ASEAN | ONE VISION ONE IDENTITY ONE …The development of Post-2015 ASPEN will take into account the...

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


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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.


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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.


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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.


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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




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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


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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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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


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.

mailto:[email protected]

mailto:[email protected]


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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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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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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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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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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


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


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


Request for proposal of 15

Appendix 3

Template for the Proposal Envelope

First Envelope – Technical Proposal

_________________________________________________________________________________________

_________________________________________________________________________________________

Company Name &

Address

Technical Proposal - Title of the Tender


Administration, Protocol and Conference Services Division



Jakarta 12110

Indonesia


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Second Envelope – Financial Proposal

_________________________________________________________________________________________

_________________________________________________________________________________________

Company Name &

Address

Financial Proposal - Title of the Tender


Administration, Protocol and Conference Services Division



Jakarta 12110

Indonesia

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