Antarctic Marine Living Resources Convention Act of 1984

UNITED STATES INFORMATION AGENCY

The Role of Legislative Staff and Information Resources in the

Legislative Process (Africa); Public and Private Non-Profit

Organizations in Support of International Educational and Cultural

Activities

AGENCY: Notice--Request for proposals.

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SUMMARY: The Office of Citizen Exchanges (E/P) of the United States

Information Agency (USIA) proposes the development of a multi-phased

exchange program for legislative staff of four francophone African

countries. The participating countries are Benin, Cote d'Ivoire, Mali

and Niger The project should introduce participants to the

responsibilities of various professional staff in conducting the

business of a legislature, emphasizing professional non-partisan roles.

The project may address a wide range of administrative, legal, fiscal,

and research services or concentrate on a few of notable priority. It

also should illustrate the role of information resources in conducting

policy analysis and drafting legislation as well as the role of

archival materials in establishing the legislature's official legal

record. The project should facilitate access to resource materials to

promote the the study of the legislative process and should law the

foundation for collaboration between U.S. and African legislatures and

professional support organizations.

A U.S. not-for-profit institution will design and execute the

program and select the American presenters. The institution should

demonstrate success in coordinating international exchange programs for

senior-level foreign participants. The applicant institution should

have substantive working relationships with U.S. public and private

sector organizations involved with legislative affairs and the

professional development of key staff in Congress or in state

assemblies. The program will begin in the fall of 1994.

Interested applicants are urged to read the complete Request for

Proposals (RFP) announcement before addressing inquires to the Office.

After the RFP deadline, the Office of Citizen Exchanges may not discuss

this competition in any way with applicants until the final decisions

are made.

ANNOUNCEMENT NUMBER: This Announcement number is E/P-94-30. Please

refer to this number and the title given above in all correspondence or

telephone calls to USIA.

DATES: Deadline for Proposals: All copies must be received at the U.S.

Information Agency by 5 p.m. Washington, DC time on July 8, 1994. Faxed

documents will not be accepted, nor will documents postmarked July 8,

1994, but received at a later date. It is the responsibility of the

grant applicant to ensure that proposals are received by this deadline.

Grant activity should begin after October 1, 1994.

ADDRESSES: You must submit the original and 14 copies of the proposal

as instructed in the application checklist provided in the Application

Package. The original and two copies should contain all applicable

TABS. The rest of the copies should contain TABS A through D only.

Please submit your proposal and copies by the application deadline to:

U.S. Information Agency, REF: Citizen Exchanges: Role of Legislative

Staff and Information Resources in the Legislative Process, (Africa),

E/P-94-30, Office of Grants Management (E/XE), 301 Fourth Street, SW.,

room 336, Washington, DC 20547.

FOR FURTHER INFORMATION CONTACT: Interested organizations should

contact the Office of Citizen Exchanges (E/PS), U.S. Information

Agency, 301 Fourth Street, SW., room 224, Washington, DC, 20547,

telephone: 202-619-5319, fax: 202-619-4350, to request a detailed

application package which includes all necessary forms and guidelines

for preparing proposals, including specific budget preparation

instructions. Agency representatives are able to answer only technical

questions about this competition. For technical information, contact

Stephen Taylor, Program Specialist, Africa, Near East and South Asia

Division, Office of Citizen Exchanges.

Project Overview

Several francophone African countries are strengthening their

democratic institutions, having recently completed the transition to a

representative system of government. National legislatures in these

countries have the opportunity to gain greater independence, develop

more effective legislation and take steps to serve more forcefully as a

balance to executive power. The viability and institutional

independence of these legislative bodies could be enhanced by the

services of trained staff prepared to play a support role for lawmakers

and the legislative process. Legislative staff also are well paced to

provide continuity regardless of the legislature's partisan make-up or

the political fortunes of elected representatives.

In the United States, Congress and state legislatures employ

professional staff to conduct research, draft legislation, analyze

budgets, maintain records, monitor compliance with legislation and

perform other duties. In many cases, professional staff provide these

services on a non-partisan basis. For example, on Capitol Hill, the

Office of the Legislative Counsel assists committees in drafting and

amending legislation. The clerk of the House and secretary of the

Senate, selected by the majority party, assist in processing

legislation and performing various reporting functions. The House

Office of the Law Revision Counsel updates and publishes an official

classification of U.S. laws. In drafting bills, lawmakers rely on non-

partisan support organizations such as the Congressional Research

Service, which analyzes public policy issues, and the Congressional

Budget Office, which provides analyses of fiscal issues.

While not every one of these services is directly applicable to

needs in Africa, they reflect the evolving demands placed upon the U.S.

Congress and could help guide efforts to promote professional

development of legislative staff in Africa. The legislatures in Mali,

Niger and Benin are drafting landmark legislation aimed at implementing

political and economic reforms. Legislators and observers have

identified the need for assistance in bill drafting, improving

legislative procedures and developing strategies to make better use of

legislative archives. In most cases specialized training is not

available, and staff could benefit from a project aimed at enhancing

their capabilities to assist lawmakers fulfill their mandates.

Legislators and staff also are seeking reference materials to support

their legislative initiatives. In Cote d'Ivoire, where the ruling party

has held power for 30 years, parliamentary elections scheduled for 1995

could alter the political landscape. Legislative aides in Cote

d'Ivoire, and all these states, could benefit from a program that

demonstrates the role of professionalism and nonpartisanship in

conducting the business of the legislature.

Objectives

The project should be designed to:

--Provide an overview of the structure and practices of representative

government in the United States, including the interrelationship

between the three branches of government;

--Introduce participants to the professional support offices and staff

employed by the U.S. Congress and appropriate state legislatures;

--Demonstrate the roles and skills of professional staff in the day-to-

day operations of a legislature and the nature of their interaction

with lawmakers;

--Analyze the relationship between partisan politics and the

professional responsibilities of legislative staff;

--Develop workshops and appropriate instructional material designed to

address identified needs and enhance the capabilities of professional

aides to improve the legislative process;

--Develop strategies for improving management of archives, legislative

records and other official documentation;

--Develop appropriate training methods to prepare project participants

to train others involved in the legislative process;

--Devise strategies to facilitate access to reference materials and

other appropriate information about the structure and functioning of

the U.S. Congress, state legislatures and other democratic

institutions; and

--Lay the groundwork for collaboration between the professional support

services for U.S. legislatures and counterpart services of African

legislatures.

Programmatic Considerations

Pursuant to the legislation authorizing the USIA Bureau of

Educational and Cultural Affairs, all programs sponsored by that Bureau

must be balanced and non-partisan in nature and representative of the

diversity of American political, social and cultural life.

USIA will give careful consideration to proposals which

demonstrate: (1) In-depth, substantive knowledge of management and

policy development issues relative to the legislative process;

(2) First-hand connections with appropriate U.S. public and private

sector organizations and institutions involved in legislative affairs;

(3) The capacity to organize and manage international exchange

programs, including appropriate orientation for the participants,

handling of pre-departure arrangements and monitoring and problem-

solving in such programs.

USIA is especially interested in multi-phase programs in which the

phases build on one another and lay the groundwork for new and long-

term relationships between American and African professionals.

Proposals which are overly ambitious and those which are very general

will not be competitive. Office of Citizen Exchanges grants are not

given to support projects whose focus is limited to technical matters,

or for scholarly research projects, developing publications for

dissemination in the United States, individual student exchanges, film

festivals, or exhibits. Neither does the Office of Citizen Exchanges

provide scholarships or support for long-term (a semester or more)

academic studies. Competitions sponsored by other Bureau offices are

also announced in the Federal Register and may have different

application requirements as well as different objectives.

Programming elements might include workshops or seminars overseas

led by American experts, a study tour in the U.S. for selected African

participants, U.S.-based internships, and specialized American

consultancies overseas. A planning visit overseas by the American

organizer can also be considered if crucial to successful development

and implementation of the program.

Selection of Participants

The U.S.-based phase of the project should be designed for

legislative staff from Benin, Cote d'Ivoire, Mali and Niger, probably

totalling about 12 persons. Participants should have professional

responsibilities related to the operation of the national legislature.

USIS personnel overseas will select the African participants, although

recommendations from the grantee institution are welcome. USIS offices

will facilitate the issuance of visas and can also help with the

distribution of program-related materials to African participants. Two

U.S. State Department interpreters and one escort officer will be

available for a U.S. study tour. For the program phases in Africa, the

grantee institution will select the American presenters in consultation

with USIA. American presenters conducting in-country activities should

be French-fluent.

Programming Suggestions

The proposed project should include at least one phase for African

participants in the U.S. and at least one phase for American

specialists in Africa. The following ideas should serve not as a

blueprint, but as a stimulus for development of an original program

design.

The project should include formats which maximize interaction

between the delegates and the speakers/presenters. The program design

should provide adequate time for delegates to meet individually with

American professionals who have similar interests and specializations.

It is preferred, though not essential, that presenters be familiar with

issues pertaining to the political process in the participating African

countries.

U.S. Study Tour Phase

The U.S. study tour (approximately 3-4 weeks) could begin with an

introduction to the U.S. Congress and its relationship to the other

branches of the national government. However, the program should focus

on one or more state legislatures whose scope and structure offer

comparisons more relevant to African legislative bodies. Participants

would learn about the professional duties of various legislative aides,

as well as support staff including legal counsels, researchers,

analysts, archivists, clerks and administrators.

Participants might also benefit from observing the activities of

lawmakers' personal staff who perform functions such as constituent

services and media relations as well as committee staff who assist in

setting agendas, organizing hearings and drafting legislation.

Activities should stress the importance of professionalism in enhancing

the long-term viability of the legislature and consider the impact of

partisan politics on the professional staff's pursuit of its

responsibilities.

Participants also should study a variety of archival materials and

their usage in supporting the legislative process and establishing the

official record. Activities should help guide efforts to formulate

appropriate strategies for handling archival materials in the

participants' home countries.

Phase in Africa

It is recommended that the grantee institution organize a series of

workshops to be conducted in the participating African countries. The

workshops would bring together legislators and legislative staff to

develop strategies aimed at strengthening the institutional

capabilities of the legislature. This might include creating new

staffing patterns, improving communication techniques, or revising job

responsibilities. The U.S. presenters would also examine archives and

advise participants on developing appropriate archiving systems. The

U.S. presenters would conduct activities in French.

The themes, objectives and design of the activities in Africa would

most likely be based on discussions among the grantee institution, E/P,

USIS posts and key players in the legislative process in the

participating countries. This multi-phased exchange program should

promote development of institutional linkages designed to advance the

study of the legislative process. E/P encourages applicant institutions

to consider strategies to facilitate access to information resources

focusing on democratic institution building. This material might

include reference books, periodicals, bibliographies, handbooks for

elected representatives and lists of organizations that could offer

assistance.

Program Responsibilities

The grantee institution's responsibilities include: selecting

speakers, themes and topics for discussion; organizing a coherent

progression of activities; orienting and debriefing participants;

providing any support materials; providing all travel arrangements,

lodging and other logistical arrangements for the African participants,

escort interpreters and U.S. presenters who travel to Africa; and

overseeing the project on a daily basis to achieve maximum program

effectiveness. The grantee institution is responsible for coordinating

plans and implementation with P/E, participating USIS posts, and any

African co-host institutions.

At the start of each phase, the grantee institution will conduct an

orientation session for the delegation. At the conclusion, the

institution will conduct participant evaluations and submit to E/P a

final program report summarizing the entire project and resulting

organizational links. To prepare the participants for their U.S.

experience, E/P encourages the grantee organization to forward to

participants a set of preliminary materials outlining the basic

principles of representative government, the role of professional

legislative staff and other appropriate background information about

the project. E/P will ask African participants to prepare brief

outlines describing their own particular interests in these areas. The

grantee institution should brief the American presenters on the African

delegates' backgrounds, interests and concerns.

Other Program Considerations

Consultation with the participating USIS posts in the development

of the project proposal is encouraged. Letters of commitment from

participating U.S. institutions would enhance a proposal.

USIA also encourages the development of specialized written

materials to enhance this professional development program. In

developing written materials, consideration should be given to their

wider use in Africa, beyond the immediate training at hand. USIA is

interested in organizations' ideas on how to ``reuse'' specialized

materials by providing them to universities and libraries or other

institutions for use by a larger audience. If not already available,

glossaries of specialized terms should be developed. However, please

note that, according to current USIA regulations, materials developed

with USIA funds may not be distributed in the United States.

Funding

Competition for USIA funding support is keen. Selection of a

grantee institution is based on the substantive nature of the program

proposal; the applicant's professional capability to carry the program

through to a successful conclusion; and cost effectiveness, including

in-kind contributions and the ability to keep overhead costs at a

minimum. USIA will consider providing funding up to approximately

$160,000, but organizations with less than four years of successful

experience in managing international exchange programs are limited to

$60,000, and their budget submissions should correspond to this

limitation. USIA will consider funding the following costs:

1. International and domestic air fares; visas; transit costs

(e.g., airport fees); ground transportation costs;

2. Per diem: For foreign participants during activities in the

United States, organizations have the option of using a flat rate of

$140/day or the published Federal Travel Regulations (FTR) per diem

rates of individual American cities.

Note: U.S. institutional staff must use the published FTR per

diem rates, not the flat rate.

For activities overseas, standard Federal Travel Regulations per

diem rates must be used.

3. Escort-interpreters: Interpretation for U.S.-based programs is

provided by the State Department's Language Services Division.

Typically, delegations ranging from 8-12 participants require two

simultaneous interpreters and one escort officer. Grant proposal

budgets should contain a flat $140/day per diem rate for each State

Department escort/interpreter, as well as home-program-home air fare of

$400 per interpreter and any U.S. travel expenses during the program

itself. Salary expenses are covered centrally and are not part of the

applicant's budget proposal. USIA grants do not pay for foreign

interpreters to accompany delegations during travel to or from their

home country. Interpreters are not available for U.S.-based internship

activities.

4. Book and cultural allowances: Participants are entitled to a

one-time book allowance of $50 plus a cultural allowance of $150 per

person during programs taking place in the United States. U.S. staff do

not receive these benefits. Escort interpreters are reimbursed for

actual cultural expenses up to $150.00.

5. Consultants: Consultants may be used to provide specialized

expertise or to make presentations. Honoraria generally should not

exceed $250/day. Subcontracting organizations may also be used, in

which case the written contract(s) should be included in the proposal.

6. Materials development: Proposals may contain costs to purchase,

develop and translate materials for participants. USIA reserves the

rights to these materials for future use.

7. Room rentals, which generally should not exceed $250/day.

8. One working meal per project, for which per capita costs may not

exceed $5-$8 for a lunch or $14-$20 for a dinner. The number of invited

guests may not exceed the number of participants by more than a factor

of two to one.

9. Return travel allowance: $70 for each participant which is to be

used for incidental expenditures incurred during international travel.

10. Other costs necessary for the effective administration of the

program, including salaries for grant organization employees, benefits,

and other direct and indirect costs per detailed instructions in the

application package.

E/P encourages cost-sharing, which may be in the form of allowable

direct or indirect costs. E/P would be especially interested in

proposals which demonstrate a program vision which goes well beyond

that which can be supported by the requested USIA grant and which would

try to use a USIA grant to leverage additional funding from other

sources to support elements of the broader program plan.

The Recipient must maintain written records to support all

allowable costs which are claimed as being its contribution to cost

participation, as well as costs to be paid by the Federal government.

Such records are subject to audit. The basis for determining the value

of cash and in-kind contributions must be in accordance with OMB

Circular A-110, Attachment E, ``Cost-sharing and Matching,'' and should

be described in the proposal. In the event the Recipient does not meet

the minimum amount of cost-sharing as stipulated in the Recipient's

budget, the Agency's contribution will be reduced in proportion to the

Recipient's contribution.

Please note: All delegates will be covered under the terms of a

USIA-sponsored health insurance policy. The premium is paid by USIA

directly to the insurance company.

Application Requirements

Proposals must be structured in accordance with the instructions

contained in the Application Package. Confirmation letters from U.S.

and foreign co-sponsors noting their intention to participate in the

program will enhance a proposal. Because this is a competitive

solicitation, representatives of the Office of Citizen Exchanges can

only respond to technical questions.

Review Process

USIA 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 established herein and in the

Application Package.

Eligible proposals will be forwarded to panels of USIA officers for

advisory review. Proposals will be reviewed by USIS posts and by USIA's

Office of African Affairs. Proposals may also be reviewed by the Office

of the General Counsel or other Agency offices. Funding decisions are

at the discretion of the Associate Director for Educational and

Cultural Affairs. Final technical authority for grant awards resides

with USIA's contracting officer. The award of any grant is subject to

availability of funds.

The U.S. Government reserves the right to reject any or all

applications received. USIA will not pay for design and development

costs associated with submitting a proposal. Applications are submitted

at the risk of the applicant; should circumstances prevent award of a

grant, all preparation and submission costs are at the applicant's

expense. USIA will not award funds for activities conducted prior to

the actual grant award.

Review Criteria

USIA will consider proposals based on the following criteria:

1. Institutional Reputation and Ability

Applicant institutions should demonstrate their potential for

excellence in program design and implementation and/or provide

documentation of successful programs. If an applicant is a previous

USIA grant recipient, responsible fiscal management and full compliance

with all reporting requirements for past Agency grants as determined by

USIA's Office of Contracts will be considered. Relevant substantive

evaluations of previous projects may also be considered in this

assessment.

2. Project Personnel

The thematic and logistical expertise of project personnel should

be relevant to the proposed program. Resumes or C.V.s should be

summaries which are relevant to the specific proposal and no longer

than two pages each.

3. Program Planning

A detailed agenda and relevant work plan should demonstrate

substantive rigor and logistical capacity.

4. Thematic Expertise

Proposal should demonstrate the organization's expertise in the

subject area which promises an effective sharing of information.

5. Cross-Cultural Sensitivity and Area Expertise

Evidence should be provided of sensitivity to historical,

linguistic, religious, and other cross-cultural factors, as well as

relevant knowledge of the target geographic area/country.

6. Ability to Achieve Program Objectives

Objectives should be realistic and feasible. The proposal should

clearly demonstrate how the grantee institution will meet program

objectives.

7. Multiplier Effect

Proposed program should strengthen long-term mutual understanding

and contribute to maximum sharing of information and establishment of

long-term institutional and individual ties.

8. Cost-Effectiveness

Overhead and direct administrative costs to USIA should be kept as

low as possible. All other items proposed for USIA funding should be

necessary and appropriate to achieve the program's objectives.

9. Cost-Sharing

Proposals should maximize cost-sharing through other private sector

support as well as direct funding contributions and/or in-kind support

from the prospective grantee institution and its partners.

10. Follow-on Activities

Proposals should provide a plan for continued exchange activity

(without USIA support) which ensures that USAI-supported programs are

not isolated events.

11. Project Evaluations

Proposals should include a plan to evaluate the activity's success,

both as the activities unfold and at the end of the program. USIA

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. Grantees will be expected to

submit intermediate reports after each project component is concluded

or quarterly, which is less frequent.

Notice

The terms and conditions published in the RFP are binding and may

not be mofified by any USIA representative. Explanatory information

provided by the Agency which contradicts published language will not be

binding. Issuance of the RFP does not constitute an award commitment on

the part of the U.S. Government. Awards cannot be made until funds have

been fully appropriated by Congress and allocated and committed through

internal USIA procedures.

Notification

All applicants will be notified of the results of the review

process on or about September 26, 1994. Award grants will be subject to

periodic reporting and evaluaton requirements.

Dated: May 9, 1994.

David Michael Wilson,

Acting Associate Director, Bureau of Educational and Cultural Affairs.

[FR Doc. 94-11497 Filed 5-12-94; 8:45 am]

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