004 nofo media operations equipment final.pdf

Department of State – U.S. Embassy, Kabul

Notice of Funding Opportunity

Program Office: Public Affairs Section, U.S. Embassy, Kabul, Afghanistan

Funding Opportunity Title: Media Operations Center Equipment

Announcement Type: Property Grant

Funding Opportunity Number: SCAKAB-15-GR-019-SCA-02252015

Deadline for Applications April 1, 2015 (11:59 p.m., Kabul time)

CFDA Number: 19.501- Public Diplomacy Programs for

Afghanistan and Pakistan

CONTACT INFORMATION

A) For questions relating to Grants.gov, please call the Grants.gov Contact Center at 1-800-

518-4726.

B) For assistance with the requirements of this solicitation, contact Javier Pareja, Grants

Manager, Public Affairs Section, U.S. Embassy, Kabul, Afghanistan, at:

Email: KabulPASProposals@state.gov (Preferred method of communication) mailto:KabulPASProposals@state.gov

Contents

A. PROGRAM DESCRIPTION

B. FEDERAL AWARD INFORMATION

C. ELIGIBILITY INFORMATION

D. APPLICATION AND SUBMISSION INFORMATION

E. APPLICATION REVIEW INFORMATION

F. FEDERAL AWARD ADMINISTRATION INFORMATION

G. FEDERAL AWARDING AGENCY CONTACTS

H. OTHER INFORMATION

A. PROGRAM DESCRIPTION

The Public Affairs Section (PAS) of the U.S. Embassy in Kabul, Afghanistan is pleased to announce an open competition for assistance awards through this Notice of Funding Opportunity

(NOFO). PAS Kabul invites all eligible organizations to submit a proposal for a property grant to assist in the establishment or enhancement of enhance a television studio, a radio studio, and/or a print center, which will include the necessary equipment. Applicants may request the entire package or some subset of the equipment. Preference will be given to applicants requesting the entire set. Applicants may submit to two separate packages.

Executive Summary

PAS will provide the recipient with equipment to establish or enhance a television studio, a radio studio, and/or a print center.

Background

PAS will donate equipment to the recipient organization(s). Applicants are encouraged to contact PAS (KabulPASProposals@state.gov) to obtain a list of equipment available. This list is subject to change.

Goal

The purpose of this property grant is to augment the capacities of Afghan media organizations and/or to augment the capacities of Afghan educational and training institutions with respect to providing practical training to current and future journalists of both print and broadcast media.

This project is designed to strengthen the independent media sector in Afghanistan either through direct support to a media organization or by increasing training capacity to produce a greater number of trained journalists to work in Afghanistan’s media sector.

Objectives

The successful applicant will submit a detailed proposal that explains how the donated equipment will be used to improve or expand its media offerings or its training capacity and further the goal of the grant, that being to augment and improve Afghanistan’s media capacity.

Objectives should include the establishment or enhancement of media products offered by media organizations or the establishment or enhancement of training opportunities for current or future journalists.

The applicant should show that it has the financial wherewithal to shoulder the costs of operating and maintaining this equipment. Further, the proposal will necessarily include a discussion of the applicant’s background both in training and in operating and maintaining broadcast studios or print center as appropriate.

Proposals should describe:

The Applicant should describe the purpose for which the donated equipment would be used if awarded in as much detail as possible. The Applicant should describe its current media operations or any existing educational or training programs that would be augmented as well as new programs that would be established. The Applicant should specify the primary anticipated location(s) of the equipment requested.

Following the delivery of the equipment to the Recipient(s), all maintenance and operations costs of the equipment shall be the responsibility of the Recipient(s). The

Applicant should demonstrate its technical capacity to operate the requested equipment.

Specifically, the Applicant should describe the prior experience and training of its staff in operating similar equipment, or the Applicant’s plan to train or hire trained personnel. If the applicant intends to broadcast either television or radio, the applicant should explain the steps it will take to obtain additional equipment necessary for transmission as well as appropriate permissions and licenses.

The Applicant should demonstrate its understanding of the maintenance requirements of the requested equipment and its ability, both technical and financial, to adequately maintain the requested equipment in working order. Specifically, the Applicant should describe the prior experience and training of its staff in maintaining similar equipment, or the Applicant’s plan to train or hire trained personnel. Applicant should discuss steps taken to keep the equipment both secure and accessible. Applicant should explain steps taken to mitigate risks caused by severe weather, unstable electrical currents, and theft.

Note that, although title of property will be transferred to the Recipient(s) at the time the grant is made, the Recipient(s) will be required to provide the Department of State with quarterly reports documenting the Recipient’s use of the equipment for a one-year period following the award of the grant. Failure to provide such reports will adversely affect the

Recipient’s ability to receive future grants from the Department of State.

B. FEDERAL AWARD INFORMATION

Anticipated Award Type: Property Grant

Number of Awards Anticipated: Two full awards or multiple partial awards

Anticipated Award Amount: The award includes equipment to establish a television studio, a radio studio, and a printing center. No funds will be awarded to the Recipient(s).

Anticipated Award Period: 12 months

Anticipated Start Date: May, 2015

Potential for Option Years: No

This NOFO is soliciting applications for the specific project outlined in Section A. Applications for renewal or supplementation of existing projects will not be considered under this NOFO.

C. ELIGIBILITY INFORMATION

Eligible Applicants

The equipment provided under this project was funded by appropriation 19/72-3/4-10372C and authorized by the Foreign Assistance Act and is subject to the statutory limitations of such funding.

Eligibility is open to all Afghan media organizations or Afghan government entities or Afghan non-profit organizations, including educational institutions, with direct experience in providing education or training to current or future journalists or plans to provide such education or training. Applicants must demonstrate competent programmatic ability and be able to meet reporting requirements.

Cost Sharing

Cost Sharing or Matching is not required for this funding opportunity.

Other Eligibility Requirements

1. There is no limit on the number of applications an entity may submit for this NOFO.

2. Previous federal award recipients who are not/were not in compliance with the terms of the award, including the financial and program reporting requirements, are not eligible for an award under the NOFO. It is the applicant’s responsibility to ensure it is in compliance with all applicable terms, conditions, and Office of Management and Budget guidance and requirements.

3. Applicants are advised that successful passing of vetting to evaluate the risk that funds may benefit terrorists or their supporters is a condition of award. Applicants may be asked to submit information required by DS Form 4184, Risk Analysis Information about their company and its principal personnel. Vetting information is also required for all sub-award performance on assistance awards identified by DOS as presenting a risk of terrorist financing. When vetting information is requested by the Grants Officer, information may be submitted on the secure web portal at https://ramportal.state.gov, via

Email to RAM@state.gov, or hardcopy to the Grants Officer. Questions about the form may be emailed to RAM@state.gov. Failure to submit information when requested, or failure to pass vetting, may be grounds for rejecting your proposal.

4. Dun and Bradstreet Universal Numbering System (DUNS) and System for Award

Management (SAM) Organizations must have a Data Universal Numbering System

(DUNS) number from Dun & Bradstreet, if your organization does not have one already, you may obtain one by calling 1-866-705-5711 or visiting http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=81407B1F03F2BDB12

3DD47D19158B75F. Organizations must also maintain an active SAM registration http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=81407B1F03F2BDB123DD47D19158B75F http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=81407B1F03F2BDB123DD47D19158B75F

(www.SAM.gov) with current information at all times during which they have an active

Federal award or an application under consideration by a Federal awarding agency. The

U.S. Department of State may not make an award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements by the time the Department is ready to make an award. The Department may determine that the applicant is not qualified to receive an award and use this determination as a basis for making an award to another applicant.

D. APPLICATION AND SUBMISSION INFORMATION

Address to Request Application Package

This NOFO document and any amendments can be found at and www.grants.gov and http://kabul.usembassy.gov/pdprp.html. If you require special accommodation to access any information contained in this announcement, please contact Javier Pareja at

KabulPASProposals@state.gov or phone +93 (0) 700 10 8540 or 1-301-490-1042 x7127 or x8540 and any necessary arrangements will be made.

Content and Form of Application Submission

Please follow all instructions below carefully. Failure to furnish all information or comply with stated requirements will not be considered. Applicants must set forth accurate and complete information as required by this NOFO. The penalty for making false statements in proposals to the USG is prescribed on 18 U.S.C.1001.

Applicants must ensure:

1. The proposal clearly addresses the goals and objectives of this funding opportunity.

2. All documents are in English

3. All budgets are in U.S. dollars

4. All pages are numbered

5. All Microsoft Word documents are single-spaced, 12 point Times New Roman font, with a minimum of 1-inch margins.

6. All materials are submitted in one of the following formats: .xls, .xlsx, .doc, .docx, .pdf, .jpeg. No other file types will be reviewed.

When submitting a proposal, applicants are required to include the following documents and information:

Section 1 – Cover Sheet:

The coversheet is limited to one page in length. It must provide a summary of the project to be undertaken, the organization’s capacity to carry it out, expected timeline, and cost.

http://www.sam.gov/ http://www.grants.gov/ http://kabul.usembassy.gov/pdprp.html

Section 2 – Technical Proposal:

A. Implementation Plan: The applicant must specify the goals and objectives of the project. Goals are general statements of intent; Objectives define a task to be accomplished. The applicant should describe in detail the steps which will be taken to achieve these goals. This description should include all components of the proposed project including, as needed, design, procurement, installation, and training. The proposal should clearly demonstrate how each of these project components directly relates to the project’s stated goals. The proposal should include information on organizational partners and preferred vendors. In alignment with the M&E plan described below, this section should also describe how success will be measured, and should propose specific performance indicators which can be used to track progress and determine the project’s success. This section must include a time-task plan that clearly identifies the timeline for carrying out the project’s major activities.

Applicants are recommended to present the following for each project component:

An overview of the proposed project component and its respective activities.

A description of how the project component supports the overall goal of the project.

A detailed outline of the methodology that will be used to implement the proposed component.

An analysis of anticipated implementation risks and challenges.

A summary of expected outputs with their expected impact, using performance indicators that will be used to track progress towards the anticipated results.

The proposal should also describe the applicant’s sustainability plan and what measures will be taken to ensure that the benefits of the proposed project continue to be realized after the completion of award performance.

B. Organizational Description and Capability:

This section should detail the applicant’s capability to successfully carry out the project.

It should include a clear description of the applicant’s management structure, experience working with either media operations or media training, experience with U.S.

Government grants, and the organizational experience and background in Afghanistan related to the proposed activities. The applicant should explain how its previous experience has equipped it to carry out this project. Besides information about the organization as a whole, this section must also identify the proposed management structure and staffing plan for the proposed project. Resumes for Key Personnel should be included in Section 4 (Key Personnel Resumes).

C. Monitoring and Evaluation Plan:

Applications must include a monitoring and evaluation plan (M&E plan), sometimes also referred to as a performance monitoring or performance management plan. The M&E plan is a systematic and objective approach or process for monitoring project performance toward its objectives over time. The plan must consist of indicators with baselines and targets; means for tracking critical assumptions; plans for managing the data collection process; and regular collection of data. The indicators in the plan should be SMART (Specific, Measurable, Attainable, Realistic, and Time-framed).

The M&E plan for this project must include the following indicators:

Indicator 1: Television Studio, Radio Studio, and/or Print Center are operational.

Indicator 2: Plans are in place to maintain Television Studio, Radio Studio, and/or Print Center.

Indicator 3: New or enhanced programs made possible by equipment received.

Indicator 4: Audiences served by new or enhanced programs.

Applicants are encouraged to include additional indicators they believe will assess project impact.

More information on M&E plans is located http://www.state.gov/j/drl/p/c35797.htm.

Section 3 Budget:

No funding is awarded as part of this property grant. Therefore, no budget is required.

Section 4 – Key Personnel Resumes – a resume, not to exceed 1 page in length, must be included for the proposed key staff persons, such as the Project Director. If an individual for this type of position has not been identified, the applicant may submit a 1-page position description, identifying the qualifications and skills required for that position, in lieu of a resume.

Section 5 - Application for Federal Assistance (SF-424): The SF424 is the standard cover sheet for applications. This form can be found on-line at:

https://statebuy.state.gov/fa/Pages/Forms.aspx.

Please note:

1. Other items NOT required/requested for submission, but which may be requested if your application is selected for funding include:

Copies of an organization or program audit within the last two (2) years

Copies of relevant human resources, financial, or procurement policies

Copies of other relevant organizational policies or documentation that would help the Department determine your organization’s capacity to manage a federal grant award overseas.

Completion of a pre-award organizational information sheet, to determine what financial controls and standard operating procedures an organization uses to procure goods and services, hire staff and track time and attendance, pay for grant-related travel, and other financial transactions which may be necessary to undertake the activities in your application.

2. The U.S. Embassy reserves the right to request any additional programmatic and/or financial information regarding the proposal.

http://www.state.gov/j/drl/p/c35797.htm https://statebuy.state.gov/fa/Pages/Forms.aspx

3. Dun and Bradstreet Universal Numbering System (DUNS) and System for Award

Management (SAM). Organizations must have a Data Universal Numbering System

(DUNS) number from Dun & Bradstreet, if your organization does not have one already, you may obtain one by calling 1-866-705-5711 or visiting http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=81407B1F03F2BDB12

3DD47D19158B75F. Organizations must also maintain an active SAM registration

(www.SAM.gov) with current information at all times during which they have an active

Federal award or an application under consideration by a Federal awarding agency. The

U.S. Department of State may not make an award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements by the time the Department is ready to make an award. The Department may determine that the applicant is not qualified to receive an award and use this determination as a basis for making an award to another applicant.

Submission Dates and Times

Application Deadline: All applications must be received by April 1, 2015 at 11:59 p.m. U.S.

Eastern Time. For the purposes of determining if an award is submitted on time, officials will utilize the time-stamp provided by Grants.gov. This deadline is firm and is not a rolling deadline. If organizations fail to meet the deadline noted above their application will be considered ineligible and will not be considered for funding.

Applications are accepted in English only, and final grant agreements will be concluded in

English. Budgets shall be submitted in U.S. dollars and final grant agreements will be conducted in U.S. dollars.

Question Deadline: For questions on this solicitation please contact Javier Pareja, Grants

KabulPASProposals@state.gov. Questions must be received on or before March 10, 2015, 11:59 p.m., Kabul time. Answers to questions will be posted at http://www.grants.gov and http://kabul.usembassy.gov/pdprp.html.

Application Submission Process: There are two submissions methods available to applicants.

Applicants may submit their application using Submission Method A or Submission Method B outlined below.

Submission Method A: Submitting all application materials directly to the following email address: KabulPASProposals@state.gov. Applicants opting to submit applications via email to

Kabulpasproposals@state.gov must include the Funding Opportunity Title and Funding

Opportunity Number in the subject line of the email.

Submission Method B: Application materials may be submitted electronically through

Grants.gov. Thorough instructions on the application process are available at http://www.grants.gov. For questions relating to Grants.gov, please call the Grants.gov Contact http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=81407B1F03F2BDB123DD47D19158B75F http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=81407B1F03F2BDB123DD47D19158B75F http://www.sam.gov/ mailto:KabulPASProposals@state.gov http://www.grants.gov/ http://kabul.usembassy.gov/pdprp.html mailto:Kabulpasproposals@state.gov

Center at 1-800-518-4726. Please note: kabulpasproposals@state.gov is unable to assist with technical questions or problems applicants experience with Grants.gov, DUNS or SAMS. Please refer to the contact information for these organizations/processes listed in this NOFO.

Applicants must register with Grants.gov prior to submitting an application. Registering with

Grants.gov is a one-time process; however, it may take two weeks or longer to have the registration validated and confirmed. Please begin the registration process immediately to ensure that the process is completed well in advance of the deadline for applications. Until that process is complete, you will not be issued a user password for Grants.gov, which is required for application submission. There are four steps that you must complete before you are able to register: (1) Obtain a Data Universal Numbering System (DUNS) number from Dun &

Bradstreet (if your organization does not have one already) by calling 1-866-705-5711; (2)

Register with System for Award Management (SAM) www.SAM.gov; (3) Register yourself as an Authorized Organization Representative (AOR); and (4) Be authorized as an AOR by your organization. For more information, go to www.grants.gov. Please note that your SAM registration must be annually renewed. Failure to renew your SAM registration may prohibit submission of a grant application through Grants.gov.

Intergovernmental Review

This funding opportunity is not subject to Executive Order 12372 “Intergovernmental Review of

Federal Programs”.

Funding Restrictions

No funding is provided under this program.

E. APPLICATION REVIEW INFORMATION

Selection Criteria

Eligible applications submitted under this opportunity will be evaluated and rated on the basis of the criteria detailed below. The criteria are designed to assess the quality of the proposed project plan/approach, and to determine the likelihood of its success. The criteria are closely related and are considered as a whole in judging the overall quality of an application. Applications will be reviewed on the basis of their fullness, coherence, clarity, and attention to detail. Proposals will be selected for funding based on an evaluation of how the proposal meets the solicitation review criteria, U.S. foreign policy objectives, and the priority needs of PAS. Past performance on grants awarded by the U.S. Department of State, other United States government entities, or international donor agencies may also be considered.

PAS reviews all proposals for eligibility. Eligible proposals will be subject to compliance of federal and Public Diplomacy regulations and guidelines and may also be reviewed by the Office of the Legal Adviser or by other Department elements. Final technical authority for assistance awards resides with the Department’s Grants Division.

Selection criteria for this NOFO will include:

mailto:kabulpasproposals@state.gov

1. Quality of the program idea and program planning (30 points): The proposed project plan should be well developed, respond to the design outlined in the solicitation and demonstrate originality. The project should have clear goals and objectives and metrics for determining whether the project goals were met. It should be clearly and accurately written, substantive and with sufficient detail. The program plan should adhere to the program overview and guidelines described above, and should reference the applicant’s capacity to meet all needs specified in the

NOFO. The Applicant should present a clear, well developed plan for the utilization of the equipment. The Applicant’s plan should explain how the requested equipment would be utilized in existing media operations and/or existing or new educational or training programs.

2. Ability to achieve program objectives (30 points): Objectives should be reasonable and feasible. Applications should clearly demonstrate how the institution will meet the program's objectives and plan. Proposed personnel, institutional resources and partner organizations should be adequate and appropriate to achieve the program goals. The Applicant should demonstrate its knowledge of the operational requirements of the requested equipment and demonstrate its ability to successfully operate the requested equipment. The Applicant should demonstrate its knowledge of the maintenance requirements for the equipment and demonstrate its ability to successfully maintain the requested equipment.

3. Institution’s record and capacity (15 points): The application should demonstrate an institutional record, including successful programming, responsible fiscal management involving complex budgets, and compliance with reporting requirements, especially for U.S. Government grants. The application should demonstrate experience in human resources and overseeing staffing.

4. Sustainability (15 points): Proposed project should address the applicant’s strategy for ensuring that the project benefits will continue to be realized on a long-term basis after the conclusion of the period of performance of the award. Applicant should clearly address a feasible approach to the Sustainability Plan. The Applicant should demonstrate its ability to sustain the operation and maintenance of the requested equipment without further assistance from the

United States Government.

5. Monitoring and Evaluation (10 points): Applications should demonstrate the capacity for engaging in impact assessments and providing objectives with measurable outputs and outcomes.

The applicant should describe its plan for monitoring and reporting project outcomes.

Review and Selection Process

It may take up to 90 days from the application deadline before an award or decline notice is sent from the embassy. Due to the volume of proposals received, individual responses to requests for updates prior to the 90 day timeframe may not be returned until final review and approval of proposals is completed. The U.S. Embassy Public Affairs Section utilizes the following review and selection process:

1. After the NOFO closes applications are reviewed for eligibility. Those applications found to be ineligible will be removed from the selection process. Those applications found to be eligible will be forwarded to an embassy review committee.

2. An embassy review committee, made up of PAS and other embassy personnel, will score and comment on eligible proposals. The highest scoring proposal will be recommended for funding by the committee. If the funding opportunity allows for the selection of multiple awards, awards will be chosen based on rank score and the availability of funding.

3. The committee’s recommendation is then forwarded to the Public Affairs Officer (PAO) for review and approval. At this stage potential requests for programmatic adjustments or conditions of an award may be suggested.

4. Upon approval of the Public Affairs Officer, the proposal is then assigned to a Grants

Officer Representative (GOR). The GOR will make contact with the applicant to discuss and negotiate any potential changes to the proposal.

5. The GOR then submits the draft Notice of Award and grant proposal to a Washington, D.C. Grants Officer for approval. Additional clarification or negotiations may take place as part of the Grant Officer’s review. The Grants Officer is the only Government Official who may write, award, and administer grants and cooperative agreements. No other individual throughout the selection process is allowed to commit funds or guarantee an award.

6. After approval from the Grants Officer, the GOR will provide a copy of the signed award and required documents to the applicant for counter-signature.

7. After a grant award(s) is made from this solicitation, those applicants whose proposals were not selected for funding will be notified.

Anticipated Time to Award: Applicants should expect to be notified if their proposal has been selected for award within 90 days after the submission deadline. PAS Kabul will provide information at the point of notification about any modification to the proposal or plan of work that will be required to finalize the award.

F. FEDERAL AWARD ADMINISTRATION INFORMATION

Federal Award Notices As described in Section E above, the successful applicant will be notified via email that its proposal has been selected to move forward in the review process; this email IS NOT an authorization to begin performance. The Grants Officer is the Government

Official delegated the authority by the U.S. Department of State Procurement Executive to write, award, and administer grants and cooperative agreements. The assistance award agreement is the authorizing document and it will be provided to the Recipient through email transmission.

The recipient may only incur obligations against the award beginning on the start date outlined in the DS-1909 award document that has been signed by the Grants Officer. See Section E for more information on pre-award costs. Organizations whose applications will not be funded will also be notified via email. Please refer to the anticipated time to award information in Section E.

Terms and Conditions: Recipients will be held to the applicable terms and conditions found at https://www.statebuy.state.gov/fa/Pages/TermsandConditions.aspx.

It is the Recipient’s responsibility to ensure they are in compliance with all applicable terms, conditions, and OMB guidance and requirements. Those organizations found to be in non-https://www.statebuy.state.gov/fa/Pages/TermsandConditions.aspx compliance may be found ineligible for funding or designated high risk.

2 CFR 200 Uniform Administrative Requirements, Costs Principles, and Audit

Requirements for Federal Awards: All applicants must adhere to the regulations found in 2 CFR

200 Uniform Administrative Requirements, Costs Principles, and Audit Requirements for Federal

Awards.

Branding Requirements: As a condition of receipt of a grant award, all materials produced pursuant to the award, including training materials, materials for recipients or materials to communicate or promote with foreign audiences a program, event, project, or some other activity under an agreement, including but not limited to invitations to events, press materials, and backdrops, podium signs, etc. must be marked appropriately with the standard, rectangular U.S.

flag in a size and prominence equal to (or greater than) any other logo or identity. Note:

Exceptions to the branding requirement are allowable under certain conditions. If an applicant is notified that their award has been chosen for funding, the Grants Officer will determine, in consultation with the applicant, if an exception is applicable.

Evaluation: In line with the Department of State’s Evaluation Policy, the U.S. Embassy Kabul

Public Affairs Section may include this award in its program evaluation efforts. When applicable and feasible, the Recipient shall cooperate with the Grants Officer (GO) and Grants Officer

Representative (GOR) requests to contribute data on specific performance measures and indicators;

consider GO and GOR input on design and methodology of Recipient-led evaluation efforts;

provide any evaluation reports produced under the award to the GO and GOR for review;

incorporate the project into any third-party evaluations that PAS may initiate.

Reporting Requirements:

1. Recipients are required to submit quarterly (calendar year) program progress and financial reports throughout the project period. Progress (SF-PPR, narrative) and financial reports (SF 424 and a detailed financial expenditure report) are due 30 days after the reporting period. Final certified programmatic and financial reports are due 90 days after the close of the project period.

o First Quarter (January 1 – March 31): Report due by April 30 o Second Quarter (April 1 – June 30): Report due by July 30 o Third Quarter (July 1 – September 30): Report due by October 30 o Fourth Quarter (October 1 – December 31): Report due by January 30

All reports are to be submitted electronically.

2. Awardees that are deemed to be high risk may be required to submit more extensive and frequent reports until their high risk designation has been removed.

3. The Awardee must provide the Embassy on an annual basis an inventory of all the U.S.

government provided equipment using the SF428 form.

4. Awardees are required to comply with the following Special Provision for Performance in a Designated Combat Area and Future Contingency Operations (Currently Iraq and

Afghanistan) (Revised August 2014) http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl

Each federal assistance award within areas of combat operations or future contingency operation, as designated by the Secretary of Defense (currently Iraq and Afghanistan), over $150,000 or providing for performance over 30 days must be registered in the

Department of Defense maintained Synchronized Pre-deployment and Operational

Tracker (SPOT) system. Each federal assistance award shall be registered in SPOT before personnel deployment. The DoS SPOT Program Office can assist with entering awards in SPOT. Please send an email to AQMOps@state.gov for information.

Information on how to register in SPOT and how to report the total number of recipient personnel deploying under each award will be contained in a Special Provision within each assistance award.

Recipients that do not utilize personnel who are performing a private security function; or require access to U.S. facilities, services, or support can be entered through the SPOT aggregate functionality. Upon the award of a grant/and or cooperative agreement in a designated area of combat operations or future contingency operation (currently Iraq and

Afghanistan), the Grants Officer or his/her designee will enter the following award information into SPOT to include (i) a brief description of the contract (to the extent consistent with security considerations); (ii) the total value of the contract; and (iii) whether the contract was awarded competitively. The Recipient should send updated deployment numbers for each award sent to the Grants Officer and his/her designee and the Department of State’s SPOT program office on a quarterly basis as follows:

The Recipient is required to submit with the quarterly financial report submission information regarding the number of individuals receiving payment from the funds being granted under this award. This report is due 30 days after the calendar year quarter and 90 days after the award period end date and also should be sent to AQMOps@state.gov with the subject line “SPOT Quarterly Report -- Award Number”. The following information shall be provided:

1. Total number of individuals receiving payment from the funds being granted:

a. Total Number U.S. Personnel Deployed:

b. Total Number Host Country Personnel:

c. Total Third Country Personnel Deployed:

These reports should be sent to AQMOps@state.gov. The SPOT program office will enter the numbers into SPOT.

Recipients utilizing personnel who are performing a private security function; or require access to U.S. facilities, services, or support must be entered into SPOT individually with all required personal information. The Recipient organization will designate a SPOT administrator who will obtain a SPOT company administrator account. Recipients of federal assistance awards shall register personnel in SPOT before deployment, or if already operational in the designated operational area, register personnel upon becoming an employee under the award and maintain current data in SPOT. Procedures on how to register in SPOT will be provided by the Grants Officer and his/her designee.

mailto:AQMOps@state.gov

Recipient performance may require the use of armed private security personnel. To the extent that such private security contractors (PSCs) are required, Recipients are required to ensure they adhere to Chief of Mission (COM) policies and procedures regarding the operation, oversight, and accountability of PSCs.

In a designated area of combat operations or future contingency operation, the term PSC includes any personnel providing protection of the personnel, facilities, property of a

Recipient or sub-recipient at any level, or performing any other activity for which personnel are required to carry weapons in the performance of their duties. In a designated area of combat operations or future contingency operation, the term PSC includes any personnel providing protection of the personnel, facilities, property of a

Recipient or sub-recipient at any level, or performing any other activity for which personnel are required to carry weapons in the performance of their duties.

As specific COM policies and procedures may differ in scope and applicability, recipients of federal assistance awards are advised to review post policies and procedures carefully in this regard and direct any questions to the Embassy Regional Security Office

(RSO) via the Grants Officer Representative (GOR). Any exclusion to these policies must be granted by the COM via the RSO. COM policies and procedures may be obtained from the RSO via the GOR. Recipients of federal assistance awards are also advised that these policies and procedures may be amended from time to time at the post in response to changing circumstances.

Recipients of federal assistance awards are advised that adherence to these policies and procedures are considered to be a material requirement of the award.

Recipients of federal assistance awards are reminded that only the Grants Officer has the authority to modify the Notice of Award. Recipients shall proceed with any security guidance provided by the RSO, but shall advise the Grants Officer and the GOR of the guidance received and any potential cost or schedule impact.

G. FEDERAL AWARDING AGENCY CONTACTS

For questions on the requirements of this solicitation, contact Javier Pareja, Grants

Email: KabulPASProposals@state.gov (Preferred method of communication)

Phone: Within Afghanistan: 0700107127, From the U.S.: 1-301-490-1042 x7127 or x8540

For questions relating to Grants.gov, please call the Grants.gov Contact Center at 1-800-

518-4726.

To inquire about the process for obtaining a Negotiated Indirect Cost Rate Agreement

(NICRA), contact Donald Hunter at HunterDS@state.gov.

H. OTHER INFORMATION

Disclaimers

The Federal government is not obligated to make any Federal award as a result of the announcement. Issuance of this NOFO does not constitute an award commitment on the part of the U.S. government, nor does it commit the U.S. government to pay for costs incurred in the preparation and submission of proposals. Further, the U.S. government reserves the right to reject any or all proposals received. The U.S. government also reserves the right to make an award in excess of the award ceiling.

If a proposal is funded, the Department of State has no obligation to provide any additional future funding in connection with the award. Renewal of an award to increase funding or extend the period of performance is at the total discretion of the Department of State.

This NOFO is subject to funds availability. Awards may be granted only if appropriated funds are allocated to the United States Embassy in Kabul by Department of State central budget authorities.

mailto:HunterDS@state.gov