Status: Receiving submission
Deadline of submission: 20 January 2025, 23:59 Jakarta time (GMT+7)
DESCRIPTION:
We are pleased to announce the opening of a project tender for Communication Consultant throughout 2025 – 2026 to implement the identified public outreach strategy and conduct socialization activities to ensure the public is well informed on futures priorities outlined in the AEC Strategic Plan of the ASEAN Community Vision 2045 and the impacts from the implementation of AEC Blueprint 2025. This project is part of outreach undertakings overseen by the ASEAN Integration Monitoring Directorate (AIMD) of the ASEAN Secretariat, aiming to enhance AEC capacities in preparing and launching the AEC Post-2025 Agenda, which includes implementing relevant and contextual public outreach strategy.
Terms of Reference: TOR_Comms Consultant_AECPost2025_PhaseII_fnl
SUBMISSION REQUIREMENTS:
Tenderers shall send their Technical Proposal and Financial Proposal via two separate emails, attaching the respective cover letters and materials specified in Section VIII above and other supporting documents to tender@aus4aseanfutures.org and aus4aseanfutures@asean.org no later than 20 January 2025 at 23:59 Jakarta time (GMT +7). Large documents (>5MB) can be submitted in parts through several emails. Late submissions will be disqualified.
Tenderers shall use the following email subjects when separately submitting their technical and financial proposals:
- Technical Proposal_”AEC Communication Consultant Phase II”_Name of Vendor
- Financial Proposal_”AEC Communication Consultant Phase II”_Name of Vendor
For Frequently Asked Questions (FAQ), please visit https://www.aus4aseanfutures.org/tender-frequently-asked-question/.
Any queries on the TOR should be sent by email to query@aus4aseanfutures.org before 15 January 2025. Please use the subject line: “Query – AEC Communication Consultant Phase II.”
Response to received queries will be published at Aus4ASEAN Futures’ website (https://www.aus4aseanfutures.org/). No individual responses or replies will be provided for queries. Please check the page regularly for updates.
RESPONSES TO QUERIES
1.Could you provide an indicative budget or budget range for this project and clarify the payment timeline? Is the financial proposal considered in the selection criteria? (Posted on 8 January 2025)
We are unable to provide the indicative budget or budget range. We process payment based on delivered milestones, after the completion and approval of each deliverable as stipulated on the mutually agreed ToR, as part of the contractual agreement. Please take note that the bidder’s financial proposal will be one of the considerations in the selection process.
2. The ToR indicated the project to be completed within 140 days, please confirm whether that is the total days that can be allocated for each staff involved or the total days for all staff? (Posted on 8 January 2025)
The total indicative working days of 140 days are the total period for the entire project, regardless of number of personnel allotted in the project.
3. Is there any media asset that has been collected in the first phase or owned by ASEAN and can be used during the project? (Posted on 8 January 2025)
In the first phase of projects, there have already few assets that can be leveraged for the next projects, including testimonies from businesses in the video series of Why AEC Matters, as well as podcast recording between our DSG Satvinder and Gita Wirjawan for ‘Endgame’ podcast. However, normally, the communication consultants are expected to utilise the combination of: (i) publicly available photos/videos relevant to AEC initiatives in our official website, social media, and Flickr channel, (ii) orchestrate new assets to reflect relevant AEC’s initiatives, and (iii) use free copyrighted B-Rolls or images to build the deliverables.
4. In relation to the previous question, if there is no media asset owned by ASEAN, would ASEAN be open for footage collection or would ASEAN prefer purchasing b-rolls to be used on the video series. (Posted on 8 January 2025)
Yes, we are open to this. Kindly include this in the expected reimbursable fees, as deemed necessary.
5. Could you share examples of previous successful outreach campaigns or communication strategies that the ASEAN Secretariat has undertaken, including any lessons learned from these initiatives? (Posted on 8 January 2025)
Previous outreach campaigns launched specifically under the AEC include the following, among others:
ACRF Videos
https://www.youtube.com/watch?v=WP7ATkS_7NQ
Why AEC Matters Videos
| Episode 1 | Instagram • Facebook • Twitter/X • LinkedIn • YouTube |
| Episode 2 | Instagram • Facebook • Twitter/X • LinkedIn • YouTube |
| Episode 3 | Instagram • Facebook • Twitter/X • LinkedIn • YouTube |
Sample of Infographics
Instagram, Facebook, Twitter, and LinkedIn
The lessons learned from these initiatives highlight the importance of strategically disseminating materials through channels most frequently accessed by the target audience. While the ASEAN Secretariat often relies on its official website and social media platforms, expanding outreach to include prominent online media outlets or widely accessible podcasts could significantly enhance public engagement. Additionally, adopting a more layman-friendly approach to our narratives would be highly beneficial. Given the technical nature of much of our work, simplifying these narratives for broader public understanding can be challenging. This is where consultants like yourselves can play a crucial role in bridging the gap.
6. Could you provide access to the drafts or documents for the AEC Strategic Plan 2026-2030 and the End-Term Review and Impact Assessment of the AEC Blueprint 2025? (Posted on 8 January 2025)
The drafts or documents for the AEC Strategic Plan 2026 – 2030 & End-Term Review and Impact Assessment of the AEC Blueprint 2025 are still under development, hence access to this document may not be available at this stage. Please kindly refer to the following public links at this stage to develop the proposal:
- AEC Blueprint 2025: https://asean.org/book/asean-economic-community-blueprint-2025/
- Mid-Term Review of AEC Blueprint 2025: https://asean.org/book/mid-term-review-report-of-the-aec-blueprint-2025/
- Consultative Workshop with Joint Business Councils, International Organisations, and External Partners: https://www.instagram.com/asean/reel/C6gWwVBPP_J/
ASEAN Leaders’ Declaration on the Development of Strategic Plans to Implement the ASEAN Community Vision 2045: https://asean.org/wp-content/uploads/2024/10/2-Final_ALD-on-the-Development-of-SPs-to-Implement-the-ACV-2045.pdf
In addition, we would like to share that the Strategic Goals of the AEC Strategic Plan 2026 – 2030 will be to achieve an action-oriented, sustainable, enterprising, adaptable, nimble, and inclusive ASEAN. Hence, the proposal may also be developed within this framework.
7. Can we have an online discussion session to discuss this RFP as our questions may evolve as we develop the proposal? (Posted on 8 January 2025)
We cannot provide an online discussion session during this stage. Should you have further questions, please submit them again to us.
8. What metrics or benchmarks does the ASEAN Secretariat use to measure the success and impact of the communication strategies implemented by the consultant? (Posted on 8 January 2025)
Thus far, we measure the reach and interactions (e.g., views, likes, retweets, reposts, etc) to the communication deliverables publicised across social media channels and ASEAN’s official website. We are also open to a more creative way to measure success and impact of the communication strategies, including post-evaluation survey, if needs be.
9. Are there specific key opinion leaders (KOLs) or influencers that the ASEAN Secretariat aims to engage with for the rollout of the AEC Strategic Plan 2026-2030? (Posted on 8 January 2025)
We envision to engage influencers in public policy and society aspects such as the equivalent of Afutami, Maudy Ayunda, Andovi Lopez, however for ASEAN region. We are also open to engaging eco-friendly influencers such as Raye Padit or Antoinette Taus, given that our economic priorities in the post-2025 agenda may heavily involve sustainability initiatives. Broadly, we also would like to engage Ministerial-level influencers in Cabinet level across ASEAN.
10. What additional resources or support can the ASEAN Secretariat provide to ensure the successful execution of the planned outreach strategies and deliverables? (Posted on 8 January 2025)
ASEAN Secretariat would assist in reviewing the provided communication materials by the Consultants and extending official invitations/correspondence to the intended influencers.
11. Should our proposal include third-party cost estimates? (Posted on 8 January 2025)
Yes, third-party cost estimates should be included in the total proposed budget.
12. Will this project require any travel? (Posted on 8 January 2025)
Yes, this project will cover few travels for 1-2 hired communication staffs during the launching of the AEC Strategic Plan 2026 – 2030, expected to be held in Kuala Lumpur, Malaysia.
13. How many agencies have been invited to this pitch, to help us gauge the level of competition? (Posted on 8 January 2025)
The advertisement is posted in the ASEAN Secretariat and Aus4ASEAN Futures website which made available publicly.
14. Regarding client references, our policy is to respect our clients’ privacy and time. Instead of direct references, we prefer to share detailed case studies, awards, and our Net Promoter Score (NPS), which reflects client satisfaction with our performance. Would this alternative be acceptable to you? (Posted on 8 January 2025)
It is acceptable for us.
15. For the proposal’s financial section, we typically do not include daily or hourly professional fees. May we leave Section I: Cost Breakdown by Professional Fee in Form G blank? (Posted on 8 January 2025)
We requested each bidder to use the Financial Proposal template provided.
16. Does the scope of work cover only Indonesia, or does it extend to other ASEAN countries as well? (Posted on 8 January 2025)
It should cover ASEAN as a whole.
17. Are the deliverables and their quantities (e.g., 2 infographics, 4 videos, etc.) confirmed and locked, or is there a possibility of additional activities/deliverables arising during the project? (Posted on 15 January 2025)
We will use the ToR along with the written deliverables as the basis for the project. However, there is a possibility that activities or deliverables may be added based on mutual agreement and timeline between ASEAN Secretariat and the Consultant.
18. On PowerPoint Presentation, are there specific requirements for length, design style, or branding alignment? (Posted on 15 January 2025)
The length of the PowerPoint presentation on the AEC Blueprint 2025 Review will depend on the outcomes of the End-Term Review. For design style and branding alignment, we have a design guideline available online: ASEAN Corporate Design Manual. Additional assets will be shared once the consultant is onboarded.
19. On PowerPoint Presentation, will it serve as a standalone deliverable or accompany a live presentation? (Posted on 15 January 2025)
The PowerPoint will be presented live by the ASEAN Secretariat to ASEAN Member States to inform them of the review’s findings. It may also be used in different settings by the ASEAN Secretariat and as a standalone deliverable that ASEC could share with the public.
20. On Public Report, will the consultant be responsible for printing and reprinting the reports and delivering the printed copies to the ASEAN Secretariat office? (Posted on 15 January 2025)
Yes, the consultant will be responsible for printing and reprinting the reports and delivering the printed copies to the ASEAN Secretariat office.
21. On media assets, would there be a possibility to record a new footage? (Posted on 15 January 2025)
Yes, the consultant will have the flexibility to record new footage, provided it can be effectively incorporated into the videos and fall within the agreed reimbursable budget as outlined in the contract.
22. Does the consultant expected to cover the documentation (photography, videography) of the events (Launch of the AEC Strategic Plan, AEM Retreat, 47th ASEAN Summit)? (Posted on 15 January 2025)
No, the consultant is not responsible for the documentation (photography or videography) of the events/meetings, such as the Launch of the AEC Strategic Plan, AEM Retreat, or 47th ASEAN Summit.
23. How many speakers are expected for each podcast episode? And could you clarify the podcast format? (Posted on 15 January 2025)
Typically, the podcasts we attend to feature one main interviewer and one prominent speaker from either the ASEAN Secretariat or an ASEAN Member State. However, adjustments can be made if there is a strong rationale for including additional speakers.
The podcasts are expected to be in a video format. Audio-only versions may be extracted from the video podcasts and disseminated through our social media platforms.
24. Will the consultant be expected to travel offshore for podcast recordings (e.g., with Raye Padit in Singapore or Antoinette Taus in the Philippines), filming videos, or attending events across ASEAN countries? (Posted on 15 January 2025)
Consultants may be required to travel offshore for podcast recordings and/or video shoots. These expenses shall be included in the reimbursable budget in the proposal and follow the ceiling of ASEAN Secretariat.
25. Will the KoL be required to travel to Jakarta? (Posted on 15 January 2025)
There is no requirement to arrange for Key Opinion Leaders (KoLs) or influencers to travel to Jakarta as the dissemination and outreach processes can be conducted digitally. The launch event itself is provisionally planned to take place in Malaysia, as the ASEAN Chair for 2025. However, if it is determined through further discussion that a KoL for the podcast deliverable needs to travel to Jakarta, we can consider the necessary travel arrangements for this purpose.
26. Are there specific deliverables (e.g., podcasts, videos) where KOLs, influencers, or speakers should play a prominent role? (Posted on 15 January 2025)
As stated in the ToR, the primary deliverables involving KoLs include their participation in the launch of the AEC Strategic Plan and two podcasts. However, these deliverables may be subject to change based on subsequent discussions and agreement between ASEAN Secretariat and procured consultants. Any such changes will be communicated promptly to ensure alignment with the agreed timeline and to mitigate delays or workload challenges.
27. Could you please clarify the definition of Non-Key Experts? Would roles such as narrator, interview transcriber, KOLs, video editors, or cameramen be categorised as Non-Key Experts? (Posted on 15 January 2025)
Yes, those roles could be classified as non-key experts. Additionally, personnel such as finance, admin, etc, could also be classified as non-key experts.
28. Do you require CVs for all Non-Key Experts in the template provided (Form E), or is it sufficient to submit Form E for Key Experts only? (Posted on 15 January 2025)
No, this is not necessary.
29. Is there a predefined list of required Non-Key Experts, or is the consultant expected to propose roles deemed necessary for the project? (Posted on 15 January 2025)
Please propose from your end.
30. Our company requires an NDA for the pitching process, could we include one with this proposal, or does ASEAN have an NDA document to share with us? (Posted on 15 January 2025)
ASEAN doesn’t have an NDA document to be shared at the proposal stage. Your company may include NDA disclosure in the proposal submitted to us.
31. For the Tenderer’s authorised representative, should we provide the name of the Main Contact for this project or the person who will actually sign the agreement of Form C? (Posted on 15 January 2025)
Tenderer’s authorised representative should be the main person in contact for this project.
32. Regarding the Consultant’s General Information section, what date should be included, should it be the date the company is established or a date relevant to the proposal submission? (Posted on 15 January 2025)
Please provide the date of the proposal submission.
33. In preparing the organization chart, should we list individual names or only include positions within the chart? (Posted on 15 January 2025)
Kindly take the necessary steps as you see fit.
34. In the “Needs and Objectives” section, it is stated that the consultant is responsible for producing and executing materials/content for the website and social media. However, the list of deliverables does not specify the frequency of content execution during the consultation period. Could you kindly provide clarification on this? (Posted on 16 January 2025)
Kindly see section “III. Outputs and Deliverables” in the ToR for clarification
35. If we propose additional activities not listed in the deliverables but likely to impact the budget, should these be included in the financial proposal, or would you prefer that we only recommend the activities without incorporating them into the budget? (Posted on 16 January 2025)
You are welcome to suggest additional activities in the proposal. However, final decisions will be made at later stage
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