AMBASSADORS FUND FOR CULTURAL PRESERVATION (AFCP)
U.S. DEPARTMENT OF STATE
Call for Proposals Announcement
U.S. EMBASSY KINGSTON
AMBASSADORS FUND FOR CULTURAL PRESERVATION (AFCP)
Announcement Type: Grants
Funding Opportunity number: AFCPJA-2021-2022-GP
Funding Opportunity Title: U.S. Ambassadors Fund for Cultural Preservation Grants Program
Funding Instrument Type: Cooperative Agreement / Grant
Program Authorization: “Mutual Educational and Cultural Exchange Act of 1961” (P.L. 87-256 Sec 102(b) (5), as amended)
CFDA Number: 19.025 U.S. Ambassadors Fund for Cultural Preservation
Date Opened: Monday, October 26, 2020
Concept Note submission date and time deadline (Round one): Monday, November 16, 2020 (4:00pmEST)
Full proposal submission date and time deadline (Round two): Monday, March 8, 2021 (4:00p.m. EST)
Upon favorable review of the Concept Notes, applicants will be invited to submit full project proposals.
Full implementation of the 2021AFCP program is pending the availability of FY2021 funds and a congressionally approved financial plan.
(Project Implementers): Reliable and accountable non-commercial entities that are registered and active in SAM.gov and can demonstrate that they have the requisite experience and capacity to manage projects to preserve cultural heritage. These may include non-governmental organizations, museums, ministries of culture, or similar institutions. Also, U.S.-based organizations subject to Section 501(c)(3) of the tax code (with partnerships that develop the capacity of similar Jamaican institutions and include plans to transfer programs to sustainable local management) may apply.
Past AFCP award recipients may submit applications for continuation funds under this opportunity. See additional information at Section IV.
Embassy Kingston will vet applicants for eligibility, suitability and reputable performance in cultural preservation or similar activities.
Award Floor: U.S. $ 10,000.00
Award Ceiling U.S. $500,000.00
Cost Sharing or Matching Requirement: No
Announcement Type: New Announcement
Federal Agency Contact: Grants Officer, Public Affairs Section – U.S. Embassy, Kingston
FUNDING OPPORTUNITY DESCRIPTION
Background Information: The Public Affairs Section of the U.S. Embassy, Kingston administers the AFCP in Jamaica. More information about the Public Affairs Section and its Grants Program is at https://jm.usembassy.gov/grants/ .
The U.S. Embassy, Kingston under its “Call for Applications” is accepting Concept Notes (Round One) and Full Applications (Round Two) for the U.S. Ambassadors Fund for Cultural Preservation (AFCP) 2021 Grants Program. The U.S. Congress created the fund in 2001 and it aims to provide grant awards for the preservation of cultural heritage, which “offers an opportunity to show a different American face to other countries, one that is non-commercial, non-political, and non-military.”
Since the inception of the AFCP, Jamaican institutions have consistently performed exceptionally in this global funding competition. Jamaican institutions have received grant funding on eight (8) occasions, for a total of USD$310,121.00 to preserve cultural heritage:
- 2001: Preservation of the Writings of Marcus Garvey
- 2004: Preventative Conservation of Taino Amulets and Other Ethnographic Objects at the Institute of Jamaica
- 2006: Conservation of the Collections of the National Gallery of Jamaica
- 2008: Restoration of Five Historic Paintings in the National Gallery of Jamaica
- 2009: Conservation of the Enos Nuttall Manuscripts Collection of the National Library of Jamaica.
- 2014: Preventive Conservation of the Collections of the National Museum of Jamaica
- 2018: Conservation of Archaeological and Ethnographic Collections at the Indian, African, and Caribbean (INAFCA) Museum at the Mico University College
- 2020: National Gallery of Jamaica Conservation Redevelopment & Storage Rationalization Project
PURPOSE OF GRANT
The projects recommended for funding under this program shall advance U.S. foreign policy goals and show American respect for cultural heritage. Cultural preservation is effective public diplomacy that resonates deeply with opinion leaders and local communities, even in countries where ties may be otherwise limited. AFCP projects strengthen civil society, encourage good governance, and promote political and economic stability around the world.
In furtherance of this key objective, project abstracts and full grant proposals for projects can range from one to three years and must meet one or more of the following foreign policy areas, funding areas and/or priorities.
Funding Areas: The AFCP Grants Program supports the preservation of archaeological sites, historic buildings and monuments, museum collections, and forms of traditional cultural expression, such as indigenous languages and crafts. Appropriate project activities may include:
- Anastylosis (reassembling a site from its original parts);
- Conservation (addressing damage or deterioration to an object or site);
- Consolidation (connecting or reconnecting elements of an object or site);
- Documentation (recording in analog or digital format the condition and salient features of an object, site, or tradition);
- Inventory (listing of objects, sites, or traditions by location, feature, age, or other unifying characteristic or state);
- Preventive Conservation (addressing conditions that threaten or damage a site, object, collection, or tradition);
- Restoration (replacing missing elements to recreate the original appearance of an object or site, usually appropriate only with fine arts, decorative arts, and historic buildings);
- Stabilization (reducing the physical disturbance of an object or site).
Special Note Regarding Sites and Objects that have a Religious Connection: The establishment clause of the U.S. Constitution permits the government to include religious objects and sites within an aid program under certain conditions. For example, an item with a religious connection (including a place of worship) may be the subject of a cultural preservation grant if the item derives its primary significance and is nominated solely based on architectural, artistic, historical, or other cultural (not religious) criteria.
If your organization is considering preservation projects with a religious connection to contact the Public Affairs Section, U.S. Embassy, Kingston at 876-702-6070 or email@example.com with any questions.
Funding Priorities: Some of the most impactful AFCP projects have been designed as part of a greater Public Diplomacy programming arc promoting specific U.S. policy goals and host-country or community objectives. Accordingly, in FY 2021, ECA will give preference to projects that do one or more of the following:
- Directly support U.S. treaty or bilateral agreement obligations;
- Directly support U.S. policies, strategies and objectives in a country as stated in the Integrated Country Strategy or other U.S. government planning documents
Jamaica as a strong and enduring partner in Advancing American values and interests
Safety and Security for U.S. Citizens and for Jamaica
Accountable, Transparent and Effective governance in Jamaica
U.S. Competitive edge in a robust Jamaican economy
- Support disaster risk reduction for cultural heritage in disaster-prone areas or post-disaster cultural heritage recovery;
- Support conflict resolution and help communities bridge differences;
- Partner, connect with or feed into other Bureau of Educational and Cultural Affairs (ECA) programs
INELIGIBLE ACTIVITIES AND UNALLOWABLE COSTS
The AFCP does not support the following activities or costs, and will deem applications involving any of these activities or costs ineligible:
- Preservation or purchase of privately or commercially owned cultural objects, collections, or real property, including those whose transfer from private or commercial to public ownership is envisioned, planned, or in process but not complete at the time of application;
- Preservation of natural heritage (physical, biological, and geological formations, paleontological collections, habitats of threatened species of animals and plants, fossils, etc.);
- Preservation of hominid or human remains;
- Preservation of news media (newspapers, newsreels, radio and TV programs, etc.);
- Preservation of published materials available elsewhere (books, periodicals, etc.);
- Development of curricula or educational materials for classroom use;
- Archaeological excavations or exploratory surveys for research purposes;
- Historical research, except in cases where the research is justifiable and integral to the success of the proposed project;
- Acquisition or creation of new exhibits, objects, or collections for new or existing museums;
- Construction of new buildings, building additions, or permanent coverings (over archaeological sites, for example);
- Commissions of new works of art or architecture for commemorative or economic development purposes;
- Creation of new or the modern adaptation of existing traditional dances, songs, chants, musical compositions, plays, or other performances;
- Creation of replicas or conjectural reconstructions of cultural objects or sites that no longer exist;
- Relocation of cultural sites from one physical location to another;
- Removal of cultural objects or elements of cultural sites from the country for any reason;
- Digitization of cultural objects or collections, unless part of a larger, clearly defined conservation or documentation effort;
- Conservation plans or other studies, unless they are one component of a larger project to implement the results of those studies;
- Cash reserves, endowments, or revolving funds (funds must be expended within the award period [up to five years] and may not be used to create an endowment or revolving fund);
- Costs of fund-raising campaigns;
- Contingency, unforeseen, or miscellaneous costs or fees;
- Costs of work performed prior to announcement of the award unless allowable per 2 CFR 200.458 and approved by the grants officer;
- International travel, except in cases where travel is justifiable and integral to the success of the proposed project;
- Travel or study outside the host country for professional development;
- Individual projects costing less than $200,000;
- Independent U.S. projects overseas.
The U.S. Embassy, Kingston Public Affairs Section will accept applications from those who qualify to receive support from the U.S. government and AFCP grants in accordance with AFCP program policies.
In addition, to those that can develop and implement their proposed programs in Jamaica. The U.S. Embassy, Kingston and the Department of State define eligible project implementers as reputable and accountable non-commercial entities that can demonstrate they have the requisite capacity to manage projects to preserve cultural heritage. Eligible implementers may include non-governmental organizations, museums, educational institutions, ministries of culture, or similar institutions and organizations, including U.S.-based educational institutions and organizations subject to Section 501(c)(3) of the tax code. These entities must have a DUNS number and SAM registration prior to submission and be able to demonstrate that they have the requisite experience and capacity to manage projects to preserve cultural heritage.
The AFCP will not award grants to individuals, commercial entities, or past award recipients that have not fulfilled the objectives or reporting requirements of previous awards.
- Funding Type and Amount: Cooperative Agreement / Grant
- Minimum (“Floor”) Award Amount: $ 10,000.00
- Maximum (“Ceiling”) Award Amount: $500,000.00
Eligible organizations interested in applying are encouraged to read this request for application thoroughly to understand the type of project sought and the application submission requirements and evaluation process.
The Public Affairs Section reserves the right to award less or more than the funds described under circumstances deemed to be in the best interest of the U.S. government, pending the availability of funds and approval of the designated Grants Officer.
All projects must begin before or by September 30, 2021. This does not mean that the activity for funding is completed before September 30, 2021, but that preparation for the activity must begin before that date.
The period of performance for project activities begins upon the Grants Officer’s signature and the grantee’s countersignature of a Department Standard Notice of Award. A complete Notice of Award consists of:
- DS-1909 Award Cover Sheet;
- Award Provisions;
- Department of State Standard Terms and Conditions.
The three combined constitute the legal document issued to notify an award recipient that an award has been made and funds are available for use during the specified award period. Failure to produce a complete DOS Notice of Award may result in the nullification of the award.
How to Apply:
See “Grants” – https://jm.usembassy.gov/grants/ on the U.S. Embassy, Kingston website for complete details on requirements, and note the following highlights:
Registration required: Applicants must have a Dun & Bradstreet Universal Numbering System (DUNS) number – http://fedgov.dnb.com/webform, a NATO Commercial and Government Entity (NCAGE) code – https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx, and be registered in the System for Award Management (SAM) – https://www.sam.gov prior to submitting prior abstracts.
Note well that applicants may acquire DUNs number, NCAGE code and SAM registration at no cost.
Submission of Concept Notes and Full Applications:
Email Concept Note (Round one) and Full proposals (Round two) to firstname.lastname@example.org. The subject line of your email should be as follows: ‘Organization name of Applicant – 2021 U.S. Ambassadors Fund for Cultural Preservation Grants Program – Concept Note
Applications are to be in English only, and final grant agreements will be in English.
Requirements and Documents
Round One Concept Note Requirements (Deadline: November 16, 2020): 1. Project basics, including working title, anticipated project length (in months), location/site, and project cost estimate (amount requested from AFCP; in U.S. dollars); 2. Project implementer information, including name and SAM registration status;3. Project purpose that summarizes the objectives, proposed activities, and desired results4. Rationale for AFCP support, explaining: i. why it is in the interests of the U.S. government to fund the project; ii. how the project relates to Integrated Country Strategy (ICS) goals, existing bilateral agreements, or other U.S. foreign policy objectives; iii. the projected public diplomacy benefits and impacts of the project; iv. whether it contributes to broader host country or community aims or objectives;5. At a minimum and required, five (5) high quality digital images (JPEGs) or audiovisual files that convey the nature and condition of the site or collection and show the urgency or need for the proposed project (collapsing walls, water damage, etc.) Round Two Full Application Requirements (Deadline: March 8, 2021): NB: Upon favorable review of the Concept Note by the Cultural Heritage Center (the Center), applicants will be invited to submit Full Application.
The applications must fully satisfy the program objectives, funding areas and priorities, and eligibility requirements. Furthermore, to be considered complete, they must include:
From the Implementer:
- Project dates;
- Project activities description and timeframe that present the project tasks in chronological order and list the major milestones with target dates for achieving them (Note: Applicants may propose project periods of up to 60 months [five years]);
- Theory of change that describes how the project activities and outputs will help achieve any broader host country or community aims or objectives (For example, if a broader goal is economic development, how will the activities and outputs directly contribute towards achieving that goal?);
- Statement of importance highlighting the historical, architectural, artistic, or cultural (non-religious) values of the cultural heritage;
- Proof of official permission to undertake the project from the office, agency, or organization that either owns or is otherwise responsible for the preservation and protection of the site or collection;
- Implementer public awareness plan describing how the applicant intends to highlight and amplify AFCP-supported activities through print, electronic, and social media platforms;
- Maintenance plan outlining the steps or measures that will be taken to maintain the site, object, or collection in good condition after the AFCP-supported project is complete; or, in the case of forms of traditional cultural expression, to preserve and disseminate the documentation, knowledge, or skills gained from the project;
- Résumés or CVs of the proposed project director and key project participants;
- Detailed project budget, demarcated in one-year budget periods (2021, 2022, 2023, etc.), that lists all costs in separate categories (Personnel, Fringe Benefits, Travel [including Per Diem], Equipment, Supplies, Contractual, Other Direct Costs, Indirect Costs); indicates funds from other sources; and gives a justification for any anticipated international travel costs;
- Budget narrative explaining how the costs were estimated (quantity x unit cost, annual salary x percentage of time spent on project, etc.) and any large budget line items;
- Application for Federal Assistance (SF-424), including Budget Information for Non-Construction Programs (SF-424A), Assurances for Non-Construction Programs (SF-424B), and, if applicable, Disclosure of Lobbying Activities (SF-LLL);
- Relevant supporting documentation, such as historic structure reports, restoration plans and studies, conservation needs assessments and recommendations, architectural and engineering records, etc., compiled in preparation for the proposed project;
- As requested by the Center or as appropriate, additional high quality digital images (JPEGs) or audiovisual files that convey the nature and condition of the site or museum collection and show the urgency or need for the proposed project (collapsing walls, extensive water damage, etc.).
Cost sharing and Other Forms of Cost Participation: There is no minimum or maximum percentage of cost participation required for this competition. When an applicant offers cost sharing, it is understood and agreed that the applicant must provide the amount of cost sharing as stipulated in its application. Details of the cost share is later included in an approved agreement.
Note, the applicant will be responsible for tracking and reporting on any cost share or outside funding, which is subject to audit per 2 CFR 200. Cost sharing may be in the form of allowable direct or indirect costs.
Completeness of Proposal: Concept Notes and Full applications should include all the information requested in the application guidelines.
Carefully note that, Concept Notes and Full applications
- will not be considered until all information is received in electronic form.
- must be completed in English and budget numbers provided in U.S. dollars. Questions should be addressed to email@example.com.
Technical Format Requirements (for full proposals): All pages must be numbered, including budgets and attachments. All documents formatted to 8.5 x 11 paper and all Microsoft Word documents double-spaced, 12-point Times New Roman font, with a minimum of 1-inch margins. Full proposals kept to a maximum of 10 pages.
REVIEW AND SELECTION PROCESS
Acknowledgement of receipt. Applicants will receive acknowledgment of receipt of Concept Notes. The U.S. Embassy, Kingston reviews Jamaican project applications for eligibility and makes an official recommendation for funding to the State Department’s Bureau of Educational and Cultural Affairs, ECA. ECA administers the Ambassadors Fund and carries out the selection process in consultation with the Offices of Budget and Planning and the Legal Adviser. The Assistant Secretary recommends funds authorized for selected proposals for ECA.
Follow up notification. Organizations whose Concept Note and Full Applications were approved or funded will be notified.
Criteria. Concept Notes (Round one) and Full Applications (Round two) will be internally reviewed by U.S. Embassy, Kingston based on ALL the stated application requirements. Upon completion of review, U.S. Embassy, Kingston will propose to the Center Project Concept Notes for funding.
The Center will conduct its review process and select Round 1 project concept notes and full project applications (Round 2) in consultation with the regional bureaus and taking into consideration the program objectives, funding areas and priorities, ineligible activities and unallowable costs, and other application requirements.
Note carefully, Concept Notes and Full Applications may deem ineligible if they do not fully adhere to AFCP 2021 Grants Program objectives, requirements, and other criteria stated herein.
- Concept note review and selection (Round 1): In consultation with the regional bureaus, ECA and the Center will determine which project ideas advance to the Round 2 application stage based on the following criteria:
anticipated preservation and public diplomacy impacts;
potential contributions to U.S. foreign policy;
potential contributions to host-country or community objectives and aims.
- Regional bureau input will include guidance to ECA and the Center on how it prioritizes and ranks proposed projects from the countries in its region. The Center may forward concept notes to other State Department or federal agency personnel with relevant experience for advisory peer review. The Center may identify specific projects as candidates for additional or enhanced project design. In early 2021, the Center will notify embassies of the Round 1 results and invite a subset to submit full project proposals to Round 2.
- Full application review and selection (Round 2): The Center will review and rate the full project proposals to confirm the feasibility of the projects, ensure outlined activities and budget lines support stated goals, validate monitoring plans and identify any remaining shortcomings, questions or concerns. The Center will then convene a review panel to recommend applications for funding.
- Full application rating schema: The Center will rate full applications using the following point-based system:
Purpose, Description, and Importance (20 points max)
Rationale for U.S. Support (20 points max)
Embassy Media and Applicant Outreach Plans (15 points max)
Support for wider host country or community objectives (5 points max)
Maintenance Plan (15 points max)
Budget and Budget Narrative (15 points max)
Supporting Materials (resumes, images, etc.; 10 points max)
Innovative integration, collaboration, or coordination with other ECA and public diplomacy programs (additional 10 points max)
Award Notices: The Grants Officer writes, signs, awards and administers the grant award agreement. The Grants Officer is the U.S. government official delegated the authority by the U.S. Department of State Procurement Executive to write, award, and administer grants. In some instances, a Grants Officer Representative will be the grantee’s primary point of contact. The assistance award agreement is the authorizing document given to the recipient.
Anticipated Time to Award: Once funding levels are known and a congressional spend plan is approved, ECA will announce the results of the AFCP 2021 Grants Program. The U.S. Embassy will then notify the successful applicant/s. Do note, that the period of performance begins once a countersigned DS-1909 is in hand.
Upon Receipt of a Cooperative Agreement / Grant: Please note that according to the U.S. government’s grants policy, grant recipients do not receive advance payments more than their “immediate cash needs.” In general, to ensure that grantees submit final reports up to 10% of the grant total is withheld as a final payment
Recipients are required to submit a final certified Federal Financial Report (SF-425) and a Narrative Report (SF-PPR) within 90 calendar days of the end of the period of performance delineated in the award. Some grants may also require quarterly reports. Grantees will know of their reporting responsibilities upon the awarding of the grant. Failure to comply with the reporting requirements may jeopardize eligibility for future awards or will result in suspension of any future payments under this award until this deficiency is corrected. Some of the required forms include:
- Federal Financial Report SF-425
- Instructions for the Federal Financial Report
- Request for Advance or Reimbursement SF-270
All recipients must be aware of the Standard Terms and Conditions (PDF 918 KB) that apply to overseas grantees and comply with all applicable terms and conditions during the project period.
Thank you for your interest in the
U.S. Embassy Kingston
U.S. Ambassadors Fund for Cultural Preservation
PEPFAR Small Grants
U.S. DEPARTMENT OF STATE
U.S. EMBASSY KINGSTON, PEPFAR COORDINATION OFFICE
Notice of Funding Opportunity
Funding Opportunity Title: PEPFAR Small Grants
Funding Opportunity Number: DOS-KGN-PCO-FY21-001
Deadline for Applications: November 20, 2020
CFDA Number: 19.029 – THE U.S. PRESIDENT’S EMERGENCY PLAN FOR AIDS RELIEF (PEPFAR) PROGRAMS
Total Amount Available: $ 35,000
NB: This notice is subject to the availability of funding.
A. PROGRAM DESCRIPTION
The U.S. Mission Kingston’s PEPFAR Coordination Office (PCO) is pleased to issue this Notice of Funding Opportunity (NOFO) for their Small Grants Program. This NOFO outlines the PCO’s funding priorities and the procedures for submitting applications for funding. Please carefully follow ALL instructions below.
- Improve client experiences and retention on HIV treatment by assessing services at treatment facilities in Jamaica.
- Drive action to address issues identified as barriers by PLHIV clients.
- Help to center PLHIV community perspectives and needs in HIV treatment.
Program Information: PEPFAR awards a limited number of grants to non-governmental organizations and other civil society entities in support of initiating a Community-Led Monitoring (CLM) program. This Program is aimed at improving client-centered HIV services under the Ambassadors Small Grants Program (ASG). These grants advance PEPFAR’s overarching goal of ending the HIV epidemic in Jamaica. The U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) is the U.S. government’s response to the global HIV epidemic and represents the largest commitment by any nation to address a single disease in history.
Projects which may be funded should cover the following:
Monitoring of all PEPFAR-supported HIV treatment sites in Jamaica, with details as follows:
- Assess all PEPFAR-supported HIV treatment sites in Jamaica at least twice during the grant period. PEPFAR-supported sites are:1. JASL Kingston, JASL St. Ann, JASL Montego Bay
3. Comprehensive Health Centre
4. Cornwall Regional Hospital
5. Duncan’s Health Centre
6. Kingston Public Hospital
7. Lucea Health Centre
8. Mandeville Health Centre
9. May Pen Health Centre
10. Montego Bay Type 5
11. Port Maria Hospital
12. St. Ann’s Bay Health Centre
13. St. Jago Park Health Centre
14. Savanna La Mar Hospital.
- Develop survey to learn from PLHIV clients about their treatment experiences regarding the following three areas:
1.) current operational procedures,
2.) stigma and discrimination, and
3.) the extent to which PLHIV are involved in the decision-making/planning process.
- Administer survey to at least twelve clients per site during each assessment.
- Examples of items to assess include – appointment systems, wait times, clinic hours, use of technology, treatment literacy, stigma and discrimination related to HIV status or status as a key population (KP), and opportunities for client support from PLHIV peers.
- By the end of each quarter, develop a report including:
- Data / data analysis
- Discussion of findings
- Targeted recommendations for improving program structure
- Action plan for the next quarter
- At the end of the project, provide a comprehensive report that covers:
- Data / data analysis
- Discussion of findings
- Progress in addressing gaps identified in initial assessments
- Next steps for community-led monitoring.
Authorizing statutes for the funding opportunity – U.S. President’s Emergency Plan for
AIDS Relief – PEPFAR Extension Act of 2018
B. FEDERAL AWARD INFORMATION
- Length of Performance: Nine months
- Number of Awards anticipated: One (1) award
- Award amount: $35,000
- Total available funding: $35,000
- Type of funding: FY21 – U.S. President’s Emergency Plan for AIDS Relief (PEPFAR)
- Anticipated program start date: January 2, 2021
- Funding Instrument Type: Grant
- Program Performance Period: Proposed program activities should be completed by September 30, 2021.
C. ELIGILIBITY INFORMATION
1. Eligible Applicants:
The following organizations are eligible to apply:
- Registered not-for-profit organizations including think tanks, civil society/non-governmental organizations, community-based groups, faith-based organizations, and groups of persons living with HIV. Organizations should have programming and/or project management experience.
- Organizations cannot be primary or secondary recipients of PEPFAR funding.
1. Cost sharing or matching – This grant activity is not eligible for cost sharing.
1. Other Eligibility Requirements
- In order to be eligible to receive an award, all organizations must have a unique entity identifier (Data Universal Numbering System/DUNS number from Dun & Bradstreet), as well as a valid registration on www.SAM.gov. Please see Section D.3 for information on how to obtain these registrations.
- Applicants are only allowed to submit one proposal per organization. If more than one proposal is submitted from an organization, all proposals from that institution will be considered ineligible for funding.
- Organization should have familiarity with HIV and/or human rights as they relate to people living with HIV.
D. APPLICATION AND SUBMISSION INFORMATION
Proposals should be submitted online to U.S. Mission Kingston at the following email address: CaribbeanRegionalPCO-ASG@state.gov.
Applications and all supporting documents are accepted in English only.
The grant application deadline is November 20, 2020. Proposals will be reviewed and results issued by December 16, 2020.
1. Content and Form of Application Submission
Please follow ALL instructions below carefully. Proposals that do not meet the requirements of this announcement or fail to comply with the stated requirements will be ineligible.
1. Content of Application
- The proposal clearly addresses the goals and objectives of this funding opportunity
- All documents are in English
- All budgets are in U.S. dollars
- All pages are numbered
- All documents are formatted to 8 ½ x 11 paper, and
- All Microsoft Word documents are single-spaced, 12-point Times New Roman font, with minimum of 1-inch margins.
The following documents are required:
1. Mandatory application forms
- SF-424 (Application for Federal Assistance – organizations)
- SF424A (Budget Information for Non-Construction programs)
- SF424B (Assurances for Non-Construction programs)
Please find the Mandatory application forms through this link: https://www.grants.gov/web/grants/forms/sf-424-family.html
- Summary Page: Cover sheet stating the applicant name and organization, proposal date, program title, program period proposed start and end date, and brief purpose of the program.
- Proposal (8 pages maximum): The proposal should contain enough information that anyone not familiar with it would understand exactly what the applicant wants to do. You may use your own proposal format, but it must include all the items below.
- Proposal Summary:Short narrative that outlines the proposed program, including program objectives and anticipated impact.
- Introduction to the Organization applying: A description of past and present operations, showing ability to carry out the program, including information on all previous grants from the U.S. Embassy and/or U.S. government agencies.
- Needs Assessment: Indicate whether you included your beneficiaries in a need assessment or in the project planning. Please describe any contacts or meetings you have completed with these beneficiaries or their representatives.
- Problem Statement: Clear, concise, and well-supported statement of the problem to be addressed and why the proposed program is needed.
- Program Goals and Objectives: The “goals” describe what the program is intended to achieve. The “objectives” refer to the intermediate accomplishments on the way to the goals. These should be achievable and measurable.
- Program Activities: Describe the program activities and how these will help achieve the objectives.
- Program Methods and Design: A description of how the program is expected to work to solve the stated problem and achieve the goal. Include a logic model as appropriate.
- Proposed Program Schedule and Timeline: The proposed timeline for the program activities. Include the dates, times, and locations of planned activities and events.
- Key Personnel: Names, titles, roles and experience/qualifications of key personnel involved in the program. What proportion of their time will be used in support of this program.
- Program Partners: List the names and type of involvement of key partner organizations and sub-awardees.
- Program Monitoring and Evaluation Plan: This is an important part of successful grants. Throughout the timeframe of the grant, how will the activities be monitored to ensure they are happening in a timely manner, and how will the program be evaluated to make sure it is meeting the goals of the grant?
- Future Funding or Sustainability Applicant’s plan for continuing the program beyond the grant period, or the availability of other resources, if applicable.
- Budget Justification Narrative: After filling out the SF-424A Budget (above), use a separate sheet of paper to describe each of the budget expenses in detail. Please see Section H. Other Information: Guidelines for Budget Submissions below for further information.
- 1-page CV or resume of the key personnel proposed for the program
- Letters of support from program partners describing the roles and responsibilities of each partner.
- If your organization has a NICRA and includes NICRA charges in the budget, your latest NICRA should be included as a PDF file.
- Official permission letters, if required for program activities
- Unique Entity Identifier and System for Award Management (SAM.gov).
Any applicant listed on the Excluded Parties List System (EPLS) in the System for Award Management (SAM) is not eligible to apply for an assistance award in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR, 1986 Comp., p. 189) and 12689 (3 CFR, 1989 Comp., p. 235), “Debarment and Suspension.” Additionally, no entity listed on the EPLS can participate in any activities under an award. All applicants are strongly encouraged to review the EPLS in SAM to ensure that no ineligible entity is included.All organizations applying for grants (except individuals) must obtain these registrations. All are free of charge:* Unique entity identifier from Dun & Bradstreet (DUNS number)
* NCAGE/CAGE code
* www.SAM.gov registrationStep 1: Apply for a DUNS number and an NCAGE number (these must be completed consecutively)DUNS application: Organizations must have a Data Universal Numbering System (DUNS) number from Dun & Bradstreet. If your organization does not have one already, you may obtain one by calling 1-866-705-5711 or visiting http://fedgov.dnb.com/webformNCAGE application page here: https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx
Instructions for the NCAGE application process:
For NCAGE help from within the U.S., call 1-888-227-2423
For NCAGE help from outside the U.S., call 1-269-961-7766
Email NCAGE@dlis.dla.mil for any problems in getting an NCAGE code.
Step 2: After receiving the NCAGE Code, proceed to register in SAM.gov by logging onto: https://www.sam.gov. To be compliant with federal regulations and to maintain an ‘active status, SAM registration must be renewed annually.
Very important: Please note that punctuation, spelling and abbreviations must be the same for information you provide on the different registration portals to avoid problems or delay with registration.
1. Submission Dates and Times – Applications are due no later than November 20, 2020.
1. Funding Restrictions
The ASG cannot provide funding for the following:
- Police or military activities
- Cultural activities
- Religious activities (Note: Religious organizations may sponsor or supervise local community activities that serve KPs needs rather than religious purposes; such activities may be eligible for assistance).
- Construction projects
- Projects in refugee camps or communities.
- Projects involving pesticides, fungicides or herbicides
- Individually owned businesses or enterprises.
- Used for cost of direct medical treatment.
- Other Submission Requirements:
All application materials must be submitted by email to: CaribbeanRegionalPCO-ASG@state.gov.
- Other Submission Requirements:
E. APPLICATION REVIEW INFORMATION
Each application will be evaluated and rated based on the evaluation criteria outlined below:
Quality and Feasibility of the Program Idea – 25 points: The program idea is well developed, with detail about how program activities will be carried out. The proposal includes a reasonable implementation timeline.
Organizational Capacity and Record on Previous Grants – 25 points: The organization has expertise in its stated field and has the internal controls in place to manage federal funds. This includes a financial management system and a bank account.
Program Planning/Ability to Achieve Objectives – 15 points: Goals and objectives are clearly stated, and program approach is likely to provide maximum impact in achieving the proposed results.
Budget – 10 points: The budget justification is detailed. Costs are reasonable in relation to the proposed activities and anticipated results. The budget is realistic, accounting for all necessary expenses to achieve proposed activities.
Monitoring and evaluation plan – 15 points: Applicant demonstrates it can measure program success against key indicators and provides milestones to indicate progress toward goals outlined in the proposal. The program includes output and outcome indicators and shows how and when those will be measured.
Sustainability – 10 points: Program activities will continue to have positive impact after the end of the program.
1. Review and Selection Process
The PCO will conduct a preliminary review of all applications to determine completeness and technical eligibility after which a Grants Selection Committee will evaluate all eligible applications and make recommendations. The ASG Program Manager will schedule a phone call or site visit to discuss the proposal and recommendations of the Grants Selection Committee and review the organization’s capacity. The PCO will then provide feedback and recommend funding priorities to the Grants Selection Committee for their final approval. The PCO will notify each successful applicant about the outcome of their proposal.
F. FEDERAL AWARD ADMINISTRATION INFORMATION
1. Federal Award Notices
The grant award or cooperative agreement will be written, signed, awarded, and administered by the Grants Officer. The assistance award agreement is the authorizing document and it will be provided to the recipient for review and signature by email. The recipient may only start incurring program expenses beginning on the start date shown on the grant award document signed by the Grants Officer.
If a proposal is selected for funding, the Department of State has no obligation to provide any additional future funding. Renewal of an award to extend the period of performance is at the discretion of the Department of State.
Issuance of this NOFO does not constitute an award commitment on the part of the U.S. government, nor does it commit the U.S. government to pay for costs incurred in the preparation and submission of proposals. Further, the U.S. government reserves the right to reject any or all proposals received.
Payment Method: Payments will be made by electronic funds transfer in quarterly advances, as needed to carry out the project activities, and based on agreed milestones.
1. Administrative and National Policy Requirements
Terms and Conditions: Before applying, applicants should review all the terms and conditions and required certifications which will apply to this award, to ensure that they will be able to comply. These include: 2 CFR 200, 2 CFR 600, and the Department of State Standard Terms and Conditions which are available at: https://www.state.gov/about-us-office-of-the-procurement-executive/. Note the U.S Flag branding and marking requirements in the Standard Terms and Conditions.
Reporting Requirements: Recipients will be required to submit financial reports and program reports. All awards issued under this announcement will require periodic program and financial reports on a frequency specified in the award agreement. The disbursement of funds is tied to submission of these reports in a timely manner. All other details related to award administration will be specified in the Award Specifics. Final programmatic and financial reports are due 90 days after the close of the project period. Progress reports should be submitted via electronic mail to the email address provided in the award.
Applicants should be aware of the post award reporting requirements reflected in 2 CFR 200 Appendix XII-Award Term and Condition for Recipient Integrity and Performance Matters.
G. FEDERAL AWARDING AGENCY CONTACTS
If you have any questions about the grant application process, please contact: CaribbeanRegionalPCO-ASG@state.gov.
H. OTHER INFORMATION
Guidelines for Budget Justification
Travel: Estimate the costs of travel and per diem for this program, for program staff, consultants or speakers, and participants/beneficiaries. If the program involves international travel, include a brief statement of justification for that travel.
Equipment: Describe any machinery, furniture, or other personal property that is required for the program, which has a useful life of more than one year (or a life longer than the duration of the program), and costs at least $5,000 per unit.
Supplies: List and describe all the items and materials, including any computer devices, that are needed for the program. If an item costs more than $5,000 per unit, then put it in the budget under Equipment.
Contractual: Describe goods and services that the applicant plans to acquire through a contract with a vendor. Also describe any sub-awards to non-profit partners that will help carry out the program activities.
Other Direct Costs: Describe other costs directly associated with the program, which do not fit in the other categories. For example, shipping costs for materials and equipment or applicable taxes. All “Other” or “Miscellaneous” expenses must be itemized and explained.
Personnel: Describe the allowances of temporary or permanent staff who will be working directly for the applicant on the program, and the percentage of their time that will be spent on the program.
Indirect Costs: These are costs that cannot be linked directly to the program activities, such as overhead costs needed to help keep the organization operating. If your organization has a Negotiated Indirect Cost Rate (NICRA) and includes NICRA charges in the budget, attach a copy of your latest NICRA.
Note Carefully: Organizations that have never had a NICRA may request a maximum of between 5% to 8% of the modified total direct costs to cover personnel and indirect costs above.
“Cost Sharing” refers to contributions from the organization or other entities other than the U.S. Embassy. It also includes in-kind contributions such as volunteers’ time and donated venues.
Alcoholic Beverages: Please note that award funds cannot be used for alcoholic beverages.