TAB A B and C .- Proposal Guidelines-ME -Budget narrative.docx

TAB A: PROPOSAL GUIDELINES

Proposals should include the following components:

· Executive Summary

· Organizational Description, Capacity and Past Performance

· Program Statement and Rationale

· Planned Activities

· Indicators

Program Statement and Rationale: Describe the problem and how the project will achieve or contribute to achieving a sustainable solution and a measurable outcome. The implementer should explain the extent of existing assistance within the particular geographic area, and how the proposed intervention may complement (or differ from) other similar interventions. The implementer should also explain, as necessary, the particular experience and qualifications they bring to the project. The rationale should also reflect understanding of the priorities and policies of the bureau or program with which this agreement is associated.

Planned Activities and Indicators: Describe the planned activities, and relevant stakeholders for implementation. The implementer should highlight key stakeholders and their expected role in the project, along with any contingencies. The implementer should list assumptions that are dependent on the ultimate success of the project. This could include elements like geographic location, coordination efforts with other international organizations, or political will from host governments, private sector, and NGOs. As appropriate, limited contingency possibilities should be included in the proposal, in case the initial planning assumptions are not met. Example of a planned activity and contingency:

In the proposal, there should be a clearly defined link between each of the following elements as delineated:

Problem Statement Planned Activities/Inputs Process Indicators Output Indicators Outcome Indicators Impact

Process Indicators measure the activity that has been completed. Please delineate the specific activities to be conducted, such as workshops, roundtables, trainings, forums, exchanges, policy dialogues, etc. All indicators must include targets. Example of a process indicator:

Output Indicators, otherwise known as deliverables associated with the agreement, should be included. Unlike process indicators, outputs are what is produced, and are often tangible. At this level, it is the measurement of ability, knowledge, skills, or access. All indicators must include targets. Example of an output indicator involving the same participants:

Outcome Indicators measure the change in system or behavior or practice. Expected outcomes are the results that come from a series of activities that are necessary to achieve impact. All indicators must include targets. Example of an outcome indicator:

All indicators must include measurable, numerical targets, which should serve as the foundation for monitoring and evaluation efforts.

Criteria Each application submitted under this opportunity will be evaluated and rated on the basis of the criteria detailed below. The criteria are designed to assess the quality of the proposed project, and to determine the likelihood of its success. The criteria are closely related and are considered as a whole in judging the overall quality of an application. Applications will be reviewed on the basis of their fullness, coherence, clarity, and attention to detail.

Past performance on grants awarded by the U.S. Department of State, other United States government, or international donor agencies may also be considered.

The U.S. Consulate General in Ciudad Juarez, Mexico, reviews all proposals for eligibility. Eligible proposals will be subject to compliance of federal and Public Diplomacy regulations and guidelines and may also be reviewed by the Office of the Legal Adviser or by other Department elements. Final technical authority for assistance awards resides with the Department’s Grants Division.

Proposals will be funded based on an evaluation of how the proposal meets the solicitation review criteria, U.S. foreign policy objectives, and the priority needs of the U.S. Consulate General in Ciudad Juarez, Mexico. Technically eligible applications will be competitively reviewed according to the criteria below. These criteria are not rank ordered and all carry equal weight in the proposal evaluation:

1. Quality of the program idea and program planning: The proposed program should be well developed, respond to the goals and objectives outlined in the solicitation. The program should have clear goals, objectives, and metrics for determining whether the project goals were met. The proposal must provide substantive detail about project activities. The program plan should adhere to the program overview and guidelines described above, and should reference the applicant’s capacity to meet all needs specified in the NOFO.

2. Ability to achieve program objectives: Objectives should be reasonable and feasible. Applications should demonstrate how the institution will meet the program's objectives and plan. Proposed personnel, institutional resources, and partner organizations should be adequate and appropriate to achieve the program goals.

3. Institutional and organizational capacity. The organization and any partners demonstrate subject matter expertise in the form and content of the proposal, and in organizing and managing the project.

4. Sustainability: The proposed project should address the applicant’s suggestion for ensuring that the project benefits will continue to be realized on a long-term basis after the conclusion of the period of performance of the grant.

5. Cost-effectiveness: All items must be allocable, allowable, and reasonable. The overhead and administrative components of the proposal, including salaries and honoraria, should be consistent with prevailing market rates in Mexico. The U.S. Consulate General in Ciudad Juarez, Mexico generally does not pay indirect costs against participant expenses, but each case may vary. Cost sharing is not required. There are no restrictions on the type of costs (monetary vs. in-kind) that may be included in an organization’s cost share.

6. Budget and narrative justification. The budget and narrative justification are complete and reasonable in relation to the proposed activities and anticipated results. The cost estimates are realistic.

7. Monitoring and evaluation. The proposal outlines in detail how program success and impact will be determined, and may include pre and post program analysis.

TAB B: PROJECT MONITORING AND EVALUATION PLAN

The U.S. Consulate General in Ciudad Juarez, Mexico will work with recipient agencies to implement the appropriate monitoring and evaluation plan that meets both the needs of the U.S. Consulate General in Ciudad Juarez, Mexico and the implementing partner. Incorporating a well-designed monitoring and evaluation component into a project is one of the most efficient methods of documenting the progress and potential success of a project. Successful monitoring and evaluation depend on the following:

· Setting objectives that are specific, measurable, attainable, results-focused, and placed in a reasonable time frame (SMART);

· Linking project activities to stated objectives;

· Developing key performance indicators that measure realistic progress towards the objectives.

The U.S. Consulate General in Ciudad Juarez, Mexico expects the grantee will track participants or partners as appropriate and be able to respond to key evaluation questions, including satisfaction with the project/training, information learned as a result of the project/training, changes in attitude and behavior as a result of the project, and effects of the project on institutions in which participants work or partner with. Applicants should include the monitoring and evaluation process in their timeline.

Recipients will be required to provide reports with an analysis and summary of their findings, both quantitative and qualitative, in their regular project reports to the U.S. Consulate General in Ciudad Juarez, Mexico.

The monitoring and evaluation plan should include, at a minimum, the following elements:

· Indicators, as described in Tab A, as well as details on how each indicator will be measured, frequency of the measurements, units of measure, etc. Provide indicators at the output and outcome levels. Monitoring and evaluation plans should include a chart component that clearly delineates indicators and targets. All indicators must include measurable, numerical targets.

· Establish, where possible, performance baseline data and expected performance targets for each indicator/outcome. In some cases, the baseline may be zero.

· Describe monitoring and evaluation tools, such as rapid assessment surveys, site visits, key stakeholder interviews, etc., that will be used.

· Plans should describe how the project’s impact and effectiveness will be monitored and evaluated throughout the project.

SAMPLE Evaluation Plan

Activity: Training Course

Activity: Government Roundtable

TAB C: BUDGET GUIDELINES

Complete budgets will provide a detailed line-item budget outlining specific cost requirements for proposed activities. A minimum of three columns should be used to delineate the bureau funding request, cost-share by applicant, and total project funding. Complete applications will include a budget narrative to clarify and justify individual line-items (i.e. calculations of how the costs were derived per month or year, their necessity, and overall contribution to the project’s cost-effectiveness). Please use the template below as guidance, find the template in the Budget narrative.xlsx file.

The three-column proposal line item budget should include the following components, in the suggested format below:

A. PERSONNEL

a) Primarily Headquarters-Based Personnel

b) Primarily Field-Based Personnel

Subtotal Personnel

B. FRINGE BENEFITS

Subtotal Fringe Benefits

C. TRAVEL

a) Monitoring Travel

b) Field Travel

Activity 1: Workshop

Activity 2: Town Hall Meeting

Subtotal Travel

D. EQUIPMENT

a) Primarily H.Q.-Based Equipment (if applicable)

d) Primarily Field-Based Equipment

Subtotal Equipment

E. SUPPLIES

a) Primarily H.Q.-Based Supplies (if applicable)

b) Primarily Field-Based Supplies

Subtotal Supplies

F. CONTRACTUAL

a) Subgrants

b) Consultant Fees

Subtotal Contractual

H. OTHER

a) Other Direct Costs

Subtotal Other

I. TOTAL DIRECT CHARGES

(Sum of A-H Subtotals)

J. INDIRECT CHARGES

a) Indirect Costs/NICRA (X% of costs)

Subtotal Indirect Charges

K. TOTAL COSTS (Sum I-J)

Note: This budget is designed to serve as an example of the format for complete budget submissions and is NOT exhaustive; please use the attached template (Budget narrative.xlsx file). Individual line items included in each applicant’s budget should reflect specific project activities. (pax = participants)

Before grants are awarded, the U.S. Consulate General in Ciudad Juarez, Mexico reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of the program and availability of funds.

As mentioned above, the detailed budget should also include an accompanying budget notes document that explains and justifies each line item, in the suggested format below:

LINE-ITEM BUDGET –

A. Personnel – Identify staffing requirements by each position title and brief description of duties. For clarity, please list the annual salary of each position, percentage of time and number of months devoted to the project. (e.g., Administrative Director: $30,000/year x 25% x 8.5 months; calculation: $30,000/12 = $2,500 x 25% x 8.5 months = $5,312.).

B. Fringe Benefits - State benefit costs separately from salary costs and explain how benefits are computed for each category of employee - specify type and rate. Fringe benefits are not mandatory.

C. Travel - Staff and any participant travel:

1) international airfare

2) in-country travel

3) domestic travel in Country X., if any

4) per diem/maintenance: includes lodging, meals and incidentals for both participant and staff travel. Rates of maximum allowances for U.S. and foreign travel are available from the following website: http:/www.policyworks.gov/. Per diem rates may not exceed the published U.S. government allowance rates; however, institutions may use per diem rates lower than official government rates.

5) Staff refers to grantee staff only, and not sub-grantee staff or contractors

D. Equipment – please provide justification for any equipment purchase/rental, defined as tangible personal property having a useful life of more than one year and an acquisition cost of $5000 or more.

E. Supplies - list items separately using unit costs (and the percentage of each unit cost being charged to the grant) for photocopying, postage, telephone/fax, printing, and office supplies (e.g., Telephone: $50/month x 50% = $25/month x 12 months).

F. Contractual –

a) Subgrants. For each subgrant/contract please provide a detailed line-item budget breakdown explaining specific services. Please provide a subgrant budget using the approved OMB budget format. (See Tab C: Budget Guidelines, above.)

b) Consultant Fees. For example lecture fees, honoraria, travel, and per diem for outside speakers or independent evaluators: list number of people and rates per day (e.g., 2 x $150/day x 2 days).

G. Other - these will vary depending on the nature of the project. The inclusion of each should be justified in the budget narrative. All costs must be allowable, allocable, and reasonable, and consistent with OMB guidelines. Line items such as “Miscellaneous,” “Contingency Fund,” and “Reserve Fund” are not permitted.

H. Indirect Charges - See 2 CFR 200.414 , "Indirect Costs”

Cost Share/Cost-Effectiveness – Cost sharing is not required and will not be used as a review criterion. Explanation of contributions should be included, whether cash or in-kind. Assign a monetary value in U.S. dollars to each in-kind contribution. If the proposed project is a component of a larger program, identify other funding sources for the proposal and indicate the specific funding amount to be provided by those sources. In addition, it is recommended that budget narratives address the overall cost-effectiveness of the proposal, including leveraging of institutional or other resources. Cost sharing or matching refers to a portion of project or program cost that is not borne by the Federal Government. Grantees must follow cost sharing or matching policy as stipulated in 2 CFR 200.306. Cost sharing amounts proposed will be incorporated as part of the allowable budget items. If selected for an award, your organization will have to provide the minimum amount of cost sharing as stipulated in the budget approved by the Grants Officer. If your organization does not meet its cost share amount stipulated in the approved budget by the end of the period of performance. The U.S. Consulate General in Ciudad Juarez, Mexico will have the option to (1) reduce its contribution in proportion to your organization’s contribution in the event that you do not provide the minimum amount of cost sharing stipulated in the budget or (2) hold your organization accountable for the amount specified in the approved budget.

BUDGET CONDITIONS AND RESTRICTIONS

The U.S. Consulate General in Ciudad Juarez, Mexico will not approve the following costs (not limited to):

· Administration of a project that will make a profit;

· Expenses incurred before or after the specified dates of award period of performance (unless prior written approval received);

· Projects designed to advocate policy views or positions of foreign governments or views of a particular political faction;

· Alcoholic beverages;

· Costs of entertainment, including amusement, diversion, and social activities and any associated costs are unallowable, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized either in the approved budget for the Federal award or with prior written approval of the Federal awarding agency;

· Land;

· Construction.

The U.S. Consulate General in Ciudad Juarez, Mexico may make conditions and recommendations on proposals to enhance proposed projects. Conditions and recommendations are to be addressed by the applicant before approval of the award. To ensure effective use of the U.S. Consulate General in Ciudad Juarez, Mexico. funds, conditions or recommendations may include requests to increase, decrease, clarify and/or justify costs.

REPORTING REQUIREMENTS

Progress reporting While the grantee will be in frequent contact with the U.S. Consulate General in Ciudad Juarez, Mexico, concerning the project details, the grantee is required to submit quarterly program progress reports using page 1 of Form SF-PPR Performance Progress Report, which can be found on OMB’s website here: http://a.m.state.sbu/sites/OPE/FA/FADL/Standard_Forms/SF-PPR%20-%20Performance%20Progress%20Report.aspx

Financial Reports The Recipient is required to submit one mid-term and a final financial report throughout the project period, using Form FFR SF-425 which can be found on OMB’s website here: http://a.m.state.sbu/sites/OPE/FA/FADL/Standard_Forms/SF-425%20-%20Federal%20Financial%20Report%20(with%20Instructions).aspx

Final Report The final report will be due no later than ninety days after completion or termination of all project activities. The final report shall include the following elements: executive summary, successes, outcomes, how the project has addressed the other goals of the project, and a final financial report. The financial report must include copies of receipts for major expenses.

Disclaimers The U.S. Consulate General in Ciudad Juarez, Mexico is not obligated to make any Federal award as a result of the announcement. Issuance of this NOFO does not constitute an award commitment on the part of the U.S. government, nor does it commit the U.S. government to pay for costs incurred in the preparation and submission of proposals.

This NOFO is subject to funds availability. Awards may be granted only if appropriated funds are allocated to the U.S. Consulate General in Ciudad Juarez, Mexico by Department of State central budget authorities.

Travel to Mexico Although Americans visiting Mexico under the U.S. Consulate General in Ciudad Juarez, Mexico grants program are not under Chief of Mission authority, the Department of State strongly suggests that travelers to Mexico register in STEP (Smart Travelers Enrollment Program) https://step.state.gov/step in order to receive any security-related updates that the Department of State may send out. In the interest of safety, grant recipients are also expected to heed U.S. Department of State security guidance available on http://travel.state.gov and the U.S. Citizen Services link on the Mission Mexico website https://mx.usembassy.gov/ .