TERMS OF REFERENCE (TOR)
PACKAGE: Energy policy and institutional mapping and stakeholder policy dialogue for the ASEAN Energy Security Index
Form of bidding: Local open bidding
I. Background and objectives
The Asia Foundation (TAF) is developing an ASEAN Energy Security Index (AESI) covering five Southeast Asian countries — Viet Nam, Thailand, Malaysia, Indonesia, and the Philippines — for the period 2005–2025. The Index assesses energy security performance across five dimensions: security of supply, affordability and economic accessibility, environmental sustainability, system resilience and adaptability, and governance, institutions and policy effectiveness.
Interpreting the Index requires a clear understanding of the energy policy and institutional landscape in each country and of how it has evolved over time, as well as engagement with policymakers and regional experts around the findings. On this basis, The Asia Foundation is seeking to select a qualified consulting firm to conduct a qualitative energy policy and institutional mapping across the five countries and to design and facilitate a stakeholder roundtable in Viet Nam, with the work detailed in the following sections.
The objectives of the assignment are to: (i) map the energy policy and institutional landscape of each country relevant to energy security and the governance dimension of the AESI, and document the supporting evidence, including how the landscape has evolved over 2005–2025; (ii) provide concise, policy-relevant analytical context for the publication, including country policy notes and a cross-country synthesis; and (iii) design, facilitate, and document a stakeholder roundtable, held in Viet Nam, that discusses the findings and fosters policy dialogue and learning.
II. Scope of work
1. Energy policy and institutional mapping (five countries)
- Conduct a structured, qualitative review and mapping of the energy policy and institutional landscape relevant to energy security in each of the five countries, in support of interpreting the AESI and, in particular, its governance dimension as mentioned in Annex A.
- Document the supporting evidence and the main gaps between policy design and implementation and cover how the landscape has evolved over the period 2005–2025.
- The specific aspects to be analyzed, the analytical framework, and the structure of the country evidence base are to be proposed by the bidder in the technical proposal.
2. Stakeholder policy roundtable (Viet Nam)
- Design and organize a stakeholder roundtable, to be held in Viet Nam, to present and discuss the policy findings and to foster policy dialogue and learning, engaging at least 10 participants from relevant stakeholders such as government representatives, energy experts, think tanks and academia, or development partners.
- Develop the agenda and presentation materials, facilitate the discussion, capture the inputs raised, and prepare a roundtable summary note; reflect relevant inputs in the final report and cross-country synthesis.
3. Country policy notes and cross-country synthesis
- Prepare a concise country policy note for each of the five countries summarizing the policy and institutional context and its implications for energy security.
- Prepare a cross-country synthesis identifying common challenges, notable structural and institutional differences, and how different policy and institutional arrangements appear to influence energy security outcomes.
III. Deliverables
- An energy policy and institutional mapping report covering all five countries, including the supporting evidence and how the landscape has evolved over 2005–2025.
- Concise country policy notes for each of the five countries.
- A stakeholder roundtable held in Viet Nam, together with a roundtable summary note.
- A final policy and institutional mapping report and cross-country synthesis, incorporating stakeholder inputs.
IV. Requirements for bidder
Firm requirements:
- A Vietnamese-based consulting firm or organization with demonstrated experience in energy policy analysis, legal and regulatory review, and institutional mapping, preferably with work experience related to Southeast Asia / ASEAN.
- A strong understanding of electricity markets, energy-sector regulation, renewable energy policy, and energy transition, and the ability to work directly with primary legal and policy sources.
- Familiarity with the energy policy landscape of one or more of the target countries, and relevant regional networks or language skills, are advantages.
Required team composition:
Each proposal must include a dedicated team of four (4) members covering the following roles, with the division of work and qualifications set out below. The bidder should confirm the named member proposed for each role and attach their CV.
1. Team Leader / Senior Energy Policy Expert
- Division of work: Overall lead; designs the analytical framework; leads the cross-country synthesis; leads and facilitates the Viet Nam stakeholder roundtable; oversees quality; and serves as the primary liaison with TAF.
- Qualifications: Advanced university degree, such as a Master’s degree or higher, or an equivalent professional legal qualification, in energy policy, law, public policy or a related field; experience leading policy studies and facilitating stakeholder dialogues; and excellent analytical and English-language writing skills.
2. Team members
- Division of work: Support policy, regulatory, legal, and institutional mapping across the five countries; review energy strategies, electricity market arrangements, renewable energy and energy transition policies, energy laws and regulations, and the mandates and functioning of key institutions; compile the country evidence base and draft country policy notes; support the Viet Nam stakeholder roundtable; and prepare the roundtable summary and supporting documentation.
- Qualifications: University degree in energy policy, law, public policy, social sciences, or a related field; relevant experience in energy policy, regulatory, legal, institutional, or comparative cross-country analysis; ability to work with primary legal and policy sources; understanding of electricity markets, renewable energy policy, and energy transition; experience in research, evidence compilation, stakeholder engagement, workshops, or roundtables; and strong coordination, documentation, and written English skills.
VI. Evaluation criteria
Proposals are evaluated on a 100-point basis: the technical profile is weighted 75% (covering both the technical proposal and the proposed personnel) and the financial proposal 25%.
1. Technical profile – 75 points
|
Evaluation criterion |
Max. points |
|
1. Methodology, available sources and implementation plan |
50 |
|
2. Team composition and personnel |
15 |
|
3. Firm experience and track record |
10 |
|
Total – Technical profile |
75 |
2. Financial proposal – 25 points
The financial proposal is scored out of 25 points. The lowest-priced responsive bid receives the full 25 points; other bids are scored in proportion using the formula:
Financial score = (Lowest responsive bid price / Bidder’s price) × 25
- The technical profile is weighted 75% and the financial proposal 25%, for a maximum of 100 points.
- Only bids that are substantially responsive and achieve a minimum technical score of 50 out of 75 will proceed to financial evaluation.
- The contract will be awarded to the responsive bid with the highest total combined score (technical plus financial).
VII. Budget and schedule
- Budget: the maximum value of the contract does not exceed USD 18,000, inclusive of all applicable taxes and fees.
- Implementation period: 1 August 2026 to 20 September 2026, from the date of signing the contract.
- The stakeholder roundtable in Viet Nam is to be held within the implementation period, at a date agreed with TAF.
VIII. Bids
Interested consulting firms should submit:
- A technical proposal (the proposed analytical framework and the aspects of the policy and institutional landscape to be analyzed, the approach to the stakeholder roundtable, and a work plan and schedule);
- The proposed four-member team, with the CV of each member and the division of work by role;
- The firm profile and relevant experience, with examples of similar work (where available);
- A detailed financial quotation, within the budget of USD 18,000.
Proposals should be submitted to The Asia Foundation at [email protected] no later than 5:00 pm, 15.07.2026. TAF reserves the right to request clarifications and additional information.