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Donations Acceptance Program - Proposal Guidance

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How Proposals should be Formatted & Submitted

All donation proposals regardless of dollar value, size, scope or complexity may now be submitted year-round to DAP@cbp.dhs.gov for consideration. As always, we welcome and encourage our prospective partners to connect with us in advance of preparing a formal proposal so that we may provide front-end feedback and guidance regarding proposal viability and the donation acceptance process. Additional guidance and templates are available in our overarching program Donations Acceptance Program (DAP) Quick Reference Guide (QRG) and in our DAP Intellectual Property Rights (IPR) QRG.

In general, proposals should adhere to the below formatting guidelines and may be submitted to DAP@cbp.dhs.gov at any time throughout the year:

  • Be sent electronically as a .pdf or Microsoft Office compatible file (e.g. Microsoft Word, Microsoft PowerPoint, Microsoft Visio, etc.);
  • Not exceed 25 total pages in length;
  • Contain a one-page proposal synopsis summarizing the scope of the donation;
  • Be sent in a single email not to exceed 50 megabytes in size;
  • Include one or more photos or graphics depicting the proposed donation(s);
  • Not include follow-on documents or submissions; and
  • Fully address each of the operational and technical criteria provided below and in the Donations Acceptance Program Framework.

How Proposals are Evaluated

All proposals, whether small or large, will be evaluated in keeping with the procedures and criteria outlined in the Donations Acceptance Program Framework. The criteria that CBP and GSA use to evaluate the operational and technical merits of each proposal are provided below for easy reference. Please refer to the Program & Process page for more information regarding the processes that CBP and GSA undertake to evaluate proposals and the types of proposals that CBP and GSA can and cannot entertain. 

If possible, interested donors are encouraged to coordinate with the affected CBP Field Office and ports of entry in developing their proposals. 

Operational Criteria

Criteria Example Evaluation Factors
Operational Impact
  • Whether the proposal poses an adverse impact to existing local and regional CBP operations.
  • Whether the proposal presents measurable existing and future CBP operational benefits, including the proposal’s potential to enhance the security of the port of entry at issue.

Funding & Financing Strategy (Operational)

  • Whether the proposal presents a sound strategy for accommodating CBP’s exposure to operating costs (e.g., salaries, overtime, equipment, and technologies); specifically, what is being funded?
  • Whether the prospective donor’s overall funding and financing strategy for these costs appears to be viable, i.e., how it is being funded.
Health & Safety Requirements
  • Whether the proposal presents a sound strategy for sustaining or enhancing employee and public health and safety conditions both during and following donation acceptance.
Economic & Community Benefits
  • Whether the proposal presents measurable local, regional and national economic and community benefits, including reduced wait times and enhanced travel and trade.
Community Support
  • Whether the proposal has the support of all impacted local and regional stakeholders.
Other Agency Support for Operations
  • Whether the proposal addresses the ability of other agencies to provide operational support based on new or increased capacity, hours, location, or workload increases.
Project Duration & Timeline
  • Whether the proposal presents a feasible planning, development and delivery strategy that poses no to minimal adverse impact on current and future operations.

Technical Criteria

Criteria Example Evaluation Factors

Funding & Financing Strategy (Technical)

  • Whether the proposal presents a sound strategy for accommodating CBP and GSA’s, as applicable, exposure to planning, design and construction-related costs, in addition to first and out-year sustainment costs (e.g., equipment and technology operations and maintenance and facility rent); specifically, what is being funded?
  • Whether the prospective donor’s overall funding and financing strategy for these costs appears to be viable, i.e., how it is being funded.
Real Estate Implications
  • Whether additional real estate is required to accommodate existing and downstream operations and, if so, whether the proposal presents a sound strategy for acquiring such real estate.
  • Whether the proposal presents a sound strategy for identifying and acquiring necessary rights-of-way, easements or other interests in real estate.
Environmental & Cultural Resource Implications
  • Whether the proposal presents information on meeting the requirements of the National Environmental Policy Act of 1969, as amended (NEPA).
  • Whether the proposal presents the potential to affect cultural or historic resources.
  • Whether a Phase I Environmental Site Assessment has been completed in accordance with the American Society for Testing and Materials standards for any real property related to the donation.
  • Whether any recognized environmental conditions have been mitigated and, if not, whether a plan is in place to address them.
Technical Feasibility
  • Whether the proposal appears to be technically feasible, including whether it appears to fit within the site footprint and includes all major infrastructure and technology components.
  • Whether the proposal purports to comply with all applicable laws, regulations and technical and security standards.
  • Whether the proposal appears compatible with existing equipment and technologies and established securities and protocols.
Planning Implications
  • Whether the proposal is consistent with CBP’s current list of out-year investment priorities.
  • Whether the proposal comports with the out-year planning priorities of CBP’s interagency and international partners.
  • Whether the proposal’s planning and delivery schedule appears to be both reasonable and accurate.
Proposal  Support
  • Whether the proposal has public support at the political, national or regional levels, or any combination thereof.
  • Whether the proposal has support from all affected federal agencies.
Last modified: 
November 22, 2017