Q&A - NOFO OFOP0001345 - Travel Grant.docx

Questions and Answers for Travel Logistics Support for Belize In-Country Training Date: May 13, 2024

Question 1:

Does any part of this award include funding the awardee to conduct training or participate as a trainer? Or only as a consultant to administratively bring in other trainers?

INL Response:

The award is solely for the awardee to provide administrative/logistical support for trainers and trainees travel and other training logistics. This award does not require the Awardee to conduct training.

Question 2:

Please confirm whether the following expenses are included in the budgeted funding allocated in OFOP0001345:

INL Response:

We confirm that all the mentioned expenses above are included in the budgeted funding allocated in OFOP0001345.

Question 3:

If the budget is for the above expenses comes from other funding, who would the selected contractor partner with in managing travel for students/trainees/instructors?

a. Are there any policies or SOPs that govern this work?

i. If so, may we have a copy of them?

INL Response:

The above expenses are included in the budgeted funding and not from other sources. This is a Notice of Funding Opportunity for a Cooperative Agreement Grant Award. The partner agency for implementation of this award is the International Narcotics and Law Enforcement Affairs (INL).

Question 4:

Is the leasing of a commercial space permissible in the budget?

a. Are the costs of associated utilities for the commercial space permissible in the budget?

INL Response:

Yes, the leasing/renting of an office space for this project is permissible. The associated utility costs are also permissible.

Question 5:

When considering the travel of employees (Americans) traveling to Belize for business and those relocated to Belize for the term of the contract, is it permissible to secure a long-term rental for the period of execution instead of paying for an Airbnb or hotels? (This presents a significantly lower expense over the period of execution.)

INL Response:

Per the NOFO, “all costs included in the project, whether federal or recipient cost share, must be allowable, allocable, reasonable, necessary, and consistent with OMB guidelines.” Please review the 2 CFR Part 200 Subpart E -- Cost Principles for more information regarding allowable and unallowable costs.

Question 6:

When considering the travel of employees (Americans) traveling to Belize for business and those relocated to Belize for the term of the contract, is it permissible to purchase a used vehicle for transportation in lieu of car rentals. (Cost of rental cars is significant; purchase would be much less expensive over the life of the project.)

Per the NOFO, “all costs included in the project, whether federal or recipient cost share, must be allowable, allocable, reasonable, necessary, and consistent with OMB guidelines.” Please review the 2 CFR Part 200 Subpart E -- Cost Principles for more information regarding allowable and unallowable costs.

Question 7:

Does the allocated funding include the purchase of equipment to support training sessions? (laptop, projector, whiteboards)

INL Response:

The purchase of equipment to support training sessions is included based on review and approval from INL.

Question 8:

See Page 6 activity 6 - Is purchase of "training supplies such as writing pads, labeled pens, banners, water bottles, lanyards, etc., to be included in the allocated funding amount?

INL Response:

Yes.

Question 9:

Has a training curriculum been developed for the two-year period of execution?

a. If so, may we have a copy?

i. This will be key if the above expenses in #1 are to be included in the allocated funding.

INL Response:

There is currently no training curriculum available, the trainings/events are still in the planning phase. However, we project to provide logistical support for approximately 600 participants during the 24 months award period.

Question 10:

How many law enforcement officers participating in this training program are there in Belize?

a. Of those, how many are women?

b. How many law enforcement officers are there by district?

INL Response:

The officers that will be participating in the training programs are from various Belize Governmental Agencies such as Immigration Department, Customs Department, Belize Police Department, …etc. The project targets an estimated total of 600 participants. We are unable to say at this time how many participants will come from each Belize agencies or districts.

Question 11:

Is an access control system needed for training sessions? (i.e., badging system)

INL Response:

An access control system is not required.

Question 12:

Is there an existing registration system for classes?

INL Response:

There is no existing registration system.

Question 13:

Is there an existing webpage for student resources?

INL Response:

There is no existing webpage for student resources.

Question 14:

Is there an existing travel management software in place?

a. If not, is there an existing platform (either cloud-based or local) that is being utilized by the team/department leading this effort on which the selected contractor will operate?

b. If not, are there any requirements for selection of technology-based solutions that may be employed?

INL Response:

There are no travel management software, platform, or requirements in place.

Question 15:

What are the requirements for a local commercial space in Belmopan?

a. Is there a minimum square footage?

b. Is there a requirement of hours of operation?

This will require research by applicant.

Question 16:

Is equipment needed to support the training sessions (laptop, projector, whiteboards) for every training session?

INL Response:

The training session equipment/supplies needs will be on a case-by-case basis, and required equipment will be relayed to the awardee, in advance, prior to the training/event.

Question 17:

Is a representative from the selected consultant expected to be physically present to support all training sessions over the period of execution?

INL Response:

A representative is not required to be physically present during the period of training sessions.

Question 18:

Are there existing vendors for booking travel in-country that must be utilized?

INL Response:

No, there are no existing vendors that must be utilized.

Question 19:

Are vendors required to be registered with the U.S. Government and approved through a procurement process?

a. If so what is that process?

b. On average, how long does this process take from application to approval?

Vendors utilized by the grantee are not required to be registered with the U.S. Government. However, all applicable Belize laws and requirements must be adhered to.

Question 20:

Are there any existing incentive programs for cost-effective stays?

INL Response:

No Incentives. Logistical requirements for all training events should be fulfilled in the most cost-effective way.

Question 21:

Are there any security concerns we should be aware of in planning for American resources in Belize?

INL Response:

There are no specific security concerns, however training venues selected should have adequate safety and security for participants.

Question 22:

Are there any security concerns we should be aware of in planning travel for Belizean law enforcement to and from sessions?

INL Response:

There are no specific security concerns, however training venues selected should have adequate safety and security for participants.

Question 23:

Is it permissible to be partnered with a 501(c)3 under a fiscal sponsorship to be considered eligible to apply?

It is permissible for NGOs partnered with a 501(c)3 under a fiscal sponsorship to apply.

Question 24:

Is it permissible to be a registered nonprofit with a pending 501(c)3 application to be considered eligible to apply?

INL Response:

No, a registered nonprofit with a pending 501(c)3 status is not eligible to apply.

Question 25:

Are all resources (personnel) required to be Americans working in Belize?

a. Are we able to hire local resources as well?

i. Presuming we would need to establish a local business in Belize in this instance. Is this correct?

b. Are we to follow the normal working visa process to enter Belize?

i. Is it required to start a local business operating in Belize?

INL Response:

The award is open, and resources (personnel) are not required to be American. Local personnel can be hired as well. Award recipient is required to follow all applicable Belize rules and regulations.

Question 26:

Are there specific demographic targets for participating students/trainees?

INL Response:

There are no specific demographic targets.

Question 27:

Are there DEI (diversity, equity, and inclusion) considerations?

a. If so, what are the EEIs (Essential Elements of Information) that are targeted?

i. If so, is it possible to provide them by required v. desired?

INL Response: Yes diversity, equity, and inclusion is considered. Include in your proposal an analysis that addresses the ways in which women, gender diverse persons, and members of other marginalized and underrepresented groups might affect and be affected differently by your work, including a consideration of their safe and meaningful participation. Strengthen your proposal by incorporating the results of this gender, equity and inclusion analysis into your project design. Include a description of how you will minimize any inequities and identified potential risks. Implementing partner, INL, will ensure DEI is considered during the selection process of training candidates.

Question 28:

Are there any policies that will inform the ability to contract with travel vendors in-Country.

a. If so, may we have them?

INL Response:

None

Question 29:

Would an office established in a rental apartment/townhouse meet the requirement for having an office in Belmopan?

INL Response:

Yes. The office is required to be in Belize City or Belmopan.

Question 30:

Are there any programmatic travel policies?

a. If so, may we have them?

INL Response:

There are no programmatic travel policies.

Question 31:

What is the government approved rate for funding for meals and incidentals?

The approved rate should not exceed the official U.S. Government approved Per Diem rates based on location.

Question 32:

The document speaks about transportation through land and air, but what about sea? Especially for bringing in participants from the islands (Caye Caulker and San Pedro)

INL Response:

Transportation via sea is also approved.

Question 33:

How many persons are to be reached through Outreach activities? Please define outreach activities that are envisioned. Are these public events where facilitators will be present? such as Belize Expo, Agric? etc. Are the Outreach activities envisioned to occur countrywide?

INL Response:

The number of persons at outreach events can vary from 25 to 100. An example of an outreach activity can include children involved in a community policing program who come together at a particular venue to participate in a particular initiative. The outreach activity can occur at any location within Belize.

Question 34:

Are the trainings to be done countrywide? How many people per-training

INL Response:

Training/Events will be conducted countrywide on a case-by-case basis and personnel per training can range between few persons to dozens.

Question 35:

General training evaluation - who will be designing the evaluation forms for the training Will the grantee be compiling all the data based on participants feedback? knowledge gained?

The Grantee/Awardee will be responsible for the evaluation of the training logistical services provided to participants and not on the knowledge gained. The grantee is responsible for designing and compiling the evaluation forms with consultation from (INL).

Question 36:

As it relates to evaluation as mentioned in the NOFO, Activity 13 – Records Management, who will be designing the evaluations of the training logistical services provided? After each session, the facilitators will be evaluating the logistics planning of the grantee, logistical services provided?

INL Response:

The Grantee/Awardee will be responsible for the evaluation of the training logistical services provided to participants. The grantee is responsible for designing and compiling the evaluation forms with consultation from (INL). Yes, the evaluation will be distributed to training participants by facilitators or personnel from INL.

Question 37:

Can an organization apply for the above grant without using the grants.gov?

INL Response:

All organizations must submit applications through grants.gov.

Question 38:

How many trainings are envisioned over the life of the project, and in what areas/topics?

There is no set number of trainings envisioned for the life of the project. Trainings are formulated based on discussions with Key Government officials. It is estimated that approximately 600 participants will be trained during the 24 months award period, and the trainings will focus on law enforcement capacity enhancement.