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Office to Monitor and Combat Trafficking in Persons 2008 Conference for Potential Bidders: Information and Technical Assistance for Fiscal Year 2009 Grant Solicitations

Office to Monitor and Combat Trafficking in Persons
Presentations at the Conference for Potential Bidders
Washington, DC
December 4, 2008

The Office to Monitor and Combat Trafficking in Persons (G/TIP) hosted the 2008 Conference for Potential Bidders on December 4, 2008 to provide information and technical assistance regarding the upcoming Fiscal Year 2009 grant solicitations. Speaker's presentations are included below for reference.

2009 G/TIP Grant Solicitation
Jane Nady Sigmon, PhD
Senior Coordinator for International Programs

Welcome

  • G/TIP International Programs Section is pleased to host this 2nd Annual Bidders’ Conference
  • The Agenda for this year is shorter. Based on the evaluations we received last year, we are focusing on the solicitation and what we expect to see in proposals. We will finish near 3 p.m. today. (Please give us your evaluation today before you leave)
  • Today’s presentations will be posted on our website, www.state.gov/g/tip, early next week for those who cannot be here. Thus we have many slides

G/TIP Programs

  • G/TIP Programs have grown significantly in recent years. (150+ grants)
  • Since 2006 we’ve taken steps to improve the administration of our funds ($17 million in 2008)
    • Expanded our Programs team
    • Stepped up our monitoring, evaluation, and on-site reviews (program and administrative)
    • Increased our emphasis on project design, goals, objectives, and indicators – prior to award (This is also reflected in this year’s solicitation)

Expanded G/TIP Programs and Increased Interest in Anti-TIP Funding

  • Dramatic increase in number of proposals received
    • 2006 – 200 proposals received
    • 2008 – 350 proposals received
  • Dramatic increase in amount of funding requested
    • 2006 – $45 million requested
    • 2008 – $108 million requested
  • Report to Congress on G/TIP’s grant practices this year – to ensure transparency and consistency

Activities to Promote Promising Practices, Information Dissemination, and Quality Services

  • Ambassador Logon convened the White House Conference on Best Practices
  • Funding regional meetings for new grantees
  • Funding evaluability assessments of selected programs – leading to dissemination of findings and impact evaluations
  • Supported research projects to advance our knowledge, including the development, analysis, and dissemination of information derived from the unique global counter trafficking victim database managed by IOM
  • First Experts Meeting to Build Consensus on Core Aftercare Services (Fact Sheet Highlights)
    • Individualized case planning and management
    • Intake and needs and risk assessment
    • Safety and safety planning
    • Client care services (legal, mental health, medical, educational, life skills, vocational, access to justice, referral)
    • Reintegration

G/TIP’s 2009 Request for Proposals

  • Posted on www.grants.gov and the G/TIP website on December 1, 2008. Sent by cable to our embassies
  • Approximately $17 million available
  • $500,000 maximum award
  • Project duration: up to 36 months
  • Amount requested and project length may vary

Who is eligible to apply?

  • U.S. and foreign non-governmental organizations (NGO)
  • Public international organizations (PIO)
  • Universities
  • For profit organizations

Programs May Focus on One or More Countries

  • Bilateral Programs: focus on 1 country
  • Regional Programs: focus on more than 1 country in a region (U.S. State Department Regions)
  • Multiregional/global Programs: focus on countries in more than 1 region or global issues
  • Once again we are seeking U.S. NGO Partnerships

G/TIP Priorities for Foreign Assistance

  • In recent years G/TIP has clearly stated that grant selection is guided by the TIP Report
  • G/TIP priority countries are those rated as Tier 3, Tier 2 Watch List, and some Tier 2
    • With political/government will to improve the response to human trafficking
    • Without the economic resources to address the problems

Challenge: Where to Support TIP Projects?

  • Using only the 2008 TIP Report as a guide, applicants might make a case for a project in any of 100 or more countries
  • 2008 TIP Report
    • 14 Tier 3 countries
    • 40 Tier 2 Watch List countries
    • 70 Tier 2 countries
    • 17 Special Case countries

Past Response to G/TIP Solicitations – Targeted Far More Countries Than Could be Funded

2007 Bilateral /Regular Proposals

  • 286 proposals to work in 91 countries
  • G/TIP funded projects in 35 countries

Limited Funding Prompts Priorities

  • In recent years we’ve funded projects in less than half of the countries for which we received proposals
  • Given G/TIP’s limited funding, we believe it is critical to set priorities
  • Naming priority countries informs everyone of where G/TIP is most likely to fund projects
  • Our goal is to save precious resources that may be devoted to preparing proposals to work in countries where we are highly unlikely to fund a project

G/TIP 2009 Priority Countries

  • 44 countries selected for priority funding consideration
  • Countries were selected in consultation with other offices in the Department of State and after reviewing current funding, including projects that were selected for 2008 and will soon be awarded

IMPORTANT NOTE:
These are priority countries for the 2009 Solicitation ONLY. Funding priorities for 2010 will be set in the future.

Estimated Funding by Region

  • Africa - $4,000,000
  • East Asia and Pacific: $3,500,000
  • Europe: $1,500,000
  • Near East: $1,000,000
  • South and Central Asia: $3,500,000
  • Western Hemisphere: $2,500,000
  • Multi-regional or Global: $1,000,000

Types of Projects to be Funded

  • U.S. NGO partnerships with foreign NGOs
  • Comprehensive services for victims of sex trafficking and labor trafficking
  • Increased cooperation on labor TIP
  • Victim-centered practices by criminal justice professionals
  • Prevention of TIP by Peacekeepers and intervention when they are accused
  • Improved TIP laws
  • Action oriented research to inform more effective programming
  • Activities to combat child sex tourism
  • Activities of multi-lateral organizations to improve the response to TIP in source, transit, and destination countries

Projects to be Selected

  • Most projects to be funded will be Bilateral – focusing on one of the priority countries
  • Some Regional and Global projects will be funded
  • Some projects may be funded in countries not on the priority list
    • Innovative programs, special country circumstances, or special models to be replicated
  • We expect to support substantial, multi-year, projects in targeted countries
  • No country is guaranteed a project

New Application Submission Process

  • All proposals will be submitted to G/TIP – NOT to the Embassies
  • All U.S. organizations must submit proposals to www.grants.gov
  • PIOs and Foreign NGOs are encouraged to submit to grants.gov but may submit proposals to GTIP2009Proposals@state.gov

Grants.gov

  • Register Now – if you are not registered
    • It can take a few weeks
    • G/TIP cannot assist you with grants.gov
    • The Grants.gov Help Desk is 1-800-518-4726 or support@grants.gov

Proposal Review and Grant Award

  • G/TIP will screen all proposals to ensure they meet the Technical Requirements
  • Bilateral proposals that meet the Technical Requirements will be reviewed by our embassy in the country where the work will take place
  • G/TIP convenes Regional Interagency Review Panels (Representatives of DOS, relevant USG agencies, and experts as appropriate)

Proposal Review and Grant Award

  • The results of the Panels are reviewed by the G/TIP Director
  • Proposals are considered within the context of G/TIP funding priorities, and Bilateral, Regional and Global factors are considered
  • The G/TIP Director makes funding recommendations to the Director of Foreign Assistance (F)
  • No funding decision is final until approved by F and Congress is given its notification

Timing of the Grant Process

  • The timing of G/TIP’s 2009 grant process is coordinated with the 2009 TIP Report
  • We hope to convene grant review panels in the spring and seek decisions on programs to be funded by the end of the summer
  • We will work hard to have grants awarded by Sept 30, 2009. Projects not awarded by Sept 30, will be awarded by January 31, 2010

G/TIP 2009 Request for Proposals

  • Thank you for your interest in our programming and an even bigger thank you to the many individuals and organizations – here today and those who cannot be here today – who are so committed and who work tirelessly to end human trafficking in our time
  • We welcome your proposals for review

G/TIP Grant Award
Katrina Fotovat
International Grants Officer

Grant Requirements

  • Federal Assistance Law and Regulations
  • Grant Terms and Conditions
  • Special Grant Conditions
  • Executive Orders
  • OMB Circulars

OMB Circulars

  • A-122- Cost Principles for Nonprofit Organizations
  • A-87- Cost Principles for State and Local Government
  • A-21- Cost Principles for Educational Institutions
  • A-133- Compliance Requirements
  • A-110- Uniform Administrative Requirements for Grants and Cooperative Agreements with State and Local Governments
  • A-102- Uniform Administrative Requirements for Grants and Cooperative Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations

Budget Issues That Adversely Affect Review

  • International Travel: Requires pre-approval, all travel must indicate a starting point and destination, Fly-America Carriers (unless exception)
  • Indirect Costs: must be detailed, unless NICRA attached;
  • Salaries: must accurately reflect time that will be spent on this project
  • Publication: Not allowed if for distribution within the United States;
  • Profit: No administration of a program that to make a profit;
  • Pre Award Expenses: Costs incurred before or after the specified dates of the grant are unallowable (unless written prior approval of the Grants Officer received and still at risk to the grantee, as no legal guarantee of funding until incorporated into signed grant agreement);
  • Entertainment expenses: Not allowable, including alcoholic beverages.
  • Contingency funds: No funds to cover unexpected costs, including salary increases, increased airfares, and other inflationary factors (e.g., sundries, miscellaneous)

Monitoring of Grants

  • G/TIP requires quarterly financial and programmatic reporting submitted to GTIPGrants@state.gov
    • Due quarterly to G/TIP (No more than 30 days from March 31st, June 30th, September 30th and December 31st)
    • Failure to submit reports may affect further payment of the award or the processing of new awards, amendments or supplemental funding
  • Site Visits: G/TIP conducts periodic visits which include programmatic, financial, and administrative review
  • Audits: May be required depending on the project

Special Conditions

  • Program funds cannot be used to promote, support, or advocate the legalization or practice of prostitution
    • Organizations cannot promote, support, or advocate the legalization of prostitution or practice of prostitution during the term of the grant
    • Provisions must be included in any sub-agreements
  • TIP Termination Clause: allows for unilateral grant termination if any federal private entity grantee or sub-recipient engages in TIP

Statement of Fairness and Transparency

  • G/TIP makes every effort to have a fair and transparent grants process. In this spirit, as the solicitation has been published and the process has begun, we will NOT be speaking to applicants on the content of their proposals, providing suggestions, or giving any additional information not publicly available for all potential applicants
  • General questions on the solicitation can be directed to GTIP2009Proposals@state.gov

Thank you!

G “TIPs” for Successful Proposals
Marisa Ferri
Programs Officer – Western Hemispheric Affairs

Technical Review

  • ONLY those proposals meeting the Technical Review screening criteria will receive the full review!
    • Received by the deadline – 11:59 p.m. January 21, 2009
    • Narrative (sections 2-6) does not exceed 6 pages
    • 12-point Times New Roman font
    • Submitted in English
    • Budget figures are U.S. Dollars
    • Budget information does not exceed 5 pages

Proposal Checklist

  • Required Standard Forms
    • SF-424
    • SF-424a
    • SF-424b
  • Key Information & Project Summary
  • Project Statement
  • Project Goals/Objectives/Indicators
  • Implementation & Sustainability
  • Organizational Capacity & Experience
  • Budget
    • Line-item budget
    • Budget narrative
  • Letter of Intent (for proposals involving NGO partners only)

Evaluation

  • The solicitation was designed to elicit ample information that will be evaluated according to scoring criteria
  • In some cases, info might be found in more than one place

Scoring Criteria

  • Quality of Project Idea (10 points)
  • Program Goals/Objectives (20 points)
  • Sustainability/Multiplier Effect (10 points)
  • Measuring Program Effectiveness (10 points)
  • Organizational Capability and Record of Performance (10 points)
  • Budget Detail and Quality (10 points)
  • Cost Effectiveness (10 points)
  • U.S. – Foreign NGO Partnership (10 points) – applies to U.S.-based NGO Partnership proposals only

Standard Forms
(Section 1)

  • New this year: all applicants must list the country or countries in which the project activities will take place
    • For multi-regional and global projects, enter the word global

NB:

  • Regional = more than one country within a DOS region
  • Global = two or more regions

Key Information & Project Summary
(Section 2)

  • Key Information includes:
    • country or countries involved
    • project title
  • name of the applicant organization
  • name of the point of contact for the application
  • email address for the point of contact.
  • Brief (max 250 words) Project Summary:
    • the overall purpose
    • activities
    • expected results

Project Statement
(Section 3)

  • Clearly state the problem to be addressed
  • Present corroborating evidence of problem
  • To the extent possible, ensure that the project doesn’t duplicate other programs already funded
    • Access information about all USG TIP funding at www.state.gov/g/tip (won’t include FY 2008)
  • Discuss to best of your ability how the project complements existing efforts OR
  • Fills a programmatic gap in the area

Project Goals/Objectives/Indicators
(Section 4)

  • There are many different valid definitions and uses of these terms in project planning
  • New this year: asking all applicants to use the same definitions – defined by G/TIP
  • This will ensure more fair comparisons across projects in application and implementation evaluation

Project Goals/Objectives/Indicators

  • Why are these important?
  • Roadmap for program implementation
    • Facilitate program reporting
    • Facilitate evaluation of program effectiveness
  • The goals and objectives should be linked to the project/problem statement

Goals

  • Represent the ultimate impact, beyond what this project alone can accomplish
  • Should be simple:
    • who will be affected
    • what will change as a result of the program
  • Can be verified through evaluation
  • Should be aligned with G/TIP’s goals as expressed in the solicitation
  • Should be reflected in the project plan and budget

Objectives

  • Lead to the achievement of the goals
  • Should be SMART – Specific, Measurable, Attainable, Realistic and Timeframed
  • Indicate how success will be measured
  • Should be a statement of change – not simply an activity

Goals vs. Objectives

GOALS

  • WHAT will be accomplished
  • General statements
  • Impact driven
  • Often not measurable
  • Often not timebound

Performance Indicators

  • Specific results that the project intends to achieve
  • Output indicators are the products and services delivered directly by program activities
  • Outcome indicators are the results that a project achieves - usually measured as a change from a baseline established before the program is implemented
  • Outputs and outcomes must occur before objectives can be achieved

Roadmap

  • Goals tell you where you’re headed
  • Objectives tell you how you’ll get there
  • Outcome indicators tell you how you’ll know that you’ve arrived

Implementation & Sustainability
(Section 5)

  • How goals and objectives will be achieved
  • Timeline
  • Location and rationale for selection
  • Roles of key personnel or partner organizations
  • Evidence of local support
  • How activities/outcomes can be sustained longer term

Organizational Capability & Experience
(Section 6)

  • Previous anti-TIP experience
  • Experience of any identified partners
  • Demonstrated ability to do the work proposed

Budget
(Section 7)

  • All costs must be in US Dollars
  • All program activities and objectives should be reflected in the budget
  • Should be cost-effective:
    • Keep overhead and administrative costs as low as possible
    • U.S.-based costs should be kept to a minimum
    • Cost sharing demonstrates broader support for the project – encouraged, but not required

Budget - continued
(Section 7)

  • The line-item budget (spreadsheet) should match the budget narrative
  • Line-item budget should be a visual presentation of how each cost was calculated. Also gives clues about strength of financial management practices
  • Use only these budget categories: Personnel, Fringe benefits, Travel, Equipment, Supplies, Contractual, Other direct costs, Indirect costs (if NICRA)

Letter of Intent
(Section 8)

  • Only required for projects that propose a partnership between a US-based NGO and a local NGO abroad
  • Letter must be from the foreign NGO
  • Letter must be in English
  • Letter must indicate their willingness to enter into a partnership for the purposes of the project

QUESTIONS?


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