Terms of reference (ToRs) for the

procurement of services below the

threshold
Project number/
cost centre:
Promoting Meaningful Participation of ASEAN in International
Climate Fora 20.2023.8.001.00

0. List of abbreviations .................................................................................................. 2

1. Context........................................................................................................................ 3

2. Tasks to be performed by the contractor ................................................................. 4

3. Concept....................................................................................................................... 5
Technical-methodological concept ............................................................................... 5
Other specific requirements.......................................................................................... 6
Project management of the contractor.......................................................................... 6

4. Personnel concept ..................................................................................................... 6

Team leader .................................................................. Error! Bookmark not defined.
Expert 1......................................................................... Error! Bookmark not defined.
Short-term expert pool with minimum ..., maximum ... members .. Error! Bookmark
not defined.

5. Costing requirements ................................................................................................ 8

Assignment of personnel .............................................................................................. 8
Travel ........................................................................................................................... 8
Workshops, training....................................................... Error! Bookmark not defined.
Other costs.................................................................... Error! Bookmark not defined.
Flexible remuneration item ............................................ Error! Bookmark not defined.

6. Inputs of GIZ or other actors .......................................... Error! Bookmark not defined.

7. Requirements on the format of the bid ..................................................................... 8

8. Option ......................................................................................................................... 8

9. Annexes ........................................................................... Error! Bookmark not defined.

Form 41-14-1-en 1
0. List of abbreviations

ASEAN Association of Southeast Asian Nations

AVB General Terms and Conditions of Contract (AVB) for supplying services
and work 2020

AWGCC ASEAN Working Group on Climate Change

CAP ASEAN-German Climate Action Programme

COP Conference of the Parties

NDCs Nationally Determined Contributions

SB Subsidiary Body

ToRs Terms of reference

UNFCCC United Nations Framework Convention on Climate Change

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1. Context

The Paris Agreement on climate change rests upon a foundation of Nationally Determined
Contributions (NDCs) which reflect the national plans and pledges individual countries have
made to meet the universal goal of keeping global temperature increases to well below 2oC
above pre-industrial levels by reducing greenhouse gas (GHG) emissions and build resilience
to the impact of climate change.
Even though all Member States of the Association of Southeast Asian Nations (ASEAN) have
signed and ratified the Paris Agreement and formulated their NDCs accordingly, some
depend on international support in order to implement them ambitiously and to develop them
further. In this complex situation, ASEAN Center for Climate Change can demonstrate its
leadership in the region by serving as a dialogue and cooperation platform, injecting political
momentum and thus playing a key role of an intermediary between international and national
climate policy processes. ASEAN can become an effective partner in regional climate policy.
The ASEAN-German Climate Action Programme (CAP) implemented by the Deutsche
Gesellschaft fur Internationale Zusammenarbeit (GIZ) cooperates closely with the ASEAN
Secretariat and the ASEAN Working Group on Climate Change (AWGCC) on strengthening
ASEAN structures and processes to make climate policy more effective and contributes to
anchoring climate policy issues more systematically in ASEAN policy documents, in particular
with regard to the NDCs implementation in the priority sector of land use, land use change
and forestry.
At the 26th Conference of the Parties to the United Nations of Framework Convention on
Climate Change UNFCCC (COP 26), nations adopted the Glasgow Climate Pact and that
aims to turn the 2020s into a decade of climate actions and support. The package of
decisions consists of a range of agreed items, including strengthened efforts to build
resilience to climate change, to curb greenhouse gas emissions and to provide the necessary
finance for both. Nations reaffirmed their duty to collectively reduce the gap between existing
emission reduction plans and what is required to reduce emissions, so that the rise in the
global average temperature can be limited to 1.5 degrees. For the first time, some nations
are called upon to phase down unabated coal power and inefficient subsidies for fossil fuels.
This pact has shaped some climate policies within and among ASEAN Member States.

At COP 27, nature-based solutions were included in a UN climate negotiations’ cover

decision for the first time. The text encourages Parties to consider nature-based solutions or
ecosystem- based approaches while ensuring relevant social and environmental safeguards,
though an effort to link nature and climate more explicitly in the cover decision is not
successful. Another relevant topic that is at the heart of COP 27 agenda is on the loss and
damage. For the first time, a commitment has been made in the final text to establish ‘funding
arrangements responding to loss and damage’, a momentous shift in climate negotiations. A
transitional committee has been established to negotiate details of the loss and damage fund
ahead of COP 28.

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To build on some opportunities to further raise ASEAN visibility and to play proactive roles
under certain topics. We are looking for technical support to perform the following tasks:
1) To synthesize existing knowledge, relevant regional-level information and recent
policy changes following the outcomes of UNFCCC COP negotiations and SBs
meetings,
2) To identify incoming opportunities and potential risks to the region as well as
individual ASEAN Member State considering both formal and informal observed
dynamics in UNFCCC COP negotiations and SBs meetings,
3) To showcase science and policy interactions in the field of climate diplomacy and
negotiation,
4) To develop recommendations on how to strengthen the role of ASEAN in providing
leadership on the ongoing climate policy and actions.

2. Tasks to be performed by the contractor.

The contractor is responsible for providing the following services:

• Regular (virtual) coordination meetings with ASEAN Secretariat, ASEAN Member States
and CAP team,
• Develop an inception report outlining the overall approach and methodology to the study
in consideration of the milestones,
• Provide research assistance on country-level information, recent global and national
policy changes, regional policy documents, and other relevant documents,
• Liaise with the UNFCCC secretariat, other Parties and Observers to the UNFCCC on
behalf of the project to coordinate and update information relevant with technical and
logistical needs of taking active roles at UNFCCC climate change conferences and
COPs,
• Jointly organize and mobilize support in realizing exhibitions, pavilions and/or speaking
engagement in different pavilions with other Parties and Observers to raise visibility of
ASEAN at UNFCCC climate change conferences and COPs,
• Act as technical backstop in policy/technical events organized jointly with ASEAN
Secretariat on the topic of international climate change fora e.g., technical backstop for
annual ASEAN joint statement to the UNFCCC COPs,
• Develop appropriate recommendations to strengthen the role of ASEAN in providing
leadership on regional climate policy and actions,
• Assist in understanding and paving the way for ASEAN to play active roles in other
international fora besides UNFCCC where climate change can potentially be discussed,
• Compile drafts of invitations, written communications, graphical presentations and
documentations of the preparations and participations of ASEAN in UNFCCC and other
UN agencies COPs,
• Organize knowledge exchange events prior and post of international climate fora
covering both technical and logistical aspects for ASEAN Member States and non-state
actors.
• Contribute to the communication materials and pre, during and post event.

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Certain milestones, as laid out in the table below, are to be achieved by certain dates during
the contract term, and at particular locations:

Milestone Deadline/place/person responsible

A project inception report outlining the Inception report & annual strategy in 2023: 30
overall approach to the multiyear June 2023
participation in international climate fora as Annual adapted strategies:
well as annual adapted strategy January 2024
Organization of knowledge exchange up to 6 events until 15 December 2024
events prior and post of international
climate fora covering both technical and
logistical needs
Side events, exhibitions, pavilions and/or up to 6 until 15 December 2024
speaking engagement at international
climate fora are jointly registered and
organized
Provision of technical backstop to ASEAN on demand up to 15 days
and ASEAN Member States e.g. for annual
ASEAN joint statement to the UNFCCC
COPs, its analysis for the region, etc.

Period of assignment: From June 2023 until December 2024.

3. Concept

In the bid, the bidder is required to show how the objectives defined in Chapter 2 are to be
achieved, if applicable under consideration of further specific method-related requirements
(technical-methodological concept). In addition, the bidder must describe the project
management system for service provision.

Technical-methodological concept

Strategy: The bidder is required to consider the tasks to be performed with reference to the
objectives of the services put out to tender (see Chapter 1). Following this, the bidder
presents and justifies the strategy with which it intends to provide the services for which it is
responsible (see Chapter 2).

The bidder is required to present the actors relevant for the services for which it is
responsible and describe the cooperation with them.

The bidder is required to describe the key processes for the services for which it is
responsible and create a schedule that describes how the services according to Chapter 2
are to be provided. In particular, the bidder is required to describe the necessary work steps
and, if applicable, take account of the milestones and contributions of other actors in
accordance with Chapter 2.

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The bidder is required to describe its contribution to knowledge management for the partner
and GIZ and promote scaling-up effects (learning and innovation).

Other specific requirements

The bidder is expected to be available for tasks which require direct interactions with
stakeholders during a time suitable for Southeast-Asia (UTC+7 / +/- 1 hour). This is
especially relevant for virtual events.

Staff based in Southeast Asia is of advantage (1.7).

Eligibility of the participants

• Average annual turnover for the last three financial years in case of tenders is at least
of 50,000 EUR (I. Commercial eligibility assessment)
• Average number of employees and managers for the past three calendar years is at
least 8 people (I. Commercial eligibility assessment)
• The technical assessment is only based on reference projects with a minimum
commission value of 20,000 EUR, with technical assessment is going to focus on at
least 4 reference projects in the technical field of climate change, biodiversity and
other environmental issues in Southeast Asia (II. Technical eligibility assessment)

4. Personnel concept

Team Leader

Tasks
- Regular updates and reporting in accordance with agreed timeline per each milestone
to CAP team.
- Coordinating and ensuring communication among state and non-state actors in
ASEAN and international climate fora contexts
- Developing stakeholder management approach for the CAP team in consideration of
ASEAN Member States positions on topics related to climate change.
- Leading the support during preparation, liaising, and registering of different events
and pavilions in international climate fora as a group of ASEAN Member States
- Instigating and assisting the group of ASEAN Member States countries to actively
participate relevant agendas to increase collective visibility and participation in
international climate for a both main and side events as agreed.
- Proposing both content and facilitation plan of technical dialogues pre and post
international climate fora for ASEAN Member States
- Bringing in practitioners and actors on the ground closer to ASEAN for further
exchanges under multi-actor dialogue event in the region of Southeast Asia

Qualifications: Education/training (2.1.1): University qualifications in environmental

management, public policy, law, or political sciences
- General professional experience (2.1.3): 10 years of experience in the field of climate
policy and negotiation
- Specific professional experience (2.1.4): 10 years of providing policy advice and
support to one of the ASEAN Member States based on scientific knowledge.
- Leadership/management experience (2.1.5): 5 years of experience in leading project
activities relevant with climate diplomacy and negotiation

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 - Regional experience (2.1.6): 7 years of working experience in / with at least one of
the ASEAN Member States
- Development Cooperation (DC) experience (2.1.7): 7 years of experience in
development cooperation projects.

Expert 1

Tasks
- Conducting desk research and assessments on potential participations in
international climate fora where support can be extended by CAP team (UNFCCC,
UN CBD, etc.)
- Assist in understanding and paving the way for ASEAN to play active roles in other
international fora besides UNFCCC where climate change can potentially be
discussed.
- Provide written recommendations on timeline and interventions of ASEAN in
participating in international climate fora.
- Supporting the technical (content) preparation and registration of different side events
as a group of ASEAN Member States with resource persons and participants from the
region of Southeast Asia and beyond
- Acting as technical backstop for the group of ASEAN Member States countries during
the participation on relevant agendas to increase collective visibility and participation
in international climate fora and annual ASEAN joint statement to the UNFCCC COPs
- Conducting peer review to the draft of analysis prior and post UNFCCC & other
conventions COPs prepared by CAP team.
- Providing adaptive recommendations to the plan following recent dynamic in
international climate fora.

Qualifications: Education/training (2.2.1): University qualifications in environmental sciences

and management, public policy, law
- General professional experience (2.2.3): 7 years of experience in the field of climate
policy and diplomacy
- Specific professional experience (2.2.4): 5 years of providing policy advice and
support to one of the ASEAN Member States based on scientific knowledge.
- Regional experience (2.2.6): At least 5 years of working experience in / with at least
one of the ASEAN Member States
- Development Cooperation (DC) experience (2.2.7): At least 3 years of experience in
development cooperation projects

Short-term expert pool

Tasks
- Compile drafts of invitations, formal written exchanges, graphical presentations and
documentations of the preparations and participations of ASEAN in international
climate fora
- Assist in agenda development of technical dialogues.
- Developing event documentations and communication materials based on the agreed
activities with other countries and development partners.
- Prepare some presentations during agreed dialogues and technical input.
- Prepare survey and questionnaire to support some preparations of dialogue and/or
side events pertinent to international climate fora.
- Co-moderate the dialogue

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 - Document the feedback and results of all discussions for a regular update to CAP
team.

Qualifications of the short-term expert pool

- Education/training (2.6.1): University qualifications in environmental management,
public policy, law, public administration, international development
- General professional experience (2.6.3): 5 years of experience in assisting the
coordination unit of a multistakeholder project and liaise with government officials.
- Specific professional experience (2.6.4): 5 years of conducting research in climate
policy and diplomacy.

Language level C2 in English is a minimum requirement for being eligible candidates to

participate in the tender.

The bidder must provide a clear overview of all proposed short-term experts and their
individual qualifications.

5. Costing requirements

Assignment of personnel

Total of 200 expert days

Within the expert days, travel costs that are covered are as follows:

• International return flights to 3 international climate fora (Bonn, Germany; Dubai,

UEA, Unspecified for now following the decision for COP 29)
• Regional return flights to climate events: 1 in Jakarta, Indonesia and 1 in Bangkok,
Thailand
• Accommodations for 75 days
• Perdiem for 75 days

6. Requirements on the format of the bid

The structure of the bid must correspond to the structure of the ToRs. In particular, the
detailed structure of the concept (Chapter 3) is to be organised in accordance with the
positively weighted criteria in the assessment grid (not with zero). It must be legible (font size
11 or larger) and clearly formulated. The bid is drawn up in English.

The complete bid shall not exceed 10 pages (excluding CVs).

The CVs of the personnel proposed in accordance with Chapter 4 of the ToRs must be
submitted using the format specified in the terms and conditions for application. The CVs
shall not exceed 4 pages. The CVs must clearly show the position and job the proposed
person held in the reference project and for how long. The CVs can also be submitted in
English.

If one of the maximum page lengths is exceeded, the content appearing after the cut-off point
will not be included in the assessment.

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Please calculate your price bid based exactly on the aforementioned costing requirements. In
the contract the contractor has no claim to fully exhaust the days/travel/workshops/ budgets.
The number of days/travel/workshops and the budget amount shall be agreed in the contract
as ‘up to’ amounts. The specifications for pricing are defined in the price schedule.