Status: CLOSED
Deadline of submission: Extended to 7 March 2025, 23:59 Jakarta time (GMT+7)
DESCRIPTION:
The ASEAN Secretariat and the Australian Government, through the Aus4ASEAN Futures Initiative and the Mekong Australia Partnership (MAP), invite proposals from eligible firms, organizations, or joint ventures/consortia for the development of the ASEAN Roadmap for the Initiative for ASEAN Integration (IAI) Work Plan V (2026-2030).
The project aims to narrow the development gap among ASEAN Member States (AMS), particularly in Cambodia, Lao PDR, Myanmar, and Viet Nam (CLMV), by formulating a new strategic Work Plan that aligns with ASEAN’s post-2025 vision, emerging regional priorities, and sustainable development goals.
Scope of Work:
Phase 1: Drafting the IAI Work Plan V, including strategic frameworks, implementation mechanisms, and a monitoring and evaluation system.
Phase 2: Enhancing implementation readiness through a review of operational mechanisms, capacity-building workshops, and stakeholder engagement.
Eligibility Criteria:
Applicants should have proven expertise in:
Strategic planning and regional development programs.
Stakeholder engagement and coordination within ASEAN.
Monitoring & evaluation frameworks.
Capacity building and training for government officials.
Terms of Reference: TenderTOR_ASEAN_RoadmapIAI_WP_V_deadline_extended
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 7 March 2025 at 23:59 Jakarta time (GMT +7). Large documents (>5MB) can be submitted in parts through several emails. Late and/or incomplete submissions will be disqualified.
Tenderers shall use the following email subjects when separately submitting their technical and financial proposals:
⟩Technical Proposal_”ASEAN Road Map for IAI WP V”_Name of Vendor
⟩Financial Proposal_”ASEAN Road Map for IAI WP V”_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 25 February 2025 at 23:59 Jakarta time (GMT+7). Please use the subject line: “Query: ASEAN Road Map for IAI WP V”.
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.Would you be able to share any estimated/ tentative budget you have in mind/ allocated for this project? (Posted on 19 February 2025)
We are unable to disclose the budget allocation for this project.
2. Would you be able to share tentative types and/ or names of some of the potential partner firms you have invited for this process e.g. leading strategy firms (e.g. McKinsey, BCG, Bain, Kearney, …), firms strong in implementation/ transformation (e.g. PwC, Deloitte, EY, …)? (Posted on 19 February 2025)
We are unable to disclose this information. Please note that this is an open tender process.
3. Do you have a view/ preference for working style of the selected partner firm e.g. will it more remote work conducted from Jakarta, or you expect the partner firm consultants to travel extensively to and work from the member state locations as well? (Posted on 19 February 2025)
Our approach emphasizes flexibility to accommodate the working style that best meets the project needs while ensuring effective collaboration and outcomes. While we encourage leveraging remote work capabilities from Jakarta/home institution to maintain efficiency and adaptability, we expect physical presence specifically for consultations with member states and other stakeholders that necessitate in-depth discussions, as well as during the conduct of Regional Workshops.
4. Do you any preference for the team composition? Especially related to representation of CLMV countries in the team? (Posted on 21 February 2025)
We do not have a specific preference for the team composition; however, we highly value expertise with a strong understanding of ASEAN and CLMV-specific issues. As indicated in the Tender TOR/announcement, the team should demonstrate deep knowledge and experience in key areas such as food and agriculture, trade facilitation, MSMEs, education, health, and well-being. Proposals that include team members with relevant regional expertise, particularly in CLMV countries, will be viewed favourably.
5. Can you let us know who (which consultant) won the tender on facilitating the “Regional Workshop on ASEAN Integration: Enhancing the IAI Work Plan IV (2021-2025) Implementation”? (Posted on 21 February 2025)
We are unable to disclose the selected bid for the above-mentioned tender.
6. Given the time needed to recruit the right team member experts with relevant regional expertise, particularly in CLMV countries, could the deadline for submission of bids please be slightly extended from 4 March 2025 at 23:59 Jakarta time(GMT +7) to 7 March 2025 at 23:59 Jakarta time(GMT +7)? (Posted on 27 February 2025)
We appreciate your request for an extension. We agree to extend the submission deadline to 7 March 2025 at 23:59 Jakarta time (GMT +7).
7. Should Tenderer’s still fill out Form C for consortium partners who are not in a legally enforceable Joint Venture (JV)? Will a Letter of Intent to form a Consortium Partnership for the purpose of submitting a joint proposal suffice? (Posted on 27 February 2025)
If the consortium partners are not in a legally enforceable Joint Venture (JV), they are not required to complete Form C. Instead, a Letter of Intent to form a Consortium Partnership for the purpose of submitting a joint proposal will suffice. However, the lead entity must ensure that all consortium members comply with the relevant requirements outlined in the TOR.
8. Form E: Technical Proposal, Section “1.5 Customer/Previous Work Reference,” page 24 of the TOR states, “Please list references of three (3) clients/ customers for whom the Tenderer has provided similar service.” Is it acceptable if all three previous work references come from a single client, and not three (3) separate clients? (Posted on 27 February 2025)
While the preference is for three separate clients, we acknowledge that in some cases, an organisation may have worked extensively with a single client on multiple similar projects. If all three references come from the same client, we encourage bidders to provide distinct project details, demonstrating the breadth of experience across different engagements.
9. Form E: Technical Proposal, Section “IV. Work Plan”, page 25 of the TOR: The last sentence of this section states, “Please provide a brief description of each team member and a statement of how team members complement each other to meet the knowledge and skills needs of the assignment.” However, these instructions are repeated under “Section VI. Team Composition and Task Assignments.” Please confirm that Tenderer’s should provide this brief description in Section VI. and not in Section IV. of their Technical Proposals. (Posted on 27 February 2025)
Thank you for your observation. The team member descriptions should be included under “Section VI. Team Composition and Task Assignments.” The reference to this requirement in Section IV appears to be redundant. Please structure your proposal accordingly.
10. Form E: Technical Proposal: What is the distinction of the descriptions required between “Section 1.3 Quality assurance procedures” on page 24 of the TOR and “Section V. Quality Assurance” on page 25 of the TOR? (Posted on 27 February 2025)
Section 1.3 Quality Assurance Procedures (page 24) should focus on the Tenderer’s general QA approach and outline the Tenderer’s overall quality assurance framework, including internal processes, methodologies, and any certifications that ensure service quality. It should focus on identifying potential risks that may impact project performance, timelines, and quality; as well as a description of risk mitigation measures to address these challenges. It emphasizes a broader, organization-wide approach to quality control and risk management.
Section V. Quality Assurance (page 25) should describe the quality control mechanisms specific to the project, detailing how quality will be maintained throughout project implementation. It should require a clear methodology for quality control at various stages of the assessment (e.g., inception report, data collection, draft report).
11. The response to FAQ # 5 states that “reimbursable costs do not need to be included in the proposal/bid, since this will not affect the assessment of the proposals.” However, can the management fee percentage be applied to reimbursable costs as well? If not, is there an estimated amount for the reimbursable expenses to ensure the management fee covers the cost of money? (Posted on 27 February 2025)
Reimbursable costs do not need to be included in the proposal/bid, as they do not impact proposal assessment. The management fee should be built into the professional fee and not applied to reimbursable costs.
There is no predefined estimated amount for reimbursable expenses. Bidders should ensure that their management fee structure accounts for the cost of money without relying on reimbursables.
12. We understand that the focus countries are CMLV. Understanding that Timor Leste is an observer country, how should we reflect Timor Leste in the work plan. (Posted on 28 February 2025)
Since May 2024, Timor-Leste has transitioned from an observer country to become a full beneficiary of IAI projects, which means Timor-Leste will be able to participate in all IAI projects. This change reflects Timor-Leste’s increasing engagement and integration within the IAI framework.
There is a potential for Timor-Leste to become a full ASEAN member in the near future. Given this development, it is crucial that the formulation of the new IAI Work Plan V not only focused on CLMV countries but also considers the needs and priorities of Timor-Leste. By doing so, we will ensure that the IAI initiatives remain inclusive and support the broader goals of regional integration and development.
Leave a Reply