[Federal Register: May 2, 2002 (Volume 67, Number 85)]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
DEPARTMENT OF STATE
[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.
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
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: firstname.lastname@example.org.
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: http://www.policyworks.gov/.
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
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
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-
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:
email@example.com 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: http://exchanges.state.gov/education/RFGPs.
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
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.
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.
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
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
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]
BILLING CODE 4710-05-P
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