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Development of the Post-2015 ASEAN Strategic Plan on Environment (ASPEN)
Request for proposal
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ASEAN SECRETARIAT
Development of the Post-2015 ASEAN Strategic
Plan on Environment (ASPEN)
PROPOSAL MUST BE RECEIVED BY
Friday, 4 November 2016 before 5 PM
DELIVER/MAIL PROPOSAL TO:
ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia
Prepared By : Environment Division
Date : October 2016
Request for Proposal
Development of the Post-2015 ASEAN Strategic Plan on Environment (ASPEN)
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Request for Proposal
1 EXECUTIVE SUMMARY
The development of the Post-2015 ASEAN Strategic Plan on Environment (ASPEN)
aims to produce a document with will serve as a guiding reference for the ASEAN Senior
Officials on Environment (ASOEN) and its subsidiary bodies. It is expected to chart
actions of ASOEN and its sub-sectoral bodies in addressing common environmental
issues and challenges in the ASEAN region. It also promotes cooperation between and
among ASEAN Member States (AMSs) and Dialogue Partners such as Japan towards the
achievement of the ASEAN Community Vision 2025, particularly on environmental
cooperation.
In the past, ASPEN 1999-2004 was developed and implemented by ASOEN and its
subsidiary bodies and during the period of 2009‐2015, ASEAN cooperation on
environment was guided by the Blueprint for the ASEAN Socio‐Cultural Community
(ASCC) 2009‐2015 and implemented through the relevant action plans such as ASEAN
Environmental Education Action Plan 2014‐2018, ASEAN Strategic Plan of Action on
Water Resources Management, and ASEAN Action Plan on Joint Response to Climate
Change, and also meetings of the ASEAN Working Groups established under the
ASOEN. In line with the ASEAN Vision 2025 and the new ASCC Blueprint 2025, the
26th Meeting of ASOEN in September 2015 endorsed the development of working
groups‟ action plans and ASPEN.
Environment Division of the ASEAN Secretariat (ASEC) will take the role of Proponent
as well as Implementing Agency of the proposed project.
The individual or team consultant is expected to deliver an outline and methodology of
the study, clear work plan and first draft of ASPEN within one month after the
consultancy commenced. A final draft is expected to be presented to ASOEN in June
2017.
The consultancy will be funded by Japan-ASEAN Integration Fund (JAIF), which is
managed by the ASEAN Secretariat.
The winning team/individual is expected to arrange the travel and accommodation for the
consultant(s). The fund will be released to the consultant/s based on a specific schedule as
detailed in Section 3.1. below. Once the report is completed, Project Completion and
Financial Reports have to be submitted to the ASEAN Secretariat within 60 days after
project completion.
Development of the Post-2015 ASEAN Strategic Plan on Environment (ASPEN)
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Request for Proposal
2 BACKGROUND AND CURRENT STATUS
The ASEAN Strategic Plan on Environment (ASPEN) 1999-2004 was developed and
implemented by ASOEN and its subsidiary bodies. During the period of 2009‐2015,
ASEAN cooperation on environment was guided by the Blueprint for the ASEAN
Socio‐Cultural Community 2009‐2015 and implemented through the relevant action plans
such as ASEAN Environmental Education Action Plan 2014‐2018, ASEAN Strategic
Plan of Action on Water Resources Management, and ASEAN Action Plan on Joint
Response to Climate Change, and also meetings of the ASEAN Working Groups
established under the ASOEN.
Established as ASOEN‟s subsidiary bodies, the ASEAN environment-related working
groups (WGs) oversee the implementation of the relevant action lines in the ASCC
Blueprint. In September 2015, the ASOEN, in it‟s the 26th
Meeting, endorsed the
development Post-2015 ASPEN which would include working groups‟ action plans. The
latter will serve as a blueprint for action of ASOEN and its subsidiary bodies to address
common environmental issues and challenges in the ASEAN region and to ensure
effective cooperation among AMSs toward the achievement of ASEAN Vision 2025 and
the new ASCC Blueprint.
In November 2015 during the 27th ASEAN Summit in Kuala Lumpur, Malaysia, the
ASEAN Leaders launched the ASEAN Community Vision 2025, charting the future
direction of the ASEAN Community into the next decade. Particularly for the ASCC
2025 Blueprint, a set of agreed strategic measures were identified to guide the
implementation of ASEAN cooperation under the Socio-Cultural Pillar over the 2016-
2025 period. Similarly, lead sectoral and cooperating bodies will develop their respective
Sectoral work plans anchored on the relevant strategic measures in the new Blueprint. It
is expected that with these actions, strengthening ownership and ensuring realization of
the goals and objectives of the ASCC Blueprint will be achieved.
This project will support the development of Post-2015 ASPEN which will include the
working groups‟ action plans in the form of elaboration of strategic priorities of
environment.
Development of the Post-2015 ASEAN Strategic Plan on Environment (ASPEN)
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Request for Proposal
3 SCOPE OF WORK
3.1 PROJECT OVERVIEW
Objectives:
The development of Post-2015 ASPEN aims to:
1. Enhance knowledge of ASOEN and its subsidiary bodies in addressing common
environmental problems in the ASEAN region through a guiding reference for
actions; and
2. Promote cooperation between and among AMSs and dialogue partners towards the
achieving the ASEAN Community Vision 2025, particularly on environmental
cooperation.
Post-2015 ASPEN will support the implementation of relevant strategic measures in the
ASCC Blueprint 2025 by translating the strategic measures into more detailed plan of
activities for implementation by ASOEN and its subsidiary bodies.
The ASCC Blueprint 2025 highlights the characteristic of “Sustainable” and the
following elements.
“14. In moving towards the realisation of the overarching goals of an ASEAN Community
2025, the ASCC envisions the achievement of a sustainable environment in the face of
social changes and economic development.
15. The objective of this Characteristic is to promote and ensure balanced social
development and sustainable environment that meet the needs of the peoples at all times.
The aim is to strive for an ASEAN Community with equitable access to sustainable
environment that can support its social development and its capacity to work towards
sustainable development.”
Environmental issues are also addressed under other characteristics of the ASCC
Blueprint, such as „benefits and engages the people‟, „inclusive‟, „resilient‟, and
„dynamic‟.
Scope of Work:
The development of Post-2015 ASPEN will take into account the ASEAN Vision 2025,
ASCC Blueprint 2016-2025, as well as international frameworks such as 2030 Agenda
for Sustainable Development. The ASPEN will include thematic / working group action
plans. Specific tasks include:
1. Undertake research and analysis on materials relevant to the development of the
ASPEN, in particular the ASEAN 2025: Forging Ahead Together and ASCC
Blueprint 2016-2025, national and other relevant regional action plans, and relevant
national, regional and international state of the environment reports and other
publications.
2. Undertake consultation with AMSs to collect relevant data and information for Post-
2015 ASPEN.
Development of the Post-2015 ASEAN Strategic Plan on Environment (ASPEN)
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Request for Proposal
3. Undertake face-to-face consultation with ASEAN Secretariat (ASEC) for technical
coordination and discussion in Jakarta, Indonesia.
4. Compile and analyse relevant statistics from AMSs and relevant reliable and
reputable regional and international databases and reports.
5. Draft the chapters of the Post-2015 ASPEN, presenting the data, information, and
agreed planned actions in a suitable form.
6. Incorporate comments received on the draft chapters from AMSs and the ASEAN
Secretariat (ASEC).
7. Finalise the draft Post-2015 ASPEN in a form suitable for publication, including the
final layout for printing.
8. Attend and service the ASPEN Task Force Meeting in Jakarta, Indonesia.
9. Undertake any other relevant tasks as may be required by the ASEC/AMSs.
Expected Outputs and Timeline:
Outputs Outputs Indicative
Timeline
1. Inception
Report
Development of the overall approach to the delivery of the expected
outputs, such as outline of the report, work plan, contact persons for
interview, and data source for consultant.
7 February
2017
2. First Draft
First draft ASPEN after the 1st ASPEN Task Force Meeting 28 February
2017
3. Second Draft
Second draft ASPEN after the 2nd
ASPEN Task Force Meeting 31 March
2017
4. Final Draft
Final draft ASPEN after final inputs from AMS / ASEAN
Secretariat
30 April
2017
5. Completion and
Financial Report
Draft and submit the Project Completion Report to ASEAN
Secretariat
By 30 June
2017
Financing:
Funding Source: JAIF
Fund will be released based on the following schedule:
40 % upon the completion and submission of output 1 and 2
20 % upon the completion and submission of output 3
20 % upon the completion and submission of output 4
20 % upon the completion and submission of output 5
Development of the Post-2015 ASEAN Strategic Plan on Environment (ASPEN)
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Request for Proposal
3.2 PROJECT REQUIREMENTS
Outputs, Indicators and Activities:
Proposed Framework of the Post-2015 ASPEN:
The Post-2015 ASPEN is expected to cover the following main direction for cooperation
and also priority areas;
Overview
Implementation Arrangements
Monitoring and Evaluation
Strategic Priority 1: Nature Conservation and Biodiversity
Strategic Priority 2: Coastal and Marine Environment
Strategic Priority 3: Water Resources Management
Strategic Priority 4: Sustainable Cities
Strategic Priority 5: Climate Change
Strategic Priority 6: Chemicals and Waste
Strategic Priority 7: Environmental Education
Project Management:
The project will be funded by the JAIF and managed by the Environment Division of the
ASEAN Secretariat. The consultant will be responsible for organising and conducting the
scheduled activities in collaboration with the host countries and the ASEAN Secretariat.
Reporting:
Objectives Outputs Activities Indicators
1. To enhance knowledge of
ASOEN and its subsidiary
bodies in addressing
common environmental
problems in the ASEAN
region through a guiding
reference for actions;
2. To promote cooperation
between and among AMSs
and dialogue partners
towards the achieving the
ASEAN Community
Vision 2025, particularly
on environmental
cooperation.
First draft of Post-
2015 ASPEN
At least 7 consultation
workshops back-to-back
with each ASOEN
Working Group Meeting.
First draft of Post-2015
ASPEN is produced
Consultations with AMSs
Desktop research
Writing of first draft
Second draft of
Post-2015 ASPEN
Regional Task Force
Meeting in Jakarta
Second draft of Post-
2015 ASPEN is
produced
Final Draft of Post-
2015 ASPEN
Revising of draft Post-
2015 ASPEN
Recommendations/inputs
to 2nd
draft of Post-2015
ASPEN are implemented
Review by ASEC and
AMS
Final draft of Post-2015
ASPEN is produced
Development of the Post-2015 ASEAN Strategic Plan on Environment (ASPEN)
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Request for Proposal
The consultant is expected to produce outputs in accordance with above said details. In
addition to these, the progress and activity reports would have to be submitted. The
timing of delivery is indicative and can be adjusted when the consultant‟s work plan is
developed, subject to mutual agreement.
All reports will be submitted in draft format to the Environment Division and, following
ASEC approval, in final form. All outputs and reports must be suitable for publication,
although the decision on publication lies with the ASEAN.
The contractor will also provide regular (bi-weekly or as agreed with ASEC) summation
of activities undertaken and issues that have arisen. These will be submitted to
Environment Division via email.
Financial reports will be submitted at invoicing in line with a payment schedule to be
specified in the Special Services Agreement (SSA).
Terms of the Consultancy:
1. Individual consultant/Team consultants up to 2 persons shall have access to extensive
technical knowledge and expertise on environmental management and planning,
covering but not limited to nature conservation and biodiversity, coastal and
marine environment, water resources management, sustainable cities
development, climate change, chemicals and waste, environmental education,
and sustainable consumption and production.
2. The consultant/s shall have relevant knowledge, skills, and proven experience in
developing/drafting action plans. Applicants should also have familiarity with
ASEAN cooperation framework and proven experience in working in ASEAN region
is preferred.
3. The consultant/s shall have an excellent command of writing and speaking English.
Additional Notes on Terms and Conditions of the Project:
1. Any future studies/reports/analysis in any form of intellectual property rights
(including but not limited to patents, copyright and any related rights) submitted by
the Contractor to ASEAN arising out of or in connection to the services performed by
the Consultant to ASEAN shall belong to ASEC under the name of ASEAN only.
2. Successful bidder shall agree to be bound and sign the Special Services Agreement
(SSA) with all requirements under the terms and conditions provided therein.
3. As an intergovernmental organisation, ASEAN shall not be responsible for any
tax(es), levy, tax claim or any tax liability which may be imposed by any law in
relation to any amount payable by the ASEAN Secretariat.
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Request for Proposal
4 RFP REQUIREMENTS PROCESS
4.1 RFP RELATED QUESTIONS / CLARIFICATIONS / SUBMISSION
All questions related to this RFP should be directed to:
Procurement Unit
Administration and General Affairs Division
ASEAN Secretariat
Contact Person:
Nella Susilani - [email protected]
Mutty Nareswari - [email protected]
Vendors must ensure that both Technical & Financial Proposal are delivered in two
sets (original and a copy) and received at the following address before the tender closing
date Friday, 4 November 2016, before 5 PM.
Chairman of Sub-Committee on Tender
Administration and General Affairs Division
The ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia
4.2 RFP TERMS & CONDITIONS
4.2.1 Bid Expiration Date
Received Tender Proposals must be valid until 30 November 2016
4.2.2 Implementation/Delivery Schedule
The services needs to be rendered on a full-time basis, and should commence by 15
January 2017. It is expected that the Consultancy would be completed tentatively by 15
April 2017.
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Request for Proposal
5 RESPONSE FORMAT (PROPOSAL FORMAT)
5.1 PROPOSAL CONTENT / FORMAT
The Technical component should present the following information:
• A brief discussion indicating the bidder‟s understanding of the needs of the project;
• A brief analysis of key issues;
• A methodological discussion of how the bidder proposes to address those needs
including assessment of key issues, analytical strategies that will underlie the project,
specific techniques to be utilied, and practical discussion of possible limitations in
carrying out the project;
• A detailed work plan that specifies activities to be undertaken, expected outputs and
deliverables,
• Resources to be utilised and timing;
• Staffing and management plan;
• CVs of all proposed experts;
• Brief discussion of firm‟s past experience in undertaking similar work and brief
summaries of all projects undertaken.
5.2 FINANCIAL PROPOSAL
The Financial component should specify professional fees of experts, in US dollars.
Other reimbursable expenses such as airfare for attending meetings, and all other agreed
activities will be based on the requirement of the project and prevailing ASEC rates, and
should be included in the financial proposal.
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Request for Proposal
6 COMPLIANCE
In conformance to the ASEAN Secretariat‟s Financial Rules and Procedures (AFRP), the
vendor shall submit Tender Bids in two sealed envelopes as follows:
1) First Envelope:
Technical Proposal which shall consist, among others, of the technical
specifications of the goods/services/infrastructure to be procured; delivery schedule;
after‐sales service/parts; manpower requirements; list of contractor‟s equipment; and
duly filled Appendix 1 of the Company General Information and Appendix 1a of the
Customer Reference (Please refer to point 5.1 and Appendix 2 of this RFP);
2) Second Envelope:
Financial Proposal which shall consist of the following sets of documents:
a) FIRST SET, which shall contain, among others, the bid amount; recurring and
maintenance cost; detailed estimates including a summary sheet indicating the unit
prices of construction materials; payments schedule (Please refer to point 5.2 and
Appendix 2 of this RFP); and
b) SECOND SET, which shall consist, among others, the company profile; business
name registration issued by appropriate government agency; authority of
signatory; valid business permit and other appropriate licenses; taxpayer
identification number; latest audited financial statements, track record which
includes testimonials from past and present clients on projects similar to the
project at hand; capability to undertake the project;
All documents not submitted in English shall not be entertained and quoted price in
the hardcopy submission shall be in US Dollar.
The ASEAN Secretariat may, after the closing date, request additional information
or clarification of tenders in writing.
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Request for Proposal
Appendix 1
Company General Information To be submitted together in Technical Proposal
Company LEGAL Name:
Division or Subsidiary (if applicable):
Company Address:
City:
Province / State:
Country:
Postal Code:
Telephone:
Business Name Registration:
Tax Registration Number:
Valid Business Permit:
Company Contact: Telephone no.:
Title / Position: Fax no.:
E‐Mail:
Indicate number of years involved in similar business
Are you a subsidiary of a financial institution?
*If Yes, Please indicate your Holding Company
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Request for Proposal
Appendix 1a.
Customer Reference To be submitted together in Technical Proposal
Customer Details
Company Name
Company Address
Telephone Number
Fax Number
Contact Name
Project Title
Customer Details
Company Name
Company Address
Telephone Number
Fax Number
Contact Name
Project Title
Customer Details
Company Name
Company Address
Telephone Number
Fax Number
Contact Name
Project Title
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Request for Proposal
Appendix 2 Checklist for the Completeness of Documents Submitted
The checklist must be used to ensure that you have provided all documentations for the tender. The
checklist must be signed and included in both envelopes of your proposals.
I. General Requirements
No. Description Checklist
1 Proposals shall be prepared in English
2 Proposals are submitted in two different envelopes
3 The envelope must be sealed and labeled accordingly.
i. Technical Proposal
ii. Financial Proposal
4 Title of the tender shall be put on each envelopes
II. Technical Proposal
No. Description Checklist
1 Technical Specifications of the service refer to the proposal
2 All required information have been addressed accordingly
3 Schedule of delivery
4 Manpower/consultant requirement
5 List of vendor‟s equipment (if any)
6 One original signed copy
7 One copy of technical proposal duplicate
8 Duly filled Appendix 1 of the Company General Information and
Appendix 1a of the Customer Reference
III. Financial Proposal
No. Description Checklist
1 Offering is formulated in English
2 Bid amount
3 Payment schedule
4 Company profile
5 Copy Company Legal Documents, i.e.
i. Business Name Registration
ii. Valid Business Permit
iii. Tax Identification Number
iv. List of clients reference
v. Customer testimonials on the similar project
6 Latest audited financial statements
7 Authority of signatory
8 One original signed copy
9 One copy of Financial Proposal Duplicate
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Request for proposal Page 14 of 15
Appendix 3
Template for the Proposal Envelope
First Envelope – Technical Proposal
_________________________________________________________________________________________
_________________________________________________________________________________________
Company Name &
Address
Technical Proposal - Title of the Tender
Chairman of Sub-Committee on Tender
Administration, Protocol and Conference Services Division
The ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia
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Request for Proposal
Second Envelope – Financial Proposal
_________________________________________________________________________________________
_________________________________________________________________________________________
Company Name &
Address
Financial Proposal - Title of the Tender
Chairman of Sub-Committee on Tender
Administration, Protocol and Conference Services Division
The ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia