mbda ffo appendices - business consulting 11-20-15 final.docx

ANNOUNCEMENT OF FEDERAL FUNDING OPPORTUNITY

APPENDICES

Federal Agency Name: Minority Business Development Agency (MBDA/Agency)

Funding Opportunity Title: MBDA Business Consulting Project

Announcement Type: Initial Announcement

FFO Number: MBDA-OBD- 2016-2004599

CFDA Number: 11.805, MBDA Business Project Program

Appendices to the FFO and Program Requirement Documents p.34

APPENDICES

The appendices and MBDA Business Consulting Project documents listed below are incorporated by reference into this announcement. It is incumbent on all applicants to access and familiarize themselves with the information contained therein.

Tax Liability or a Felony Conviction any Under Federal

APPENDIX A

Funding Availability

MBDA Business Project Location

Federal Funding Per Year (Years 1-5)

Competition ID#

The application should propose base of operations primarily targeted in the specific location area as indicated above. Alternatively, the applicant may propose a base of operations in an adjacent area to the noted location area above.

SPECIAL MENTION:

The Project is a subset of the MBDA Business Project program and is established to provide technical assistance and business development services without the use of a traditional brick and mortar office to deliver services. However, services will be rendered in a business environment that is conducive to delivering business development consulting services.

APPENDIX B

Performance Goals

The following tables provide the minimum performance requirements for each MBDA Business Project by location. Applicants should propose specific performance goals, for each year and in each category, based on the requirements listed below. Proposed goals that differ, either higher or lower, from those listed below require justification.

Instructions In preparing applications in response to this Announcement, please note the following:

MBDA Business Project Performance Measures and Goals The tables below set minimum performance measures and goals.

Note: Applicants are encouraged to propose beyond minimal values listed in the table below.

Performance Measures and Goals

Year 1 Year 2 Year 3 Year 4 Year 5

*See Total Dollar Value of Awarded Transactions Goal **See Performance Goals - Instructions ***The Project will only serve new clients in year 1.

Total Dollar Value of Awarded Transactions Goal Note: Applicants are encouraged to propose beyond minimal values listed in the table below.

Year 1

Year 4 Awarded Transactions Year 5

MBDA-OBD-2016-2004599

APPENDIX C

Performance Measures and Points

This section defines the evaluation criteria and weighted value that MBDA will use to measure Project performance based on the minimum programmatic goals set by MBDA and the proposed goals set by the applicant.

In accordance with 2 CFR Part 200, the award recipient (Project operator) will be responsible for the effective management of all functions and activities supported by the financial assistance award. Additionally, the Project operator is required to report to MBDA on the attainment of program performance goals twice during each program year. A Semi-Annual Progress Report is due forty-five (45) days after the end of the first six months (first semi-annual period) of each year. The Project operator shall also provide a comprehensive Year-End Progress Report on the accomplishments and overall operations of the Project. The Year-End Progress Report is due forty-five (45) days after the end of the funding year. All performance reporting is conducted electronically via MBDA’s Internet portal. The evaluation criteria and weighted-value for measuring Project performance on an ongoing basis are as follows:

(at 100% Goal Achievement Level) Performance Points (Maximum 150% Goal Achievement)

Bonus

Bonus Points (Maximum)

Eligible Bonus Items:

· MBDA Special Initiatives

· Youth Entrepreneurship

· Collaboration with MBDA & MBDA Network

· B2B Events Completed

1 point per approved bonus item, 10 points total maximum

The performance goals are listed on an annual basis by MBDA and should be broken out into quarterly goals by the applicant in its proposal.

MBDA encourages and rewards high achievement levels. Up to 150% of the maximum allowable points for most performance measures will be awarded, based on the extent to which the Project exceeds the minimum performance goal for the identified category. For example, if the minimum performance goal for the Dollar Value of Awarded Contracts is $70 million and the Project achieves $105 million in this category, the Project operator will receive 22.5 points. Alternatively, if the Project achieves $110 million in this category, the operator would be limited by the 150% threshold and receive 22.5 points.

Under “Bonus Points,” a Project operator may earn up to 10 additional points in each performance year for additional activities related to the award requirements beyond required performance: (a) participating in special initiatives undertaken by MBDA; (b) providing services and events associated with a Youth Entrepreneurship program; (c) collaborating with MBDA staff on agency and departmental initiatives for the benefit of MBE clients; and (d) organizing and completing business-to-business events.

The Project can receive credit for its engagement and collaboration with MBDA National Partners. MBDA Partnerships, both formal and informal, can be leveraged by MBDA Business Project at the request of MBDA. Types of engagement include, but are not limited to: (1) collaborative matchmaking events for MBEs and contract or capital opportunities; (2) co-hosted capacity building workshops or webinars; (3) local and state level policy and issue forums; or (4) joint initiatives and projects aligned with MBDA’s strategic plan priorities.

The Project is required to utilize all of its resources to maintain optimum performance and/or operations. Should the Project exceed its performance requirements prior to the end of a performance period, the Project is expected to maintain operations at full capacity, and continue to provide services consistent with the award.

MBDA views the Project operator as a cooperative partner and collaborator with MBDA in serving the minority community. The staff of the Project is seen as working in partnership with MBDA to communicate the mission and values of the MBDA to the minority business community. Thus, high achievement in any one performance measure does not waive performance of goals proposed in the application and as stated in this Appendix. Failure to satisfy minimal goals in other performance elements may result in termination of the award, notwithstanding high achievement in any particular performance element.

In order for a reported outcome to be considered and counted towards the Project goal, the outcome must have a link to the Project services. A “link” is defined as specific actions provided by the Project to the client for a specific objective directly related to the MBDA Business Project program goals (e.g., loan packaging services resulting in an approved loan, bid matching services resulting in the client securing a contract, managerial consulting focused on increasing productivity resulting in jobs retained). The Project may also receive credit for a defined outcome towards a goal achieved through the assistance of a strategic partner or in collaboration with other MBDA funded projects and staff. Strategic partner or collaborative- related outcomes must have a link to the Project services.

APPENDIX D

Definitions of Key Terms

1. Number of Jobs Created – The number of new full time and/or part time employment opportunities reported on the client’s payroll during the funding year. Persons on paid sick leave, paid holiday and paid vacations are included as employees, as are salaried officers and executives of corporations. However, proprietors and partners of unincorporated businesses are not considered employees under this definition.

2. Number of Jobs Retained – The number of existing full time and/or part time employee positions retained and reported on the client’s payroll during the funding year. Job retention pertains to maintaining the status quo of persons employed by the client in lieu of subjective and objective decisions made by the client to reduce its work force due to economic conditions, lack of capital, failure to secure necessary contracts and/or sales. Persons on paid sick leave, paid holiday and paid vacations are included as employees, as are salaried officers and executives of corporations. However, proprietors and partners of unincorporated businesses are not considered employees under this definition.

3. Dollar Value of Awarded Contracts and Procurements – This represents the total dollar value of successfully awarded contracts and/or the total principal value of executed sales/delivery contracts of services/products/intellectual rights and/or other binding financial considerations secured by clients of the Project, with the assistance of the Project staff.

For purposes of this performance element, Dollar Value of Awarded Contracts and Procurements are those transactions which have a specific dollar value, and which produce a commercial benefit for the client.

MBDA recognizes that the financial obligations evidenced by these transactions may be long-term, and require the delivery of goods and services over an extended period. In some cases, the agreements may have been awarded as indefinite demand indefinite quantity. Consequently, it is not necessary that the funds or other financial value specified under the agreements have actually changed hands for the Project operator to receive credit. In the case of multi-year and multiple-year awards (base and option years), the full contract value, including option years, can be claimed in the year the contract was signed. Non-single year contracts shall require the Project to communicate with the client, obtain proof of awards that were let on or prior to the end of the Project award period and to conduct an update the MBDA performance system.

4. Number of Contracts – The number of awarded contracts and other binding procurement awards secured by clients.

5. Dollar Value of Awarded Financial Transactions – The total principal value of approved loans, equity financings, bonds, leases (property and equipment), assets under management or other binding financial agreements secured by clients of the Project, with the assistance of the Project staff. For purposes of this performance element, eligible financial transactions are those that have a specific dollar value, and which expand the client’s capital base/operations, or produce some other direct commercial benefit to the clients.

6. Number of Financial Transactions – The number of successful financial transactions secured by clients.

7. Number of New Clients Served – The actual number of new clients served in a funding period. Clients are defined as those MBEs that have not previously registered with the Project within the program period (years 1-5). The clients must complete a written engagement with the Project for specific services. Clients may be counted only once during the program year. Clients from a prior program year may not be counted under this definition. Note: all clients are considered new clients in the first program year.

8. Number of Existing Clients Served – The actual number of existing clients served in a funding period. Clients are defined as those MBEs that have registered previously with the Project from a prior performance year, completed a written engagement for specific services in the current performance year period, and are within the current performance period (year 1-5). Clients may be counted only once during the performance year by the Project. Clients from a prior performance year may be counted in a subsequent performance year if continued service provision to said clients is documented.

9. Number of Export Transactions Facilitated – The number of global contract opportunities and export financing transactions secured by clients as a result of direct Project activity related to international trade assistance.

10. Number of Strategic Transactions Facilitated – The number of awarded transactions secured by clients that included successful Project facilitation of joint ventures, teaming arrangements, and/or the number of mergers and acquisitions facilitated on behalf of clients by the Project. MBDA is seeking to build MBE capacity/capability through (1) the establishment of competitive teams for federal/state/local government and private sector contracting opportunities, and (2) the promotion of mergers and acquisitions.

11. Service Optimization – MBDA’s evaluation of the overall management of the Project, based on the Agency’s internal review of the Project’s operations and adherence to the Manual. The management assessment focuses on such areas as the development of written service engagements and work plans; proper staffing; adherence to scheduled work hours; recordkeeping; successful completion of Agency training; customer relationship management, maintenance of strategic partnerships; bonding compliance; mandatory match; market promotion and any other areas which MBDA may deem to be relevant in determining the overall quality of the Project’s operations. A Project operator may also lose up to two points from the assessment if the Project staff fails to participate in the required training credit hours.

12. Collaboration in Shared Outcomes – MBDA expects collaboration of activity throughout the MBDA nationwide network of funded programs and projects. Shared outcomes occurs when two or more Projects/projects collaborate to: facilitate and/or assist a client with an awarded transaction to include jobs created/retained, B2B event sponsorships, special initiatives/requests from MBDA/Department of Commerce. An approved MBDA form will be used to determine the shared percentage of an outcome resulting in an awarded transaction. The Projects/projects engaged in Collaboration in Shared Outcomes will negotiate amongst themselves to determine the percentage of shared outcomes prior to recording in the MBDA CRM Performance System. Special Mention: It should be noted that collaboration among the Business Project network is expected and includes the following MBDA nationwide network of funded programs and projects: National Capital Specialty Project, National Federal Procurement Project, American Indian and Alaska Native Projects, Advanced Manufacturing Project, Export Project or any other program(s) or initiative(s) offered by MBDA. Collaboration can involve but is not limited to assistance with deal facilitation of contracts, capital and market opportunities, teaming arrangements, joint ventures or strategic partners.

13. Performance Bonus - The Project may earn up to a maximum of 10 points in any funding period for performance in addition to the performance criteria as follows:

a. Participation in and Successful Execution of MBDA Special Initiatives (such as but not limited to Youth Entrepreneurship) – On occasion, MBDA may issue a request for Project participation on special Agency and/or Department of Commerce initiatives. The Project may be asked and/or instructed to support MBDA in these special efforts. MBDA shall reward the Project by allocating up to one (1) bonus point per event, for a maximum of (5) five points. MBDA Special Initiatives shall be formally announced to the program as a whole, in further detail, and all Projects will have an opportunity to participate.

b. Collaboration with MBDA – The MBDA Business Project program is a component of MBDA’s overall portfolio of minority business assistance services. To further encourage Project collaboration with the Agency in generating outcomes for clients, MBDA will award up to one (1) bonus point per client successfully assisted in partnership with MBDA staff, for a maximum of five (5) points. As a part of business Project operations, the Business Project accepts client referrals from MBDA Headquarters and the MBDA nationwide network of funded programs and projects.

c. Business to Business (B2B) Events Completed – B2B events are a cost-effective and convenient mechanism for matching vetted MBEs with interested purchasing officials from the private and public sectors. This activity involves identifying the business needs of all parties and ensuring that all matchmaking appointments are qualified and mutually beneficial. MBDA will award up to one (1) bonus point per B2B event successfully executed, for a maximum of five (5) points.

14. Facilitation – This represents one of the business consulting services provided by the MBDA Business Project to its clients. It involves the act of identifying and coordinating meetings between clients and contracting officers, lending/financial institutions and domestic/international market opportunity providers that will yield awarded transaction outcomes. Examples of facilitation include, but are not limited to: matching a client with a public or private sector contracting officer that results in a contract; matching a client to a traditional and/or alternative source of financing that result in a loan/investment and matching a client to a domestic or international market opportunity. It can also involve the Business Project providing consulting expertise that leads to a teaming arrangement, joint venture or strategic partnership that strengthens the clients’ competitive advantage for future deals.

15. Harvesting – Harvesting is prohibited under the MBDA Business Project program. “Harvesting” is defined as any action by which a Project takes credit for a contract or financial transaction without having performed some work that linked the Project to the client and that helped the client obtain the contract or complete the financial transaction. A Project found to employ the practice of harvesting is subject to having its award with MBDA terminated for cause.

16. Pipeline – A “Pipeline” is defined as a tool designed to capture forecasted and discovered opportunities through stages until the contract or financial transaction has been awarded. The Pipeline tracks the Project’s progress and provides transparency to the Project’s client projected outcome activities. The Pipeline should be “robust” and updated monthly to reflect the status of deal flow. Pertinent fields/data that will be collected include: client name, deal name, close date, probability, and the deal amount. Failure to update the pipeline could potentially result in the loss of points from the Service Optimization Assessment score.

17. Co-mingling – The act of blending MBDA financial assistance award funds with other related and/or non-related program funds and accounts. For example, if a grant recipient operates more than one grant program or other economic and/or business development related program, it is expected that there will be separate accounting systems for each grant program. Please be advised that this is prohibited under the MBDA Cooperative Agreement and if commingling is cited the recipient may be required to: (i) reimburse the federal government; (ii) terminate the award; and/or (iii) incur other legal penalties for the offense.

18. Rapid Growth Potential – Rapid growth-potential is determined on an individual, case-by-case basis by the Project staff (“Consultant”). The Consultant upon conducting a client assessment and comprehensive review of a prospective MBE client, business concept, business plan and/or feasibility analysis may determine if the MBE has a high propensity for sales/revenue growth that would result in making an economic impact in its local community and/or creating U.S. jobs. A determination of Rapid Growth Potential may vary based on emerging domestic and international high growth industry trends, current market conditions, and viability of product lines and services offered by the MBE.

19. Client Success Stories – A qualitative measure of MBDA Business Project performance, client success stories provide a detailed narrative of the services rendered, the impact on MBE operations and/or revenue, and the actual outcome (i.e., contract or capital award). MBDA’s Office of Public Affairs collects information on client success via a standard form that the Project completes in consultation with the client. A final submission also includes a signed legal waiver for permission to publish.

20. Capture Management (CM) – CM is the process of identifying contract opportunities, matching the opportunity to a MBE client, and tracking the probability of a favorable outcome that results in a transaction awarded to the MBE client. Through the CM process, a Project will track the progress and transition of an opportunity from discovery to award/close. The Pipeline is a tool used in support of CM.

21. Client Feedback Loop – This process will allow MBDA to gather customer, client and stakeholder insight about the quality and value of our programs and services delivered. The feedback will help MBDA continue to deliver the highest standard of service to MBEs and other key stakeholders. The feedback may initiate from the point of customer/stakeholder contact to the completion of a desired outcome.

22. Performance Improvement Plan (PIP) – A Performance Improvement Plan (PIP) is an enforcement action. The PIP defines the current areas of concern regarding the Project operator’s work performance. The PIP reiterates MBDA’s expectations and allows the Project operator the opportunity to demonstrate improvement and compliance with the award terms and conditions. The PIP also outlines actions to be taken in steps when a Project operator has received an “Unsatisfactory” performance rating during two consecutive performance periods.

23. Metropolitan Statistical Area (MSA) – The general concept of a metropolitan area is that of a large population nucleus, together with adjacent communities having a high degree of social and economic integration with that core. The Office of Management and Budget (OMB) defines metropolitan areas for purposes of collecting, tabulating, and publishing federal data.

24. Advocacy – Advocacy means promoting the mobilization of activities and resources of State and local governments, businesses and trade associations, universities, foundations, professional organizations, and volunteer and other groups towards the growth of minority business enterprises, and facilitating the coordination of the efforts of these groups with those of Federal departments and agencies. Examples include:

(a) Convening business leaders, educators, and other representatives of the private sector who are engaged in assisting the development of minority business enterprise or who could contribute to its development, for the purpose of proposing, evaluating and coordinating governmental and private activities in furtherance of MBEs and MBE community.

(b) Conferring with and informing officials of State and local governments about minority business development activities and issues.

(c) Providing managerial and/or organizational framework through which joint or collaborative undertakings with Federal departments or agencies or private organizations can be planned and implemented for the benefit of MBEs.

25. Customers – Minority or non-minority entrepreneurs and/or persons interested in entrepreneurship who do not have a written client service engagement agreement with a MBDA Business Project.

26. Clients – Minority businesses and/or persons who meet the eligibility criteria set out in Executive Order 11625 or 15 CFR § 1400.1, and who have signed a client service engagement agreement with a MBDA Business Project.

27. Minorities – Persons who are of the following ethnicity and/or race: African American, Hispanic American, American Asian and Pacific Islander, Native American (including Alaska Natives, Alaska Native Corporations and Tribal entities), Asian Indian American, and Hasidic Jewish Americans.

Please note that program performance related definitions may be subject to change based on Department of Commerce imperatives, quality assessment reviews, and/or federal audit findings.

APPENDIX E

Information Technology and Computer Requirements

MBDA requires that all Project operators meet certain requirements related to the acquisition, installation, configuration, maintenance and security of information technology (IT) assets within thirty (30) calendar days after receipt of the award, in order to ensure seamless and productive interface between and among all grant recipients, minority-owned businesses, the MBDA Federal IT system and the public. These required assets and their configuration are hereinafter referred to as the “enterprise.” The basic components of the enterprise are the mobile workstation, the server (where applicable), local area network (LAN) (where applicable), and a source for web enablement.

At a minimum, the Project operator shall provide one (1) business- grade mobile workstation (“workstation”) (e.g., business grade laptop), for the exclusive use of each Project employee delivering minority business assistance to the public under an award from MBDA. All mobile workstations shall be web enabled and can take form in one or more service platforms including: (i) connected to a client/server network using an Ethernet protocol enabling communication with all workstations on the operator’s network; or (ii) using wireless protocol devices allowing direct access to the internet. The server shall have a constant, high-speed broadband Internet connection. The Project operator may also ensure that each Project employee performing business development activities (e.g., business development consultants/specialist) have access to business grade tablets capable logging into MBDA’s CRM system and other tools support by MBDA.

The Project operator shall ensure that each of the Project employees (including management, administrative personnel, contractors, full-time, part-time, and non-paid (volunteer) staff) have a unique electronic mail (email) address that is available to the public. The designated email address(s) shall utilize a Microsoft 2010 platform (or later version) and be able to interface with Salesforce or any other technology platforms implemented by MBDA. The Project operator shall design, develop and maintain, in accordance with the computer requirements, a presence on the Internet’s World Wide Web that conforms to MBDA’s current branding policy. The Project operator shall also maintain appropriate computer and network security precautions during all periods of funding by MBDA. All IT requirements, as described herein, shall be met by the Project operator within thirty (30) calendar days after the award.

A Project operator’s failure to adhere to the MBDA Business Project program computer requirements as set forth herein may result in enforcement action under the award, including but not limited to the withholding of award payments until full compliance is reached.

A. Cloud Based Solution: A cloud based solution is any resource that is provided over the Internet. The most common cloud solution resources are Software-as-a-Service (SaaS), Platform-as-a-Service (PaaS) and Infrastructure-as-a-Service (IaaS).

B. Network Design: All locations where services are delivered to the eligible organization as defined by Executive Order 11625 and 15 CFR § 1400.1, the Project operator can operate a Client Server Network that provides shared disk drives and the setup of print queues for a network printer(s) (if individual printers are not provided) for each staff person delivering services to the eligible public. MBDA shall, from time to time, specify certain configurations of the enterprise hardware and software to meet interface requirements.

MBDA requires servers using an operating system that is fully compatible with Microsoft Windows 2010. Any server providing principal service to the desktops shall contain one (1) or more terabytes (TB) of hard drive space using two or more disks configured appropriately to ensure data retention should one disk fail. At least one (1) Quad-Core Intel central processing unit (CPU) or any other server providing principal service to the workstations shall be used. Web servers, mail servers and/or servers maintained by a third party such as an Internet Service Provider (ISP) shall meet the minimum server specifications as stated herein.

C. Mobile Workstations: All workstation systems shall not be more than four (4) calendar years old at time of award and shall contain an Intel Cores Quad Processor class central processing unit (CPU), operating at speeds not less than 2.4 Gigahertz (GHz). Each workstation system shall contain a hard drive with a storage capacity of at least five hundred (500) GB and 1 Gigabyte (GB) of RAM and a CD or DVD reader/writer. All workstations systems shall have installed an operating system fully compatible with Microsoft Windows 10 64 bit Professional or higher Operating System, MS Office 2010 Professional or higher, Microsoft Internet Explorer 9.x, Anti-Virus software, software or hardware-based Firewall and Adobe Reader 9.1 or higher. Additionally, it is suggested that a full-page scanner, along with software fully compatible with Adobe Acrobat (Standard or Professional, 10.2 or higher) be installed on a minimum of one workstation for the production of electronic document submissions.

The Project operator shall refresh (i.e. replace) all related computing devices (mobile workstations, tablets, etc.) designated to support the Project every four years or sooner if it is determined that the technology is no longer compatible with updated security standards or computing requirements. The Project operator shall provide evidence of their system refresh to their assigned Program Analyst and the MBDA Program Management Supervisor.

D. Maintenance and Security: An enterprise map (“as-built”) reflecting adherence to the computer and networking requirements set forth herein shall be maintained by the Project operator for review by MBDA at any time. The Project operator shall designate and train one administrative person competent in the operation of an Operations System fully compatible with Windows 2010 network (or higher) and local area network (LAN) technology as described herein. From time to time, MBDA may require that certain software be loaded on servers and desktops. In any given year, the cost of this additional software may be $600.00 or higher per mobile workstation and $1000.00 or higher per server. Applicants should include amounts for potential software upgrades for outer years in their proposed budget.

Every employee of the Project shall be assigned a unique username and password to access the computing device and enterprise. Every Project employee shall be required to sign a written computer security agreement (the computer security agreement will be provided at the time of award and/or on the MBDA Portal). Every Project manager, employee, and contractor and any other person given access to the enterprise shall sign the security agreement and an original copy of the signed agreement shall be kept in the MBDA Business Project files. A photocopy of the signed agreement shall be submitted to MBDA, no later than thirty (30) calendar days after receipt of the award. The original agreement shall be maintained on file by the Project operator. All subsequent new hires and associations requiring access to the Project or MBDA systems shall read, understand, and sign the security agreement prior to issuance of a password no more than fourteen (14) calendar days after the start of their employment. No Project employee shall have access to any MBDA system(s) without a signed security agreement on file at MBDA.

E. Web Site: The Project operator shall create and maintain a public web site using a unique domain/address (e.g., www.Project-name.com), that will conform to MBDA web standards (a comprehensive listing of MBDA web standards can be found on the MBDA Portal). MBDA Web standards may include, but are not limited to the following:

1) The first page (Index page) of the web site shall clearly identify the Project as a “MBDA Business Consulting Project funded by the U.S. Department of Commerce’s Minority Business Development Agency.” The index page of the web site shall load on software fully compatible with Microsoft Internet Explorer 9.x browser software using a normal home computer with 56 Kb/s analog phone- line connections in less than five (5) seconds.

2) The web site shall contain a “Contact” page with the names of all Project employees, the business and mailing address of the Project, business phone and fax numbers and email addresses of the Project and Project employees, a statement referencing the services available at the Project, the hours under which the Project operates and a link to the MBDA homepage at www.mbda.gov.

3) For purposes of electronically directing clients to the appropriate Project staff, the Project web site shall also contain a short biographical statement for each Project employee including management, contractors, part-time, full time, and non-paid (volunteer) personnel, providing services directly to the eligible public under an award from MBDA. This biographical statement shall contain: the full name of the Project employee, and a brief description of the expertise of the Project employee to include academic degrees, certifications and any other pertinent information with respect to that employee’s qualifications to deliver minority business assistance services to eligible members of the public.

4) No third party advertising of commercial goods and services shall be permitted on the site. All links to websites other than federal, state or local government agencies and non-profit educational institutions must be requested, in advance and in writing, through the MBDA Office of Public Affairs and the website must provide an external link policy or notice stating that they will be redirected to an external website. Specifically, a notice similar to the following must be provided:

The appearance of hyperlinks to other sites does not constitute endorsement by the [Project operator’s company name] or by the Minority Business Development Agency of these web sites or the information, products or services contained therein. Regarding such external web sites, we do not exercise any editorial control over the information you may find at these locations. These links are provided consistent with [Project operator’s company name] stated purpose as shown on our web site. We recommend that you review the website's information collection policy or terms and conditions to fully understand what information is collected and/or provided.

5) Furthermore, the approval for the placement of such links shall not be unreasonably withheld but is subject to withdrawal if MBDA determines the linked site is unsuitable. No employee of the Project operator, nor any other person, shall use the Project web site for any purpose other than that approved under the terms of the agreement between the Project operator and MBDA.

6) Every page of the web site shall comply with Federal standards of the American With Disabilities Act, Section 508, and be reviewed by the Project for accuracy, currency, and appropriateness every three (3) months. In addition, MBDA’s Section 508 Officer may occasionally review the project web site to ensure that it is Section 508 Compliant. For additional information and guidelines, please visit www.section508.gov. Appropriate privacy notices and handicapped accessibility will be predominately featured. In general, MBDA may audit the Project web site and recommend changes in accordance with the guidelines set forth herein.

7) The Project operator will also be responsible for informing their assigned MBDA Program Analyst and the MBDA Program Management Supervisor of any changes in operations such as location, contact information or otherwise.

F. Time for Compliance Regarding IT Requirements: Within thirty (30) calendar days after receipt of the award, the Project operator shall report via email to the Federal Program Officer to the MBDA Business Project Program Management Supervisor that he/she has complied with all technical requirements as specified herein (a checklist will be provided at the Post Award Conference). Within thirty (30) calendar days after receipt of the award, the operator shall report the name, contact telephone number and email address of the Project director, Network or System Administrator.

G. Performance System: All required performance reporting to MBDA shall be conducted via the Internet using the Performance system to be found at a secure web site (www.mbda.gov).

H. Data Integrity: The Project operator shall take the necessary steps to ensure that all data entered into MBDA systems, and systems operated by the Project operator in support of the award, or by any employee of the Project operator is verified, accurate and timely.

I. Personally Identifiable Information (PII) and Business Identifiable Information (BII): The Project shall configure systems to protect the PII/BII contained in the system from unauthorized access. The Project should employ best-practice techniques to protect confidentiality of sensitive PII and BII information. A Project, when it designs, develops, or operates a system of records on individuals or entities, or otherwise collects or has access to PII or BII in the performance of this grant shall, prior to taking such action, comply with the following requirements:

1. The Project shall have established policies and procedures in place to safeguard MBDA client PII/BII. The policies and procedures shall describe the Project's processes for identifying, assessing and mitigating privacy risks associated with PII. The policies and procedures shall also describe training that will be provided to Project staff and consultants on their roles and responsibilities for safeguarding MBDA client PII/BII and incident management of suspected or confirmed loss of MBDA client PII/BII in accordance with OMB's Recommendations for Identity Theft Related Data Breach Notification, September 20, 2006, and OMB Memorandum M-07-16, Safeguarding Against and Responding to the Breach of Personally Identifiable Information, May 22, 2007.

2. The Project shall also ensure that all processes, procedures and equipment associated with PII/BII comply with all laws, regulations, and MBDA security mandates as defined by National Institute of Standards and Technology (NIST) Special Publication (SP) 800-61 Revision 1 and are aligned with the incident categories and timelines referenced in Table J-1 of NIST SP 800-61, as well as U.S. government policies developed to safeguard the confidentially, integrity and availability of MBDA data that may contain PII/BII. In support of these requirements, the Project shall have:

a. Policies, procedures, and mechanisms designed to restrict access to MBDA data exclusively to authorized personnel.

b. Policies, procedures, and mechanisms that prevent transmission or disclosure of MBDA data to an unauthorized party.

c. Policies, procedures, and mechanisms that ensure MBDA data on portable devices are encrypted using methods compliant with Federal Information Processing Standard 140-2.

d. Policies, procedures, and mechanisms that ensure any sensitive MBDA data transmitted across public networks (i.e., the Internet) by Business Project staff and Project consultants are protected using encryption compliant with Federal Information Processing Standard 140-2.

e. Annual assessments to the MBDA demonstrating that the policies, procedures, and mechanisms required by continuing to be functional, that the Project is compliant with these requirements, and that these requirements are effective.

f. Copies of its privacy policies to MBDA Headquarters at the time of award. The Project shall also provide a copy of the policies and procedures (or otherwise make such policies and procedures available) to all of its staff and consultants.

g. Ensure that those individuals adhere to the Project's policies and procedures relating to PII/BII and to MBDA-prescribed policies and procedures for the safe handling of MBDA PII/BII, including privacy and MBDA security training requirements and privacy incident management.

h. Immediate alerts to MBDA of any event, including the suspected or confirmed loss of MBDA PII/BII, that could potentially affect the privacy rights of individuals or which violates any federal law, regulation, mandate or requirement as defined in NIST 800-122 by contacting the MBDA designated point of contact. The Project shall act in accordance with its policies and procedures in the event of any suspected loss of MBDA PII/BII and shall support the MBDA's investigation and resolution of reported incidents as requested by the MBDA. For purposes of this clause, a "suspected loss of PII/BII" shall be interpreted liberally to mean any situation in which the loss of PII/BII or unapproved access to PII/BII is deemed a reasonable possibility.

J. Time for Compliance Regarding IT Requirements: Within sixty 60) days after receipt of the award, the Project operator shall report via email to the Federal Program Officer and the MBDA CIO of the Office of Information Technology, Research and Innovation and to the MBDA Program Manager that he/she has complied with all technical requirements as specified herein (a checklist will be provided at the Post Award Conference). Within thirty (30) days after receipt of the award, the Project operator shall report the name, contact telephone number and email address of the Project director, Network or System Administrator.

APPENDIX F

Training Requirements and Definitions

A. Training Requirements MBDA has designed a comprehensive training program for the MBDA Business Project program. The identified Project staff shall be required to participate in the following training sessions (subject to the availability of the training as determined by MBDA):

Customer Relationship Management Performance System

Monthly Business Project Teleconference

MBDA National Training Conference

Professional Development Training

If the Project staff fails to participate in the required training indicated above the Project shall lose a maximum of two (2) points from the performance assessment score during each evaluation period. The Project personnel professional and educational experience shall not be accepted as substitutions for attending the trainings.

B. Training Definitions

1. Post-Award Conference: This session, held once in the first year, is designed to review the award and key issues pertaining to the successful management of the award. Failure to attend shall designate the Project operator as non-compliant with the award and may result in award termination. A change in Project director will require the Project director to attend a post-award conference as soon as practicable following the commencement of his/her duties. The anticipated location of training is Washington, D.C.

2. Program Review and Orientation: This session, held once in the first year, will focus on understanding key aspects of the Project operations and procedures. This training will not require travel and may be conducted over a series of days by teleconference or by MBDA staff attending the Project in person.

3. Grants Online System Orientation: This session, held once in the first year, is designed to review basic access, navigation and understanding of the Grants Online (GOL) system. The GOL system is utilized by MBDA and the Grants Office to manage all financial assistance awards administered by the Agency. This training will be conducted via webinar and will not require travel.

4. MBDA CRM Performance System Orientation: This training is designed to review basic access, navigation and understanding of the MBDA CRM Performance system. This system is a tool developed to enhance the client intake and relationship management processes across MBDA. The system is also used to capture and track Project performance. This training will be conducted via webinar and will not require travel.

5. MBDA Working Groups Collaboration: This session, held once in the first program year, is designed to foster the flow of communication and leveraging of resources and talent within the MBDA network.