FY 2022 International Airport Arrival and Departure Program NOFO.pdf

Department of State

Bureau of Educational and Cultural Affairs (ECA) Notice of Funding Opportunity

(NOFO): FY 2022 International Airport Arrival and Departure Program

Announcement Type: New Cooperative Agreement

Funding Opportunity Number: SFOP0008093

Assistance Listing (formerly CFDA) Number: 19.402

Key Date/Application Deadline: July 19, 2021

Executive Summary: The Bureau of Educational and Cultural Affairs, Office of International

Visitors (ECA/PE/V), invites proposal submissions for the design and implementation of the FY

2022 International Airport Arrival and Departure Program for approximately 1,000 requests per year for service at a limited number of domestic airports. Services to be provided will assist participants on the International Visitor Leadership Program (IVLP).

Applicants may submit only one proposal under this competition. If multiple proposals are received from the same applicant, all submissions will be declared ineligible and receive no further consideration in the review process.

It is the Bureau’s intent to award a cooperative agreement for one base year plus two non-competitive continuations (NCCs) for an estimated total amount of $1,346,580. Please see section B, Federal Award Information, below for additional details.

A. Program Description:

The funding authority for this program is provided through legislation. 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."

Purpose: The Bureau of Educational and Cultural Affairs (ECA) is seeking detailed proposals for the Airport Arrival and Departure Program from U.S. public and private not-for-profit organizations that meet the provisions described in IRS regulation 26 USC 501(c) 3 and that have an established reputation and experience with:

1. International airport arrivals and departures for official participants under the

International Visitor Leadership Program or other similar international exchange programs;

2. Liaising with the U.S. Customs and Border Protection (CBP), Department of Homeland

Security (DHS);

3. An established working relationship with the Transportation Security Administration

(TSA);

4. A functional understanding of U.S. international airport facilities and services;

5. Knowledge of U.S. airport security regulations to facilitate passage for foreign travelers;

6. An established relationship with Port Authority Officials to secure background checks and badges;

7. Recruiting, interviewing, selecting, hiring, training, monitoring of international airport arrivals Reception Officers; and

8. Accessing the Federal Inspections areas.

In a cooperative agreement, ECA is substantially involved in program activities above and beyond routine grant monitoring. ECA activities and responsibilities for this program are as follows:

The Office of International Visitors:

1. Provides flight data to the award recipient to request airport arrival and occasional departure services.

2. Approves and assigns all flights to be met by the award recipient and communicates any missed flights, cancellations, or requested additional meets.

3. Monitors current world situations/news and determines prioritization of strategic airport meets based on the participants for select airports.

4. Consults closely with award recipient during weekend and non-business hours regarding issues or changes with participant arrivals at the airports.

5. Approves all key personnel changes of the award recipient.

6. Provides close consultation to the award recipient to ensure that the award recipient properly maintains appropriate relationships at the designated airports and conducts pre-approved staff site visits at all airports throughout the fiscal year.

7. Reviews and consults closely with award recipient on required weekly weekend arrivals reports for each airport and monthly airport reception program reports.

8. Performs an annual performance evaluation/review of the award recipient. Satisfactory performance is a condition of continued administration of the program and execution of all non-competitive continuations.

Proposal narratives should include a brief commitment to implement the program for the base year plus two additional non-competitive continuations, 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 non-competitive continuation years are exercised. Satisfactory performance and the availability of funds is a condition of continued administration of the program and execution of all non-competitive continuations.

The International Airport Arrival and Departure Program shall include meeting IVLP participants at designated airports to provide assistance with transfers to Washington, D.C.

and/or transfers to the appropriate project hotel. In addition, when requested in writing by the

Community Relations Branch (ECA/PE/V/C/R), the award recipient must provide assistance inside the Customs and Border Protection hall to assist individuals from specified countries with their immigration entry procedures.

In some cases, the award recipient will be asked to provide assistance to outgoing IVLP participants as they navigate TSA security checkpoints and transfer to their international flights.

Key designated airports are:

• Atlanta-Hartsfield International Airport;

• Chicago International Airport;

• Miami International Airport;

• San Francisco International Airport;

• New York Metropolitan Area Airports (Newark Liberty International Airport and

John F. Kennedy International Airport); and

• Washington DC Metropolitan Area Airports (Dulles International Airport).

• The award recipient may be asked to provide services to participants at other airports to meet the needs of the office.

It is anticipated that a cooperative agreement for $448,860, will be awarded on or about January

1, 2022, pending the availability of FY 2022 funds. The 2022 cooperative agreement will begin on or about January 1, 2022 and end December 31, 2022, and will be based on approximately

1,000 incoming and outgoing flights per the 2022 base year, 2023 NCC 1st year, and the 2024

NCC 2nd year, mainly at the airports listed above.

Proposed funding will support the following specific activities:

1. Liaising with U.S. Customs and Border Protection (CBP) officials, Transportation

Security Administration (TSA) officials, and Port Authority officials at ports of entry

(POE) to carry out the scope of work under the cooperative agreement.

2. Recruiting, selecting, training, assigning, compensating, monitoring, and evaluating

Airport Service Officers to carry out designated functions at the selected airports.

3. Recruiting, selecting, training, assigning, compensating, monitoring, and evaluating an

Airport Program Coordinator who will be the central point of contact for ECA/PE/V/C/R.

4. Managing the administrative preparation of participant arrival information for all Airport

Service Officers to ensure all airport services are conducted in a professional manner and that proper access has been approved by CBP and TSA.

5. Liaising with the designated ECA/PE/V/C/R Program Specialist to determine weekly workload and requested airport meets.

6. Coordinating with Liaisons (Ls) and Interpreters (Is) to ensure appropriate arrival logistics.

7. Communicating effectively with ECA/PE/V/C/R on weekends and off-business hours on matters related to participant arrivals and occasionally departures.

8. Maintaining and growing relationships at the designated airports through meetings and site visits.

9. Liaising closely with airport services for visitors with disabilities.

10. Remaining flexible and adaptive in various immigration and customs situations that occur and providing support for ECA/PE/V.

11. Providing regular reporting to ECA/PE/V on COVID indicators across the United States and specific cities for the duration of the heightened public health situation.

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: FY 2022-base year funding amount $448,860, pending the availability of

FY 2022 funds; FY 2023-non-competitive continuation year-one $448,860, pending the availability of funds and successful performance; FY 2024-non-competitive continuation year-two $448,860 pending the availability of funds and successful performance.

Approximate Total Funding: $1,346,580 this figure represents base year plus two Non-

Competitive Continuation years, pending the availability of funds and successful performance.

Approximate Number of Awards: 1

Floor of Award Range: None.

Ceiling of Award Range: $1,346,580, pending the availability of funds.

Approximate Average Award: $448,860, pending the availability of funds.

Anticipated Award Date: January 1, 2022, pending the availability of FY 2022 funds

Anticipated Project Completion Date: December 31, 2024, this date reflects the anticipated duration of the award – one base year plus two non-competitive continuation years.

Additional Information:

The Bureau 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 Non-

Competitive Continuations (NCCs) for two additional 12 month periods (non-competitive continuation years one and two). ECA will notify the recipient of our intention to exercise or not to exercise a Non-Competitive Continuation 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 Non-Competitive Continuation 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 non-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 D3a and D3c below).

C.2. Other Eligibility Requirements:

a.) Bureau grant guidelines require that organizations with less than four years of experience in conducting international exchanges be limited to $130,000 in Bureau funding. ECA anticipates making one award, in the amount of $448,860 to support program costs required to implement this exchange program. Therefore, organizations with less than four years’ experience in conducting international exchanges are ineligible to apply under this competition.

b.) Technical Eligibility: All proposals must comply with the following; non-compliance will result in your proposal being declared technically ineligible and given no further consideration in the review process. The Bureau of Educational and Cultural Affairs

(ECA) is seeking detailed proposals for the Airport Arrival and Departure Program from

U.S. public and private not-for-profit organizations that meet the provisions described in

IRS regulation 26 USC 501(c) 3 and that have an established reputation and experience with:

1. International airport arrivals and departures for official participants under the

International Visitor Leadership Program or other similar international exchange programs;

2. Liaising with the U.S. Customs and Border Protection (CBP), Department of

Homeland Security (DHS);

3. An established working relationship with the Transportation Security

Administration (TSA);

4. A functional understanding of U.S. international airport facilities and services;

5. Knowledge of U.S. airport security regulations to facilitate passage for foreign travelers;

6. An established relationship with Port Authority Officials to secure background checks and badges;

7. Recruiting, interviewing, selecting, hiring, training, monitoring of international airport arrivals Reception Officers; and

8. Accessing the Federal Inspections areas.

c.) 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 Proposal Submission Instructions (PSI) document.

C.3. Cost Sharing or Matching Funds: There is no minimum or maximum percentage required for this competition. However, the Bureau 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 will be reduced in like proportion.

D. Application and Submission Information:

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

Once the NOFO deadline has passed, Bureau 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 Bureau'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.3n. “Application Deadline and

Method of Submission” section below.

D.3a. 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.3b. Required Proposal Elements: All proposals must contain an executive summary, proposal narrative and budget. Please refer to the Solicitation Package; it contains the mandatory

Proposal Submission Instructions (PSI) document.

D.3c. 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 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.3d. 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 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/ 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 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.3e. 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.3f. For Informational Purposes Only - Adherence To All Regulations Governing The J

Visa: The Bureau of Educational and Cultural Affairs 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 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 Designation, Private Sector Programs Division

U.S. Department of State

SA-4E (Bldg. 3)

2430 E Street, NW

Washington, DC 20037

Please refer to Solicitation Package for further information.

https://mygrants.servicenowservices.com/ https://afsitsm.servicenowservices.com/ilms/ mailto:ECA_SAMSDomestic@state.gov http://j1visa.state.gov/

D.3g. Diversity, Freedom, and Democracy Guidelines: Pursuant to the Bureau's authorizing legislation, 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.

‘Diversity’ should be interpreted in the broadest sense and encompass differences including race, color, national origin, sex, age, religion, geographic location, socio-economic status, disability, sexual orientation or gender identity. Proposals should demonstrate how diversity will enhance the program’s goals and objectives and the participants’ exchange experience. Please refer to the review criteria under the 'Support of Diversity' section of this document as well as the

DIVERSITY, FREEDOM AND DEMOCRACY section in the “Proposal Submission

Instructions” document for specific suggestions on incorporating diversity into the total 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," the Bureau

"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.3h. Program Monitoring: Please note: The Bureau plans to add standardized indicators and corresponding data collection questions for performance monitoring during the period of performance of this award. Therefore, proposed performance monitoring plans and data collection instruments should be flexible enough to incorporate those once established. Proposals must include a plan to monitor the program’s success. The Bureau recommends that your proposal include a draft survey questionnaire or other technique plus a description of a methodology to use to link outputs to original program objectives.

Successful monitoring depends heavily on setting clear goals at the outset of a program. Your monitoring plan should include a description of your program’s objectives, your anticipated program outputs, and how and when you intend to measure these outputs. The more that outputs are "smart" (specific, measurable, attainable, results-oriented, and placed in a reasonable time frame), the easier it will be to monitor the program.

Your monitoring plan should clearly list the program outputs. Outputs are products and services delivered, often stated as an amount. Output information is important to show the scope or size of program activities, but it cannot substitute for information about progress towards outcomes or the results achieved. Examples of outputs include the number of people trained or the number of seminars conducted.

We encourage you to assess the programmatic outputs (including regular reporting to ECA/PE/V on COVID indicators across the United States and at specific local cities for the duration of the heightened public health crisis as they relate to the program goals set out in the NOFO.

Please note: Consideration should be given to the appropriate timing of data collection.

Overall, the quality of your monitoring plan will be judged on how well it 1) specifies intended outputs; 2) gives clear descriptions of how each output will be measured; 3) identifies when particular outputs will be measured; and 4) provides a clear description of the data collection strategies for each output (i.e., surveys, interviews, or focus groups).

Recipient organizations will be required to provide reports analyzing their findings to the Bureau in their regular program reports. All data collected, including survey responses and contact information, must be maintained for a minimum of three years and provided to the Bureau upon request.

D.3i. Communications Guidance for ECA Recipients: All ECA Recipients must adhere to the requirements in ECA’s Communications Guidance on the creation of program branding and attribution, websites, social media, and press.

D.3j. Budget Format: Applicants must submit SF-424A – “Budget Information – Non-

Construction Programs” along with a comprehensive budget for the entire program. There must be a summary budget, a detailed budget, and a budget narrative. Applicants may provide separate sub-budgets for each program component, phase, location, or activity to provide clarification.

D.3k. Key Personnel

ECA recommends that the applicant identify intended key personnel positions via an asterisk (*) or other marking in the proposal budget, budget narrative, or a separate appendix. If not provided in the application, recipients must submit the names, titles, and brief biographical sketches of key personnel to the Grants Officer and GOR within 30 days of an award being issued. Additional information regarding key personnel requirements can be found in the State

Department’s Standard Terms and Conditions, VI. Recipient Responsibility and Compliance with Federal Requirements (link to: https://www.state.gov/about-us-office-of-the-procurement-executive/).

D.3l. Non-Competitive Continuations: For competitions that will exercise a Non-

Competitive Continuation applicants must submit:

- the SF-424A which must include the budget request amount for the base-year of the program;

- a detailed proposal narrative and budget for the base year of funding (Please refer to the

Proposal Submission Instruction Document (PSI) for general budget guidance.). The narrative should also include a brief commitment to implement the program for the base year, plus two additional non-competitive continuation years, pending successful program performance and the availability of funds; and https://eca.state.gov/comms-guidance https://www.state.gov/about-us-office-of-the-procurement-executive/ https://www.state.gov/about-us-office-of-the-procurement-executive/

- an abbreviated/estimated summary budget presenting the total projected costs for the anticipated total duration of programming (base year, plus two non-competitive continuation years).

To exercise the Non-Competitive Continuation mechanism the recipient will be required to submit:

1. performance and financial reports on time;

2. a request in writing to ECA at least 30 days in receipt of the NCC invitation;

3. a summary budget that projects program expenses through the end of the current year;

4. a detailed budget outlining expenses for the requested non-competitive continuation year; and

5. a brief narrative to support the continuation of the award.

The ECA Grants Officer and Program Officer will:

1. Closely monitor the recipient’s performance through site visits, desk audits, mandatory performance and financial reports, consultations, and other forms of communication and dialogue before exercising additional non-competitive continuations. (Additional details regarding monitoring and oversight of the program by ECA representatives will be provided at the time the base-year award is made.

2. Review and evaluate all mandatory quarterly program and financial reports;

_ All program and financial reporting requirements must be current and up-to-date before the Bureau will exercise additional non-competitive continuations.

- Any/all concerns, issues, or modifications requested by the Grants Officer or Program

Officer to the original program design or method of implementation must be responded to in writing.

- The ECA Grants Officer and Program Officer will review and advise of ECA’s approval or disapproval of the response before issuing subsequent non-competitive continuations.

3. Prior Grants Officer approval is required to utilize the remainder from an unobligated balance from a prior funding period to the subsequent funding period. If the Grants Officer determines that some or all of the unobligated funds are not necessary to perform the program activity, the

Grants Officer may decline the Recipient’s request to utilize the remainder from the unobligated balance.

The Grants Officer may, at their discretion, use the unobligated balance to reduce or offset future funding for a subsequent funding period. An unobligated balance at the end of a funding period is not sufficient justification to utilize the remainder of funds. A final determination and approval to utilize the remainder of any funds will be communicated via a cost amendment with adjustment, if any, to new obligation amounts.

i. The request to utilize the remainder from an unobligated balance must include:

a. A brief narrative why funds remain unobligated and how the unobligated funds will be used to complete the previously approved goals and objectives of the program; and,

b. A detailed budget that reflects the amount of unobligated funds to date, and anticipated expenditures in the subsequent period of performance for all cost categories under the authorized budget.

D.3m. Allowable costs for the program include the following:

• Recruitment, selection payment, and training/orientations of airport Reception

Officers and Coordinator

• Reimbursement of travel to and/or parking at airport for airport reception officers assigned to duty

• Approved travel for training

• Please refer to the Solicitation Package for complete budget guidelines and formatting instructions.

D.3n. Application Deadline and Method of Submission:

Application Deadline Date: Monday, July 19, 2021

Method of Submission: Applications may only be submitted electronically throughGrants.gov

(https://www.grants.gov). Complete solicitation packages are available at Grants.gov in the

“Search Grants” portion of the system.

D.3o. Grants.gov Registration, Application Submission, and Receipt Procedures

Eligible organizations should follow the instructions available in the ‘Get Started’ portion of the site (http://www.grants.gov/web/grants/applicants/apply-for-grants.html).

How to Register to Apply through Grants.gov

Applicants should read instructions carefully and prepare the information requested before beginning the registration process. Reviewing and assembling the required information before beginning the registration process will alleviate last-minute searches for required information.

The registration process can take up to four weeks to complete. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required application submission deadlines. Applicants should check with appropriate staff within their organizations immediately after reviewing this NOFO to confirm or determine their registration status with

Grants.gov. Organization applicants can find complete instructions here:

https://www.grants.gov/web/grants/applicants/organization-registration.html https://www.grants.gov/ http://www.grants.gov/web/grants/applicants/apply-for-grants.html https://www.grants.gov/web/grants/applicants/organization-registration.html

How to Submit an Application to ECA via Grants.gov

For access to complete instruction on how to apply for Notice of Funding Opportunities on

Grants.gov, refer to: https://www.grants.gov/web/grants/applicants/apply-for-grants.html

Grants.gov Support and Submission Issues

Direct all questions regarding Grants.gov registration and submission to:

Grants.gov Customer Support

Contact Center Phone: 800-518-4726

Business Hours: 24 hours a day, 7 days a week; closed on federal holidays

Email: support@grants.gov

Timely Receipt Requirements and Proof of Timely Submission

Applicants have until 11:59 p.m., Washington, DC time of the closing date to ensure that their entire application has been uploaded to the Grants.gov site. There are no exceptions to the above deadline. Applications uploaded to the site after the application deadline date and time will be automatically rejected by the Grants.gov system, and will be technically ineligible.

Therefore, we strongly recommend that you not wait until the application deadline to begin the submission process through Grants.gov.

Proof of timely submission is automatically recorded by Grants.gov. An electronic date/time stamp is generated within the system when the application is successfully received by

Grants.gov. The applicant Authorized Organization Representative (AOR) will receive an acknowledgement of receipt and a tracking number (GRANTXXXXXXXX) from Grants.gov with the successful transmission of their application. Applicant AORs will also receive the official date/time stamp and Grants.gov Tracking number in an email serving as proof of their timely submission.

When ECA successfully retrieves the application from Grants.gov, Grants.gov will provide an electronic acknowledgement of receipt of the application to the email address of the applicant with the AOR role. Again, proof of timely submission shall be the official date and time that

Grants.gov receives your application. Please also be mindful of any Grants.gov generated error messages that may appear during the application process as they may result in some documents not transmitting correctly.

Applicants using slow internet, such as dial-up connections, should be aware that transmission can take some time before Grants.gov receives your application. Grants.gov will provide either an error or a successfully received transmission in the form of an email sent to the applicant with the AOR role. The Grants.gov Support Center reports that some applicants end the transmission because they think that nothing is occurring during the transmission process. Please be patient and give the system time to process the application.

https://www.grants.gov/web/grants/applicants/apply-for-grants.html mailto:support@grants.gov

The Grants.gov website includes extensive information on all phases/aspects of the Grants.gov process, including an extensive section on frequently asked questions, located under the

"Applicant FAQs" section of the website. ECA strongly recommends that all potential applicants review thoroughly the Grants.gov website, well in advance of submitting a proposal through the Grants.gov system. ECA will not notify you upon receipt of electronic applications.

PLEASE NOTE: ECA bears no responsibility for applicant timeliness of submission or data errors resulting from transmission or conversion processes for proposals submitted via

Grants.gov. Prior to submitting applications through Grants.gov, please ensure you meet all

Grants.gov system and software requirements, including Adobe software compatibility. You can verify if your version of Adobe software is compatible with Grants.gov, by visiting https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html.

It is the responsibility of all applicants submitting proposals via the Grants.gov web portal to ensure that proposals have been received by Grants.gov in their entirety, and ECA bears no responsibility for data errors resulting from transmission or conversion processes.

D.3p. Intergovernmental Review of Applications: Executive Order 12372 does not apply to this program.

E. APPLICATION REVIEW INFORMATION

The Bureau will review all proposals for technical eligibility. Proposals will be deemed ineligible if they do not fully adhere to the guidelines stated herein and in the Solicitation

Package. All eligible proposals will be reviewed by the program office, as well as the Public

Diplomacy section overseas and State Department regional bureaus, where appropriate. Eligible proposals will be subject to compliance with Federal and Bureau regulations and guidelines and forwarded to Bureau grant panels for advisory review. Proposals may also be reviewed by the

Office of the Legal Adviser or by other Department elements. All awards will be assessed for risk prior to their issuance. Final funding decisions are at the discretion of the U.S. Department of State's Assistant Secretary for Educational and Cultural Affairs. Final technical authority for assistance awards resides with the Bureau's Grants Officer.

E.1. REVIEW CRITERIA

Technically eligible applications will be competitively reviewed according to the criteria stated below. These criteria are not rank ordered and all carry equal weight in the proposal evaluation:

1. Quality of the program idea/Ability to achieve program objectives: Proposals should exhibit originality, substance, precision, and relevance to the Bureau's mission. Proposals should convey that the applicant has a good understanding of the overall goals and objectives of the https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html

International Airport Arrival and Departure Program. Key staff must have expert knowledge of international airport arrivals and departure activities and qualifications to perform these services.

Detailed agenda and relevant work plan should demonstrate substantive undertakings and logistics. Objectives should be reasonable, feasible, and flexible. Your proposal should exhibit originality, substance, and precision, and be responsive to the requirements stated in the NOFO.

The proposal should contain a detailed and relevant work plan that demonstrates substantive intent and logistical capacity. It must adhere to the statement of work and program guidelines described in the NOFO and this document.

2. Support of Diversity: Proposals should show substantive support of the Bureau's policy on diversity. Proposals should demonstrate how diversity will be achieved in the different aspects of program administration and of program design, content and implementation, including individual grantee/participant recruitment, selection and placement. It is important that proposals have a clearly articulated diversity plan and not simply express general support for the concept of diversity.

3. Institution's Record/Capacity: Proposals should clearly demonstrate the applicant’s capability for performing the type of work required by the International Airport Arrival and

Departure Program and how the institution will execute its program activities. Proposals should demonstrate an institutional record of a minimum of four years of successful experience in conducting similar airport functions of the magnitude and scope of work outlined in this solicitation. Applicants must demonstrate how their organizations will effectively consult with the ECA point of contact on a regular basis to ensure that the services are professional in nature and meet overall program objectives. Proposed personnel and institutional resources should be fully qualified to achieve the project's goals. The award recipient must maintain a Washington, D.C. presence. Proposals must demonstrate an institutional record of responsible fiscal management and full compliance with all reporting requirements for past Bureau cooperative agreements as determined by Bureau Grants staff. The Bureau will consider the past performance of prior recipients and the demonstrated potential of new applicants. The Bureau will consider the past performance of prior recipients and the demonstrated potential of new applicants.

4. Project Evaluation: While award recipients do not have sole responsibility for program evaluation, proposals should describe how the award recipient will evaluate the activity's success as the activities unfold and through all required reporting. The evaluation section should address how lessons learned during the program will be incorporated in future project planning. A description of the methodology used to link outcomes to original project objectives is strongly recommended. Applicants should also indicate how they will evaluate their project management.

5. Cost-effectiveness and Cost-sharing: The overhead and administrative components of the proposal, including salaries and honoraria, should be kept as low as possible. All other items should be necessary and appropriate. Proposals should maximize cost-sharing through other private sector support as well as institutional direct funding contributions.

F. Federal Award Administration Information F.1. Award Notices: Final awards cannot be made until funds have been appropriated by

Congress, allocated and committed through internal Bureau procedures. Successful applicants will receive a Federal Assistance Award (FAA) from the Bureau’s Grants Office. The FAA and the original proposal with subsequent modifications (if applicable) shall be the only binding authorizing document between the recipient and the U.S. Government. The FAA will be signed by an authorized Grants Officer, and transmitted to the recipient’s responsible officer as identified in the application.

Unsuccessful applicants will receive notification of the results of the application review from the

ECA program office coordinating this competition following the completion of the review process.

F.2. Administrative and National Policy Requirements: Terms and Conditions for the

Administration of ECA agreements include the following: 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 (Effective December 26, 2014, replacing the previous circulars).

For a copy of the OMB Guidance cited, please contact the U.S. Government Publishing Office or download from the www.ecfr.gov website.

Please reference the following websites for additional information:

https://www.whitehouse.gov/omb https://www.state.gov/m/a/ope/index.htm

F.3. Reporting Requirements: You must provide ECA with an electronic copy of the following required reports:

1. Performance Progress Reports (PPRs) shall be required at a minimum annually and no more frequently than quarterly. Annual reports shall be due 120 calendar days after the cooperative agreement year; quarterly or semi-annual reports shall be due 30 days after the reporting period. (Frequency of these reports will be determined by the Grants

Officer and Program Officer). The complete report and supporting documentation must be uploaded by the Recipient as a Post Award Activity under the corresponding record for this Cooperative Agreement/Grant in the U.S. Department of State’s SAMS Domestic.

2. The Federal Financial Report (FFR SF-425/SF-425a) must be submitted through the U.S.

Department of Health and Human Services’ Payment Management System (PMS). The http://www.ecfr.gov/ https://www.whitehouse.gov/omb https://www.state.gov/m/a/ope/index.htm https://mygrants.service-now.com/ electronic version of the FFR can be accessed at: http://www.dpm.psc.gov/. Once a financial report has been approved by the Department, the Recipient must upload the approved report to SAMS Domestic, in the same manner specified for the programmatic reports. Failure to comply with these reporting requirements may jeopardize the

Recipient's eligibility for future Cooperative Agreements/Grants.

a. In the event you are having difficulty uploading reports and the ILMS help desk is not providing sufficient assistance, please email

ECA_SAMSDomestic@state.gov.

3. A final program and financial report no more than 120 days after the expiration or

a. termination of the award;

4. Because the Competition will allow for the exercise of Non-Competitive Continuations

(NCC), applicants must submit program and financial reports on time. The due dates for these reports will be included in the cooperative agreement. The program and financial reports must demonstrate substantial progress by addressing progress towards the original approved goals and objectives, relative activities and events, and supporting fiscal data.

The reports will be reviewed by both the assigned Grant Officer and Program Officer.

5. Weekly weekend arrival updates for each airport are due to the ECA/PE/V/C/R Grants

Officer Representative by COB Monday. The reports should include any visitors who did not arrive and relevant information regarding secondary screenings or miscellaneous arrival issues, including the ECA program officer’s name associated with the visitor/project. Airport reception program reports are due within 15 days after the close of the previous month’s activities. These reports must list separately the number of visitors/flights met at each airport. They must include date; visitor name; flight number;

name of assigned officer; differentiate between visitors who “did not arrive” vs. a “no-show meet”; whether or not ECA/PE/V is charged for the reception service, i.e., if more than one visitor is on a flight, only one charge is made for airport reception; and itemize any expenses incurred, such as miscellaneous parking and mileage or other incurred expense covered under the agreement. The reports must be submitted to ECA/PE/V/C/R via IVLPAirportReports@State.gov.

6. For the duration of the heightened public health situation, weekly reports on COVID indicators in all 50 states, as well as in specific cities. These reports should include the following:

1. Mask requirements

2. Testing availability

3. Quarantine requirements

4. Positivity rates per 100,000 people

5. Vaccination rates http://www.dpm.psc.gov/ https://mygrants.service-now.com/ mailto:ECA_SAMSDomestic@state.gov mailto:IVLPAirportReports@State.gov

6. Airport processes, e.g., temperature checks upon arrival and/or departure

7. Social distancing requirements

8. Status of public schools and colleges (in general, not school by school)

9. Status of resumption of on-site work

Award recipients will be required to provide reports analyzing their evaluation findings to the

Bureau in their regular program reports. (Please refer to D.3h. Program Monitoring information.)

All data collected, including survey responses and contact information, must be maintained for a minimum of three years and provided to the Bureau upon request.

G. Agency Contacts

For questions about this announcement, contact: Gail Curtis, U.S. Department of State, Community Relations Branch, Office of International Visitors, ECA/PE/V/C/R, SA-5, 3rd Floor, 2200 C Street, NW, Washington, DC 20037, CurtisGA@state.gov.

All correspondence with the Bureau concerning this NOFO should reference the title and funding opportunity number listed at the top of this solicitation.

Please read the complete announcement before sending inquiries or submitting proposals. Once the NOFO deadline has passed, Bureau staff may not discuss this competition with applicants until the proposal review process has been completed.

H. Other Information:

Notice:

The terms and conditions published in this NOFO are binding and may not be modified by any

Bureau representative. Explanatory information provided by the Bureau that contradicts published language will not be binding. Issuance of the NOFO does not constitute an award commitment on the part of the Government. The Bureau reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of the program and the availability of funds. Awards will be subject to periodic programmatic and financial reporting and evaluation requirements as outlined in the NOFO.

Matthew Lussenhop April 29, 2021

Principal Deputy Assistant Secretary for Educational and Cultural Affairs

U.S. Department of State