Status: CLOSED
Deadline of submission: 25 February 2024, 23:59 Jakarta time (GMT +7) – EXTENDED
DESCRIPTION:
This project aims to establish and/or enhance inclusive business (IB) awareness programs among relevant government agencies, private sector/enterprises and people at the base of the economic pyramid (BoP) in agriculture and agribusiness sectors through the development of Comprehensive Communication Strategy Framework for IB in Cambodia, Lao PDR, Myanmar and Vietnam (CLMV).
The project will prioritize a socially inclusive and gender-sensitive approach during the formulation of the Comprehensive Communication Strategy Framework for IB. This ensures that all farmers, irrespective of scale (small and large holders), gender (male, female), or abilities, are effectively reached when their respective governments initiate public awareness campaigns for IB. It is expected that all farmers will have equal opportunities to actively participate in the IB models introduced during these campaigns.
The main outputs of the project are the Comprehensive Communication Strategy Framework for IB in CLMV, which will be developed based on country assessment for each CLMV country, and insights from the target audience. The Comprehensive Communication Strategy Framework for IB (for each CLMV country) should, at least, include the following components: objective, target audience insights, strategy (design of core messages, channels including through social media and Op Eds, approaches), implementation plan (including stakeholders involved, timeline, and milestones), budget and resource allocation, evaluation measures, and risk assessment and mitigation.
For more details, please refer to this project’s Terms of Reference
SUBMISSION REQUIREMENT:
Bidders should send their proposal with a cover letter, materials specified in Section VIII above and other supporting documents with “Comprehensive Communication Strategy Framework for IB“ as the subject via email to tender@aus4aseanfutures.org, no later than 25 February 2024 at 23:59 Jakarta time (GMT+7). Large documents (>5MB) can be submitted in parts through several emails. Late submissions will be disqualified.
For Frequently Asked Questions (FAQ), please visit https://www.aus4aseanfutures.org/tender-frequently-asked-question/.
Any queries on the TOR should be sent to query@aus4aseanfutures.org before 20 February 2024 at 23:59 Jakarta time (GMT+7). Please use the subject line: “Query: Comprehensive Communication Strategy Framework for IB”. There will be no individual responses/replies provided for queries. Please check the page regularly for updates.
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RESPONSE TO QUERIES
1.Country selection: We understand that the assignment is planned to focus on 4 ASEAN members states, namely Cambodia, Lao PDR, Myanmar and Viet Nam. Could you kindly explain the rationale for the country selection and is there a possibility to exchange one of the countries with another ASEAN member state? For example, to focus on Indonesia or Malaysia instead of Myanmar (given the political challenges)? (Posted on 13 February 2024)
The Initiative for ASEAN Integration (IAI)’s vision is to narrow the divide within ASEAN and enhance ASEAN’s comprehensiveness as a region. The IAI assists CLMV countries to meet ASEAN-wide targets and commitments towards realising the ASEAN Community. Since the project “Development of Comprehensive Communication Strategy Framework for Inclusive Business” is under the IAI Work Plan IV (2021-2025), our main focus is to support Cambodia, Lao PDR, Myanmar and Viet Nam who are in need to advance IB agenda in their respective country. We suggest not to swap the project beneficiaries to other ASEAN Member States, as it will deviate the project from its primary goal, and further disqualify the project to be considered as an IAI project. You can refer to the IAI Work Plan IV (2021-2025) for further information.
2. Communication strategy framework for IB: We understand that the communication strategy should be developed based on the CLMV country assessments. Do you expect one overarching strategy for CLMV countries or do you expect four separate strategies (one for each country)? Given the different maturity levels of IB and IB promotion across target countries we would see less potential for an overarching strategy and more potential for country-specific strategies. (Posted on 13 February 2024)
A one-size-fits-all approach may not be the most effective way to address the unique socio-economic landscape of each country, hence we agree to develop country-specific strategies tailored to the distinct characteristics of CLMV. However, while we aim to develop tailored strategies, it is also important to identify common gaps and challenges that transcend these countries and to pinpoint overarching issues that require collective attention. This analysis shall also be reflected in the report, to ensure that ASEAN can effectively address shared obstacles and work towards sustainable solutions that benefit the entire CLMV region.
3. Target group for communication strategy framework for IB: Do we understand correctly that the target group for the strategy is defined very broad as “CLMV governments, private sector and BoP in agriculture and agribusiness sectors”? If so, could you kindly provide more clarity on the specific target audiences within CLMV governments and private sector? (Posted on 13 February 2024)
Yes, the target group for the strategy is CLMV governments (who are working to promote and institutionalise IB in their respective country), private sector and BoP in agriculture and agribusiness sectors. The specific target group will depend on the assessment and based on close consultation with each CLMV country.
4. Implementation of communication strategy framework for IB: As written in the ToRs, the “outcome of this project will assist CLMV Governments in their efforts to promote and institutionalise IB in their respective countries.” Could you kindly provide more context on what government bodies (and/or other stakeholders) would be responsible for implementing the communications strategy framework for IB at country-level? (Posted on 13 February 2024)
In the past years, ASEAN has endorsed the Guidelines for the Promotion of Inclusive Business in ASEAN at the 52nd ASEAN Economic Ministers’ (AEM) Meeting in August 2020, Plan of Action for the Promotion of Inclusive Business in ASEAN (2023-2027) at the 55th AEM in August 2023, and Joint Ministerial Statement “Declaration on Promoting Inclusive Business Models: Empowering Micro, Small and Medium Enterprises for Equitable Growth”. Therefore, CLMV governments are required to advance their IB agenda in their respective country and align their IB strategy with IB agenda at regional level.
5. Introduction to relevant stakeholders: To ensure successful implementation of the communication strategy framework for IB, we believe that close collaboration with key stakeholders in CLMV countries for the strategy design process will be critical. Will project partners (Aus4ASEAN Futures, MISTI, AI & NDG) be able to support in engaging relevant stakeholders (e.g. policy makers, business associations, impact investors, development partners) in CLMV countries? (Posted on 13 February 2024)
ASEC will provide the contact details of CLMV Focal Points for MSMEs who will assist the selected consultant to identify the relevant stakeholders to be engaged in this project.
6. Travel and workshop costs: Section VIII in the ToRs state that costs for “travel” should be included in the financial component. In the following section the ToRs also state that “Activity costs for experts and participants, such as reimbursable expenses for airfare, other travel costs and daily subsistence allowance for workshops, meetings, and all other agreed activities, do not need to be included in the Financial Component.” Could you kindly clarify if travel costs (e.g. to join the regional workshop) should or should not be included in the financial proposal? And could you also clarify if costs associated with the hosting of the regional workshop (e.g. venue, catering) should be included in the financial proposal or not. (Posted on 13 February 2024)
Please note that ONLY travel expenses related to consultants’ management and/or operational fees should be included in the financial proposal as reimbursable expenses. Costs associated with hosting the regional workshop, such as travel for participants and additional external experts, venue expenses, and catering, should not be included.
7. Can the deadline of submission be extended? (Posted on 13 February 2024)
Deadline has been extended to 25 February 2024, 23.59 PM Jakarta time (GMT+7). The revised TOR as enclosed.
8. Clarification sought on key objectives and rationale (Posted on 16 February 2024)
– What are the key priorities and challenges that Aus4ASEAN aims to address through this initiative, particularly in relation to inclusive agribusiness development?
In the past years, ASEAN has endorsed the Guidelines for the Promotion of Inclusive Business in ASEAN at the 52nd ASEAN Economic Ministers’ (AEM) Meeting in August 2020, Plan of Action for the Promotion of Inclusive Business in ASEAN (2023-2027) at the 55th AEM in August 2023, and Joint Ministerial Statement “Declaration on Promoting Inclusive Business Models: Empowering Micro, Small and Medium Enterprises for Equitable Growth”. Therefore, CLMV governments are required to advance their IB agenda in their respective country and align their IB strategy with IB agenda at regional level. One of the challenges is the different level of IB development in CLMV countries.
We focus on agribusiness since agriculture plays an important role for CLMV countries and considers as a crucial sector for ensuring the long-term food security of the region, as well as in promoting intra-and extra-regional trade. Hence why this project aims to establish and/or enhance IB awareness programs among relevant government agencies, private sector/enterprises and people at the BoP in agriculture and agribusiness sectors through the development of Comprehensive Communication Strategy Framework for IB in CLMV.
– We are curious to understand the rationale for why these four particular countries were chosen (CLMV). Could you please provide some background information on this?
The Initiative for ASEAN Integration (IAI)’s vision is to narrow the divide within ASEAN and enhance ASEAN’s comprehensiveness as a region. The IAI assists CLMV countries to meet ASEAN-wide targets and commitments towards realising the ASEAN Community. Since the project “Development of Comprehensive Communication Strategy Framework for Inclusive Business” is implemented under the IAI Work Plan IV (2021-2025), our main focus is to support Cambodia, Lao PDR, Myanmar and Viet Nam who are in need to advance IB agenda in their respective country. You can refer to the IAI Work Plan IV (2021-2025) for further information.
9. Clarification sought on the nature of engagement and deliverables (Posted on 16 February 2024)
– The TOR mentions that Aus4ASEAN is flexible on the time allocation within the given total number of working days, reflecting the consultant’s methodological approach in the bidding proposal. Could you please confirm that time allocation is fully flexible?
Confirmed.
– Re: TOR deliverables and activities (page 5 of 19). Item #2: We believe much of the work has been done to understand/assess the current IB landscape of some of the CLMV countries and want to be mindful that we are not doubling up on work that has already been done in this area. Can we confirm that the 90 working days are a guide only to resource allocation?
Confirmed.
– Re: TOR deliverables and activities (page 6 of 19). Item #3.1: “Preparation of draft comprehensive communication strategy framework for IB in CLMV” – currently reads as a singular deliverable, where the Tender website refers to it as 4x deliverables “The Comprehensive Communication Strategy Framework for IB (for each CLMV country)”. Could you please confirm what is expected?
The expectation is to create one Comprehensive Communication Strategy Framework for IB tailored to the context of each CLMV country. Additionally, four Country Assessment Reports are required, one for each country, although they can be consolidated into a single report if necessary.
– Re: TOR deliverables and activities (page 6 of 19). Item #3.3: “Finalisation of comprehensive communication framework for IB”. Could you please clarify whether this refers to the finalisation of the 4x comprehensive communications strategy frameworks (one for each CLMV country) that will be undertaken as part of deliverable #3.1? Or does this refer to a separate, single, deliverable? If the latter, is this consolidated report (a) a simple summary of the four country assessments? Or (b) a summary plus recommendations for a broader regional approach in ASEAN?
This deliverable corresponds to the completion of the ‘CLMV Comprehensive Communication Strategy Framework for IB,’ which is comprised of several key activities. The consolidated report mentioned in Deliverable #3.3 serves as a summary of the individual country assessments, including the communication strategy framework for IB in each CLMV country. Additionally, the report may include recommendations for a broader regional approach within ASEAN, ensuring a comprehensive overview of the communication strategies and their alignment with regional objectives.
– The TOR states that travel and workshop costs will be funded separately. Can we then assume that the expectations as part of the deliverables are to conduct four in-country workshops and one regional workshop? (i.e. five workshops in total).
Regarding the number of workshops expected as part of the deliverables, it is indeed anticipated that there will be a total of five workshops. However, in consideration of the current circumstances and to maximize efficiency and accessibility, in-country consultations will be conducted virtually, while the regional workshop will be conducted in a hybrid format.(suggest to change to “in-person” instead of “hybrid”)
10. Clarification sought on scope, flexibility and financing (Posted on 16 February 2024)
– Could you provide more information as to whether there are any restrictions or guidelines as it relates to expenses, travel and other logistical arrangements including timelines (e.g. holding a regional workshop back-to-back with the 7th ASEAN summit, held in Vientiane).
Do you mean the 7th IB Summit? It is not compulsory to conduct the regional workshop back-to-back with IB Summit. Cambodia (as the project proponent) may also have its own preference on the venue of the regional workshop. The date and venue of the regional workshop shall be discussed further with Cambodia.
For the expenses and travel, we suggest for AUS4ASEAN to respond.
– We have assumed, as part of our intended response, to involve both international and local consultants and communication partners. Could you please confirm that we can involve both local and international experts?
Confirmed.
– While our partnership has strong and extensive networks in all CLMV countries, will the project partners (e.g. Aus4ASEAN Futures, MISTI, AI &, NDG) be active in supporting engagement or introductions to relevant stakeholders (e.g. policymakers, business associations, development partner) in CLMV countries where existing partnerships are held?
Yes, ASEC will provide the name of Focal Points for MSMEs who will assist the selected consultant throughout the project implementation.
– Could we please see a sample contract and/or Terms and Conditions for the engagement?
Samples of the contract and/or Terms and Conditions for the engagement will be provided exclusively to the winning bidder once the selection process is completed. We appreciate your understanding in this matter..
– Would the reviewing party/ies consider extending the bidding time for an additional week (as we learned about the project on 9 February 2024) with a revised date of 25 February 2024?
The bid submission deadline has been extended to 25th February 2024.
11. Comments and advice sought on country-by-country approach (Posted on 16 February 2024)
– Given that Laos does not yet have a strategy, we suggest helping the government develop a brief IB strategy as well as a communication strategy framework, which they can then present at the forthcoming 7th ASEAN summit in November 2024, held in Laos.
The selected consultant may discuss and consult further with Lao PDR representatives.
– Given the current political situation in Myanmar, we believe it may be more relevant to base the communication strategy framework in and around business associations and non-government sectors, and involve the government in discussion.
The consultant may propose this approach along with the justification/rationale on stakeholders’ engagement in Myanmar. This shall be reflected in the proposal as a basis for discussion during the kick-off meeting between the selected consultant, ASEC, Cambodia and AUS4ASEAN.
– For Viet Nam, we are aware that there is already an IB strategy in place (167 program under the Agency for Enterprise Development (AED) under the Ministry of Planning and Investment (MPI)) and that the communication strategy can be contextualised within existing frameworks.
The selected consultant may discuss and consult further with Viet Nam representatives.
– Cambodia has a series of recommendations that we could build on in an awareness-raising strategy. To achieve the tenders’ ultimate objectives, we suggest building on some of these recommendations.
The selected consultant may discuss and consult further with Cambodia representatives.
12. Overarching question based on the above comments: Would you support this approach? (Posted on 16 February 2024)
As per our usual practice, the project proponent (in this case is Cambodia), ASEC, AUS4ASEAN and the selected consultant will have a kick-off meeting to discuss the overall approach in implementing the project – identify the relevant stakeholders, identify the content of the reports, discuss date and venue of the regional workshop, identify the potential challenges, etc – to ensure that every party is on the same page and to find the best way to move forward. The project proponent, ASEC, AUS4ASEAN will extend our support to the selected consultant as and when necessary. On the substance and recommendations, the selected may discuss further with the CLMV representatives to ensure that the information/content in the reports are factually correct and agreed by them.
13. Are tax statements required to be submitted? (Posted on 19 February 2024)
No, we only requested to submit the tax registration number and audited financial statements (if any).
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