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Call for Proposals - Secretariat Services for Asia Pacific
- Subject: Call for Proposals - Secretariat Services for Asia Pacific
- From: "Kevin J. McDonald" <firstname.lastname@example.org>
- Date: Fri, 30 Apr 1999 11:34:50 -0400 (EDT)
Roundtable for Cleaner Production
To: P2TECH <email@example.com>
Reply-To: "Kevin J. McDonald" <firstname.lastname@example.org>
Call for Proposals
Secretariat for Asia Pacific Roundtable for Cleaner Production
A unique opportunity exists for an organization to serve as Secretariat for
Asia Pacific Roundtable for Cleaner Production (APRCP). Taiwan, through the
Foundation for Taiwan Industry Service, is currently serving as APRCP's
interim Secretariat. However, its service will end on June 30, 1999 and
APRCP's interim Board of Directors has instituted a process for selecting
the next Secretariat to serve a two-year period.
APRCP has undergone substantial progress over the year and is poised to
play a substantial role in supporting efforts to accelerate the application
of cleaner production policies and practices in the Asia Pacific region.
The role and activities of the next Secretariat will be of critical
importance in assisting APRCP's board and membership in moving toward its
vision of a dynamic and prosperous Asia Pacific region committed to the
principles of cleaner production.
2. Status of Organization
In 1997, the First Asia Pacific Roundtable for Cleaner Production
conference was held in Bangkok, Thailand. This widely acclaimed event
brought together leaders from throughout the region to discuss the future
of cleaner production in the region. Participants at the conference agreed
that future actions were needed to ensure regular and ongoing mechanisms to
share information on cleaner production strategies and techniques.
In 1998, the informal network that resulted from this landmark event
evolved into a new organization -- Asia Pacific Roundtable for Cleaner
Production. The new organization's mission is to provide leadership and
support to enhance information flow and human resources development and to
strengthen public/private partnerships. APRCP seeks to stimulate the
promotion and implementation of cleaner production strategies and
technologies in the region.
An interim Board of Directors was formed in 1998 to guide APRCP's
development and future direction. The voluntary efforts of leaders,
representing a range of public and private organizations from throughout
the Asia Pacific region, comprise APRCP's interim board. They have
contributed tremendously to APRCP's organizational development.
Also in 1998, Taiwan's Industrial Development Bureau, Ministry of Economic
Affairs, offered to provide secretariat services, on an interim basis, to
support APRCP in its organizational development needs. The efforts have
contributed significantly to APRCP's rapid progress and development into a
formal organization. Valuable administrative and financial support provided
by the Foundation of Taiwan Industry Service has helped Taiwan fulfil its
interim secretariat duties.
APRCP's interim board and secretariat drafted and subsequently approved an
organizational charter articulating the organization's vision, mission,
activities, membership, governing structure and other important
organizational issues. Board committees are also refining APRCP's mix of
programs and activities, especially as they relate to the important
function of improving information sharing on cleaner production policies
and practices in the Asia Pacific region.
Additionally, the interim Secretariat publishes a quarterly newsletter
highlighting APRCP accomplishments and activities. The official logo,
letterhead and membership brochure has been completed, and APRCP recently
began recruiting its membership. A highlight of APRCP for 1999 will be its
Second Regional Conference to be held in Brisbane in April 1999.
3. Purpose of Call for Proposals
The purpose of this Call for Proposals is to provide all organizations and
countries in the Asia Pacific region with an opportunity to submit
proposals to serve as APRCP's Secretariat and to provide administrative
services in support of APRCP programs and activities.
The Call for Proposals is necessary to transition APRCP from having an
interim secretariat to permanent secretariat. Taiwan's role as interim
Secretariat will end on June 30, 1999 and the decision made based on this
Call for Proposals will determine APRCP's next Secretariat for the period
July 1, 1999 - June 30, 2001.
Many countries in the region have expressed interest in hosting APRCP's
Secretariat. To ensure openness and an opportunity for all interested
organizations to be considered, a formal process has been developed for
selecting APRCP's Secretariat.
APRCP's board of directors is committed to ensuring ample opportunities for
all organizations interested in contributing toward APRCP's mission of
stimulating cleaner production activities in the Asia Pacific region. To
ensure future opportunities for others to serve as APRCP's Secretariat, the
term of service for APRCP's next Secretariat is limited to two years. In
addition to choosing a new Secretariat, APRCP's board will be developing
other programs and activities that will provide leadership opportunities
for interested organizations. All interested organizations are encouraged
to submit a proposal.
The Call for Proposals outlines the content requirements, a tentative
schedule, budget requirements, proposal submittal details, review process
and sources for obtaining any additional needed information.
4. Proposal Content
As a new organization with limited history, APRCP recognizes the
challenges, difficulties and limitations of developing a proposal to serve
in as its Secretariat. The APRCP interim board's chief interest is to
identify interested organizations and obtain needed information and
insights that will help in making the important decision regarding who will
serve as APRCP's next Secretariat.
Activities of APRCP's Secretariat will be performed in close consultation
with APRCP's board, members, committees, task forces and supporters.
APRCP's board will work closely with the chosen organization to refine and
prioritize Secretariat duties based on available budget and other factors.
It can also be expected that APRCP's board and members will also play an
active role in supporting implementation of future programs, projects and
Anticipated duties and activities for APRCP's next Secretariat are
summarized below. They are provided to give interested organizations a
realistic picture of APRCP's needs and to assist in the proposal
development process. This section also proposes other information that will
be useful to include in proposals.
Lengthy or complex proposals are not necessary (4-5 pages is suggested).
Applicants should not feel compelled to address every proposed Secretariat
activity suggested in this section.
In developing proposals, please consider the following:
A) Proposed Executive Secretary and Secretariat Team
· Lead organization to perform Secretariat duties
· Organizational qualifications and capabilities
· Proposed Executive Secretary and support personnel
B) Secretariat Duties and Activities
· Provide leadership in devising strategies to carryout APRCP's program
activities, as outlined in the Charter
· Support preparation of a realistic two-year organizational work plan that
will guide future programs, activities and member
· Provide advisory support to APRCP's board in preparing annual and
projected organizational budgets, and support fundraising
efforts needed to obtain funds for APRCP programs and activities
· Provide administrative support for board elections
· Publish a newsletter, distribute it to membership and other interested
parties, and oversee other activities designed to promote
information exchange and networking
· Administer APRCP's Internet resources such as a web site and e-mail 'list
serve' discussion forums (note: The Asia Pacific
Cleaner Production Network, a list-serve administered by Thailand
Environment Institute, may continue to meet APRCP's
list-serve needs. Several offers have been made to provide support for
APRCP's web needs.)
· Coordinate with hosts of APRCP's regional conferences and support efforts
to develop high-quality conference agendas and
· Provide administrative support for a planned Advisors/Supporters Forum
that will secure the advice and support of interested
international assistance agencies, private corporations, foundations and
· Perform outreach and marketing of APRCP, and prepare documents and other
needed public information
· Manage requests for APRCP to sponsor other regional CP-related
conferences, seminars, workshops, projects and activities
· Nurture stronger connections between APRCP members and other related
activities and events
· Support planned APRCP board, committee and task force meetings and
· Administer APRCP's membership process by corresponding with interested
organizations; establish short and long-term
member recruitment objectives
· Support APRCP's board in completing any additional organizational
development tasks such as preparing by-laws
· Support Treasurer duties to ensure an independent, certified audit of
· Other duties as assigned by APRCP's board
· Budget table, including potential funding sources
· Please see section 6 below for additional information regarding available
· Any additional plus points
· Assumptions, prerequisites, needs and limitations
The proposal's appendix may include the resume, curriculum vitae or
bio-data sheet of the proposed Secretariat's senior staff, referred to in
the Charter as the Executive Secretary. The appendix may also include any
letters of support from relevant governmental ministries, industry
associations, academic institutions and/or non-governmental organizations.
Any additional background information applicants may wish to provide can
also be included in the appendix.
APRCP's Charter states that the location of the Secretariat may be
permanent or revolving based on the decision of the board of directors.
Through this Call for Proposals, the APRCP board will select a Secretariat
to cover a two-year period beginning in July 1999. The board will later
decide whether to extend arrangements for Secretariat services or announce
a new Call for Proposals so as to exercise the revolving option.
Announce Call for Proposals
April 21-23, 1999
APRCP's Second Regional Conference
April 21-23, 1999
Deadline for Proposals June 1,
Recommendation of APRCP Executive Committees Submitted to Full APRCP Board
June 15, 1999
APRCP Board Selects Host Organization
June 30, 1999
Announce New Secretariat
July 1, 1999
Duties of New Secretariat Begin
July 1, 1999
Contract Signed between APRCP Chairperson and Secretariat
Finalize Elections of APRCP's First Member-Elected Board
Two Year Work Plan Approved by Board
New Secretariat's First Newsletter Distributed to APRCP Membership and
APRCP's Web Site Functional
Decision Regarding Desire for Extension of Secretariat Dates of Service
Secretariat Contract Ends
June 30, 2001
Prospective applicants are encouraged to develop proposals that provide the
needed budgets to substantially cover anticipated Secretariat related
expenses over the two-year term of service. While APRCP will provide
limited support, applicants should provide information regarding available
host funds and other commitments that may be accessible in providing the
needed financial support for Secretariat services.
APRCP's current annual membership fee is introductory and the financial
obligation is purposefully modest to encourage involvement from all
interested organizations in the region. As such, support from this source
for the Secretariat's budget needs are limited. APRCP's board may increase
the fee in the future to reflect the quality and quantity of services
offered to APRCP members.
APRCP's Board of Directors is anticipating entering into an agreement with
an international assistance agency in 1999. The arrangement will likely
provide US$ 10,000 to support APRCP activities. Pending board approval,
some funds may be dedicated to supporting Secretariat services. In
addition, it is hoped that US$ 3-5,000 will be secured from other sources
such as interested private organizations and sponsors. Based on priorities
and needs, the board may allocate some or all of these funds to support
The Secretariat can expect non-monetary support such as access to limited
voluntary contributions of professional services and expertise from APRCP
board members, committees and members.
APRCP has been fortunate to receive substantial support from various
international assistance agencies to sponsor its activities and development
to date. While no commitments have been made or can be guaranteed, APRCP is
committed to working closely with the selected host to solicit support from
7. Submittal of Proposals
Proposals must be received by the APRCP interim Secretariat on or before
close of business 1 June 1999.
Mail, fax or e-mail proposals to:
Mr. R.K. Tseng
APRCP Interim Secretariat
C/O Foundation of Taiwan Industry Service
41, Lane 198, Szewei Road, 2F, Suite 10
8. Review Process
The information provided in proposals will assist APRCP's Board in choosing
its Secretariat. Final selection will be determined based on consensus of
the entire APRCP Board or by means of a voting process. APRCP's Executive
Committee will submit a recommendation to APRCP's Board of Directors for
APRCP's Executive Committee will review all proposals. The review will be
based on the content of proposals, plans for carrying out Secretariat
duties, financial information and other factors. The review process will
also consider APRCP's desire to ensure broad geographical coverage of its
program activities throughout the Asia Pacific region.
APRCP's board will notify all applicants of its decision.
9. For More Information
Organizations interested in developing a proposal to host APRCP's
Secretariat are welcome to contact APRCP's interim Secretariat or APRCP
interim Vice Chairperson for more information.
Additional background information such as APRCP's Charter, APRCP's
membership brochure and proceedings of APRCP's first regional conference is
available from APRCP's interim Secretariat upon request.
To contact APRCP's interim Secretariat, please use the information provided
in item # 7.
APRCP's interim Vice Chairperson is Mr.Nihal Abeysekera. His contact
Mr. Nihal Abeysekera
APRCP Interim Vice Chairperson
C/O Japan Lanka Industrial Development Center
66 1/1, Thimbirigasyaya Road
Colombo 5, Sri Lanka