Bureau of Democracy, Human Rights, and Labor Request for Proposals: Lifeline: Embattled NGOs Assistance Fund

PLEASE NOTE: DRL strongly urges applicants to access immediately www.grants.gov in order to obtain a username and password. It may take up to a week to register with grants.gov. Please see the section titled “DEADLINE AND SUBMISSION INSTRUCTIONS” below for specific instructions.

Lifeline: Embattled NGOs Assistance Fund Background:

As noted in Secretary Clinton’s speech, “Civil Society: Supporting Democracy in the 21^st Century,” which was delivered in July 2010 at the Community of Democracies meeting in Krakow, Poland, civil society organizations promoting and protecting human rights around the world are facing increased levels of harassment and repression, including violence and intimidation, legal and financial restrictions, and the outright banning of some groups. The goal of Lifeline: Embattled NGOs Assistance Fund is to assist embattled local watchdog and advocacy NGOs around the globe via the provision of emergency support and/or small grants to implement discrete program activities and by supporting their efforts to raise international awareness of their threatened situation.

Summary:

DRL seeks proposals for effective and rapid methods to conduct the following two activities: 1) provide emergency assistance for embattled local civil society organizations; and 2) provide small grants to local civil society organizations for discrete program activities. First, the Lifeline program will provide watchdog and advocacy NGOs and their staff under siege with small amounts of emergency assistance including, but not limited to, providing funds for legal representation, appeals, and trial monitoring; medical bills arising from abuse; transportation costs for prison visitation for incarcerated members; and equipment replacement for equipment damaged or confiscated as a result of harassment. Second, in addition to providing support to meet emergency needs, the program will provide small grants to local civil society organizations to support discrete project activities including, but not limited to, sending a delegation of local NGO representatives to international meetings to raise international awareness about and foster support for civil society; initiating a public advocacy campaign within countries to oppose repressive measures; and providing opportunities to network regionally with other civil societies under siege to exchange best practices and share legal expertise.

DRL will award a cooperative agreement to a consortium of international NGOs with global reach, with one lead organization serving as the primary recipient/applicant. The consortium must include a minimum of at least three international NGOs from other (non-U.S.) geographic regions who will participate in implementing program activities. Consortium members must demonstrate strong ties to local NGOs across the globe who can serve as local partners as appropriate.

The lead NGO will be required to develop a detailed program plan outlining the role and responsibilities of the other international NGO partners in the consortium and the review criteria for emergency assistance and small grants. The lead applicant should submit a letter of intent from each international partner organization in the consortium.

The primary applicant must be a non-profit organization registered in the U.S. and meet the provisions described in Internal Revenue Code section 26 USC 501(c) (3) and have demonstrated experience administering successful projects in various countries. (See section on Applicant/Organization below for more information.)

Proposals should allocate requested funding to provide as much direct assistance to embattled NGOs as possible and keep overhead costs to a minimum. The emergency support funds would be distributed to recipients through the recipient(s)’ local partners and/or networks. The recipient shall obtain receipts and/or reimbursement documentation for all expenditures over $10,000 and for those under $10,000 to the fullest extent possible.

Organizational Expertise: The consortium should ensure that it has a solid reach in all geographic regions and can maintain, through a demonstrated track record, strong relationships with experienced, reliable, local partner NGOs across the globe. Strategies to develop stronger contacts to improve the administration of the program can be included, but associated costs must be reasonable and kept to a minimum.

Organization Vetting: Vetting will be required in accordance with the Department’s standard vetting procedures.

Funding Process for Emergency Assistance: DRL will negotiate with the recipient the conditions and criteria under which emergency assistance will be provided. The DRL recipient must transmit information to the appropriate DRL officer who would work with the relevant USG officers to vet and evaluate the legitimacy of the request. Applicants should include their plan for publicizing/raising awareness of the Fund’s existence in the Program Planning section of the proposal.

Funding Process for Small Grants: DRL will negotiate with the recipient the conditions and criteria under which these small grants will be awarded. Activities that may be considered for support include, but are not limited to, sending a delegation of local NGO representatives to international meetings to raise international awareness about and foster support for civil society; initiating a public advocacy campaign within countries to oppose repressive measures; and providing opportunities to network regionally with other civil societies under siege to exchange best practices and share legal expertise.

All final decisions are made by DRL and all recipients will comply with the same standards, laws, and regulations with which other DOS grantees/recipients comply.

TECHNICAL REQUIREMENTS

Proposals should conform to DRL’s posted Proposal Submission Instructions (PSI), available at http://www.state.gov/g/drl/p/c12302.htm. (For this solicitation, applicants must use the Revised PSI dated March 2010.)

Proposals that do not meet the requirements of the announcement and PSI may not be considered. Proposals that request less than the award floor or more than the award ceiling will be deemed technically ineligible.

For all application documents, please ensure that:

1) All pages are numbered, including budgets and attachments;

2) All documents are formatted to 8 ½ x 11 paper; and

3) All Microsoft Word documents are single-spaced, 12 point Times New Roman font, with a minimum of 1-inch margins.

Complete applications should include the following for proposal submission:

1) Completed and signed SF-424, SF-424a (Budget Summary) and SF424b (Assurances), most recent A-133 Audit, and Certifications Regarding Lobbying forms as directed on www.grants.gov.

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 one [1] page in Microsoft Word) that includes:

a) Name and contact information for the project’s main point of contact,
b) A one-paragraph “statement of work” or synopsis of the program and its expected results,
c) A concise breakdown of the project’s objectives and activities,
d) The total amount of funding requested and program length, and
e) A brief statement on how the project is innovative and 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 and NICRA. 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 four specific criteria (Quality of Program, Program Planning/Ability to Achieve Objectives, Multiplier Effect/Sustainability, and Institution’s Record and Capacity). Details about these criteria are described in the Review Process section below.

5) 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 order the budget narrative as presented in the detailed budget. Primarily Headquarters- and Field-based personnel costs should include a clarification on the roles and responsibilities of key staff and percentage of time devoted to the project. In addition, cost-effectiveness is one of the key criteria for rating the competitiveness of a program proposal. Applicants that include cost share in their budget should note that cost share is considered a commitment and that the recipient will be held responsible for meeting the amount of cost share included. It is recommended that budget narratives address the overall cost-effectiveness of the proposal, including any cost share offered (see the PSI for more information on cost-sharing and cost-effectiveness).

6) Detailed Line-item Budget (in Microsoft Excel or similar spreadsheet format) that contains three [3] columns including DRL request, any cost-sharing contribution, and total budget. A summary budget should also be included using the OMB-approved budget categories (see SF-424 as a sample). See the PSI for more information on budget format. Costs must be in U.S. Dollars.

7) Attachments (not to exceed seven [7] pages total, preferably in Microsoft Word) that include the following in order:

a) Pages 1-2: Monitoring and Evaluation Plan (see PSI for more information on this section).
b) Page 3: Roles and responsibilities of key program personnel with short bios that highlight relevant professional experience. Given the limited space, CVs are not recommended for submission.
c) Page 4: Timeline of the overall proposal. Components should include activities, evaluation efforts, and program closeout.
d) Page 5-7: Additional optional attachments. Attachments may include additional timeline information, letters of support, Memoranda of Understanding/agreements, etc. For applicants with a large number of letters/MOUs, it may be useful to provide a list of the organizations/government agencies that support the program rather than the actual documentation.

8) If your organization has a negotiated indirect cost rate agreement (NICRA) and includes NICRA charges in the budget, your latest approved/valid NICRA agreement should be sent as a .pdf file. This document will not be reviewed by the panelists, but rather used by program and grant staff if the submission is recommended for funding. Hence, this document does not count against the submission page limitations. If your organization does not have a NICRA agreement with a cognizant agency, the proposal budget should not have a line item for indirect cost charges. Rather, any costs that may be considered as indirect costs should be included in specific budget line items as direct costs. Furthermore, if your proposal involves sub-grants to organizations charging indirect costs, and those organizations also have a NICRA, please submit the applicable NICRA as a .pdf file (see the PSI for more information on indirect cost rate).

Organizations must also fill out and submit SF-424, SF-424A, and SF-424B forms, including the mandatory Lobbying Certifications statement, as directed on www.grants.gov. Please refer to the PSI for directions on how to complete the forms.

Note: To ensure all applications receive a balanced evaluation, the DRL Review Committee will review the requested section only up to the page limit and no further. DRL encourages organizations to use the given space effectively.

Additional Information

Before applying, all applicants are encouraged to call DRL.

The Bureau anticipates awarding a cooperative agreement in early 2011. The bulk of funding activities should take place during a two- to three-year time frame. Projects that leverage resources from funds internal to the organization or other sources, such as public-private partnerships, will be highly considered. Projects that have a strong academic or research focus will not be highly considered. Cost sharing is strongly encouraged, and cost-sharing contributions should be outlined in the proposal, budget, and budget narrative.

Pending availability of funds, USD $2,000,000 total is expected to be available for projects that address the parameters above. The Bureau anticipates granting one award totaling USD $2,000,000 in FY2010 to support the program and administrative costs required to implement this initiative. Additional future funding may be possible, pending the availability of resources.

DRL will not consider proposals that reflect any type of support for any member, affiliate, or representative of a designated terrorist organization whether or not they are elected members of government.

The information contained in this solicitation is binding and may not be modified by any Bureau representative. Explanatory information provided by the Bureau that contradicts this language will not be binding. Issuance of the solicitation does not constitute an award commitment on the part of the Government. The Bureau reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of the program evaluation requirements.

This request for proposals will appear on www.grants.gov and DRL’s website, www.state.gov/g/drl.

APPLICANT/ORGANIZATION CRITERIA
Lead applicants submitting proposals must meet the following criteria:

• Be a U.S. non-profit organization meeting the provisions described in Internal Revenue Code section 26 USC 501(c) (3) or a comparable organization headquartered internationally.
• Have demonstrated experience administering successful and preferably similar projects. DRL reserves the right to request additional background information on organizations that do not have previous experience administering federal grant awards. These applicants may be subject to limited funding on a pilot basis.
• Be a registered user of grants.gov.
• Have existing, or the capacity to develop, active partnerships with in-country entities and relevant stakeholders including industry and non-government organizations.
• Organizations must form consortia and submit a joint proposal. However, one organization must be designated as the lead applicant.
• An OMB policy directive published in the Federal Register on Friday, June 27, 2003, requires that all organizations applying for Federal grants or cooperative agreements must provide a Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS) number when applying for all Federal grants or cooperative agreements on or after October 1, 2003. Please reference http://www.whitehouse.gov/omb/fedreg/062703_grant_identifier.pdf for the complete OMB policy directive.

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. DRL and the Grants Office reserve the right to request any additional programmatic and/or financial information regarding the proposal.

Proposals will be funded based on an evaluation of how the proposal meets the solicitation review criteria, U.S. foreign policy objectives, and the priority needs of DRL. A Department of State Review Committee will evaluate proposals submitted under this request. Each proposal will be rated along six criteria. Review criteria will include:

1) Quality of Program Idea

Proposals should be responsive to the solicitation and should exhibit originality, substance, precision, and relevance to the Bureau's mission of promoting human rights and democracy.

2) Program Planning/Ability to Achieve Objectives

A strong proposal will include a clear articulation of how the proposed program activities will contribute to the overall program objectives, and each activity will be clearly developed and detailed. A relevant work plan should demonstrate substantive undertakings and the logistical capacity of the organization. The work plan should adhere to the program overview and guidelines described above. Objectives should be ambitious, yet measurable and achievable. For complete proposals, applicants should provide a monthly timeline of project activities. Proposals should address how the program will engage relevant stakeholders and should identify local partners as appropriate. If local partners have been identified, the Bureau strongly encourages applicants to submit letters of support from proposed in-country partners. Organizations also should identify and address gender considerations in all proposed program activities, and must provide specific means, measures, and corresponding targets to address them. As appropriate, organizations should also explain how the program plan addresses the participation and needs of people with disabilities. Additionally, applicants should describe the division of labor among the direct applicant and any local partners. If applicable, proposals should identify target areas for activities, target participant groups or selection criteria for participants, and purpose/criteria for sub-grantees, among other pertinent details. In particularly challenging operating environments, proposals should include contingency plans for overcoming potential difficulties in executing the original work plan.

3) Multiplier Effect/Sustainability

Proposals should clearly delineate how elements of their program will have a multiplier effect and be sustainable beyond the life of the cooperative agreement. A good multiplier effect may include, but is not limited to, plans to build lasting networks for direct and indirect beneficiaries, follow-on training and mentoring, and continued use of project deliverables. A strong sustainability plan may include demonstrating capacity-building results or garnering other donor support after DRL funding ceases.

4) Program Monitoring and Evaluation (M&E) Plan

Programs should demonstrate the capacity for engaging in outcome-based evaluations and identify outputs and outcomes to measure how program activities will achieve the program’s strategic objectives. The M&E Plan should include output- and outcome-based indicators, baseline and target for each indicator, disaggregation, if applicable, monitoring and evaluation tools, data source(s), and frequency of monitoring and evaluation. For a more detailed explanation of what DRL is seeking in the M&E Plan, please see the PSI and the DRL Monitoring and Evaluation Primer (www.state.gov/g/drl/p/c12302.htm). Projects that propose an independent evaluation, including a mid-term and final assessment, with a clear monitoring and evaluation plan will be viewed favorably in this category.

5) Institution’s Record and Capacity

The Bureau will consider the past performance of prior recipients and the demonstrated potential of new applicants. Proposals should demonstrate an institutional record of successful programs, 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. Roles, responsibilities, and brief bios demonstrating relevant professional experience of primary staff should be provided as one of the main attachments.

6) Cost Effectiveness

The administrative, including salaries and honoraria, and overhead components of the proposal should be kept as low as possible. All other items should be necessary and appropriate. Given that the majority of DRL-funded programs take place overseas, U.S.-based costs should be kept to a minimum. Cost sharing is strongly encouraged and is viewed favorably by DRL reviewers. For a more detailed description of how DRL evaluates the cost effectiveness of its proposals, please see the PSI.

DEADLINE AND SUBMISSION INSTRUCTIONS

Applicants must submit proposals using www.grants.gov by 11:59 p.m. Eastern Standard Time (EST) on March 7, 2011. Please note that over the next several months www.grants.gov will experience higher than normal application volume due to Recovery Act-related opportunities. DRL will still require applications to be submitted via www.grants.gov but will work with applicants who have trouble in the actual submission process.

Several of the steps in the www.grants.gov registration process can take several weeks. Therefore, applicants should check with appropriate staff within their organizations immediately after reviewing this solicitation to confirm or determine their registration status with grants.gov.

Please note: In order to safeguard the security of applicants’ electronic information, www.grants.gov utilizes a credential provider to confirm, with certainty, the applicant organization’s credentials. The credential provider for www.grants.gov is Operational Research Consultants (ORC). Applicants MUST register with ORC to receive a username and password which you will need to register with www.grants.gov as an authorized organization representative (AOR). Once your organization’s E-Business point of contact has assigned these rights, you will be authorized to submit grant applications through www.grants.gov on behalf of your organization.

Each organization will need to be registered with the Central Contractor Registry (CCR), and you will need to have your organization’s DUNS number available to complete this process. For more information regarding the DUNS number, please visit www.dnb.com or call 1-866-705-5711. After your organization registers with the CCR, you must wait approximately three to five business days before you can obtain a username and password. This may delay your ability to post your proposal. Therefore, DRL strongly urges applicants to begin this process on www.grants.gov well in advance of the submission deadline.

No exceptions will be made for organizations that have not completed the necessary steps to post applications on www.grants.gov.

Once registered, the amount of time it can take to upload an application will vary depending on a variety of factors including the size of the application and the speed of your Internet connection. In addition, validation of an electronic submission via www.grants.gov can take up to two business days. Therefore, we strongly recommend that you not wait until the application deadline to begin the submission process through www.grants.gov.

The www.grants.gov website includes extensive information on all phases/aspects of the www.grants.gov process, including an extensive section on frequently asked questions, located under the “For Applicants” section of the website. DRL strongly recommends that all potential applicants review thoroughly www.grants.gov, well in advance of submitting a proposal through the www.grants.gov system.

Direct all questions regarding www.grants.gov registration and submission to:

www.grants.gov Customer Support
Contact Center Phone: 800-518-4726
Business Hours: Monday – Friday, 7AM – 9PM Eastern Standard Time
Email: support@grants.gov

Applicants have until midnight (12:00 a.m.) EST of the closing date to ensure that their entire application has been uploaded to www.grants.gov. There are no exceptions to the above deadline. Applications uploaded to the site after midnight of the application deadline date will be automatically rejected by the www.grants.gov system and will be technically ineligible.

Please refer to www.grants.gov 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 www.grants.gov upon the successful submission of an application. Again, validation of an electronic submission via www.grants.govcan take up to two business days. DRL will not notify you upon receipt of electronic applications.

Faxed, couriered, or emailed documents will not be accepted at any time. Applicants must follow all formatting instructions in this document and the PSI.

It is the responsibility of all applicants to ensure that proposals have been received by www.grants.gov in their entirety. DRL bears no responsibility for data errors resulting from transmission or conversion processes.

ADDITIONAL INFORMATION

The information contained in this solicitation is binding and may not be modified by any Bureau representative. Explanatory information provided by the Bureau that contradicts this language will not be binding. Issuance of the solicitation does not constitute an award commitment on the part of the Government. The Bureau reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of the program evaluation requirements.

This request for proposals will appear on www.grants.gov and DRL’s website www.state.gov/g/drl.

FOR FURTHER INFORMATION
For questions related to proposal submissions, please contact Emily Stanfield at (202) 663-2886 or via email StanfieldE@state.gov.

Once the RFP deadline has passed, U.S. Government officials—including those in the Bureau, the Department, and at embassies/missions overseas—must not discuss this competition with applicants until the entire proposal review process is completed.