June 7, 2016
This is the initial announcement of this funding opportunity,
DRLA-DRLAQM-16-085.
Catalog of Federal Domestic Assistance Number: 19.345
Application Deadline: Friday, July 8 at 11:30 pm EST
A. Project Description
The U.S. Department of State Bureau of Democracy, Human Rights and
Labor (DRL) announces an open competition for organizations interested
in submitting applications for programs to prevent radicalism and
violent extremism by building trust and collaboration between community
leaders, youth, and security providers in Lamu and other counties in
Coastal Kenya (Mombasa, Kwale and/or Kilifi). The successful program
will support community leaders to (1) cultivate working partnerships
between communities and security providers across ethnic and social
divides; (2) develop collaborative responses to shared community
security challenges; and (3) strengthen capacity and leadership skills
among community leaders to engage government actors at the national,
county and local levels on security provisions. Proposed programs should
address socio-economic and governance challenges and other factors that
have intensified the negative effects of decreased tourism, ongoing
land and property conflicts, and increased security force targeting of
Muslim communities in the region. Activities may include, but are not
limited to: trainings and events to allow youth to develop a sense of
purpose, build communication skills and define community needs; in-depth
leadership training and support for communities engaging with their
security sector on grievances that lead to general distrust; and
connecting committed community leaders with wider civil society networks
currently engaged on security issues.
Programs should have the potential to have immediate impact leading
to long-term sustainable reforms, and should have potential for
continued funding beyond DRL resources. DRL prefers innovative and
creative approaches rather than projects that simply duplicate or add to
efforts by other entities. This does not exclude projects that clearly
build off existing successful projects in a new and innovative way from
consideration. DRL also strives to ensure its projects advance the
rights and uphold the dignity of the most vulnerable or at-risk
populations.
Activities that typically are
not considered competitive include:
• The provision of large amounts of humanitarian assistance;
• English language instruction;
• Development of high-tech computer or communications software and/or hardware;
• Purely academic exchanges or fellowships;
• External exchanges or fellowships lasting longer than six months;
• Off-shore activities that are not clearly linked to in-country
initiatives and impact or that do not relate to security concerns;
• Theoretical explorations of human rights or democracy issues,
including projects aimed primarily at research and evaluation that do
not incorporate training or capacity-building for local civil society;
• Micro-loans or similar small business development initiatives;
• Activities that go beyond an organization’s demonstrated
competence, or fail to provide clear evidence of the ability of the
applicant to achieve the stated impact;
• Initiatives directed towards a diaspora community rather than current residents of targeted countries.
The authority for this funding opportunity is found in the Foreign Assistance Act of 1961, as amended (FAA).
B. Federal Award Information
DRL anticipates having approximately $742,574 available to support
approximately one successful application submitted in response to this
NOFO, subject to the availability of funding.
DRL may issue one or more awards resulting from this NOFO to the
applicant(s) whose application(s) conforming to this NOFO are the most
responsive to the objectives set forth in this NOFO. The U.S. government
may (a) reject any or all applications, (b) accept other than the
lowest cost application, (c) accept more than one application, (d)
accept alternate applications, and (e) waive informalities and minor
irregularities in applications received.
The U.S. government may make award(s) on the basis of initial
applications received, without discussions or negotiations. Therefore,
each initial application should contain the applicant’s best terms from a
cost and technical standpoint. The U.S. government reserves the right
(though it is not under obligation to do so), however, to enter into
discussions with one or more applicants in order to obtain
clarifications, additional detail, or to suggest refinements in the
project description, budget, or other aspects of an application.
Applications should not request significantly more or less than
$742,574. Applicants should include an anticipated start date between
August and September 2016 and the period of performance should be
between 18 and 24 months.
DRL anticipates awarding either a grant or cooperative agreement
depending on the application’s risk factor, or the needs of the program,
which is determined by the grant officer for applications that are
successful. If it is determined to award a cooperative agreement, DRL
expects to be substantially involved during the implementation of the
cooperative agreement. Examples of substantial involvement can include:
1) Approval of the Recipient’s annual work plans, including: planned
activities for the following year, travel plans, planned expenditures,
event planning, and changes to any activity to be carried out under the
cooperative agreement;
2) Approval of sub-award Recipients, concurrence on the substantive
provisions of the sub-awards, and coordination with other cooperating
agencies;
3) Other approvals that will be included in the award agreement.
C. Eligibility Information
C.1 Eligible Applicants
DRL welcomes applications from U.S.-based and foreign-based
non-profit organizations/nongovernment organizations (NGO) and public
international organizations; private, public, or state institutions of
higher education; and for-profit organizations or businesses. DRL’s
preference is to work with non-profit entities; however, there may be
occasions when a for-profit entity is best suited.
For-profit entities should be aware that its application may be
subject to additional review following the panel selection process and
that the Department of State generally prohibits profit under its
assistance awards to for-profit or commercial organizations. Profit is
defined as any amount in excess of allowable direct and indirect costs.
The allowability of costs incurred by commercial organizations is
determined in accordance with the provisions of the Federal Acquisition
Regulation (FAR) at 48 CFR 30, Cost Accounting Standards Administration,
and 48 CFR 31 Contract Cost Principles and Procedures. Project income
earned by the recipient must be deducted from the total project
allowable cost in determining the net allowable costs on which the
federal share of costs is based.
C.2 Cost Sharing or Matching
Providing cost sharing, matching, or cost participation is not an eligibility requirement for this NOFO.
C.3 Other
Applicants must have existing, or the capacity to develop, active
partnerships with thematic or in country partners, entities and relevant
stakeholders including industry and NGOs and have demonstrable
experience in administering successful and preferably similar projects.
DRL encourages applications from foreign-based NGOs headquartered in the
geographic regions/countries relevant to this NOFO. Applicants may form
consortia and submit a combined application. However, one organization
should be designated as the lead applicant with the other members as
sub-award partners. DRL reserves the right to request additional
background information on applicants that do not have previous
experience administering federal grant awards, and these applicants may
be subject to limited funding on a pilot basis.
DRL is committed to an anti-discrimination policy in all of its
projects and activities. DRL welcomes applications irrespective of an
applicant’s race, ethnicity, color, creed, national origin, gender,
sexual orientation, gender identity, disability, or other status. DRL
encourages applications from organizations working with the most at risk
and vulnerable communities, including women, youth, persons with
disabilities, members of ethnic or religious minority groups, and LGBTI
persons.
Any applicant listed on the Excluded Parties List System in the System for Award Management (SAM) (
www.sam.gov)
is not eligible to apply for an assistance award in accordance with the
OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3
CFR,1986 Comp., p. 189) and 12689 (3 CFR,1989 Comp., p. 235), “Debarment
and Suspension.” Additionally no entity listed on the Excluded Parties
List System in SAM can participate in any activities under an award. All
applicants are strongly encouraged to review the Excluded Parties List
System in SAM to ensure that no ineligible entity is included.
D. Application and Submission Information
D.1 Address to Request Application Package
Applicants can find application forms, kits, or other materials needed to apply on
www.grants.gov and
www.grantsolutions.gov under the announcement title “
Building Trust between Community Members and Security Providers in Coastal Kenya” funding opportunity number “
DRLA-DRLAQM-16-085.”
Please contact the DRL point of contact listed in section G if
requesting reasonable accommodations for persons with disabilities or
for security reasons. Please note: reasonable accommodations do not
include deadline extensions.
D.2 Content and Form of Application Submission
For all application documents, please ensure:
1) All documents are in English and all costs are in U.S. dollars. If
an original document within the application is in another language, an
English translation must be provided (please note: the Department of
State, as indicated in 2 CFR 200.111, requires that English is the
official language of all award documents. If any documents are provided
in both English and a foreign language, the English language version is
the controlling version);
2) All pages are numbered, including budgets and attachments;
3) All documents are formatted to 8 ½ x 11 paper; and,
4) All documents are single-spaced, 12 point Times New Roman font,
with 1-inch margins. Captions and footnotes may be 10 point Times New
Roman font. Font sizes in charts and tables, including the budget, can
be reformatted to fit within 1 page width.
Complete applications must include the following:
1. Completed and signed SF-424, SF-424A, and SF-424B, as directed on
GrantSolutions.gov or Grants.gov; completed and signed SF-LLL,
“Disclosure of Lobbying Activities”(if applicable) (which can be found
with the solicitation on GrantSolutions.gov or Grants.gov and on the DRL
website at:
http://www.state.gov/j/drl/p/c12302.htm); and your organization’s most recent audit (A-133 audit, if applicable, or standard audit).
2. Table of Contents (not to exceed one [1] page in Microsoft Word)
that includes a page numbered contents page, including any attachments.
3. Executive Summary (not to exceed two [2] pages in Microsoft Word) that includes:
a) The target country/countries and thematic area;
b) Name and contact information for the project’s main point of contact;
c) The total amount of funding requested and project length;
d) A statement of work or synopsis of the project, including a
concise breakdown of the project’s objectives, activities, and expected
results; and,
e) A brief statement on how the project is innovative, sustainable, and will have a demonstrated impact.
4. Proposal Narrative (not to exceed ten [10] pages in Microsoft
Word). Please note the ten page limit does not include the Table of
Contents, Executive Summary, Attachments, Detailed Budget, Budget
Narrative, or Negotiated Indirect Cost Rate Agreement (NICRA).
Applicants are encouraged to submit multiple documents in a single
Microsoft Word or Adobe file, (i.e., Table of Contents, Executive
Summary, and Proposal Narrative in one file).
5. Detailed Line-Item Budget (in Microsoft Excel) that includes three
[3] columns including the request to DRL, any cost sharing
contribution, and total budget (see below for more information on budget
format). A summary budget should also be included using the OMB
approved budget categories (see SF-424A as a sample). Costs must be in
U.S. dollars. Detailed line-item budgets for sub-awardees should be
included in additional tabs within the excel workbook.
6. Budget Narrative (in Microsoft Word) that includes substantive
explanations and justifications for each line item in the detailed
budget spreadsheet, as well as the source and a description of all
cost-share offered. For ease of review, DRL recommends applicants order
the budget narrative as presented in the detailed budget. Personnel
costs should include a clarification of the roles and responsibilities
of key staff, base salary, and percentage of time devoted to the
project. The budget narrative should provide additional information that
might not be readily apparent in the detailed-line item budget, not
simply repeat what is represented numerically in the budget, i.e.
salaries are for salaries or travel is for travel. Please see DRL’s
Proposal Submission Instructions (PSI) for Applications, as updated in
July 2015, for more information.
7. Attachments (not to exceed fourteen [14] pages total, preferably in Microsoft Word) that include the following in order:
a) Logic model – Page 1-2: Please see DRL’s Proposal Submission
Instructions (PSI) for Applications, as updated in July 2015, for more
information.
b) Risk Assessment – Page 3: Please see DRL’s PSI for Applications, as updated in July 2015, for more information.
c) Narrative of Monitoring and Evaluation Plan – Pages 4-5: Please
see DRL’s PSI for Applications, as updated in July 2015, for more
information.
d) Monitoring and Evaluation Performance Indicator Table – Pages 6-9:
Please see DRL’s PSI for Applications, as updated in July 2015, for
more information. This section can be up to four pages long if
necessary.
e) Roles and responsibilities of key project personnel – Page 10:
Please include short bios that highlight relevant professional
experience. This relates to the organization’s capacity. Given the
limited space, CVs are not recommended for submission.
f) Timeline of the overall proposal – Page 11: Components should include activities, evaluation efforts, and project closeout.
g) Additional optional attachments – Page 12-14: Attachments may
include further timeline information, letters of support, memorandums of
understanding/agreement, etc. Letters of support and MOUs must be
specific to the projects implementation (e.g. from proposed partners or
sub-award recipients) and will not count towards the page limit.
8. If your organization has a NICRA and includes NICRA charges in the
budget, your latest NICRA should be included as a .pdf file. This
document will not be reviewed by the panelists, but rather used by
project and grant staff if the submission is recommended for funding and
therefore does not count against the submission page limitations. If
your proposal involves sub-awards to organizations charging indirect
costs, please submit the applicable NICRA also as a .pdf file (see DRL’s
PSI for Applications, as updated in July 2015, for more information on
indirect cost rates). If your organization does not have a NICRA per 2
CFR 200. 414(f) the organization can elect to charge the de minimis rate
of 10% of the modified total direct costs as defined in 2 CFR 200.68.
The budget narrative should indicate what costs will be covered using
the 10% de minimis rate.
Please note: DRL retains the right to ask for
additional documents not included in this NOFO. Additionally, to ensure
all applications receive a balanced evaluation, the DRL Review Panel
will review the first page of the requested section up to the page limit
and no further. DRL encourages organizations to use the given space
effectively.
Additional information that successful applicants must submit after
notification of intent to make a Federal award, but prior to issuance of
a Federal award, may include:
1) Written responses and any revised application documents addressing
any conditions or recommendations from the DRL Review Panel;
2) Completion of the Department’s Financial Management Survey, if receiving DRL funding for the first time;
3) Submission of required documents to register in the Payment
Management System managed by the Department of Health and Human Services
if receiving DRL funding for the first time, unless an exemption is
provided;
4) Other requested information or documents included in the
notification of intent to make a Federal award or subsequent
communications prior to issuance of a Federal award.
D.3 Unique Entity Identifier and System for Award Management (SAM)
Applicants must have an active registration in SAM (
www.sam.gov)
prior to submitting an application, must prove a valid Unique Entity
Identifier (UEI) number, formerly referred to as a DUNS number, and must
continue to maintain an active SAM registration with current
information at all times during which it has an active Federal award or
an application or plan under consideration by the U.S. government.
The Unique Entity Identifier (UEI) is one of the data elements
mandated by Public Law 109-282, the Federal Funding Accountability and
Transparency Act (FFATA), for all Federal awards. SAM is the Federal
government’s primary database for complying with FFATA reporting
requirements. OMB designated SAM as the central repository to facilitate
applicant and recipient use of a single public website that
consolidates data on all federal financial assistance. Under the law, it
is mandatory to obtain a UEI number and register in SAM.
SAM requires all entities to renew their registration once a year in
order to maintain an active registration status in SAM. It is the
responsibility of the applicant to ensure it has an active registration
in SAM and to also maintain its active registration in SAM.
No entity listed on the Excluded Parties List System in SAM is
eligible for any assistance or can participate in any activities in
accordance with the OMB guidelines at 2 CFR 180 that implement Executive
Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989
Comp., p. 235).
DRL may not make a Federal award to an applicant until the applicant
has complied with all applicable UEI and SAM requirements and, if an
applicant has not fully complied with the requirements by the time DRL
is ready to make an award, DRL may determine that the applicant is not
qualified to receive a Federal award and use that determination as a
basis for making a Federal award to another applicant.
An exemption from this requirement may be permitted on a case-by-case basis if:
1. An applicant is a foreign organization located outside of the
U.S., does not currently have a UEI, and the Department determines that
acquiring one is impractical given the geographic location; or
2. If the applicant’s identity must be protected due to possible
endangerment of their mission, their organization’s status, their
employees, or individuals being served by the applicant.
Please note: foreign organizations will be required
to register with the NATO Support Agency (NSPA) to receive a NATO
Commercial and Government Entity (NCAGE) code in order to register in
SAM. NSPA will forward your registration request to the applicable
National Codification Bureau (NCB) if your organization is located in a
NATO or Tier 2 Sponsored Non-NATO Nation. (As of January 2015, NATO
nations included Albania, Belgium, Bulgaria, Canada, Croatia, Czech
Republic, Denmark, Estonia, France, Germany, Greece, Hungary, Iceland,
Italy, Latvia, Lithuania, Luxembourg, Netherlands, Norway, Poland,
Portugal, Romania, Slovakia, Slovenia, Spain, Turkey, United Kingdom,
and the United States of America; and Tier 2 nations included Australia,
Austria, Brazil, Finland, Israel, Republic of Korea, Malaysia, Morocco,
New Zealand, Serbia, and Singapore.)
NSPA and/or the appropriate NCB forwards all NCAGE code information
to all Allied Committee 135 (AC/135) nations, which as of January 2015
also included Afghanistan, Argentina, Bosnia & Herzegovina, Brunei
Darussalam, Chile, Colombia, Egypt, Georgia, India, Indonesia, Japan,
Jordan, Montenegro, Oman, Papua New Guinea, Peru, Saudi Arabia, South
Africa, Sweden, Thailand, Republic of Macedonia, Ukraine, and the United
Arab Emirates.
All organizations are strongly advised to take
this into consideration when assessing whether registration may result
in possible endangerment.
D.4 Submission Dates and Times
Applications are due no later than 11:30 p.m. Eastern Daylight Time (EDT), on Friday, July 8, 2016 on www.grants.gov or www.grantsolutions.gov
under the announcement title “Building Trust between Community Members
and Security Providers in Coastal Kenya,” funding opportunity number
“DRLA-DRLAQM-16-085.”
Grants.gov and Grantsolutions.gov automatically logs the date and
time an application submission is made, and the Department of State will
use this information to determine whether an application has been
submitted on time. Late applications are neither reviewed nor considered
unless the DRL point of contact listed in section G is contacted prior
to the deadline and is provided with evidence of system errors caused by
www.grants.gov or
www.grantsolutions.gov
that is outside of the applicants’ control and is the sole reason for a
late submission. Applicants should not expect a notification upon DRL
receiving their application.
If ultimately provided with a notification of intent to make a
Federal award, applicants typically have two to three weeks to provide
additional information and documents requested in the notification of
intent. The deadlines may vary in each notification of intent and
applicants must adhere to the stated deadline in the notification of
intent.
D.5 Funding Restrictions
DRL will not consider applications that reflect any type of support
for any member, affiliate, or representative of a designated terrorist
organization. No entity listed on the Excluded Parties List System in
SAM is eligible for any assistance.
Project activities that provide training or other assistance to
foreign militaries or paramilitary groups or individuals will not be
considered for DRL funding given purpose limitations on funding.
Restrictions may apply to any proposed assistance to police or other
law enforcement. Among these, pursuant to section 620M of the Foreign
Assistance Act of 1961, as amended (FAA), no assistance provided through
this funding opportunity may be furnished to any unit of the security
forces of a foreign country when there is credible information that such
unit has committed a gross violation of human rights. In accordance
with the requirements of section 620M of the FAA, also known as the
Leahy law, project beneficiaries or participants from a foreign
government’s security forces may need to be vetted by the Department
before the provision of any assistance.
Federal awards generally will not allow reimbursement of pre-Federal
award costs; however, the grants officer may approve pre awards cost on a
case by case basis. Generally, construction costs are not allowed under
DRL awards. For additional information, please see DRL’s PSI for
Applications, as updated in December 2015.
D.6 Other
All application submissions must be made electronically via
www.grants.gov or
www.grantsolutions.gov.
Both systems require registration by the applying organization. Please
note: the Grants.gov registration process can take 10 business days or
longer, even if all registration steps are completed in a timely manner.
It is the responsibility of the applicant to ensure that it
has an active registration in GrantSolutions.gov or Grants.gov and that
an application has been received by GrantSolutions.gov or Grants.gov in
its entirety. DRL bears no responsibility for applicants not being
registered before the due date or for data errors resulting from
transmission or conversion processes.
GrantSolutions.gov is highly recommended for
submission of all applications and is DRL’s preferred choice for
receiving applications.
Faxed, couriered, or emailed documents will not be accepted.
Reasonable accommodations may, in appropriate circumstances, be provided
to applicants with disabilities or for security reasons.
Applicants must follow all formatting instructions in the applicable solicitation and these instructions.
GrantSolutions.gov Applications
All applicants are strongly encouraged to submit applications via
www.grantsolutions.gov.
Applicants using GrantSolutions.gov for the first time should
complete their “New Organization Registration” as soon as possible. This
process must be completed before an application can be submitted.
Registration with GrantSolutions.gov usually occurs directly after an
applicant submits their registration. To register with
GrantSolutions.gov, click “Login to GrantSolutions” and follow the
“First Time Users” link to the “New Organization Registration Page.”
There are different ways to register your organization, click on the
link that fits best.
Upon completion of a successful electronic application submission,
the GrantSolutions system will provide the applicant with a confirmation
page indicating the date and time (Eastern Time) of the electronic
application submission as well as an official Application Number. This
confirmation page will also provide a listing of all items that
constitute the final application submission. Please save this page for
your records.
GrantSolutions.gov Help Desk:
For assistance with GrantSolutions.gov accounts and technical issues related to the system, please contact Customer Support at
help@grantsolutions.gov
or call 1-866-577-0771 (toll charges for international callers) or
1-202-401-5282. Customer Support is available 8 AM – 6 PM EST, Monday –
Friday, except federal holidays.
Grants.gov Applications
Applicants who do not submit applications via GrantSolutions.gov may submit via
www.grants.gov. It is DRL’s preference that applications be submitted through GrantSolutions.gov.
Please be advised that completing all the necessary registration steps for obtaining a username and password from Grants.gov
can take more than two weeks
Please refer to the Grants.gov website for definitions of various
“application statuses” and the difference between a submission receipt
and a submission validation. Applicants will receive a validation e-mail
from Grants.gov upon the successful submission of an application.
Validation of an electronic submission via Grants.gov can take up to two
business days.
Grants.gov Helpdesk:
For assistance with Grants.gov, please call the Contact Center at 1-800-518-4726 or email
support@grants.gov. The Contact Center is available 24 hours a day, seven days a week, except federal holidays.
Should an applicant experience technical issues, contacted the
applicable helpdesk, and is not receiving timely assistance (e.g. if you
have not received a response after 2 days of contacting the helpdesk),
you may contact the DRL point of contact listed in section G, who may
assist in contacting the appropriate helpdesk but an applicant should
document their efforts in contacting the help desk. Also, applicants may
contact the DRL point of contact listed in section G if experiencing
technical issues with grants.gov or grantsolutions.gov that may result
in a late submission.
E. Application Review Information
E.1 Criteria
Evaluators will judge each application individually against the
following criteria, listed below in order of importance, and not against
competing applications.
Quality of Project Idea
Applications should be responsive to the NOFO, appropriate in the
country/regional context, and should exhibit originality, substance,
precision, and relevance to DRL’s mission of promoting human rights and
democracy. DRL prioritizes innovative and creative approaches rather
than projects that simply duplicate or add to efforts by other entities.
This does not exclude projects that clearly build off existing
successful projects in a new and innovative way from consideration. In
countries where similar activities are already taking place, an
explanation should be provided as to how new activities will not
duplicate or merely add to existing activities and how these efforts
will be coordinated.
Project Planning/Ability to Achieve Objectives
A strong application will include a clear articulation of how the
proposed project activities contribute to the overall project
objectives, and each activity will be clearly developed and detailed. A
comprehensive monthly work plan should demonstrate substantive
undertakings and the logistical capacity of the organization. Objectives
should be ambitious, yet measurable results-focused and achievable in a
reasonable time frame. A complete application must include a logic
model to demonstrate how the project will have an impact on its proposed
objectives. Applications should address how the project will engage
relevant stakeholders and should identify local partners as appropriate.
If local partners have been identified, DRL strongly encourages
applicants to submit letters of support from proposed in-country
partners. Additionally, applicants should describe the division of labor
among the direct applicant and any local partners. If applicable,
applications should identify target areas for activities, target
participant groups or selection criteria for participants, and the
specific roles of sub-awardees, among other pertinent details. In
particularly challenging operating environments, applications should
include contingency plans for overcoming potential difficulties in
executing the original work plan and address any operational or
programmatic security concerns and how they will be addressed.
Institution’s Record and Capacity
DRL will consider the past performance of prior recipients and the
demonstrated potential of new applicants. Applications should
demonstrate an institutional record of successful democracy and human
rights projects, including responsible fiscal management and full
compliance with all reporting requirements for past grants. Proposed
personnel and institutional resources should be adequate and appropriate
to achieve the project’s objectives.
Inclusive Projecting
DRL strives to ensure its projects advance the rights and uphold the
dignity of the most at risk and vulnerable populations, including women,
youth, people with disabilities, members of racial and ethnic or
religious minorities, and LGBTI persons. To the extent possible,
applicants should identify and address considerations to support these
populations in all proposed project activities and objectives, and
should provide specific means, measures, and corresponding targets to
include them as appropriate. Applicants should provide strong
justifications if unable to incorporate the most at risk and vulnerable
populations within proposed project activities and objectives.
Applications that do not include this will not be considered highly
competitive in this category.
Cost Effectiveness
DRL strongly encourages applicants to clearly demonstrate project
cost-effectiveness in their application, including examples of
leveraging institutional and other resources. However, cost-sharing or
other examples of leveraging other resources are not required and do not
need to be included in the budget. Inclusion in the budget does not
result in additional points awarded during the review process. Budgets
however should have low and/or reasonable overhead and administration
costs and applicants should provide clear explanations and
justifications for these costs in relation to the work involved. All
budget items should be clearly explained and justified to demonstrate
its necessity, appropriateness, and its link to the project objectives.
Please note: If cost-share is included in the budget
then the recipient must maintain written records to support all
allowable costs that are claimed as its contribution to cost-share, as
well as costs to be paid by the Federal government. Such records are
subject to audit. In the event the recipient does not meet the minimum
amount of cost-sharing as stipulated in the recipient’s budget, DRL’s
contribution may be reduced in proportion to the recipient’s
contribution.
Multiplier Effect/Sustainability
Applications should clearly delineate how elements of the project
will have a multiplier effect and be sustainable beyond the life of the
grant. A good multiplier effect will have an impact beyond the direct
beneficiaries of the grant (e.g. participants trained under a grant go
on to train other people, workshop participants use skills from a
workshop to enhance a national level election that affects the entire
populace). A strong sustainability plan may include demonstrating
continuing impact beyond the life of a project or garnering other donor
support after DRL funding ceases.
Project Monitoring and Evaluation
Complete applications will include a detailed plan (both a narrative
and table) of how the project’s progress and impact will be monitored
and evaluated throughout the project. Incorporating a well-designed
monitoring and evaluation component into a project is one of the most
efficient methods of documenting the progress and results (intended and
unintended) of a project. Applications should demonstrate the capacity
to provide objectives with measurable outputs and outcomes and engage in
robust monitoring and assessment of project activities.
The quality of the M&E plan will be judged on the narrative
explaining how both monitoring and evaluation will be carried out, who
will be responsible for those related activities. Projects that are at
least 24 months or more than $500,000 are strongly encouraged to include
an external mid-term and/or final evaluation. Explain how an external
evaluation (mid-term and/or final) will be incorporated into the project
implementation plan or how the project will be systematically assessed
in absence of one. Please see DRL’s PSI for Applicants, updated in July
2015, for more information on what is required in the narrative.
The M&E plan will also be rated on the M&E performance
indicator table. The output and outcome-based performance indicators
should not only be separated by project objectives but also should match
the objectives, outcomes, and outputs detailed in the logic model.
Performance indicators should be clearly defined (i.e., explained how
the indicators will be measured and reported) either within the table or
with a separate Performance Indicator Reference Sheet (PIRS). For each
performance indicator, the table should also include baselines and
yearly and cumulative targets, data collection tools, data sources,
types of data disaggregation, and frequency of monitoring and
evaluation; There should also be metrics to capture how project
activities target the most at risk and vulnerable populations or
addresses their concerns, where applicable.
E.2 Review and Selection Process
DRL strives to ensure each application receives a balanced evaluation
by a DRL Review Panel. The Department’s Office of Acquisitions
Management (AQM) will determine technical eligibility for all
applications. All applications for a given solicitation are then
reviewed against the same seven criteria, which includes quality of
project idea, project planning/ability to achieve objectives,
institution’s record and capacity, inclusive programming, cost
effectiveness, multiplier effect/sustainability, and project monitoring
and evaluation.
In most cases, the DRL Review Panel includes representatives from
DRL, the appropriate Department of State regional bureau (which includes
feedback from US embassies), as well as U.S. Agency for International
Development (USAID) (which includes feedback from USAID missions). In
some cases, additional panelists may participate, including from other
Department of State bureaus or offices, U.S. government departments,
agencies, or boards, representatives from partner governments, or
representatives from entities that are in a public-private partnership
with DRL. At the end of discussion on an application, the Panel votes on
recommending the application for approval by the DRL Assistant
Secretary. If more applications are ultimately recommended for approval
than DRL has funding available for, the Panel will rank the recommended
applications in priority order for consideration by the DRL Assistant
Secretary. The Grants Officer Representative (GOR) for the eventual
award does not vote on the panel. All Panelists must sign non-disclosure
agreements and conflicts of interest agreements.
DRL Review Panels may provide conditions and recommendations on
applications to enhance the proposed project, which must be addressed by
the applicant before further consideration of the award. To ensure
effective use of DRL funds, conditions or recommendations may include
requests to increase, decrease, clarify, and/or justify costs and
project activities.
F. Federal Award Administration Information
F.1 Federal Award Notices
DRL will provide a separate notification to applicants on the result
of their applications. Successful applicants will receive a letter
electronically via email requesting that the applicant respond to panel
conditions and recommendations. This notification is not an
authorization to begin activities and does not constitute formal
approval or a funding commitment.
Final approval is contingent on the applicant successfully responding
to the panel’s conditions and recommendations, being registered in
required systems, including the U.S. government’s Payment Management
System (PMS), unless an exemption is provided, and completing and
providing any additional documentation requested by DRL or AQM. Final
approval is also contingent on Congressional notification requirements
being met and final review and approval by the Department’s warranted
grants officer.
The notice of Federal award signed by the Department’s warranted
grants officers is the sole authorizing document. If awarded, the notice
of Federal award will be provided to the applicant’s designated
Authorizing Official via Grant Solutions to be electronically
counter-signed in the system.
F.2 Administrative and National Policy Requirements
The Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards set forth in 2 CFR Chapter 200
(Sub-Chapters A through F) shall apply to all non-Federal entities,
except for assistance awards to Individuals and Foreign Public Entities
(for more information on these exceptions, see Chapters 5, Federal
Assistance to Individuals, and 6, Federal Assistance to Foreign Public
Entities Directive.) Sub-Chapters A through E shall apply to all foreign
organizations, and Sub-Chapters A through D shall apply to all U.S. and
foreign for-profit entities.
The applicant/recipient of the award and any sub-recipient under the
award must comply with all applicable terms and conditions, in addition
to the assurance and certifications made part of the Notice of Award.
The Department’s Standard Terms and Conditions can be viewed at
https://www.statebuy.state.gov/fa/Documents/2015DeptTermsAndConditionsForUSandForeignOrg.pdf.
F.3 Reporting
Applicants should be aware that DRL awards will require that all
reports (financial and progress) are uploaded to the grant file in Grant
Solutions on a quarterly basis. The Federal Financial Report (FFR or
SF-425) is the required form for the financial reports and must be
submitted in PMS as well as downloaded and then uploaded to the grant
file in Grant Solutions. The progress reports uploaded to the grant file
in Grant Solutions must include page one (signed and completed) of the
SF-PPR (Performance and Progress Report); a narrative attachment to the
SF-PPR as described below; and the SF-PPR-B: Project Indicators (or
other mutually agreed upon format approved by the grants officer) for
the F Framework indicators.
Narrative progress reports should reflect the focus on measuring the
project’s impact on the overarching objectives and should be compiled
according to the objectives, outcomes, and outputs as outlined in the
award’s Scope of Work (SOW) and in the Monitoring and Evaluation
(M&E) Statement. An assessment of the overall project’s impact
should be included in each progress report. Where relevant, progress
reports should include the following sections:
• Relevant contextual information (limited);
• Explanation and evaluation of significant activities of the
reporting period and how the activities reflect progress toward
achieving objectives, including meeting benchmarks/targets as set in the
M&E plan. In addition, attach the M&E plan, comparing the
target and actual numbers for the indicators;
• Any tangible impact or success stories from the project, when possible;
• Copy of mid-term and/or final evaluation report(s) conducted by an external evaluator; if applicable;
• Relevant supporting documentation or products related to the
project activities (such as articles, meeting lists and agendas,
participant surveys, photos, manuals, etc.) as separate attachments;
• Description of how the Recipient is pursuing sustainability, including looking for sources of follow-on funding;
• Any problems/challenges in implementing the project and a corrective action plan with an updated timeline of activities;
• Reasons why established goals were not met;
• Data for the required F Framework indicator(s) for the quarter as
well as aggregate data by fiscal year using the SF-PPR-B: Project
Indicators or other mutually agreed upon format approved by the Grants
Officer. Evaluation indicators from the Foreign Assistance Framework can
be found at http://www.state.gov/f/indicators/ ;
• Proposed activities for the next quarter;
• Additional pertinent information, including analysis and explanation of cost overruns or high unit costs, if applicable.
A final narrative and financial report must also be submitted within 90 days after the expiration of the award.
Please note: delays in reporting may result in
delays of payment approvals and failure to provide required reports may
jeopardize the recipients’ ability to receive future U.S. government
funds.
DRL reserves the right to request any additional programmatic and/or financial project information during the award period.
G. Contact Information
For technical submission questions related to this solicitation, please contact Emma Friedheim at
FriedheimER@state.gov.
For assistance with GrantSolutions.gov accounts and technical issues
related to using the system, please contact Customer Support at
help@grantsolutions.gov
or call 1-866-577-0771 (toll charges for international callers) or
1-202-401-5282. Customer Support is available 8 AM – 6 PM EST, Monday –
Friday, except federal holidays.
For assistance with Grants.gov accounts and technical issues related
to using the system, please call the Contact Center at 1-800-518-4726 or
email support@grants.gov. The Contact Center is available 24 hours a
day, seven days a week, except federal holidays.
For a list of federal holidays visit:
http://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/#url=2015
With the exception of technical submission questions, during the
solicitation period U.S. Department of State staff in Washington and
overseas shall not discuss this competition with applicants until the
entire proposal review process has been completed and rejection and
approval letters have been transmitted.
H. Other Information
Applicants should be aware that DRL understands that some information
contained in applications may be considered sensitive or proprietary
and will make appropriate efforts to protect such information. However,
applicants are advised that DRL cannot guarantee that such information
will not be disclosed, including pursuant to the Freedom of Information
Act (FOIA) or other similar statutes.
The information in this NOFO and DRL’s PSI for Applications, as
updated in July 2015, is binding and may not be modified by any DRL
representative. Explanatory information provided by DRL that contradicts
this language will not be binding. Issuance of the NOFO and negotiation
of applications does not constitute an award commitment on the part of
the U.S. government. DRL reserves the right to reduce, revise, or
increase proposal budgets in accordance with the needs of the project
evaluation requirements.
This NOFO will appear on
www.grants.gov,
www.grantsolutions.gov, and DRL’s website
http://www.state.gov/j/drl/p/c12302.htm.
Background Information on DRL and general DRL funding
DRL is the foreign policy lead within the U.S. government on
promoting democracy and protecting human rights globally. DRL supports
projects that uphold democratic principles, support and strengthen
democratic institutions, promote human rights, prevent atrocities,
combat and prevent violent extremism, and build civil society around the
world. DRL typically focuses its work in countries with egregious human
rights violations, where democracy and human rights advocates are under
pressure, and where governments are undemocratic or in transition.
Additional background information on DRL and its efforts can be found on
www.state.gov/j/drl and
www.humanrights.gov
