65FR34782 Discretionary Grant Programs Application Notice Establishing Closing Date for Transmittal of Certain Fiscal Year 2000 Applications
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Posting-number: Volume 65, Issue 105, Page 34782
[Federal Register: May 31, 2000 (Volume 65, Number 105)]
[Notices]
[Page 34782-34785]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
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DEPARTMENT OF STATE
[Public Notice 3320]
Discretionary Grant Programs Application Notice Establishing
Closing Date for Transmittal of Certain Fiscal Year 2000 Applications
AGENCY: The Department of State invites application from domestic
(U.S.) and international non-profit and educational organizations with
interest and expertise in providing administrative and operational
support to United States sponsored programs in Cyprus. The grantee will
maintain and manage the Bicommunal Support Program (BSP) to be known as
BSP 2000. The grant will be awarded through an evaluation process among
the responding organizations.
SUMMARY: The purpose of this application notice is to inform potential
applicant organizations of fiscal, programmatic information, and
closing dates for transmittal of applications for Fiscal Year 2000
award under a program administrated by the Department of State. The
program seeks to implement, under the direction of the American
Embassy, Cyprus, a minimum of twelve (12) bicommunal programs for Greek
Cypriots and Turkish Cypriots over a fourteen-month period starting
approximately forty-five days from the notification date of grant
award, but not later than 5 September 2000. The actual number of
programs will be determined by availability of funds and changes in
political conditions on the island.
Organization Notice: This notice contains three parts. Part I list
the closing date covered by this notice. Part II consist of a statement
of work (SOW) for the program. Part III provides fiscal information and
evaluation criteria for the program.
Part I--Closing Date for Transmittal of Applications
An application for award must be received by mail or hand delivered
by 4 pm, local time, 30 June 2000.
Applications Delivered by Mail
An Application sent by mail must be addressed to: Dr. Holly Peirce,
Bicommunal Coordinator, American Embassy Nicosia, FPO, AE 09836.
Any applications received by the advisory committee staff by mail
after the closing time and date, will not be considered and will be
returned unopened to the applicant.
It is the responsibility of the applicant to ensure any application
is received on time.
Application Delivered by Hand
An application that is hand delivered must be to: American Embassy,
North Gate, Metochiou and Ploutarchou Streets, Engomi, Nicosia, Cyprus,
Attention: Holly Peirce (x2064) or Rita Shipillis (x2605).
The advisory committee staff will accept hand-delivered
applications between 9 am and 4 pm, local time, daily, except
Saturdays, Sundays, and Cypriot and U.S. Federal Holidays.
An application that is hand delivered will not be accepted after
4:00 PM on the closing date.
Part II--Program Information
Background
a. For decades, Cyprus has been an island divided by strife between
the Greek Cypriot and Turkish Cypriot communities. As a result, Cyprus
is a potential flash point between two NATO allies, Greece and Turkey.
The U.S. is committed to finding a reasonable and practical federal
solution to the Cyprus problem. We utilize two main means in our
efforts. Track I focuses on bringing the leaders of the two communities
to negotiate a resolution of their difficulties. Track II creates the
atmosphere for the political leaders to reach a settlement, as well as
encouraging cooperation after a political solution is reached, by
bringing together Cypriot opinion and business leaders on projects and
activities which emphasize a political settlement. The BSP is a key
part of our Track II efforts.
b. The BSP was created in January 2000 to provide a funding
mechanism consistent with the legislative intent of the Economic
Support Funds (ESF) annual earmark for Cyprus.
c. The BSP mechanism will carry out U. S. Embassy-designed
bicommunal programs that involve key people and institutions on
politically sensitive topics in support of Track I policy goals. These
programs will be distinct from but complementary to, the UNDP/UNOPS
Bicommunal Development Program, which funds practical bicommunal
projects and aims to strengthen institutional development and civil
society, and with the Fulbright Commission-administered CASP, which
funds scholarships, technical training and open-competition bicommunal
programs.
d. The BSP program agent (the Grantee) will implement BSP programs
by awarding sub-grants. In support of its base of operations, it will
maintain a full-time resident representative in Cyprus in a Nicosia
Field Office to organize bicommunal programs with input from the U. S.
Embassy's Bicommunal Team, communicated via the Bicommunal Coordinator
(BC) or other designee. Because of the political and economic
conditions on the island, the full-time resident representative should
be a locally hired American. After a grantee is selected, the U. S.
Embassy BC will assist the grantee to identify qualified candidates on
the island. Estimated recruitment cost of the Field Office
Representative (FOR) (including advertising, travel, lodging, and per
diem either for a grantee representative to come to Cyprus to select
and train the FOR or for the FOR to go to the US for training) should
be itemized in the budget submittal. The grantee has the option to send
and provide a representative to hire and train the FOR in Cyprus, or
conduct job interviews by phone and train the FOR
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at a location of their choice. After training, the grantee is to
provide a facility and the FOR will establish and open the field
office. The Grantee will implement bicommunal programs under the
Embassy's direction, in furtherance of Track 1 policy goals. The BC or
other Embassy designee will approve all sub-grants prior to award.
e. At present there is a Turkish-Cypriot ban on on-island
bicommunal activities that necessitates that programs be conducted in
the U.S. and third countries. When the ban is lifted, more programming
will be done on-island. All programs will be bicommunal in nature; i.e.
Greek Cypriots and Turkish Cypriots will receive training or attend
conferences together. Occasionally it may be necessary to conduct
separate, parallel training for both communities. Most training will be
of a professional nature and focus on areas where both communities will
work together in the future (e.g. environment, customs and immigration,
finance, health, federal law enforcement, and federalism). Most
training will include an element of conflict resolution skills. Groups
will likely range from four to twenty participants off-island and more
on-island. The typical program has lasted between one and three weeks,
with an occasional smaller program of a longer duration. Potential
workshop topics include, but are not limited to highway planning, fire
fighting, emergency rescue techniques, NGO training, a Cyprus
documentary, and ESOL teachers scholarships. The Bicommunal Coordinator
will assist the FOR in bundling the selected programs for the purposes
of RFPs.
Scope of Work
The Grantee shall implement the BSP program in accordance with the
following:
The Grantee will:
(1) Provide at a minimum one permanent FOR, experienced in human
resource development, institution strengthening, and technical
assistance programming.
In addition:
(a) Grantee must be a Program Sponsor and be approved to write
IAP66 forms for travel to the U. S. on J visas.
(b) Grantee must be aware that acquiring visas for Turkish Cypriots
to most third-countries can be a lengthy process.
(c) Grantee must be aware that Turkish Cypriots must fly from Ercan
airport to Turkey and onward from there. Most travel agents speak only
Turkish, but are accustomed to working with U.S. Embassy programs.
(d) Grantee must be aware that Greek Cypriots fly from Larnaca
airport. Most travel agents speak some English.
(e) The Joint Travel Regulations and the Fly America Act apply to
all travel.
(2) Provide FOR(s) with administrative, logistics and programming
support in the United States to carry out U.S.-based workshops.
The FOR(s) will:
(1) The FOR(s) must be competent in making travel and related
arrangements, to include assisting Cypriots in acquiring visas to the
U.S. and other countries, as well as arranging on-island speeches and
programs.
(2) The FOR(s) must have excellent written and spoken English
skills.
(3) The FOR(s) must seek and obtain policy guidance from the
Embassy and demonstrate ability to work effectively in a highly charged
and delicate political atmosphere. Familiarity with the Cyprus problem
and/or experience working in internal conflict situations would be
helpful.
(4) The FOR(s) must have the ability to function unimpeded in both
communities (i.e., to cross the Green Line between the Greek Cypriot
and Turkish Cypriot communities). Currently Cypriots are prevented from
working in each other's communities. Due to the political sensitivity
of the program, it is necessary that neither Greek Cypriots nor Turkish
Cypriots be hired for this program. A local hire American citizen(s)
should be contracted for the position. (See point d in Background
section) Greek and/or Turkish language skills are desirable, but not
necessary, as English is widely spoken in the south and among the
target training audience. A translator may occasionally need to be
employed for logistical dealings in the north.
Note: The Embassy will seek approval by the Government of Cyprus
to grant the FOR administrative and technical (A and T) status,
thereby enabling the Grantee to obtain a diplomatic pass, which
facilitates travel to the north. If such status is granted to the
Grantee, he/she becomes associated with the U.S. Embassy and will be
asked adhere to U.S. Embassy standards of conduct. Note that spouses
of diplomatic personnel have generally unimpeded access to the north
and would not need A&T status.
Work Requirements
The Grantee will manage the U.S. Embassy Nicosia's BSP funds over a
fourteen-month period. The Grantee will:
1. Take direction from the U.S. Embassy's Bicommunal Team via the
Bicommunal Coordinator or other embassy designated individual.
2. Implement programs requested by the U.S. Embassy, via the
Bicommunal Coordinator, to train U.S. Embassy-selected Greek Cypriot
and Turkish Cypriot participants either in the U.S., Cyprus, or a third
country.
3. Implement a minimum of twelve programs with the BSP 2000 funds
within the fourteen-month period.
4. Coordinate with the Program Office any reprogramming of unspent
BSP funds six months prior to the end of the grant.
5. Implement the program which will include, but is not limited to:
Cyprus-based:
(a) Draft Requests for Proposals (RFPs) for approval by the
Bicommunal Coordinator and the U.S. Embassy's Bicommunal Team.
(b) Handle pre-departure logistics, including but not limited to:
invitation letters, international air travel, health insurance for
third-countries, passports, visas, military-service waivers, U.S. tax
forms, and orientation in both communities.
(c) Consult with Bicommunal Coordinator and Public Affairs Officer
(PAO) regarding favorable publicity opportunities.
(d) Issue participant reimbursements for miscellaneous expenses.
(e) Debrief participants in conjunction with Bicommunal
Coordinator.
(f) Maintain accounting control over the funds provided by BSP by
following standard U.S. accounting practices and the requirements of
OMB Circulars A-122 and A-133.
(g) Obtain reports from sub-grantees within sixty (60) days of
program completion for review by the Bicommunal Coordinator and U.S.
Embassy's Bicommunal Team.
U.S.-based:
(h) Issue, receive and evaluate offers from RFPs submitted by
potential sub-grantee(s). Provide recommendations to FOR and Bicommunal
Coordinator.
(i) Negotiate package(s) with Embassy-selected sub-grantee.
(j) Acquire health insurance for participants in U.S.-based
programs.
(k) Issue payments to sub-grantee(s).
(l) Maintain accounting control over the funds provided by BSP by
following standard U.S. accounting practices and the requirements of
OMB Circulars A-122 and A-133.
(m) Obtain reports from sub-grantees within sixty (60) days of
program completion for review by the Bicommunal Coordinator and U.S.
Embassy's Bicommunal Team.
6. Liaison with main office in United States.
7. Maintain office supervision of the Nicosia Field Office. The
person
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responsible for supervising the Nicosia Field Office is required to
visit Cyprus at least twice during the grant for consultations.
8. Ensure the Nicosia Field Office is adequately covered, either
locally or from the U.S. office, during the local Grantee's vacations.
9. Obtain Embassy Nicosia concurrence for other employment, or
membership in organizations, organized political or other activity
which could give the impression of partiality to one side or the other.
10. Establish the Nicosia Field Office complete with phone, fax,
email, and computer with Grantee resources and at the Grantee's
expense.
11. Have the Nicosia Field Office functioning with the employee(s)
in place and work space acquired no later than 45 days from the date
which the Grantee is notified of its bid being accepted, or 5 September
2000, whichever is sooner. The Grantee will have at least half the RFPs
announced by 29 September and at least two programs scheduled to begin
no later than 1 December 2000.
Reporting Requirements
a. The Grantee shall furnish two short monthly reports (a
Chronological Individual Program Update and a Financial Report) on the
status of the programs (including, but not limited to: title, dates,
location, purpose, numbers of participants, sub-grantee, cost of
individual programs, remaining budget, and any problems encountered) of
the requested workshops and activities to the Bicommunal Coordinator on
or before the first Monday of each month. The Embassy Bicommunal Team,
via the Bicommunal Coordinator or other designee, has the authority to
request that additional information be included in the reports if
deemed necessary by the Embassy.
b. Provide A/LM/AQM with one administrative copy of each report.
c. The Grantee shall furnish seven (7) copies of a quarterly report
and a final report in a format similar to the monthly reports to the
Embassy (Bicommunal Coordinator, ADMIN, PAO, ECON/USAID, POL, DCM, and
Ambassador) and one (1) copy to A/LM/AQM and one (1) to the Cyprus Desk
in Washington, DC. The quarterly reports shall include but are not
limited to: title, dates, location, purpose, number of participants,
sub-grantee, cost of individual programs, unspent budget funding, and
any problems encountered by the requested workshops to the Bicommunal
Coordinator no later than September 30, 2000, December 30, 2000, March
30, 2001, June 30, 2001, and September 30, 2001. The Embassy Bicommunal
Team, via the Bicommunal Coordinator or other designee, may request
additional information if required by the Embassy.
d. The Grantee will revise the Administrative Budget during the
seventh month to accurately reflect the actual costs of the programs
and assist in the budgeting of future programs. If actual costs have
exceeded the fifteen (15%) percent of the original budget, a
supplemental report must be submitted to the Grant Officer explaining
the cause, with justification if possible, within ten working days of
the report.
e. The Grantee will provide reports on each completed sub-grant,
ensure that best practices are implemented by all participants, and
make suggestions for programs/economies/efficiencies, as well as
providing management and accounting reports to improve the operation of
BSP.
f. Under no circumstances may the Grantee expend or obligate the
U.S. government for costs in excess of this cooperative agreement.
Part III--Fiscal Information and Evaluation Criteria
Awards are contingent upon the availability of funds. Funding may
be available at a level up to $1.6 million. The precise level of
funding will not be known until legislative action is complete. In
Fiscal Year 1999 the Congress appropriated ``Economic Support Fund'' of
$15,000,000 to be used only for scholarships, administrative support of
the scholarship program, bicommunal projects, and measures aimed at
reunification of the island and designed to reduce tensions and promote
peace and cooperation between the two communities on Cyprus. The
funding for each area varies each year depending upon events and
conditions on the island.
The Department cannot commit funds that may be appropriated in
subsequent fiscal years. This potential multi-year program cannot
receive assured funding unless such funding is supplied out of a single
year's appropriation. Grant agreements may permit the expenditure from
a particular year's grant to be made for up to three years after the
grant's effective date.
Applications
Applications must be prepared and submitted in seven (7) copies in
the form of a statement, the narrative part should not exceed 15 double
spaced pages. A one page executive summary, an itemized budget and
budget summary, and vitae of proposed staff must accompany this, with
the exception of the FOR who may be hired locally after the award.
Applicants may append other information they consider essential,
although bulky submissions are discouraged and run the risk of being
confusing, conflicting, and unclear. The one-page executive summary and
budget submission should precede the narrative in the proposal.
The proposed program should be described fully, including goals and
benefits for cooperation and reunification of the two communities. All
applicants should provide detailed information about their plans and
procedures for advertising, receiving, reviewing, and awarding a
minimum of twelve programs, preferably in bundled RFPs.
A description of affirmative action policies and practices must be
included in the application.
Applications should include certification of compliance with the
provisions: (1) The Drug Free Workplace Act (PL 100-690) in accordance
with Appendix C of 22 CFR 137, Subpart F; and (2) Section 319 of the
Department of Interior and Related Agencies Appropriate Act (PL 101-
121) in accordance with Appendix A of 22 CFR 138, New Restrictions on
Lobbying Activities.
Grants awarded to eligible organizations with less than four years
experience in conducting international exchange programs will be
limited to $60,000.
Budget
Applicants should familiarize themselves with Department of State
grant regulations contained in 22 CFR 145, ``Grants and Cooperative
Agreements with Institutions of Higher Education, Hospitals, and other
Non-profit Organizations'' OMB Circular A-110, ``Grants and Agreements
with Institutes of Higher Education * * * Uniform Administrative
Requirements'', and ``Audits of Institutions of Higher Learning and
other Non-profit Institutions'' OMB Circular A-133, and indicate or
provide the following information:
(1) Whether the organization falls under OMB Circular A-21, ``Cost
Principles for Educational Institutions'', or OMB Circular A-122, ``
Cost Principles for Non-profit Organizations'';
(2) A detailed program budget indicating labor categories, number
of employees proposed, hourly rates, and number of hours proposed,
applicable overhead cost, administrative cost including rent,
utilities, office equipment, travel expenses, supplies,
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etc, and overall indirect rates in cost and by percentage. It is the
desire of the Department of State to have the maximum utilization of
the limited funds used for program operation in lieu of administrative
and indirect cost. A ``Special Note'' to offerors. While the grant may
not be awarded on the basis of lowest overall cost, the program cost to
administrative cost and the direct cost to indirect cost ratios will be
an important issue in the final selection. Applicants requesting funds
to supplement a program having other sources of support should submit a
current budget for it showing how specific lines in the budget would be
affected by the allocation of requested grant funds. Other funding
sources and amounts, when known, should be identified.
(3) The applicant's cost sharing proposal, if applicable containing
appropriate details and cross-references to the requested budget.
(4) The organization's most recent audit report (the most recent
U.S. Government audit report if available) and the name, address, and
point of contact of the audit agency. Notice to Applicants: The
threshold for grants that trigger an audit requirement under OMB
Circular A-133 has been raised from $25,000.00 to $300,000.00.
(5) An indication of the offer's priorities if funding is being
requested for more than one program or activity.
All payments will be made to the recipient through the Department
of State.
Evaluation Factors and Proposal Selection
A Technical Evaluation Panel (TEP) will perform the technical
review from the U.S. Embassy's Bicommunal Team in Nicosia.
A/LM/AQM will make the final selection after reviewing evaluation
results and recommendations from the TEP. The applicant should describe
its overall organizational and management structure. Domestic and
international. It should describe how the capabilities of this
structure will compliment actual operation and success of the program.
It should describe all previous experience with similar programs and
layout tentative operational plans that demonstrate complete
understanding of the requirements of the Statement of Work. The
proposal should reflect the institution's expertise in international
affairs, especially those that pertain to the current political,
economic, and social environment on the island of Cyprus. Since the BSP
focuses on bringing together the Greek Cypriot and Turkish Cypriot
communities on Cyprus, a perception of total impartiality in the
application will also be a tantamount issue. The proposal should also
demonstrate the applicant's overall management approach is rational and
within reason. The technical elements of the proposal will be
significantly more important than the cost proposal in the final
selection process. The applicant should specifically address each of
the evaluation criteria elements identified below. The proposal should
address succinctly, but completely, the elements described below and
follow the format requirements. Proposals should include the following
items:
TAB A--Table of Contents and Executive Summary
TAB B--Narrative
The narrative should demonstrate proven ability to handle logistics
as well as include the U.S. institution's mission and date of
establishment.
TAB C--Budget Submission
The budget included with the proposal should be broken down into
the administrative direct cost of the program and the indirect cost.
Direct costs are those costs that are totally attributed to the cost of
the program. Indirect costs are those costs that are attributed to the
overall operation of the organization.
TAB D--Past Performance References
At a minimum, the applicant will provide the following information
for three references:
<bullet> Name of the referenced organization
<bullet> Project name
<bullet> Project description
<bullet> Performance period of the contract/grant
<bullet> Amount of the contract/grant
<bullet> Technical contact person and telephone number for referenced
organization
<bullet> Administrative contact person and telephone number for
referenced organization
A/LM/AQM may contact representatives from the organizations cited
in the examples to obtain information on the applicant's past
performance. A/LM/AQM also may obtain past performance information from
sources other than those identified by the applicant.
Resumes
Resumes of any key program staff, except the proposed FOR should be
included in the submission. Proposed personnel and institutional
resources should be adequate and appropriate to achieve the program's
goals. Resume should not exceed two pages.
The proposals will be considered on the following criteria in
priority order:
A. Organizational Capabilities
1. Organizational experience and/or knowledge of the political,
economic, and social environment on Cyprus.
2. Demonstrates sensitivity to political and cultural concerns of a
divided Cyprus.
3. Demonstrates an understanding of the program.
4. Qualifications and experience of corporate staff.
5. The organizational structure and management capabilities of the
offeror.
6. The international structure and experience of the offeror.
B. Program Capabilities
1. Ability to have Nicosia Field Office open by 21 August 2000.
2. Demonstrates understanding of program and experience and
knowledge to provide the development of the Bicommunal programs.
C. Program/Administrative and Direct/Indirect Cost Comparisons and
Overall Cost
Proposal Deadline
Seven copies of the proposal should be submitted by 30 June 2000, 4
pm local time to:
An Application sent by mail must be addressed to: Dr. Holly Peirce,
Bicommunal Coordinator, American Embassy Nicosia, FPO, AE 09836.
An application that is hand delivered must be to: American Embassy,
North Gate, Metochiou and Ploutarchou Streets, Engomi, Nicosia, Cyprus,
Attention: Holly Peirce (x2064) or Rita Shipillis (x2605).
Scott McDonald,
Post Management Officer, Bureau of European Affairs, Department of
State.
[FR Doc. 00-13538 Filed 5-30-00; 8:45 am]
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