ASEAN SECRETARIAT

Request for Proposal

Salary Review for the ASEAN Secretariat

PROPOSAL MUST BE RECEIVED BY

Monday, 18 March 2019 before 4.30 PM

DELIVER PROPOSAL TO:

ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110

Prepared by : Human Resources Division (HRD)

Date : 21 February 2019

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1 EXECUTIVE SUMMARY

1.1 The Association of Southeast Asian Nations (ASEAN) was established in 1967 by five founding
members. ASEAN presently comprises ten Member States, namely: Brunei, Cambodia, Indonesia,
Lao PDR, Malaysia, Myanmar, Philippines, Thailand, Singapore and Viet Nam.

1.2 In February 1976, the Foreign Ministers of ASEAN agreed to establish a permanent Secretariat.
Located in Jakarta, the basic function of the ASEAN Secretariat (ASEC) is to provide support for
greater efficiency and coordination of ASEAN organs and effective implementation of ASEAN
projects and activities.

1.3 To ensure that ASEC’s remuneration package will be relevant to attract and retain highly qualified
and competent professionals from the ASEAN Member States (AMS), and also motivate existing
staff toward highest standards of performance, ASEC is planning to undertake a comprehensive
salary review in 2019. The exercise will benchmark the remuneration package of
international/regional organizations and multinational companies operating in AMS, particularly
Indonesia.

1.4 ASEC is seeking the services of a vendor to conduct the study and the exercise should be
completed within 5 months.

1.5 The salary review shall examine the remuneration and benefits system for Openly-Recruited Staff
(ORS) and Locally-Recruited Staff (LRS). At the end of the survey, The ASEAN Secretariat will expect
to have recommendations on ASEC’s salary structure and overall remuneration package that is
competitive and reflects internal and external equity of ASEC’s workforce.

1.6 Other requirements are in the attached TOR.

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2 SCOPE OF WORK

2.1. OBJECTIVES

The objectives of this salary review exercise are to:

a. Benchmark ASEC’s existing remuneration package for Openly Recruited Staff (ORS) and Locally
Recruited Staff (LRS) against equivalent international/regional organizations and multinational
companies that have presence and operations in ASEAN Member States particularly Indonesia.
A list of organizations/companies that could be considered as comparators for the salary review
shall be determined by ASEC in consultation with ASEAN Member States and the to-be-selected
Vendor;

b. Benchmark ASEC’s various job levels through a job analysis and mapping exercise;

c. Analyze the mechanism of ASEC’s current salary framework, i.e. increment approach and
awarding policy (rationale for this is not to exclude other approaches of salary increase such as
percentage increase), in particular whether the remuneration and incentives remain
competitive and promotes organization effectiveness;

d. Propose recommendations for ASEC current salary structure (including but not limited to pay
scale, minimum, mid-point, and maximum steps, and awarding policy) and ASEC’s overall
remuneration package to ensure that the remuneration and incentives remain competitive and
promotes organization effectiveness.

2.2. IMPLEMENTATION ARRANGEMENTS

a. The Director of Corporate Affairs will be ASEC’s Project Director for this study and will
supervise the day-to-day work of the Vendor, under the overall guidance of the DSG for
Community and Corporate Affairs Department and the Secretary-General of ASEAN.

b. The Vendor will keep ASEC updated on the progress of the study, and make a presentation of
the final comprehensive report to the ASEC Management and the CPR.

2.3. EXPECTED DELIVERABLES

The Vendor will be expected to deliver:

a. An inception report within 10 working days after the commencement of the assignment. The
report should, among others, include the Consultant’s assessment of the work and proposed
methodology, and timeline;

b. A preliminary report outlining the Consultant’s findings and analysis after 15 days from the date
of receiving the completed data from all of the selected comparators which are will to take part;

c. A final comprehensive report (bound report and electronic version), which includes:

 Methodology, key findings and assessment of ASEC’s current framework and

remuneration package;
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  Recommendations for ASEC’s salary structure (including but not limited to pay scale,
minimum, mid-point, and maximum steps, and awarding policy) and ASEC’s overall
remuneration package to ensure that the remuneration and incentives remain
competitive and promotes organization effectiveness; and

 Cost implications of the recommendations vis-à-vis the current salary structure and
remuneration package.

2.4. INDICATIVE WORK SCHEDULE

Vendor (Consultant) is requested to provide a clear methodology and approach in carrying out this
assignment. Vendor is required to demonstrate knowledge and skills warranting that the vendor’s
team will be able to implement this project successfully in accordance with the intended timeline
(i.e. maximum of five months after the commencement date of the assignment).

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3 RFP REQUIREMENTS PROCESS

3.1 PROPOSAL SUBMISSION INSTRUCTIONS.

a. All proposals must be submitted in English.

b. Vendors should indicate the Title of the Tender at the upper right of the envelopes.

c. The Technical Proposal and Finance Proposal must be submitted separately in two different
envelopes to the following address:

Chairman of Sub-Committee on Tender

c/o: Procurement Unit, Administration and General Affairs Division
The ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia

Note: Each proposal shall consist of an original set and 3 photocopy sets.

d. Vendors must not include any financial data/cost in the Technical Proposal. All financial
information shall be included in the Financial Proposal. Failure to adhere to this will lead
to disqualification.

e. The proposal should be concisely presented and structured, explaining in details the
Vendor’s experience, resources, etc. to provide the requested services/scope of
work/deliverables/requirements as stated in the TOR.

f. Proposals must be submitted by Monday, 18 March 2019, 4.30 PM.

g. Proposals that are incomplete will be disqualified.

A. QUERY OF PROPOSAL

All communications with regard to this RFP shall be in writing and submitted to:

Procurement Unit
Administration and General Affairs Division
ASEAN Secretariat
Email: Pro cu re me nt @ase an .o rg

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B. RFP TERMS & CONDITIONS

a. Eligibility to participate
This tender is open to any established company and individual with proven record in
conducting salary review for international organizations, multi-companies, and/or
governmental agencies.

b. Validity of Bid Proposal

Received tender proposals shall be valid until 31 May 2019.

c. Preliminary meeting

ASEC will conduct a preliminary meeting about this bidding process. All prospective vendors
who are interested to participate in the bidding process may register by sending an email to
p r o cu re m e n t @ a s e an . o r g no later than 11 March 2019.

ASEC will inform the date and time of the preliminary meeting, tentatively scheduled in the
second week of this RFP’s published date. Any expense incurred in relation to attending the
preliminary meeting shall be borne by each respective vendor.

Date : TBC
Time : TBA
Venue : ASEAN Secretariat (Jakarta)

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4 COMPLIANCE

In conformance to the ASEAN Secretariat’s Financial and Administrative Rules and Procedures (AFARP),
prospective bidders shall submit their respective bids in English on or before the deadline to ASEAN
Secretariat. Late submission shall not be accepted. Bids shall be submitted in two (2) separate sealed
envelopes containing the following:

1) First Envelope: Technical Proposal, which shall consist, among other, of the technical
specifications of the goods/works/services to be procured, production/delivery
schedule, after-sales service/parts, manpower requirements, the company profile and
legal documents, relevant experience and references, etc.

Vendors must not include any financial/cost data in the Technical Proposal, but only
in the separate envelope titled Financial Proposal. Failure to adhere to this will lead
to disqualification.

2) Second Envelope: Financial Proposal which shall contain the bid amount and relevant financial
information as required in the TOR, such as recurring and maintenance cost, detailed
estimates, payment schedule, latest audit financial statements, etc.

All documents not submitted in English shall not be considered. Any quoted price in the Financial
Proposal 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
Consultancy Firm/Individual Consultant General Information
To be submitted together in the Technical Proposal

Name:

Division or Subsidiary (if applicable):

Address:

City:

Province / State:

Country:

Postal Code:

Telephone:

Business Name Registration: (if applicable)

Tax Registration Number:

Valid Business Permit: (if applicable)

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
List of Clients
To be submitted together in the 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

Customer Details
Company Name
Company Address
Telephone Number
Fax Number
Contact Name
Project Title

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 APPENDIX 1B
Technical Requirements
To be submitted together in the Technical Proposal

The Technical Requirements should address the requirements and expectations set out in the table
below. The vendor should use the section numbers and corresponding titles shown in this tables in
their Technical Proposal Submission to allow the ASEAN Secretariat Sub Committee on Tender to
evaluate Technical Submissions accordingly.

No Description ASEC Requirements Vendor’s

Responses
1 Vendor  A team of at least three (3) competent Professionals
/ senior level Consultants with proven track record
and experience in conducting salary survey, job
evaluation/classification, and developing effective
remuneration and benefit system for international
organizations/multinational companies for at least
three (3) years.
 Proven track record and experience in conducting
salary survey, job evaluation and classification and
in developing effective remuneration and benefit
systems for international organisations/companies
(for at least 3 years).

 Experience in dealing with salary survey for non-

profit organisations, regional and/or international
organisations.

 Familiar with labour markets in ASEAN in general

and Indonesia in particular.

 Proven extensive network of international

organizations, multinational companies, and
government offices in ASEAN member states
particularly in Indonesia.

 Be able to make a contact and arrangement with the

selected comparators.
2 Methodology and  Description and presentation of proposed approach
approach ensuring that the vendor is able to deliver the
assignment as expected and within timeline, e.g.
work breakdown, roles of each expert, etc.
3 Deliverables  An inception report which includes Consultant’s
assessment on the works including the methodology
and timeline.

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  A preliminary report outlining the Vendor’s findings
and analysis.

 A final comprehensive report which includes:

 Methodology, key findings, and assessment of
ASEC’s current framework and remuneration
package.
 Recommendations for ASEC’s salary structure
(including but not limited to pay scale
(minimum, mid-point, maximum steps, and
awarding policy) and ASEC’s overall
remuneration package.
 Cost implication of the recommendations vis-à-
vis the current salary structure and
remuneration package.

 Provide all reports in English and presented in both

hard copies and electronic files at least 10 hard
copies of the final report to ASEC.

4 Duration  The exercise to be fully completed within five (5)

months starting from the commencement date of
assignment.

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 APPENDIX 2
Financial Proposal Requirements
To be submitted together in the Financial Proposal

The Financial Proposal should contain the bid amount with detailed estimates i.e. description and
allocation for each item. The total proposed budget should be inclusive of all supplies, services, taxes,
and any other costs required to complete the project. The Financial Submission should detail the
estimates for each item as set out in the table below:

No. Description Unit Cost (USD) Total Cost (USD)

1. Cost for salary review exercise

(consultant fees including
details of services provided)
2. Other/Miscellaneous (please
specify, such as: travel cost,
etc.)

3. Tax (if any)

4. Total Proposed Amount USD
5. Payment Schedules Payment schedules will be
made in three stages:

1. First Payment of USD

__________
(after verification of the
signed SSA by ASEC)

2. Second Payment of
USD________
(after the design,
development and
implementation
phase).

3. Third Payment of
USD________
(after project
concluded).

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 APPENDIX 3
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 envelope

II. Technical Proposal

No. Description Checklist
1 Project methodology and approach
2 Schedule of delivery
3 Manpower/consultant requirements
4 Proposed timeline for the study
5 Duly filled Appendix 1, 1a and 1b
6 Company profile
7 A sample of salary survey (review) report produced by the
Consultant within the last five (5) years.
8 Copy Company Legal Documents (if applicable), i.e.
i. Business Name Registration
ii. Valid Business Permit
iii. Tax Identification Number
iv. Authorised partner of the proposed software solution
9 One original signed copy of technical proposal
10 At least three duplicate copies of technical proposal

III. Financial Proposal

No. Description Checklist
1 Bid amount in US Dollar
2 Payment breakdown and schedule
3 Latest audited financial statements (if applicable)
4 Authority of signatory (if applicable)
5 One original signed copy of financial proposal
6 At least three duplicated copies of financial proposal

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 Appendix 4
Template for the Proposal Envelope
First Envelope – Technical Proposal
_________________________________________________________________________________________

Technical Proposal - Title of the Tender

Name & Address

Chairman of Sub-Committee on Tender

Administration and General Affairs Division
The ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia

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 Second Envelope – Financial Proposal
_________________________________________________________________________________________

Financial Proposal - Title of the Tender

Name & Address

Chairman of Sub-Committee on Tender

Administration and General Affairs Division
The ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia

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 Appendix 5
Terms of Reference Salary Survey for The ASEAN Secretariat

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