Montevideo Public Diplomacy Small Grants Program

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U.S. DEPARTMENT OF STATE
U.S. Embassy Montevideo


Public Affairs Section | Annual Program Statement
PAS MVD-FY2019/02

Funding Opportunity Title:  PAS MVD Public Diplomacy Small Grants Program
Funding Opportunity Number:  PAS MVD FY2019/02
Deadline for Applications: April 30, 2019
CFDA Number:  19.040
Total Amount Available: $60,000.00

A. PROGRAM DESCRIPTION

The Public Affairs Section (PAS) at U.S. Embassy Montevideo 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 Program:
The U.S. Department of States provides funding for programs that promote bilateral cooperation through enhancing U.S., Uruguayan, and global security; building economic prosperity for the United States and Uruguay; and defending values of democracy and social justice. U.S. Embassy Montevideo welcomes well-conceived proposals that strengthen cultural, educational, professional, and scientific ties between the United States and Uruguay through exchange programming that highlights shared values. All programs must include an American element or a 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.

Grant awards range from $3,000 to $20,000. The deadline for submitting proposals is April 30, 2019. Organizations and institutions that have not previously been awarded grants are encouraged to apply. Grants funding will be decided through a competitive application process. Each proposal is reviewed by an internal embassy committee to determine the project’s potential to advance U.S. policy priorities.

Priority Region: Uruguay

Priority Program Areas:

  • Programs or activities that promote bilateral relationship, sharing of U.S. policies, culture, traditions, and values to Uruguayan audiences, resulting in a positive impact on the bilateral relationship.
  • Programs or activities that address law enforcement and civil society cooperation to fight crime and corruption, including exchanges that promote security cooperation.
  • Programs activities that focus on governance to achieve global security, stability, and prosperity
  • Programs and activities to support adherence to the rule of law and development of independent legal and judicial system.
  • Programs activities to promote economic prosperity, trade, investment, entrepreneurship, and job creation.
  • Programs or activities that focus on modern education and 21st century skills, including formal academic or classroom studies, English language learning, and teaching.
  • Programs or activities that empower women and girls, promoting equal rights and opportunities for underserved youth.
  • Programs or activities that address issues related to at-risk youth.
  • Programs or activities that promote sound science and technology policies or encourage innovation and STEM studies.

Examples of PAS Small Grants programs include, but are not limited to:

  • Academic and professional lectures, seminars and speaker programs;
  • Professional and academic exchanges and programs;
  • Workshops to promote Women Entrepreneurship
  • Seminar on US Judicial System
  • Projects that strengthen the capacity of local organizations
B. FEDERAL AWARD INFORMATION

Length of performance period: 2 (two) to 18 (eighteen) months
Number of awards anticipated: 3 to 7 awards (dependent on amounts)
Award amounts: awards may range from a minimum of $3000 to a maximum of $20,000
Total available funding: $60,000
Type of Funding:  FY2019 Public Diplomacy funding, US Embassy Montevideo,
Funding Authority: Fulbright Hays or Smith-Mundt Acts
Anticipated program start date:  flexible, but tentatively by June 20, 2019

This notice is subject to availability of funding.

Funding Instrument Type:  Grant or Fixed Amount Award
Program Performance Period: Proposed programs should be completed within 18 months or less.

C. ELIGILIBITY INFORMATION
  1. Eligible Applicants
    The following registered Uruguayan organizations are eligible to apply:

    • Registered Not-for-profit organizations, including think tanks, civil society, cultural and/or educational associations
    • Government and non-governmental organizations
    • Public and private not-for-profit educational institutions

For Profit or commercial entities are NOT eligible to apply

D. APPLICATION AND SUBMISSION INFORMATION
  1. Address to Request Application Package
    Application forms and documents required below are available at US Embassy Website, and must be filled in English.
  2. Content and Form of Application Submission
    All applications must be submitted via e-mail to MontevideoGrants@state.gov no later than April 30, 2019.

Please carefully follow ALL instructions below.
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 (Please ensure that)
    • The proposal clearly addresses the goals and objectives of this funding opportunity;
    • The proposal includes the Funding opportunity number and title;
    • All documents are in English;
    • All budgets are in U.S. dollars;
    • All pages are numbered;
    • All documents are formatted to A4 or 8 ½” x 11” paper; and
    • All Microsoft Word or Adobe PDF documents are single-spaced, 12 point Times New Roman font, with a minimum of 1-inch margins.
    1. Summary Page: Cover sheet stating:
      a  Organization’s legal name and common name;
      b.  Organization’s address, telephone and website;
      c.  Organization type ;
      d.  Applicant’s name and role in the organization;
      e.  Applicant’s contact info;
      f.  Proposal date;
      g.  Program title;
      h.  Program period proposed starting and ending dates; and
      i.  Brief purpose of the program.
    2. 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:
      • Introduction to the Organization: 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 other U.S. government agencies.
      • Proposal Summary: Short narrative that outlines background and justification including the relevant experience the proposed program, including program objectives and anticipated impact,
      • Program Statement: Clear, concise and well supported statement of the program to be developed and how this program relates to the 50th Anniversary of the Moon-landing
      • 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 to achieve the objectives.
      • Program Methods and Design: A description of how the program is expected to work to and achieve the goal.  Include a logic model as appropriate. What is the project expected to achieve in terms of effects on the intended audience.
      • Proposed Program Schedule and Timeline:  The proposed timeline for the program activities.  Include the dates, times, and locations of planned activities and events. Since federal assistance awards are contingent on the availability of funds from the U.S. Department of State, applicants are encouraged to submit proposals with flexible start dates.
      • Key Personnel: If already known: 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 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?  Incorporating a well-designed monitoring and evaluation component into a project is one of the most efficient methods of documenting the progress and potential success of a program. Successful monitoring and evaluation depend on the following:
        • Setting SMART (specific, measurable, attainable, results-focused, and placed in a reasonable time frame) objectives;
        • Linking project activities to stated objectives;
        • Developing key performance indicators that measure realistic progress towards the objectives.
      • Risk Assessment:  This section should identify any possible risk that would keep the organization from concluding the project as described, as well as a plan for mitigating and addressing those risks.
      • Sustainability: Applicant’s plan for continuing the program beyond the grant period, if applicable.
    3. Budget Justification Narrative: Applicants should include a separate Excel spreadsheet to describe each of the budget expenses in detail, summarized under the following categories:
      • 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 program, and the percentage of their time that will be spent on the program.
      • 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.
      • 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. 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.
  1. Submission Dates and Times
    Applications must be submitted via e-mail to MontevideoGrants@state.gov no later than April 30, 2019.
  2. Further Consideration
    If the application is approved, the following, forms, documents, and registrations will be required within the 30 calendar days after notification that a grant application has been approved.
  • Mandatory Application Forms and Documents:
    • SF-424 (Application for Federal Assistance – organizations)
    • SF424A (Budget Information for Non-Construction programs)
    • Key Contacts
    • Attachments (suggested examples):
      • 1-page CV or resume, including the relevant experience and capabilities of the project manager
      • 1-page CV or resume, of each key personnel who are proposed for the program (if already identified)
      • Letters of support from program partners describing the roles and responsibilities of each partner
      • Official permission letters, if required for program activities
      • A brief description of the organization’s procurement procedures and financial policies. The description should include the institution’s standard accounting procedures and any relevant information regarding its financial situation
  • Required Registrations:
    All organizations applying for grants (except individuals) must register in the System for Award Management (SAM), an official website of the U.S. government, before an award may be issued.A quick guide can be downloaded here.In order to register in SAM.gov, an organization first needs to obtain a Unique Entity Identification  number (UEI, also known as a DUNS number) and a Commercial and Government Entity Code (CAGE) for domestic organizations or a NATO Commercial and Government Entity Code (NCAGE) for foreign organizations.Both the DUNS number and NCAGE code must be obtained before registering in the System for Awards Management (SAM).  These databases interface with each other, so the information in DUNS must match exactly with the NCAGE application and the same with SAM.

    NOTE: There are NO charges for obtaining a DUNS Number an NCAGE code nor for registering in www.sam.gov to apply for Federal Assistance.

    Step 1: Apply for a DUNS number here.
    Step 2: Apply for an NCAGE  code here. Instructions for the NCAGE application process here.
    Step 3: After receiving the DUNS number and NCAGE Code, proceed to register in SAM.gov here (SAM registration must be renewed annually)

    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.

  1. Funding Restrictions
    Funds cannot be used for:

    • Food or alcohol for social events or entertainment purposes
    • Infrastructure/construction
    • Individual scholarships
    • International travel, unless specifically justified within the project;
    • Personal development
    • Gifts or prizes
    • Citizen exchange programs with foreign countries;
    • Social welfare projects
    • Funds to complete activities begun with other funds
    • Projects that are inherently political in nature or that contain the appearance of partisanship or support of individual or single party electoral campaigns;
    • Projects that support specific religious activities.
    • For profit endeavors
  2. Other Submission Requirements
    All application materials must be submitted in English no later than April 30, 2019 via email to MontevideoGrants@state.gov
E. APPLICATION REVIEW INFORMATION
  1. Criteria.  Each application under this announcement will be evaluated and rated on the basis of the evaluation criteria outlined below.

    Embassy Priorities:      Applicant has clearly described how stated goals are related to and support priority themes and target audiences outlined in section A

    Organizational Capacity and Record on Previous Grants:     The organization has expertise in its stated field and PAS is confident it has the internal controls in place to manage federal funds.  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 program activities will be carried out. The proposal includes a reasonable implementation timeline

    Program Planning/Ability to Achieve Objectives:     Goals and objectives are clearly stated and program approach is likely to provide maximum impact in achieving the proposed results.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 program includes output and outcome indicators, and shows how and when those will be measured.

    Sustainability:     Program activities will continue to have positive impact after the end of the program. The project builds civil society leadership and capacity, and demonstrates sustainable capacity building.

    Note: Incomplete applications will not be reviewed by the evaluation panel.

  2. Review and Selection Process
    An impartial merit evaluation panel integrated by qualified embassy staff will review all applications received under this – NOFO within 20 days following the closing date.
    Successful applicants will be notified, in writing, once the Grants Officer Representative is designated.
    Unsuccessful applicants will be notified within 30 days.
    Ineligible or unqualified applicants will be informed once the initial screening has been completed.

F. FEDERAL AWARD ADMINISTRATION INFORMATION
  1. Federal Award Notices
    The grant award 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 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 disbursed via EFT (electronic funds transfer) to the Recipient’s bank account.  Requests for advance and/or reimbursement payments must be submitted in form SF-270, in sufficient time to allow at least ten (10) working days for processing.  Advance payments are to cover immediate cash needs in order to commence program but will not exceed the calendar year quarter estimates nor the 80% of total amount.In all cases, subsequent and final payments must be previously approved by the Grants Officer after reconciliation of advances and review of all reporting requirements according to the terms and conditions of the award (e.g. financial and performance reports).All other details related to award administration will be specified in the award agreement as well.
  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, and the US Department of State Standard Terms and Conditions

    Please Note the U.S Flag branding and marking requirements in the Standard Terms and Conditions. (XVII. Branding and Marking Strategy)

  3. Reporting
    Reporting Requirements:     Recipients will be required to submit financial reports and program reports signed and certified by an authorized representative of the Recipient organization. The award document will specify required forms, formats, and how often these reports must be submitted.

G. FEDERAL AWARDING AGENCY CONTACTS

If you have any questions about the grant application process, please contact MVDCultural@state.gov

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