exchanges support Notice of Funding Opportunity_ 6-26-2020 FINAL.pdf

U.S. DEPARTMENT OF STATE

U.S. EMBASSY Public Affairs Section Notice of Funding Opportunity

U.S. Embassy, Moscow

Public Affairs Section Request for Grant Proposals: FY 2021 Exchanges support

Announcement Type: Cooperative Agreement

Application Deadline: August 15, 2020

Total Funding: up to $450,000, with a potential for more funding pending the availability of funds.

Funding Opportunity Number: DOSRUS20CA007

Catalogue of Federal Domestic Assistance Number: 19.040

Anticipated Award Date: October 1, 2020

Anticipated Project Completion Date: December 31, 2021

Funding Opportunity Title: FY 2021 Exchanges Support

Eligible Applicants: Applications may be submitted by public and private non-profit organizations meeting the provisions described in Internal Revenue Code section 26 USC

501(c)(3), public and private institutions of higher education.

A. PROGRAM DESCRIPTION

The U.S. Embassy’s Public Affairs Section in Moscow (PAS Moscow) invites proposal submissions for a cooperative agreement to administer the FY 2020-2021 Exchanges Support program. The grant recipient will work closely with Public Affairs and Cultural Affairs at

Mission Russia to facilitate short-term exchange opportunities for Russian students and professionals. Please carefully follow all instructions below.

Award recipients will consult closely with PAS Moscow to provide both in-country and international logistical support for the winners of the following programs; Global UGRAD, Fulbright Teaching Excellence and Achievement Program, Ben Franklin, Between the Lines, Herbert Humphry, SUSI, IVLP, Open World, and others as required.

The grantee, using the grant funds, will be responsible for providing logistical support for

Embassy-selected participants such as purchasing airline tickets, arranging lodging, procuring ground transportation, dispersing M&IE, and paying fees related to visa services, as directed by

PAS Moscow. The grantee will respond to emails in Russian from Russian exchange participants and prospective applicants and arrange international and in-country logistics. The grantee will also arrange virtual exchanges, including: webinars, online talks, ongoing online seminars, and virtual predeparture orientations and virtual reentry debriefings.

At a minimum, over the course of the grant performance period, the grantee (using funds in the grant) will be required to:

• Create a landing page in the Russian language that outlines all USG-funded opportunities for Russians who wish to study in the United States, with links to more information.

• Contract one full-time and one part-time staff member dedicated to logistics and program operations,

• Maintain contact with approximately 200 exchange participants,

• Purchase approximately 200 international airline tickets,

• Purchase approximately 200 in-country airline or train tickets,

• Reserve hotels for approximately 150 participants,

• Download approximately 450 applications for 5 programs,

• Arrange monthly virtual programs, and,

• Upload participant data for 250 participants into a database.

Proposals should include:

1. Details of the organization’s capacity for handling travel and communication logistics within the United States and Russia.

2. Details of the organization’s familiarity with all applicable U.S. and Russian law pertaining to travel, travel for unaccompanied minors, finances, privacy, collection and storage of personal information, and exchange-related logistics.

3. Details of the organization’s familiarity working with Russian teachers and students, as well as working with American NGOs and institutions of higher education.

Examples of activities within the scope of work include:

• Contacting primary and alternate exchange program participants to explain the next steps for travel to their sites,

• Answering basic questions about their exchange program,

• Connecting exchange program participants with the relevant contact in case of questions, changes, or emergencies,

• Arranging airfare for exchange participants to travel for visa interviews or TOEFL tests,

• Purchasing international airfare according to U.S. federal Fly America Act regulations,

• Procuring or reimbursing participants for transportation and other incidence costs,

• Disbursing M&IE, per diem, and other costs to exchange program participants,

• Uploading exchange participant data and documents into databases,

• Directing exchange participants to fill out visa applications and other forms,

• Receiving U.S. government forms related to visas,

• Downloading application materials,

• Arranging online seminars and talks, and,

• Supporting exchange participants in visa interview arrangements.

Program Specifics:

The grantee will be required to:

Recruit and select two Russian-speaking coordinators who can manage the program in Russia.

Build a website dedicated to American exchanges and education that guides Russian citizens to exchange and education opportunities. The website should use the latest technologies and integrate news from the Embassy and alumni stories, in compliance with all Russian laws. The website should focus on educating Russian audiences and dispelling myths about the visa and college application experience.

Advertise exchange programs, answer questions from prospective participants, download applications, convene application reading panels, select semi-finalists, convene interview panels, coordinate J-1 visa interview dates and logistics, arrange hotel accommodation, in Moscow when necessary, purchase in-country and international airfare, and disperse travel allowances and reader honorariums.

In many cases, additional funds or fund sites will be provided for the purchase of international airfare and other costs. The cost of airfare, lodging, and other logistics should not be included in the award amount as it will be dispersed on an as-needed basis.

The coordinators will also create virtual programs with the supervision of the Public Affairs

Section. Virtual programs will link Russians and Americans for one-time talks and ongoing seminars. The grantee will also arrange virtual predeparture seminars and virtual reentry seminars.

B. FEDERAL AWARD INFORMATION

Length of performance period: October 1, 2020 to December 31, 2021

Number of awards anticipated: one

Total available funding: $450,000, pending the availability of funds

Type of Funding: FH

Anticipated program start date: October 1, 2020

This notice is subject to availability of funding.

Funding Instrument Type: Cooperative agreement

In a cooperative agreement, PAS Moscow is substantially involved in program activities above and beyond routine monitoring. The Embassy will identify and work closely with Russian partners to carry out the activities, serving as the main conduit of information to the Russian organizations and partners. The Embassy will also be responsible for monitoring the activity and representing the U.S. Government during the course of the programming. In addition, PAS Moscow will:

• Approve in-country staff member hiring;

• Approve changes in key personnel;

• Approve the location and members for all selection panels;

• Participate in all interview panels.

For some programs (such as IVLP and Open World), as outlined above, the U.S. Embassy

Moscow and U.S. Consulates’ roles and responsibilities will include identifying the exchange participants.

For the purpose of this grant, all actual program costs must be used in the budget. The grantee organization must have effective internal procedures in place to advance, reimburse and closely monitor all expenses. The grantee must receive approval for program expenditures before committing funds (i.e., the grantee should not promise funding an exchange participant without

Embassy approval), and must track funds remaining. The grantee will be required to provide the

Embassy with their program account records at the Embassy’s request.

Program Performance Period: Proposed programs should be completed in December 31, 2020

Pending successful implementation of this program and the availability of funds in subsequent fiscal years, it is Embassy Moscow’s intent to renew this cooperative agreement for up to two additional consecutive fiscal years before openly competing it again.

The Department of State will entertain applications for continuation grants funded under these awards beyond the initial budget period on a non-competitive basis subject to availability of funds, satisfactory progress of the program, and a determination that continued funding would be in the best interest of the U.S. Department of State.

C. ELIGILIBITY INFORMATION

1. Eligible Applicants

The following organizations are eligible to apply: U.S. non-commercial organizations and academic institutions (both Public and Private) are eligible to apply. U.S. public and private non-profit organizations must meet the provisions described in Internal Revenue Code section 26

USC 501(c)(3).

2. Cost Sharing or Matching

There is no required cost sharing or matching funds for this competition.

3. Other Eligibility Requirements

In order to be eligible to receive an award, all organizations must have a unique entity identifier

(Data Universal Numbering System/DUNS number from Dun & Bradstreet), as well as a valid registration on www.SAM.gov. Please see Section D.3 for information on how to obtain these registrations. Individuals are not required to have a unique entity identifier or be registered in

SAM.gov.

a) Technical Eligibility: All proposals must comply with the requirements and guidance included in this NOFO. Not following the guidance will result in the proposal being declared technically ineligible and given no further consideration in the review process.

b) Eligible applicants may not submit more than one proposal in this competition.

If more than one proposal is received from the same applicant, all submissions will be declared technically ineligible and will receive no further consideration in the review process.

Please note: Applicant organizations are defined by their legal name, and EIN number as stated on their completed SF-424 and additional supporting documentation outlined in the PSI document.

c) Taxes: Successful applicants are responsible for complying with all applicable tax treaties and federal, state and local laws on tax withholding and reporting for project participants.

D. APPLICATION AND SUBMISSION INFORMATION

1. Address to Request Application Package

Interested applicants may request the full text of this Notice of Funding Opportunity (NOFO) via email to GrantsRussia@state.gov. The NOFO may also be found on www.grants.gov as well as the website of the U.S. Embassy in Moscow: http://moscow.usembassy.gov/cooperation.html.

Applicants may also request a NOFO in writing to: Grants Team, Public Affairs Section, U.S.

Embassy Moscow, Public Affairs Section, Bolshoy Devyatinskiy Pereulok 8, Moscow 121099, Russian Federation.

2. Content and Form of Application Submission

Please follow all instructions below carefully. Proposals that do not meet the requirements of this announcement or fail to comply with the stated requirements will be ineligible.

Content of Application

Please ensure:

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

• All documents are in English

• All budgets are in U.S. dollars

• All pages are numbered

• All documents are formatted to 8 ½ x 11 paper, and

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

The following documents are required:

1. Mandatory application forms

• SF-424 (Application for Federal Assistance – organizations) at https://ru.usembassy.gov/education-culture/cooperation-programs/ and https://www.grants.gov/

• SF424A (Budget Information for Non-Construction programs) at https://ru.usembassy.gov/education-culture/cooperation-programs/ and https://www.grants.gov/ mailto:GrantsRussia@state.gov http://www.grants.gov/ http://moscow.usembassy.gov/cooperation.html https://ru.usembassy.gov/education-culture/cooperation-programs/ https://ru.usembassy.gov/education-culture/cooperation-programs/

2. Summary Page: Cover sheet stating the applicant name and organization, proposal date, program title, program period proposed start and end date, and brief purpose of the program.

3. Proposal: The narrative should detail the applicant’s experience and organizational capability in carrying out the facilitation of exchange program logistics. In addition, the proposals should address the organization’s knowledge of the Russian legal and political environment as it relates to cultural and professional exchanges. The proposal should outline the initial year of funding, as well as any anticipated budget changes should the cooperative agreement be renewed for additional years.

• Proposal Summary: Short narrative that outlines the proposed program, including program objectives and anticipated impact.

• Introduction to the Organization applying: A description of past and present operations, showing ability to carry out the program, including information on all previous grants from the U.S. Embassy and/or U.S. government agencies.

• Problem Statement: Clear, concise and well-supported statement of the problem to be addressed and why the proposed program is needed

• Program Goals and Objectives: The “goals” describe what the program is intended to achieve. The “objectives” refer to the intermediate accomplishments on the way to the goals. These should be achievable and measurable.

• Program Activities: Describe the program activities and how they will help achieve the objectives.

• Program Methods and Design: A description of how the program is expected to work to solve the stated problem and achieve the goal. Include a logic model as appropriate.

• Proposed Program Schedule and Timeline: The proposed timeline for the program activities. Include the dates, times, and locations of planned activities and events.

• Key Personnel: Names, titles, roles and experience/qualifications of key personnel involved in the program. Not all personnel need to be hired at this point. You should indicate your top choice of personnel to hire for this program, and may list alternates if you desire. Please provide as much detail about proposed personnel as possible, such as prior places worked, connections to exchange program management, and their readiness to work on this project. Please list where they will work and what proportion of their time will be used in support of this program?

• Program Partners: List the names and type of involvement of key partner organizations and sub-awardees.

• Program Monitoring and Evaluation Plan: This is an important part of successful grants. Throughout the time-frame of the grant, how will the activities be monitored to ensure they are happening in a timely manner, and how will the program be evaluated to make sure it is meeting the goals of the grant?

• Future Funding or Sustainability Applicant’s plan for continuing the program beyond the grant period, or the availability of other resources, if applicable.

Budget

The budget should outline the administrative costs involved in carrying out the range of described functions. For example, the proposal should indicate the anticipated administrative costs for hiring and maintaining staff who will make travel arrangements for Russian exchange participants, building a landing page, and the other tasks outlined in this notice of funding. For example, although the total ceiling of the award is $450,000, the administrative costs will only be a portion of the total grant award. Participant travel funding will be supplied separately and should only be included in the budget as estimates. Participant travel can be included as a single line item that comprises the remaining award value.

Please note that there is no expectation that we can anticipate exactly how many participants this funding will support under this cooperative agreement at this time. This will be determined in consultation with the Embassy. During the admiration of the program, actual costs of exchange participant travel must be used, not estimates submitted on the budget.

4. Budget Justification Narrative: After filling out the SF-424A Budget (above), use a separate sheet of paper to describe each of the budget expenses in detail. See section H. Other

Information: Guidelines for Budget Submissions below for further information.

5. Attachments:

• 1-page CV or resume of key personnel who are proposed for the program; not all personnel must be hired at this point, but you should indicate who you would seek to hire if you were awarded the grant

• Letters of support from program partners describing the roles and responsibilities of each partner

• If your organization has a NICRA and includes NICRA charges in the budget, your latest

NICRA should be included as a PDF file.

• Official permission letters, if required for program activities

6. Unique Entity Identifier and System for Award Management (SAM.gov)

Required Registrations:

Any applicant listed on the Excluded Parties List System (EPLS) in the System for Award

Management (SAM) is not eligible to apply for an assistance award in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR, 1986 Comp., p. 189) and 12689 (3 CFR, 1989 Comp., p. 235), “Debarment and Suspension.” Additionally, no entity listed on the EPLS can participate in any activities under an award. All applicants are strongly encouraged to review the EPLS in SAM to ensure that no ineligible entity is included.

All organizations applying for grants (except individuals) must obtain these registrations. All are free of charge:

• Unique entity identifier from Dun & Bradstreet (DUNS number)

• NCAGE/CAGE code

• www.SAM.gov registration

Step 1: Apply for a DUNS number and an NCAGE number (these can be completed simultaneously) https://sam.gov/ https://sam.gov/ http://www.sam.gov/

DUNS application: 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

NCAGE application: Application page here:

https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

Instructions for the NCAGE application process:

https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCA

GE.pdf

For NCAGE help from within the U.S., call 1-888-227-2423

For NCAGE help from outside the U.S., call 1-269-961-7766

Email NCAGE@dlis.dla.mil for any problems in getting an NCAGE code.

Step 2: After receiving the NCAGE Code, proceed to register in SAM.gov by logging onto:

https://www.sam.gov. SAM registration must be renewed annually.

1. Submission Dates and Times

Applications must be submitted electronically via email to: GrantsRussia@state.gov.

Applications submitted to other email addresses will be determined ineligible for consideration.

Applications are due no later than August 15, 2020, 6 pm Moscow time. Emails that show a time stamp produced by the Department of State system as having been received after 6 p.m. will be ineligible for consideration.

2. Funding Restrictions: Please note that award funds cannot be used for alcoholic beverages.

a) Indirect Charges: An organization with a Negotiated Indirect Cost Rate Agreement (NICRA) from a cognizant (primary) federal government agency should include a copy of the cost-rate agreement. Applicants should indicate in the proposal budget how the rate is applied and if any of the rate will be cost-shared. Organizations claiming indirect costs should have an established

NICRA. If sub-grantees are claiming indirect costs, they should have an established NICRA that is also submitted with the proposal package. If your organization does not have a NICRA, and the proposal budget has a line item for indirect cost charges, those indirect charges may not exceed 10%.

b) Pre-award Costs: Any costs incurred prior to the award start date in the Federal Notice of

Award are incurred at the recipient’s own risk. Approval of these costs require authorization of the

Grants Officer to be considered allowable, will only be considered on a case-by-case basis, and will only be authorized in extraordinary circumstances. Applicants should assume that any costs incurred before the start date on the Federal Notice of Award will not be authorized.

http://fedgov.dnb.com/webform https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf mailto:NCAGE@dlis.dla.mil https://www.sam.gov/

E. APPLICATION REVIEW INFORMATION

1. Criteria

Technically eligible applications will be competitively reviewed according to the criteria stated below. Criteria are weighed according to the percentages indicated.

30% Organizational capacity and record on previous grants: The organization has expertise in its stated field and PAS is confident of its ability to undertake the project. This includes a financial management system and a bank account.

30% Budget: The budget justification is detailed, and costs are allowable. Costs are reasonable in relation to the proposed activities and anticipated results. The budget is realistic, accounting for all necessary expenses to achieve proposed activities. Budget demonstrates efficient use of funds, appropriate to achieve project goals. The overhead and administrative components of the proposal, including salaries and honoraria, should be kept as low as possible. The budget and narrative justification are complete and reasonable in relation to the proposed activities and anticipated results. All other items should be consistent with project plans and activities.

10% Monitoring and Evaluation plan: The Project Plan should provide sufficient detail on program monitoring and evaluation during the project performance period, as well as demonstrate an understanding of potential risks and challenges associated with the project. The grantee should be prepared to assess the impact on audiences and attendees to evaluate the impact of each event. The project should include output and outcome indicators, and show how and when those will be measured.

15% Sustainability Project activities will continue to have positive impact after the end of the project.

15% Public Outreach: The program includes live or real-time social media products in Russian, or otherwise promotes the collaborative nature of the projects to the Russian public.

2. Review and Selection Process

The Embassy’s Public Affairs Section will first review all proposals for technical eligibility.

Proposals will be deemed ineligible if they do not fully adhere to the guidelines stated in this

NOFO. Eligible proposals will be subject to compliance with Federal and Bureau regulations and guidelines and will be reviewed by a panel of at least three Embassy Officers and scored according to the criteria above. All awards will be assessed for risk prior to their issuance.

3. Federal Awardee Performance & Integrity Information System (FAPIIS)

For any Federal award under a notice of funding opportunity, if the Federal awarding agency anticipates that the total Federal share will be greater than the simplified acquisition threshold on any Federal award under a notice of funding opportunity may include, over the period of performance (see §200.88 Simplified Acquisition Threshold), this section must also inform applicants:

i. That the Federal awarding agency, prior to making a Federal award with a total amount of

Federal share greater than the simplified acquisition threshold, is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);

ii. That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that a Federal awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;

iii. That the Federal awarding agency will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant's integrity, business ethics, and record of performance under Federal awards when completing the review of risk posed by applicants as described in §200.205 Federal awarding agency review of risk posed by applicants.

F. FEDERAL AWARD ADMINISTRATION INFORMATION

a. Federal Award Notices

The grant award or cooperative agreement will be written, signed, awarded, and administered by the Grants Officer. The assistance award agreement is the authorizing document and it will be provided to the recipient for review and signature by email. The recipient may only start incurring program expenses beginning on the start date shown on the grant award document signed by the Grants Officer.

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

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.

Payment Method:

Payments shall be disbursed via EFT upon receipt of a signed SD-270 form and required reporting, in at least four installments. Please note that no more than 80% of funding will be advanced prior to the end of the grant performance period.

b. Administrative and National Policy Requirements

Terms and Conditions: Before submitting an application, applicants should review all the terms and conditions and required certifications which will apply to this award, to ensure that they will be able to comply. These include:

2 CFR 200, 2 CFR 600, Certifications and Assurances, and the Department of State Standard

Terms and Conditions, all of which are available at:

https://www.statebuy.state.gov/fa/pages/home.aspx

Note the U.S Flag branding and marking requirements in the Standard Terms and Conditions.

c. Reporting

Recipients will be required to submit financial reports and program reports. The award document will specify how often these reports must be submitted. At a minimum, quarterly financial and narrative reporting will be required. A final, comprehensive report will also be required, due no later than 90 days after completion or termination of all project activities.

Applicants should be aware of the post award reporting requirements reflected in 2 CFR 200

Appendix XII—Award Term and Condition for Recipient Integrity and Performance Matters.

G. FEDERAL AWARDING AGENCY CONTACTS

If you have any questions about the grant application process, please contact: GrantsRussia@state.gov.

H. OTHER INFORMATION

Guidelines for Budget Justification

Personnel and Fringe Benefits: Describe the wages, salaries, and benefits of temporary or permanent staff who will be working directly for the applicant on the program, and the percentage of their time that will be spent on the program.

Travel: Estimate the costs of travel and per diem for this program, for program staff, consultants or speakers, and participants/beneficiaries. If the program involves international travel, include a brief statement of justification for that travel.

Equipment: Describe any machinery, furniture, or other personal property that is required for the program, which has a useful life of more than one year (or a life longer than the duration of the program), and costs at least $5,000 per unit.

Supplies: List and describe all the items and materials, including any computer devices, that are needed for the program. If an item costs more than $5,000 per unit, then put it in the budget under Equipment.

https://www.statebuy.state.gov/fa/pages/home.aspx

Contractual: Describe goods and services that the applicant plans to acquire through a contract with a vendor. Also describe any sub-awards to non-profit partners that will help carry out the program activities.

Other Direct Costs: Describe other costs directly associated with the program, which do not fit in the other categories. For example, shipping costs for materials and equipment or applicable taxes. All “Other” or “Miscellaneous” expenses must be itemized and explained.

Indirect Costs: These are costs that cannot be linked directly to the program activities, such as overhead costs needed to help keep the organization operating. If your organization has a

Negotiated Indirect Cost Rate (NICRA) and includes NICRA charges in the budget, attach a copy of your latest NICRA. Organizations that have never had a NICRA may request indirect costs of 10% of the modified total direct costs as defined in 2 CFR 200.68.

“Cost Sharing” refers to contributions from the organization or other entities other than the U.S.

Embassy. It also includes in-kind contributions such as volunteers’ time and donated venues.

Alcoholic Beverages: Please note that award funds cannot be used for alcoholic beverages.