Status: Closed
Deadline of Submission: 1 February 2026 at 23:59 GMT+7.
Description
The ASEAN Secretariat and the Australian Government, through the Australia for ASEAN Futures Initiative, invite proposals from firms and organisations for the “Enhancement of the ASCC Database for Monitoring and Evaluation (ADME) System through the Development of an Additional Webpage to Support the ASCC Strategic Plan” project.
The selected Implementing Agency (IA) will deliver an enhancement and upscaling of the ASEAN Socio-Cultural Community (ASCC) Database for Monitoring and Evaluation (ADME) System through the development of an additional webpage that will support the ASCC Strategic Plan implementation.
Scope of Work
This consultancy project aims to deliver an enhancement and upscaling of the ASCC Database for Monitoring and Evaluation (ADME) System (https://adme.asean.org/), a web-based platform for tracking and monitoring the implementation of the ASCC Blueprint 2025 including sectoral workplan progress, follow-up actions to the ASCC Declarations, ASCC Blueprint KPI data, socio-cultural data tracked regionally and globally, and administrative data from AMS to support the ASCC Blueprint 2025.
The enhancement of the ADME System is expected to build on lessons learned from the current system and incorporate key recommendations, specifically to ensure its interactive, user-friendly interface and accessibility to all ASCC stakeholders. Through this consultancy, the ADME System will be strengthened by the development of an additional webpage within the current platform, creating a fully functional, web-based data management system to support effective monitoring and reporting of the ASCC Strategic Plan’s implementation.
Deliverables
- Inception Report
- Additional Webpage of the ADME System
- Protocol for the Additional Webpage of the ADME System
- User Guidelines and Short Video Tutorials for the Additional Webpage of the ADME System
- Three (3) Knowledge Transfer Workshops
- Project Progress Report
- Consultations with relevant stakeholders
- Project Completion Report
- Maintenance or Warranty of the System
Duration
The consultancy will be undertaken for 120 person working days over a continuous effective period of 12 calendar months. Work will commence immediately after contract signing.
Terms of Reference (ToR): Tender TOR for the ADME System 2.0 Development_final
Submission of Bid:
Bidders should send their Technical Proposal and Financial Proposal on two separate emails with cover letters and materials specified in Section VII above and other supporting documents to tender@aus4aseanfutures.org and aus4aseanfutures@asean.org no later than 1 February 2026 at 23:59 GMT+7. Large documents (>5MB) can be submitted in parts through several emails. Late submissions will be disqualified.
The title of the tender should be put as the subject of each email as follows:
- Technical Proposal_“Enhancement of the ASEAN Socio-Cultural Community Database for Monitoring and Evaluation System”_Name of Vendor
- Financial Proposal_” Enhancement of the ASEAN Socio-Cultural Community Database for Monitoring and Evaluation System”_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 to query@aus4aseanfutures.org before 23 January 2026 at 23:59 GMT+7. Response to received queries will be published at https://www.aus4aseanfutures.org. Please use the subject line:” Query: Enhancement of the ASEAN Socio-Cultural Community Database for Monitoring and Evaluation System”. There will be no individual responses/replies provided for queries.
All documents not submitted in English shall not be considered and quoted price in the financial proposal submission shall be in United States Dollar.
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RESPONSES TO QUERIES
1. About the additional webpage of the ADME System. Utilizing a Google search, we learned about the current running ADME website, which has three databases. Concurrently, the Terms of Reference (TOR) documentation, specifically section III.2.a, states that the new additional webpage, which is the focus of this tender, will also require its own database. We request clarification on the following:
a. Should the database for the new webpage fully or partially integrate with the existing, operational ADME website database? Or is the expectation to construct a completely new database set, as outlined, even in cases where data is potentially duplicated? For example, socio-cultural data from relevant organizations and websites (point 2.a.(3) in the new webpage’s database, per our understanding, appears to overlap with data in the current ADME website’s Database B (Posted on 23 January 2026)
The new webpage is expected to develop an entirely new pages and databases required for tracking the ASCC Strategic Plan Implementation and data collection, by using the same URL of the existing ADME. The current ADME System pages and dashboards will be dedicated for the ASCC Blueprint 2025 and will be separated to the additional database. This is to clearly separate the databases for each of the ASCC Blueprint and the ASCC Strategic Plan. For example, Database B might still have the same indicators, but the new consultant is expected to create their new version of Database B with a new linking strategy to the international or UN websites.
b. What is the defined scope for incorporating the new webpage with the existing functionalities of the current ADME system? Regarding the site map, is this new webpage intended to be (a) integrated as an additional page or menu within the existing website or (b) a completely new site with its own URL, which will then be hyperlinked from the current ADME website? (Posted on 23 January 2026)
The new webpage will be part of the existing website, with the same URL. It will just be an additional which means that users can access two webpages when they log in to the ADME System, and they can choose which webpage they want to access. For reference, kindly refer to the Annex 2. Flow Process of the ADME System.
2. About the Learning Management System (LMS). The TOR stipulates that the LMS must feature “unlimited storage files” to host multi-format content accessible to registered users. Regarding this requirement, we have the following questions:
a. Is the LMS registration process self-service via a public page, or is it managed by Asean Secretariat staff? (Posted on 23 January 2026)
User registration for the ADME System will be managed by the ASEAN Secretariat. User registration goes through an approval process that requires approval from the sectoral body.
b. To ensure an accurate quotation, please provide the total size of the existing content intended for upload to the LMS. This figure is necessary for determining the minimum storage requirement, as it directly impacts the technical resources and development effort as well as the quotation. (Posted on 23 January 2026)
The anticipated minimum storage requirement is 1 TB to support the long-term utilisation of the LMS.
3. Maintenance or Warranty. Maintenance or Warranty of the System. Free maintenance and technical support should be provided for a period of 12 months upon approval of the Project Completion Report. This should cover: (i) maintenance, updating, patching, debugging, repairing, replacement, remedying or otherwise correcting any problems during the guarantee period; (ii) licensing and subscription fees, along with any necessary appliances or supporting components, if any.
a. Should the stated responsibility cover the cost of hosting/server and all other necessary licenses to maintain the web application activity for the 12 months following project completion? Essentially, is a 24-month coverage period required for estimating this project’s cost? (Posted on 23 January 2026)
The licensing duration should cover the development stage as well as the migration stage, if in case the consultant will first be developing a webpage using an independent link or page so as not to affect the current ADME System. The consultant should consider the licensing period for months that go beyond the contract. For example, if the contract is from March to December, but migration starts December and will not be finished until January, then the consultant should anticipate the cost for the license fees until the completion of the handover of the system.
4. Quotation in USD. As an Indonesian registered company, our understanding is that all quotations and invoicing must be issued in Rupiah to maintain compliance with local regulations. However, the Terms of Reference (TOR) documentation and Aus4Asean both specify that the currency should be USD. We seek your guidance on whether we can issue the quotation and invoicing in Rupiah, should we be selected as the implementer for this project, to ensure we remain compliant.
a. Will the Asean Secretariat be able to provide the necessary tax documentation to ensure our compliance regarding the tax-exempt status? (Posted on 23 January 2026)
A4AF Proposed Response (in consultation with FBD): Thank you for your query. With regard to the quotation currency, please note that, as stipulated in the Terms of Reference (TOR), all quotations are required to be submitted in USD. This requirement is aligned with Aus4ASEAN procurement arrangements. Should the bidder be selected as the implementer, further administrative arrangements related to invoicing may be discussed at the contracting stage, subject to applicable policies.
Regarding taxation, the ASEAN Secretariat holds tax-exempt status under its host country agreement. As such, the ASEAN Secretariat is not able to provide additional tax documentation to support tax exemption beyond this status. Vendors are expected to take this into account when preparing their financial proposals and ensuring their own compliance with local regulations.
5. Scope & System Architecture : Should bidders reuse the existing ADME UI/UX, or may we propose improvements while maintaining consistency? (Posted on 29 January 2026)
The existing ADME System page will not be used. The engagement will include a new additional webpage.
6. Learning Management System (LMS) : (Posted on 29 January 2026)
a. Are bidders free to propose the LMS approach (custom-built vs open source/customised)?
The bidders are free to propose the LMS approach that is deemed most appropriate in relation to the requirements as outlined in the TOR. However, should the bidder do a custom-built LMS, the bidder should ensure that coding and other processed used should be properly transitioned and easily maintained after the closing of the engagement
b. Is full SCORM/AICC/xAPI/cmi5 compliance required at launch, or can this be phased?
The launch will include the full feature of the ADME System. There is no phased approach in the development of the new additional webpage.
c. What are the minimum LMS features required at launch?
The LMS should be FULLY functional upon launch. As mentioned in previous bullet, the FULL feature of the new additional webpage of the ADME System should be functional.
d. Will learning content creation be provided by ASEAN Secretariat or included in the consultant’s scope?
The ASEAN Secretariat will manage the content of the LMS.
7. Users & Access Management (Posted on 29 January 2026)
a. Does “up to 1,000 users” refer to total registered users or concurrent users?
The “up to 1,000 users” refers exclusively to the new registered users.
b. Will user management for AMS be centralised by ASEAN Secretariat or delegated?
User management for AMS will be managed by the ASEAN Secretariat.
c. Is Single Sign-On (SSO) required or planned?
The Single Sign-On (SSO) is required to reduce the potential of forgotten passwords and to improve users’ convenience.
8. Data Governance & Security : (Posted on 29 January 2026)
a. Are there data residency or hosting location requirements?
As the current ADME System has been migrated to the ASEAN Server and the future ADME is envisioned accordingly, specific hosting location is not required.
b. Is compliance with ISO 27001 or similar standards mandatory or recommended?
Yes, compliance with ISO 27001 is mandatory.
9. Hosting, Licensing & Subscriptions : (Posted on 29 January 2026)
a. Will hosting infrastructure be provided by ASEAN or proposed by the consultant?
During the development phase, the bidder may propose an appropriate approach for the hosting infrastructure. If the bidder proposes to develop the site on a separate hosting platform to avoid touching the legacy server, the cost shall be borne by the consultant. However, the hosting is expected to be migrated prior to commencement of the warranty period. Alternatively, if the bidder proposes to build directly on the existing server, the hosting infrastructure will be provided by the ASEAN Secretariat.
b. Should licensing/subscription costs (LMS, analytics, security tools) be included in the financial proposal ?
Yes, the financial proposal should include all costs needed to develop the new additional webpage, including the travel of the consultant (1) to support the launch which will be conducted in one of the AMS.
10. Maintenance, Warranty & SLA : (Posted on 29 January 2026)
a. Does the SLA apply only during maintenance or also during development/UAT?
The Service Level Agreement applies during maintenance phase.
b. Is there a preferred helpdesk or ticketing system, or should bidders propose one?
Please refer to the Tender Document which itemises the features that should be part of the proposal.
11. Workshops & Knowledge Transfer : (Posted on 29 January 2026)
a. Will the three (3) workshops be online, in-person, or hybrid?
The workshops will be held online.
b. Are participant logistics and travel costs fully covered by ASEAN Secretariat?
No.
c. Are workshops expected to focus on system operation, administration, or M&E concepts?
The workshop will focus on the ADME System features, utilisation, administration and maintenance.
12. Timeline & Dependencies : (Posted on 29 January 2026)
a. Are SOCA endorsement dates fixed or indicative, and how are delays handled?
The SOCA endorsement dates are fixed.
b. Are there hard deadlines linked to ASEAN reporting cycles or summits?
Yes, please refer to the timeline in the Tender Document.
c. Are there parallel ASCC initiatives that may affect data availability or system dependencies?
No. The development of the ADME System is independent and is not parallel with any initiatives.
13. Financial & Contractual : (Posted on 29 January 2026)
a. Is pricing expected to be deliverable-based (lump sum) or rate-based, as long as totals align?
The financial proposal should be in lump-sum (deliverable-based).
b. Are scope change mechanisms allowed post-contract?
Yes, scope change mechanisms are allowed post-contract, subject to mutual agreement between the ASEAN Secretariat and the Consultant.
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