Asean-Australia Development Cooperation Program (Aadcp)

Asean-Australia Development Cooperation Program (Aadcp)

AADCP-RPS

application Guidelines

1.BACKGROUND

The ASEAN Australia Economic Cooperation Program was established in 1974 to promote cooperation between Australia and ASEAN in areas of agreed regional development priority. The program has evolved to keep pace with economic progress in South East Asia and the maturing nature of the ASEAN-Australia relationship.

Ministerial approval for the development of a future phase of the program (the ASEAN Australia Development Cooperation Program [AADCP]) was obtained and subsequent discussions between ASEAN and AusAID resulted in the “AADCP Regional Partnerships Scheme” (AADCP - RPS).

The goal of the RPS is to promote sustainable economic and social development within the ASEAN region in line with the objectives and priorities of Vision 2020, the Hanoi Plan of Action and subsequent summit meetings.

The purpose of the RPS is to: strengthen the capacity of ASEAN to address regional development challenges, in particular, greater/deeper economic integration so as to better participate in the global economy through supporting project partnerships between appropriately skilled institutions in Australia & ASEAN institutions. Projects must support, or contribute to developing:

  • Integrated regional policy initiatives;
  • Harmonised institutional frameworks within ASEAN;
  • Capacity building across ASEAN to implement the harmonised policies;
  • The move towards the realisation of the ASEAN community as outlined in Bali Concord II (

The objectives of the RPS are:

  • to promote partnerships between Australian and ASEAN entities to undertake regional development and economic cooperation activities based on the concept of mutual interest and benefit, by supporting cooperative and joint project activities involving public, private and academic institutions as well as Non Government and Non Profit Organisations in Australia and public institutions in ASEAN, as well as ASEAN affiliated NGOs and institutions;
  • to help promote enhanced cooperation and collaboration between ASEAN and Australia in priority areas leading to long-term poverty reduction and sustainable development in the region. It is expected to play an important complementary role in creating an enabling environment for poverty alleviation by advancing the formulation of growth-oriented policies, helping to develop the conditions for sustainable economic growth and enhanced economic integration, and by advocating for and assisting with the introduction of policies and programs to reduce the vulnerability of the poor.

AADCP Regional Partnerships Scheme Application GuidelinesPage 1 of 13

(Interim Application Guidelines – last updated 12 July 2005)

The Regional Partnership Scheme should:

  • Provide grant funding of between Australian Dollars AUD $50,000 - $500,000 for regional development activities targeting the prescribed thematic elements of AADCP and which are consistent with the development cooperation policies of ASEAN;
  • Hold funding rounds approximately three times per year;
  • Be open to applications from ASEAN and Australian public, private, academic or non-government organisations;
  • Fund activities of no more than two years in duration; and
  • Require applicants to meet at least 20% of the eligible costs associated with the activity

Shortly after Australia and ASEAN formally signed a Memorandum of Understanding for the AADCP on 1st August 2002, the AADCP RPS commenced on 13th August 2002 with the contractual appointment by AusAID of an Australian Managing Contractor (AMC) – ACIL Australia Pty Ltd.

The AMC administers the RPS from both Australia and Indonesia, where a dedicated RPS Coordination Unit (RPSCU), staffed by ASEAN nationals which is co-located and cooperating closely with the Bureau for External Relations and Coordination of the ASEAN Secretariat in Jakarta.

The first meeting of the AADCP – RPS Joint Selection and Review Panel (JSRP) agreed that:

1)There will be no sectoral focus of the AADCP – RPS initially, consistent with the arrangements under the Project Design Document for the RPS, however, the JSRP has indicated that they reserve the right to return to this matter in the future;

2)Projects must support, or have links to:

  • Policy formulation
  • Harmonisation of Institutional Parameters
  • CapacityBuilding to implement the policies to prepare ASEAN to better participate in the global economy;

3)The JSRP must be flexible enough to accommodate new priority issues as they arise.

Up until the 4th JSRP Meeting (April 2004), all RPS proposals were required to be consistent with ASEAN’s then key development cooperation policy, the Hanoi Plan of Action (HPA). However, with the HPA coming to an end in late 2004, all future RPS proposals are now required to align with ASEAN’s Vientiane Action Programme (VAP), which was endorsed at the 10th ASEAN Summit in November 2004.

During early 2005, AADCP underwent a Mid Term Review (MTR) to determine the effectiveness of the AADCP and its 3 sub-programs, including RPS. In the lead-up to the MTR, an AusAID-appointed Technical Advisory Group (TAG) was tasked to look into narrowing the sectoral focus of RPS to key initiatives under the VAP. An initial priority listing was undertaken, with the ASEAN Secretariat agreeing to the interim priority list in June 2005. This priority listing is provided on the RPS website. All RPS concept papers and full project applications targeted for the 7th JSRP are required to align with this interim VAP priority list. The JSRP has agreed to review and update this VAP priority list from time to time for future RPS funding rounds. If you have any queries regarding this interim RPS priority list, please contact RPSCU (see section 7 for contact details).

2.APPLICATION GUIDELINES

This document contains a set of guidelines on the procedures and criteria for project appraisal and selection under the AADCP - RPS funding mechanism. These guidelines are intended to guide prospective applicants in their application process and to ensure that project applications for funding support are prepared and submitted in accordance with the prescribed format, procedures, and criteria. The RPS application process is a two-step system – first a concept paper, and then if successful, a fully costed and detailed project application and budget. Both steps are outlined below.

Applicants are advised to read through these guidelines carefully and to ensure that their application adheres closely to the guidelines. Special care should be taken to ensure that all sections in the concept paper template and the application form are completed and that all required attachments are submitted together with the application. Non-complying application forms will not be accepted by the RPSCU.

Prior to embarking on the entire project proposal preparation and Application process, applicants are required to prepare a simple 2-3 page Concept Paper (using the Concept Paper template on the RPS website) and submit this to the AADCP RPSCU. This is particularly useful if applicants have not yet identified Australian or ASEAN partners for the proposed activity. The RPSCU can assist you to find potential partners in both Australia and ASEAN using its capacity to access extensive databases of organisations in both areas. The RPSCU can therefore provide you with a listing of potential partners based on your needs as shown in your Concept Paper. Decisions you make on the actual partners you choose are entirely up to you. Use of this Concept Paper and assistance by the RPSCU in this regard, however, will in no way imply project approval by the JSRP. As per the instructions above, it is also critical that all RPS selection criteria are adequately addressed in the concept paper stage, to avoid good proposals being screened out early in the process.

For further information or technical advice with the application procedures or criteria, applicants may contact the RPS Project Coordinator in Jakarta (see section 7 for contact details).

3.PROJECT APPRAISAL AND SELECTION CRITERIA

3.1 Selection Criteria

All AADCP RPS project proposals must meet the following criteria:

  • Demonstrated contribution to poverty alleviation through sustainable development (see section 3.1.3 for information on poverty alleviation);
  • Demonstrated link to the development priorities for ASEAN as outlined in the ASEAN Plan of Cooperation Document – the Vientiane Action Programme (VAP)which was adopted at the ASEAN Summit in November 2004. A full copy of the VAP is available on the RPS website : However in line with the recent AADCP review, an interim VAP priority listing has been developed for RPS funding. Only proposals which support the current VAP priority listing will be eligible for RPS funding. The current RPS VAP priority listing is available on the RPS website ( See section 3.1.1 for more information.
  • Address a regional problem that requires a regional solution (see section 3.1.2 for the regionality criteria);
  • Demonstrate how benefits will be sustained in the longer term and after the completion of project activities (see section 3.1.4 for information on sustainabilty);
  • Support and contribute to the RPS purpose of ASEAN economic integration;
  • Have clearly defined objectives and outputs; and
  • Meet AusAID’s Gender and Environment guidelines (more information on both can be found at and

3.1.1Vientiane Action Programme (VAP) Priority Listing

As outlined above, ASEAN’s current development cooperation policy, the Vientiane Action Programme (VAP), was endorsed at the 10th ASEAN Summit in November 2004. The VAP consists of 4 key components:

  • ASEAN Security Community;
  • ASEAN Economic Community;
  • ASEAN Socio-Cultural Community;
  • Goals and Strategies for Narrowing the Development Gap.

The JSRP has agreed to narrow the sectoral focus of VAP for future RPS funding, as outlined in section 1. An interim priority listing has been developed for funding for the 7th JSRP Meeting, and is provided on the RPS website ( The ASEAN Secretariat agreed to this interim priority list in June 2005. Proposals must be aligned to initiatives in this VAP priority listing to now be eligible for RPS funding. Please refer to this VAP priority listing document before preparing your concept paper. Proponents should also refer to the full VAP documentation to obtain a clearer understanding of the 4 key components of the VAP. The full VAP is also provided on the RPS website (

The JSRP has agreed to review and update this VAP priority list from time to time for future RPS funding rounds. If you have any queries regarding this interim RPS priority list, please contact RPSCU (see section 7 for contact details).

3.1.2Regionality

The regionality criteria are as spelt out below:

  • Projects which address development issues that transcend national borders and which are more than simply issues common to countries in the ASEAN region.
  • Projects whose benefits can be demonstrated to be of regional interest regardless of the number of participating countries.
  • Projects addressing development issues requiring regional cooperation and collaborative effort to be solved.

Projects must present the regional nature of the challenge and explain the relative benefits of implementing a regional solution

Specifically, projects must contribute to the RPS purpose, which is:

To strengthen the capacity of ASEAN to address regional development challenges, in particular, greater/deeper economic integration so as to better participate in the global economy through supporting project partnerships between appropriately skilled institutions in Australia & ASEAN institutions. Projects must support, or contribute to developing:

  • Integrated regional policy initiatives;
  • Harmonised institutional frameworks within ASEAN;
  • Capacity building across ASEAN to implement the harmonised policies;
  • The move towards the realisation of the ASEAN community as outlined in Bali Concord II (

In the process, project activities should contribute to enhancing ties that bind the ten ASEAN nations together and to strengthening the partnership between ASEAN and Australian institutions.

Note: Activities approved under the AADCP - RPS will involve the participation of all ASEAN member countries as either recipient/ implementing partner, service provider or observer unless particular countries decline to participate. All applications should nominate the anticipated role of each ASEAN Member Country i.e. as an active project partner/recipient, as a service provider (either through the in-kind contribution of such services, or as a paid provider of such services), or as an observer receiving project reporting etc.

3.1.3Poverty Alleviation

Projects will need to provide logical and realistic links between the project’s outputs/outcomes and their positive downstream effect upon poverty alleviation.

The RPS is expected to play an important complementary role in creating an enabling environment for poverty alleviation by advancing the formulation of growth-oriented policies, helping to develop the conditions for sustainable economic growth and enhanced economic integration, and by advocating for, and assisting with, the introduction of policies and programs to reduce the vulnerability of the poor.

3.1.4Sustainability

Projects will need to demonstrate sustainability and include mechanisms to ensure that the project benefits will be sustained after the project is completed. In particular, proposals must address both institutional and financial aspects of sustainability. For more information, refer to AusAID’s Promoting Practical Sustainability policy document (

3.2Supplementary Criteria

Projects should preferably also meet one or more of the following supplementary criteria. However, meeting supplementary criteria will not necessarily result in higher priority for the proposal:

  • Proposals that build on past activities implemented under the ASEAN-Australia Economic Cooperation Program (AAECP) (further information about AAECP can be obtained from the Project Coordinator at the RPSCU).
  • Proposals demonstrating a clear linkage with other elements of AADCP (information about other elements of AADCP can be obtained from the Project Coordinator of the RPSCU or on the website at ).
  • Facilitate the regional integration of newer ASEAN Member Countries into existing ASEAN cooperation schemes.

4.OTHER CONSIDERATIONS

4.1Project Partners

  • Either ASEAN or Australian partners may submit applications. However, in order to minimise legal complexities and simplify activity monitoring arrangements, the contract will be signed with the Australian partner only. This does not in any way preclude funding support to ASEAN partners, furthermore complete transparency in project management between partners in encouraged.
  • Project proposals must identify one or more ASEAN partner agency or ASEAN affiliated body.
  • The project proponent determines who their partner organisation in ASEAN or Australia will be and together they choose their working counterparts in the ten ASEAN nations.
  • Project proposals must identify at least one Australian partner agency that, in the event the application is successful, will be required to enter into a sub-contract arrangement with the AusAID-appointed Australian Managing Contractor, ACIL Australia Pty Ltd for the implementation of the activity. Support in identifying an appropriate Australian partner can be sought from the Project Coordinator at the RPSCU.
  • Up to 2/3rds of funded project personnel may be ASEAN nationals.
  • Project proposals must define a clear role and specific inputs for each project partner.

Project proponents that are considered eligible for funding under the RPS are as follows:

  • Australian private sector business enterprises, professional associations and non-government organisations or non-profit organisations.
  • ASEAN and Australian government agencies.
  • ASEAN Secretariat Bureaux.
  • ASEAN country and Australian research and academic institutions.
  • ASEAN affiliated Non Governmental Organisations (NGOs) or Non-Profit Organisations. (Please note that current information about these organisations can be obtained from the RPSCU).

Note: All applications must involve an Australian partner agency with a legal entity with whom the project contract may legally be entered into. Local branches and subsidiary offices of applicant agencies will not be considered as eligible counterparts. International organisations will generally not be considered eligible for funding support under the AADCP Regional Partnerships Scheme.

4.2Counterpart Commitment

In addition to the prescribed application form and supporting documentation, project proposals must include letters of support from all organisations proposed to provide costed inputs as well as the expected nature and extent of their participation.

4.3Management and Implementation Arrangements

Project proposals must clearly indicate the management and implementation arrangements for the proposed project. In particular, the proposal must clearly indicate the project management roles and responsibilities and the coordination functions. The implementation arrangements must clearly define the organisations’ units and personnel who will actual produce the project’s outcomes, and their roles in each activity/output.

4.4Originality of Project

Project proposals that duplicate other ongoing or previously supported projects will not be considered for funding support unless clearly developing further phases under a broader long term strategy. Such proposals must demonstrate clearly defined and independent objectives and outputs.

It is highly recommended that the project proponent consult with the relevant ASEAN Senior Official’s Committee focal point for the topic of the proposed project to avoid duplication and ensure collaboration. The AADCP RPSCU maintains an up-to-date contact list of the focal points of all ASEAN Senior Officials Committee focal points. Please contact the RPSCU for current information.

4.5Intellectual Property Rights

In accordance with the conditions of the AADCP Memorandum of Understanding, any intellectual property rights and data developed through related activities of the Scheme will be owned by ASEAN and will be assigned to the Secretary General of ASEAN. However, in accordance with the cooperative nature of the scheme, it is expected that when required the ASEAN Secretariat will authorise AusAID to use (including the right to publish and reproduce) any intellectual property and data developed through the Scheme’s activities. Any pre-existing intellectual property vested in the project proponent or project partner(s) and which is brought to bear in the pursuit of Scheme activities will remain the property of the original owner.

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