Department of State

Program Office: Bureau of Human Resources, Office of Recruitment, Examination and Employment (HR/REE)

Announcement Type: Cooperative AgreementCatalog of Federal Domestic Assistance Number: 19.013Application Deadline: Friday, June 22, 11:59 p.m. EST

Contract Information

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CONTENTS

I. Executive Summary………………………………………………………………….. ..2

II. Eligibility Requirements ………………………………………………………………2

III. Thomas R. Pickering Foreign Affairs Fellowship Program…………………………..2A. Background……………………………………………………………………2B. Objectives……………………………………………………………………...4C. Scope of Work…………………………………………………………………4

1. Outreach………………………………………………………………..42. Screening and Selection Process…………………………………….....63. Orientation and Collecting Contracts………………………………….84. Tracking and Monitoring………………………………………………8

IV. Reporting Requirements……………………………………………………….……11

V. Award Information …………………………………………………………………11

VI. Proposal Submission Information (PSI)………………………………………..…..12

VII. Award Selection Criteria…………………………………………………………...12

VIII. Technical Requirements…………………………………………………………..14

IX. Review Process …………………………………………………………………….16

X. Award Administration ………………………………………………………………16A. Award Notices……………………………………………………………….16 B. Disclaimer……………………………………………………………………16

I. Executive Summary

The Bureau of Human Resources, Office of Recruitment, Examination and Employment (HR/REE), of the US Department of State announces an open competition for one assistance award to conduct all programmatic, financial and administrative activities for the Thomas R. Pickering Foreign Affairs Fellowship Program. The Pickering program is designed to recruit and develop new talent for the Department of State’s Foreign Service. Pending availability of funds, the award will be made early in FY 2013. Applicants for this cooperative agreement should submit program proposals and budget projects for new 2013 students only, i.e. students to be selected in spring 2013 who will begin their studies in the fall of 2013. This award will provide for the selection of 40 students in 2013 pending availability of funds. The recipient will be advised of the final number of students prior to the selection cycle. Applicants will need to demonstrate the ability to begin work immediately with publicity and recruitment efforts.

Pending successful implementation of this program and the availability of funds in subsequent fiscal years, HR/REE may renew the award for a period up to two additional fiscal years, before openly competing the program again. As each year adds new fellows to the program, applicants will need to demonstrate the ability to handle multiple years of cohorts.

II. Eligibility Requirements

Eligibility is limited to nonprofit organizations subject to 501(c)(3) of the tax code and to universities. Organizations with less than three years experience in administering a program of this size, nature and complexity are not eligible for this competition.

III. Thomas R. Pickering Foreign Affairs Fellowship Program

A. Background

Public Law 101-246, 101st Congress, 104 STAT.42 Section 47 (February 16, 1990) states that “The Secretary of State may make grants to post-secondary educational institutions or students for the purpose of increasing the level of knowledge and awareness of and interest in employment with the Foreign Service, consistent with section 105 of the Foreign Service Act of 1980. To the extent possible, the Secretary shall give special emphasis to promoting such knowledge and awareness of, and interest in employment with the Foreign Service among students.”

The U.S. Department of State (the Department) funds the Thomas R. Pickering Foreign Affairs Fellowship program. The program provides undergraduate level Foreign Affairs Fellows (FAF) and graduate level Foreign Affairs Fellows (GFAF) with funding over a two year period to assist in the completion of their undergraduate and graduate degrees. We anticipate 40 fellowships will be available in 2013 – 20 graduate and 20 undergraduate but funding availability will determine the final numbers. Both programs

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have a common purpose – to identify and attract, based on financial need, outstanding students who represent ethnic, gender, social and geographic diversity and who have an interest in pursuing a Foreign Service career in the U.S. Department of State and provide funding to assist these students towards completing their undergraduate and graduate degrees in academic disciplines representing the skill needs of the Department. These programs develop a source of trained men and women who are dedicated to pursuing Foreign Service careers and representing America’s interests abroad.

Criteria for Undergraduate Program:

Criteria for applicants to the undergraduate program include: 1) proof of US citizenship; 2) college junior status with a cumulative grade point average of 3.2 or higher on a 4.0 scale; 3) maintenance of a 3.2 grade point average throughout participation in the program; and 4) in addition to outstanding leadership and academic achievement, demonstration of financial need. Program components include: 1) financial assistance towards covering tuition/mandatory fees, room and board and book reimbursement during the senior year of college and first year of graduate school, agreement must be made with participating school to offer a financial package to cover the second year of graduate school; 2) completion of a two year master’s degree; and 3) two summer internships with the Department of State (one domestic before entering graduate school and one overseas after completion of the first year of the master’s degree.) In addition, fellows must: complete an undergraduate core curriculum, receive mentoring from a Foreign Service Officer during the graduate segment of the program, meet Department of State entry requirements for Foreign Service Officers, and sign a contractual agreement obligating them to a minimum of three years of service in an appointment as a Foreign Service Officer.

Criteria for Graduate Program:

Criteria for applicants to the graduate program include: 1) proof of US citizenship; 2) seek admission to a two year full time master’s degree program for the following academic year (fall entrance) in selected fields of study representing the needs of the Department including public policy, public administration, political science, foreign languages, public diplomacy, business administration and economics; 3) minimum 3.2 undergraduate grade point average or higher on a 4.0 scale; 4) maintenance of a 3.2 grade point average throughout participation in the program and, 4) in addition to outstanding leadership and academic achievement, demonstration of financial need. Program components include: 1) financial assistance towards covering tuition/mandatory fees, room and board, and book reimbursement for both years of graduate study; 2) two summer internships with the Department of State (one domestic upon completion of the first year of graduate school and one overseas after completion of the second year). In addition, fellows must receive mentoring from a Foreign Service Officer during the graduate segment of the program, meet Department of State entry requirements for Foreign Service Officers, and sign a contractual agreement obligating them to a minimum of three years of service in an appointment as a Foreign Service Officer.

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B. Objectives

Effective management of the Thomas R. Pickering Foreign Affairs Fellowship Program is fundamental to the overall success of the program. This program is designed to recruit and develop new talent for the Department of State’s Foreign Service. Successful candidates will enter the Foreign Service and will be involved in carrying out the mission of the Department. The Department is fully invested in this program and seeks to maintain its integrity and high quality. To this end, HR/REE will work collaboratively with the Recipient in overseeing administration of the program. In consultation with HR/REE, the Recipient will be responsible for the conduct of all programmatic, financial and administrative activities, to include outreach (publicity and recruitment), coordinating and managing the selection of fellows (FAF and GFAF), tracking and monitoring of fellows, maintaining of databases, reporting requirements, financial disbursements, travel, lodging and logistical arrangements. The Recipient will need to be attentive and responsive to students’ needs and those of the Department. The Recipient will need to demonstrate dedication and commitment in pursuing the goals of the program as well as the ability to work closely with HR/REE in meeting all program requirements. The Recipient will designate dedicated staff to serve as liaisons with HR/REE on all aspects of this program including one senior level program manager with decision making authority. The Recipient will be responsible for conducting the day-to-day activities associated with the management of the program and will consult with the Department, which will have final approval, on all policy matters affecting the program. The Recipient will be responsible for submitting required quarterly reports on diverse aspects of the program as well as timely ad-hoc reports as requested by the Department.

HR/REE will work cooperatively and closely with the Recipient of the cooperative agreement award, provide guidance and maintain a regular dialogue on administrative, programmatic and overall policy issues as they arise over the duration of the award.

C. Scope of Work All activities listed in the scope of work apply to both the undergraduate and graduate programs unless specifically designated for one program only.

1. Outreach

Outreach activities include both recruitment and publicity efforts. The Recipient will coordinate all necessary outreach efforts to encourage students to apply for the program and will produce all promotional materials following final HR/REE approval of materials. The materials will describe the program in detail giving all necessary eligibility requirements and application deadlines. Specific outreach activities include:

Provide, for HR/REE approval, a milestone schedule that identifies all key recruitment, programming and financial activities. The schedule will be submitted to

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HR/REE in draft form for review and final approval. Recipient will incorporate suggested HR/REE changes into the final document. Key activities to be identified include, but are not limited to: 1) announcements (opening and closing periods for applications), 2) dates associated with the selection process (when applications are sent to panelists for review, date by which applications must be read and scores submitted, dates panelists meet, when finalists are notified, etc) 3) dates for applicant interviews; 4) promotional material completion and delivery dates; 5) tuition and stipend payment dates, 6) orientation dates; 7) lodging move-in/move-out dates for domestic summer interns and 8) annual budget submission dates. A separate travel plan must be submitted as an addendum to the milestone schedule to include dates and location of staff recruitment trips.

Design, create, produce and distribute promotional brochures/applications for each selection cycle. HR/REE must review and approve all publicly distributed promotional materials prior to final print. Once produced, recipient should distribute materials to academic institutions, students, HR/REE and the Department's Diplomats in Residences (DIRs), who are Department of State Foreign Service Officers assigned to universities throughout the US for recruitment purposes.

Design, develop and maintain a website with complete and updated descriptions of the FAF and GFAF programs, including eligibility requirements and information about careers and life in the Department of State’s Foreign Service. In addition, establish a direct link email for the FAF and GFAF programs. (For example, PickeringFAF@addressofawardee.org and PickeringGFAF@addressofawardee.org.)

Recruit diverse and well qualified candidates for the undergraduate and graduate programs through: 1) targeted online marketing and use of electronic and social media, 2) strategic targeting of diverse academic and professional institutions, 3) directed mailings, 4) campus visits with students and university officials, 5) visits with other relevant organization representatives, 6) select participation in job fairs, 7) well designed and informative websites, 8) timely responses to student application requests via telephone, mail or email and 9) other innovative techniques. The Recipient is expected to target over 1000 institutions, concentrating its efforts in the following categories:

o Major research universities, liberal arts colleges and major community colleges. Some examples include University of California, Princeton University, Harvard University, University of Michigan, Tufts University, Georgetown University, University of Chicago, George Washington University, the Los Angeles Community College District and the Maricopa Community College District in Phoenix, Arizona.

o Historically Black Colleges and Universities (HBCUs). More than 100 institutions fall into this category and include schools ranging from Morehouse College, Spellman College, and Howard University to smaller institutions such as Lane College (TN), Lincoln University (PA), and Shaw University (NC).

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o Hispanic Serving Institutions. These are institutions that serve a substantial number of Hispanic college students (20% population or higher). Some examples include Gavilan College, Our Lady of the Lake University, St. Mary’s University, University of New Mexico and branches, and University of Puerto Rico.

o AIHEC (American Indian Higher Education Consortium) schools such as Heritage College (WA), Salish Kootenai College (MT) and Sinte Gleska University (SD). While many AIHEC institutions are community colleges, it is important to reach their students early in order to interest them in international affairs and Foreign Service careers when they transfer to four-year colleges.

Develop and maintain a list of institutional databases used for recruitment. A copy of this list will be provided to HR/REE periodically upon request.

Assist and maintain contact with Diplomats-in-Residence (DIRs), by providing/shipping promotional materials directly to each DIR, notifying them of applicant profiles and selected finalists in a timely fashion and notifying them of visits to their respective areas and meeting with them when possible.

Perform other related outreach activities as needed by HR/REE.

2. Screening and Selection Process

The Thomas R. Pickering program application deadline is typically late January/early February. The candidate selection process is conducted once a year and in phases. The first step is the initial application review conducted by the Recipient. The Recipient screens candidates’ applications for adherence to eligibility criteria and completeness. Following the initial review, the Recipient organizes the acceptable applications and forwards them to the interview committee members. The interview committee makes a preliminary selection, narrowing the candidate applicant pool to semi-finalists. The preliminary selection process is conducted virtually, with panel members reviewing materials sent electronically and sending in their scores to the Recipient to tabulate. The preliminary selection phase may include a telephonic conference arranged and facilitated by the Recipient. The selection committee then meets in Washington, D.C. for a two-day meeting during which applicants are interviewed, written essays are reviewed, and final selection of fellows is made.

Structure of Selection Committees: There are two selection committees – one for the undergraduate program (FAF) and one for the graduate program (GFAF). Each selection committee has two panels – an interview and writing panel. Each interview panel is comprised of six (6) members, two (2) of which are designated by HR/REE and the remaining four (4) are designated by the Recipient, with HR/REE approval. Each writing

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Recipient screens for eligibility and completeness

Selection committee reduces fellow applicant pool

Selection committee interviews candidates, evaluates written essays and selects fellowship recipients

panel is comprised of three (3) panelists, one (1) of which is designated by HR/REE. The remaining two (2) are designated by the Recipient with HR/REE approval. HR/REE will provide the criteria for selection of panel members.

The process is as follows:

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The specific Recipient tasks are as follows:

Conduct initial screening of candidates’ applications for adherence to eligibility criteria and completeness.

Provide HR/REE a list of no more than ten names for proposed selection committee panel members. HR/REE may add other names. Final panels will be comprised of six members and approved by HR/REE.

After initial screening by Recipient, provide panelists with electronic access to applications and scoring sheets for selection of semi-finalists. Copy and distribute hard copies of application packets if asked.

Arrange travel and lodging for selection committee panelists and candidates for the final phase of the selection process held in the Washington, DC area. Travel and lodging costs are subject to standard US Government per diem rates.

Coordinate all administrative functions associated with the selection process, to include but not limited to:

Negotiate and secure venue for final phase of the selection process. Work with venue staff to ensure all needs are met such as required number of rooms for lodging (Fellows room two to a room) and interviewing. All rates are subject to US government per diem rates.

Initial Review

Preliminary Selection

Final Selection

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Coordinate interview schedules and ensure panelists have sufficient advance access to all necessary applicant materials and other related documents.

Arrange for any FedEx needs.

Prepare a selection guide (one for FAF and one for GFAF selection process) for each panelist which includes a list of panelists, interview schedule, interview questions, scoring sheet, contact information and other useful information for the panelists.

Notify by letter, those finalists selected for the fellowship within two working days of decision by selection panel. Secure written acceptances from finalists within 4 working days of notification.

Notify, by letter, those applicants not selected of their status within two working days of decision by selection committee.

Perform other related selection and screening activities as needed by HR/REE.

3. Orientation and Collecting Contracts

HR/REE will hold in Washington in late spring/early summer a mandatory orientation session for selected fellowship recipients. The Recipient is expected to:

Provide all administrative functions for the orientation to include arranging travel and lodging for the fellows, name tags, folders.

In consultation with HR/REE, organize networking events during orientation for State Department officials and Pickering Fellows

In consultation with HR/REE, prepare contractual agreements for selected candidates. During orientation, Recipient is to distribute the contractual agreements to each fellow, ensure that he/she signs the contract and has it notarized and maintain a copy in each fellow’s folder.

Arrange Foreign Service Oral examination information sessions for each fellow in consultation with the Department. The session must be offered by a qualified consultant approved by the Department.

Perform other related orientation activities as needed by HR/REE.

4. Tracking and Monitoring

A) Databases

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Maintain a website to include up-to-date FAF and GFAF program descriptions, including eligibility requirements, and information about careers in the US Department of State’s Foreign Service.

Maintain institutional (undergraduate and graduate) databases for recruitment purposes.

Maintain databases which track applicant requests by name, address, institution, and other characteristics.

Maintain databases of fellows (by cohort) for purposes of tracking: 1) current contact information (i.e. email addresses, phone numbers, mailing address/whereabouts) etc), 2) academic program progress, 3) successful completion of program requirements, 4) successful completion of Foreign Service entry requirements, 5) withdrawals from the program and 6) resignations from the Foreign Service prior to the completion of the required service commitment. Report to HR/REE on status of Fellows in these areas and others as needed.

Maintain up to date demographic data on fellows, to include diversity, areas of study, types of undergraduate and graduate institutions, languages spoken and other information as required by the Department.

Maintain email sites for FAF (For example: PickeringFAF@ addressofawardee.org ) and GFAF (PickeringGFAF@ addressofawardee.org ) for contact with fellows as well as response to applicant requests.

Maintain an 800 number for easy access by fellows and student applicants.

Work with the Fellows’ Alumni Association in the Department of State (former Pickering Fellows now serving as Foreign Service Officers) to garner support for and assistance with Pickering activities such as selection, orientation and other related events.

B) Administrative

Negotiate with graduate schools and secure their commitment to provide full financial support packages in the second year of graduate study to undergraduate program participants (FAF) based on need.

Establish and maintain effective and productive relationships with Student Accounts Offices at each fellow’s undergraduate/graduate institutions and make timely payment of tuition and other fees up to the established cap limit.

Make summer internship stipend disbursement to fellows (domestic and overseas) and provide HR/REE with accounting updates.

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Facilitate and ensure fellows have medical evacuation insurance coverage prior to beginning overseas internship.

Maintain productive relationship with a reliable travel agency which can produce results as needed.

Identify and arrange appropriate and satisfactory housing for fellows during their domestic internships, generally in university dormitories in close proximity to the Department; handle payments for housing and provide HR/REE with accounting information. Domestic lodging rates during domestic internships are subject to standard US government per diem rates.

Maintain transcripts of all fellows (fellows will be required to send an official transcript each semester to Recipient per their contract.) Should Recipient fail to receive a transcript from a fellow, Recipient will send a letter to the fellow requesting compliance with their contract and notify HR/REE immediately.

Monitor fellows’ (undergraduate and graduate) academic progress ensuring adherence to academic terms of contractual agreement which are that Fellow must maintain a 3.2 grade point average on a 4.0 scale. If cumulative GPA falls below 3.2 in any given semester, Recipient will: 1) notify fellow that s/he has been placed on probation and 2) require fellow to submit plan outlining actions to be taken to improve GPA. If cumulative GPA falls below 3.2 for second semester(consecutive or otherwise), Recipient will: 1) notify fellow with second probation alert; 2) require fellow to submit plan outlining actions to be taken to improve GPA and 3) provide HR/REE with a report within 15 days with recommendation for continuing/discontinuing participation in the program. HR/REE will make final decision.

Maintain document file for each fellow with all written correspondence, contractual agreement, payments, and other pertinent data.

Provide HR/REE, in a timely manner, with additional information on fellows as needed.

Conduct annual survey of the program. The draft survey questionnaire is to be submitted to HR/REE for input and approval. Provide a summary of the survey results to HR/REE.

Perform other related tracking and monitoring activities as needed by HR/REE.

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5. Budgetary

Pre Award Costs – Effective implementation of this program may require the recipient to incur expenses prior to the official award. Pending availability of funds, the recipient may be reimbursed for allowable pre-award costs incurred up to 90 days prior to the official award. The recipient must submit a detailed budget for pre-award costs. Pre-award costs are included in, not additional to, the total funding available for this project as per Section V below.

Recipient shall develop and submit unit cost information for all aspects of the award budget. A detailed budget must be submitted for State Department’s approval.

6. Mentoring

Recipient is to assign Foreign Service mentors to all newly selected Fellows no later than the end of their first semester in the program. Recipient must submit for HR/REE review and approval, the list of all proposed mentors.

Recipient is to develop and conduct a mandatory series of professional writing and professional development seminars for all Fellows fulfilling their domestic summer internship in Washington. At the end of the series, the recipient is to conduct a participant survey and present the findings with recommendations. Details regarding the professional development seminar must be reviewed and approved by HR/REE.

IV. Reporting Requirements

Failure to submit required reports in a timely manner may result in: 1) withholding payments under this award, 2) deferring the processing of new awards, amendments or supplemental funding pending receipt of the overdue report(s), 3) establishing an account receivable for the difference between the total federal share of outlays last reported and the amount disbursed and/or 4) denial of future funding opportunities.

V. Award Information

Type of Award: This award is a cooperative agreement, not a grant. With a cooperative agreement, unlike a grant, there is substantial involvement between the Executive Agency acting for the U.S. Government (i.e. HR/REE) and the Recipient. The Recipient must be prepared to work closely and collaboratively with HR/REE which establishes, reviews and approves all program guidelines, materials and policies.

Approximate Total Funding Available: $4.8 million pending availability of funds.

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Annual per student direct costs are capped at $50,000 and are to be distributed as follows: a) up to $40,000 in actual expenses for tuition, room and board, books, mandatory fees and travel. Tuition is to be covered first; any remaining funds may be used for room and board, books, mandatory fees and travel and b) up to $10,000 in actual expenses for costs related to summer internships, including but not limited to: stipend, room and board, travel, visa, passport, inoculation fees, etc.

Approximate Number of Awards: One

VI. Proposal Submission Information (PSI)

Interested applicants must submit the following:

Application for Federal Assistance (SF-424, SF-424A, Budget - OMB Approved Budget categories)

Proposal: The proposal is limited to 30 pages in total, single-spaced, single sided, with a font no less than 12 point type for text, exclusive of table of contents, budget, resumes, and milestone chart.

Proposals that do not meet the requirements of the announcement and the proposal submission information will not be considered. Proposals that request less than the award floor or more than the award ceiling will be deemed technically ineligible. Applicants must follow the RFA instructions and conditions contained herein and supply all information required.  Failure to furnish all information or comply with stated requirements will result in disqualification from the competition.  Applicants must set forth full, accurate, and complete information as required by this RFA.  The penalty for making false statements in proposals to the USG is prescribed on 18 U.S.C.1001.

Applicant organizations are requested to submit a narrative and proposed budget outlining a comprehensive strategy for the administration and implementation of the Pickering Program supported with concrete examples of demonstrated success in managing a program of this complexity. The comprehensive program strategy should reflect a vision for the program as a whole, interpreting the goals of the program with creativity, as well as providing innovative ideas and recommendations for the program.

VII. Award Selection Criteria

In its review of proposals, HR/REE will consider the overall quality of the proposal, past performance of prior recipients and the demonstrated potential of new applicants. Technically eligible applications will be competitively reviewed according to the criteria stated below.

1. Program Planning and Ability to Achieve Objectives

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This section of the proposal should detail strategies and outline plans for how each aspect of the scope of work will be conducted and implemented. For this section, proposals should be keyed to the corresponding categories in the scope of work. Proposals must illustrate demonstrated knowledge and understanding of the work to be performed and should display an understanding of and respect for the goals and distinguished traditions of the Pickering program as reflected in the requirements and priorities of this RFA.

A detailed milestone plan, travel plan and relevant work plan, including a timeline, should demonstrate feasibility and the Applicant’s capacity to implement successfully the program by early Fall 2012.

2. Institutional Capacity

Proposals must include a detailed description of the applicant’s experience with administering a program of this size and complexity with specific emphasis on the Applicant’s demonstrated effectiveness in working with academic institutions of higher education in the U.S and past success in securing co-funding from academic institutions to leverage USG sources of funding. Additionally, proposals must demonstrate past success in diversity recruitment and managing programs with diversity goals.

Proposals should include a staffing plan identifying personnel, organization, and administrative controls necessary to ensure that the performance objectives of the project will be met. A resume must be included for all key personnel (both the project director and the budget director are key personnel). Resumes should include the qualifications experience, educational and other background information as appropriate. The qualifications of the project manager should demonstrate relationships established in the world of academia and with key university officials in admissions offices. The qualifications of the budget director should demonstrate the ability to manage large budgets, maintain separate and precise accounting records to track expenses per cohort and to report on said expenses in an organized manner.

Proposals must demonstrate the institutional capacity to organize and initiate successfully activities, such as recruitment, publicity, etc. by early Fall 2012.

3. Program Monitoring and Evaluation Plan

Proposals should clearly detail plans for monitoring, measuring and evaluating the program to ensure broad success. Proposals should also identify mechanisms for redirecting monitoring/evaluation efforts if results are not in line with desired objectives.

4. Sustainability/Multiplier Effect

Based on the purpose of the Pickering Program as stated in Part III Section A “…to attract, based on financial need, outstanding students who represent ethnic, social and geographic diversity and who have an interest in pursuing a Foreign Service career in the

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U.S. Department of State.”, proposals must outline a vision for achieving this goal and plans to sustain it. Additionally, proposals should describe effective program multipliers and how they will be implemented.

5. Budget, Cost Effectiveness and Cost-Sharing: Budget submissions must clearly delineate all expenses related exclusively to the 2012 cohorts and be submitted in accordance with United States Government guidelines as per forms SF-424 and SF-424A – Application for Federal Assistance. See attached sample budget spreadsheet for guidance. Budget submissions should be outlined in accordance with the budget categories listed in OMB form SF 424A.

The overhead and administrative components of the proposal, including salaries, should be kept as low as possible while adequate and appropriate to provide the required services. Proposals should document plans to realize cost-savings and other efficiencies through use of technology, administrative streamlining, and other management techniques. Costs shall be evaluated for realism, control practices, and efficiency.

Cost-sharing is encouraged which may be in the form of allowable direct or indirect costs. The basis for determining the value of cash in-kind contributions must be in accordance with OMB Circular A-110 (Revised), Subpart C (23) “Cost-sharing or Matching, “ and should be described in the proposal. In the event the recipient does not meet the minimum amount of cost-sharing as stipulated in the recipient’s budget, the Bureau’ s contribution will be reduced in proportion to the recipient’s contribution.

VIII. Technical Requirements

Application Deadline: The application submission deadline is Friday, June 22 at 11:59 p.m. eastern standard time.  Applications submitted after 11:59 p.m. will be ineligible for consideration.  Begin the application process early, as this will allow time to address any technical difficulties that may arise in advance of the deadline.  There will be no exceptions to this application deadline.

All applicants must register with Grantsolutions.gov and submit applications only via Grantsolutions.gov. Registering with Grantsolutions.gov is a one-time process; however, it could take as long as two weeks to have the registration validated and confirmed.   Please begin the registration process immediately to ensure that the process is completed well in advance of the deadline for applications.  Until that process is complete, you will not be issued a user password for Grantsolutions.gov, which is required for application submission.  There are four steps that you must complete before you are able to register: (1) Obtain a Data Universal Numbering System (DUNS) number from Dun & Bradstreet (if your organization does not have one already) by calling 1-866-705-5711; (2) Register with Central Contractor Registry (CCR) www.ccr.gov; (3) Register yourself as an Authorized Organization Representative (AOR); and (4) Be authorized as an AOR by your organization.  For more information, go to www.grantsolutions.gov.  Please note that your CCR registration must be renewed

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annually.  Failure to renew your CCR registration may prohibit submission of an award application through Grantsolutions.gov. No exceptions will be made for organizations that have not completed the necessary steps to submit applications through grantsolutions.gov. HR/REE will not notify you upon receipt of electronic applications.

It is the responsibility of all applicants to ensure that proposals have been received by Grantsolutions.gov in their entirety, and HR/REE bears no responsibility for data errors resulting from transmission or conversion processes.

Eligibility Requirements: Eligibility is limited to nonprofit organizations subject to 501(c)(3) of the tax code and to universities. Organizations with less than three years experience in administering a program of this size, nature and complexity are not eligible for this competition. Applicants must be a registered U.S. non-profit organization meeting the provisions described in Internal Revenue Code section 26 USC 501(c) (3). Applicants in the process of registration must:

Submit proof that they are seeking non-profit status from the Internal Revenue Service at the time of proposal submission. Should the applicant be selected for a cooperative agreement award, funding will be contingent upon 501(c)(3) status.

Have demonstrated experience successfully administering projects of similar scope and magnitude where diversity is as a core objective. Department of State reserves the right to request additional background information on organizations that do not have previous experience administering federal grant awards.

 For technical accuracy applications should ensure: 1) All pages are numbered, including budgets and attachments,2) All documents are formatted to 8 ½ x 11 paper3) All Microsoft Word documents are single-spaced, 12 point Times New Roman font,

with a minimum of 1-inch margins.4) Proposal is limited to 30 pages total exclusive of table of contents, budget, resumes

and milestone chart. 5) Completed and signed SF-424, SF-424A (Budget Summary) 6) Table of Contents (not to exceed one [1] page in Microsoft Word) that includes a

page-numbered contents page, including any attachments.7) Executive Summary (not to exceed two [2] pages in Microsoft Word) that includes:

a) Name and contact information of the Project Managerb) A one-paragraph scope of work or synopsis of the program and its

expected resultsc) A concise breakdown of the project’s objectives and activitiesd) The total amount of funding requested and program duration ande) A brief statement on how the project is innovative, sustainable, and will

have a demonstrated impact. 8) Proposal Narrative (not to exceed fifteen [15] pages in Microsoft Word). Please note

the fifteen page limit does not include the Table of Contents, Executive Summary, Attachments, Detailed Budget, Budget Summary, Budget Narrative and NICRA, if

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applicable. Applicants may submit multiple documents in one Microsoft Word file, i.e. Table of Contents, Executive Summary, Proposal Narrative, and Budget Narrative in one file or as separate, individually-submitted files. Submissions should address the specific criteria outlined in the above Section V - Proposal Submission Information. Proposal Narrative should be clear and concise and include sufficient detail about the program activities.

9) Budget Narrative (preferably in Microsoft Word) that includes an explanation/justification for each line item in the detailed budget spreadsheet, as well as the source and description of all cost-share offered. For ease of review, it is recommended that applicants key the budget narrative to the categories in the detailed budget. Headquarters’ personnel-related costs should include a clarification on the roles and responsibilities of key staff and percentage of time devoted to the project. In addition, it is recommended that budget narratives address the overall cost-effectiveness of the proposal, including any cost-share offered.

10) Detailed Line-Item Budget and summary budget (in Microsoft Excel or similar spreadsheet format) using OMB approved budget categories (see SF-424 A). Costs must be in U.S. Dollars.

11) If your organization has a negotiated indirect cost rate agreement (NICRA) and includes NICRA charges in the budget, your latest NICRA should be included. This document will not be reviewed by the panelists, but rather used by the Grants Office staff if the submission is recommended for funding. Hence, this document does not count against the submission page limitations. If your proposal involves sub-awards to organizations charging indirect costs, and those organizations also have a NICRA, please submit the applicable NICRA.

IX. Review Process

The Bureau will review all proposals for eligibility. Eligible proposals will be subject to compliance of Federal and Bureau regulations and guidelines and may also be reviewed by the Office of the Legal Adviser or by other Department elements. Final signatory authority for assistance awards resides with the Department’s Grants Officer. HR/REE and the Grants Officer reserve the right to request any additional programmatic and/or financial information regarding the proposal.

X. Award Administration

A. Award Notices

The final awards package cannot be made until funds have been appropriated by Congress, allocated and committed through internal Department of State procedures. Unsuccessful applicants will receive notification of the results of the application review from the HR/REE program office coordinating this competition.

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Issuance of this RFA does not constitute an award commitment on the part of the U.S. Government, nor does it commit the U.S. Government to pay for costs incurred in the preparation and submission of proposals. Further the U.S. Government reserves the right to reject any and all proposals received.

B. Disclaimer

If a proposal is selected for funding, the Department of State has no obligation to provide any additional future funding in connection with the award. Renewal of an award to increase funding or extend the period of performance is at the total discretion of the Department of State.

Additional Information

The information contained in this solicitation is binding and may not be modified by any Bureau representative. HR/REE reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of the program evaluation requirements. Once the RFA deadline has passed, Department and HR/REE officials are prohibited from discussing this competition with applicants until the entire proposal review process is completed.

For Further InformationFor questions related to proposal submissions, please contact Kathy Davis at 202-261-8950 or via email at DavisKR3@state.gov.

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