FY23 IVLP NPA NOFO.pdf

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

FY 2023 International Visitor Leadership Program

Announcement Type: New Cooperative Agreement

Funding Opportunity Number: SFOP0008949

Assistance Listing (formerly CFDA) Number: 19.402

Key Date/Application Deadline: July 18, 2022

Executive Summary:

The United States Department of State’s Bureau of Educational Cultural Affairs’ Office of International

Visitor’s (ECA/PE/V) announces an open competition for up to four cooperative agreements to support the staff expenses and overhead costs of the FY 2023 International Visitor Leadership Program (IVLP). Launched in

1940, the IVLP is a professional exchange program that seeks to build mutual understanding between the

United States and other nations through carefully designed short-term visits to the U.S. for current and emerging leaders. These visits support U.S. foreign policy goals and reflect the participants’ professional interests.

Only one proposal will be considered by ECA from each applicant organization. In cases where more than one submission from an applicant appears in grants.gov, ECA will only consider the submission made closest in time to the NOFO deadline; that submission would constitute the one and only proposal ECA would review from that applicant. It is the ECA’s intent to award up to four cooperative agreements in FY 2023 for a total of approximately $6,420,000, pending the availability of FY 2023 funding, plus two non-competitive continuations. 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.

A project is defined as a short-term visit of emerging leaders to the United States (in-person or virtual) on varied themes based on U.S. foreign policy goals. International participants are nominated and selected by U.S.

Missions and approved by ECA/PE/V. Participant numbers vary based on the type of project; for more information reference the glossary on page 26.

Purpose:

As the U.S. Department of State’s premier professional exchange program, the International Visitor Leadership

Program (IVLP), supports U.S. foreign policy goals and helps strengthen U.S. engagement with countries around the world. Through carefully designed projects, the IVLP provides current and emerging foreign leaders with firsthand knowledge of U.S. society, culture, and politics. In turn, Americans at all levels in communities across the United States have valuable opportunities to engage directly with these leaders and foster lasting relationships. IVLP participants are current or potential leaders in government, politics, media, education, science, non-government organizations, the arts, and other disciplines. They are nominated by officers at U.S.

embassies overseas, approved by ECA/PE/V staff in Washington, D.C., and generally have little or no significant prior exposure to the United States. Since the IVLP’s inception in 1940, more than 225,000 foreign leaders have participated in the program. More than 500 program alumni subsequently became chiefs of state or heads of government in their home countries.

All award recipients will develop professionally substantive and highly customized projects that offer participants a well-balanced, well-paced, and varied experience in the United States.

The number of participants in each project and the length of the project will not be known to the award recipient until assignments have been completed by ECA/PE/V, following the announcement of the assistance awards.

The IVLP averages 622 projects and approximately 5,000 participants each year. It is the intent of the

ECA/PE/V to allocate the FY 2023 projects to award recipients based on the review criteria outlined in this

NOFO in Section E.1. The goals and objectives for each specific IVLP project will be shared with the award recipients as they are assigned.

Award recipients will work closely with the responsible ECA/PE/V Program Officer throughout the development, implementation, and evaluation of each assigned IVLP project.

Each project focuses on a substantive theme. Some typical IVLP projects themes are: border security;

counterterrorism; democracy and human rights; economic and business development; education; sustainable development; government transparency and freedom of information; international crime; media; rule of law;

science and technology; diversity, equity, inclusion, and accessibility; U.S. foreign policy; women’s empowerment; and U.S. government and political systems; however, themes can change based on changes in

U.S. foreign policy priorities during the period of performance.

A.1 Recipient Responsibilities:

1. Planning, organizing, and administering projects that can include travel, observation, consultation, study, or practical experience for participants from countries throughout the world. Participants are selected by the DOS and projects are assigned to award recipients by ECA/PE/V.

2. Developing the full range of projects (including IVLP, IVLP On Demand, and Global Government-to-

Government Partnership (G3P) and all project sizes). Projects can be as small as one person on an individual project but can also include a number of large Multi-Regional Projects that typically include

20-30 participants from around the world. Each project focuses on a substantive theme. Some typical

IVLP project themes are: agriculture; border security; counterterrorism; democracy and human rights;

economic and business development; education; sustainable development; government transparency and freedom of information; international crime; media; rule of law; science and technology; U.S. foreign policy; diversity, equity, inclusion, and accessibility; and U.S. government and political systems.

Themes can change based on changes in U.S. foreign policy priorities during the period of performance.

Project themes and foreign policy objectives will be pre-determined by the DOS prior to assignment of the project to the award recipient, and all award recipients are expected to have the capacity to develop applicable projects on all themes.

3. Designing the itinerary for projects, typically two to 21-days in length, and ensuring that each project itinerary highlights the geographic and demographic diversity of the United States. Balance and diversity should be reflected not only in the diverse itinerary but also in the range of opinions and perspectives to which participants are exposed; the professional backgrounds of interlocutors; the ethnic, socio-economic, religious, and age diversity of the American people with whom participants meet; and other factors which may be of relevance to the particular subject or participant(s) for whom programming is being arranged. “Diversity” should be interpreted in the broadest sense and encompasses differences including race, color, national origin, sex, age, religion, geographic origin, socio-economic status, disability, sexual orientation, or gender identity. Proposals should demonstrate how diversity will enhance the program’s goals and objectives and improve the participants’ exchange experience.

4. Planning and implementing the Washington, D.C. metropolitan area portion of all projects (including appropriate and relevant appointments, site visits, and social/cultural experiences), assuming that the majority of projects will commence in Washington, D.C. The Washington, D.C. program should include a short project orientation with an overview of the project theme and related issues, a central examination of federal policies regarding the theme and a federalism briefing. Group projects should allow sufficient time for participants to interact informally and develop connections within the group setting. Award recipients are responsible for securing all appointments for the Washington, D.C. portion of the project unless otherwise specified; however, appointments at many federal agencies require DOS interaction to ensure appropriate support.

5. Developing project plans and itineraries which include visits to three to five regionally diverse communities including a combination of urban and rural areas. Overseeing the development of local programming in cities throughout the U.S., working with Global Ties U.S. affiliates in communities where they exist. If no Global Ties U.S. affiliate is designated to cover a community deemed vital for the success of the project, the award recipient may work with another local community organization to arrange appropriate programming. The award recipient must contact local organizations to discuss project themes, the availability of project dates, local resources, and all project logistics. The award recipient is responsible for coordinating the participants’ overall project activities within and among the local community organizations and for monitoring the quality of programming throughout the project.

6. Working closely with a ECA/PE/V Project Manager for each project. The ECA/PE/V Project Manager exercises final authority to approve the project design, pace, itinerary, and budget expenditures within the parameters of current guidelines.

7. Working with Interpreters and International Visitor Liaisons (I/Ls) to enhance the participants’ experiences. The ECA/PE/V Project Manager arranges for the services of I/Ls, through the Office of

Language Services, on a contractual basis for most IVLP projects. The award recipient is required to brief these contractors on project goals and design when they are assigned to a project and to work with them to ensure successful implementation of the project. In the event that an I/L is not available through the Office of Language Services it is the responsibility of the award recipient to procure I/Ls following their internal procurement procedures.

8. Carrying out all administrative, logistical, and reporting responsibilities, as established by the assistance award, and following all relevant federal guidelines and circulars. Coordinating with Global Ties U.S.

local affiliates to manage project meeting requests, cultural activities, local hotels, transportation arrangements, and other details to ensure smooth implementation of each project.

9. For each project, preparing project proposals and estimated budgets for project related expenses. Proposals shall be submitted to ECA/PE/V for approval by the due dates established by

ECA/PE/V and found in the IVLP Standard Operating Procedures (SOPs). The Award recipients will receive a copy of the SOPs upon request. Proposals should present the goals, objectives, and program plans for the project and must include thematic goals for each proposed city. Budget information should be submitted based on current IVLP SOPs. Upon receiving the approval from ECA/PE/V, the award recipient may incur expenses up to the amount authorized in the project assignment for that specific project.

10. Creating and distributing copies of the program books, related local sponsor program schedules, reports or comments, letters, press coverage, social media content and other materials to the ECA/PE/V Project

Manager, in accordance with the IVLP SOPs. Potential or scheduled local press coverage must be shared with the ECA/PE/V Project Manager as far in advance as possible.

11. Coordinating domestic travel plans, securing tickets for domestic travel, arranging ground transportation, and making hotel arrangements for IVLP participants and I/Ls. Arranging all travel under the Agreement through DOS’s Travel Management Center, Carlson Wagonlit Government Travel

(or other designated provider), and ensuring proper billing as outlined by ECA/PE/V. Funds will be obligated in ECA and paid directly by DOS for participant and Interpreter/International Visitor Liaison

(I/L) travel in direct support of projects under this Agreement. In most cases, DOS will arrange international transportation for participants assigned to the award recipient. In limited situations the award recipient may be asked to purchase international tickets for participants.

12. Managing funds and disbursing per diem payments to IVLP participants and I/Ls according to federal regulations and current IVLP SOPs. Maintaining accounting control over the funds provided by this award with proper documentation, including invoices, receipts, etc. that adequately substantiates all payments charged to this award. All transactions related to this award must be identifiable as part of this award in the recipient's accounting system. Lack of such documentation could result in disallowed charges under this award.

13. A maximum of one working meal may be authorized per group project. A second working meal may be authorized in extenuating circumstances, in which case prior written approval must be obtained in writing from ECA/PE/V per current IVLP SOPs. The award recipients should negotiate a fixed price per person not to exceed $45 for working meals. Working meals require a per diem deduction. The number of invited guests shall not exceed participants by more than a factor of two-to-one (excluding

I/Ls from this ratio).

14. Eligible participants will be automatically enrolled in the DOS-sponsored ASPE (Accident and Sickness

Program for Exchanges) accident and sickness coverage. Award recipients will provide current ASPE materials and identification letters to each covered participant. The ASPE information shall be available to the award recipient through a web portal. Award recipients will handle emergency situations

(medical or other) that may arise during a project in collaboration with the ECA/PE/V team, and when necessary, assist with claim resolution.

15. Maintaining office technology capable of exchanging information electronically with all partners involved in the IVLP. To facilitate communication the award recipient must ensure that all staff members use the IVLP database, currently the IVLP Resource Center (IVRC) application, to its fullest capacity. The award recipients should generate program books from the IVRC application based on information entered in the system.

16. Preparing program books and other supporting documents (e.g. bios, and welcome packet information) for participants in each project according to the guidance outlined in the IVLP SOPs.

17. Facilitating the program opening session with the ECA/PE/V Project Manager to discuss the programmatic, logistical, and administrative aspects of each project ensuring that all project opening topics are addressed. Closely monitoring the progress of the project as it unfolds through frequent consultation with the ECA/PE/V Project Manager, I/Ls traveling with participants, and the Global Ties

U.S. local affiliates. Adjusting the project as necessary to meet requested changes and to ensure project is meeting its stated goals and objectives.

18. Obtaining written approval from ECA/PE/V for any out-of-town travel required for any project.

Evaluations are planned and implemented in conjunction with ECA/PE/V. Per diem calculations for award recipient staff are to be based on current GSA guidelines.

19. Determining any reasonable accommodation requirements and procuring appropriate services for participants while balancing the needs of the U.S government with the needs of the participant.

20. Making every effort to use vendors properly procured on behalf of the IVLP (e.g. hotels, ground transportation, etc.). If there are no approved vendors identified, then the award recipient shall be responsible for procuring the necessary services using their internal procurement procedures. Applicants must have the ability to implement a direct billing payment system with hotels in the Washington, D.C.

metropolitan area and across the United States for all IVLP projects.

21. Creating a social media plan for relevant projects to increase the multiplier impact and to enhance the overall goals of the program. Additionally, proposals must include a detailed description of the organization’s social media strategy, highlighting efforts to use social media to enhance the goals of the

IVLP. The recipient is required to follow current ECA/PE/V social media guidance and coordinate with the relevant ECA/PE/V Project Manager or Strategic Communications Manager on all social media engagement.

22. Organizations submitting proposals should highlight their capacity for virtual programming. This could be a virtual component that comes before, during, or after an in-person component. Or it could be an entirely virtual project.

23. Adhering to the requirements in ECA’s Communication Guidance on the creation of program branding and attribution, websites, social media, and press.

24. Complying with all applicable tax treaties and federal, state, and local laws on tax withholding and reporting for all foreign participants funded under this award.

25. Actively monitoring internal information systems to ensure a secure exchange of data. Recipient should address its organization’s plans to minimize exposure to computer viruses, identify the software protection it uses, the frequency of its normal updates, and outline contingency plans should its computer system become infected with a harmful computer virus. DOS award recipients are also responsible for informing their sub-grantees of these requirements. The inability to process information in accordance with federal requirements could result in a requirement to return funds that have not been accounted for properly.

https://eca.state.gov/comms-guidance

Guidelines: Prospective award recipients should demonstrate their potential to develop projects with the following characteristics.

1. Projects must contain applicable meetings presented by experts which focus on foreign policy goals and project objectives. Meetings, site visits, and other activities should promote dialogue between participants and their U.S. professional counterparts. Projects must show the diverse viewpoints on the thematic topic.

2. Most projects will be 21 days in length, and most will begin in Washington, D.C., with a program opening designed to provide an overview of the issue and a central examination of federal policies regarding the issue. Well-paced itineraries for each project usually include visits to three to five communities that are part of the Global Ties U.S. network. Project itineraries should provide opportunities for participants to experience the diversity of American society and culture as appropriate to the project theme.

3. Projects should provide opportunities for the participants to share a meal or similar experience (home hospitality) in the homes of Americans of diverse occupational, age, gender, and ethnic groups. Some individual and group projects might include an opportunity for an overnight stay (homestay) in an

American home.

4. Projects should provide opportunities for participants to address student, civic and professional groups in relaxed and informal settings.

5. Participants should have appropriate opportunities for site visits and hands-on experiences that are relevant to project themes. The award recipient may propose professional “shadowing” experiences with U.S. professional colleagues for some projects (a typical shadowing experience means spending a half- or full workday with a professional counterpart).

6. Projects should also allow time for participants to reflect on their experiences and share observations with project colleagues.

7. All award recipients must utilize the affiliate Community Based Members (CBMs) of Global Ties U.S.

when building project itineraries. If no Global Ties U.S. affiliate is designated to program in a community deemed vital for the success of the project, the award recipient may work with other local organizations in the community to arrange appropriate programming.

All communications should be with the designated ECA offices as follows:

- Program Administration – Bureau of Educational and Cultural Affairs, Office of International Visitors

(ECA/PE/V)

- Bureau of Educational and Cultural Affairs, Grants Division, ECA/EX/G.

Program -Specific Guidelines:

The scope of work and most award recipient responsibilities are common across all types of IVLP projects;

however, there are some important variations in the planning procedures and cycles of each type of project.

Proposals should address how the applicant will ensure that staff members adhere to current guidelines as clarified in the most recent IVLP SOPs.

Individual Programs, IVLP Division

ECA/PE/V’s geographic branches occasionally manage Individual IVLP projects. Individual projects are initiated by the overseas missions, which provide biographical information and substantive program suggestions. Most individual projects will last 21 days.

The award recipient’s work begins after the project has been assigned with a consultative conversation with the

ECA/PE/V Project Manager in charge of the national program. These discussions take place several weeks prior to the participants’ arrival (planning for some projects begins much earlier based on the theme and requirements for meetings with other federal agencies). During this planning phase, the ECA/PE/V Project

Manager and the award recipient team discuss the overall foreign policy goals and objectives, begin to outline the Washington, D.C. appointments, and develop a preliminary U.S. itinerary, which normally includes travel to three to four communities. The award recipient will contact the selected Global Ties U.S. community-based members to discuss the availability of program resources to carry out the themes planned for each city and to determine whether the projected dates for the project are feasible. Following consultations, the award recipient will submit to ECA/PE/V a proposed project outline that meets the current IVLP SOPs and includes, at a minimum, the proposed cities, dates, themes, and some resources for each section of the national program. The

ECA/PE/V Project Manager will share the proposed plan with the U.S. mission and receive feedback.

The ECA/PE/V Project Manager must receive a draft of the entire program book, including complete details of the Washington, D.C. (or other first city) program and a calendar outline of the national program three business days before the project opening. The final program book is due shortly before the project opening, in accordance with the deadlines indicated in the IVLP Standard Operating Procedures.

ECA/PE/V Project Managers will discuss deadlines in the first conversation about the project. Following the program opening session, the award recipient is responsible for finalizing the national itinerary, logistics, and program details in coordination with the local sponsors. The final program book should be developed following the IVLP SOPs.

In some cases, the program team may meet with the participant on the last day of the Washington, D.C.

program to evaluate the initial appointments and review the final program book.

Individuals Traveling Together (ITT), IVLP Division

ITTs are projects for two to three individuals from the same country or region who share common professional interests. As with Individual projects, ITTs are initiated by the overseas missions, which provide biographic information and substantive program suggestions.

The project development and implementation of an ITT is similar to the Individual project. The award recipient will contact the selected Global Ties U.S. community-based members to discuss the availability of program resources to carry out the themes planned for each city and to determine whether the projected dates for the project are feasible. Shortly following the consultation with the ECA/PE/V Project Manager, the award recipient’s Project Manager submits the draft project outline including proposed cities, dates, themes, and some suggested program resources. The ECA/PE/V Project Manager, in consultation with the nominating mission, reviews the proposed outline. After the outline is approved or amended, the award recipient finalizes the appointment schedule and the entire national itinerary. The draft and final program books must be submitted according to the same schedule as Individual programs. ECA/PE/V Project Managers will discuss deadlines in the first conversation about the project.

Single Country (SCP) and Sub-Regional (SRP) Projects, IVLP Division

ECA/PE/V geographic branches are responsible for overseeing the development of SCPs and SRPs. Like

Individual and ITT projects, these projects are usually initiated by the overseas missions. The difference between an SCP and an SRP is that the participants from an SCP come from the same country, while participants from an SRP come from two or more countries in the same region. The overseas missions submit detailed biographic information on each participant and program suggestions based on current mission strategic goals and interests of participants.

Work begins with a consultative session with the ECA/PE/V Project Manager approximately six to eight weeks prior to the group’s arrival. ECA/PE/V Project Manager and the award recipient team members discuss program objectives, themes, and ideas for the national itinerary. Following this discussion, the award recipient must contact the Global Ties U.S. community-based members to discuss the availability of program resources to carry out the themes planned for each city and to determine whether the projected dates for the project are feasible. Using information provided by the local sponsors, a proposal must be submitted to the ECA/PE/V

Project Manager at least one month before the program opening. Proposals for SCPs and SRPs must include a budget which outlines enhanced project costs for the benefit of the participants, such as van or bus transportation, modest honoraria for speakers, books or subscriptions, rental of conference rooms, and a working luncheon per guidance in the IVLP SOPs. Proposals are submitted according to due dates provided when projects are assigned and are typically 30 days prior to the program opening.

After the proposal has been approved or amended by ECA/PE/V the award recipient proceeds with project arrangements. The detailed draft program book must be submitted four business days before the program opening session. The final program book is due shortly before the project opening, in accordance with the deadlines indicated in the IVLP Standard Operating Procedures.

Regional Projects (RP), Inter-Regional Projects, and Multi-Regional Projects (MRP), IVLP Division

ECA/PE/V’s geographic branches are responsible for developing an annual list of RPs, IRPs, and MRPs. For each RP, IRP, and MRP, an ECA/PE/V Project Manager prepares a one-to-two-page preliminary project summary (concept paper). The summary provides project dates and a general description, lists the foreign policy goals, specifies desired background of the participants, provides additional project guidance, and is the starting point for the project proposal. Approximately 10-12 weeks prior to a project start date, the award recipient attends a consultative meeting in person or by phone with the ECA/PE/V Project Manager to discuss project objectives, themes, types of participants, and ideas for the national itinerary. Proposals are submitted according to due dates provided when projects are assigned and are typically 60 -days prior to the program opening.

Proposals should include sub-themes for each U.S. community visit, beginning with an overview session in the first city and continuing with a logical progression of the main project theme in other communities on the itinerary. At some point during the project, participants on larger projects are often divided into subgroups for visits to different local sponsors. Proposals for RPs, IRPs, and MRPs must include a budget, which outlines enhanced project costs for the benefit of the participants, such as van or bus transportation, modest honoraria for speakers, books or subscriptions, rental of conference rooms, and a working luncheon per guidance in the IVLP

SOPs. Award recipients are required to submit to ECA/PE/V Project Managers a draft program book. The draft program book is due six business days prior to the project opening day. The final program book is due shortly before the project opening, in accordance with the deadlines indicated in the IVLP Standard Operating

Procedures.

ECA/PE/V Project Managers often conduct a review and evaluation session with participants at the end of larger group projects. The participants’ impressions and conclusions are shared with overseas missions. When requested, the award recipient Project Manager will attend the final evaluation session

IVLP On Demand Projects, IVLP On Demand Division

Candidates for IVLP On Demand projects are nominated using the same selection criteria as candidates for other projects. Their projects are distinguished by several important factors:

• IVLP On Demand projects are 2-10 days in length.

• Some IVLP On Demand participants come to the United States for other professional or personal reasons. IVLP On Demand projects are often coordinated before or after these other activities.

• Funding for IVLP On Demand projects differs from IVLP Division projects. Participants receive no financial assistance for their international travel, and some pay their own expenses during their U.S.

project.

• The planning cycle is shorter for IVLP On Demand projects.

• A number of IVLP On Demand projects are arranged directly by the ECA/PE/V program staff rather than by an award recipient.

Close consultation with the assigned ECA/PE/V Project Manager should occur as far in advance as possible for IVLP On Demand projects.

The draft and final program book deadlines are similar to those for an IVLP Division individual project. ECA/PE/V Project Managers will discuss deadlines in the first conversation about the project.

Global Government-to-Government Partnership (G3P)

The Global Government-to-Government Partnership (G3P) is a 6 -12-month professional exchange program. Award recipients, in consultation with ECA/PE/V, will assist in ensuring appropriate cross-cultural training and cultural activities are implemented for each participant as well as help to develop a formal training plan that include specific goals and objectives for the exchange experience in the United States. While in the

U.S., G3P participants travel to cities across the country to meet with leading organizations and thinkers in their respective fields. Program components include internship and job shadowing experiences; meetings with professional contacts; site visits; attendance at conferences; and language training. Upon completion, participants return home to play major roles in the development of their government and civil society, which often involves the publishing of major policy papers and the implementation of reforms in their respective fields.

Requirements for Past Performance References:

In addition to Letters of Endorsement, DOS will also use past performance as an indicator of an applicant’s ability to successfully perform the work under the Institutional Capacity review criterion (Reference section E.1

Review Criteria). A separate and clearly labeled attachment of the proposal must contain any letters of endorsement and between three and five references who may be called upon to discuss recently completed or ongoing work performed for professional exchange programs (which may include the IVLP). The reference must contain the information outlined below.

At a minimum, applicants must provide the following information for each reference:

- Name of the reference organization

- Project name

- Project description

- Performance period of the contract, cooperative agreement, or grant

- Amount of the contract, cooperative agreement, or grant

- Technical contact person and telephone number for referenced organization

- Administrative contact person and telephone number for referenced organization.

The DOS may contact representatives from the organizations cited in the examples to obtain information on the applicant’s past performance. The DOS also may obtain past performance information from sources other than those identified by the applicant.

Budget Guidelines: Applicants are required to submit a comprehensive line-item budget in accordance with the instructions in the Solicitation Package (Proposal Submission Instructions.) The submission must include a summary budget and a detailed budget showing all proposed costs. Proposed staffing and costs associated with staffing must be appropriate to the requirements outlined in the NOFO and in the Solicitation Package. Cost sharing is encouraged and should be shown in the budget presentation. Applicants must prove fiscal management integrity. Please refer to the Solicitation Package for complete budget guidelines and formatting instructions.

Detailed Budget:

Provide a detailed budget that includes only staffing and overhead expenses to implement the IVLP projects assigned during the FY 2023 fiscal year. Participant and programming expenses should not be included in the proposal’s budget submission. Allowable costs for this budget submission include applicant’s staff salaries, benefits, telephone, fax, printing, office supplies, overhead, etc. Please reference section D.13.a.

Budget submissions should include the types and numbers of projects and number of participants the applicant proposes to program each month covered by the award. The proposed workload should be included at the end of the Detailed Budget Submission and Additional Information to be submitted in SAMS Domestic and should reflect actual workload estimates for the fiscal year based on costs requested in the budget. This information will be used as a guide when negotiating the award amounts for the fiscal year and assigning projects. Any suggested preparation timeframes used as a guide for staff workload should be explained in the narrative section of your budget.

The budget must include:

• budget table

• budget summary

• narrative describing each expense

As much as possible, all overhead costs associated with the program (for supervision, financial management, etc.) are to be included in the proposal and should be controlled, reduced, or shared. The costs of support/central office in any parent agency (whether covered through an indirect costs’ rate or as a direct cost) should be limited or cost shared to the extent possible and explained in the narrative.

Concrete plans to streamline operations covered by overhead and non-program staff functions should be described in proposal submissions. ECA is committed to containment of overhead expenses, consistent with overall program objectives and sound management principles. Additional budget guidelines are explained in the Solicitation Package and the mandatory PSI.

The recipient is ultimately responsible for programming the specified or agreed upon number of participants in the final cooperative agreement. However, those numbers should be considered a floor and not a ceiling.

Organizations should view membership in Global Ties U.S. as a recommendation and not a mandate. Any membership dues paid to Global Ties U.S. should be considered a cost share by the organization and not part of the award. The budget proposal may include plans for award recipient staff members to attend the appropriate

Global Ties U.S. national meeting in Washington, D.C., and for a percentage of staff to attend any scheduled training or other regionally based Global Ties U.S. events (e.g. Diplomacy Begins Here Summits) throughout the year.

Recipients must include in their budgets all fees related to providing per diem to all IVLP participants. All organizations should develop relationships to allow efficient distribution of M&IE preferably by debit card.

Recipients have two types of printing costs associated with IVLP administration, and the budget narrative should clearly explain the approach to printing. All printing related to general administration of the program should be adequately described in this budget proposal. However, if printing costs can be directly identified for a specific project, once assigned, they should not be included in this budget.

All transportation costs related to administration of the program (e.g. traveling to ECA for meetings, travel expenses to attend local program openings, or travel related to development of resources) can be included in this request and should be adequately described in the budget submission. All expenses related to any allowable project travel (e.g. an opening or evaluation outside of Washington, D.C.) should not be included in this proposed budget.

Staffing/Resumes/Personnel:

Applicants must include complete and current resumes of all individuals who will be working full-time on the

IVLP. If individuals are not fulltime employees indicate the percentage of their time spent on the IVLP.

Include any seasonal employees expected during the program year. A staffing list should include job titles, salary level, and years of service with the organization. Resumes should be included in the submission under

Additional Information to Be Submitted in the SAMS Domestic. No resume should exceed two pages.

Please identify the individuals you have included in your staffing list that your organization designates as key personnel. Key personnel are those individuals who have direct responsibility for the cooperative agreement and whose absence directly effects the continuation or provision of services under the cooperative agreement.

During the course of your cooperative agreement, you will be required to obtain prior approval for any changes, prolonged absences, or significant adjustments for any individuals on this key personnel list. For more information reference section D.14.

A2. Substantial Involvement:

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

1. Coordinating the planning, implementation, and evaluation of all IVLP project types.

2. Approving project-related expenditures.

3. Coordinating collection, review, and dissemination of biographical and professional information for participants assigned to the award recipient through the IVLP Resource Center (IVRC).

4. Coordinating all communication with overseas missions and participants prior to the program opening session.

5. Maintaining a list of federal gatekeepers for all award recipients to utilize when programming at federal agencies.

6. Maintaining the IVLP Standard Operating Procedures (SOPs) to adhere to federal regulation, bureau policies, and the needs of the office.

Final project design must meet the U.S. Department of State’s foreign policy goals, must be non-partisan in nature, and must highlight the diversity of opinions on the thematic issue. IVLP projects must conform to all

Bureau requirements and guidelines.

A3. Non-Competitive Continuations:

Proposal narratives should include a 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 continuations are exercised. ECA will perform an annual performance evaluation/review to determine if a non-competitive continuation will be exercised. Satisfactory performance and the availability of funds is a condition of continued administration of the program and execution of all non-competitive continuations.

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 2023 – $6,420,000 base year funding; FY 2024 – non-competitive continuation year-one $5,855,246, pending successful performance and the availability of funds; FY 2025 – non-competitive continuation year-two $5,855,246, pending successful performance and the availability of funds.

Approximate Total Funding: $18,130,492 This figure represents base year plus two Non-Competitive

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

Approximate Number of Awards: Up to four awards.

Approximate Average Award: $1,600,000, pending the availability of FY 2023 funding.

Floor of Award Range: $670,000, pending the availability of FY 2023 funding.

Ceiling of Award Range: $3,720,000, pending the availability of FY 2023 funding.

Anticipated Award Date: Pending the availability of FY 2023 funding, January 1, 2023.

Anticipated Project Completion Date: December 31, 2025. This date reflects the anticipated duration of the award – one base year plus two non-competitive continuation years.

Additional Information: Cooperative agreements will be awarded for a period of 12 months (base year) with

Non-Competitive Continuations for two additional 12-month periods (non-competitive continuation years one and two). ECA will notify the recipient of its 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 academic and cultural institutions, exchange-of-persons, and other not-for-profit organizations meeting the provisions described in Internal Revenue Code section 26

USC 501(c)(3) may submit applications for this competition. Applicants must have nonprofit status with the

IRS at the time of application. Please see the Proposal Submission Instructions (PSI) for additional information.

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

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

a.) ECA’s grant guidelines require that organizations with less than four years of experience in conducting international exchanges be limited to $130,000 in ECA funding. ECA anticipates making up to four cooperative agreements, with a minimum award amount of $670,000, pending the availability of

FY 2023 funds. Therefore, organizations with less than four years of experience in conducting international exchanges are ineligible to apply under this competition.

b.) All proposals must comply with the requirements stated in the NOFO, and the Proposal Submission

Instructions (PSI); non-compliance will result in your proposal being declared technically ineligible and given no further consideration in the review process.

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

d.) All award recipients must have a Washington, D.C. area presence with a physical office and staff members located within the Washington D.C. area. Applicants who do not currently have a

Washington, D.C. metropolitan area presence must include a detailed plan in their proposal for establishing such a presence by January 1, 2023. The costs related to establishing such a presence must be borne by the award recipient and no such costs may be included in the budget submission in this proposal.

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

Instructions (PSI) document.

C.3. Cost Sharing or Matching Funds: There is no minimum or maximum percentage of cost sharing required for this competition. However, ECA encourages applicants to provide maximum levels of cost sharing and funding in support of its programs. When cost sharing is offered, it is understood and agreed that the applicant must provide the amount of cost sharing as stipulated in its proposal and later included in an approved agreement. Cost sharing may be in the form of allowable direct or indirect costs. For accountability, you must maintain written records to support all costs which are claimed as your contribution, as well as costs to be paid by the Federal government. Such records are subject to audit. The basis for determining the value of cash and in-kind contributions must be in accordance with the Office of Management and Budget’s Guidance 2 CFR

Parts 200 and 600, entitled the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. In the event you do not provide the minimum amount of cost sharing as stipulated in the approved budget, ECA's contribution may be reduced in like proportion.

D. Application and Submission Information:

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

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

D.2. Content and Form of Submission: Applicants must follow all instructions in the Solicitation Package, including the Proposal Submission Instruction (PSI) document, which consists of required application forms and standard guidelines for proposal preparation. The application should be submitted per the instructions under D.3p. “Application Deadline and Method of Submission” section below.

D.3. Unique Entity Identifier Number: You are required to have a Unique Entity Identifier (UEI) number to apply for a grant or cooperative agreement from the U.S. Government. This number is a nine-digit identification number, which uniquely identifies business entities. Obtaining a UEI number is easy and there is no charge. To obtain a UEI number, access http://www.dnb.com or call 1-866-705-5711. Please ensure that your UEI (Data Universal Numbering System or DUNS) number is included in the appropriate box of the SF –

424 which is part of the formal application package. For more detailed instructions for obtaining a UEI

(DUNS) number, refer to: https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

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

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

All federal award recipients must maintain a current registration in the SAM database. Recipients must maintain accurate and up-to-date information in www.SAM.gov until all program and financial activity and reporting is completed on any issued award. Recipients must review and update the information at least annually after the initial registration and more frequently if required information changes or another award is granted. There is no cost associated with registering or updating SAM.gov accounts. Failure to register in SAM.gov will render applicants ineligible to receive funding.

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/

For more detailed instructions for registering with SAM, refer to: https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html

D.6. Federal Awardee Performance & Integrity Information System (FAPIIS): Prior to making a

Federal Assistance award over $250,000, the Federal agency is required to review and consider any information about the applicant that is in FAPIIS (see 41 U.S.C. 2313) and accessible through SAM.gov. If an Applicant is currently in FAPIIS, they can comment on any information about its organization that a Federal awarding agency previously entered. The Federal awarding agency will consider any comments by the applicant, in addition to the other information in FAPIIS, in making a judgment about the applicant’s integrity, business ethics, and record of performance under Federal awards when completing the review of risk posed by applicants as described in 2 CFR §200.205 Federal awarding agency review of risk posed by applicants.

D.7. Required Registration with SAMS Domestic: All ECA award recipient organizations and recipient contacts and signatories must be registered with the U.S.