NOFO: Logistics, Travel, and Support for Law Enforcement and Rule of Law Programs in the Caribbean

Deadline: 12-Aug-2024

The Bureau of International Narcotics and Law Enforcement Affairs (INL) of the U.S. Department of State announces an open competition for organizations to submit applications to carry out a project to support working with the INL offices oversees in planning and scheduling all events, including but not limited to travel and logistic services for trainings, meetings, conferences, site visits and workshops in support of INL programs.

Project Goal(s) and Objectives

• The goal of the award is to provide logistical and administrative support to distinct rule of law, citizen security, and law enforcement projects in the Caribbean. The selected organization will work closely with designated project managers to determine implementation needs, arrange travel and coordinate training events in a timely and efficient manner.
• Goal 1: The goal of this project tis to deliver prompt and efficient programmatic, logistical, travel, and administrative services to support capacity building through INL/Caribbean programs in accordance with Federal regulations.
• Objective 1: Provide effective travel and logistical support for training personnel. 
  • Activity 1: Travel Documents 
    • When required, the award recipient is responsible for assisting participants with obtaining appropriate travel documents such as visas, work permits (if required), immunization, costs for birth, health, and identity certificates, and other documents needed to attend the capacity-building event. Only costs authorized by the 2 CFR 200 federal regulations will be allowed.
  • Activity 2: Travel Advances and Reimbursement
    • When required, the award recipient shall provide the participants with a travel advance up to the maximum per diem amount authorized by the U.S. Department of State or lesser amount as determined by the award recipient and INL. The applicant shall ensure the participant receives the travel advance with sufficient time, no later than two business days prior to departure, to reduce the financial burden associated with the event. The advance can be in cash, debit card, wire transfer, direct deposit or any other means not prohibited by U.S. or local laws. The award recipient should demonstrate the capability of sending timely travel advances to participants who are not comfortable sharing sensitive PII banking details with a third party. The awardee will provide participants with a monetary travel advance before travel to cover meals, baggage fees, incidentals, taxis, weapons fees when required, etc. whenever possible.
  • Activity 3: Airline Tickets/Air Transportation 
    • When required, the award recipient shall provide the participant with an airline ticket. In addition, the award recipient should be prepared to organize air transportation for law enforcement canines. All flights must comply with the Fly America Act.
  • Activity 4: Health, Travel, and Personal Property Insurance 
    • When required, the award recipient shall provide each participant, when traveling, with up to the maximum amount of insurance authorized by the federal travel regulations. The applicant must ensure that all participants have the appropriate level of insurance before the travel begins.
  • Activity 5: Ground Transportation 
    • When required, the award recipient shall arrange the use of rented vehicles for individuals or groups to support INL capacity-building events. Ground transportation includes taxis, rented vehicles (sedans), pickup trucks, vans, or buses. If required by the U.S. Embassy Regional Security Office in the target country, the recipient organization shall take appropriate security measures to protect the safety of participants during the ground transportation process. The protection could include the use of armored vehicles. Ground transportation could include transportation to and from hotels to meeting facilities, to and from the airport and hotel, between sites of interest, etc. The award recipient shall ensure participants arrive at the sponsored event location at least 15 minutes before the event begins and shall take the necessary measures to ensure the vehicles meet host-country and U.S. Government safety standards.
  • Activity 6: Lodging 
    • When required, the award recipient is responsible for providing participants with adequate lodging such as hotels or apartments using the U.S. Department of State approved per diem rates. In some cases, the U.S. government may be able to obtain lodging at academy dormitories or other facilities. In these cases, the award recipient shall coordinate lodging arrangements directly with the U.S. government representative responsible for the capacity-building event. The award recipient could be required to provide bedding supplies such as pillows, blankets, and other associated supplies. The award recipient shall ensure that rented rooms are of adequate size to sleep at least two adults and take the necessary measures to ensure the rented lodging facilities meet U.S. or host-country sanitary and safety standards.
  • Activity 7: Leahy and Local Vetting
    • The award recipient will confirm with INL staff the Leahy Vetting status of personnel nominated to attend INL sponsored events. Recipient must receive vetting clearances for each participant before travel/event participation. A copy of the INL Leahy and Local Vetting policy is included in this NOFO for reference.
• Objective 2: Provide conference planning and event support for training personnel. 
  • Activity 1: Conference and Training Facilities 
    • When required, the award recipient shall rent conference facilities appropriate for the capacity building events. The facilities could include small conference rooms with space for five to ten people or large conference centers with capacity for hundreds of people. In some cases, the U.S. government will coordinate with the host-country to obtain conference or training facilities such as training academies. The award recipient could be required to provide audio-visual, computer equipment, communications (such as Internet, radios, cell phones, or other communications services), reception, cleaning, interpreter/translation services, and supplies to support capacity building events. The award recipient shall take the necessary measures to ensure the rented conference/training facilities meet U.S. or host-country sanitary and safety standards.
  • Activity 2: Refreshments and Meals 
    • When required, the award recipient is responsible for providing participants with government approved per diem or meals such as hot breakfast, lunch, and dinner at locations where the participant cannot obtain meals at public facilities. When needed, the award recipient shall also provide snacks, coffee, tea, and non-alcoholic refreshments during capacity-building events. Snacks and beverages shall be provided in the early morning, a couple of hours before lunch, and a few hours after lunch. The award recipient shall ensure that coffee, tea, and drinking water are available throughout the duration of the event. The award recipient shall take the necessary measures to ensure food and beverages meet U.S. or host-country sanitary standards.
• Objective 3: Provide effective data management through a user-friendly software portal for entering and approving travel grant requests and tracking traveler data and grant usage. 
  • Activity 1: Unused Funds Settlement 
    • When required, the award recipient shall take required actions to recover unused funds resulting from cancellations by participants, vendors, facilities, etc. Voucher settlement includes obtaining receipts from hotels, boarding passes, and other documentation. In the event the award recipient owes money to a participant, settlement shall be made no later than 15 calendar days after the last day of the capacity-building event.
  • Activity 2: Database Management 
    • The award recipient shall maintain accurate digital records of each participant, including name, parent organization, country of origin, event attended, dates, costs per participant, INL project(s) that funded the event, and other information such as evaluations of the training provided, in a format mutually agreed to by the U.S. government and the recipient organization. The recipient organization shall provide this information to the Grants Officer Representative (GOR) no later than 30 days after the completion of each capacity-building event.
  • Activity 3: Protection of Personal Identifiable Information (PII) 
    • The award recipient shall take the necessary measures to set up data/privacy safeguards to protect personal identifiable information of individuals such as their social security number, full name, email address, phone number, date of birth, etc.
    • The U.S. government and the organization will work together to determine the appropriate assistance needed for each capacity-building event. Furthermore, INL and the recipient organization will meet after the award is made to develop a mutually agreeable work plan for conducting the assistance program. Applicants should provide a suggested work plan in the grant proposal. Additionally, applicant organizations should identify their own specific objectives and measurable outcomes based on these program goals and the specifications provided in this solicitation. Indicators could include timeliness of services, quality of interaction between the award recipient and program participants, etc.

Funding Information

• Total available funding: $750,000
• Award amounts: awards may range from a minimum of $750,000 to a maximum of $750,000
• Length of performance period: 18-24 months
• Anticipated program start date: September 2024
• Number of awards anticipated: 1 award

Project Activities and Deliverables

• The applicant shall be responsible for working with the INL offices oversees in planning and scheduling all events, including but not limited to travel and logistic services for trainings, meetings, conferences, site visits and workshops in support of INL programs. The travel services that the applicant shall provide include but are not limited to:
  • Assisting INL-sponsored travelers with travel documents such as visas, immunization, and special permits needed to enter or travel within and outside of target countries, as identified
  • Assisting with transportation of law enforcement canines
  • Oversight of all arrivals and departures
  • Preparing briefing materials
  • Locating and reserving facilities
  • Scheduling meeting rooms
  • Providing refreshments, snacks, and meals, as needed and appropriate for participants
  • Aiding in the recruitment of appropriate speakers or trainers
  • Designing and planning of activities
  • Coordinating escorts and translators/interpreters

Participants and Audiences

• Applicants should identify target audiences, specific demographics, and the region(s) in which the project will be implemented. It is particularly important to specify the approximate number of beneficiaries to be directly and indirectly impacted by project activities.

Priority Region/Countries

• The Caribbean (Jamaica, Dominican Republic, The Bahamas, Trinidad and Tobago, Suriname, Guyana, Barbados, Antigua and Barbuda, St. Lucia, St. Vincent and the Grenadines, Dominica, St. Kitts and Nevis, and Grenada), with potential use for other countries in the instance that their travel would support CBSI priorities.

Eligibility Criteria

• The following organizations are eligible to apply:
  • U.S.-based non-profit/non-governmental organizations (NGOs);
  • U.S.-based educational institutions subject to section 501(c)(3) of the U.S. tax code or section 26 US 115 of the U.S. tax code;
  • Foreign-based non-profits/non-governmental organizations (NGOs);
  • Foreign-based educational institutions
• Applicants must also meet the following requirements to be eligible to apply to this NOFO:
  • Have demonstrated experience administering similar successful projects, preferably targeting the requested country and/or region, or similarly challenging program environment.
  • Have demonstrated experience implementing projects of similar dollar amount as the one being announced.
  • Have existing, or the capacity to develop, active partnerships with organization(s) in the target country and/or region such as travel agencies, in order to successfully fulfill the proposed program.

For more information, visit Grants.gov.