Notice of Funding Opportunity: PAS Annual Program Statement

Funding Opportunity Title: U.S. Embassy Phnom Penh PAS Annual Program Statement
Funding Opportunity Number: PAS-CB-600-18-PAS-0001
Deadline for Applications: Rolling Basis until September 1, 2018, see Section 4 for reviewing deadlines
CFDA Number: 19.040 – Public Diplomacy Programs
Total Amount Available: $20,000
Maximum for Each Award: $20,000

A. PROGRAM DESCRIPTION

The U.S. Embassy Phnom Penh Public Affairs Section (PAS) of the U.S. Department of State is pleased to announce that funding is available through its Public Diplomacy Small Grants Program. This is an Annual Program Statement, outlining our funding priorities, the strategic themes we focus on, and the procedures for submitting requests for funding. Please carefully follow all instructions below.

Purpose of Small Grants: PAS Phnom Penh invites proposals for projects that strengthen ties between the U.S. and Cambodia through cultural and exchange programming that highlights shared values and promotes bilateral cooperation. All programs must include an American cultural element, or connection with American expert/s, organization/s, or institution/s in a specific field that will promote increased understanding of U.S. policy and perspectives.

Examples of PAS Small Grants Program projects include, but are notApply for a DUNS number and an NCAGE number limited to

  • Academic and professional lectures, seminars and speaker programs;
  • Artistic and cultural workshops, joint performances and exhibitions;
  • Cultural heritage conservation and preservation projects;
  • Professional and academic exchanges and projects;

Priority Program Areas:

  • Protecting the environment, particularly through youth participation.
  • Promoting economic growth and sustainable development through the use of STEM (Science, Technology, Engineering and Mathematics) education.
  • Advancing economic growth, specifically through the empowerment of women and youth.
  • Strengthening the understanding of civic engagement: making use of the interconnections of modern society to strengthen democracy and the respect of human rights.
  • Protecting and preserving Cambodian cultural heritage and celebrating Cambodia’s recent progress and development.

Participants and Audiences:

This funding opportunity is available to organizations and individuals who are interested and have experience working with the above topics. The audiences should target the groups listed above, depending on the focus of the project.

The following types of projects are not eligible for funding:

  • Projects relating to partisan political activity;
  • Charitable or development activities;
  • Construction projects;
  • Projects that support specific religious activities;
  • Fund-raising campaigns;
  • Lobbying for specific legislation or projects;
  • Projects intended primarily for the growth or institutional development of the organization; or
  • Projects that duplicate existing projects.

Authorizing legislation, type and year of funding:

Funding authority rests in the Smith-Mundt or Fulbright-Hays. The source of funding is FY2018 Public Diplomacy Funding.

B. FEDERAL AWARD INFORMATION

Length of performance period: 3 to 12 months
Number of awards anticipated: Multiple awards (dependent on amounts)
Award amounts: Awards may range from a minimum of $4,000 to a maximum of $20,000
Total available funding: Subject to availability
Type of Funding: Fiscal Year 2018 Public Diplomacy Funding
Anticipated project start date: Flexible

This notice is subject to availability of funding.

Funding Instrument Type: Grant, Fixed Amount Award, or Cooperative Agreement.

Project Performance Period: Proposed projects should be completed in 12 months or less.
PAS will entertain applications for continuation grants funded under these awards beyond the initial budget period on a non-competitive basis subject to availability of funds, satisfactory progress of the program, and a determination that continued funding would be in the best interest of the U.S. Department of State.

C. ELIGILIBITY INFORMATION

1. Eligible Applicants

The Public Affairs Section encourages applications from U.S. and Cambodia

  • Registered not-for-profit organizations, including think tanks and civil society/non-governmental organizations with programming experience
  • Individuals
  • Non-profit or governmental educational institutions
  • Governmental institutions

For-profit or commercial entities are not eligible to apply.

2. Cost Sharing or Matching

Cost sharing is not required.

3. Other Eligibility Requirements

In order to be eligible to receive an award, all organizations must have a 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. Individuals are not required to have a DUNS number or be registered in SAM.gov.

D. APPLICATION AND SUBMISSION INFORMATION

1. Address to Request Application Package

Application forms required below are available to download directly by just clicking the title of each form below.

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.

Content of Application

Please ensure:

  • 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

2. Summary Coversheet:

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 (10 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 project, including project objectives and anticipated impact.
  • Introduction to the Organization or Individual applying: A description of past and present operations, showing ability to carry out the project, 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
  • Project Goals and Objectives: The “goals” describe what the project is intended to achieve. What aspect of the relationship between the U.S. and Cambodia will be improved? The “objectives” refer to the intermediate accomplishments on the way to the goals. These should be achievable and measurable.
  • Project Activities: Describe the project activities and how they will help achieve the objectives.
  • Program Methods and Design: A description of how the project is expected to work to solve the stated problem and achieve the goal.
  • Proposed Project Schedule: The proposed timeline for the project 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 project?
  • Project Partners: List the names and type of involvement of key partner organizations and sub-awardees.
  • Project Monitoring and Evaluation Plan: This is an important part of successful grants. Throughout the time-frame 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.

5. Attachments

  • 1-page CV or resume of key personnel who are proposed for the project
  • Letters of support from project 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

3. Unique Entity Identifier and System for Award Management (SAM.gov)

Required Registrations:

All organizations applying for grants (except individuals) must obtain these registrations. All are free of charge:

  • Unique Identifier Number 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 here. NCAGE application: Application page here
  • Instructions for the NCAGE application process
  • For help from within the U.S., call 1-888-227-2423
  • For 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 by logging onto: https://www.sam.gov. SAM registration must be renewed annually.

4. Submission Dates and Times

The Public Affairs Section will accept proposals throughout the year and will review proposals according to the following schedule:

  • Proposals received between October 1 and December 31 will be reviewed by January 15, with responses going out by January 31.
  • Proposals received between January 1 and March 31 will be reviewed by April 15, with responses going out by April 30.
  • Proposals received between April 1 and June 30 will be reviewed by July 15, with responses going out by July 30.
  • Proposals received between July 1 and September 1 will be reviewed by September 15 with responses going out by September 20.

5. 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.

6. Other Submission Requirements

All application materials must be submitted by email to PASExchanges@state.gov.

E. APPLICATION REVIEW INFORMATION

1. Criteria

Each application will be evaluated and rated on the basis of the evaluation criteria outlined below. The criteria listed are closely related and are considered as a whole in judging the overall quality of an application.

Organizational capacity and record on previous grants: The organization has expertise in its stated field and PAS is confident of its ability to undertake the project. This includes a financial management system and a bank account.

Quality and Feasibility of the Program Idea – The program idea is well developed, with detail about how project activities will be carried out. The proposal includes a reasonable implementation timeline.

Goals and objectives: Goals and objectives are clearly stated and project approach is likely to provide maximum impact in achieving the proposed results.

Embassy priorities: Applicant has clearly described how stated goals are related to and support U.S. Embassy Phnom Penh’s priority areas or target audiences.

Budget: 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: Applicant demonstrates it is able to measure program success against key indicators and provides milestones to indicate progress toward goals outlined in the proposal. The project includes output and outcome indicators, and shows how and when those will be measured.

Sustainability: Project activities will continue to have positive impact after the end of the project.

2. Review and Selection Process

A Grants Review Committee will evaluate all eligible applications.

F. FEDERAL AWARD ADMINISTRATION INFORMATION

1. Federal Award Notices

The grant, fixed amount 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.

Payment Method: Payments will be made in at least two installments, as needed to carry out the project activities.

Organizations whose applications will not be funded will also be notified via email.

2. 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 her.

Note the U.S Flag branding and marking requirements in the Standard Terms and Conditions.

3. Reporting

Reporting Requirements: Recipients will be required to submit financial reports and program reports. The award document will specify how often these reports must be submitted.

G. FEDERAL AWARDING AGENCY CONTACTS

If you have any questions about the grant application process, please contact the Public Affairs Section at: PASExchanges@state.gov.

Note: We do not provide any pre-consultation for application related questions that are addressed in the NOFO. Once an application has been submitted, State Department officials and staff — both in the Department and at embassies overseas — may not discuss this competition with applicants until the entire proposal review process is completed.

H. OTHER INFORMATION


Guidelines for Budget Justification

Personnel: 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. 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.