United States

Department of State

Dear Implementing Partner:

The United States Government, as represented by the United States Department of State (DoS) and its Office of Weapons Removal and Abatement (PM/WRA), is seeking applications from qualified organizations to support components of its strategic objectives to: 1) advance sustain-

able development and global interests by providing a humanitarian response to the harmful social and economic effects generated by landmines, unexploded ordnance (UXO), abandoned ordnance (AO), small arms/light weapons (SA/LW) and man portable air-defense systems (MANPADS) and2) advance peace and security. The purpose of this Request for Applications (RFA) is twofold:1) to describe PM/WRA’s strategic framework for which applications are sought, including specific categories of interest; and 2) to explain the process and criteria for evaluating applications.

Under this Fiscal Year2008RFA, PM/WRAmay allocate approximately $3.0-$3.5 million coveringsixspecific categories of interest. PM/WRA is open to the number of awards made, but it is anticipated that at least one award will be made under each of the project categories. Depending on the quality of proposals, as well as changes in programming assumptions, PM/WRA reserves the right to make no awards. All awards are subject to the availability of funds.

This RFA seeks applications for activities that are relevant to PM/WRA’s goals and objectives that will result in achievement of or significant progress toward reinforcing country programs;increasing SA/LW destruction;expanding mine action, SA/LW, and MANPADS knowledge base and information exchange;supporting outreach/public awareness;stimulating and rewarding creative thinking;and fusing impact survey data, surveillance data and land release methodologies. Cost sharing/matching and counterpart contributions are encouraged and will be viewed favorably. However, PM/WRA is not requiring cost sharing and counterpart contributions under this RFA.

This RFA is issued under the Foreign Assistance Act of 1961, as amended, which requires that those funds have a direct impact on or be used for humanitarian assistance programs. Therefore, proposed projects must include an international connection or component and be consistent with and support U.S. humanitarian programs abroad.

Sincerely,

Marcus Carpenter

Grants Officer, PM/WRA

1

ATTACHMENT 2

REQUEST FOR APPLICATIONS (RFA) GUIDELINES

A.STRATEGIC FRAMEWORK

The Office of Weapons Removal and Abatement (PM/WRA) exercises oversight of all U.S. Department of State humanitarian mine action efforts as well as policy and programs relating to landmines, small arms/light weapons and other explosive remnants of war. Its mission is “to develop policy options, implement destruction and mitigation programs and engage civil society in order to reduce the harmful world wide effects generated by indiscriminately used, illicit and abandoned conventional weapons of war.”

Close collaboration with implementing partners isa key element ofPM/WRA’s success. Along with its other partners in the international community and other USG agencies, PM/WRA continues to rely on the NGO community to implement many of its activities. These activities help PM/WRA achieve U.S. strategic objectives.

B.PROGRAM CATEGORIES

This is a competitive solicitation that seeks to fund a limited number of targeted and innovative activities. Note what is new:

  • Larger dollar value awards with an approximately $100,000 minimum (except in Category 2-Private Sector Engagement and Category 3-Matching Grants where other limits apply). This change is designed to increase PM/WRA return on investment;
  • Category for SA/LW destruction;
  • Renewed focus on creative and unique ideas and concepts; and
  • Period of activity should be stated in months (18 or less) with an anticipated start date on or before September 30, 2008.

PM/WRA is seeking applications in the following sixcategories:

1. “Destruction” - Weapons Destruction Projects: One of PM/WRA’sprimary goals is to reduce the illicit trafficking in small arms/light weapons by improving stockpile security and supporting weapons destruction programs. This includes destruction of surplus ammunition and unstable ordnance that have exceeded their serviceable shelf life. Applicants are requested to submit proposals targeted at reducing the SA/LW threat in regions or countries where it is currently feasible to engage in these activities. Activities would include, but are not limited to:

  • identification and collection of weapons;
  • destructionof and/or securing weapons;
  • inventory control and record keeping;
  • host country capacity training and development;
  • any other activities that would increase the efficiency, effectives and safety of destruction efforts and meet PM/WRA’s goals; and,
  • studies, models or research that identify factors within SA/LW destruction programs which may prevent the return to violence are also requested.

2. “Private Sector Engagement” – Increasing Awareness and Financial Support: PM/WRA encourages the participation of civil society and the private sector in solving the problem posed by indiscriminately used weapons of war. Applicants are requested to submit proposals that create new funding sources or engage new sectors, organizations or communities to generate financial and/or in-kind resources for mine clearance, survivors’ assistance or SA/LW abatement. Proposals should not be submitted simply to cover core or operating costs or to underwrite feasibility studies. In selecting grantees, priority will be given to projects that reach a wide domestic and international audience and/or have a broad and measurable impact.

Note: The total amount available for Private Sector Engagement grants in this RFA cycle is limited. Proposals submitted under this category should seek funding from PM/WRA in the $40,000 - $50,000 range.

3. “Matching Grants”- for WRA Target Countries: Individual grants in the $40,000 to $100,000 range will be made available to match an equal or greater amount of funds raised from non-U.S. Government sources and devoted to mine clearance and conventional weapons destruction projects. In rare cases, PM/WRA will consider making available matching funds for mine survivors’ assistance programs. In all cases, proposed projects submitted under this category must be consistent with and support U.S. humanitarian mine action and conventional weapons destruction goals and objectives in the target countries (outlined in Attachment 4, Excerpts from Individual Country Plans), and must have an operational component. Matching funds cannot be used to underwrite fundraising activities. Organizations that primarily engage in fundraising should establish and clearly delineate in the grant application both a project-oriented use of the funds and a sub-grant/partnership arrangement with an operational entity that will carry out that project.

Note: Funds raised by applicants must be new money,that is, money raised or available as a result of a new or specific initiative or campaign or event that is tied to U.S. matching funds. Applicants must clearly indicate in their application how, when and where non-U.S. Government funds will be raised. PM/WRA reserves the right to withhold funding of any matching grant until confirmation that an equal or greater amount has been raised by the grantee.

4. “Retrain/Reintegration” - of Personnel from Humanitarian Mine Action Activities: Throughout the world, countries are achieving their stated mine clearance objectives and are finding it difficult and expensive to retain large numbers of landmine and UXO clearance personnel. These personnel, many of whom have been working diligently for years, must now find new jobs. PM/WRA believes they should receive the resources and training to learn new skills. Proposals are requested that identify projects or approaches that retrain and reintegrate former deminers.

5. “Innovation” - Unsolicited Applications that Further the Goals and Objectives of PM/WRA: PM/WRA is seeking fresh ideas and out of the box thinking to meet its goals and objectives. Applicants are encouraged to submit original projects that will make adifference in mine action and conventional weapons destruction.

6. “Fusing Data” - Impact Survey, Impact Surveillance, Land Release and National Planning: The Landmine Impact Survey process has proven to be a valuable tool in producing a comprehensive picture of the hazardous impacts generated by landmines and unexploded ordnance within a surveyed country. Data from these surveys is essential to crafting sound national strategic plans, prioritizing work and making appropriate resource allocation decisions. Unfortunately, landmine impact surveys present a picture of a country’s hazards as they appeared only during the months that the survey was conducted. They also, by design, overestimate the amount of contaminated land. Recorded hazards can change over time due to population movements, new land use patterns or changing economic conditions. Some mine affected countries have developed surveillance mechanisms to update impact data periodically with new information obtained either through technical surveys, victim data or other sources that, in some cases, are proving more useful than impact survey results. Similarly, efforts have been initiated in many countries to resurvey or reduce by observation large swaths of land originally suspected of being hazardous. Such actions are in many ways the most cost-effective means of releasing land for use. But such activities are not without some degree of attendant risk. It is essential that the mine action community develop sound methodologies to fuse impact survey data, surveillance data, and land release methodologies into ongoing strategic planning processes. Grant funding would go to programs, studies and pilot projects aimed at developing sound methodologies and practical standards for integrating these activities.

C.GRANT GUIDELINES

Allcandidatesare encouraged to carefully follow the instructions in this RFA to be sure they conform to the submittal requirements. Failure to follow the formats may indicate a lack of demonstrated capability and cause the proposal to be rejected. In addition to following the required format, there are two proposal submittal requirementsbefore the deadline of midnight December 14, 2007: (1) Applicantsare requested to apply via the New applicantsshould give special emphasis toGetting Started to begin the application process, including the requirements for applicantsto obtain a DUNS number if one has not yet been obtained, and to register in the Central Contractor Registration (CCR) database. (2) Concurrently,the entire grant application should be e-mailed to the PM/WRA Grants Officer, Marcus Carpenter (). Note: Attachment 5 and Attachment 6 are useful tutorials to new applicants on how get help on and how to obtain a DUNS number and register in the CCR. Caution – Registration takes time. Applicants are encouraged to start early in the process and to download Adobe 8.1.1 to their computer before submitting the application package.

The total applicationis limited to 11 pages. Itshall consist of three files: Executive Summary/Technical Proposal, Budget/Cost Proposal, and Annex (including the signed SF424, Application for Financial Assistance). Naming conventions for these files are contained in Attachment 7, Proposal Outline and Guidelines. The electronic copies of the proposal shall be submitted in a format readable by Microsoft Office 2003 and pdf files. Data files shall be accessible by an IBM-compatible computer running Microsoft Windows XP. Each applicantshall submit electronic files that are free of viruses. Note: that applications submitted after the deadline will not be considered in this RFA period by PM/WRA.

Any questions should be submitted via e-mail to Grants Officer, Marcus Carpenter () by 5:00 p.m. Eastern Standard Time (EST), November 16, 2007. Within one week, all questions and responses will be posted on the grants.gov web site under the grant announcement. Questions submitted after this deadline or verbal questions posed to PM/WRA officials will not receive a response.

All proposals must be submitted in English and should address one of the six categories of interest. Proposals are normally 12 months in duration but shorter or longer periods will be considered. In no event should proposals exceed 18 months. Resulting grants will be funded using FY08 funds. To be considered eligible for an award, the proposal period of performance must start on or before September 30, 2008 (the end of the Government’sfiscal year).

Awards to U.S. organizations will be in accordance with 22 CFR Part 145 - Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations, Office of Management and Budget (OMB) Circulars, and the applicable additional Standard Provisions for U.S. Non-Governmental Recipients. For non-U.S. organizations, awards will be administered under DoS standard provisions.

Issuance of this RFA does not constitute a commitment on the part of PM/WRA or the U.S. Government (USG) to make any awards, nor does it commit the USG or PM/WRA to pay for costs incurred in the preparation and submission of an application. Moreover, the USG reserves the right to reject any or all applications received.

Applications proposing activities that are politically partisan or involve religious proselytizing will not be considered. PM/WRA funds cannot be used for major construction or structural renovations, and applications proposing the use of PM/WRA funds to cover shipping costs for equipment and supplies are strongly discouraged. However, local procurement of equipment and supplies is considered legitimate.

A summary of theapplication is provided below. Applicants should be thorough yet succinct; the total application should be limited to 11 pages. Refer to the appropriate Attachment for in-depth guidance and required formats.

1.0 Executive Summary (Attachment 1)

In two or three paragraphs,briefly outline the proposed project and its objectives using the required format provided in Attachment 1. The summary should be prepared after the proposal has been developed in order to encompass all the key points necessary to communicate the objectives of the project. It is this document that becomes the cornerstone of the proposal and itis the first part of the application package seen by agency officials. It will be carefully reviewed before a decision is made to consider the project any further. Note: It is mandatory to identify one of the six Categories and list it by Category number and abbreviated Category name forwhich the candidate is applying. For example: Category 1 – Destruction.

2.0Technical Proposal (Attachment 2)

Proposals should follow the outline provided andpresent activities which contribute to the achievement of PM/WRA’s goals and objectives with an emphasis on one of the sixCategories solicited. Detailed guidance is provided in Attachment 2.

3.0.Cost Proposal (Attachment 3)

Budgets should include sufficient detail and explanatory notes to facilitate review. They should indicate clearly which costs are to be covered with PM/WRA funds and which costs will be covered by other sources. Detailed guidance is provided in Attachment 3. The format should follow the outline, including Sample Budget and Narrative.

4.0Annex

Detailed information should be put in the annex as not to distract from the proposal itself. Examples of information that belong in the annex include the signed SF 424 (Application for Federal Assistance), C.V.s of key personnel, Negotiated Indirect Cost Rates (NICRA), other supporting cost data, and letters of intent, if applicable.

D.ELIGIBILITY CRITERIA

The primary grant recipient must be a American non-governmental organization (NGO), International NGO (INGO) or International Public Organization (IPO) that is legally registered or incorporated in the United States, Nation of Origin or the United Nations. Within the Technical Proposal (see Attachment 2, paragraph 2.1 Introduction: Credibility of Applicant or Organization), the applicant should provide a narrative that list specific examples of achievements and strengths, and substantiate that the applicant has:

  • Adequate financial resources or the ability to obtain such resources as required during the performance of the grant agreement.
  • The ability to comply with grant agreement terms and conditions.
  • A satisfactory record of integrity and business ethics.
  • A satisfactory record of performance. In the absence of evidence to the contrary or circumstances properly beyond the control of the applicant, applicants who areor have been deficient in current or recent performance shall be presumed to beunable to meet this requirement. Past unsatisfactory performance, such as failure to make progress, delinquent or deficient reporting, and/or improper management,will ordinarilybe sufficient to justify a determination of non-responsibility, unless there is clearevidence of subsequent satisfactory performance.
  • Relevant documents of legal status, such as registration or 501(c)(3) status.

Note: Organizations that have received grants from PM/WRA for three or more years need only list those grants (not to exceed 10 grants) as sufficient documentation on the Introduction: Credibility of the Applicant or Organization. An applicant’s fulfillment of all terms and conditions of any previous grant will be considered a factor in reviewing current and future grant applications.

PM/WRA has the right to request applicant’s audited financial statements for the past threeyear period. Theseaudits must have been conducted by a certified public accountant or anotherauditor satisfactory to PM/WRA and DoS. PM/WRA also has the right torequest anapplicant’s projected budget, cash flow, organization chart, and pastperformance references, as well as copies of accounting, personnel, travel, procurementand property management manuals if deemed necessary. PM/WRA reserves the right to reject the proposal of any applicant who fails to produce thesedocuments at its request.

E.GRANT APPROVAL PROCESS

PM/WRA is responsible for soliciting and reviewing all proposalssubmitted for consideration. Eligible applicants will be competitively reviewed according to the criteria below. These criteria are not rank-ordered and all carry equal weight in the proposal evaluation. Duringthe review process conducted by PM/WRA staff and leadership, priority will be given to those applicants demonstrating the following:

  • Significance: Does the proposal address an important problem relevant to PM/WRA’s mission? If the aims of the application are achieved, how will knowledge be advanced? Does the proposal develop newtechnologies and will the technology have a competitive advantage over existing/alternate technologies that can meet the market needs?
  • Approach: Are the conceptual framework, design, methods, and analyses adequately developed, well-integrated, and appropriate to the aims of the project? Is the proposed plan a sound approach for establishing technical and commercial feasibility? Does the applicant acknowledge potential problem areas and consider alternative strategies? Are the milestones and evaluation procedures appropriate?
  • Innovation: Does the project challenge existing paradigms or employ novel technologies, approaches or methodologies? Are the aims original and innovative?
  • Personnel: Arethe organization and key personnel capable of coordinating and managing the proposed project? Is the work proposed appropriate to the experience level of the key personnel and others, including consultants and subcontractors (if any)?
  • Environment: Is there sufficient access to resources (e.g., equipment, facilities)? Does the technological environment in which the work will be done contribute to the probability of success? Is the proposed project viable in the current political environment?

Based on reviews for responsiveness to project guidelines, financial feasibility andorganizational capacity as outlined in this solicitation, all relevant proposals will be reviewed technically, then submitted to a formalGrant Executive Review Board for final review, rank order and decision. All applicants will be notified in writing of the result of this competitive solicitation. It is anticipated that this review process will be completed and applicants notified in the mid-February timeframe.