[Federal Register: December 16, 2004 (Volume 69, Number 241)]
[Notices]
[Page 75361-75368]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr16de04-102]
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DEPARTMENT OF STATE
[Public Notice 4924]
Bureau of Educational and Cultural Affairs (ECA) Request for
Grant Proposals: Arts Exchanges on International Issues Program
Announcement Type: New Grant.
Funding Opportunity Number: ECA/PE/C/CU-05-16.
Catalog of Federal Domestic Assistance Number: 19.409.
Key Dates:
Application Deadline: Tuesday, February 15, 2005.
Executive Summary: The Cultural Programs Division of the Office of
Citizen Exchanges, Bureau of Educational and Cultural Affairs announces
an open competition for grants that support exchanges and build
relationships between U.S. non-profit arts, educational and cultural
organizations and their counterparts overseas. U.S. public and non-
profit organizations meeting the provisions described in Internal
Revenue code section 26 U.S.C. 501 (c)(3) may submit proposals that
support the goals of the Arts Exchanges on International Issues
Program: to promote mutual understanding and partnerships between key
professionals in the arts and arts management and their organizations
in the United States and in other countries through multi-phased
exchange projects taking place over one to three years. An applicant
may work with other U.S. non-profit partners to combine the strengths
of their organizations and submit a joint project proposal. Please
note, that in joint project proposals the role of each organization
must be clearly defined and any sub-granting agreements must be
included in the proposal submission.
To the fullest extent possible programs should be two-way exchanges
supporting roughly equal numbers of participants from the U.S. and
foreign countries. Participants may be professional artists, arts
educators, arts administrators or other arts and cultural experts.
Through these people-to-people exchanges, the Bureau seeks to break
down stereotypes that divide peoples, enhance understanding of
democratic processes, contribute to conflict resolution and build
respect for cultural expression and identity in a world that is
experiencing rapid globalization. The Bureau is especially interested
in engaging socially and economically diverse groups of young people,
who may not have had extensive contact with their counterparts and
institutions in the United States. Priority will be given to proposals
that engage these participants in countries with significant Muslim,
and where appropriate in the Western Hemisphere, indigenous
populations. We are especially interested in projects that accomplish
these goals in part by addressing public audiences, where appropriate
to the project.
For the purposes of this competition, eligible regions are Africa,
East Asia, Eurasia, Central and Southeastern Europe, the Near East/
North Africa, South Asia, and the Western Hemisphere. No guarantee is
made or implied that grants will be awarded in all themes and for all
regions. As stated above, in the Western Hemisphere region, the Bureau
is particularly interested in projects that include indigenous
populations.
Applicants proposing projects involving Afghanistan, Pakistan and
Iraq should demonstrate in their Narrative Sections their awareness of
security issues that will affect the ability of the grantee
organization to arrange for travel of U.S. citizens to these countries
or to conduct site visits, participant interviews, seminars, workshops
or training sessions there. All travel to, and activities conducted in,
these countries will be subject to consultation with and approval of
official U.S. security personnel in country. The applicant should be
prepared to modify timing or to reconfigure project implementation
plans as required by security considerations.
Proposed projects should be designed to foster positive dialogue,
joint creative activities and co-operative artistic endeavors that
respond to one of five U.S. foreign policy themes: (1) Conflict
Resolution; (2) New Opportunities for Youth, especially in Muslim
countries; (3) Respect for Cultural Identity and Creative Products; (4)
Governance, Accountability and Transparency in Cultural Management; and
(5) HIV and AIDS Awareness and Prevention. [Please see the Purpose
Section below for a further description of these themes]. Projects must
include one or more of the following disciplines: Performing Arts
[including, but not limited to Dance, Music, Traditional Arts and
Theater], Visual Arts, Arts Education, Arts Management, and Film/Video/
Digital Media.
I. Funding Opportunity Description
Authority: Overall grant making authority for this program is
contained in the Mutual Educational and Cultural Exchange Act of 1961,
Pub. L. 87-256, as amended, also known as the Fulbright-Hays Act. The
purpose of the Act is ``to enable the Government of the
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United States to increase mutual understanding between the people of
the United States and the people of other countries * * *; to
strengthen the ties which unite us with other nations by demonstrating
the educational and cultural interests, developments, and achievements
of the people of the United States and other nations * * * and thus to
assist in the development of friendly, sympathetic and peaceful
relations between the United States and the other countries of the
world.'' The funding authority for the program above is provided
through legislation.
Purpose: The Bureau seeks proposals that will demonstrate the
effectiveness of arts and cultural programs to address the following
priority themes: (1) Conflict Resolution; (2) New Opportunities for
Youth, especially in Muslim countries; (3) Respect for Cultural
Identity and Creative Products; (4) Governance, Accountability and
Transparency in Cultural Management; and (5) HIV and AIDS Awareness and
Prevention. The Bureau is particularly interested in projects that will
create mutually beneficial and self-sustaining linkages between
professional communities in the U.S. and their counterpart communities
in other countries. Proposals that show strong prospects for enhancing
existing long-term collaboration or establishing new collaborative
efforts among participating organizations will be deemed more
competitive under the program planning criteria listed below.
The Cultural Programs Division seeks proposals for international
exchange projects that employ various artistic disciplines/subjects as
vehicles for increasing awareness about our five priority policy
issues. Projects must concentrate on furthering the participants' and
the audience members' understanding of the issues associated with the
foreign policy topics listed below. All proposals submitted in response
to this RFGP must present strategies for communicating about a policy
issue through the selected artistic discipline. The foreign policy
topics included in this RFGP are defined as follows:
1. Conflict Resolution
Bridging differences between peoples, communities and countries is
an important aspect of the democratic process. Conflict resolution is
the implementation of peaceful, non-violent mediation and dispute
resolution strategies to achieve mutual agreement among community and
interest groups, political parties and nations. Applicants should
demonstrate their knowledge and understanding of the conflict situation
in which they propose to work. Proposal narratives should include a
description of the basis of the conflict and possible reconciliation
objectives (dialogue, information sharing, etc.)
2. New Opportunities For Youth, Especially in Muslim Countries
Reaching out to Muslim youth--who are the catalysts for change in
their societies--is an essential step toward democracy building. ECA
hopes through collaborative projects, that the United States may
further the participants' understanding of freedom and democracy. To
the fullest extent possible, programs should strengthen voices of
moderation, reinforce the United State's commitment to education and
opportunity, build on values shared by the United States and Muslim
societies and create a platform for positive dialogue.
3. Respect for Cultural Identity and Creative Products
The United States, as a culturally diverse nation, strongly
supports and promotes cultural diversity both at home and globally. The
U.S. values each nation's cultural identity and is committed to helping
all countries preserve and protect their cultural heritage and
identity. One means of doing so is ensuring the development of
appropriate systems for protecting intellectual property. Protection of
intellectual property contributes to a country's economic development
and trade relationships, and increased trade brings greater consumer
awareness and support for a country's cultural goods. In addition,
enhancing local cultural production capacities and distribution
mechanisms for cultural products can contribute to a stronger cultural
identity. For the purposes of this RFGP, cultural heritage may also
include, for example, conserving or developing a specific
archaeological or culturally important site or maintaining, preserving
and restoring a country's cultural artifacts or audiovisual records.
This theme also includes projects to develop cultural tourism for a
country or region. All proposals related to this theme should include a
strong exchange component involving U.S. and foreign visual and
performing artists, writers, filmmakers, and arts managers, rather than
exchanges principally among legal, economic development, or other
professionals.
4. Governance, Accountability and Transparency in Cultural Management
Cultural organizations are an important component of civil society,
serving to identify, develop and strengthen social values. Cultural
organizations often have a special role in reaching youth,
disadvantaged groups within the society, and specific ethnic or social
communities, both to support their group identity and to help define
the way in which the group relates to society at large. To fulfill this
role and to maintain the confidence of their stakeholders, audiences,
and funders, the managers of cultural organizations have the same
responsibility for open and effective management in support of their
goals, as do other non-governmental organizations.
5. HIV and AIDS Awareness and Prevention
Concern about the growing numbers of people with HIV and AIDS,
especially in areas with limited access to educational and treatment
programs, reaches across all geographic regions. Proposals under this
theme will have the following goals: encourage prevention, further
education and decrease the stigma of HIV and AIDS through the arts.
Proposals will target youth, people living with HIV and AIDS, related
NGOs, schools and community groups. Exchange activities will bring
together HIV and AIDS professionals and artists from the U.S. and
overseas to discuss and implement ways to decrease the stigma of HIV
and AIDS with positive social messages via artistic disciplines.
Projects should employ the arts as a mechanism for social change and
for publicizing positive messages about HIV and AIDS prevention and
treatment.
The artistic disciplines/subjects included in this Request for
Proposals are as follows:
Performing Arts Including Dance, Music, Traditional Arts and Theater
ECA welcomes projects that address one or more of our priority
foreign policy themes through the exchange of dance, music, traditional
arts and/or theater professionals working collaboratively to develop
new and innovative projects. Proposals should focus on the exchange of
expertise and best practices between U.S. and overseas performing arts
organizations, including strategies for building relationships between
the organizations and their communities. The presentation of
performances overseas, as a part of a larger exchange project, may be
funded under this topic. Production costs for performances in the U.S.
cannot be funded by ECA, but can be included in the applicant
organization's cost share. ECA seeks proposals that support the
professional
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development of the U.S. and foreign artists, and provide a personal
connection between U.S. and overseas individuals and institutions.
Projects that focus only on performance tours and/or a performing arts
festival will not be eligible under this RFGP. Contact: Kathryn
Wainscott, tel: (202) 203-7499, WainscottKK@state.gov.
Visual Arts
Proposals are sought for projects that address one or more of the
priority policy themes through projects in the full range of visual art
activities. Proposals should include reciprocal exchange components for
U.S. curators, artists and institutions. Projects should include
opportunities for American and overseas curators and artists to present
lectures, workshops, residencies, and master classes. All of these
activities may be presented to enhance an education component of an
exhibition. The overseas costs of exhibition presentation are eligible
for support. Domestic presentation costs should be presented as part of
the institution's cost share. Proposals that solely focus on the
development, production and presentation of exhibitions and lack a
substantive professional exchange component will not be eligible for
support under this RFGP. Contacts: Leanne Mella, tel: (202) 203-7497,
MellaLA@state.gov; or E.J. Montgomery, tel: (202) 203-7498,
MontgomeryEJ@state.gov.
Arts Education
Proposals submitted under this topic may include collaborative
activities and two-way exchanges between staff members of education
departments of non-profit arts and cultural organizations. Project
components under this theme may encompass the joint creation of film/
digital/ media, visual and/or performing arts education programs to
further students' abilities to express their ideas through their own
artistic creations, increase their critical analysis skills and
discover alternative views of their own and other people's cultural
identity. Exchanges of primary and secondary teachers and curriculum
and/or textbook development or publishing will not be eligible for
support under this RFGP.
Contact: Jill Staggs, tel.: (202) 203-7500, Staggsjj@state.gov.
Arts Management
Projects may address management issues in a particular arts
discipline or issues that affect arts organizations generally in a
given country or region. Areas of possible interest would include board
development, membership, fundraising, government relations, facilities
management, audience development and marketing, and volunteer program
management and the development of public/private partnerships.
Proposals must demonstrate the applicant's capacity to link the special
needs of arts and cultural organizations with general principles of
management and civil society development. Proposals should include
creative and innovative approaches to sharing experiences and best
practices in arts management. Stand-alone conferences or lecture series
will not be eligible for support under this RFGP (Please see Ineligible
Projects Section below for more information about conferences).
Contact: Jill Staggs, tel.: (202) 203-7500, Staggsjj@state.gov.
Film, Video and Digital Media
Proposals are sought that use feature films, documentaries,
animated films, video or digital media in a cross-cultural outreach and
exchange program designed to support one or more of our foreign policy
themes. Proposals should focus on the collaborative creative process
and could involve any of the creative or business aspects of
filmmaking, i.e. directing, screenwriting, editing, cinematography,
animation, film scoring, independent filmmaking, marketing,
distribution, copyright protection, film preservation, etc. Proposals
should involve American filmmakers and other film professionals and
provide for workshops, seminars, and master classes in addition to film
screenings and other presentations. Proposals may be submitted to fund
the production and presentation of a film or other creative endeavor,
but only as a natural outgrowth of collaboration and exchange. Such
proposals should show significant cost-sharing or in-kind
contributions. Proposals that include film presentations as part of
outreach efforts are strongly desired. However, proposals that provide
solely for screenings with no collaboration and exchange component will
not be eligible for support under this RFGP. Contact: Susan Cohen, tel:
(202) 203-7509, CohenSL@state.gov.
Proposal Components
The Narrative Section of the proposal must contain: (1) An
explanation of why the proposed project is important; (2) a
description/analysis of the relationship of your project to the policy
themes described above; and (3) a full and detailed description of the
project plan.
Each proposal narrative should include an innovative, informed and
efficient plan to identify, recruit and/or audition, select and program
participants. If the project will involve youth, the proposal must
demonstrate the applicant's experience working with youth and
implementing substantive and meaningful programs for youth.
The proposal should clearly distinguish between program
participants and the program audience. Participants are the relatively
few individuals, normally visual or performing artists, filmmakers,
writers, arts educators and arts managers who are selected for the
exchange components of the program. The audience is the public, which
may or may not be selected or invited, which attends program activities
or events, including performances, exhibitions, workshops, and master
classes. Both participants and audiences are important elements of the
program. The proposal should clearly define the types of participants
who will be recruited and the target audience for program activities
and should clearly explain the importance of each to the overall
program plan.
The proposal narrative should explicitly state the applicant's
commitment to consult closely with the Public Affairs Section of the
U.S. Embassy in the relevant overseas country(ies) to develop plans for
project implementation and to select project participants. Applicants
should state their willingness to invite representatives of the
embassy(ies) and/or consulate(s) to participate in program sessions or
site visits. Applicants are also encouraged to consult with Public
Affairs Officers at U.S. embassies in relevant countries as they
develop proposals responding to this RFGP. Narratives should state that
all material developed for the project will prominently acknowledge
Department of State Educational and Cultural Bureau funding for the
program. Proposals should acknowledge U.S. embassy involvement in the
final selection of all participants.
Competitive proposals will include the following:
A brief description of the problem as it relates to the
target country or region. (Proposals that request resources for an
initial needs assessment will be deemed less competitive.);
A clear statement of program objectives and projected
outcomes that respond to Bureau goals for each theme in this
competition. Desired outcomes should be described in qualitative and
quantitative terms. (See the Program Monitoring and Evaluation section
below, for more information on project objectives and outcomes);
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A description of participant selection processes;
A project timeline, listing the optimal schedule for each
program activity;
An alternative timeline and/or contingency program plan if
the project will include countries with security issues;
Demonstrated knowledge of overseas partner
organization(s), including a description of each organization and an
explanation of how partner organizations were selected
Letters of support from foreign and U.S. partners
An outline of the applicant organization's relevant
expertise in the project theme and country(ies);
Documentary evidence, such as published reviews, letters
of endorsement from known experts, or the like, indicating the
applicant's ability to organize a program of artistic merit and
quality. Please note that work samples such as recordings, videotapes,
catalogs and slides of work are not requested and cannot be reviewed;
An outline of relevant experience managing previous
international arts and/or cultural exchange programs;
Resumes of experienced staff who have demonstrated a
commitment to monitor grant projects and ensure implementation;
A comprehensive plan to evaluate whether program outcomes
achieved met the specific objectives described in the narrative. (See
the Program Monitoring and Evaluation Section)
A post-grant plan that demonstrates how the grantee plans
to maintain contacts initiated through the program. Applicants should
discuss ways that U.S. and foreign participants or host institutions
could continue their exchange activities through on-going or future
projects, once the ECA-funded grant has concluded.
Ineligible Projects
The Arts Exchanges on International Issues Program is not open to
amateur or community-based visual or performing artists. Our grant
program is solely intended to support the international exchange work
of non-profit organizations. Individuals are not eligible to apply for
funding of their own work. While our program emphasizes outreach to
youth, all exchange participants must be at least 18 years of age.
However, educators, managers, program directors and administrators who
work with youth and/or youth related non-profit organizations are
encouraged to apply for grant support under this competition. The
Office of Citizens Exchanges does not support proposals limited to
conferences or seminars (i.e. one-to-fourteen day programs with plenary
sessions, main speakers, panels and a passive audience). It will
support conferences only when they are a small part of a larger project
in duration that is receiving Bureau funding from this competition. The
Office does not support academic research or faculty or student
fellowships.
II. Award Information
Type of Award: Grant Agreement.
Fiscal Year Funds: 2005.
Approximate Total Funding: $1,000,000.
Approximate Number of Awards: 5-10.
Approximate Average Award:
Floor of Award Range: $50,000.
Ceiling of Award Range: $300,000.
Anticipated Award Date: Pending availability of funds, June 1,
2005.
Anticipated Project Completion Date: June 1, 2006-June 30, 2008.
III. Eligibility Information
III.1. Eligible Applicants
Applications may be submitted by public and private non-profit
organizations meeting the provisions described in Internal Revenue Code
section 26 U.S.C. 501(c)(3).
III.2. Cost Sharing or Matching Funds
There is no minimum or maximum percentage required for this
competition. However, the Bureau encourages applicants to provide
maximum levels of cost sharing and funding in support of its programs.
Cost-sharing is an important element of the ECA-grantee institution
relationship, and it demonstrates the implementing organization's
commitment to the program. Cost-sharing is included as one criterion
for grant proposal evaluation.
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 grant 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 OMB Circular A-110, (Revised), Subpart C.23--Cost
Sharing and Matching. In the event you do not provide the minimum
amount of cost sharing as stipulated in the approved budget, ECA's
contribution will be reduced in like proportion.
III.3. Other Eligibility Requirements
(a) Grants awarded to eligible organizations with less than four
years of experience in conducting international exchange programs will
be limited to $60,000.
(b) Technical Eligibility: All proposals must comply with the
following: (1) Proposal submission deadline date; (2) non-profit
organization status; (3) focus on one or more of the specified subject
themes, or they will result in your proposal being declared technically
ineligible and given no further consideration in the review process.
IV. Application and Submission Information
Note: Please read the complete Federal Register announcement
before sending inquiries or submitting proposals. Once the RFGP
deadline has passed, Bureau staff may not discuss this competition
with applicants until the proposal review process has been
completed.
IV.1 Contact Information To Request an Application Package
Please contact the Cultural Programs Division, Office of Citizen
Exchanges, ECA/PE/C/CU, Room 568, U.S. Department of State, SA-44, 301
4th Street, SW., Washington, DC 20547, (202) 203-7488, to request a
Solicitation Package. Please refer to Funding Opportunity Number ECA/
PE/C/CU-05-16 located at the top of this announcement when making your
request.
The Solicitation Package contains the Proposal Submission.
Instruction (PSI) document that consists of required application
forms, and standard guidelines for proposal preparation.
Please specify Bureau Program Officer, Jill Staggs, and refer to
Funding Opportunity Number ECA/PE/C/CU-05-16, located at the top of
this announcement on all other inquiries and correspondence.
IV.2. To Download a Solicitation Package Via Internet
The entire Solicitation Package may be downloaded from the Bureau's
Web site at http://exchanges.state.gov/education/rfgps/menu.htm. Please
read all information before downloading.
IV.3. Content and Form of Submission
Applicants must follow all instructions in the Solicitation
Package. The original and 12 copies of the application should be sent
per the
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instructions under IV.3e. ``Submission Dates and Times section'' below.
IV.3a. You are required to have a Dun and Bradstreet Data Universal
Numbering System (DUNS) 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 DUNS number is easy and there is no charge. To obtain a
DUNS number, access http://www.dunandbradstreet.com or call 1-866-705-
5711. Please ensure that your DUNS number is included in the
appropriate box of the SF-424 which is part of the formal application
package.
IV.3b. All proposals must contain an executive summary, proposal
narrative and budget.
Please Refer to the Solicitation Package. It contains the mandatory
Proposal Submission Instructions (PSI) document for additional
formatting and technical requirements.
IV.3c. You must have nonprofit status with the IRS at the time of
application. If your organization is a private nonprofit which has not
received a grant or cooperative agreement from ECA in the past three
years, or if your organization received nonprofit status from the IRS
within the past four years, you must submit the necessary documentation
to verify nonprofit status as directed in the PSI document. Failure to
do so will cause your proposal to be declared technically ineligible.
IV.3d. Please take into consideration the following information
when preparing your proposal narrative:
IV.3d.1 Adherence to All Regulations Governing the J Visa
The Office of Citizen Exchanges of the Bureau of Educational and
Cultural Affairs is the official program sponsor of the exchange
program covered by this RFGP, and an employee of the Bureau will be the
``Responsible Officer'' for the program under the terms of 22 CFR 62,
which covers the administration of the Exchange Visitor Program (J visa
program). Under the terms of 22 CFR 62, organizations receiving grants
under this RFGP will be third parties ``cooperating with or assisting
the sponsor in the conduct of the sponsor's program.'' The actions of
grantee program organizations shall be ``imputed to the sponsor in
evaluating the sponsor's compliance with'' 22 CFR 62. Therefore, the
Bureau expects that any organization receiving a grant under this
competition will render all assistance necessary to enable the Bureau
to fully comply with 22 CFR part 62 et seq.
The Bureau of Educational and Cultural Affairs places great
emphasis on the secure and proper administration of Exchange Visitor (J
visa) Programs and adherence by grantee program organizations and
program participants to all regulations governing the J visa program
status. Therefore, proposals should explicitly state in writing that
the applicant is prepared to assist the Bureau in meeting all
requirements governing the administration of Exchange Visitor Programs
as set forth in 22 CFR part 62. If your organization has experience as
a designated Exchange Visitor Program Sponsor, the applicant should
discuss their record of compliance with 22 CFR part 62 et seq.,
including the oversight of their Responsible Officers and Alternate
Responsible Officers, screening and selection of program participants,
provision of pre-arrival information and orientation to participants,
monitoring of participants, proper maintenance and security of forms,
record-keeping, reporting and other requirements.
The Office of Citizen Exchanges of ECA will be responsible for
issuing DS-2019 forms to participants in this program.
A copy of the complete regulations governing the administration of
Exchange Visitor (J) programs is available at http://exchanges.state.gov
or from:
United States Department of State, Office of Exchange Coordination
and Designation, ECA/EC/ECD--SA-44, Room 734, 301 4th Street, SW.,
Washington, DC 20547, Telephone: (202) 401-9810, FAX: (202) 401-9809.
IV.3d.2 Diversity, Freedom and Democracy Guidelines
Pursuant to the Bureau's authorizing legislation, programs must
maintain a non-political character and should be balanced and
representative of the diversity of American political, social, and
cultural life. ``Diversity'' should be interpreted in the broadest
sense and encompass differences including, but not limited to
ethnicity, race, gender, religion, geographic location, socio-economic
status, and disabilities. Applicants are strongly encouraged to adhere
to the advancement of this principle both in program administration and
in program content. Please refer to the review criteria under the
`Support for Diversity' section for specific suggestions on
incorporating diversity into your proposal. Public Law 104-319 provides
that ``in carrying out programs of educational and cultural exchange in
countries whose people do not fully enjoy freedom and democracy,'' the
Bureau ``shall take appropriate steps to provide opportunities for
participation in such programs to human rights and democracy leaders of
such countries.'' Public Law 106-113 requires that the governments of
the countries described above do not have inappropriate influence in
the selection process. Proposals should reflect advancement of these
goals in their program contents, to the full extent deemed feasible.
IV.3d.3. Program Monitoring and Evaluation
Proposals must include a plan to monitor and evaluate the project's
success, both as the activities unfold and at the end of the program.
The Bureau recommends that your proposal include a draft survey
questionnaire or other technique plus a description of a methodology to
use to link outcomes to original project objectives. The Bureau expects
that the grantee will track participants or partners and be able to
respond to key evaluation questions, including satisfaction with the
program, learning as a result of the program, changes in behavior as a
result of the program, and effects of the program on institutions
(institutions in which participants work or partner institutions). The
evaluation plan should include indicators that measure gains in mutual
understanding as well as substantive knowledge.
Successful monitoring and evaluation depend heavily on setting
clear goals and outcomes at the outset of a program. Your evaluation
plan should include a description of your project's objectives, your
anticipated project outcomes, and how and when you intend to measure
these outcomes (performance indicators). The more that outcomes are
``smart'' (specific, measurable, attainable, results-oriented, and
placed in a reasonable time frame), the easier it will be to conduct
the evaluation. You should also show how your project objectives link
to the goals of the program described in this RFGP.
Your monitoring and evaluation plan should clearly distinguish
between program outputs and outcomes. Outputs are products and services
delivered, often stated as an amount. Output information is important
to show the scope or size of project activities, but it cannot
substitute for information about progress towards outcomes or the
results achieved. Examples of outputs include the number of people
trained or the number of seminars conducted. Outcomes, in contrast,
represent specific results a project is intended to achieve and is
usually measured as an extent of change. Findings on outputs
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and outcomes should both be reported, but the focus should be on
outcomes.
We encourage you to assess the following four levels of outcomes,
as they relate to the program goals set out in the RFGP (listed here in
increasing order of importance):
1. Participant satisfaction with the program and exchange
experience.
2. Participant learning, such as increased knowledge, aptitude,
skills, and changed understanding and attitude. Learning includes both
substantive (subject-specific) learning and mutual understanding.
3. Participant behavior, concrete actions to apply knowledge in
work or community; greater participation and responsibility in civic
organizations; interpretation and explanation of experiences and new
knowledge gained; continued contacts between participants, community
members, and others.
4. Institutional changes, such as increased collaboration and
partnerships, policy reforms, new programming, and organizational
improvements.
Please note: Consideration should be given to the appropriate
timing of data collection for each level of outcome. For example,
satisfaction is usually captured as a short-term outcome, whereas
behavior and institutional changes are normally considered longer-
term outcomes.
Overall, the quality of your monitoring and evaluation plan will be
judged on how well it (1) Specifies intended outcomes; (2) gives clear
descriptions of how each outcome will be measured; (3) identifies when
particular outcomes will be measured; and (4) provides a clear
description of the data collection strategies for each outcome (i.e.,
surveys, interviews, or focus groups). (Please note that evaluation
plans that deal only with the first level of outcomes [satisfaction]
will be deemed less competitive under the present evaluation criteria.)
Grantees will be required to provide reports analyzing their
evaluation findings to the Bureau in their regular program reports. All
data collected, including survey responses and contact information,
must be maintained for a minimum of three years and provided to the
Bureau upon request.
IV.3e. Please take the following information into consideration
when preparing your budget:
IV.3e.1. Applicants must submit a comprehensive budget for the
entire program. Awards may not exceed $300,000. There must be a summary
budget as well as breakdowns reflecting both administrative and program
budgets. Applicants may provide separate sub-budgets for each program
component, phase, location, or activity to provide clarification.
IV.3e.2. Allowable costs for the program include the following:
(1) Travel. International and domestic airfare (per the ``Fly
America Act''), ground transportation and visas. (J-1 visas for ECA-
supported participants from overseas are issued through the Embassies
at no charge).
(2) Per Diem. For U.S.-based programming, organizations should use
the published Federal per diem rates for individual U.S. cities.
Domestic per diem rates may be accessed at: http://policyworks.gov/org/main/mt/homepage/mtt/perdiem/perd03d.html.
ECA urges applicants to
budget realistic costs, which reflect the local economy and do not
exceed Federal per diem rates. Foreign per diem rates can be accessed
at: http://www.state.gov/m/a/als/prdm/html.
(3) Interpreters. For U.S.-based activities, ECA strongly
encourages applicants to hire their own locally based interpreters.
However, applicants may ask ECA to assign State Department
interpreters. One interpreter is typically needed for every four
participants who require interpretation. When an applicant proposes to
use State Department interpreters, the following expenses should be
included in the budget: Published Federal per diem rates (both lodging
and M&IE) and ``home-program-home'' transportation in the amount of
$400 per interpreter. Salary expenses for State Department interpreters
will be covered by the Bureau and should not be part of an applicant's
proposed budget. Bureau funds cannot support interpreters who accompany
delegations from their home country or travel internationally.
(4) Book and Cultural Allowances. Foreign participants are entitled
to a one-time cultural allowance of $150 per person, plus a book
allowance of $50. Interpreters should be reimbursed up to $150 for
expenses when they escort participants to cultural events. U.S. program
staff, trainers or participants are not eligible to receive these
benefits.
(5) Consultants. Consultants may be used to provide specialized
expertise or to make presentations. Honoraria rates should not exceed
$250 per day. Organizations are encouraged to cost-share rates that
would exceed that figure. Subcontracting organizations may also be
employed, in which case the written agreement between the prospective
grantee and subcontractor should be included in the proposal. Such
subcontractors should detail the division of responsibilities and
proposed costs, and subcontracts should be itemized in the budget.
(6) Room rental. The rental of meeting space should not exceed $250
per day. Any rates that exceed this amount should be cost shared.
(7) Materials. Proposals may contain costs to purchase, develop and
translate materials for participants. Costs for high quality
translation of materials should be anticipated and included in the
budget. Grantee organizations should expect to submit a copy of all
program materials to ECA, and ECA support should be acknowledged on all
materials developed with its funding.
(8) Costs associated with the presentation of performances, visual
arts exhibitions or films overseas, as one component of a larger
exchange project, may be included in the budget. Production costs for
performances, visual arts exhibitions and film screenings in U.S.
cannot be funded by ECA. However, modest domestic presentation costs
may be included in the applicant organization's cost share.
(9) Working meals. Only one working meal may be provided during the
program. Per capita costs may not exceed $8 for a lunch and $20 for a
dinner, excluding room rental. The number of invited guests may not
exceed participants by more than a factor of two-to-one. When setting
up a budget, interpreters should be considered ``participants.''
(10) Return travel of participants. A return travel allowance of
$70 for each participant may be included in the budget. This allowance
would cover incidental expenses incurred during international travel.
(11) Health Insurance. Foreign participants will be covered during
their participation in the program by the ECA-sponsored Accident and
Sickness Program for Exchanges (ASPE), for which the grantee must
enroll them. Details of that policy can be provided by the contact
officers identified in this solicitation. The premium is paid by ECA
and should not be included in the grant proposal budget. However,
applicants are permitted to include costs for travel insurance for U.S.
participants in the budget.
(12) In-country travel costs for visa processing purposes. Given
the requirements associated with obtaining J-1 visas for ECA-supported
participants, applicants should include costs for any travel associated
with visa interviews or DS-2019 pick-up.
(13) Administrative Costs. Costs necessary for the effective
administration of the program may include salaries for grantee
organization employees, benefits, and other direct
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and indirect costs per detailed instructions in the Application
Package. While there is no rigid ratio of administrative to program
costs, proposals in which the administrative costs do not exceed 25% of
the total requested ECA grant funds will be more competitive in terms
of the cost-effectiveness review criteria. Proposals should show strong
administrative cost sharing contributions from the applicant, the in-
country partner and other sources.
Please refer to the Solicitation Package for complete budget
guidelines and formatting instructions.
IV.3f. Submission Dates and Times
Application Deadline Date: February 8, 2005.
Explanation of Deadlines: In light of recent events and heightened
security measures, proposal submissions must be sent via a nationally
recognized overnight delivery service (i.e., DHL, Federal Express, UPS,
Airborne Express, or U.S. Postal Service Express Overnight Mail, etc.)
and be shipped no later than the above deadline. The delivery services
used by applicants must have in-place, centralized shipping
identification and tracking systems that may be accessed via the
Internet and delivery people who are identifiable by commonly
recognized uniforms and delivery vehicles. Proposals shipped on or
before the above deadline but received at ECA more than seven days
after the deadline will be ineligible for further consideration under
this competition. Proposals shipped after the established deadlines are
ineligible for consideration under this competition. It is each
applicant's responsibility to ensure that each package is marked with a
legible tracking number and to monitor/confirm delivery to ECA via the
Internet. ECA will not notify you upon receipt of application. Delivery
of proposal packages may not be made via local courier service or in
person for this competition. Faxed documents will not be accepted at
any time. Only proposals submitted as stated above will be considered.
Applications may not be submitted electronically at this time.
Applicants must follow all instructions in the Solicitation
Package.
Important note: When preparing your submission please make sure
to include one extra copy of the completed SF-424 form and place it
in an envelope addressed to ``ECA/EX/PM''.
The original and 12 copies of the application should be sent to:
U.S. Department of State, SA-44, Bureau of Educational and Cultural
Affairs, Ref.: ECA/PE/C/CU-05-16, Program Management, ECA/EX/PM, Room
534, 301 4th Street, SW., Washington, DC 20547.
Along with the Project Title, all applicants must enter the above
Reference Number in Box 11 on the SF-424 contained in the mandatory
Proposal Submission Instructions (PSI) of the solicitation document.
IV.3g. Intergovernmental Review of Applications
Executive Order 12372 does not apply to this program.
Applicants must also submit the ``Executive Summary'' and
``Proposal Narrative'' sections of the proposal in text (.txt) format
on a PC-formatted disk. The Bureau will provide these files
electronically to the appropriate Public Affairs Section(s) at the U.S.
embassy(ies) for its(their) review.
V. Application Review Information
V.1. Review Process
The Bureau will review all proposals for technical eligibility.
Proposals will be deemed ineligible if they do not fully adhere to the
guidelines stated herein and in the Solicitation Package. All eligible
proposals will be reviewed by the program office, as well as the Public
Diplomacy section overseas, where appropriate. Eligible proposals will
be subject to compliance with Federal and Bureau regulations and
guidelines and forwarded to Bureau grant panels for advisory review.
Proposals may also be reviewed by the Office of the Legal Adviser or by
other Department elements. Final funding decisions are at the
discretion of the Department of State's Assistant Secretary for
Educational and Cultural Affairs. Final technical authority for grant
assistance awards resides with the Bureau's Grants Officer.
Review Criteria
Technically eligible applications will be competitively reviewed
according to the criteria stated below. These criteria are not rank
ordered and all carry equal weight in the proposal evaluation:
1. Program Planning and Ability to Achieve Objectives: The program
plan must illustrate the relevance of a project to one or more of the
five U.S. Department of State foreign policy goals listed in the
eligible themes. Program objectives should be stated clearly and should
reflect the applicant's expertise in the subject area and geographic
world region. A detailed agenda and relevant work plan must explain how
objectives will be achieved and should include a timetable for
completion of major tasks. The substance of workshops, seminars,
shadowing experiences and consulting should be described in detail.
2. Institutional Capacity: Proposals should include the
institution's mission and date that 501(c) 3 status was approved.
Proposals should reflect the institution's prior work with the overseas
partner organization(s), expertise in the subject area and knowledge of
conditions in the target country/countries, expertise in the artistic
discipline, and where relevant, ability to engage young Muslim
participants and/or reach out to young Muslim audience members.
Descriptions of the experience and qualifications of staff members who
will implement the program should be included in the proposals.
Applicants also need to include an outline of prior U.S. government
and/or private sector grant awards received for the target theme/
country/region. The Bureau will consider the past performance of prior
recipients and the demonstrated potential of new applicants. The Bureau
strongly encourages applicants to submit letters of support and
commitment from proposed overseas partner organizations.
3. Cost Effectiveness and Cost Sharing: Overhead and administrative
costs in the proposal budget, including salaries, honoraria and
subcontracts for services, should be kept to a minimum. Priority will
be given to proposals whose administrative costs are less that twenty
five (25) per cent of the total funds requests from the Bureau.
Applicants are strongly encouraged to cost share a portion of overhead
and administrative expenses. Cost sharing, including contributions from
the applicant, proposed in-country partner (s) and other sources should
be included in the budget request. Proposals that do not reflect cost
sharing will be deemed not competitive in this category. Costs for
domestic performing arts presentations and/or visual arts exhibitions
and/or film screenings must be cost-shared, as ECA will not fund these
costs.
4. Support of Diversity: Proposals should demonstrate substantive
support of the Bureau's policy on diversity. Achievable and relevant
features should be cited in both program administration (selection of
participants, program venue and program evaluation) and program content
(orientation and wrap-up sessions, program meetings, resource materials
and follow-up activities). Applicants should refer to the Bureau's
Diversity, Freedom and Democracy Guidelines in the Proposal Submission
Instructions (PSI) for guidance.
5. Post-Grant Activities: Applicants should provide a plan to
conduct
[[Page 75368]]
activities after the Bureau-funded project has concluded in order to
ensure that Bureau-supported programs are not isolated events. Post-
grant activities must be funded by contributions from the applicants or
sources outside the Bureau. Costs for these activities should not
appear in the proposal budget, but should be outlined in the narrative.
6. Monitoring and Evaluation: Proposals should include a detailed
plan to monitor and evaluate the program. Competitive evaluation plans
will describe how applicant organizations will measure the project's
success at meeting program objectives in quantitative terms, and should
include draft data collection instruments such as surveys and
questionnaires. Proposals should include a plan to evaluate the
activity's success, both as the activities unfold and at the end of the
program. As stated previously, ECA is especially interested in the
results of project activities both in terms of the impact on audiences
as well as on participants. It is the applicant's responsibility to
inform the Bureau of exchange activity results and changes to the
program plan and/or project time-line.
VI. Award Administration Information
VI.1a. Award Notices: Final awards cannot be made until funds have
been appropriated by Congress, allocated and committed through internal
Bureau procedures. Successful applicants will receive an Assistance
Award Document (AAD) from the Bureau's Grants Office. The AAD and the
original grant proposal with subsequent modifications (if applicable)
shall be the only binding authorizing document between the recipient
and the U.S. Government. The AAD will be signed by an authorized Grants
Officer, and mailed to the recipient's responsible officer identified
in the application.
Unsuccessful applicants will receive notification of the results of
the application review from the ECA program office coordinating this
competition.
VI.1b The following additional requirements apply to this project:
VI.2 Administrative and National Policy Requirements
Terms and Conditions for the Administration of ECA agreements
include the following:
Office of Management and Budget Circular A-122, ``Cost Principles
for Nonprofit Organizations.''
Office of Management and Budget Circular A-21, ``Cost Principles
for Educational Institutions.''
OMB Circular A-87, ``Cost Principles for State, Local and Indian
Governments''.
OMB Circular No. A-110 (Revised), Uniform Administrative
Requirements for Grants and Agreements with Institutions of Higher
Education, Hospitals, and other Nonprofit Organizations.
OMB Circular No. A-102, Uniform Administrative Requirements for
Grants-in-Aid to State and Local Governments.
OMB Circular No. A-133, Audits of States, Local Government, and
Non-profit Organizations
Please reference the following Web sites for additional
information: http://www.whitehouse.gov/omb/grants; http://exchanges.state.gov/education/grantsdiv/terms.htm#articleI.VI.3.
Reporting Requirements
Grant award recipients must provide ECA with a hard copy original
plus two copies of the following reports:
(1) A final program and financial report no more than 90 days after
the expiration of the award;
(2) Quarterly program and financial reports which should include a
summary of program accomplishments and an updated project time line.
Grantees will be required to provide reports analyzing their
evaluation findings to the Bureau in their regular program reports.
(Please refer to IV. Application and Submission Instructions (IV.3.d.3)
above for Program Monitoring and Evaluation information.
All data collected, including survey responses and contact
information, must be maintained for a minimum of three years and
provided to the Bureau upon request.
All reports must be sent to the ECA Grants Officer and ECA Program
Officer listed in the final assistance award document.
Program Data Requirements: Organizations awarded grants will be
required to maintain specific data on program participants and
activities in an electronically accessible database format that can be
shared with the Bureau as required. As a minimum, the data must include
the following:
(1) Name, address, contact information and biographic sketch of all
persons who travel internationally on funds provided by the grant or
who benefit from the grant funding but do not travel.
(2) Itineraries of international and domestic travel, providing
dates of travel and cities in which any exchange experiences take
place. Final schedules for in-country and U.S. activities must be
received by the ECA Program Officer at least three work days prior to
the official opening of the activity.
VII. Agency Contacts
For questions about this announcement, contact: Cultural Programs
Division, Office of Citizens Exchanges, ECA/PE/C/CU, Room 568, ECA/PE/
C/CU-05-16, U.S. Department of State, SA-44, 301 4th Street, SW.,
Washington, DC 20547, 202-203-7488 or 202-203-7500; fax: 202-203-7525;
ProctorLM@state.gov.
All correspondence with the Bureau concerning this RFGP should
reference the above title and ECA/PE/C/CU-05-16. Please read the
complete Federal Register announcement before sending inquiries or
submitting proposals. Once the RFGP deadline has passed, Bureau staff
may not discuss this competition with applicants until the proposal
review process has been completed.
VIII. Other Information
Notice: The terms and conditions published in this RFGP are binding
and may not be modified by any Bureau representative. Explanatory
information provided by the Bureau that contradicts published language
will not be binding. Issuance of the RFGP does not constitute an award
commitment on the part of the Government. The Bureau reserves the right
to reduce, revise, or increase proposal budgets in accordance with the
needs of the program and the availability of funds. Awards made will be
subject to periodic reporting and evaluation requirements per section
VI.3 above.
Dated: December 6, 2004.
C. Miller Crouch,
Principal Deputy Assistant Secretary, Bureau of Educational and
Cultural Affairs, Department of State.
[FR Doc. 04-27556 Filed 12-15-04; 8:45 am]
BILLING CODE 4710-05-P