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[Federal Register: May 2, 2002 (Volume 67, Number 85)]
[Page 22152-22155]
From the Federal Register Online via GPO Access []



[Public Notice 4000]

Bureau of Educational and Cultural Affairs Request for Grant 
Proposals: Jazz Ambassadors

SUMMARY: The Cultural Programs Division in the Office of Citizen 
Exchanges of the Bureau of Educational and Cultural Affairs (ECA) 
announces an open competition for a grant to support the 2002 and 2003 
Jazz Ambassadors Program. The Jazz Ambassadors Program sends a selected 
number of professional American jazz musicians on concert tours in 
countries where there is limited exposure to American culture. The jazz 
ensembles selected for this program demonstrate the highest artistic 
and musical ability, and are conversant with broader aspects of 
contemporary American society and culture. Tours include workshops and 
master classes in addition to concerts.
    The program goals are to promote mutual understanding and cross-
cultural awareness. The tours accomplish this by providing an 
opportunity for international audiences to experience American life and 
traditions through a musical genre that highlights our country's 
cultural history, as well as allowing Americans to learn about life and 
culture in the foreign host countries.
    Public and private U.S. non-profit organizations meeting the 
provisions described in Internal Revenue Code section 26 USC 501(c)(3) 
are invited to submit proposals to administer the Jazz Ambassadors 
    Currently $375,000 is available for this competition. At this time, 
ECA intends to award one grant for this program. Proposal budgets 
should include significant cost sharing from the applicant institution 
and/or other sources. It is possible that supplemental funding may 
become available later this year to send additional jazz ensembles on 
overseas tours. All organizations must demonstrate a minimum of four 
years experience conducting international exchange programs to be 
eligible for this competition.

Program Information

    Overview: Since 1998, the United States Department of State, 
through the Bureau of Educational and Cultural Affairs, and the John F. 
Kennedy Center for the Performing Arts have collaborated in the 
selection and presentation of jazz groups overseas, to present the 
creativity and artistry of America's unique, original form of music to 
audiences which rarely have opportunities to hear American music. In 
1998, selected jazz ensembles, designated for the first time as ``Jazz 
Ambassadors,'' toured Africa, the Near East and South Asia. In 1999, 
Jazz Ambassadors performed in Latin America, the Middle East, and 
Africa. For 2002, Jazz Ambassadors may travel to Africa, Asia, Latin 
America and the Caribbean, the Middle East, and certain countries in 
Europe and Eurasia.
    Jazz Ambassadors must be U.S. citizens at least 21 years old; 
demonstrate the highest artistic and musical ability; are conversant 
with broader aspects of contemporary American society and culture; and 
are adaptable to unescorted, rigorous touring through regions where 
travel and performance conditions may be difficult. In addition to 
performances, Jazz Ambassadors conduct or participate in master 
classes, lectures, workshops, recitals, jam sessions, radio and TV 
appearances, and other activities with local cultural institutions, 
musicians and students. Each Jazz Ambassadors ensemble begins its tour 
with a public performance on the Kennedy Center's Millennium Stage.
    Guidelines: The grant period will begin approximately mid July 2002 
and continue through approximately mid December 2002. The successful 
applicant will administer the program for approximately six ensembles, 
which have been auditioned and selected to travel in Fall 2002. The 
successful applicant will also take part in the selection process for 
groups that will travel in 2003.
    Proposals should reflect a practical understanding of global 
cultural, political, economic and social issues. Special attention 
should be given to describing the applicant organization's experience 
with planning and implementing complex and unpredictable logistical 
scenarios in the regions mentioned above. Applicants should identify 
any U.S. and foreign partner organizations and/or venues with whom they 
are proposing to collaborate, and describe previous cooperative 
projects in the section on ``Institutional Capacity.''
    ECA intends to award a grant to a qualified institution or 
organization to administer the Jazz Ambassadors program globally. The 
grant may be renewed up to two times, subject to the grantee 
organization's successful implementation of the program. Grant 
activities may include, but are not limited to, tour planning; 
programming educational and outreach activities in consultation with 
U.S. embassies abroad; scheduling Millennium Stage dates; assisting 
Jazz Ambassadors with passport, visa, immunization, and pre-tour 
preparations; arranging and providing orientation sessions and pre-
travel briefings; creating press materials and overseas publicity 
support; evaluating program activities; reporting; participating in the 
selection process; and assisting trios and embassies with follow-on 
program development. Applicants should have experience in global 
exchange planning and implementation, and should address the above 
elements in the proposal. The Kennedy Center will manage the Millennium 
Stage appearances and coordinate the selection process. The successful 
applicant of this competition would assist with advertising the call 
for applications and auditions to jazz musicians, and participate in 
the selection panels for the 2003 program.
    The pre-travel briefing session for each ensemble should be held 
preceding the Millennium Stage appearance, with State Department 
regional experts and ECA program officers in attendance. The grantee 
must be highly responsive and able to work in close consultation with 
the participating U.S. embassies' Public Affairs Sections overseas.
    The proposal to administer the Jazz Ambassadors Program must 
conform to ECA requirements and guidelines outlined in the Solicitation 

[[Page 22153]]

ECA programs are subject to the availability of funds and must comply 
with J-1 Visa regulations. Further detail and clarification of specific 
program responsibilities can be found in the Proposal Submission 
Instructions (PSI), which is part of the formal solicitation package.
    Organizations planning to submit a proposal to administer the Jazz 
Ambassadors Program are strongly recommended to contact the program 
office for a consultation before the submission deadline. Contact 
Sandra Rouse, Senior Program Officer, (202) 619-4800; Fax: (202) 619-
6315; email:

Budget Guidelines

    Currently $375,000 is available to support approximately six 
ensembles, which have been auditioned and selected to travel in Fall 
    It is possible that an additional $475,000 in supplemental funding 
may become available to fund additional jazz ensembles' to countries 
with significant Muslim populations in the Middle East, Asia, Africa, 
Europe and Eurasia. In the event that this funding becomes available, 
the grant period would be extended and the successful applicant will be 
expected to administer the program for these additional groups, for an 
overall total of approximately 12 jazz ensembles.
    The Bureau anticipates awarding one grant of over $60,000 under 
this grant competition. Bureau grant guidelines require that 
organizations with less than four years experience conducting 
international exchanges be limited to $60,000 in Bureau funding. 
Therefore, organizations that cannot demonstrate at least four years 
experience conducting international exchanges are ineligible to apply 
under this competition.
    Applicants must submit two comprehensive budget requests:
    (1) The first budget should not exceed $375,000 in ECA funding for 
program and administrative costs. For budgeting purposes, applicants 
should estimate costs based on six (6) trios traveling for 
approximately four (4) weeks to eight (8) destinations in the following 
regions: Africa, Latin America & the Caribbean, the Middle East and 
    (2) The second budget should not exceed $850,000 in ECA program and 
administrative costs. For budgeting purposes, applicants should 
estimate costs based on the items in the first budget, plus six 
additional (6) trios traveling for approximately four (4) weeks to 
eight (8) destinations with significant Muslim populations in the 
Middle East, Asia, Africa, Europe and Eurasia.
    Per the example in the Proposal Submission Instructions, there must 
be a summary budget as well as breakdowns reflecting both 
administrative and program budgets. Applicants should also provide 
separate sub-budgets for each program component, phase, location, or 
activity to provide clarification. Final determination of participating 
regions and countries will be made in collaboration with ECA, U.S. 
embassies and the successful applicant after the grant has been 
    Cost-Sharing: ECA encourages applicants to provide maximum levels 
of cost-sharing and funding from private sources in support of its 
programs. Since ECA's grant assistance constitutes only a portion of 
total project funding, proposals should list and provide evidence of 
other sources of cost sharing, including financial and in-kind support. 
In-kind contributions may include, but are not limited to: hotel and/or 
housing costs, ground transportation, interpreters, educational 
materials, presentation items, publications/printing and administrative 
costs. Proposals with private sector support from foundations, 
corporations or other institutions are encouraged. Applicants for the 
subject grant should not document cost-sharing by the Kennedy Center or 
by U.S. embassies abroad. Please refer to the statement on cost-sharing 
in the PSI.
    Allowable costs for the Jazz Ambassadors Program include:
    (1) Program Expenses, including but not limited to: domestic and 
international travel for the selected ensembles; visas and 
immunizations; airport taxes and country entrance fees; honoraria; 
educational materials and presentation items; excess and overweight 
baggage fees; trip itinerary booklets; press kits and promotional 
materials; follow-on activities; monitoring & evaluation; and 
international travel for program implementation and/or evaluation 
    (2) Administrative Expenses. The following guidelines may be 
helpful in developing a proposed budget:
    1. Travel Costs. International and domestic airfares (per the Fly 
America Act), transit costs, ground transportation, and visas for the 
Jazz Ambassadors to travel to the tour destinations.
    2. Per Diem. For the Washington, DC portion of the tour, 
organizations should use the published Federal per diem rates, and 
estimate per diems based on a two-night hotel stay per ensemble member. 
The Public Affairs Sections of the participating U.S. embassies and 
consulates are responsible for per diem abroad. Domestic per diem rates 
may be accessed at:
    3. Subgrantees & Consultants. Subgrantee organizations may be used, 
in which case the written agreement between the prospective grantee and 
subgrantee should be included in the proposal. Subgrants must be 
itemized in the budget under General Program Expenses. Consultants may 
be used to provide specialized expertise. Daily honoraria cannot exceed 
$250 per day, and applicants are strongly encouraged to use 
organizational resources and to cost share heavily in this area.
    4. Health Insurance. Each Jazz Ambassador will be covered under the 
terms of the ECA-sponsored ASPE health insurance policy. The cost for 
international travel insurance for staff travel may be included in the 
proposal budget.
    5. Jazz Ambassadors Honoraria. Daily honorarium is $200 per day for 
each performer, including rest days.
    6. Educational and Promotional Items. Ensemble members may use 
these funds for individual purchases or they may pool funds for joint 
purchases. ECA funds for educational and promotional items should not 
exceed $500 per ensemble.
    7. Excess Baggage. Excess baggage costs are based on size and 
weight of instrument. Excess baggage estimates may be subject to change 
once actual tour itineraries are scheduled, however for proposal budget 
purposes, costs should be estimated at $2,000 per ensemble.
    8. Immunizations/Visas. For purposes of a proposed budget, line 
items for immunizations should be estimated at $800 per musician, and 
visas/visa photos should be estimated at $650 per musician.
    9. Press Kits. Each overseas post should receive appropriate 
contents for press kits. Items may be created and sent electronically, 
with the understanding that in some cases, posts may not be able to 
access large files or attachments. This line item may also include 
funds for shooting and duplicating B&W publicity photos, and 
duplicating CDs.
    10. Staff Travel. Allowable costs include domestic staff travel for 
one staff member to attend selection panels in approximately two U.S. 
cities. International staff travel will be allowable, especially if 
associated with monitoring and evaluation, as long as costs for a full 
four-week tour for each ensemble are completely covered. Cost-

[[Page 22154]]

sharing staff travel is strongly encouraged.
    11. Administrative Costs. Costs necessary for the effective 
administration of the program may include salaries for grantee 
organization employees, benefits, and other direct and indirect costs 
per detailed instructions in the Application Package. While there is no 
rigid ratio of administrative to program costs, proposals whose 
administrative costs are less than twenty-five (25) per cent of the 
total requested from ECA and those that show strong administrative 
cost-sharing are strongly encouraged.
    Announcement Title and Number: All correspondence with the Bureau 
concerning this RFGP should reference the above title and number ECA/
    For Further Information, Contact: The Cultural Programs Office, 
ECA/PE/C/CU, Rm. 568, U.S. Department of State, 301 Fourth Street, SW., 
Washington, DC 20547, Tel: (202) 619-4800, Fax: (202) 619-6315, email: to request a Solicitation Package. The Solicitation 
Package is comprised of the Request for Grant Proposals (RFGP) and 
Proposal Submission Instructions (PSI) and contains detailed award 
criteria, required application forms, specific budget instructions, and 
standard guidelines for proposal preparation. Please specify ``Jazz 
Ambassadors 2002'' on all inquiries and correspondence.
    Please read the complete Federal Register announcement before 
sending inquiries or submitting proposals. Once the RFGP deadline has 
passed, ECA staff may not discuss this competition with applicants 
until the proposal review process has been completed.

To Download a Solicitation Package via Internet

    The entire Solicitation Package may be downloaded from the Bureau's 
website at:

Deadline for Proposals

    All proposal copies must be received at the Bureau of Educational 
and Cultural Affairs by 5 p.m. Washington, DC time on Thursday, June 
13, 2002. Faxed documents will not be accepted at any time. The 
mailroom closes at 5 p.m.; no late submissions will be accepted. 
Documents postmarked by June 13, 2002, but received at a later date, 
will not be accepted. Each applicant must ensure that the proposals are 
received by the above deadline.
    Applicants must follow all instructions in the Solicitation 
Package. The original and ten (10) copies of the application should be 
sent to: U.S. Department of State/SA-44, Bureau of Educational and 
Cultural Affairs, Ref.: ECA/PE/C/CU-02-35, Program Management, ECA/EX/
PM, Room 534, 301 Fourth Street, SW., Washington, DC 20547.
    Applicants must also submit the ``Executive Summary,'' ``Proposal 
Narrative,'' and ``Budget'' sections of the proposal on a 3.5'' 
diskette. These files will be transmitted electronically to the Public 
Affairs sections at the U.S. embassies for review, with the goal of 
reducing the time it takes to get embassy comments for the grants 
review process.

Diversity, Freedom and Democracy Guidelines

    Pursuant to ECA's authorizing legislation, programs must maintain a 
non-political character and should be balanced and representative of 
the diversity of American political, social, and cultural life. 
``Diversity'' should be interpreted in the broadest sense and encompass 
differences including, but not limited to ethnicity, race, gender, 
religion, geographic location, socio-economic status, and physical 
challenges. Applicants are strongly encouraged to adhere to the 
advancement of this principle both in program administration and in 
program content. Please refer to the review criteria under the 
``Support for Diversity'' section for specific suggestions on 
incorporating diversity into the total proposal. Public Law 104-319 
provides that ``in carrying out programs of educational and cultural 
exchange in countries whose people do not fully enjoy freedom and 
democracy,'' the Bureau ``shall take appropriate steps to provide 
opportunities for participation in such programs to human rights and 
democracy leaders of such countries.'' Public Law 106-113 requires that 
the governments of the countries described above do not have 
inappropriate influence in the selection process. Proposals should 
reflect advancement of these goals in their program contents, to the 
full extent deemed feasible.

Review Process

    The Bureau will acknowledge receipt of all proposals and will 
review them for technical eligibility. Proposals will be deemed 
ineligible if they do not fully adhere to the guidelines stated herein 
and in the Solicitation Package. All eligible proposals will be 
reviewed by the program office as well as the Public Affairs Sections 
of relevant U.S. embassies. Eligible proposals will be subject to 
compliance with Federal and Bureau regulations and guidelines and 
forwarded to Bureau grant panels for advisory review. Proposals may 
also be reviewed by the Office of the Legal Adviser or by other 
Department elements. Final funding decisions are at the discretion of 
the Department of State's Assistant Secretary for Educational and 
Cultural Affairs. Final technical authority for grants resides with the 
Bureau's Grants Officer.

Review Criteria

    Technically eligible applications will be competitively reviewed 
according to the criteria stated below. These criteria are not rank 
ordered and all carry equal weight in the proposal evaluation:
    1. Institutional Capacity/Institution's Track Record: The proposal 
should include: (1) The U.S. institution's mission and date of 
establishment, (2) detailed information about the foreign partner 
institution's capacity and the history of joint projects, (3) 
descriptions of experienced staff members who will implement the 
program, and (4) relevant information that establishes at least a four 
year successful track record, including responsible fiscal management 
and full compliance with all reporting requirements. Proposed personnel 
and institutional resources should be adequate and appropriate to 
achieve the program's goals. The narrative should demonstrate proven 
ability to handle logistics. ECA will consider the past performance of 
prior recipients and the demonstrated potential of new applicants.
    2. Program planning: Detailed agenda and relevant work plan should 
demonstrate substantive undertakings and logistical capacity. Agenda 
and plan should adhere to the program overview and guidelines described 
    3. Cost-effectiveness/Cost-sharing: The overhead and administrative 
components of the proposal, including salaries and honoraria, should be 
kept as low as possible. All other items should be necessary and 
appropriate. Applicants are encouraged to cost share a portion of 
overhead and administrative expenses. Cost-sharing, including 
contributions from the applicant, the foreign partner, and other 
sources should be included in the budget. Applicants should attempt to 
cost share at least 30% of program and/or administrative costs.
    4. Project Evaluation: Proposals should include a plan to evaluate 
the activity's success, both as the activities unfold and at the end of 
the program. The Bureau recommends that the proposal include a draft 
survey questionnaire or other technique plus description of a 
methodology to use to link outcomes to original project

[[Page 22155]]

objectives. Award-receiving organizations/institutions will be expected 
to submit intermediate reports after each project component is 
concluded or quarterly, whichever is less frequent.
    5. Follow-on Activities: Proposals should provide a plan for 
continued follow-on activity in the U.S. and/or abroad, insuring that 
Bureau-supported programs are not isolated events. Innovative and 
creative ideas are encouraged.
    6. Support of Diversity: Proposals should demonstrate the 
recipient's commitment to promoting the awareness and understanding of 
diversity. Applicants should refer to the ``Diversity, Freedom and 
Democracy Guidelines'' on page four of the Proposal Submission 
Instructions (PSI).


    Overall grant making authority for this program is contained in the 
Mutual Educational and Cultural Exchange Act of 1961, Public Law 87-
256, as amended, also known as the Fulbright-Hays Act. The purpose of 
the Act is ``to enable the Government of the United States to increase 
mutual understanding between the people of the United States and the 
people of other countries * * *; to strengthen the ties which unite us 
with other nations by demonstrating the educational and cultural 
interests, developments, and achievements of the people of the United 
States and other nations * * * and thus to assist in the development of 
friendly, sympathetic and peaceful relations between the United States 
and the other countries of the world.'' The funding authority for the 
program above is provided through legislation.


    The terms and conditions published in this RFGP are binding and may 
not be modified by any Bureau representative. Explanatory information 
provided by the Bureau that contradicts published language will not be 
binding. Issuance of the RFGP 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 and the availability of funds. Awards made will be subject 
to periodic reporting and evaluation requirements.


    Final awards cannot be made until funds have been appropriated by 
Congress, allocated and committed through internal Bureau procedures.

    Dated: April 23, 2002.
Patricia S. Harrison,
Assistant Secretary for Educational and Cultural Affairs, Department of 
[FR Doc. 02-10902 Filed 5-1-02; 8:45 am]