Amended FY 2023 - U.S. Speaker Program NOFO.pdf

Department of State Bureau of Educational and Cultural Affairs (ECA) Notice of Funding Opportunity (NOFO):

FY 2023 U.S. Speaker Program Announcement Type: Amendment to a New Cooperative Agreement Funding Opportunity Number: SFOP0009567 Assistance Listing (formerly CFDA) Number: 19.440 Key Date/Application Deadline: May 30, 2023

Executive Summary: The U.S. Department of State’s Bureau Educational and Cultural Affairs (ECA) announces an open competition to support the Office of U.S. Speaker Program. U.S.

public and private non-profit organizations meeting the provisions described in Internal Revenue Code section 26 U.S.C. 501 (c)(3) may submit proposals to provide administrative and programmatic support for the U.S. Speaker Program. Through this cooperative agreement, ECA plans to support approximately 700 programs annually engaging all regions of the world.

For over 40 years, the Office of the U.S. Speaker Program has built lasting and sustained relations with U.S. citizen experts and foreign interlocutors that serve the American people. To accomplish this goal, the U.S. Speaker Program recruits dynamic American experts for in-person and/or virtual exchanges. All U.S. speakers are U.S. citizens. Through the Program, diverse American professionals establish and sustain linkages with foreign audiences and institutions, which directly contribute to economic and educational opportunities in the United States and around the world. The U.S. Speaker Program works with U.S. embassies and consulates to produce impactful traveling programs ranging from three days to three weeks in length and virtual programs, which can take place on a single specified date and time and may be part of a continuing series. Programmatic formats include lectures, workshops, seminars, and training series.

Only one proposal will be considered by ECA from each applicant organization. In cases where more than one submission from an applicant appears in grants.gov, ECA will only consider the submission made closest in time to the NOFO deadline; that submission would constitute the one and only proposal ECA would review from that applicant.

It is ECA’s intent to award a cooperative agreement of one base year plus two non-competitive continuations (NCCs). Please see section B.) Federal Award Information, below for additional details.

This NOFO has been amended to correct the anticipated project completion date to September 1, 2026, update section A.5 substantial involvement, and extend the deadline for submission.

A. PROGRAM DESCRIPTION

A.1. Authority Overall grant making authority for this program is contained in the Mutual Educational and Cultural Exchange Act of 1961, Public Law 87-256, as amended, also known as the Fulbright-

Hays Act. The purpose of the Act is "to enable the Government of the United States to increase mutual understanding between the people of the United States and the people of other countries...; to strengthen the ties which unite us with other nations by demonstrating the educational and cultural interests, developments, and achievements of the people of the United States and other nations...and thus to assist in the development of friendly, sympathetic and peaceful relations between the United States and the other countries of the world." The funding authority for the program above is provided through legislation.

A.2. Purpose The U.S. Speaker Program recruits dynamic American experts (referred to below as U.S.

speakers or program participants) to engage international audiences on topics of strategic importance to the United States. U.S. Speakers represent a broad range of expert knowledge and responsible and informed opinion. The U.S. Speaker Program Office connects with experts by contacting professional organizations, academic institutions, other Department of State and U.S. government entities, reviewing biographical information, conducting online searches or contacting former speakers for suggestions. All exchanges advance policy priorities and the United States’ strategic engagement

A.3. Program Specific Guidelines The office conducts approximately 700 programs annually worldwide. Programs are conducted in-person and/or through virtual engagement platforms. Traveling programs generally range from three days to three weeks in length. Virtual programs usually take place on a single specified date and time and may be part of a continuing series. It collaborates with U.S.

embassies and consulates to develop and implement customized programs; identifies and recruits prominent U.S. experts; tailors programs to meet specific needs of international audiences through workshops, lectures, seminars, podcasts, videos, consultations, and media engagements; utilizes innovative technologies to amplify messaging; and fosters long-term relationships between U.S. speakers and overseas audiences in order to sustain dialogue on key policy issues.

The U.S. Speaker Program goals are to:

• Support U.S. foreign policy goals by enabling U.S. citizen experts in a variety of fields to interact with key professional foreign audiences worldwide, in person and via virtual platforms

• Identify and recruit the most appropriate U.S. experts to undertake public diplomacy programs in response to Department of State strategic initiatives and requests from U.S.

missions abroad

• To engage in conversations that enable foreign audiences to learn more about U.S.

society, culture and institutions, thereby supporting development and growth of political, economic and social institutions abroad

• Establish sustained relationships and linkages between U.S. Speakers and foreign audiences and institutions to share knowledge and skills, increase American global competitiveness, and encourage strong civil society institutions

• Expand participation of diverse U.S. institutions, specifically Minority Serving Institutions (MSIs) and Americans in professional exchange programs

• Provide timely, comprehensive, and high-quality logistics services to ensure that U.S.

Speaker Programs are implemented in an effective and appropriate manner

• Use social media and content amplification to promote the U.S. Speaker Program as an established professional exchange opportunity for American experts to share knowledge and skills

Using these goals, applicants should identify their own specific objectives, and measurable outputs and outcomes based on the project specifications provided in this solicitation.

Proposals should indicate how recipients will achieve the short-term program goals, and how these goals will contribute to the achievement of the stated long-term outcomes. Competitive proposals will include the following:

• Resumes of experienced staff, who have demonstrated a commitment to implement and monitor international exchange projects and ensure outcomes.

• A comprehensive plan to monitor, evaluate, and report on project outcomes in relation to the specific U.S. Speaker Program goals.

• A clear outline and description of the roles and responsibilities of all proposed partner organizations in terms of program logistics, management, and oversight. Letters of intent from partner organizations such as travel arrangers and passport/visa facilitator must be included, if applicable.

• A specific outline of the type of agreement that will be established between the recipient and the program participants in terms of funding acceptance and possible recovery.

• A specific outline of how funding and airline tickets will be disbursed to program participants, and how passports/visas will be provided.

Successful implementation of the administrative components of the U.S. Speaker Program requires the full ability to comply with the following processes outlined below. These procedures and their associated timelines, help ensure effective and efficient programming.

Initial Project Request: The logistics for each program begins with an initial project request.

The recipient confirms receipt of a project authorization generally within one working day of transmission by the Office of the U.S. Speaker Program. The recipient will work in consultation with the Office of the U.S. Speaker Program to establish a process for the initiation and acknowledgement of projects, to include the development of a project authorization form. This form will also be used as the basis for reporting on actual expenditures vis-a-vis the amounts initially requested by the Office of the U.S. Speaker Program.

Travel: A request form will initiate arrangements for flights. Generally, within two working days of receipt of a Travel Request Form from the Office of the U.S. Speaker Program, the recipient will arrange preliminary flight schedules for program participants and submit them back to the Office of the U.S. Speaker Program for review. Flight requests may include both international travel and in-country program related flights. Please note that the recipient will develop a travel request form in consultation with the Office of the U.S. Speaker Program.

Scheduling of travel may involve several conversations between recipient and the Office of the U.S. Speaker Program. Travel requests will be for all regions of the world.

On occasion, U.S. speakers reside in other countries, or may be traveling abroad immediately prior to or after ECA programs. Therefore, travel itineraries must occasionally be booked so that they start or end in foreign locations. Furthermore, payments and provision of program information may occasionally need to be sent to a foreign location. Travel arrangements will be needed for approximately 400 traveling programs on an annual basis. Please note that the average cost of an airline ticket will be approximately $5,000, and this amount is subsumed within the average per participant program cost amount noted in the budget section of this document. Rarely, the recipient will need to directly book train tickets as well. For budget purposes, a separate line item is not needed as the cost is subsumed under flights. This is only an average “suggested amount” for informational purposes and is not a “not-to-exceed amount.”

Note the following additional requirements for air travel:

• All travel must be Fly America Act compliant and conform with U.S. Government travel regulations, including the approved uses of business class travel

• Flight routing must include the most direct and economical options within U.S.

Government travel regulation requirements

• Business class seating should only be offered by recommendation of the U.S. Speaker Program staff and when the itinerary is in excess of fourteen hours of continuous travel (including layovers, but not official overnight stopovers) from the departure location to the final destination, or if an appropriate medical justification is provided

• All tickets must be refundable, since there may be last minute changes to itineraries, and cancellations for various reasons

• Several itinerary options must be shared for consideration, if available

• Ticket changes and issuance may only be done after approval is given by U.S. Speaker Program staff

• Once the flight schedule is approved by participating post(s), the program participant, and Office of the U.S. Speaker Program, the recipient will be advised that the airline ticket should be purchased and issued

• The recipient must be able to respond to last minute requests for itinerary and/or ticket changes, and to issue tickets with less than 24 hours of notice or on weekends

• The recipient must provide the program participant and the Office of the U.S. Speaker Program with contact numbers for after-hours services, including weekends and holidays

Financial Disbursements: Financial disbursements to U.S. Speakers are processed through a detailed project cost authorization from ECA. All financial disbursements should be processed within two working days of receipt of the authorization. The recipient must ensure that U.S.

Speaker disbursements are provided to the program participants in an expedited manner through direct deposit. The recipient must also have to ability to issue checks as requested by U.S. Speakers through expedited mailing services. The recipient must send all U.S. Speakers a confirmation of successful financial disbursement with the relevant U.S. Speaker Program staff included once payments are disbursed. If there are any challenges with U.S. Speaker payment processing, the appropriate staff member must be notified within 72 hours. The recipient will work in consultation with the Office of the U.S. Speaker Program to establish a process and form for financial disbursements.

• Traveling Speakers: Payments to traveling participants may include per diem at standard U.S. Government (USG) rates, an honorarium of $250 for non-USG employees, a book and educational materials allowance of $150-300, and allowances for various other expenses such as taxis, ground transportation, train fares, vaccinations, airport entry and departure fees, generally at $150-300. The U.S. Speaker Program Office will inform the recipient of the amount to be paid to each program participant in the project cost authorization.

• Virtual Speakers: Payment will include a $250 honorarium and may include a nominal miscellaneous expense allowance to cover ground transportation and parking.

Approximately 300 virtual programs are implemented in a year.

• Amplification & Content Speakers: Occasionally, the recipient will issue $250 honorarium to U.S. Speakers for amplification and content. Examples include for blogs, long form content, podcasts, and videos. These program types may include a nominal miscellaneous expense allowance to cover ground transportation and parking. U.S.

Speaker program staff will initiate payment for these non-traditional program types using the same financial disbursement process.

The U.S. Speaker Program reserves the right to disburse less or more than the funding amounts described above.

Passports/Visas: The recipient must arrange, secure and disburse approximately 250 visas and 30 passports (new, renewal or secondary), and handle up to 15 requests for extra passport pages during a period of performance. Passport/visa services must include providing program participants with instructions and necessary application forms; confirming receipt of such information and forms; providing for express mailing of completed applications and passport from the participant back to the recipient or sub-recipient; application drop-off and pickup from the appropriate foreign Embassy, Consulate, visa service provider or U.S. Passport Agency; and, express mailing of passports/visas back to the program participant. Processing is to be conducted at the recipient or sub-recipient’s site. Additional details and requirements for passports/visa processing are indicated below:

• The recipient must be able to respond to all passport and visa requests, regardless of the difficulty, at times on short notice. The successful completion of a project by a U.S.

Speaker Program participant may require the traveler, often located outside of the Washington, D.C. area, to obtain a visa(s) or passport. ECA requires that the recipient provide support services (possibly through the engagement of a sub-recipient) to assist these travelers in obtaining passports and visas. Assistance includes working directly with the program participant to complete forms, answer questions about the application process, correct erroneous or incomplete paperwork

• The recipient should use standard processing for visas, passports and extra pages when time permits. Expedited processing must be approved in advance by the Office of the U.S. Speaker Program

• The recipient should plan on covering costs of overnight and express mailings of applications and passports to and from program participants

• The recipient must maintain knowledge of up-to-date visa requirements for all foreign countries, and provide this info to the U.S. Speaker Program Office, as necessary

• The recipient must advise the U.S. Speaker Program Officer of any correspondence such as letters of invitation, forms, or any other special requirements necessary for obtaining a visa, within 24-48 hours of receipt of passport/visa request. Based on the requirements identified by the recipient or sub-recipient, U.S. missions or ECA would provide the recipient with any required supporting documents from in-country governments or partners, or from the U.S. government

• The recipient should communicate directly via phone or e-mail with the U.S. Speaker Program Office generally within a two working-day period to confirm receipt of passport/visa request worksheet.

• The recipient should confirm completion of visa/passport process; and advise immediately the status of problems and unexpected delays in processing requests. For example, if the program participant has not completed and returned visa or passport applications in a timely manner, has not provided required materials, or foreign Mission has indicated a difficulty with processing or denial

• The recipient or sub-recipient should send visa/passport application forms and instructions directly to the U.S. speaker via e-mail, courier or overnight delivery and confirm the U.S. speaker’s receipt of materials

• The recipient should initiate and hold quarterly status reporting meetings with the U.S.

Speaker Program to discuss successes, new procedures, problems, or suggestions for improvement.

Mailings and Payment Issuance: U.S. Speakers should receive their payments, visas/passports, and e-tickets two weeks prior to the start of their programs. The recipient should plan on at least 50 express mail shipments to program participants.

Project Cost Reporting: The recipient will submit monthly project reports. The recipient should provide ECA with Final Project Cost Reports for each discrete U.S. Speaker Project. These reports should be provided to the Office of the U.S. Speaker Program as soon as possible, but no later than 14 calendar days after project completion. The cost categories for each project are the same as those on the Project Authorization. Data such as operating, statistical, and financial information relating to the program may be requested by the U.S. Department of State to meet its reporting requirements and answer queries concerning the operation of the Program.

Evaluations: The recipient will administer two U.S. Speaker evaluations per project via an online platform. The format will be determined in collaboration with the Office of the U.S.

Speaker Program and in accordance with monitoring and evaluation guidelines. The first evaluation will be administered no more than 2 days after a project end date. The second follow-up evaluation will be administered after 3 months. On a monthly basis, the recipient will submit individual U.S. Speaker feedback from key evaluation questions after program completion and at the 3-month mark. The recipient will develop quarterly impact reports drawn from the aggregate speaker feedback during the period. The reports should show advancement of foreign policy objectives, achievement of program goals, and long-term impact of the U.S. Speaker Program. Impact will be demonstrated through data visualization, long-term plans for engagement, and direct quotes from U.S. Speakers. The format will be determined in collaboration with the U.S. Speaker Program. Survey questions will reflect required ECA M&E reporting and additional supplemental questions developed by the U.S.

Speaker Program and recipient. The recipient and U.S. Speaker Program will collaborate on action items regarding speaker feedback and responsiveness as necessary. Note, the U.S.

Speaker Program administers all evaluations from U.S. embassies and consulates. Please review section D.10 Program Performance Monitoring and Evaluation (M&E) for additional information.

Social Media: The recipient will identify opportunities for content and amplifying U.S. Speaker programs on the program’s Facebook page. This will be done via a monthly proposed content calendar, which the recipient will email to the U.S. Speaker Program administrator 10 calendar days before the 1st of each month. The U.S. Speaker Program will provide an upcoming program outlook and work collaboratively to create social media posts and engagement opportunities. While not required, ideas for expansion to other social media or online properties are encouraged. The format of the report, and development of content for social media will be determined in collaboration with the Office of the U.S. Speaker Program and adhere to all ECA program branding guidelines.

The goals for social media engagement include the following:

● Promote the U.S. Speaker Program as an established professional exchange opportunity for American experts to share knowledge and skills with foreign audiences

● Share U.S. Speaker programs or highlights each month to showcase a range of diverse topics and audiences to encourage interest in participation among prospective U.S.

Speakers, particularly from underrepresented communities

● Demonstrate how U.S. Speaker programming fosters mutual understanding on key policy priorities

Using these goals, applicants should identify their own specific objectives, and measurable outputs and outcomes for social media engagement.

U.S. Speaker Program Database: The recipient should indicate willingness and ability to use and integrate programmatic data in the U.S. Speaker Program database. This may include receiving or sending project cost authorizations, air travel requests, financial disbursement funds, final costs, and speaker evaluations through this system instead of email in the future.

Use of the system may require recipient staff members to set-up two-factor authentication, usernames, passwords, and access through a specific website. The U.S. Speaker Program would work closely with the recipient to determine viability for using the future system, tailor templates, and set-up and train the team in using the system.

Tax Requirements: As appropriate, the recipient must comply with all applicable Federal, State and Local laws on tax withholding and/or reporting for all participants funded under this award.

Additional Information: The recipient will retain the name “U.S. Speaker Program” to identify the professional exchange program. Any materials and correspondence related to the program will acknowledge this as a program of the Bureau of Educational and Cultural Affairs of the U.S.

Department of State.

A.4. Recipient Responsibilities The responsibilities of the recipient organization are as follows:

• Managing logistical aspects of the U.S. Speaker Program, including booking and issuance of airline tickets, provision of visas (and passports, as necessary). The recipient may choose to engage sub-award recipients, such as a travel agency or passport/visa expediting company, to assist in program logistical arrangements.

• Express mailing of passports and visas to program participants.

• Disbursing participant program funding (including the establishment of any necessary agreements regarding funding acceptance and return).

• Monitoring/reporting on actions taken and results achieved.

• Conducting speaker evaluations, which should cover satisfaction with the program, learning because of the program, changes in behavior because of the program, and the effects of the program on institutions. See section Program Monitoring and Evaluation for additional information.

• Providing travel information on vaccination and COVID-19 test requirements for traveling programs as required by U.S. Speaker destination country

• Developing social media content and managing the U.S. Speaker Program social media properties

• Referring potential U.S. Speaker candidates, particularly those from underrepresented areas of the United States and minority serving institutions.

A.5. Substantial Involvement:

In a cooperative agreement, the Department is substantially involved in program activities above and beyond routine monitoring, as follows:

• Recruiting all Speakers directly

• Working with the recipient to develop standardized templates for the project authorization, airline travel booking and the provision of visas/passports, if applicable

• Directly advising the recipient on the specifics of all travel itineraries and payment amounts for all program participants

• Handling all programmatic, technical, and studio arrangements for virtual program participants

A.6. Non-Competitive Continuations (NCCs) Proposal narratives should include a commitment to implement the program for the base year, plus two additional NCCs, pending successful performance and the availability of funds. The narrative should focus on details specific to the implementation of the base year program, with the understanding that the program design, duration, and participant numbers would be similar when/if the subsequent two NCCs are exercised. ECA will perform an annual performance evaluation/review to determine if a NCC will be exercised. Satisfactory performance and the availability of funds is a condition of continued administration of the program and execution of all NCCs.

The Department reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of the program and the availability of funds.

B. FEDERAL AWARD INFORMATION

Type of Award: Cooperative Agreement. ECA’s level of involvement in this program is listed under A. Program Description above.

Fiscal Year Funds: $3,809,000 FY 2023 – base year funding amount; $3,809,000 FY 2024 – NCC year-one funding amount; $3,809,000 FY 2025 – NCC year-two funding amount, pending successful performance and the availability of funds.

Approximate Total Funding: $11,427,000. This figure represents base year plus two NCC years, pending successful performance and the availability of funds.

Approximate Number of Awards: 1 Approximate Average Award: $3,809,000 Floor of Award Range: None Ceiling of Award Range: $3,809,000 Anticipated Award Date: September 1, 2023 Anticipated Project Completion Date: September 1, 2026. This date reflects the anticipated duration of the award – one base year plus two NCC years.

Additional Information: ECA reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of the program and the availability of funds.

A Cooperative agreement will be awarded for a period of 12 months (base year) with NCCs for two additional 12-month periods (NCC years). ECA will notify the recipient of its intention to exercise or not to exercise a NCC at least 90 days in advance of expiration of the current year after an internal evaluation of the recipient’s performance. The decision to exercise a NCC will depend both on the satisfactory performance of the recipient and the availability of funds.

C. ELIGIBILITY INFORMATION

C.1. Eligible Applicants U.S. public and private academic and cultural institutions, exchange-of-persons, and other not-for-profit organizations meeting the provisions described in Internal Revenue Code section 26 USC 501(c)(3) may submit applications for this competition. Applicants must have nonprofit status with the IRS at the time of application. Please see the Proposal Submission Instructions (PSI) for additional information.

All applicants must also have a Unique Entity Identifier (UEI) number and be registered in SAM.gov (see additional information about this requirement in D.3. and D.5. below).

C.2. Other Eligibility Requirements The following additional eligibility requirements apply to this NOFO announcement:

a.) ECA’s grant guidelines require that organizations with less than four years of experience in conducting international exchanges be limited to $130,000 in ECA funding.

ECA anticipates making one cooperative agreement, in an amount totaling $11,427,000

(FY 2023 base year $3,809,000) to support all costs required to implement this exchange program. Therefore, organizations with less than four years of experience in conducting international exchanges are ineligible to apply under this competition.

b.) All proposals must comply with the requirements stated in the NOFO, POGI (if applicable), and the Proposal Submission Instructions (PSI); non-compliance will result in your proposal being declared technically ineligible and given no further consideration in the review process.

c.) For this program: The award recipient must have an office and staff in the Washington, D.C. metropolitan area that are dedicated to working on this award.

Applicants who do not currently have an office with program staff in Washington, D.C., should include in their proposal a detailed plan for establishing an office with staff to work on this award by August 1, 2023. The organization must have the capability to arrange and track travel, visa/passport and funding disbursement, including the disbursement of funds and the issuing of airline tickets in less than 24-hours, for each speaker and provide regular updates to the Office of the U.S. Speaker Program.

d.) Only one proposal will be considered by ECA from each applicant organization. In cases where more than one submission from an applicant appears in grants.gov, ECA will only consider the submission made closest in time to the NOFO deadline; that submission would constitute the one and only proposal ECA would review from that applicant.

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 Proposal Submission Instructions (PSI) document.

C.3. Cost Sharing or Matching Funds There is no minimum or maximum percentage of cost sharing required for this competition.

However, ECA encourages applicants to provide maximum levels of cost sharing and funding in support of its programs. When cost sharing is offered, it is understood and agreed that the applicant must provide the amount of cost sharing as stipulated in its proposal and later included in an approved agreement. Cost sharing may be in the form of allowable direct or indirect costs. For accountability, you must maintain written records to support all costs which are claimed as your contribution, as well as costs to be paid by the Federal government. Such records are subject to audit. The basis for determining the value of cash and in-kind contributions must be in accordance with the Office of Management and Budget’s Guidance 2 CFR Parts 200 and 600, entitled the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. In the event you do not provide the minimum amount of cost sharing as stipulated in the approved budget, ECA's contribution may be reduced in like proportion.

D. APPLICATION AND SUBMISSION INFORMATION

Please read the complete announcement before sending inquiries or submitting proposals.

Once the NOFO deadline has passed, ECA staff may not discuss this competition with applicants until the proposal review process has been completed.

D.1. Solicitation Package Location The entire Solicitation Package may be downloaded from the ECA's website at https://eca.state.gov/organizational-funding or from the Grants.gov website at https://www.grants.gov.

D.2. Content and Form of Submission Applicants must follow all instructions in the Solicitation Package, including the Proposal Submission Instruction (PSI) document, which consists of required application forms and standard guidelines for proposal preparation. The application should be submitted per the instructions under D.16. “Application Deadline and Method of Submission” section below.

D.3. Unique Entity Identifier Number You are required to have a Unique Entity Identifier (UEI) number to apply for a grant or cooperative agreement from the U.S. Government. This number is a nine-digit identification number, which uniquely identifies business entities. Obtaining a UEI number is easy and there is no charge. To obtain a UEI number, access http://www.dnb.com or call 1-866-705-5711.

Please ensure that your UEI (Data Universal Numbering System or DUNS) number is included in the appropriate box of the SF – 424 which is part of the formal application package. For more detailed instructions for obtaining a UEI (DUNS) number, refer to:

https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

D.4. Required Proposal Elements All proposals must contain an executive summary, proposal narrative, budget, and budget narrative.

D.5. Required Registration with the System for Award Management (SAM) All federal award applicants must be registered in the System for Award Management (SAM) database in order to submit a proposal in response to an open competition on Grants.gov.

All federal award recipients must maintain a current registration in the SAM database.

Recipients must maintain accurate and up-to-date information in www.SAM.gov until all program and financial activity and reporting is completed on any issued award. Recipients must review and update the information at least annually after the initial registration and more frequently if required information changes or another award is granted. There is no cost https://eca.state.gov/organizational-funding https://www.grants.gov/ http://www.dnb.com/ https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html http://www.sam.gov/ associated with registering or updating SAM.gov accounts. Failure to register in SAM.gov will render applicants ineligible to receive funding.

For more detailed instructions for registering with SAM, refer to:

https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html

D.6. Federal Awardee Performance & Integrity Information System (FAPIIS) Prior to making a Federal Assistance award over $250,000, the Federal agency is required to review and consider any information about the applicant that is in FAPIIS (see 41 U.S.C. 2313) and accessible through SAM.gov. If an Applicant is currently in FAPIIS, they can comment on any information about its organization that a Federal awarding agency previously entered. The Federal awarding agency will consider any comments by the applicant, in addition to the other information in FAPIIS, 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 2 CFR §200.205 Federal awarding agency review of risk posed by applicants.

D.7. Required Registration with SAMS Domestic All ECA award recipient organizations and recipient contacts and signatories must be registered with the U.S. Department of State’s SAMS Domestic by accessing https://mygrants.servicenowservices.com and clicking the “create an account” link. SAMS Domestic is the U.S. Department of State’s grants management system and is supported by the Department’s Integrated Logistics Management System (ILMS). Recipient organizations and recipient contacts and signatories that have previously used SAMS Domestic as a U.S.

Department of State award recipient do not need to register again. If the organization is not able to access the system, please contact the ILMS Help Desk for help in gaining access.

Support for Recipient Organizations and recipient contacts and signatories is available 24 hours, 7 days a week (except federal holidays), and can be reached at 1-888-313-ILMS (4567) or through the ILMS Self Service Portal at https://afsitsm.servicenowservices.com/ilms/.

In the event the ILMS Help Desk is unable to provide you with assistance in a timely manner, please contact ECA_SAMSDomestic@state.gov and copy the program officer associated with the solicitation.

Please take into consideration the following information when preparing your proposal narrative:

D.8. For Informational Purposes Only - Adherence To All Regulations Governing The J Visa ECA places critically important emphases on the security and proper administration of the Exchange Visitor (J visa) Programs and adherence by award recipients and sponsors to all https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html https://mygrants.servicenowservices.com/ https://afsitsm.servicenowservices.com/ilms/ mailto:ECA_SAMSDomestic@state.gov regulations governing the J visa. A copy of the complete regulations governing the administration of Exchange Visitor (J) programs is available at http://j1visa.state.gov or from:

Office of Private Sector Exchange Designation U.S. Department of State SA-5, Floor C2, Room C2L13 2200 C Street, NW Washington, DC 20522

Please refer to Solicitation Package for further information.

D.9. Diversity, Equity, Inclusion, and Accessibility (DEIA) and Freedom and Democracy Guidelines Pursuant to ECA's authorizing legislation, “Diversity” should be interpreted in the broadest sense and encompass differences including race, ethnicity, color, national origin, sex, age, disability, sexual orientation, gender identity or expression, religion, geographic location, education, income, socio-economic status, and other diversity dimensions, that may hinder inclusion. Proposals should demonstrate how diversity, equity, inclusion, and accessibility will enhance the program’s goals and objectives and the participants’ exchange experience.

Proposals should demonstrate how the program will further engage diverse and underserved communities. Programs must maintain a non-political character and should be balanced and representative of the diversity of political, social and cultural life in the United States and abroad. Please refer to the “Support of Diversity, Equity, Inclusion, and Accessibility” review criterion of this document for more information on how this will be reviewed as a part of any application. Please also refer to the “Diversity, Equity, Inclusion, and Accessibility” section in the “Proposal Submission Instructions” document for specific suggestions on incorporating DEIA into the proposal.

Public Law 104-319 provides that "in carrying out programs of educational and cultural exchange in countries whose people do not fully enjoy freedom and democracy," ECA "shall take appropriate steps to provide opportunities for participation in such programs to human rights and democracy leaders of such countries." Public Law 106 - 113 requires that the governments of the countries described above do not have inappropriate influence in the selection process. Proposals should reflect advancement of these goals in their program contents, to the full extent deemed feasible.

D.10. Program Performance Monitoring and Evaluation (M&E) Distinct from grants or cooperative agreement monitoring and participant monitoring, performance monitoring is designed to assess progress against a program’s goals and objectives. A performance monitoring framework is vital to tracking the direction, pace, and magnitude of change that result from ECA programs.

http://j1visa.state.gov/

ECA created the Monitoring Data for ECA (MODE) Framework to measure the performance of ECA programs. The MODE Framework provides standard indicators and corresponding survey questions to ensure consistent measures across all ECA programs. More resources and guidance documents on the MODE Framework are available online at:

https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and.

For this proposal, ECA requires the applicant include the MODE Framework objectives and indicators listed below (note that, because not all MODE objectives and indicators are relevant for a program, the numbering below will not be sequential). In addition to the ECA-required objectives and indicators, applicants may also select additional MODE Framework indicators (see the Indicator Book on the MODE Framework website), or design custom objectives and indicators that are specific to the proposed program and this proposal.

• Demographic Questions as outlined in the Indicator Book on page vi, and Performance Monitoring Plan (PMP) (https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and)

• Objective 1: Advance participant and beneficiary cross-cultural competence and global perspective o Sub-Objective 1.1: Promote cultural exchanges and enhance understanding between participants and their host communities.

▪ E1.1.01: Percent of participants reporting that their program experience offered opportunities to engage with other cultures

▪ E1.1.04: Percent of participants with more favorable opinions of the United States Government (core indicator)

▪ E1.1.09: Percent of participants who traveled abroad for the first time because of their program (core indicator)

▪ E1.1.11: Percent of American participants indicating a change in their understanding of their host country's culture and values.

• Objective 3: Strengthen engagement among participants, alumni, beneficiaries, and institutions

▪ E3.0.07: Percent of participants who identify as a Department of State program participant (core indicator) o Sub-Objective 3.1: Alumni subscribe to platforms for resources and information-sharing.

▪ E3.1.02: Percent of participants who learned about new resources.

▪ E3.1.05: Percent of participants who are connected to ECA through a U.S.

Department of State-managed platform.

• Objective 4: Strengthen personal, professional, and technical abilities and aptitudes of participants and beneficiaries.

https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and

▪ E4.0.01: Percent of participants reporting increases in their job skills as a result of their program participation.

• Objective 8: Enhance the quality and effectiveness of ECA programs by leveraging the Bureau’s resources, policy, and stakeholder relationships.

▪ E8.0.03: Response rate for participant surveys (core indicator)

Performance Monitoring Plans (PMP) ECA recommends the use of a PMP to serve as the primary reference document for performance monitoring for this award. If used, the PMP is an important part of any proposal, as it outlines how the applicant plans to track progress towards the proposed program’s goals and objectives through indicators and corresponding data collection questions. A PMP document that includes all MODE Framework indicators is a part of this solicitation’s attachments. Specific instructions on how to modify the PMP to be responsive to this solicitation are included in that document. While ECA recommends the applicant use the PMP format provided, this is not a requirement. If a PMP is not included in the proposal, applicants should provide similar information to that found in the suggested PMP format, in a presentation of your choice. A training on how to complete a PMP is available here:

https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and . Successful PMPs (or similar documentation) should include the following:

• Objectives. Programmatic objectives are statements of the condition(s) that state what the program is designed to achieve. Objectives are therefore bound by the resources and timeframe of the program and must be specific, measurable, attainable, relevant and time-bound (SMART; see the ECA Monitoring, Evaluation, Learning, and Innovation (MELI) Unit’s pages on the ECA website for more information:

https://eca.state.gov/impact/eca-evaluation-division/capacity-building). In addition to those outlined above, the applicant may propose other program objectives from the MODE Framework, the Functional Bureau Strategy (https://eca.state.gov/about-bureau), or other applicant-designed program-specific objectives.

• Indicators. Performance indicators are measures used to gauge progress toward programmatic objectives and sub-objectives. Indicators should be as specific as possible (following the SMART principles) and include any proposed disaggregations (meaning, breakdowns of the data by subgroups, such as gender or country; the PMP lists the demographic questions required to obtain the information necessary to report the disaggregations). Each indicator should also include a target number to be achieved. A target is a planned level of result to be achieved within an explicit timeframe.

o If you do not use the PMP format provided, note that any performance monitoring reference document the applicant submits should include the information in the column headers (Indicator Name, Definition, Target, Survey Question, etc.) in the PMP attachment at a minimum.

https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and https://eca.state.gov/impact/eca-monitoring-evaluation-learning-and-innovation-meli-unit/mode-framework-eca-applicants-and https://eca.state.gov/impact/eca-evaluation-division/capacity-building https://eca.state.gov/about-bureau https://eca.state.gov/about-bureau o In addition to those indicators outlined in above, the applicant may propose additional custom, program-specific indicators in the PMP (ECA recommends the proposed PMPs include a minimum of one indicator for each custom programmatic objective).

o During the period of performance of the award, the ECA program office may further revise, add, or remove indicators. Therefore, the applicant’s PMP and data collection instruments should be flexible enough to incorporate those once established.

Award recipients are responsible for collecting indicator data only on participant outcomes during the period of performance of the award itself (see the PMP for guidelines as to when these data collection efforts should occur). ECA will measure outcomes of ECA participants at one, three, five, and 10 years after the exchange has ended to capture the long-term impact of ECA programming unless otherwise specified in the NOFO and/or POGI. In this instance, the recipient will be responsible for coordinating with ECA on any alumni surveys to de-duplicate questions and minimize potential survey fatigue.

Award recipients will be required to submit an upload of the raw data (in CSV format) along with the State Assistance Management System Domestic (SAMS-D RPM) reporting (see below).

Regardless of the survey platform used, all MODE Framework survey questions outlined above are required (i.e., should be forced response); please see the Consent Language in the MODE Framework Indicator Book for more information on how to convey this to participants/survey respondents.

Program Performance M&E Narrative The applicant should include information within the program narrative section(s) of the proposal that outlines how the applicant intends to measure the indicators listed above. This will be separate from the PMP and should include but not be limited to:

• An overview of resources available to the applicant that outline the team structure and responsibilities surrounding performance monitoring.

• The mechanism(s) through which surveys and other data collection tools (if applicable) will be administered, including which platform will be used, and when and how surveys will be advertised to participants – detailing strategies to ensure adequate survey response rates (https://eca.state.gov/files/bureau/eca_eval_division_survey_response_rates.pdf), and to reduce selection and non-response bias.

• A brief explanation of data analysis and reporting procedures.

• An overview of a proposed learning plan and feedback loops to ensure that the Grant Officer (GO)/Grant Officer Representative (GOR) are informed on performance monitoring issues at regular intervals.

https://eca.state.gov/files/bureau/eca_eval_division_survey_response_rates.pdf

SAMS-D RPM Reporting Requirements The SAMS-D is a database solution that serves as the official system of record for all U.S.

Department of State and ECA awards. The Results Performance Monitoring (RPM) module within SAMS-D is an extension module that enables users to report performance monitoring data in the same system where they currently manage federal assistance actions. As part of ECA’s efforts to streamline data collection and management, the recipient(s) of this award will be required to input performance reporting data outlined in this solicitation into the SAMS-D RPM. The data stored in the SAMS-D RPM will provide ECA with a bureau-wide, uniform M&E reporting tool that is already linked with other elements of the awards familiar to existing awardees.

D.11. Virtual Exchange Component When changing political, health, environmental, or other similar circumstances require a suspension or halt of in-person activities and where ECA determines that a virtual alternative is appropriate and viable, award recipients should demonstrate the ability and capacity to transition from in-person to virtual exchanges.

In addition to planning for virtual exchange activities if in-person programming is prohibited, ECA welcomes innovative ideas on how organizations can leverage virtual programming technologies during or in addition to in-person programming. ECA encourages organizations submitting proposals in response to this solicitation to suggest one or more virtual exchange components to complement the in-person exchange. The virtual exchange component(s) could come before, during and/or after the physical exchange.