CR – Completion Report MR – Monitoring Report MYP – Projects OA – Operational Account PASC – Project Assessment Standing Committee PD – Program Director PDM – Principal Decision Maker PE – Program Executive PMU – Project Management Unit PO – Project Overseer RFP – Request for proposal TFAP II – APEC Second Trade Facilitation Action Plan ToR – Terms of Reference Application and Reporting Templates: All application and reporting templates can be downloaded as individual files from the APEC website: Introduction Projects are a vital part of APEC’s efforts to support sustainable economic growth and prosperity in the Asia-Pacific region. APEC projects assist member economies in building a dynamic and harmonious Asia-Pacific region by championing free and open trade and investment, promoting and accelerating regional economic integration, encouraging economic and technical cooperation, enhancing human security, and
Engaging a contractor directly is not a competitive procurement process. This procurement process requires a strong defensible justification which clearly states the reasons for not undertaking an open tendering process. If the Secretariat considers the explanation unsatisfactory, the request will be submitted to BMC for consideration. The Secretariat will provide BMC members with a detailed list of waivers for all open tendering processes approved in each project approval session. This list will be provided for members’ consideration at the conclusion of each project approval session, and will be done either at the BMC meetings or intersessionally. Criteria for Approving Waivers for Open Tendering Processes Criteria for approving waivers for open tendering processes by the Secretariat may include the following: The absence of responses to an open tender that has been conducted; Non-conformance of bids received with the essential requirements of the tender evaluation criteria; Where there is only one supplier or expert capable of fulfilling the requirements of the RFP. In this case, the PO needs to demonstrate to the Secretariat that he/she has considered the market beyond his/her own economy; The need for continuity with existing services to achieve the required outcome of the APEC activity. The PO’s justification would need to clearly state that an alternative contractor would be unable to provide the continuity required; or For reasons of extreme urgency as a result of unforeseen or urgent events. This should not be the result of a lack of planning. In approving the request, the Secretariat and BMC need to be fully satisfied that the urgency is genuine and not unforeseen. Bids from Non-APEC Members Bids from contractors in non-member economies and bids from international organizations may be considered. However, priority is given to suitably qualified tenders from member economies. If the preferred contractor resides outside the APEC region, additional justification is required prior to contract approval. It is necessary to explain the preferred contractor’s particular expertise and detail efforts to source a suitably qualified contractor from within APEC. Travel Costs for Contractors Contractors undertaking travel to complete their agreed task(s) in accordance with the RFP are reimbursed for travel costs from one locality to another. Contractors are also entitled to a per diem payment, if included in their contract in addition to their hourly or daily payment. Business class travel may be approved for contractors, but only when travel exceeds 12 hours from airport to airport and there are sufficient funds available.
Could additional mechanisms be put in place to support the changes brought about by the project? Can the project do more to get commitment for the project’s success from external APEC stakeholders? Are there any further suggestions about how the lessons learned from this project can be disseminated within APEC, particularly in relation to whether the project can be replicated or expanded in the future? Overall comment on proposal quality: Overall quality assessment: Please tick: Satisfactory Unsatisfactory
Monitoring plans in place and proposed indicators to measure impacts, including any impacts on gender. Please summarise relevant information. Participants (compulsory for events): Must be gender-aggregated. May be included as appendix. Economy (Insert rows as needed) # male # female Details Other: Comments: What was the approach undertaken for participant nomination/selection and targeting? Please provide details. What follow-up actions are expected? How will participants/beneficiaries continue to be engaged and supported to progress this work? Key findings: Describe 1-3 examples of key findings, challenges or success stories arising from the project (e.g. research or case studies results, policy recommendations, roadblocks to progress on an issue, impacts on gender). Next steps: Describe any planned follow-up steps or projects, such as workshops, evaluations, or research to assess the impact of this activity. How will the indicators from Question 5 be tracked? How will this activity inform any future APEC activities? Feedback for the Secretariat: Do you have suggestions for more effective support by APEC fora or the Secretariat? Any assessment of consultants, experts or other stakeholders to share? The Secretariat examines feedback trends to identify ways to improve our systems. SECTION C: Budget Attach a detailed breakdown of the APEC- provided project budget, including: Planned (using most recently approved budget figures) Actual expenditures Variance notes: An explanation of any budget line under- or over-spent by 20% or more. SECTION D: Appendices Please attach the following documentation to the report as required. Note that the participant contact list is a mandatory requirement for all Project completion reports. Appendices Notes Participant contact list: contact info, gender, job titles (mandatory) Experts / consultants list: contact info, job titles, roles, gender Event Agenda Reports, websites or resources created: links or soft copies Post activity survey or other evaluation data (raw and/or aggregated) Other information or resources FOR APEC SECRETARIAT USE ONLY APEC comments: Were APEC project guidelines followed? Could the project have been managed more effectively or easily by the PO?