U.S. DEPARTMENT OF STATE
U.S. EMBASSY Phnom Penh
Notice of Funding Opportunity (NOFO)
Program Office: Public Affairs Section, U.S. Embassy Phnom Penh
Funding Opportunity Title: Cambodia Young Southeast Asian Leaders Initiative (YSEALI) Summit 2022
Funding Opportunity Number: CB600-22-PAS-0001
Funding Instrument Type: Cooperative Agreement
Deadline for Applications: June 21, 2022
CFDA Number: 19.040 – Public Diplomacy Programs
Total Amount Available: Up to $600,000
A. PROGRAM DESCRIPTION
The Public Affairs Section of the U.S. Embassy in Phnom Penh announces an open competition for a cooperative agreement to develop, organize, and oversee the 2022 Young Southeast Asian Leaders Initiative Summit (YSEALI) Summit, pending the availability of FY 2022 funds. The three-day Summit (exclusive of arrival and departure dates) in December 2022 will gather over 150 YSEALI alumni participants across ASEAN countries and Timor-Leste ages 18-35. The award recipient is expected to design a youth-focused, high-energy, and dynamic Summit that will provide the next generation of Southeast Asian leaders the opportunity to build networks, discuss ideas, and develop solutions to contemporary challenges around the theme of Promoting Sustainable Economic Development in ASEAN countries.
Started in 2013, YSEALI (https://asean.usmission.gov/yseali/) is the U.S. government’s signature initiative to engage with emerging leaders in Southeast Asia. The program aims to create a network of young leaders in the 10 ASEAN countries (Brunei, Cambodia, Indonesia, Laos, Malaysia, Myanmar, Philippines, Singapore, Thailand, and Vietnam) and Timor-Leste who work across national borders to solve common problems and strengthen the U.S.-ASEAN partnership. YSEALI includes more than 6,000 young leaders who are alumni of YSEALI exchange and regional programs and more than 150,000 who are members of the YSEALI Network. YSEALI focuses on four pillars – sustainable economic growth and social entrepreneurship, environmental issues, education, and civic engagement.
The Cambodia YSEALI Summit will be conducted in English and will focus specifically on the Economic Development pillar. The Summit will enable participants to study and observe the latest challenges and opportunities in economic sectors throughout Southeast Asia. The gathering will also afford participants the opportunity to work together to develop possible solutions to economic problems considering social issues and COVID-19. Additionally, participants will learn innovation approaches to promote economic relations among ASEAN countries and with the United States through presentation, case studies and simulation that follow the model of the ASEAN Summit. The Summit will also provide leadership and other soft skills training on topics such as advocacy, negotiation, personal branding, which are core soft skills YSEALI alumni need to become successful economic and business leaders. Participants will also have a chance to join cultural activities, company visits, and other site visits that support the Summit’s theme.
The Summit will include a mix of informational sessions, discussions and challenges, and break-out sessions on different topics and group presentations.
Priority Regions: Brunei, Cambodia, Indonesia, Malaysia, Myanmar, Philippines, Laos,
Singapore, Thailand, Vietnam, and Timor-Leste.
The award recipient will be responsible for planning, organizing, and administering all components and aspects of a youth-focused YSEALI Summit to take place in-person – if regional health and travel conditions allow – in Phnom Penh or Siem Reap, Cambodia, in December 2022. If conditions do not allow for an entirely in-person summit, the award recipient would need to adapt the proposed scope of work to implement either a hybrid event, or an entirely virtual event.
The three-day YSEALI Summit will gather 150 YSEALI alumni ages 18 to 35. The award recipient will schedule the Summit in coordination with the U.S. Embassy in Phnom Penh at a mutually agreed upon date (tentatively proposed for December 5 to 9, 2022) in Phnom Penh or Siem Reap province. The award recipient will design the YSEALI Summit application materials; develop an outreach and recruitment plan; develop a communications and social media plan; receive and screen applications in collaboration with the U.S. Department of State; identify and secure speakers and venues; plan YSEALI Summit events, activities, and workshops; develop the agenda in cooperation with the U.S. Embassy Phnom Penh; oversee all travel logistics and manage follow-on activities including reporting and program evaluation.
The YSEALI Summit budget will be inclusive of all travel costs, accommodations, and meal arrangements for YSEALI Summit participants and non-U.S. government speakers. All U.S. government employees will cover their own travel costs. The award recipient should generate content for traditional and social media distribution, and measure program results. The budget may include limited costs for materials to promote the YSEALI program such as T-shirts, bags, notepads, pens, as well as program and promotional materials. No new website specific to the event should be created or launched. Domain hosting and build costs will not be covered.
The YSEALI Summit should include the following aspects:
- Interaction among YSEALI participants and senior U.S. government officials; U.S. business and civil society leaders; and dynamic young leaders from Cambodia, plus the ASEAN member states and Timor-Leste;
- Motivational presentations including discussions with emerging and established leaders in the region with an optimistic, empowering view of youth’s role in the region’s sustainable economic future;
- Call upon and integrate YSEALI and alumni of U.S. government exchange programs to serve as speakers, panelists, and/or activity leads;
- Opportunities for YSEALI participants to engage with each other and put into practice what they have learned through the YSEALI pillars;
- Experiential learning activities to hone relevant leadership skills;
- An emphasis on building ties across ASEAN and Southeast Asia as well as with the
United States. Discussions on the importance of cross-border ties to advance human capital development;
- Promotion of cultural exchange and diversity, inclusion, equity, and accessibility in the selection of speakers, venues, and partner institutions.
Suggested content of the YSEALI Summit includes:
- Best practices in developing human capital through innovative experiential educational approaches and cutting-edge economic methodologies;
- Discussion on U.S. economic links to Southeast Asia especially ASEAN; Small-group skill building workshops on relevant topics (i.e. public speaking, design thinking, data visualization, storytelling, etc.);
- The role of public private partnerships and corporate social responsibility (CSR) in spurring innovative educational and economic reforms;
- Site visits to innovative social enterprises;
- Leadership skills and community development skills;
- Strategies for personal growth and development;
- Community service;
- Networking events;
Publications, program materials, and all other online programs, including social media and websites, should explain YSEALI’s mission and emphasize the U.S. Department of State’s role as the program’s sponsor. As such, all materials should note: “The Young Southeast Asian Leaders Initiative is a program of the U.S. Department of State, and the 2022 Young Southeast Asian Leaders Initiative Summit is implemented by the [Award Recipient.]” All program branding must be approved by the State Department. Program branding should include the American Flag, the YSEALI logo, the U.S. Embassy Phnom Penh logo, and the AmCam2022 logo. The award recipient’s logo can be included and should be preceded by “implemented by.”
Proposals will be evaluated based on creativity, innovation, connectivity, originality, inclusivity, and logical continuity. Proposals will be also evaluated based on direct links between the proposed activities and the YSEALI Summit’s theme and YSEALI pillars. Proposals should include a high level of involvement by YSEALI alumni and members in the Summit’s schedule as speakers and facilitators in order to be considered.
The award recipient will have a strong strategic communications plan which includes social media toolkits, promotional materials (graphics, blurbs, video, video highlights) to help amplify pre-Summit (call for applications), during Summit (create user-generated content) and post-Summit materials. The award recipient will work together with the U.S. State Department to find the best way to promote and amplify the Summit.
Partnerships: The award recipient will seek robust private sector and non-governmental organization partnerships of the highest caliber from the United States and any of the 10 ASEAN countries and Timor-Leste that can provide expert presentations, mentors, training, site visits, and potential internship offers to the YSEALI Summit participants. Selected private sector partners and institutions should be cutting edge, have a strong reputation for innovation, and take part in or support corporate social responsibility (CSR) programs that correspond to YSEALI pillars, values, and interests. All partnerships will be subject to approval by the U.S. Department of State.
Small Grant Competition: Proposals will include a small grants competition for participants to develop regional projects around the theme of Promoting Sustainable Economic Development. The award recipient will provide concrete plans for continued monitoring of recipients of the small grants, an outline of follow-on alumni programming (including a timeline), information on how it will be coordinated with existing alumni efforts, and a description of how long-term linkages with alumni will be fostered and maintained. Reports on the winning small grant projects and their activities will be provided to the U.S. State Department along with social media materials on the small grant projects.
Participation and Target Audiences
The YSEALI Summit will bring together approximately 150 YSEALI alumni, which includes alumni from the U.S.-based YSEALI Professional and Academic Fellowship programs, YSEALI regional workshops, YSEALI Women’s Leadership Academy, and the YSEALI Seeds for the Future competition winners.
The award recipient will coordinate with the U.S. Department of State to recruit YSEALI alumni between the ages of 18-35 as participants of the YSEALI Summit. The application to participate in the YSEALI Summit will be open on a competitive basis to the aforementioned categories of alumni between the ages of 18-35. To be selected, applicants must meet the requirements to participate in the YSEALI program and demonstrate their substantial involvement in projects that have had a considerable impact in their communities, countries, or the region. Priority will be given to applicants specializing in the economic and development sectors or relevant fields. Projects that demonstrate active regional engagement or strengthen partnerships between the United States and ASEAN will be given special consideration. Each U.S. Embassy will review and approve applicant shortlists for their countries.
Proposals should incorporate principles of diversity, equity, inclusion, and accessibility to enhance the Summit’s objectives and create the broadest possible cultural exchange experience for participants. The award recipient should incorporate DEIA principles both in designing the program and recruiting and selecting applicants. Participants should reflect the diversity of Southeast Asia, particularly in terms of race, sex, religion, geographic location, socio-economic status, disabilities, sexual orientation, and gender identity. In compliance with the Americans with Disabilities Act (ADA), the award recipient will be responsible for providing reasonable accommodations for all participants with disabilities.
American YSEALI Alumni
The award recipient will coordinate with the U.S. Department of State to select 5 to 10 U.S. alumni of YSEALI reverse exchanges on a competitive basis to serve as speakers, moderators, and mentors as well as speakers from the United States and YSEALI countries. Selected applicants must demonstrate a commitment to YSEALI, to ASEAN and to enhancing U.S.- ASEAN relations.
Applications and Selection
The award recipient will create an online application process for the different participant categories. Selection of final participants will be made by the award recipient in consultation with the U.S. Department of State.
The YSEALI Summit will be conducted in English.
Proposals must include travel costs associated with each activity as well as management of travel and lodging logistics. Proposals must show how grant funds will be used to cover the cost of transportation, visas, travel insurance, lodging, and meals or per diem for eligible participants. All travel funded under the grant agreement should be economy class and must comply with Fly America Act requirements.
B. FEDERAL AWARD INFORMATION
Number of awards anticipated: 1 award (dependent on amounts)
Award amounts: Awards may range from a minimum of $300,000 to a maximum of $600,000
Total possible funding level, contingent on funds availability: $600,000
Type of Funding: Public Diplomacy Funds
Anticipated program start date: Award start date June 2022, program start date December 2022.
This notice is subject to availability of funding.
Funding Instrument Type: Cooperative Agreement.
U.S. Embassy Phnom Penh will have substantial involvement in the development, content, and schedule of the Summit. In consultation with the U.S. Embassy Phnom Penh, the award recipient must actively engage all relevant U.S. embassies related to the recruitment and selection process as well as communication with the participants.
Working closely with U.S. Embassy Phnom Penh, the recipient of this cooperative agreement shall develop a robust program for the Summit; schedule the event at a mutually agreed upon location; manage the application and selection process through a secure portal; develop the agenda and content for the Summit; recruit speaker(s); manage all travel logistics for participants and speakers; and generate content for social media and other publicity. The recipient is expected to provide all design files, photos and video recorded, as well as a promotion-ready, U.S. Embassy approved photo album and a video series of the Summit after completion. Regular, transparent communication via email, phone and video conference calls and face-to face meetings (as appropriate) with the grants officer, grants officer representative, and program officer throughout the period of performance is critical to the success of this cooperative agreement.
All major elements of the program and its content require advance approval by U.S. Embassy
Phnom Penh, including, but not limited to:
- Choices of dates, venue, accommodations, and menus
- Final selection of all participants, mentors, and speakers
- Titles, format, and content of workshop sessions and other program activities
- Design and content of all marketing materials, publicity, and media products
Program Performance Period: Proposed programs should be completed in 18 months or less.
C. ELIGILIBITY INFORMATION
1. Eligible Applicants
U.S. Embassy in Phnom Penh welcomes applications from U.S.-based, Cambodia-based, and foreign non-profit organizations / non-government organizations (NGO); and U.S., Cambodia, and foreign private, public, or state institutions of higher education. For-profit organizations are not eligible to apply. Successful applicants will demonstrate strong linkages with a Cambodia-based partner organization.
The following organizations are not eligible to apply:
- Federally funded research and development centers
- For-profit entities
2. Cost Sharing or Matching
Providing cost sharing is not a requirement for this NOFO.
There is no minimum or maximum percentage of cost sharing required for this competition. However, the U.S. Embassy in Phnom Penh encourages cost sharing, in-kind contributions, and other forms of cost participation. When cost sharing is offered, it is understood and agreed that the applicant must provide the amount of cost sharing as stipulated in its proposal and later included in an approved agreement. Cost sharing may be in the form of allowable direct or indirect costs. For accountability, you must maintain written records to support all costs which are claimed as your contribution, as well as costs to be paid by the U.S. government. Such records are subject to audits.
3. 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.
D. APPLICATION AND SUBMISSION INFORMATION
1. Address to Request Application Package
Applicants can find application forms, kits, or other materials needed to apply on www.grants.gov and on the U.S. Embassy in Phnom Penh website under the announcement title “Cambodia YSEALI Summit 2022” funding opportunity number CB600-22-PAS-0001.
2. 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.
3. 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 a minimum of 1-inch margins.
The following documents are required:
1. Mandatory application forms (all on https://www.grants.gov/)
- SF-424 (Application for Federal Assistance – organizations)
- SF-424 Instructions
- SF424A (Budget Information for Non-Construction programs)
- SF424A Instructions
- SF424B (Assurances for Non-Construction programs)
(note: the SF-424B is only required for individuals and for organizations not registered in SAM.gov)
- SFLLL (Disclosure of Lobbying Activities)
- Required Budget Spreadsheet
2. Summary Page: Cover sheet stating the applicant name and organization, proposal date, project title, project period proposed start and end date, and brief purpose of the project.
3. Proposal (17 pages maximum): The proposal should contain sufficient 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 or Individual 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.
- Problem Statement: Clear, concise and well-supported statement of the problem to be addressed and why the proposed project 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 they will help achieve the objectives (including post workshop follow-up).
- 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 project. 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.
4. 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. See section H. Other Information: Guidelines for Budget Submissions below for further information.
- 1-page CV or resume of key personnel who are proposed for the project
- 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 project activities
6. 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 registration
Step 1: Apply for a DUNS number and an NCAGE number (these can be completed simultaneously)
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/webform
NCAGE application: Application page here: https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx
Instructions for the NCAGE application process: https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf
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. SAM registration must be renewed annually.
5. Submission Dates and Times
All application materials must be submitted by 11:59p.m. Eastern Standard Time (EST) on June 21, 2022 by email to PASPhnomPenh@state.gov under the announcement title “ Cambodia YSEALI Summit 2022” Please attach proposals and required form in Microsoft Word or .pdf format with “ Cambodia YSEALI Summit 2022/Your Organization’s Name” in the subject line.
6. Funding Restrictions
U.S. Embassy Phnom Penh will not consider applications that reflect any type of support for any member, affiliate, or representative of a designated terrorist organization. No entity listed on the Excluded Parties List System in SAM is eligible for any assistance.
Federal awards generally will not allow reimbursement of pre-Federal award costs; however, the Grants Officer may approve pre awards cost on a case by case basis. Generally, construction costs are not allowed under U.S. Embassy Phnom Penh awards.
7. Other Submission Requirements
Faxed or couriered documents will not be accepted.
E. APPLICATION REVIEW INFORMATION
Evaluators will judge each application individually against the following criteria, listed below in order of importance, and not against competing applications.
Quality of Project Idea
Applications should be responsive to the NOFO, appropriate in the regional context, and should exhibit originality, substance, precision, and relevance to the stated mission.
Project Planning/Ability to Achieve Objectives
A strong application will include a clear articulation of how the proposed project activities contribute to the overall project objectives, and each activity will be clearly developed and detailed. A comprehensive monthly work plan should demonstrate substantive undertakings and the logistical capacity of the organization. Objectives should be ambitious, yet measurable results-focused and achievable in a reasonable time frame. Applications should address how the project will engage relevant stakeholders and should identify local partners as appropriate. If local partners have been identified, U.S. Embassy Phnom Penh strongly encourages applicants to submit letters of support from proposed in-country partners. Additionally, applicants should describe the division of labor among the direct applicant and any local partners. If applicable, applications should identify target areas for activities, target participant groups or selection criteria for participants, and the specific roles of sub-awardees, among other pertinent details. In particularly challenging operating environments, applications should include contingency plans for overcoming potential difficulties in executing the original work plan and address any operational or programmatic security concerns and how they will be addressed.
Institution’s Record and Capacity
U.S. Embassy Phnom Penh will consider the past performance of prior recipients and the demonstrated potential of new applicants. Applications should demonstrate an institutional record of responsible fiscal management and full compliance with all reporting requirements for past grants. Proposed personnel and institutional resources should be adequate and appropriate to achieve the project’s objectives.
U.S. Embassy Phnom Penh strongly encourages applicants to clearly demonstrate project cost-effectiveness in their application, including examples of leveraging institutional and other resources. However, cost-sharing, or other examples of leveraging other resources are not required and do not need to be included in the budget. Inclusion in the budget does not result in additional points awarded during the review process. Budgets however should have low and/or reasonable overhead and administration costs and applicants should provide clear explanations and justifications for these costs in relation to the work involved. All budget items should be clearly explained and justified to demonstrate its necessity, appropriateness, and its link to the project objectives.
Please note: If cost-share is included in the budget then the recipient must maintain written records to support all allowable costs that are claimed as its contribution to cost-share, as well as costs to be paid by the Federal government. Such records are subject to audit. In the event the recipient does not meet the minimum amount of cost-sharing as stipulated in the recipient’s budget, U.S. Embassy Phnom Penh’s contribution may be reduced in proportion to the recipient’s contribution.
Multiplier Effect/Sustainability Plan
Applications should clearly delineate how elements of the project will have a multiplier effect and be sustainable beyond the life of the grant. A good multiplier effect will have an impact beyond the direct beneficiaries of the grant. A strong sustainability plan may include demonstrating continuing impact beyond the life of a project.
Project Monitoring and Evaluation
Complete applications will include a detailed plan (both a narrative and table) of how the project’s progress and impact will be monitored and evaluated throughout the project. Incorporating a well-designed monitoring and evaluation component into a project is one of the most efficient methods of documenting the progress and results (intended and unintended) of a project. Applications should demonstrate the capacity to provide objectives with measurable outputs and outcomes and engage in robust monitoring and assessment of project activities.
The quality of the M&E plan will be assessed on the narrative explaining how both monitoring and evaluation will be carried out, who will be responsible for those related activities.
The M&E plan will also be rated on the M&E performance indicator table. The output and outcome-based performance indicators should be separated by project objectives. Performance indicators should be clearly defined (i.e., explained how the indicators will be measured and reported) either within the table or with a separate Performance Indicator Reference Sheet (PIRS). For each performance indicator, the table should also include baselines and cumulative targets, data collection tools, data sources, types of data disaggregation, and frequency of monitoring and evaluation.
2. Review and Selection Process
A Grants Review Committee will evaluate all eligible applications.
F. FEDERAL AWARD ADMINISTRATION INFORMATION
a. 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 project 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 increase funding or 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.
The Standard Form (SF) 270 Request for Advance or Reimbursement Payments may be requested in the amounts required by the recipient to carry out the purpose of this award. The SF-270 must be certified by the appropriate person, numbered consecutively and identified for the period which payment is claimed. Each payment must be the amount of expenditures anticipated or actually incurred during the requested period less any unexpended funds remaining from prior payments. Recipients should request funds based on immediate disbursement requirements and disburse funds as soon as possible to minimize the Federal cash on hand in accordance with the policies established by the U.S. Treasury Department and mandated by the OMB Circulars. This information must be reflected on the SF-270 submitted for payment.
Send payment requests to: Grants Officer and copy the Grants Officer Representative. Requests for payments must be submitted in sufficient time to allow at least thirty (30) working days for processing.
Payment shall be request in three installments.
The first installment shall be requested at the execution of the grant agreement.
The second installment shall be requested after the following milestone are complete:
- Choices of dates, venue, accommodations, and menus;
- Final selection of participants, mentors, and speakers;
- Titles, format, and content of workshop sessions and other program activities;
- Design and content of all marketing materials, publicity, and media products.
The third and final installment/reimbursement shall be requested at the completion of the project.
Approval of payment requests will be based on the Recipient’s progress towards achieving the award objectives, the amount of unexpended cash on-hand as reported in the SF-425 and SF-270, and the Recipient’s adherence to the terms and conditions of the award, particularly in terms of timely submission of required financial, program and other reports. Delinquency in submitting reports may result in payment delays.
b. Administrative and National Policy Requirements
Terms and Conditions: Before submitting an application, 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, Certifications and Assurances, and the Department of State Standard Terms and Conditions, all of which are available at:
Note the U.S Flag branding and marking requirements in the Standard Terms and Conditions.
Applicants should be aware that U.S. Embassy Phnom Penh awards will require regular financial and progress reporting. The Federal Financial Report (FFR or SF-425) is the required form for the financial reports. The progress reports should reflect the focus on measuring the project’s impact on the overarching objectives and should be compiled according to the objectives, outcomes, and outputs as outlined in the award’s Scope of Work (SOW) and in the Monitoring and Evaluation (M&E) Statement. An assessment of the overall project’s impact should be included in each progress report. Where relevant, progress reports should include the following sections:
7. Relevant contextual information (limited);
8. Explanation and evaluation of significant activities of the reporting period and how the activities reflect progress toward achieving objectives, including meeting benchmarks/targets as set in the M&E plan. In addition, attach the M&E plan, comparing the target and actual numbers for the indicators;
9. Any tangible impact or success stories from the project, when possible;
10. Copy of mid-term and/or final evaluation report(s) conducted by an external evaluator; if applicable;
11. Relevant supporting documentation or products related to the project activities (such as articles, meeting lists and agendas, participant surveys, photos, manuals, etc.) as separate attachments;
12. Any problems/challenges in implementing the project and a corrective action plan with an updated timeline of activities;
13. Reasons why established goals were not met;
Data for the required indicator(s) for the reporting period as well as aggregate data by fiscal year. Additional pertinent information, including analysis and explanation of cost overruns or high unit costs, if applicable.
A final narrative and financial report must also be submitted within 90 days after the expiration of the award.
Please note: delays in reporting may result in delays of payment approvals and failure to provide required reports may jeopardize the recipients’ ability to receive future U.S. government funds.
U.S. Embassy Phnom Penh reserves the right to request any additional programmatic and/or financial project information during the award period.
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. CONTACT INFORMATION
Please contact PASPhnomPenh@state.gov in the Public Affairs Section at the U.S. Embassy Phnom Penh for any questions related to this announcement.
H. OTHER INFORMATION
Guidelines for Budget Justification
Personnel and Fringe Benefits: Describe the wages, salaries, and benefits of temporary or permanent staff who will be working directly for the applicant on the project, and the percentage of their time that will be spent on the project.
Travel: Estimate the costs of travel and per diem for this project, for both program staff, consultants or speakers, and participants/beneficiaries. If the project 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 project, which has a useful life of more than one year (or a life longer than the duration of the project), 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 project. 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 project activities.
Other Direct Costs: Describe other costs directly associated with the project, 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.
Indirect Costs: These are costs that cannot be linked directly to the project 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. Organizations that have never had a NICRA may request indirect costs of 10% of the modified total direct costs as defined in 2 CFR 200.68.
“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.