanding and may need different targeting methods. Vulnerable groups of people will need to be provided with translation in a minority language or local dialects, as appropriate, sign language, large and readable print, non-print materials, etc. Other considerations may also need to be taken into account, such as choosing accessible venues for events; providing transportation for people in remote areas to the Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 9 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads nearest meeting; having small, focused meetings where vulnerable stakeholders are more comfortable asking questions or raising concerns, etc. Interested stakeholders, especially organizations active in the project area which work with vulnerable people/groups (who may be more aware the best ways to engage various vulnerable groups), should be consulted and may be contacted for assistance in engaging with vulnerable groups. 4.4 Stakeholder Analysis 19. Stakeholder Analysis had gathered various aspects in order to identify the Needs and Methods of Stakeholders Engagement. A summary of the specific needs and methods for stakeholder engagement is provided in the table 2 that has been extracted and updated from the SEP of the SEARECC project developed by MPWT. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 10 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Table 1: . Needs and Methods of Stakeholders Engagement Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement Affected Stakeholders People living or People living A. People living along project sections of NR2W and NR2E: running along project businesses along sections of NR-E, - Improved Road Conduct consultation 2 rounds in May - - E&S NR2E, NR2W NR2-W and condition will and FGDs to understand September 2022 and in consultants and the Local Local roads; increase the views of the PAPs, January to April 2023 during roads with convenience of their expectations from prior to the feasibility study special Residents, land travel between the NR2-E and NR2-W development of the stage provisions for users, vulnerable Districts and improvement and ESIA including the elderly, women, groups, private Provinces, which maintenance and ESMP, RAP and children and sector and will also lead to concerns on the social EGEP for both NR2-E those with a vendors an increase in and environmental and NR2-W. In disability (including those tourism; impacts of the civil addition, individual running - Buying and works interviews with each restaurants, selling of goods PAP have been carried shops, tourism for businesses out during the Detailed businesses, etc.). will also improve; measurement Survey - Interest to work at to obtain socio- Special attention the construction economic baseline of to women, sites or at the the AHs particularly to contractor’s Phongsaly only camps have just over half the female - Concerns about Local authorities and 1 round of public - E&S population construction- the PAPs will be consultation in each consultants of literate. related impacts engaged to review and district and village PTI such as access discuss potential project after the development - CMUs at Schools, small constraint to social and of the ESIA including DPWTs of hospitals and residential area, environmental the ESMP, RAP and Phongsaly and cultural or dust, noise and risks/impacts as well as EGEP for both NR2-E Oudomxay religious centers traffic, including mitigation identified in and NR2-W provinces that are on Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 11 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement NR2W and speeding (post- the ESIA including the NR2E, or along construction). ESMP, RAP and EGEP 1 round with each PAP - CMUs at Local roads, and - Concerns about before payment of DPWTs of may be impacted land acquisition Project billboards. compensation of the Phongsaly and by construction and impacts on impacts associated Oudomxay disturbances or the existing with NR2-E and NR2- provinces by land structures along W before the start of - Resettlement acquisition. the RoW the civil works committees of - Concerns about Phongsaly and An estimate of land availability If any PAP did not Oudomxay 256,000 people for relocated agree with the - E&S living in Xay, houses along the compensation costs consultants of Beng, Houn and ROW in the subsequent PTI Pakbeng districts mountainous area consultations will be - Compensation along NR2W in - Concerns about conducted to reach payment 2020. compensation cost agreement consultant An estimate of whether it would - Village 129,870 people be fair authorities living in Xay, Semi and annual - PMU Lah and Kua consultations during - PTI district along the construction phase - CMUs at NR2-E in 2020 DPWTs of Annual meeting during Phongsaly and The majority of the maintenance phase Oudomxay the population provinces in 5 provinces - ISWS are rural consultant residents, who - Contractor would positively B. People living along the 13 Local Roads: benefit from the - Improved local Conduct consultation 2 rounds from May ro - E&S rural-local roads will benefit and FGDs to understand September 2022 and consultants roads local villagers the views of the PAPs, from January ro during improvement. who are not their expectations from February 2023 prior to Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 12 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement directly on NR2W the local roads’ the development of the feasibility study People living and NR2E, by improvement and ESMPs, ARAPs and stage along project encouraging maintenance and EGEPs for 13 local sections of logistics and concerns on the social roads. In addition, NR2W and travel from more and environmental individual interviews NR2E, and Local remote Villages. impacts of the civil with each PAP have roads include - Willingness to works been carried out during residents and contribute minor the Detailed vendors portions of measurement Survey (including those impacts such as to obtain socio- running trees, wooden economic baseline of restaurants, fences to have the AHs. shops, tourism local roads businesses, etc.). materialized - Interest to work at Special attention the construction to elderly and sites or at the women, contractor’s including camps vendors, those living with a - Concerns about Local authorities and 1 round after the - E&S disability and relocation of the PAPs will be development of the the consultants of children. houses and shops engaged to review and ESMPs, ARAPs and PTI - Concerns about discuss potential project EGEPs for 13 local - CMUs at fair compensation social and roads DPWTs of loss environmental - Concerns about risks/impacts as well as construction- mitigation identified in 1 round with each PAP - CMUs at related impacts the ESMPs, ARAPs and before payment of DPWTs of such as dust, EGEPs compensation of the Phongsaly, noise and traffic, impacts associated Oudomxay, including speed Project billboards. with 13 local roads Luang Namtha, (post- before the start of the Luangprabang construction), civil works and Xayabouy. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 13 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement - Concerns about - Resettlement access constraint If any PAP did not committees of to houses, shops, agree with the Phongsaly and schools and compensation costs Oudomxay cemeteries subsequent - E&S - Concerns about consultations will be consultants of Covid conducted to reach PTI transmission agreement - Compensation associated with payment worker’s camp consultant and/or labour - Village influx, etc. authorities - Concerns about Semi and annual - PMU accident during consultations during - PTI and after the the construction phase - CMUs at construction DPWTs of period because Annual meeting during Phongsaly, the children play the maintenance phase Oudomxay, along the roads Luang namtha, Luangprabang and Xayabouly provinces - ISWS consultant - Contractor Businesses 39.affected small A. People running small scale businesses and shops along project sections of NR2W and impacted by scale businesses NR2E: involuntary land along the NR2E acquisition, 251 small scale - Interest not to be Public consultations 2 round public E&S Consultant of whether businesses along affected and if on the objectives, consultation meetings the Feasibility temporary or NR2-W could not be timelines and impacts have been carried out Study Team permanent, 8 affected small avoided the of the road in 2022 and 2023 (special scale shops along impacts must be improvement project provisions made 13 Local Roads, as minor as Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 14 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement as per A/RAP if with overhanging possible by In addition to public In addition to the 2 vulnerable roofs need to be following the consultations, rounds of public person) removed, shops existing road DMS and socio- consultations need to be alignment and economic survey to mentioned above, relocated RoW. obtain socio-economic individual interviews - Interest in baseline for the to obtain socio- reduced transport preparation of the economic baseline of costs after the RAPs, including the affected businesses NR2 defining entitlements during the Detailed improvement and compensation Measurement Survey - Interest to have rates have also been carried more clients after out NR2 improvement - Interest to expand their businesses - Interest in income generation from supplying food and drinks to the construction workers - The owners of the Local authorities and 1 round of public - CMUs at relocated shops the PAPs will be consultation in each DPWTs of area concerned engaged to review and district and village Phongsaly and about the new discuss potential project after the development Oudomxay location of their social and of the ESIA including - Resettlement shops that may environmental the ESMP, RAP and committees of not be risks/impacts as well as EGEP for both NR2-E Phongsaly and economically mitigation identified in and NR2-W Oudomxay viable the ESIA including the - E&S - Concerns about ESMPs, RAP and 1 round with each PAP consultants of access constraints EGEPs before payment of PTI to their shops compensation of the Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 15 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement during civil works Project billboards. impacts associated - Compensation period with 13 local roads payment - Concerns about Project Information before the start of the consultant loss of income Booklets to be civil works - Village during the civil developed with specific authorities works periods information regarding If any PAP did not - Concerns about land acquisition at agree with the dust during civil different stages (detailed compensation costs works period measurement, subsequent calculation of consultations will be entitlements, etc.) conducted to reach agreement B. People living along Local roads:. - Interest in more Public consultations 2 round public E&S Consultant of investment in the on the objectives, consultation meetings the Feasibility cash crop production timelines and impacts have been carried out Study Team - Interest in reduced of the road in 2022 and 2023 transport costs after improvement project the local road In addition to the 2 improvement In addition to public rounds of public - Interest in income consultations, consultations generation from DMS and socio- mentioned above, supplying food and economic survey to individual interviews drinks to the obtain socio-economic to obtain socio- construction workers baseline for the economic baseline of preparation of the the affected businesses ARAPs, including during the Detailed defining entitlements Measurement Survey and compensation have also been carried rates out - Concerns about Local authorities and 1 round of public - CMUs at access constraints to the PAPs will be consultation in each DPWTs of their shops during engaged to review and district and village Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 16 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement civil works period discuss potential project after the development Phongsaly and - Concerns about loss social and of the ESIA including Oudomxay of income during the environmental the ESMP, RAP and - Resettlement civil works period risks/impacts as well as EGEP for both NR2-E committees of - Concerns about dust mitigation identified in and NR2-W Phongsaly and during civil works the ESIA including the Oudomxay period ESMPs, RAP and 1 round with each PAP - E&S EGEPs before payment of consultants of compensation of the PTI Project billboards. impacts associated - Compensation with 13 local roads payment Project Information before the start of the consultant Booklets to be civil works - Village developed with specific authorities information regarding If any PAP did not land acquisition at agree with the compensation costs different stages (detailed measurement, subsequent calculation of consultations will be entitlements, etc.) conducted to reach agreement Ethnic Groups Non Lao Tai A. Non Lao Tai ethno linguistic groups of people living along NR2W and NR2E: consistent with ethno linguistic ESS7 (see groups: - Similar interests Use interpreter in local One month prior - PTI guidance in the as mentioned ethnic languages to commencement of - Resettlement ESMF and Mon-Khmer earlier plus to be communicate with the civil works Committees EGEF) group: Khmu, able to understand non Lai Tai ethno - ISWS Lamed, Pray their entitlements linguistic groups Consultant and communicate Free Prior and informed - Contractor Hmong-Iew their concerns and Consent (FPIC), based - Village Mien: Hmong, file grievances on WB ESS7, is authorities Iew Mien/Yao. required for the affected Sino Tibetan grave yard in Pangsom Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 17 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement Group: Akha, village, Beng District Lahu, Hor, along NR2-W Pounoy, Bid B. Ethnic people living local roads: . - Similar interests Use interpreter in local At least 2 weeks prior - PTI as mentioned ethnic languages to commencement of - Resettlement earlier plus to be communicate with the civil works Committees able to understand non Lai Tai ethno - ISWS their entitlements linguistic groups Consultant and communicate - Contractor their concerns and - Village file grievances authorities Government Entities Overall, they will have staff benefiting benefiting from opportunities to access from training, different relevant trainings on the vulnerable trainings by the entitlement of the groups, private project: affected people, sector - Members of grievance procedures, Grievance road safety, prevention Committee at of communicable village, diseases, gender base district and violence including provincial human trafficking, civil levels work supervision, - Staff of CMU livelihood - Contractors’ development…. workers - Authorities of A. Members of Training in grievance Prior to start of civil PTI the affected grievance procedures works villages committees: - Land users - Concerns about Meeting in grievance Semi annually and - Vulnerable how to resolve resolution annually during groups grievance construction phase - Suppliers of associated with Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 18 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement production the project inputs, food and consumer B. Staff of CMUs On the job training Weekly monitoring - PMU products and at DPWTs: - ISWS buyers of - Concerns about consultant local products monitoring of the quality of the civil works by the Contractor and the impacts associated civil works C. Vulnerable Household outreach to Monthly monitoring of - Resettlement groups: monitor livelihood livelihood restoration Committees - Interest to restoration and improve their consultation - ISWS livelihoods during consultant and after the road construction - PTI period - Concerns about civil works impacts on land acquisition and their livelihoods especially on the availability of the food in the forest that may be reduced due to labor influx. - Concerns about dust, noise, Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 19 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement landslides and safety issues - Concerns about Covid-19 transmission, D. Suppliers of Prior to PMU production Project billboards; safety commencement of CMUs of DPWTs inputs, food and signs, Website; civil works Contractor consumer WhatsApp and emails. products and Bill board to be buyers of local renewed when products deteriorated, probably - Interest in after 2 years reduced time and the costs for the transport for access to the markets - Concerns about accessibility to markets and the farm gates during the construction period Contractors in Contractors of A. Contractors: Introductory training Within a days after ISWS Consultant charge of civil civil works - Interest in on staff related to mobilization of Head Contractor works, and contract compliance with the Code of Conduct workers to the their staff. including main technical, (gender, violence, construction sites and and sub- environment and children), training on camps contractors (will social safeguards gender, OHS be encouraged to requirement of the measures. Labor hire local people project; contracts. Posters on for unskilled aspects Code of Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 20 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement labor, in Conduct. particular interested B. Workers at the Information on the Within 3 days after Head Contractor women, 20% construction COVID19 health and mobilization of ISWS consultant target according sites: safety protocols workers to the to the PAD). - Concerns about construction sites and OHS measures, camps Covid transmission, job opportunities, discrimination, pay, SEA/SH, etc C. Concerned . government authorities: - Interest to achieve project outcome; - Interest to have appropriate GOL technical staff assigned to the right Project component for their specific roles. e.g., Environmental Staff to supervise environmental component of Project; - Interest in ensuring understand the project and E&S commitments and Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 21 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement responsibilities, as well as the WB's ESF; - Interest in capacity building opportunities for implementing agencies including DPWT, PONRE, local Women’s group. Interested Stakeholders Frequent road People living Project billboards; safety users, special along project signs, Website; provisions as sections of NR2, WhatsApp and emails. necessary for and Local roads; women and children Those travelling to markets, schools, health centers, temples. Special attention to women and children. Government Consultations/meetings PMU. CMUs of authorities before project DPWTs needing to be implementation to PTI consulted, or inform them of the those that may be project. Ongoing interested communication, meetings, phone calls, emails and field work between project Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 22 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement authorities to ensure everyone is updated on timelines, objectives, mitigation measures, responsibilities etc Mass Lao Womens Interest in protection of Engagement in Annually Sub-CAW MC, organizations Union the rights of the ethnic grievance resolution, in Personnel Lao Youth Union people, the youth women awareness raising in epartment. MPWT,, Lao Front for the children and women prevention of gender CMU, DPWTs National affected by the roads based violence PTI Development improvement and including human maintenance interventions trafficking for instance sexual exploitation and abuses and sexual harassment. Civil Society NGOs such as Interest in advocating to Consult as part of Pre- PMU Organizations Namjai ensure the rights of the ESIA and ESIA and any During compensation including NGOs Community ethnic groups, vulnerable other Social process, working on Association, groups, the women and Assessment. Disclosure Annually ethnic group Gender children are protected of project information. issues Development from all forms of violence Further consultations of Association, Care including SEA/SH sensitive issues related International, CCL to grievance resolution interested in occurred during project ensuring benefits implementation. to ethnic groups as Email, website well as protection of these groups, in particular issues relating to land and culture of ethnic groups. Road Safety Ensuring traffic Interest in road safety Meetings and ongoing PMU Network standards are aspects during consultation on road Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 23 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Group Characteristics Interest or Concern Proposed Strategies Frequency of Responsible engagement followed and the construction and road safety measures. road safety is a speeding risks and Disclosure of project priority and road general safety post- information. accidents and construction. deaths are reduced. Supply Chain Suppliers of Materials needed, Suppliers to be 1 round during PMU materials for requirements for informed via phone procurement process civil works such underage calls, meetings, emails as cement, food, labour/forced labour that goods acquired for safety gear, etc. checks (i.e. construction will need to compliance with come from sources with Contractors in LMP/project good labor standards charge of civil measures). and no child or works, and their indentured labor. staff. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 24 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 5 Stakeholder Engagement Plan 5.1 Purpose and timing of stakeholder engagement plan 20. The objectives of this update Stakeholder Engagement Plan have been extracted from the SEP for the entire SEARECC Project developed by MPWT that can be summarized below: • Offer opportunities for stakeholders to raise their concerns and submit their opinions, to incorporate this into the project when possible, and to provide this feedback to stakeholders. • Create avenues for complaints handling and grievance management. • Create opportunities for information sharing and disclosure. • Foster strong project community relationships. • Ensure meaningful consultation and the consideration of stakeholder’s expectations and concerns into the implementation arrangements for the programme, including feedback on environmental and social mitigation measures and their implementation. 21. In order to achieve this, sub-components/sub-projects 1.1 and 1.2 shall: • Provide meaningful information in a format and language that is readily understandable. • Provide information in advance of consultation activities when possible. • Disseminate information in a manner and location easy for stakeholders to access it. • Establish a two-way dialogue that gives the Project and stakeholders the opportunity to exchange views and information, and have issues heard and addressed. • Ensure inclusiveness in representation of views, including those of women, the elderly, people living with a disability, ethnic peoples, and other vulnerable people, as necessary. • Ensure any obstacles to participation that are identified are removed so that views of different stakeholders can be obtained. • Ensure there are clear mechanisms for responding to people’s concerns, suggestions, and/or grievances. • Incorporate feedback of stakeholders into project design, and report back to stakeholders. • Monitor stakeholder engagement activities and include project stakeholders in monitoring to the extent possible. • Incorporate stakeholder engagement as part of the Project management responsibilities of the MPWT, and ensure staff, especially the Environment and Social Officers (ESOs) are equipped with specific responsibilities and budget. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 25 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 22. The Project will engage stakeholders at various stages: during the preliminary impact assessment stage, full ESIA stage, initial design of road improvement, detailed design, prior to civil works commencing and during, and post-civil works. Engagement will vary in each stage of the project life and this SEP will be dynamic and flexible to these changes. This SEP should be read together with other project documents (i.e., ESIA, A/RAP, EGEP and ESCP for the 13 local roads, NR2E and NR2W). 23. There will be several ways to engage with stakeholders and the Project shall choose the most appropriate method depending on the type of stakeholder and the goal of engagement. This SEP is a living document and shall be updated as needed. Once consultations have taken place, minutes of meetings and relevant comments from project stakeholders shall be incorporated. 5.2 Disclosure of information 24. Disclosure of information refers to making information accessible and in a manner that is appropriate and understandable to interested and affected stakeholders. 25. Project information including information on grievance procedures will be disclosed in both English and Lao language or even local dialects of ethnic groups which can be easily understandable format either by audio (village loud speakers or local radio) and photo or drawing /print (e.g., booklet or flyers) formats. 26. The guiding principles when disclosing information are for it to be: (a) Transparent (b) Accessible (c) Presented in a straightforward manner (d) Disclosed as early as feasible (e) Used to support consultation activities, and (f) Provided with meaningful and useful information 27. Disclosure of information is an on-going process of the Project. Type of information to be disclosed will vary between project stages with two key stages before World Bank project appraisal, and during project implementation. a) Before World Bank Project Appraisal 28. Purpose, nature and scale of the Project and its components, including potential environmental and social risks and impacts as ways to enhance project benefits. Project documents disclosed include: Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 26 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads (a) Environment and Social Management Framework (ESMF) – including the pre- ESIA and annexes such as the Labour Management Procedures (LMP) (b) Resettlement Planning Framework (RPF) (c) Ethnic Groups Engagement Framework (EGEF) (d) Environment and Social Commitment Plan (ESCP) (e) Stakeholder Engagement Plan (SEP) b) During project Implementation. i. Detailed impacts, mitigation measures and project schedule. Project documents will include: a) Environment and Social Impact Assessment (ESIA) - including Environment and Social Management Plans (ESMPs), and annexes such as Occupational Health and Safety Plan (OHS), Community Health and Safety Plan (CHS) and SEA/SH and VAC Action Plan. b) Resettlement Action Plans (RAPs) c) Ethnic Groups Engagement Plan (EGEP) d) Biodiversity Management Plan (BMP) e) Gender Action Plan f) Updates to the Stakeholder Engagement Plan (SEP) g) Implementation Status Report ii. Job opportunities, if any. iii. Training on gender, labour rights and health, as appropriate; and iv. Monitoring reports. 29. Methods used may vary between stakeholders. Main methods of disclosure are presented in the following table. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 27 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Table 2. Disclosure of Documents Project Stage List of Documents Methods of Disclosure Timetable/Location Target Responsibilities Stakeholders Prior to World Draft SEP, ESMF Disclosed at PTI/MPWT’s 15 November 2021 Government MPWT, EDPD/ Bank Appraisal (with LMP), Website. Hard copy and electronic Staff responsible EGEF, ESCP, of the draft documents distributed and interested PTI, RPF, including to target stakeholders. stakeholders executive summary of each document in Lao language Draft SEP, ESMF National Consultation (via virtual 29 November 2021 All interested MPWT, EDPD/ (with LMP), consultation) stakeholders EGEF, ESCP, PTI, RPF, including translated executive summaries Draft SEP, ESMF Local consultations for 30 November 2021 – Affected EDPD/concerned (with LMP), stakeholders at provincial, district, stakeholders Provincial and EGEF, ESCP, and village levels. (via virtual 03 December 2021 district offices: RPF, including consultation) DPWT translated executive summaries Project Full Feasibility Local consultations. Consultations May 2022 to January People impacted EDPD/PTI, CMUs, Implementation Study/ ESIA with Affected People (APs) – those 2023 by the 13 local E&S team of LTEC affected by the project and those road sub-project affected by land acquisition One- on-one meetings with APs People impacted by NR2E & Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 28 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Project Stage List of Documents Methods of Disclosure Timetable/Location Target Responsibilities Stakeholders NR2W sub- project. Information about Local consultations. May 2022 to January People impacted EDPD/PTI, CMUs, the project and 2023 by the local road E&S team of LTEC E&S risks and Consultations with Affected sub-projects mitigation People (APs) – those affected by measures. the project and those affected by People impacted Preliminary Draft land acquisition. by NR2E & A/RAPs, including NR2W Project. information on One-on-one meetings at the village eligibility, level. entitlement matrix, Project website (include also Final timelines, GRM. Version of SEP, ESMF, EGEF, ESCP and RPF, including feedback from consultations) and site specific plans. ES screening Local consultations; Trainings to May 2022 onward Affected and EDPD/PTI, CMUs, forms, expected Contractors; Training to workers interested E&S team of LTEC impacts, and Public Boards stakeholders mitigation Radio measures those Newspaper impacting people’s Posters health and safety, Project website: jobs, civil works https://www.mpwt.gov.la/en/ongoi (office renovation), ng-projects#project_parent_19 staff code of conduct. Key elements in Local consultations, including May 2022 onwards. Ethnic Peoples CMUs and EDPD/ Ethnic Group (e.g., consultations separated by gender impacted by the PTI, E&S team of Social Assessment, and/or age group. Pictorial posters project, with LTEC Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 29 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Project Stage List of Documents Methods of Disclosure Timetable/Location Target Responsibilities Stakeholders procedures for and/or in local language Village special FPIC for the announcement Trainings (on consideration for impact on the project process, GRM, gender women and/or Khmu grave yard and/or other issues as relevant) the vulnerable. in Pangsom Others as may be desirable by Also include Village, Beng ethnic groups NGOs working district along NR2- on ethnic people W , EGEP, GRM, and vulnerable etc.) groups active in the area Procedures for Local consultations; Trainings to Right after Villagers living CMUs and EDPD/ incident reports of Contractors; Training to workers mobilization of along the road, PTI, E&S team of traffic accident, Public Boards contractor team Village ISWS Radio authorities Newspaper Annually during District road Posters construction phase traffic police Project website: Provincial road https://www.mpwt.gov.la/en/ongoi At the camp site traffic police ng-projects#project_parent_19 Contractor In the village along the road Procedures for Local consultations; Trainings to Local consultations; Right after CMUs and EDPD/ incident reports on Contractors; Training to workers Trainings to mobilization of PTI, E&S team of genderbased Public Boards Contractors; contractor team ISWS violence including Radio Training to workers human trafficking Newspaper Public Boards Annually during Posters Radio construction Project website: Newspaper phase https://www.mpwt.gov.la/en/ongoi Posters ng-projects#project_parent_19 Project website: At the camp site https://www.mpwt.g ov.la/en/ongoing- Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 30 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Project Stage List of Documents Methods of Disclosure Timetable/Location Target Responsibilities Stakeholders projects#project_par In the village ent_19 along the road Monitoring reports Local consultations and project Likely October 2024 Affected and CMUs and EDPD/ website onwards, after interested PTI, E&S team of mobilization of the stakeholders and ISWS supervision World Bank consultant team. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 31 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 5.3 Strategy for Consultation and Disclosure 30. The project supports a participatory and consultative approach involving meaningful engagement with different populations (ethnic peoples and vulnerable groups – women and female/male youth and children, men, the elderly and disabled, landless, and poor, etc.), CSOs (NPAs, CBOs) and other relevant stakeholders. During the Project Pre-ESIA, consultations and engagement activities were conducted through field visits along the road side of 13 local roads, NR2E & NR2W wherein the villagers expressed their support to the improvement or rehabilitation of roads. The ESF instruments (ESMF, RPF, EGEF, ESCP and this SEP) were first disclosed at the MPWT website on 15 November 2021 to ensure effective communication and coordination with all stakeholders and different populations at national and local levels. 31. Consultation is a two-way process of dialogue between the project and its stakeholders. The project consultations provide opportunities to share information about the project and get feedback, including on issues such as working conditions for contractors, engagement of vulnerable groups, ethnic groups, women, and ways to mitigate potential project risks and impacts. 32. Some methods that should be helpful in guiding consultations with local-level stakeholders, particularly affected people, include: (i) Face-to-face consultations should be inclusive of all stakeholder groups for different sections of the roads, such as women, elderly, people living with a disability and other vulnerable persons, including breaking it down by gender and age when appropriate. (ii) One-on-one household interviews and focus group discussions will be conducted in a locally/culturally sensitive manner and without external interference or pressure so that interviewees can speak freely. (iii) Notices of meetings/consultations shall be sufficiently notified in advance at prominent locations and information shall be disclosed ahead of time when applicable. (iv) Comments and suggestions received from stakeholders shall be collected and incorporated into this SEP, and other project documents, especially ESIA, A/RAP and EGEP, and in ongoing project implementation as much as possible, and stakeholders shall be made aware how this was done in follow-up meetings/consultations. 33. During pre-project preparation, consultations were organized in late November/early December 2021, consultations were conducted in Oudomxay province to discuss local Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 32 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads roads, NR2E & NR2W with the villagers in the potential affected villages. Participants at these consultations included village representatives, government authorities and 28 representatives of ethnic groups, Lao Women’s Union, youth groups and individual villagers. Moreover, preliminary consultations had been conducted during September 2022, to gather data on the profiles of the villages along the 13 local roads, NR2E and NR2W and potential project impacts to inform the preliminary ESIA that was conducted as part of the ESMF. 34. When the preparation of ESIA including A/RAP, ESMP, EGEP, LMP for NR2E and NR2W and for all 13 local roads, public consultations were carried out mainly at the provincial, district and village levels of the project areas from May 2022 to Jan 2023. The consultations were conducted differently at the province/district and village levels as follows: - Consultations conducted 2 rounds in Phongsaly and Oudomxay provinces at the provincial/ district and village levels along the NR2E and NR2W. First consultations were carried out from 15 July 2022 to 15 September 2022. The second consultations were from 18 January 2023 to 15 February 2023. - Consultations along the 13 local roads of 5 provinces as Phongsaly, Oudomxay, Xayyabuy, LuangNamtha and LuangPrabang provinces were carried out in May and June 2022 and January 2023. In Phongsaly province, consultation meetingswere held from 04 to 22 May 2022 while in. Luang Namtha and Luangprabang provinces, the consultations were carried out from 23 May 2022 to 16 June 2022 and finally in Oudomxay and Xayyabuly, the consultations were conducted from 06 to 16 January 2023. - Participants at these consultation meetings included village representatives, government authorities and potential affected representatives of ethnic groups, Lao Women’s Union, youth groups and individual villagers. Main objective of the consultation to inform and gather data on the affected villages and individual potential project affected people and the nature of the impacts at the project areas. 5.3.1 At Central Level 35. The project implementation for the 13 local roads, NR2E and NR2W will mainly be operated at the project areas, thus according to the new Decree No 289 issued in 2022, ESIA for NR2E & NR2W and IEE for all 13 local roads need to be developed for obtaining the Environment Compliance Certificate before the start of the civil works. During this time, there is only one consultation has been organized at the department of environment, Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 33 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads MONRE on 1 November 2022. Issues discussed was about the process for preparation of ESIA for NR2E & NR2W and IEEs for all local roads to obtain ECCs for these projects. 36. This consultation has been performed in the form of face-to-face meetings with issuance of official letters (submitted at least two weeks ahead of the consultations) to inform the purpose the consultation. The consultation reflected substantial outcomes with reformations to accelerate the process and related government offices involvement, especially PONRE of Phongsaly and Oudomxay province. MONRE suggested to apply directly to PONRE in each province of NR2E & NR2W and local roads projects based on proposed project activities stated in ESIA and IEE including ESMP for each project. 5.3.2 At Provincial and District Level 37. During ESIA and IEE preparation, the consultations were conducted in Face-to-face consultations, and one-to-one discussions, as part of the ESMF. The consultations were manly conducted at local districts of Phongsaly and Oudomxay province. The stakeholder engaged in these consolations included District Administration Office, District Internal Affair, Provincial of Agriculture and Forestry Office (PAFO), District of Agriculture and Forestry Office (DAFO), District Education Office, Provincial Office of Natural Resources and Environment (PONRE), District Office of Natural Resources and Environment (DONRE), State Enterprise of Pipe Water Supply, State Enterprise of Electric du Laos, Provincial Traffic Police, and Provincial Statistics Office. 38. The consultations were conducted in 5 districts of Oudomxay province in Pakbeng, Beng, Houn, Xay and Lah; 1 district in Phongsaly province such as Khua district. Participants at these consultations included village representatives, government authorities and potential affected representatives of ethnic groups, Lao Women’s Union, youth groups and individual villagers. Main objective of the consultation to inform and gather data on the affected villages and individual potential project affected people impacts at the project areas. The registered list of the stakeholders at the provincial and district level consultation, meetings are in Annex 4. 39. The provincial and district-level consultations were organized through the coordination of CMUs assigned by DoR in each province. The official meeting appointment conducted through coordination of DPWT by phone call and issuance of official letters (submitted at least a week prior to the date of the consultations) to inform affected and interested stakeholders of the purpose of the consultation. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 34 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 5.3.3 At Village Level 40. The project consultations at the village level have been performed to consult with stakeholders during the preparation of ESIA, full feasibility, detailed design for both NR2E & NR2W and Local Road projects, and were carried out in form of face-to-face approach. The consultations were organized in village where a group discussion with representatives of ethnic groups, Lao Women’s Union, youth groups and individual villagers. 41. Participants at these consultations included village representatives, government authorities and potential affected representatives of ethnic groups, Lao Women’s Union, youth groups and individual villagers. The data collection was also conducted at the same time with ideal plan for both NR2 and Local Road projects. Therefore, the potential PAPs were identified and assets were recorded and measured for the IOL. The consultation provided various information to the potential PAPs. Different topics were delivered and conversations were mentioned covered specific topics such as land acquisition impacts, construction timelines, trainings on health and safety and Gender Based Violence, job opportunities, etc. 42. Some of PAPs and interested person have raised their concerns over many issues related to compensation of the impacts by the project activities. The comments and points of discussion were recorded and summarized into the minutes of the meeting in order to set up key stakeholders’ engagement during project implementation. Summary of participants and issues discussed at the Village consultations are presented in the A/RAPs and EGEPs of those roads sub-projects. 43. The village level consultations were organized through the coordination of CMUs assigned by DoR in each province. The official meeting appointment conducted through coordination of DPWT by phone call and issuance of official letters (submitted at least a week prior to the date of the consultations) to inform affected and interested stakeholders of the purpose of the consultation. Registered list of participants at the village level consultations are in the Annex 4. 6 Resources and Responsibility 6.1 Resources 44. EDPD/PTI will be in charge of organizing stakeholder engagement activities and provide the required technical support and assistance to undertake stakeholder engagement. A provisional budget of US$80,700 is estimated for implementation of SEP and stakeholders' engagement activities excluding the cost of consultations which are embedded in various project activities (see Table 4). Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 35 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Table 3. . Estimate Budget Implementation of SEP Project stage Project List of information Methods proposed Target % reached Estimated Budget activities to be disclosed stakeholders ($) Project ESF Instruments Website, E-mail, Government 100% relevant 200 Inception WhatsApp, Hard Copies, agencies, agencies Village loud speakers CSOs, INGOs, Development partners, communities, private sector Project Updated project’s Information leaflets, All stakeholders 100% 5,000 Implementation ESF instruments, posters, and brochures; stakeholders audio-visual materials, reached social media and other direct communication channels such as mobile/telephone calls, SMS, WhatsApp, Village loud speakers etc.; Feedback of Public notices: Electronic All stakeholders 100% 500 project publications and press stakeholders consultations releases on the MPWT reached websites; Press releases in the local media (both print and electronic), Village loud speakers. Process in ethnic languages Ethnic 100% ethnic 30,000 As part groups representativ of EGEP es reached implementation budget. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 36 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Project stage Project List of information Methods proposed Target % reached Estimated Budget activities to be disclosed stakeholders ($) Grievance Redress Information leaflets, All 100% 20,000 Mechanisms posters, and brochures; stakeho communities audio-visual materials, lders reached 50% social media and other are women direct communication channels such as mobile/ 100% telephone calls, installed at SMS, etc. the PMU and CMUs Development and before Installation of GRM PTI and implementati Database at the PMU and CMU on 25,000 CMUs As part of GRM implementation budget Total Budget $80,700 Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 37 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 6.2 Management Function and Responsibilities 45. The Southeast Asia Regional Economic Corridor and Connectivity Project (SEARECC) will be implemented through the government administration systems, with support from a team of implementation support consultants. However, to enhance coordination among agencies involved in the project implementation, the following mechanisms have been established since June 2022. i. A multi-sectoral Project Steering Committee (PSC), chaired by the Minister of Ministry of Public Works and Transport (MPWT) and consists of Vice Ministers of Ministry of Agriculture and Forestry (MAF), Ministry of Health, Ministry of Industry and Commerce, Ministry of Finance, Ministry of Foreign Affairs, Ministry of Planning and Investment, Ministry of Public Security and Vice Governors of Oudomxay, LuangNamtha, LuangPrabang, Phongsaly and Xayabouly provinces as members, will be responsible for overseeing the overall project implementation and meet twice a year to solve any policy issues and implementation issues that could not be solved by implementing agencies and PCC. See Annex 1 on the Decision No 101/MP dated 10/10/2022 on the composition, roles and responsibility of PSC. ii. A Project Coordination Committee (PCC), established on 8/09/2022 with the Decision No 21873/MPWT (Annex 2), chaired by Minister of MPWT and consists of Director General/Deputy Director-General of concerned departments of MPWT, the sectoral and provincial implementing agency, will be responsible for overall project management including, manage, facilitate and coordinate the project implementation and monitoring at the working level and serve as a secretary to the steering committee. PCC, with support from DPF/MPWT, PPC’s secretariat, will meet monthly or quarterly basis to follow up and resolve issues related to project implementation and multi-agencies coordination. iii. The PCC will be supported by a team of project management unit (PMU) headed by the Director General of Department of Planning and Finance (DPF/MPWT) and consists of 2 Deputy Directors and 3 technical staff of DPF/MPWT, Head of EDPD/PTI, Head of Techniques and Finance, Inspection Department, and a project coordinator and administration iv. , Financial Management specialist, procurement specialist and E&S Consultants. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 38 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads v. A Technical Working Group at component/sub-A component level and in each project, province has been established. The Group is led by the Director or Deputy Director of the division of leading agencies and will meet regularly (weekly). An implementation and operational support consultant will be hired to support the Working Groups, and or each component/subcomponent as required. vi. The Technical Working for the component for regional Connectivity Enhancement os headed by the Director of Road Department and consist of the Deputy Director of Road Department, Heads of 2 Divisions and a technical staff of the Road Department and a technical staff from Housing and Urban Planning Department. 46. . The government decision on the establishment of the PSC and PMU is show in Figure 2. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 39 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Figure 2. Project Steering Committee (PSC) Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 40 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 47. Implementation of the Stakeholder Engagement Plan for the entire SEARECC project will be the responsibility of MPWT Project Director (PD), Project Manager (PM); Component Managers from other ministries and EDPD/PTI. They will guide the process of stakeholder engagement throughout the preparation and implementation of the SEARECC. The PMU of the MPWT; Component Management Units (CMUs) of other ministries with the technical support from Environmental Research and Disaster Prevention Division of the Public Works and Transport Institute (EDPD/PTI). shall have office with staff and budget, and it will be the responsibility of this office to oversee the delivery of SEARECC SEP that was approved in March 2022. 48. This updated SEP will be applied for the 13 local roads, NR2E and NR2W under sub- components 1.1 and 1.2. The PMU with the technical support and assistance from EDPD/PTI, under the guidance of the Project Director (PD) and Project Manager (PM), will be responsible for: • Leading, or supervising, consultations, as per this updated SEP. • Leading, or supervising, the disclosure of information, as per this updated SEP. • Reporting on grievance resolution, as per this updated SEP. • Review monthly monitoring reports provided by contractors and/or consultants; and • Regularly reporting to the Project Director and Project Manager. 49. Stakeholder engagement should be periodically evaluated by the CMU for sub-components 1.1 and 1.2 of the SEARECC Project in line with overall monitoring and other relevant project documents. The Project will strive to include project stakeholders in monitoring activities. 50. The EDPD/PTI is supported by consultants during the project preparation phase, and trainings to the provincial and district CMU at DPWTs of Phongsaly, Oudomxay, Luang Namtha, Luangprabang and Xayabouly provinces and provincial and district grievance committees on the WB ESF and stakeholder engagement will be conducted. Additional capacity building of the MPWT and CMUs will be needed during project implementation and should be done as described in the following Table. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 41 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Table 4. Person In charge and Responsibilities for SEP Activities Person In charge Responsibilities MPWT Project Director • Reviews and approves monthly reports on grievance redress and stakeholder engagement; and • Keeps World Bank informed on the implementation of the SEP. Project Manager of • Oversees EDPD/PTI and CMUs and the process of PMU grievance redress and stakeholder engagement; and • Submits monthly reports to the Project Director. EDPD/PTI (with the • Supervise; monitor and report the SEP implementation support of including other safeguard instruments; Environment and • Provide technical support on capacity building for Social Consultants) staff of government agencies involved in the implementation of SEP to address environmental and social safeguards issues; • Assesses the progress, accessibility, and efficiency of the Grievance Redress Mechanism (GRM) and the overall project GRM database is maintained and reported on at this level; • Conducts trainings on gender-based violence, HIV/AIDS, road safety and others as described in this SEP and/or as required by the PSC; • Assists in the identification of Ethnic Groups, working with the EDPD/PTI; • May be tasked with preparing the Social Assessment and Ethnic Group Engagement Plan (EGEP) if relevant, or this may be the task of a separate consultant and/or the ESIA; • Conduct biannual and annual Environmental and Social safeguard (ESS) compliance monitoring and reporting; • The biannual and annual monitoring reports and key findings from the implementation of SEP activities and be shared with DOR-MPWT, PMU and WB. CMUs at concerned 5 • Implements stakeholder engagement activities as provincial DPWTs described in the updated SEP, including consultations, disclosure, trainings on gender-based violence, road safety, etc. • Coordinates with village authorities and contractor on the grievance redress mechanism, ensuring that grievances are recorded and promptly resolved. • Oversees stakeholder engagement activities being conducted by the contractor and/or consultants. • Coordinates with other agencies; and • Leads the process of identification of Ethnics Groups. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 42 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads Person In charge Responsibilities Supervision E&S team • Supervise and monitor Contractor’s compliance with Consultant E&S safeguards documents for sub-components 1.1 and 1.2 • Coordinate with Contractor and PTI in grievance resolution during the construction phase Contractor Chief Engineer • Carries out consultations with stakeholders on project timeline, mitigation of civil work activities; (such as dust, traffic), informs stakeholders: village authorities, CMUs of DPWTs in Phongsaly, Oudomxay, Luang Namtha, Luangprabang and Xayabouly provinces about jobs opportunities or vacancy; • Ensures careful consideration of women and vulnerable groups, including them in consultations and that they do not miss out on job opportunities; • Conducts training on Code of Conduct for workers, including on appropriate behavior and relations with community and gender-based violence (GBV), Sexual Exploitation and Abuse/Sexual Harassment and Violence Against Children (VAC); • Conducts trainings and awareness activities on road safety to be implemented together with the traffic police and target audience. 51. The person in charge of Implementing Agency has operation office as below address: Project Management Unit of the SEARECC Project Department of Planning and Finance (DPF) Ministry of Public Works and Transport (MPWT) Name person in charge: Ms. Vanh Dilaphanh, Director of Planning and Finance Department of MPWT, Head of PMU. Address: Lane Xang Avenue, Phonxay Village, Saysettha District, Vientiane Capital, Lao PDR. Cell Phone: +856 20 92878945 Tel: +85621 ….. +85621 ….. E-mail: dilaphanhnana@yahoo.com Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 43 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 52. The person in charge of Components 1.1 and 1.2 Management Unit of SEARECC Project has the same address as above but at Department of Road of MPWT as follows: Name person in charge: Mr. Litta Khatigna Director of Road Department of MPWT, Head of CMU, Component 1.1 and 1.2. Address: Lane Xang Avenue, Phonxay Village, Saysettha District, Vientiane Capital, Lao PDR. Cell Phone: +856 20 56897887 Tel: +85621 ….. +85621 ….. E-mail: k_;itta@yahoo.com 7 Grievance Redress Mechanism 7.1 Grievance procedures 53. The overall project Grievance Redress Mechanism (GRM) is set out in the project’s SEP. This GRM is also applicable to Gender Based Violence (GBV), Sexual Exploitation and Abuse/Sexual Harassment (SEA/SH) and Violence Against Women (VAC) related grievances, although complainants can also choose to submit their complaints directly to GBV Service Providers. The key principles of the grievance mechanism are to ensure that: • The basic rights and interests of affected people, including ethnic groups, are protected. • The concerns of affected people, including ethnic groups, arising from the project implementation process are adequately addressed. • Entitlements or livelihood support for affected people, including ethnic groups, if required, are provided on time and accordance with the above stated government and World Bank’s ESF, and • Affected people, including ethnic groups, are aware of their rights to access grievance procedures free of charge for the above purposes. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 44 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 54. For the interest of all parties concerned, the grievance mechanism is designed with the objective of solving disputes as soon as possible. A recommended timeframe for the resolution of a complaint should be sought within two weeks. 55. In the road improvement sub-components 1.1 and 1.2 of SEARECC it is envisaged there could be four types of grievances: • Grievances relating to land acquisition, that follow the Resettlement Action Plan’s GRM (detailed in the project’s RPF/A/ RAPs). • Grievances related to ethnic groups (detailed in EGEPs). • Grievances related to project implementation (including relating to environmental and social impacts, health, worker’s camp, road safety, pollution and waste, etc.). Some of these may be specific to ethnic groups (detailed in ESIA). • Job-related disputes (detailed in the project’s LMP). 56. Based on the SEP, wherever possible, the project team shall seek to resolve complaints as soon as possible, and thus avoid escalation of issues. However, where a complaint cannot be readily resolved, then it must be escalated. In order to effectively and quickly resolve grievances of affected people, according to the Law on Grievance Redress or the revised Law on Handling Petitions 012/NA approved by the National Assembly on December 5, 2014 and the President in 2015 and also the guideline on consultation with ethnic groups was launched by the Lao Front for National Development (LFND formerly known as LFNC), in 2013, in line with the National Guideline on Public Involvement, 2012, to ensure an effective and efficient grievance, a mechanism for the project is proposed as follows: Stage 1: The first level of complaint resolution, following traditional methods in Laos, should be the Village through its Village Mediation Unit (VMU) and/or Sub-district (kum) level who may be able to resolve issues on the spot. The VMU at the village level would comprise of representatives of ethnic group community leaders, and head of mediation unit or village elder persons. Complaints can be submitted in verbal or written forms. In addition, complaints can be anonymous is desired by the AP. It is expected that some complainants such as ethnic groups or vulnerable individuals/households might not be able to submit complaints in writing. If this is the case, a person from the village authority or a translator will be engaged to support the write-up for these people as well as act as an interpreter during investigation and resolution process. Complainants may also retain the right to bypass the VMU procedure and as such can direct their grievance directly to DPWT, as provided by law in Lao PDR. The VMU shall make the arbitrated decision within 10 days. The Village/Sub- district level, specifically the Chief of Mediation Unit, Village Chief and/or Kum Chief, Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 45 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads should record the grievance and how it was resolved. There are no fees or charges levied for the lodgment and processing of grievances at this level. In case if the complaint were related to the contractor’s performance concerning social or environmental risks, the village authorities or village level grievance committee would notify the Contractor immediately at the site and at the same time the supervision consultant would also be notified by phone call for prompt actions as it has been practiced by other road improvement projects for instance, the current NR13N Sikeut-Phonehong. In case of complaints were related to sexual exploitation and abuses, sexual harassment or human trafficking committed by personnels working for the project either from the concerned government offices or contractor or ISWS, the village authorities or village grievance committee and district LWU will report to the police directly and at the same time the district Grievance Committee, provincial, CMU, SUBCAW MC of Personnel Department, MPWT, PTI, PMU and ISWS will also be notified by phone call. In cases where grievance is related to a labour dispute, the grievance may be first submitted to the contractor and/or human resource staff of the contractor directly as detailed in the project’s Labor Management Procedures (LMP). Stage 2: In cases where grievances cannot be resolved on the spot, in the second stage, people will be able to file grievances directly with Component Management Units of the responsible ministries. People will have been informed of the CMUs contact information during consultations. The CMUs will be able to record the grievance and offer a solution within 15 days, consulting with the Project Management Unit (PMU) at the MPWT, as needed. This may include a visit to the project site by the PMU if necessary. There are no fees or charges levied for the lodgment and processing of grievances at this level. All online submitted grievances (WhatsApp, Facebook, email etc) are likely to enter the GRM at this level. Stage 3: in cases where grievance still cannot be resolved, or not resolved to the satisfaction of the any complainant, he/she shall have the right to submit a complaint to the Project Manager and Director of the PMU under the MPWT as desired by the complainant. The administrative arbitration organization shall make the arbitrated decision within 20 days. Like the two previous stages, there are no fees or charges levied for the lodgment and processing of grievances at this level. Stage 4: if the complainants are still unsatisfied with the arbitrated decision made by the administrative arbitration organization at the Provincial level, after receiving the arbitrated decision, they can file a lawsuit in a civil court according to relevant laws and regulations of the Lao PDR. The complainant will bear the cost at this stage but will be Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 46 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads reimbursed for their expenses by the MPWT if their complaint is successful. It is important to note that the WB ESF and GRM do not apply to person-to- person disputes, but only state-to-person disputes. Person-to-person disputes should be dealt with by the regular land registration dispute resolution mechanism. Finding a solution at Village level Finding a solution Close case If not Through the process of GRM committee (project level) Finding a solution Close case within 10 days If not GRM Provincial project committee Finding a solution Close case within 20 days If not If the complaints have not been resolved, the affected person (AP) may choose to use the right under Lao PDR law to refer the matter to the Court of Justice at free will. Figure 3. Grievance Resolution Flow Chart 57. In cases where a grievance still cannot be resolved, or not resolved to the satisfaction of the person making the complaint, the person has the right to submit a complaint to the District or Province authorities, as desired by the complainant. The Complainant could also decide to submit to complaint directly to the Courts. The complainant will bear the cost for these steps but will be reimbursed for their expenses by the MPWT if their complaint is successful. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 47 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads 58. Where accessible, complainants may opt to raise their grievances directly to PMU of DPF- MPWT as the Project Management Unit of the SEARECC Project via alternative means hotline call and/or text message (WhatsApp) largely used even in most rural area or via the project website to be set up under the project. Contact detail of focal staff from PMU- MPWT and CMUs of other ministries with the technical support form EDPD/PTI are responsible for GRM should be provided in project information leaflet/booklet to be prepared and distributed to all project villages well in advance of consulting and GRM training for village mediation committees. GRM booklets should also include contact information for the relevant Village Mediation Units (first step of grievance redress). The project will provide GRM committee in all target villages and districts/landscapes with a logbook where grievances are registered in writing and maintained as a database for monitoring and reporting. Sample templates for GRM logbooks and grievance forms are included in the SEP (Annex 2: Form to Submit Grievances). 59. Following engagement and feedback, the GRM and its operationalization considers the needs of various affected groups including from vulnerable groups, ethnic groups, and their representatives to ensure on methods are culturally appropriate and accessible and take account their customary dispute settlement mechanisms. Some sensitive cases of grievances, such as those relating to Sexual Exploitation and Abuse and Sexual Harassment (SEA/SH) or Violence Against Children (VAC) may require a professional or concerned entities to be engaged to help investigate and resolve. Budget for this is included in the implementation of ESMF instruments, including SEP. Confidentiality shall be preserved for anonymous complaints. 60. Different ethno linguistic groups such as Lao Tai, Mon Khmer, Sino Tibetan and Hmong Iew Mien are found in the project areas of sub-components 1.2 and 1.4, this GRM will need to be adjusted based on the needs of ethnic groups and this would be done in consultations with them. A representative from the Lao Front National Development will be invited to provide support to the GRM Committee and ensure that a local translator for a specific need of the ethnic groups for their respective dialects is available during consultations. 61. Ethnic group interpreters will be used to address the language barrier to avoid misunderstandings and enhance cooperation and participation in activities with the support from the LFND. Therefore, at least one ethnic group interpreter will be used in each consultation and communication with ethnic group villages, regardless of where the village is located, to ensure that all villagers, especially the elderly and children, who often do not speak Lao, are able to understand information provided by the project. Also, since ethnic Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 48 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads languages may not be written, communication materials will need to take this into account and adapt so that messages can still reach ethnic groups. 62. In order to facilitate women and vulnerable people’s access to the mechanism, they will be specifically consulted with the support from the Lao Women’s Union (LWU) who will be a member of the GRM Committee to ensure they are able to access the grievance mechanism. 7.2 Recording Grievances 63. Established and managed by the PMU and CMUs, and RCs, a complaints register will be established as part of the project to record any concerns raised by any stakeholder during the implementation of the SEARECC Project. Any serious complaint (such as life- threatening, relating to GBV/SH or criminal) will be advised to the World Bank within 24 hours of receiving the complaint. This register is multi-tier (village, district, province, PMU), with the PMU having overall responsibility for the database. 64. A summary list of complaints received, and their disposition, along with key statistics on the number of complaints and duration taken to close out, must be reported in each regular progress report. Each record is allocated a unique number reflecting year and sequence of received complaint (for example 2021-01, 2021-02 etc.). Complaint records (letter, email, record of conversation) should be stored together, electronically or in hard copy under the responsibility of the PMU and CMUs. The EDPD/PTI will hire a consultant to develop and install a user-friendly database program to be used by the PMU and CMU prior to the implementation of the project. 65. Grievances can be submitted anonymously, or the aggrieved person can also request their name be kept confidential. Responsibility for the Grievance Log will be with the PMU office and CMU offices. Grievances will be recorded in a Grievance Logs (Please see Annex 1). This information shall include: • Stakeholder name and contact details (if not anonymous). • Details of the nature of the grievance. • Date received, date investigated, date decided on, who decided on it, what response was provided, date of implementation of decision, etc., and • How it was submitted, acknowledged, responded to, and closed out. • Grievances can be submitted anonymously, or the aggrieved person can also request their name be kept confidential. Responsibility for the Grievance Log will be with Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 49 Stakeholder Engagement Plan (SEP) for National Road No.2_E & W and local roads the Project Management Unit (PMU) and Component Management Units (CMUs) and RCs. 8 Monitoring and Reporting 66. Monitoring will be conducted as a routine exercise to avoid occurrence of environmental and social risks in the implementation as well as operation phases. Monitoring of Environmental and Social issues will focus on impacts identified in ESIA and its proposed mitigation. During implementation phase for sub-components 1.1 and 1.2 of SEARECC, PMU and CMUs of MPWT with the technical support from EDPD/PTI and E&S team of implementation work supervision consultant (ISWS) will monitor implementation of safeguards to ensure that the contractor is in line with the Environmental and Social Management Plan (ESMP). The CMU offices and E&S team of ISWS will be responsible for day-to-day monitoring of ESMPs as implemented by the contractor and addressing grievances occurred. Furthermore, the CMUs together with EDPD/PTI will continue to monitor effectiveness of the ESMPs after construction phase and identify any risks which may emerge during operation phase. Contractor will prepare quarterly, semi-annual and annual progress reports that will summarize the ESMPs compliance, these reports will be submitted to ISWS and CMUs and later on shared with the EDPD/PTI, PMU and the WB. These reports will also be disclosed to the public. The CMUsand contractor through will prepare brief monthly reports on stakeholder engagement activities for the operations which include: • Activities conducted during each month; • Public outreach activities (meetings with stakeholders). This reporting wil include if translation was provided into relevant ethnic languages; • Entries to the grievance register; • Entries to the commitment and concerns register; • Number of visitors to the information center at the PMU and CMUs and department agencies in the provinces; • Progress on partnership and other social projects; • New stakeholder groups (where relevant); and • Plans for the next month and longer-term plans. Feasible Study (FS) and Environment and Social Assessment (ESA) Study for the Improvement and Maintenance of National Road 2 50