1. Number
380-200721-0

2. NameAssistance and Services for Implementation of “ASEAN-Japan Energy Efficiency Partnership(AJEEP) Program”

3. Outline of the specifications

3.1 Introduction
This quotation specification (hereinafter referred to as “the specifications”) is prepared for a
BIDDER to submit proposals for the work and service stipulated by the Energy Conservation
Center, Japan having its principal place of business at 2-11-5, Shibaura, Minato-ku, Tokyo 1080023, Japan (hereinafter referred to as “ECCJ”). BIDDER is required to prepare the proposal inaccordance with the specifications.

3.2 Background
The BIDDER shall understand the following back ground and submit this bid.
Developing countries face a rapid growth of energy consumption and accordingly fast growthof environmental load. One of the reasons for this is their acceleration of economic growth aheadof improvement in energy consumption efficiency. This demands each economy of the Asian
region including ASEAN, to introduce and promote new technology for more effective
utilization of energy. However, for this purpose, it is required to develop the infrastructure topromote energy conservation as follows:・ Legal framework
・ Development and establishment of organizational capability and technology
・ Enhancement of awareness of the importance and implementation ability for energy
conservation, etc.
Therefore, the Ministry of Economy, Trade and Industry (hereinafter referred to as "METI"),
consigned ECCJ to implement “the Project for Promotion of Energy Efficiency andConservation“ (hereinafter referred to as "PROMEEC") from FY2000 in agreement with theASEAN Member States (hereinafter referred to as AMS), and completed in FY2011. PROMEEC
implemented the program to develop and establish organizational capability for Energy
Efficiency & Conservation (hereinafter referred to as "EE & C") in the fields of "major industry","building", and "energy management".
Furthermore, in cooperation with PROMEEC, the training program on energy conservation for
AMS, "Multi-Country Training Program on Energy Conservation for ASEAN Countries"(hereinafter referred to as "MTPEC") started.
In FY2012, METI assigned ECCJ to launch "the ASEAN-Japan Energy Efficiency Partnership
Program (hereinafter referred to as" AJEEP ") based on the achievements of PROMEEC and
MTPEC. AJEEP consists of the following schemes.
Scheme 1: Continuation of the current program by ASEAN
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Scheme 2: Formation of capacity building platform and system for EE&C business development
Scheme 3: Capacity development for narrowing the gap of establishing legal framework and thecapabilities of implementation of EE&C among AMS
METI-ECCJ has implemented activities for Scheme-2 and Scheme-3 jointly with ASEAN bydispatching experts and training program in Japan.

4. Outline of the program
4.1 Overall
The target of this program is a capacity building for the establishment of energy conservation
infrastructures in ASEAN which is stipulated in the ASEAN Plan of Action for Energy
Cooperation (APAEC), which is revised every five years.
The program consists of the following activities.
4.1.1 Dispatch of experts(1) Inception Meeting and Post & Summary Meeting
Inception Meeting and Post & Summary Meeting are held in one of the AMS countries. The
former, at the beginning of the program, determines schedule and contents of the specificactivities in this year, and the latter, at the end of this fiscal year, summarizes outcomes of theactivities and discuss the activities for next year.
(2) Scheme 2 : Practical training using mini-plant in Thailand as a part of “The Trainer’s
Training Program for Energy Managers”
Through the EE&C cooperation activities implemented for ASEAN by ECCJ to date, it has
been understood that there is a need to increase the number of persons who have excellent
technical and management skills to manage and achieve energy conservation in each country. In
order to meet such needs, the "ASEAN training program for trainers of energy managers" wasimplemented as Scheme 2 for last four years. The scheme 2 program is a year-round training
program for training trainers of energy managers and provides with a system to acquire thequalification as a trainer through the integrated three trainings: ①The training and examination
using mini-plant in Thailand, ② The training through implementation of energy audits andpreparation of the report in their own countries. ③ The training in Japan (lectures andexamination on technical aspects on energy management and presentations of the reports of theenergy audit results).

(3) Scheme 3: Activities for narrowing the gap in the capability of EE&C legal framework
establishment and implementation among AMS
On the other hand, among AMS, the gap in terms of legal framework establishment andimplementation is widening due to the difference in the level of energy conservation promotion
policies in each country. Therefore, in order to reduce this gap, AJEEP Program Scheme 3 isproviding with activities to establish energy conservation system, especially in Cambodia and
Lao PDR, which lag behind. Specifically, with the cooperation of ASEAN advanced energy
conservation countries, ECCJ provides support for capacity building to establish energy
management systems and energy efficiency standards and labeling systems for air conditioners inthese two countries. ECCJ dispatches experts to hold the workshops and cooperate in bothcountries.
24.1.2 Training program in JapanThe outline of training program in Japan is as follows.
(1) ECAP21: Training program on advanced energy management methods in the industrial
sectorAs an advanced course for energy management in energy-intensive industries, ECCJ
implement training program (ECAP21) in Japan that include lectures on EC guideline, ENECAT,
FEMS, etc. and tours of excellent energy factories. Through this, it aims to disseminate energy
conservation technology and promote new energy conservation business.

5. Scope of work
In order to prevent the spread of the new coronavirus (COVID-19), various restrictions are
imposed on social activities such as movements (travel abroad and transportation between cities)
and going out and gathering that make it difficult to implement this program as planned and it isconsidered to be impossible to operate according to the method initially planned until restrictions
are lifted. Therefore implementation of the program will be different from the conventional one
in order to achieve the above-mentioned purposes of the program by alternative method such as
Web-conference and Web-seminar, etc.

The successful BIDDER shall assist ECCJ for completing the above-mentioned program byproviding the following services. Therefore, it is required that BIDDER shall have a firm
network with all AMS so that the work can be smoothly and effectively implemented.
The successful BIDDER shall take appropriate measures against infectious diseases for
implementation of this work.
Also, if there is a change in the situation during program implementation, the both parties will
discuss and determine the solutions.
.
5.1 On site activities conventionally implemented by dispatching ECCJ’s experts
5.1.1 Assistance for plenary coordination meetings (Inception Meeting)(1) Outline of the Inception Meeting
Schedule: 2 (two) days in September 2020
Venue: Office of the focal point in each AMS
Meeting method: Online meeting
Participants: A total of 12 persons, 1(one) from each AMS and at least 2(two) from thesuccessful BIDDER. The participant from each country is EE&C-SSN representative(Focal Point) or their representatives. 4 (four) participants from ECCJ
(2) Description of the work(a) Preparation, coordination and confirmation of the meetings
・ The successful BIDDER shall start the coordination with ECCJ and EE&C-SSN's Focal
Point of AMS immediately after the effective date of this contract, and determine the3schedule of the Inception Meeting. If there is a change, the successful BIDDER shallconsult with ECCJ immediately and decide an alternative plan・ The successful BIDDER shall consult with ECCJ, prepare a draft of the agenda of themeeting, notify the relevant ministries (SOE leaders) of AMS about an outline meeting,request the attendance of the meeting, and receive their consent of the attendance.
・ The successful BIDDER shall prepare the final program agenda of the meeting with ECCJ
and distribute it to each country together with the participant list.
・ The successful BIDDER shall request and collect the presentation materials of theattendees based on the agenda, and provide them with all the materials before the meeting.
・ The successful BIDDER shall look into the internet connecting environment of eachparticipant of AMS, decides an online meeting system to use through consulting with ECCJ
in advance, and confirms whether each country has an internet environment capable of theonline meeting. If there are any issues, the successful BIDDER shall take measures toresolve them.
(b) Holding of meetings
・ The successful BIDDER shall provide with the general moderator of the meeting, and themoderator of each section shall be shared with the ECCJ and the EE&C-SSN coordinatorto conduct the meeting smoothly.
・ The successful BIDDER shall give opening remarks and summarize the meeting.
・ The successful BIDDER shall do their best to facilitate the meeting smoothly.
・ The successful BIDDER shall make the minutes of the meeting within two weeks after the
meeting, submits it to ECCJ as a report stipulated in 5.1.3, obtains comments and finalizes
it.
5.1.2 Assist ECCJ in the activities of Scheme 2 Program
According to the conventional procedure, practical training using mini-plant is implemented in
Thailand first, however, it will be difficult to implement in the first half of the program in thisfiscal year due to the impact of COVID-19, and it is also considered that practical training in
online is not effective. Therefore, this training program will be postponed to the latter half of thisfiscal year, and a guidance for energy audit will be provided in this term.
(1) Guidance for energy audits
Contents: Implementation of energy audit at real factories or buildings in their own
country and make reports
Schedule: Until the end of December after the Inception Meeting
Venue: Factories or buildings in their own countries
Participants: The candidates for the trainers of energy managers (a total of 10 persons,Max. 2(two) from each AMS). The participants of this training program must participate
in the training and examination program to be held in Japan in late FY2020.
Contents of implementation: The trainees shall implement energy audit at real factories
or buildings in their own countries based on online lecture and the references related toenergy audits, make audit reports (in English) and submit the report to ECCJ. Theirreports will be presented by themselves on the occasion that ECCJ will prepare. This
training shall be supported and conducted by the trainers in their own country who havealready certified through the previous AJEEP TOT programs. ECCJ will provide trainees
with mini-test to confirm the degree of understanding for lecture before theimplementation of energy audit (one day for the lectures and mini-test).
(2) The work description: Preparation and coordination of the training program for energy audit
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・ The successful Bidder shall liaise with each counterpart or focal point of EE & C-SSN,
request the selection of participants that meet the objective of this program, examine theresponses thoroughly and contact ECCJ.
・ The successful BIDDER shall request the focal point of each country to determine a locationfor energy audit (factory or building), the schedule, and the certified trainers of each country(The persons already certified in the AJEEP Scheme 2 program), and confirms them.
・ The successful BIDDER shall provide trainees with the teaching materials from ECCJ in
advance, and confirm to the focal point of each AMS that there is no problem with aninternet environment for the online lecture to be used by the trainees.
・ The successful BIDDER shall assist to proceed with online lectures.
・Collect all audit reports by due date and submit them to ECCJ.
・ The successful BIDDER shall be responsible to ensure that all the participants take all thenecessary steps to participate in the training as appropriate.
5.1.3 Assist ECCJ in the activities of Scheme 3 Program (to be implemented in
Cambodia and Lao PDR)
(1) Workshop in Cambodia and Lao PDR
Schedule: October 2020, One time in each country (2 (two) times), 1(one) day / time,
Venue: One meeting room in a hotel or a government office in the host country, one meetingroom in ECCJ, one meeting room of successful bidder and the office of experts in the
supporting countries.
Participants: The persons responsible for EE&C legal framework in the relevant ministries
and governmental agencies, and the rerated parties of private sectors. Maximum number ofthe participants is 30(thirty in the host country)
Activities: Seminars/workshop
Method of Implementation: Online Seminar Participation of 2 (two) experts in onlinefrom countries which are advanced in the establishment of the EE&C legal framework among
AMS. 4(four) experts participate in online from ECCJ.
(2) The work description: Preparation of the local activities(a) Preparation for the local activity
・ The successful BIDDER shall prepare the agenda in consultation with ECCJ, contact the
Focal Point of EE&C-SSN of the host country, and obtain an agreement on the contents of
the agenda.
・ The successful BIDDER shall arrange and provide with the venues (meeting rooms in a
hotel, a meeting room in the related ministries and agencies, etc.) based on the agenda.
-Presentation audio set, PC, projector & screen-Internet environment for online meetings-Banner and backdrop-Soft drinks & confections-Lunch for participants
・ The successful BIDDER shall confirm with the focal point of each AMS that there is no
problem with an internet environment for the online seminar/workshop to be used in themeeting room.
・ The successful BIDDER shall consult with ECCJ, select supporting countries with advancein legal framework establishment among AMS, and request them to make their experts
participate by online system.

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・ The successful BIDDER shall requests and collects the presentation materials of theattendees based on the agenda, and provides with all the materials including the final
agenda of the activities to the attendees before the activities (electronic data).
(b) Implementation of the local activities in Cambodia and Lao PDR.
・ The successful BIDDER shall confirm the status of setting up of the meeting room inadvance.
・ The successful BIDDER shall conduct the workshop and wrap up the meetings by online
system.
・ The successful BIDDER shall prepare the report on the workshop with the list of attendees
and submits it to ECCJ within 2 (two) weeks after completion of the program. The reportmust be submitted separately as a scheme 3 report.
・ The successful bidder shall confirm the health status of participants other than the hostcountry and the progress of participation and training. If there is a problem, the successful
bidder shall report it to and discuss its solution with ECCJ immediately.
(c) Follow-up activities
After completion of these programs, the successful BIDDER shall conduct follow-ups tomonitor and identify progress and outcomes in implementation of the action plans developedin this program and provide participants with support to implement action plans if required.
The contents of follow-up activities shall be decided after due consultation with ECCJ.
(d) Reports
The successful BIDDER shall prepare the following reports by the date ECCJ specifies.
The due date for submission is generally within 2 (two) weeks after completion of the
program.
・ Meeting memos of Inception Meeting
・ Reports on results of Scheme 2 and 3 programs

5.2 Activities conventionally implemented in training program in Japan
Since the trainees cannot be invited to Japan, the training shown in 4.1.2 will be implemented byonline seminar.
5.2.1 Assist ECCJ in the activities of ECAP21(1) Outline for the activities of ECAP21
Schedule: 2 (two) days in September 2020 (about 3(three) hours/day)
Venue: Office of each trainee in AMS
Training method: Online seminarContents of training program: Please refer to the 4.1.2(1)Participants: Maximum of 6(six) persons from each AMS and at least 2(two) persons fromsuccessful BIDDER The focal point shall select the trainees who areinterested in and think the contents of this training program is useful for
their present work.
Several experts from ECCJ will provide with the lectures on their specialized subjects.
(2) Work description(a) Recruitment and preliminary selection of participant
・ The successful BIDDER shall start the recruitment work of the participants in accordancewith the conditions and requirements specified in the above outline..
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・ The successful BIDDER shall distribute the outline of the training programs as theguidelines for application to each country.
・ The successful BIDDER shall coordinate the selection of participants during therecruitment in each country and collect the application forms and the other required
documents on behalf of ECCJ. Finally, the successful BIDDER shall summarize theapplication results and make the preliminary selection of participants as per the conditions
and requirements specified in the above outline.
・ The successful BIDDER shall prepare the report on the recruitment including the results ofpreliminary selection as a "participant list" and shall send it to ECCJ.
・ ECC shall confirm and approve the final selection of the participants. ECCJ shall deliver
the notice of the final selection result to the successful BIDDER.
・ The successful BIDDER shall deliver the notice of final selection result to each AMS.
(b) Assistance for the operation management
・ The successful BIDDER shall liaise with each participant, and each counterpart or focal
point of EE&C-SSN and provide with necessary supports for preparation of this seminar to
implement it smoothly and effectively.
・ The successful BIDDER shall confirm and follow-up on the status of the required
preparation done by each participant as per the above outline, and report it to ECCJ
immediately and consult on how to resolve it if there are any problems.
・ The successful BIDDER shall be responsible for ensuring that all the participants take allnecessary steps to participate in the training program in a timely manner.
・ Since it is implemented by online system, the successful BIDDER shall confirm, throughthe consultation with ECCJ in advance, the conditions on the internet environment ofparticipants in each AMS in order to implement the training program smoothly.
(c) Assistance for implementation of the training program・ At least one person of the successful BIDDER shall participate in the training program
・ The successful BIDDER shall review and confirm the contents of the training program. If
there is any change needed, the successful BIDDER shall consult with ECCJ.
・ The successful BIDDER shall provide the participants with advice and guidance regarding
the training program.
(d) Follow-up activities
After the training program, the successful BIDDER shall conduct the follow-up activities tomonitor and confirm the progress and challenges in the implementation of the action plan
prepared in the training program, and provide participants with support for implementation of
the action plan as necessary. The contents of follow-up activities shall be decided with ECCJ
after due consultation separately.
(e) Reports
The successful BIDDER shall submit the reports on the results of implementation of
ECAP21 by the date ECCJ specifies.
The reports shall be submitted within 30 days after completion of the training program

6. Proposal for quotation and contract amount
6.1 Classification of contract

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The contract shall be a Yen-denominated “cost‐reimbursement contract”. The actual amountpayment shall be determined and paid according to the procedure specified in Chapter 7.
Therefore, the "contract amount" defines the upper limit of the payment amount to the successful
BIDDER.
6.2 Cost breakdown
The breakdown of expenses shall consist of manpower costs, operating costs, and generaladministrative fees.
(1) The manpower cost is calculated by multiplying the working hour by the hourly unit price foreach job class classified into 3 to 5 levels. No special unit price for overtime or holiday work
is allowed. As for the hourly unit price for each job class shown in the quotation proposal, thesame unit price shall be used when determining the payment amount unless there is a special
reason to be approved by ECCJ.
(2) Operating costs include travel expenses (including accommodation fee and daily allowance),venue costs, interpretation fees, printing costs, translation fees, communication costs,
subcontract cost, etc. The cost shall be paid to the external parties by the successful BIDDER
in connection with conducting the program, and the payment amount shall be determinable
by the procedure specified in paragraph 7.4.
(3) General administrative expenses are calculated by multiplying the total of manpower costs
and operating costs by the general administrative expenses ratio. The general administrative
expense ratio should not exceed 10%.
6.3 Exchange rate(1) The contract shall be in Japanese yen, but bidding in US dollars is also allowed. Whenbidding in US dollars, convert the total amount to yen by multiplying the total amount by theexchange rate of 110 yen / US dollar.
(2) Upon determination of payment amount, conversion of the expenses paid into yen with thecurrencies other than yen shall apply the end of month exchange rate when cost was incurred.
6.4 Example of cost tables
Example of cost table format is provided in Attachment A. The direct cost items shown in
Attachment A are examples, and can be added or deleted as appropriate according to the
BIDDER's proposal.

7. Payment
Based on the progress of the actual work, the cost stipulated in Chapter 6 shall be paid to thesuccessful BIDDER according to the following procedure.

7.1

Down payment(1) The successful BIDDER can claim up to 50% of the contract amount as a down payment.
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(2) ECCJ shall make payment according to the procedure stipulated in 7.4 after receiving the
prepayment invoice from the successful BIDDER.
7.2 Final payment(1) In order to receive the final payment, the successful BIDDER shall submit the report
stipulated in paragraphs 5.1.1, 5.1.2, 5.1.3 and 5.2.1 and submit accounting report after theapproval by ECCJ. The date for the submission of accounting reports will be 25th December,
2020.
(2) Prior to the submission of accounting report, the successful BIDDER shall submit its draft to
ECCJ by 21th December, 2020.
(3) ECCJ shall confirm the total amount of expenses to be paid for the accounting report within
10 business days after receiving the accounting report. The successful BIDDER shall correct
the accounting report as necessary.
(4) The final payment amount shall be the total amount fixed by the above, deducted advanceand interim payment.
(5) ECCJ shall make payment according to the procedure described in paragraph 7.4 after
receiving the final invoice.

7.3 Accounting reports and vouchers(1) Following voucher shall be attached to the accounting report stipulated in the preceding
paragraph to prove the actual cost paid.
-Recipient's sign or sealed receipt-Payment statement or substitute document (If the payment details is written on thereceipt, it can be replaced with the payment statement)-Boarding pass stub(2) In the accounting report, manpower costs are calculated from the total value of basic salaryand commuting expense. In addition, the voucher shall be attached to the accounting report.
(3) The transfer of the budget from the operating cost in the contract amount breakdown to the
manpower cost shall not be allowed.
(4) The attendance (work) record for each staff shall be attached to the accounting report.

7.4

Payment procedure

Upon receipt of the invoice stipulated in paragraphs 7.1 to 7.3, ECCJ shall make payment by
telegraphic transfer (T / T) to the bank account designated by the successful BIDDER within 30
days of receipt. ECCJ shall be responsible for the banking charges necessary for the remittance.
However, in case that the successful BIDDER pays some amount of money back to ECCJ for thereason that the successful BIDDER cannot blame ECCJ, the successful BIDDER shall be
responsible for the banking charges necessary for the above remittance.
98. Taxes
All taxes imposed outside Japan in connection with this contract shall be borne and paid by
the successful BIDDER.

9. Qualification requirements

9.1 Expertise and experience
The BIDDER shall have expertise and experience in energy and energy conservation. In
addition, the BIDDER shall have precise knowledge on the “Program”.
Also the BIDDER shall have the experiences and capabilities in implementing the actual
activities for energy conservation programs.

9.2 Connection with government agencies
The BIDDER shall have relations with the ministries responsible for policy making andimplementation of initiatives on energy conservation in AMS.

9.3 Detailed design
The BIDDER is also required to develop the detailed scope and specifications of the work
stipulated in the proposal in accordance with the Specifications.

9.4 Items of information to prove required qualification
As stipulated in Section 9.1and 9.2, the BIDDER shall clarify the following to prove their
qualification with evidence to the proposal.
 Outline of the BIDDER’s organization / organization chart / manpower available for the
programs / business fields with list of featured international programs on EE&C since2015
 List of actual experiences of being involved or implementing seminars, meetings, etc.
since 2015.
 Relation with the ministries responsible for implementing EE&C programs in ASEAN
Member States.

10. Determination of the successful BIDDER
BIDDER’s proposal shall be evaluated according to the evaluation criteria shown in the tablebelow, and the BIDDER with the highest score shall be determined as the successful BIDDER.
ECCJ shall make a “contract” with the successful BIDDER after some adjustment andnegotiation if required.
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Table Evaluation Items with Score Distribution
Evaluation item
1.Capability of execution of the work stipulated in the specifications- Organization system on energy efficiency and conservation(organization chart, type and number of experts, etc.)- Experiences on operation of international energy program- Network with the ministries responsible for energy efficiency
and conservation
2. Price (Estimation)
Overall Sum

Full Score
50
(15)
(15)
(20)
50
100

This table is shown for the purpose of informing the BIDDER of the items and respectivescore distribution for evaluation of the BIDDER’s proposal by ECCJ. The BIDDER shall submit
the document explaining each item for evaluation by using the forms specified in Item (a) – (f)listed below..

(a) Name of the BIDDER(b) Outline and capability of the BIDDER’s organization
Item
Descriptions
1
Business field
2
Year of establishment
3City / country based and branch
office(s)4Number of employees
5
Organization chart
6
Business related to energy conservation
7
Number of staffs / departments inbusiness for energy efficiency andconservation
8
Services and facilities specialized forenergy conservation
9
Featured international programs by the Fill in the table (c) below.
BIDDER on energy efficiency andconservation(c) List of featured international programs on EE&C(2015- 2019, from the latest one)
Year
Name of program
Outline of program
Country
1
2019
2
3
4
5

(d) List of actual experience of being involved or implementing seminars, meetings, etc. since
2015
11

Year

Month

Name of program
Training course / Meeting

Role

Specific activities / place(e) Network with the ministries responsible for energy efficiency and conservation in AMS.

1
2
3
4
5
6
7
8
9
10
11

Country
Brunei Darussalam
Cambodia
Indonesia
Lao PDR
Malaysia
MyanmarPhilippines
Singapore
Thailand
Vietnam
ASEAN Secretariat

Ministries / Departments

11. Submission of proposal
The BIDDER shall submit the original documents in below to ECCJ by August 13th, 2020.
When submitting by courier service, it shall be delivered to ECCJ by the date specified
previously.
(1) Quotation proposal: 2 sets of hard copies

・ Total estimation: (required signature by the representative)
・ Breakdown sheet (required signature by the person responsible for estimation)(2) Business plan proposal: 2 hard copy

・Business plan based on scope of specifications
・Description of qualification requirements (Please refer to the paragraph 10. (a) – (e)): 2
sets of hard copies
・Supporting materials (kept to the minimum necessary)12