FY21 Access NOFO.pdf

Department of State

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

(NOFO): FY 2021 English Access Microscholarship Program

Announcement Type: New Cooperative Agreement

Funding Opportunity Number SFOP0007960

Assistance Listing (formerly CFDA) Number: 19.421

Key Date/Application Deadline: June 7, 2021

Executive Summary: The Office of English Language Programs of the Bureau of

Educational and Cultural Affairs (ECA/A/L) announces an open competition to administer the FY 2021 English Access Microscholarship Program (Access). The Access

Program is a multi-faceted program designed to support global English language learning needs and to improve English teaching globally. The program exposes participants to

U.S. culture and democratic values through English language scholarships for youth, professional development opportunities for teachers and administrators, and programming for alumni. The program’s three-pronged approach includes, but is not limited to:

1) Teacher professional development: Participants receive professional development opportunities that strengthen student-centered learning; critical thinking and communicative methodologies; understanding of U.S. culture, democratic values, and service learning. Funds support programming for teachers, directors, administrators, and ministry officials in-country, in the region, and in the U.S.

Programs may be virtual, hybrid or in-person depending on local health and safety conditions and on the theme or target audience for the program. The program helps teachers serve as role models and mentors to other English teachers in their respective countries and regions and provides a multiplier effect that strengthens the teaching of English in their countries.

2) Scholarships: Bright, underserved students worldwide, primarily aged 13 to 20, receive a foundation of English language, leadership and professional skills, and exposure to U.S. culture and democratic values. Funds support in-country study for English classes close to the participants’ homes. Classes are usually taught in-person when health and safety conditions allow, but may move to online teaching to ensure the health and safety of the students and teachers. Hybrid and virtual-only programs may be piloted for pedagogical or programmatic purposes. The programs increase the students’ potential to participate successfully in the socio-economic development of their countries and increase their chances of competing for and participating in future U.S. exchange and study programs.

3) Alumni: Participants receive opportunities that strengthen their foundation of

English language, leadership and/or professional skills and understanding of U.S.

culture and democratic values acquired under the scholarship program. Funds support programming for alumni in-country, in the region, and in the U.S. These programs are designed locally by U.S. embassies based on public diplomacy goals and may be offered in-person, virtually or in a hybrid format depending on the goals of the program and conditions on the ground.

Because of the program's multiregional scope, the method of instruction, curriculum, textbooks, tests, hours of instruction, cost per participant, etc., will vary considerably from country to country and sometimes within a single country to meet posts’ strategic goals. The Access Program is a high profile public diplomacy initiative that provides participating U.S. embassies an opportunity to demonstrate our country's dedication to education and mutual understanding.

ECA/A/L anticipates approximately 20,000 participants, including teachers, students, and alumni. 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 administer and manage the FY 2021 English Access Microscholarship Program.

It is ECA/A/L’s intent to award one cooperative agreement in the amount of $26,000,000.

ECA/A/L reserves the right to reduce, revise, or increase proposal budgets and participant numbers in accordance with the needs of the program and the availability of funds.

Please see section B.) Federal Award Information, below for additional details.

A. Program Description:

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.

Purpose: The Access Program enhances the ability of foreign publics, particularly underserved youth and teachers, to better understand the United States, its people, its values, and its foreign policy through the learning of the English language. As the language of science, technology, business, and the internet, English is the language of educational and economic opportunity. By strengthening the teaching of English globally, the Access program stimulates economic growth and breaks down the barriers of restrictive societies. It also serves as a gateway to economic, cultural, and political engagement with the United States, including as preparation for other exchange programs.

Background: The Access Program was launched in 2004 as a pilot program in countries of the Middle East and North Africa. The program has expanded to become a foundational element in the Bureau’s continuum of exchanges to reach younger and more diverse audiences worldwide. Since its inception, approximately 200,000 students in more than 80 countries in all regions of the world have participated in the Access

Program. For nearly a decade, , professional development for current and potential

Access teachers has also been an integral part of the program. Many Access programs are serving as model classrooms for English teaching in their countries. ECA/A/L provides overall management of the program.

Participants: Participants will be identified and/or selected by the U.S. embassies and consulates in participating countries, with participant numbers based on funding allocations determined by ECA/A/L. Schools or other in-country educational service providers that conduct the classes and training will also be recommended by U.S.

embassies and consulates with final approval of ECA/A/L. (Note: Throughout this

NOFO, these schools, NGOs and other partners will be referred to as "in-country educational service providers.”) ECA/A/L will inform the recipient of the participating countries and the funding allocation to each country.

A1. Substantial Involvement:

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

ECA/A/L activities and responsibilities for the Access Program include but are not limited to:

1. Provide overall strategic direction on the goals and priorities for all components of the program and guidance on its implementation.

2. Allocate program funds by region and country. Determine requirements for strategic plans submitted by U.S. embassies and their proposed distribution of funding among program components. Review and approve strategic plans.

3. Approve, based on input from U.S. embassies, Regional English Language

Officers (RELOs), and the State Department's Regional Bureaus, the in-country educational service providers (schools, NGOs, etc.) that will provide English language instruction, cultural enhancement and leadership development to the

Access students, programming for alumni, and professional development opportunities for teachers, directors, administrators, and ministry officials.

4. Approve proposals submitted by in-country educational service providers and reviewed by the recipient organization and U.S. embassies for all programming under this cooperative agreement.

5. Determine, based on input from U.S. embassies, the amount and timing of financial disbursements by the recipient to the in-country educational service providers.

6. Serve as the primary point of contact and intermediary with the U.S. embassies.

7. Determine the number and content of U.S. exchanges as well as the type and length of the program and the number of participants.

8. Approve, based on input from U.S. embassies and the in-country educational service providers, the directors, teachers, administrators, ministry officials, and alumni who participate in U.S. exchanges.

9. Direct all phases of planning and development and approve design of the in-country workshops, U.S. exchanges, and alumni activities.

10. Collaborate with the recipient on the development of program materials, including model curricula, lesson plans, assessments, etc. Provide final approval for all materials.

11. In coordination with the ECA Grants Officer, approve all major personnel changes in the recipient organization that are directly involved with this cooperative agreement.

In this cooperative agreement, U.S. embassies are also substantially involved in the program activities, above and beyond routine monitoring. U.S. embassies’ activities and responsibilities for the Access Program include but are not limited to:

1. Develop a strategic plan in collaboration with the relevant RELO, including risk mitigation, for the Access program in their country. Submit the plans to the

RELO for review and ECA/A/L for approval.

2. Select the in-country educational service provider(s) that will provide a) English language instruction, cultural enhancement, and leadership development to the

Access scholarship students; b) programming for alumni; and/or c) professional development opportunities for teachers, directors, administrators, and ministry officials. In countries with multiple providers, U.S. embassies may choose to work with an organization that oversees the work of other providers.

3. Serve as the primary point of contact between the recipient and the in-country educational service providers.

4. Determine the level of funding for each in-country educational service provider within their country allocations.

5. Review and provide U.S. embassy approval of proposals, official documentation, and reports submitted by in-country educational service providers for all programming under this cooperative agreement.

6. Collaborate with in-country educational service providers on the participant selection process and approve the selection of all participants.

7. Collaborate with in-country educational service providers in developing appropriate materials, curricula, enhancement activities, and community service projects.

8. Participate in enhancement activities for Access students, when possible.

9. Propose participants for the U.S. exchanges to ECA/A/L.

10. Monitor and assess the performance of the in-country educational service providers, including conducting a site visit to each in-country educational service provider at least once a year. Submit site visit reports into the recipient’s data management system. Alert the recipient and ECA/A/L of any deficiencies or corrective actions required.

11. Conduct regular review of the in-country educational service providers’ programs and accounts and assess the program’s impact. In those countries where the recipient provides enhanced monitoring, review and approve all reports from the monitoring organization.

12. Provide certificates signed by the U.S. ambassador or other U.S. embassy officer to the in-country educational service providers to distribute to the students and teachers at the beginning and end of the Access Program.

In this cooperative agreement, in-country educational service providers are also substantially involved in the program activities. In-country educational service providers’ activities and responsibilities for the Access Program include but are not limited to:

1. Plan and prepare programming in close consultation with the U.S. embassy and

RELO.

2. Draft proposals that meet program requirements and submit to the U.S. embassy, RELO, the recipient, and ECA/A/L.

3. Advertise the programs and recruit participants.

4. Collaborate with the U.S. embassy during the participant selection process.

5. Implement the program according to the oral and written guidelines from the U.S.

embassy, approved proposals, and signed official documents.

6. Nominate teachers, directors, administrators, and ministry officials for professional development opportunities and U.S. exchanges in coordination with the U.S. embassy, RELO, and ECA/A/L.

7. Regularly monitor and evaluate the program to ensure that it is implemented in accordance with the relevant official documents, to highlight student and teacher achievements and best practices, and to address challenges quickly.

8. Send invitations to the U.S. embassy about special events, providing opportunities for U.S. embassy personnel to visit and speak with Access participants, teachers, and other in-country educational service provider staff.

9. Distribute certificates signed by the U.S. ambassador or other U.S. embassy officers to the students at the beginning and end of the Access Program.

10. Submit timely written and financial reports as well as alumni data according to the schedule outlined in official documentation and when requested by the U.S.

embassy.

A2. Recipient Responsibilities

The responsibilities of the recipient organization include but are not limited to the following:

1. Program Management:

a. Strategic Planning and Management: Collaborate with ECA/A/L on the overall management of all components of the program, including scholarships, training and alumni programming. Partner with ECA/A/L in developing strategic plans for the program.

b. Program Systems and Lifecycle: Design systems to manage the lifecycle of the program at ECA/A/L’s direction. Develop and maintain information management system(s), Learning Management System (LMS), and

Community of Practice (CoP) platform and ensure systems are customized for the Access program and meet the needs of and are accessible to ECA/A/L and

U.S. embassies. The online systems must be on an open source platform.

c. Review/Oversight: Review all program documentation, e.g. country strategic plans and risk mitigation, proposals, reports, monitoring documents and evaluations, etc., for compliance with criteria for successful programming based on guidance from ECA/A/L. Raise concerns, highlight successes, and make recommendations to ECA/A/L.

d. Enhanced Monitoring: Provide enhanced monitoring of local scholarship programs in countries receiving scholarship allocations of $250,000 or more to ensure proper accountability and compliance with program requirements and achievement of performance goals. ECA/A/L will work with the recipient to identify the appropriate countries and to approve the organizations and/or individuals who will conduct enhanced monitoring activities under this award.

At the direction of ECA/A/L, the recipient may hire a consultant(s) to develop and conduct in-depth evaluations of Access programs in the field and coordinate all travel itineraries and arrangements.

e. Educational Consultants: Contract with Educational Consultants, who will work closely with ECA/A/L on resource development and programmatic activities. As directed by ECA/A/L, consultants may identify, create, curate, moderate, and copy edit digital learning resources and other training materials as well as content for social media and the Community of Practice. Content may focus on U.S. society and culture, critical thinking, and service learning in addition to teaching methodology.

f. Additional Programming: Support in-country, regional, or U.S. programming for alumni, teachers, directors, administrators, and ministry officials as requested by ECA/A/L. Support programming for other relevant audiences, as designated by ECA/A/L.

2. Professional Development for Teachers and Administrators

a. In coordination with ECA/A/L, assess Access teachers’ needs for teacher training resources and administrative support resources as needed. This will include assessing needs for curriculum, lesson plans, testing and program materials.

b. Digital learning resources: As requested by ECA/A/L, the recipient may develop digital learning resources for English language teaching and learning;

coordinate and support the deployment of these resources overseas, including the purchase and shipment of equipment, as necessary; and design professional development activities to allow educators to use these products most effectively abroad. Resources may include sample curricula, lesson plans, assessments, and program materials focused on student-centered learning and communicative methodologies as well as on U.S. society, culture and values, and on critical thinking and service learning. These resources should be made available online but may require distribution of media or other materials globally.

c. At the direction of ECA/A/L, fund teacher and administrator training activities developed by RELOs in the field for current and potential Access teachers and administrators.

3. Social Media

a. In collaboration with ECA/A/L, strategize, plan, create content and moderate events for the Office of English Language Programs’ social media accounts, such as the English Access Microscholarship Program – Headquarters

Facebook page, the Access Teachers’ Corner Facebook page, and any other social media accounts upon request.

b. In consultation with ECA/A/L, provide guidance to local Access social media on the purpose, audience, content, branding, and cybersecurity requirements, including requirements to protect minors. Maintain and share with all stakeholders a catalog of local Access social media.

c. Report on social media statistics and trends, and reflect on successes and lessons learned for future social media strategies, methods, and content creation.

d. Research and investigate other tools and platforms for social media engagement and propose their use as appropriate.

4. Community of Practice (CoP)

a. Develop, maintain, and update as necessary an online Community of Practice

(CoP) for current and potential Access providers and teachers. In collaboration with ECA/A/L, the recipient will create an engaging, dynamic, user-friendly, and visually appealing online CoP where participants are encouraged to share resources and ideas as well as cascade knowledge and skills gained during the Access program. The award recipient may also engage U.S. embassies and/or provide opportunities for all stakeholders to participate on the CoP.

b. In collaboration with ECA/A/L, develop strategies for maximum engagement of all Access stakeholders and quality of user interface for the online CoP.

c. Ensure that the online CoP is mobile-friendly and easily accessible in low-bandwidth contexts.

d. Motivate Access teachers and providers to submit content to be used on the

CoP as well as for print and digital publication, including for “English

Teaching Forum” and the American English website.

e. At the direction of ECA/A/L, the recipient may develop virtual events (topics

TBD), for current and potential providers, teachers, students, and alumni of the Access program. This may include, but is not limited to, purchasing appropriate video conferencing and social media software, recruiting and selecting professional guest speakers, registering participants, emailing certificates or digital badges, and providing sufficient staff to manage the relevant software, interact with participants, and act as moderators.

5. U.S. Exchange Component (exchanges): The recipient may conduct virtual, in-person, or hybrid exchanges or may issue a sub-award(s) to another/other organization(s) through an open competition to U.S. public and private non-profit, non-governmental organizations and accredited colleges and universities. The recipient organization will plan, conduct, and fund at least one U.S. exchange for selected ministry officials, administrators, directors, teachers and alumni as directed by ECA/A/L. Exchanges may be in-person if health and safety conditions allow for travel to the U.S. Virtual exchanges may be requested based on demand from U.S.

embassies. The recipient will work with ECA/A/L to define program expectations, including duration and number of participants, and select the most appropriate sub-recipient. The U.S. exchanges may focus on providing participants with the most current teaching methods, exposure to relevant educational technology, education policy, educational leadership, service learning, and education administration, in addition to exposure to the United States. The latter may include an academic component on U.S. history, society, and culture, as well as attendance at conferences related to the English as a Second Language (ESL)/English as a Foreign Language

(EFL) field.

a. In-person exchanges: The recipient will assume overall logistical responsibility for arrangements during participants’ time in the United States, which includes, but is not limited to,

i. complying with J-visa regulations and communicating guidelines;

ii. preparing orientation materials and facilitating orientations;

iii. making international and domestic round-trip travel arrangements in compliance with Fly America Act;

iv. assuming overall responsibility for compliance with all applicable taxes, withholdings, and reporting;

v. monitoring and evaluating programs, including qualitative and quantitative results, surveys, questionnaires, and evaluations; and

vi. enrolling participants in the State Department’s Accident and Sickness

Program for Exchanges (ASPE) or other health benefit plan, as directed by the Bureau. Please refer to the Solicitation Package for further information.

b. Virtual exchanges: The recipient will assume overall logistical responsibility for participants in the virtual U.S. exchanges, which includes but is not limited to:

i. Purchasing appropriate technical platforms, gathering nominations from U.S. embassies, emailing certificates or digital badges, and providing sufficient staff or consultants to interact with participants and act as moderators during the virtual events.

ii. Working with ECA/A/L, building a ladder of leadership for participants to become mentors, including the development of self-paced modules. Using those mentors to support program participants in U.S. exchanges.

iii. In collaboration with ECA/A/L, managing and engaging all in-person and virtual U.S. exchange alumni through online platforms, creating content, etc. Piloting online professional development opportunities with alumni when appropriate.

6. Administrative responsibilities

a. Draft and finalize official documentation of the entire lifecycle of the program, e.g. proposals, agreements, reports, evaluation documents, etc., and the disbursements. Track all documentation through the online information management system.

b. Collect, review, provide feedback, and seek revisions to official program documentation, e.g. proposals, agreements, reports, evaluation documents, etc., from the in-country educational service providers on a schedule agreed to by the U.S. embassies and the providers. Send reminders about when official program documentation is due and overdue.

c. Disburse funds to in-country educational service providers worldwide.

Funding is disbursed based on compliance with all official documentation.

ECA/A/L will provide written instructions to the recipient organization identifying the in-country educational service providers as well as the amount of funds to be disbursed to each provider. The award recipient will work with

ECA/A/L, U.S. embassies, and in-country educational service providers to determine the most efficient means of disbursement.

d. Review all programmatic and financial reporting from the in-country educational service providers to ensure that it corresponds with the proposal approved by ECA/A/L. Upon receipt of confirmation from the relevant U.S.

embassy of appropriate monitoring and evaluation, the recipient organization will disburse funding. Reports requesting disbursements that do not correspond to the approved proposal or that do not have confirmation from the

U.S. embassy must be authorized by ECA/A/L.

e. In response to Executive Order 13224 Blocking Property and Prohibiting

Transactions With Persons Who Commit, Threaten to Commit, or Support

Terrorism, which requires U.S. organizations to verify that they are not providing and will not knowingly provide material support or resources to any individual or entity that appears on the Master List of Specially Designated

Nationals and Blocked Persons maintained by the U.S. Treasury’s Office of

Foreign Assets Control (OFAC) or has been designated by the United States

Sanctions Committee (UNSC) established under UNSC Resolution 1267 for individuals or entities that are linked to terrorists or terrorist organizations, the recipient organization must collect and vet the in-country educational service providers’ information and the names of its senior staff against these, and similar, lists.

f. Enter into agreements with the in-country educational service providers.

Terminate or suspend agreements with prior written approval from ECA/A/L and in coordination with the U.S. embassy.

g. Develop training guides for all required documentation for all program types based on guidance from ECA/A/L. Interactive online training may also be developed to guide all stakeholders through the program lifecycle. Provide training to ECA/A/L, U.S. embassies, and providers.

h. Track country allocations and disbursements in the online program management system throughout the length of the cooperative agreement and provide regular budget updates to ECA/A/L.

i. Streamline program processes and work closely with the program office to identify challenges and solutions; capture trending issues; and help establish local program evaluation and other programmatic analyses as designated by

ECA/A/L.

j. Audits: The recipient may procure auditing services to conduct an audit of at least one local Access program, as requested by ECA/A/L.

k. Personnel: Seek approval of critical personnel changes from ECA/A/L and the Grants Officer. The recipient will provide sufficient personnel needed to manage the program.

l. Shipment of books and materials: The recipient may purchase and ship books and materials to the providers in the field as required. ECA/A/L will authorize the purchases and shipments as necessary based on program requirements.

m. Publications: Draft and clear all public advertisements, newsletters, and websites with ECA/A/L before development and dissemination to ensure proper identification with the U.S. Department of State. Subscribe to any necessary tools and resources for production of digital and print resources.

n. Branding: All materials and communications created for this program must be branded as a U.S. Department of State program and should use the Access logo.

o. Training: Provide technical assistance and periodic trainings (virtual and/or in-person) for ECA/A/L staff, U.S. embassy staff, and current and former program participants on all program aspects.

Because the FY 2021 award will overlap with the performance period of previous fiscal year awards for this program, the recipient organization of this award will be expected to work with the recipient organization of the previous awards.

B. Federal Award Information:

Type of Award: Cooperative Agreement. ECA’s level of involvement in this program is listed under A1. Substantial Involvement under A. Program Description.

Approximate Total Funding: $26,000,000

Approximate Number of Awards: 1

Approximate Average Award: $26,000,000

Floor of Award Range: None

Ceiling of Award Range: $26,000,000, Anticipated Award Date: September 1, 2021

Anticipated Project Completion Date: August 31, 2026

Additional Information: Pending successful implementation of this program and the availability of funds in subsequent fiscal years, it is ECA's intent to renew this cooperative agreement for two additional, consecutive fiscal years, before openly competing it again.

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.

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:

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 cooperative agreement, in an amount of $26,000,000 support program and administrative 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.

C.3. Cost Sharing or Matching Funds: There is no minimum or maximum percentage of cost sharing 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 may 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 Contact Information to Request an Application Package: Please contact the

Office of English Language Programs, ECA/A/L, SA-5, 4th Floor, U.S. Department of

State, 2200 C Street, NW, Washington, D.C. 20037, 202-632-9276 or 202-632-9412, accessprogram@state.gov to request a Solicitation Package.

The Solicitation Package contains the Proposal Submission Instruction (PSI) document, which consists of required application forms and standard guidelines for proposal preparation.

Please specify Melissa Fernandez or Caryn Danz and refer to the Funding Opportunity

Number located at the top of this announcement on all other inquiries and correspondence.

D.2. To Download a Solicitation Package Via Internet: 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.2a. Content and Form of Submission: Applicants must follow all instructions in the Solicitation Package. 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 https://eca.state.gov/organizational-funding https://www.grants.gov/ http://www.dnb.com/ 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, budget, and budget narrative.

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.3.d. 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.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 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 https://mygrants.servicenowservices.com/

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. 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. Therefore, proposals should demonstrate the applicant's capacity to meet all requirements governing the administration of the Exchange Visitor Programs as set forth in 22 CFR 62, including the oversight of Responsible Officers and Alternate Responsible Officers, screening and selection of program participants, provision of pre-arrival information and orientation to participants, monitoring of participants, proper maintenance and security of forms, record-keeping, reporting and other requirements.

The award recipient will be responsible for issuing DS-2019 forms to participants in this program.

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.

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

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 and Evaluation: 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 and evaluate the project’s success, both as the activities unfold and at the end of the program.

The Bureau recommends that your proposal include a draft survey questionnaire or other technique plus a description of a methodology to use to link outcomes to original project objectives. The Bureau expects that the recipient organization will track participants or partners and be able to respond to key evaluation questions, including satisfaction with the program, learning as a result of the program, changes in behavior as a result of the program, and effects of the program on institutions (institutions in which participants work or partner institutions). The evaluation plan should include indicators that measure gains in mutual understanding as well as substantive knowledge.

Successful monitoring and evaluation depend heavily on setting clear goals and outcomes at the outset of a program. Your evaluation plan should include a description of your project’s objectives, your anticipated project outcomes, and how and when you intend to measure these outcomes (performance indicators). The more that outcomes are "smart"

(specific, measurable, attainable, results-oriented, and placed in a reasonable time frame), the easier it will be to conduct the evaluation. You should also show how your project objectives link to the goals of the program described in this NOFO.

Your monitoring and evaluation plan should clearly distinguish between program outputs and outcomes. Outputs are products and services delivered, often stated as an amount.

Output information is important to show the scope or size of project 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. Outcomes, in contrast, represent specific results a project is intended to achieve and is usually measured as an extent of change. Findings on outputs and outcomes should both be reported, but the focus should be on outcomes.

We encourage you to assess the following four levels of outcomes, as they relate to the program goals set out in the NOFO (listed here in increasing order of importance):

1. Participant satisfaction with the program and exchange experience.

2. Participant learning, such as increased knowledge, aptitude, skills, and changed understanding and attitude. Learning includes both substantive

(subject-specific) learning and mutual understanding.

3. Participant behavior, such as concrete actions to apply knowledge in work or community; greater participation and responsibility in civic organizations; interpretation and explanation of experiences and new knowledge gained; continued contacts between participants, community members, and others.

4. Institutional changes, such as increased collaboration and partnerships, policy reforms, new programming, and organizational improvements.

Please note: Consideration should be given to the appropriate timing of data collection for each level of outcome. For example, satisfaction is usually captured as a short-term outcome, whereas behavior and institutional changes are normally considered longer-term outcomes.

Overall, the quality of your monitoring and evaluation plan will be judged on how well it

1) specifies intended outcomes; 2) gives clear descriptions of how each outcome will be measured; 3) identifies when particular outcomes will be measured; and 4) provides a clear description of the data collection strategies for each outcome (i.e., surveys, interviews, or focus groups). (Please note that evaluation plans that deal only with the first level of outcomes [satisfaction] will be deemed less competitive under the present evaluation criteria.)

Recipient organizations will be required to provide reports analyzing their evaluation 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. Virtual Exchange Component: ECA welcomes innovative ideas on how organizations can leverage appropriate mobile and/or online technologies to maintain engagement among exchange participants, encourage project collaboration and widen participation in the overall project to a broader audience. ECA strongly 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.

The objective for the virtual exchange component(s), defined as technology-enabled, sustainable, people-to-people, cross-cultural exchanges, is to augment the impact of the in-person exchange described in this solicitation. ECA encourages organizations to propose virtual exchange ideas that take advantage of ECA’s existing web and social networking platforms, including our International Exchange Alumni space. Virtual exchange components would be coordinated with and approved by the ECA program office and U.S. missions abroad on a project by project basis.

D.3j. 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.3k. 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 as well as breakdowns reflecting both administrative and program budgets. Applicants may provide separate sub-budgets for each program component, phase, location, or activity to provide clarification.

The below budget format is provided as an aid in organizing the budget, it is suggested but not required as a submission format for your proposal budget.

D.3l. 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.3m. Allowable costs for the program include, but are not limited to, the following:

Program costs for the in-country educational services providers to administer the scholarship program including, but not limited to, instruction, materials, venue rental, accommodations, transportation, and meals as well as devices and data plans for virtual learning.

1. Program costs associated with a local institution’s training and alumni activities including, but not limited to, instruction, materials, venue rental, accommodations, transportation, and meals as well as devices and data plans for virtual learning.

https://eca.state.gov/comms-guidance https://www.state.gov/about-us-office-of-the-procurement-executive/

2. Costs associated with planning, conducting, and funding for virtual, in-person, or hybrid exchanges in the United States for selected teachers, directors, administrators, and ministry officials. Costs for in-person exchanges should at minimum include: the participants' international and domestic transportation, U.S.

per diem, space rental, workshop materials, participants’ pre–departure costs such as visa costs, necessary travel to obtain visas, etc.

3. Contracting educational consultants as directed by ECA/A/L.

4. Procurement of appropriate software, technology platforms, and subscriptions for digital services.

5. Administrative Costs:

a. Staff salaries and benefits (each staff member and his/her position must be listed separately). Please also note the percentage of his/her total time spent on this program.

b. Communication costs (e.g. fax, telephone, postage, communication equipment, etc.)

c. Office supplies

d. Printing and duplication costs

e. OMB Guidance 2 CFR Part 200, Subpart F Single Audit fees

f. Other direct costs; and

g. Indirect costs.

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

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

Application Deadline Date: June 7, 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 https://www.grants.gov/ http://www.grants.gov/web/grants/applicants/apply-for-grants.html 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.