To facilitate a comprehensive understanding of the Request for Proposal (RFP) and ensure clarity in the bidding process, the Asia Pacific Foundation of Canada (APF Canada) has prepared this Frequently Asked Questions (FAQ) guide. This guide aims to address common inquiries that prospective bidders may have regarding the RFP requirements, procedures, and other relevant aspects of the APEC-Canada Growing Business Partnership.
We encourage all bidders to review this document thoroughly and submit their questions as they respond to the Call for EOIs.
Please note that this guide is meant to serve as a supplement to the RFP document and does not supersede any provisions or instructions outlined in the official RFP. In the event of any inconsistencies or conflicts, the RFP document shall prevail.
We are compiling these FAQs based on common queries received during the pre-bid period. This list may be updated from time-to-time based on the questions asked during the bid period. If you have additional questions that are not covered in this compendium, we encourage you to reach out to the designated contact listed in the RFP document. Our team is committed to providing prompt and accurate responses to ensure a fair and transparent bidding process.
Update Regarding Travel Costs: July 25, 2024
Our team has received inquiries regarding the travel costs for Phase Two activities. In the first round for the Call of Expressions of Interest, travel was considered a negotiable cost. For the Full Proposal submissions, we are updating our requirements to include travel costs, which must be kept within 10% of the total budget amount listed in the letter of invitation. Please note that this guidance does not apply to the Policy Brief activity, which does not include travel costs.
1. Could you please confirm if your Call for EOIs for Capacity Building Activities is also currently open?
The Call for EOIs for both the Policy Leadership and Capacity Building Activity Streams are now open.
The deadline for the Policy Leadership activity stream in Indonesia, the Philippines and Viet Nam is April 30, 2024 at 11:59pm Pacific Time.
The deadline for the Capacity Building activity stream in Malaysia and Thailand is May 3, 2024 at 11:59pm Pacific Time. A separate process will be held for Papua New Guinea at a later date.
If you are interested in learning more about general opportunities for employment and Requests for Proposals at the Asia Pacific Foundation of Canada, please visit our main website at: https://www.asiapacific.ca/about-us/employment-opportunities.
2. Are Canadian higher education institutions eligible for this application, or must they be part of group proposals involving legally registered businesses, not-for-profit organizations, non-governmental or civil society organizations, or social enterprises?
After consideration, APF Canada has decided that universities and colleges in all APEC economies (including Canada) are eligible for this opportunity. We will update the eligibility criteria to reflect this change. Please be reminded that regardless of your location, your organization must fulfill all eligibility requirements.
3. Would APF Canada be able to support bidding organizations in facilitating linkages with partners in Indonesia, the Philippines, Vietnam?
In the bidding stage, APF Canada’s preference is for bidding organizations to already possess established partnerships or connections in the focus economies. Please be reminded that part of the selection criteria includes experience in managing similar projects.
For shortlisted candidates, APF Canada may introduce bidding organizations to other relevant stakeholders during the second stage of the EOI process.
4. Is there a website where we can find information about previous partnerships and examples of projects implemented?
More information about previous partnerships and examples of implemented activities can be found on the APEC-Canada Growing Business Partnership website at: https://www.apfcanada-msme.ca
5. This call for applications mentions Phase Two. Will there be another phase in the near future?
APF Canada would support another phase of activities under the ACGBP, but future phases of the project will be based on the results and outcomes of the second phase, which have yet to be determined.
6. For the policy brief activity, can we focus on one economy (e.g. Vietnam) and cover specific thematic topics within that focus economy? Is the budget meant to cover one policy brief in three economies (Indonesia, Philippines, and Vietnam)?
The anticipatory budget for a single policy brief (C$8000 to C$11,000) is intended to cover one regional policy brief in all three economies (Indonesia, Philippines, Viet Nam). However, we invite bidders to propose their ideas for a policy brief that would address one or all three of the focus economies. If the policy brief focuses on one economy (e.g. Viet Nam), we would like to see what best practices or general recommendations there may be for the general APEC region and for the consideration of the other two focus economies.
During the assessment stage of the Expression of Interest, we will evaluate bidders’ initial proposals for the policy brief. Depending on the quality and potential impact of the proposal, we are open to adjusting the budget and scope of the activity. For instance, we may consider allocating additional funds for individual policy briefs on each of the focus economies.
In summary, we welcome bidders’ initial proposals for the policy brief, and we are prepared to adapt the budget and design of the activity based on the proposals we receive. We encourage organizations to leverage their existing programming in response to the Call for EOIs. Bidders should demonstrate how they will align their existing programs to meet the requirements stated in the Project Scope Statement and acknowledge this project's funding in a distinct manner. Please ensure to include how this component of the program will be distinct from the existing programming.
7. Our organization currently runs a mentoring program. Can we submit the proposal based on our existing program?
We encourage organizations to leverage their existing programming in response to the Call for EOIs. Bidders should demonstrate how they will align their existing programs to meet the requirements stated in the Project Scope Statement and acknowledge this project's funding in a distinct manner. Please ensure to include how this component of the program will be distinct from the existing programming.
8. The expected output for the mentorship program indicates two individual programs. Can both programs be conducted in the same city?
For the mentorship program, the expected output for this EOI is two individual programs, one which will take place in Malaysia and the other that will take place in Thailand. One mentorship program must take place in each economy. We are open to bidders’ suggestions regarding the location of activities for the mentorship program within each economy. However, we prefer proposals that incorporate engagement beyond one city or location in Malaysia. For example, proposals could explore a hybrid format that could extend the reach of the mentorship program to other locations in Malaysia.
9. The requirement for the mentorship program notes that the program should “secure suitable MSME champions as mentors informed by APF Canada by Canadian best practices.” Are we only allowed to engage with mentors selected by APF Canada?
Bidding organizations are welcome to suggest their own roster of mentors and to engage with mentors of their choice. In the mentorship program's design, we encourage organizations to propose initial ideas for mentor selection that align with the scope statement objectives. Subsequently, APF Canada and the successful bidding organization would collaborate on the final selection of mentors, ensuring that they are well-informed by Canadian best practices and ideally suited to support the program's goals.
10. It is stated that the delivery language of the mentorship program is English. Can we conduct the program in other languages to accommodate the local community?
After internal consideration, we have decided to open the mentorship program to be conducted in the local languages of the focus economies. This update will be reflected in the Project Scope Statement. We welcome bidders’ proposals on the language of delivery based on their mentor roster and target communities. The budget for the mentorship program also includes funds for translation of materials.
11. In the budget template, there is a line for “Subcontractor Fees”. Does this refer to the original bidder’s staffing fees, or does this refer to a sub-contractor that the bidder would source?
The “Subcontractor Fees” cost category would include both the fees of the original bidding organization, and the fees of sub-contractors that the bidder would procure in their proposal.
Please note that services procured by the bidder (e.g.: translation, interpretation, copy-editing) would not fall under “Subcontractor Fees,” but instead would fall under “Administration Costs” or “Other Training Costs” as appropriate for the activity that the services will be applied to. For example, document translation costs for a training activity would fall under “Other Training Costs.”
12. Is it important for activities to cover all 4 focus areas?
Bidders can choose to address one or more of the focus areas in the Project Scope Statement. We are also open to bidders’ proposals for other focus areas with an explanation of why they are suggesting the new focus area.
13. The target audience is MSMEs. However, the needs are varied. Can we choose to focus on micro and small businesses?
Yes, we are open to this idea. Bidders may choose to focus on a specific size of enterprise (e.g. a combination of one or more of micro, small or medium-sized enterprises).
14. How many participants should we target for the Business Management activities?
We are open to bidders’ proposals for the number of participants based on the type of event (e.g. in person, hybrid), given the available budget and timeline. We are looking for bidders’ proposals that promote engagement and continued learning among a cohort of participants, to increase the impact of the Business Management activities.
15. Can we design the project such that selected participants from the Business Management activities participate in Mentoring activities?
Yes, we are open to this idea. We are looking for bidders’ proposals that promote engagement and continued learning among a cohort of participants, to increase the impact of the project activities.
16. The intended outcome of the research activity is “improved knowledge among men and women MSME entrepreneurs about business management practices that support gender responsive and sustainable MSME growth in Malaysia, Papua New Guinea, and Thailand.” Is this correct?
We confirm the intended outcome of the research activity. For Phase Two, we are looking for the research studies to have actionable recommendations and suggestions for MSME entrepreneurs, where possible.
17. Can the policy brief only focus on one economy or does it need to be a "regional policy brief" that covers three economies in one paper (i.e. Indonesia, Philippines and Viet Nam)?
The policy brief is intended to cover all three economies (Indonesia, Philippines, and Viet Nam). However, we are inviting bidders to propose their ideas for a policy brief that would address one or all three of the focus economies. If the policy brief focuses on one economy (e.g. Indonesia), we would like to see what best practices or general recommendations there may be for the general APEC region and for the consideration of the other two focus economies.
18. I noticed a different Project Scope Statement and larger budget for research in Malaysia and Thailand, compared to Indonesia, the Philippines and Viet Nam? Is there any way to increase the research funding in the latter economies?
For Indonesia, the Philippines and Viet Nam, we are looking for proposals more toward a policy brief. However, depending on the quality and potential impact of the proposal, we are open to adjusting the budget and scope of the activity. For example, we may consider allocating funds for individual policy briefs on each of the focus economies.
19. Can a candidate propose a project with a higher budget than the anticipatory ones listed in the Project Scope document or is it going to be dismissed/not allowed?
Regarding the budget, we would like to see what bidders can propose within the budget specified in the Call for Expressions of Interest. However, we are open to bidders proposing a higher budget, with an explanation of what they would accomplish with the additional funds. In the cost estimate template, there is an option to provide notes on proposing additional funding for the activity. We also invite bidders to propose additional services and/or considerations not specifically referenced in the activity that may be of potential benefit.
20. Will submissions that focus exclusively on one economy (e.g. only Thailand, or only Malaysia) be accepted, or must all applications focus on all 6 activities listed (3x each for Malaysia and Thailand)? Relatedly, must ALL activities (3x) be pursued per economy, or can an applicant select 1x or 2x activities per economy in their applications (e.g. workshops and Mentorships only for either economy)?
Bidders can submit a proposal to design and deliver a Capacity Building activity or activities in one or two of the focus economies (Malaysia and/or Thailand). For example, this could be a combination of the mentorship program, research papers, and/or workshop series in one economy, or an organization could choose to submit a proposal for both mentorship programs across Malaysia and Thailand. Therefore, a bidding organization can choose to apply for multiple activities in only one economy, or a combination of activities across the two economies.
Please be reminded that part of the selection criteria includes experience in managing similar projects. For the Capacity Building stream, the bidder must have experience implementing activities in Malaysia, Thailand, the Asia-Pacific region, or Canada.
21. What is the deadline for the call for EOIs? On your website, it states May 03 but on the Microsoft Forms for this call, it states that the deadline has been extended to May 17th.
The deadline has been extended to May 17, 2024. This is indicated on both APF Canada’s main website (amendment noted at the top of the post), the APEC-Canada Growing Business Partnership’s project website, and the survey form.
22. In either of the two streams (Policy Leadership in Indonesia, the Philippine and Viet Nam), or Capacity Building in Malaysia/Thailand), is it acceptable to express interest in only some of the deliverables, not all? In other words, is preference afforded to candidates that bid for the entire scope of work?
We are open to bids from organizations that address one or several of the Capacity Building activities in one or two of the focus economies (Malaysia and/or Thailand). Similarly, bidders could also submit a proposal to deliver one or both of the Policy Leadership activities in one or several of the focus economies (Indonesia, Philippines, and/or Viet Nam)
For example, a proposal could solely address the research papers in Malaysia for the Capacity Building stream, or be a combination of the mentorship program, research papers, and/or workshop series. Therefore, the bidding organization can choose to apply for multiple activities in only one economy, or a combination of activities across several economies.
There is no preference afforded to candidates who bid for the entire scope of work. Please be reminded that part of the selection criteria includes experience in managing similar projects. For example, for the Capacity Building stream, the bidder must have experience implementing activities in Malaysia, Thailand, the Asia-Pacific region, or Canada.
23. In the workshop components of either stream, it is unclear if the catering, venue rental and external speaker costs for each event are to be included in the quoted price? In other words, is the "anticipatory budget" provided for such items ( e.g. $42,000 to $51,000 for each of the workshop series in the Policy Leadership stream) meant to include the costs for hosting the event?
We encourage all bidders to review the Cost Estimate Expression of Interest form (which can be found on the EOI page for the respective policy leadership stream and the capacity building stream under the “Download Cost Estimate” button), which highlights the eligible cost elements under the third tab. Regarding the workshops in both streams, these activities are classified as "training activities," and costs directly associated with the workshops, such as venue rental and external speaker costs, are included under “Other Training Costs." Please also note that subcontractor costs include the fees of the bidding organization to carry out the scope of work.
Please note the following for the eligible costs:
a. 1.6.1. Travel Costs
i. Costs associated with travel of activity organizers, speakers, and participants.
ii. Eligible costs under this category include the following:
iii. The cost of commercial transportation (e.g. airfare, bus, train).
iv. The cost of meals, incidentals, and private vehicle usage per NJC Rates & Allowances.
v. The actual and reasonable cost of a single room in commercial accommodation or, when private non-commercial accommodation is used, the rate for such accommodation, in accordance with NJC Rates & Allowances.
vi. The cost of registration, photographs, and courier services related to obtaining a visa.
b. 1.6.4 Other Training Costs: Actual and reasonable costs related to training activities, including:
i. Development of courses
ii. Space rentals
iii. Computer and networking
iv. Books, manuals, course materials
v. Translation of courses and materials
vi. Meeting costs
c. 1.6.7. Administration Costs: Eligible costs under this category include:
i. - Meeting/conference costs not related to training activities
ii. - Translation of materials not related to training activities
iii. - Printing of materials not related to training activities
iv. - Bank transfer fees
24. The Regional Policy Brief (Activity 1111) in the Policy Leadership stream has precise requirements for primary and secondary research to be conducted, and the anticipatory budget ($8-11,000) is stated as including costs for preparing this for all three countries. By contrast, there is an anticipatory budget of $17-21,000 for each of the studies as described in Activity 1211: Research Studies in the Capacity Building stream, with a similar scope of work activities. Are we to assume that the depth of primary and secondary research for Activity 1211 is expected to be much greater (more interviews/ fieldwork, for instance) than that which is expected for Activity 1111?
In Phase One of the project, Indonesia the Philippines and Vietnam all received funding for a series of research papers, which are available on our website. For Phase Two, we are looking at shorter and more concise policy briefs for these three economies under Activity 1111. Originally, the policy brief was intended to cover all three economies (Indonesia, Philippines, and Viet Nam). However, we are inviting bidders to propose their ideas for a policy brief that would address one or all three of the focus economies. If the policy brief focuses on one economy (e.g. Indonesia), we would like to see what best practices or general recommendations there may be for the general APEC region and for the consideration of the other two focus economies. Depending on the quality and potential impact of the proposal, we are open to adjusting the budget and scope of the activity. For example, we may consider allocating funds for individual policy briefs on each of the focus economies.
The expectation is that the policy brief will be a shorter and more concise piece, with secondary data, and some primary data (where applicable). In contrast, Activity 1211 for Malaysia and Thailand may indeed require a greater depth of research, including more interviews and fieldwork.
25. Can you provide estimates of the number of participants you feel is minimally acceptable for each workshop in Indonesia, the Philippines, Vietnam, Malaysia, and Thailand?
We are open to bidders’ proposals for the number of participants based on the type of event (e.g. in person, hybrid), given the available budget and timeline. We are looking for bidders’ proposals that promote engagement and continued learning among a cohort of participants, to increase the impact of the activities. In general, the EOI notes that the audience for the policy leadership series in Viet Nam are policy actors, which are defined as government policymakers, business leaders, research institutes, civil society organizations, and MSME support organizations that create and implement MSME-related policies and/or advocate for improved policy alongside MSMEs. In particular, the project has connections to the APEC Small and Medium Enterprise Working Group (SMEWG) and the APEC Business Advisory Council (ABAC), both of which are APEC forums that Viet Nam representatives participate in from both the public and private sectors. To give you a sense of the type of audiences we have previously interacted with, please see our events page for summaries of past events at: https://apfcanada-msme.ca/events/
26. Do you have any specific preferences or requirements for the venue regarding location (city center vs. quieter areas), type of facility (e.g., hotel conference rooms, independent event spaces), and technical setup (e.g., online presentation tech, simultaneous translation equipment)?
We do not have specific preferences or requirements for the venue regarding locations, type of facilities, or technical setup. We are open to bidders’ proposals on these areas, given the available budget and timeline, and the intended audience of the activities. Please also note that the Project Scope Statement for each stream outlines tentative locations for certain activities. For example, for the Policy Leadership stream, the Project Scope Statement outlines the tentative location of the workshop series in each economy (Jakarta, Indonesia; Manila, Philippines; Da Nang City, Viet Nam).
27. Will the be there international participants, especially trainers or facilitators being nominated to participate by APF Canada?
At this time, we have not confirmed trainers or facilitators from our end for the activities. Upon confirmation of the contract with the selected bidder, APF Canada will work closely with the bidding organization to finalize these types of details.
28. Is it possible for the expected activities to include Focus Group Discussions (FGDs)?
Yes, it is possible for the activities to include the FGD format.
29. Is it possible for us to come up with a second event theme that reports on the findings from a previous event or activity?
Yes, we are open to this idea.
30. Can we hold two events on the same day?
Yes, this is possible. However, depending on your proposal, this idea may be considered as one event with multiple components.
31. What type of term of Payment is being applied for this project?
The terms of payment will be determined in the contract with the subcontractor. This will also be standardized across all the focus economies, according to APF Canada’s standard practices and policies.
32. Local currency the preferred currency for transactions (rather than Canadian Dollars). Can your organization conduct the conversion?
Based on our current organizational policies, the funds will be disbursed in Canadian dollars. The subcontractor can then convert the funds into local currency. We will inform you if there are changes to this policy.
33. Is Value-Added Tax (VAT) included in the contract amount?
The contract amount is inclusive of all taxes and services.
34. For the business management workshops delivered under Activity 1221 is to be delivered to men and women, but content wise is to target, focus and address the needs of women and young women entrepreneurs. Is this correct?
Workshop activities will be delivered to both men AND women MSME entrepreneurs and will focus on applying best practices for sustainable MSME growth. For example, the workshops can focus on the role of men in promoting inclusive economic growth that fosters a supportive business environment for women and young women. This would address the second part of the workshop series description which states that the content should focus on "applying best practices for sustainable MSME growth, including fostering a supportive business environment for women and young women."
35. According to the Project Scope Statement for Malaysia, it states that one of the focus areas is "Entry into Global Value Chains (GVCs): Enhancing the readiness of SMEs to enter GVCs". However, the rest of the documents use MSME, rather than SME. Can you clarify?
Bidders can choose to address one or more of the focus areas in the Project Scope Statement. The thematic areas were based on stakeholder consultations in 2022 which outlined in Malaysia the desire for SMEs to enter Global Value Chains (due to the size and capability of differently sized enterprises to enter global markets). Therefore, bidders may choose to focus on a specific size of enterprise (e.g. a combination of one or more of micro, small or medium-sized enterprises) in their proposal.
36. Can you clarify under the Project Scope Statement the section which states "Up to THREE (3) research studies in Malaysia/Thailand will be selected". Can an organization apply for funding to produce two research studies?
In Phase One of the project, we allocated funding to different organizations within the four focus economies to produce a series of research papers, which are available on our website. These papers involved both Canadian and local authors and were then subsequently featured in project workshops, which APF curated to ensure a productive dialogue between the research pieces, as well as the content of the workshops.
In this EOI, interested organizations can seek funding ranging from $17,000 to $21,000 per research paper. While we have previously seen organizations conduct both a workshop and co-author a research paper under this project, we have not yet had the scenario of a single author contributing to two research papers under this initiative.
However, based on the design of the EOI, we are open to considering proposals for two papers from one organization, provided they can demonstrate how these papers would complement each other. If you have two ideas but only wish to write one paper, we recommend selecting the most compelling idea and submitting a 750-word description outlining the proposed study. Alternatively, if you are seeking funding for two research papers, then two 750-word descriptions would be required for each proposed study.