PAS Small Grants Program

 U.S. DEPARTMENT OF STATE
U.S. EMBASSY ANTANANARIVO PUBLIC AFFAIRS SECTION

SMALL GRANTS PROGRAM

 

Funding Opportunity Title:  U.S. Embassy Antananarivo PAS Annual Program Statement
Funding Opportunity Number: PAS-ANTAN-FY20
CFDA Number:  19.040 – Public Diplomacy Programs
Contact:  Public Affairs Section, U.S. Embassy Antananarivo
Email: AntanPASGrants@state.gov

A. FUNDING OPPORTUNITY DESCRIPTION

The U.S. Embassy Antananarivo 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 Antananarivo awards a limited number of grants to individuals, non-governmental organizations, think tanks, and academic institutions to support exchange between the U.S. and Madagascar or the Comoros with the aim of improving mutual respect and understanding.  PAS will only consider programs that have 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.

The PAS Small Grants Program supports projects that:

  1. Improve and expand English language learning through curriculum development, teacher training, developing partnerships with U.S. education institutions, promoting U.S. culture and values.
  2. Advancing good governance, democratic institutions including accountability and human rights in Madagascar/Comoros through the promotion of enhanced and educated civic participation, particularly of youth and women, the promotion of voters’ education, the promotion of a free and responsible press, the advocacy for women’s rights, etc.
  3. Increase public support for U.S.-Malagasy/U.S.-Comorian cooperation in women and girls’ education, in youth empowerment, and in business, entrepreneurship, and sustainable economic and commercial growth.
  4. Deepen cultural ties and understanding between the United States and Madagascar/the Comoros.
  5. Improve sustainable management of natural resources and biodiversity conservation through environmental awareness programs.

Requests to sponsor events should ensure the event has a connection to one of the above 5 elements and that the grant proposal be linked to a specific line item or line items, and not be a request for a flat amount to be pooled with other sources.

Activities that are not funded under this program include, but are not limited to:

  • Social welfare projects;
  • Individual travel to conferences;
  • Construction projects;
  • Completion activities for projects begun with other funds;
  • Projects that are inherently political in nature or that contain the appearance of partisanship/support to individual or single party electoral campaigns;
  • Political party activities; and
  • Projects that support specific religious activities.

Authorizing statutes for the funding opportunity are:

1) Fulbright-Hays Act, which allows the Department of State to use funds for the purpose of supporting international exchanges that address issues of mutual interest with the United States: http://www2.ed.gov/about/offices/list/ope/iegps/fulbrighthaysact.pdf

2) Smith-Mundt Act which specifies the terms in which the United States government can engage global audiences: http://www.state.gov/pdcommission/library/177362.htm

B. FEDERAL AWARD INFORMATION

Funding Instrument Type:  Cooperative agreement or Grant (Fixed Amount Award).  Cooperative agreements differ from grants in that PAS takes active involvement in the proposal’s overall execution.

Ceiling of Individual Award Amounts: $25,000

Project and Budget Periods:  Grant projects generally must be completed in one year 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.

Applicants should consider their budgets carefully and submit a budget commensurate with their project goals.  While PAS will consider proposals up to $25,000, projects that are smaller in scope are more likely to be considered.  Funding levels average from $5,000-$15,000.

This procurement notice is subject to the availability of funds.

C. ELIGIBILITY INFORMATION

PAS encourages applications from organizations located in Madagascar, the Comoros, the United States, or abroad:

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

Applicants are encouraged, but not mandated, to include cost-sharing elements from additional sources in support of their proposals.

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.6 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 SUBMISSION AND DEADLINE

Proposals should be submitted online to the U.S. Embassy in Antananarivo at the following email address: AntanPASGrants@state.gov. Applications should be submitted in English.  Final grant agreements will be concluded in English. The amount in the budget information should be indicated in U.S. dollar ($).

PAS will accept proposals throughout the year. Below are the dates of review:

  • Proposals received before December 6, 2019 will be reviewed the week of December 9  with responses going out by December 13, 2019
  • Proposals received between January 1, 2020 and March 31,2020 will be reviewed by April 15, 2020 with responses going out by April 30, 2020.
  • Proposals received between April 1, 2020 and June 30, 2020 will be reviewed by July 15,2020 with responses going out by July 31, 2020.
  • Since September 31 is the end of the U.S. government fiscal year, any requests received after June 30, 2020 must be submitted by August 15, 2020. They will be reviewed by August 25, 2020, with responses going out by August 30, 2020.  Proposals received after August 15, 2020  will be returned, with the submitter invited to resubmit the application under the following year’s Annual Program Statement as applicable.

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. Applicants have the option to use or not a Project Proposal Template (Doc 33K).  This template is offered to assist in the application process.  Use of the template is not required.
  • 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
    Federal Assistance Application Standard Forms that are available here:
    SF-424 – Application for Federal Assistance – Organizations
    SF-424I – Application for Federal Assistance – Individuals
    SF-424A – Budget Information for Non-Construction Programs
    SF-424B – Assurances for Non-Construction Programs
  1. Summary Coversheet: 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.
  1. Proposal (5 pages maximum): The proposal should contain sufficient information that anyone not familiar with it would understand exactly what the applicant wants to do. Applicants are encouraged to use the Project Proposal Template. 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 program is needed
    • Program Goals and Objectives: The “goals” describe what the program is intended to achieve.  What aspect of the relationship between the U.S. and Madagascar/Comoros will be improved? 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.
    • Program Methods and Design: A description of how the program is expected to work to solve the stated problem and achieve the goal.
    • Proposed Program Schedule: 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 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.
  1. 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 Justification below for further information.
  1. Attachments
    • 1-page CV or resume of key personnel who are proposed for the program
    • Letters of support from program partners describing the roles and responsibilities of each partner (if any)
    • Official permission letters, if required for program activities
  1. Required Registrations:
    All organizations applying for grants (except individuals) must obtain these registrations.  All are free of charge:

PAS will not consider proposals which do not include the components above.

E. REVIEW AND SELECTION PROCESS

Each application submitted under this announcement will be evaluated and rated on the basis of the evaluation criteria outlined below. The listed criteria are designed to assess the quality of the proposed project and to determine the likelihood of its success.  The criteria are closely related and are considered as a whole in judging the overall sustainability of the application.

Applications will be reviewed  on the basis of their completeness, coherence, clarity and attention to detail.

      • Organizational capacity and record on previous grants: The organization has expertise in its stated field and PAS is confident of its technical capacity to undertake the project (This includes having a financial management system and a bank account).
      • Quality and Feasibility of the Program Idea: Comprehensive analysis of the organization’s capacity to fulfill the project’s economic, organizational and technical feasibility/human resource requirements. The program idea is well developed, with detail about how program activities will be carried out. The proposal includes a reasonable implementation timeline.
      • Goals and objectives: Goals and objectives are clearly stated and the project approach is likely to provide maximum impact in achieving the proposed results.
      • Embassy priority: Applicant has clearly described how stated goals are related to and support U.S. Embassy Antananarivo’s priority areas.
      • Budget: The detailed budget justification is both reasonable and realistic in relation to the proposed activities and anticipated results. Grants will be awarded to programs with the highest impact per dollar spent.
      • Monitoring and evaluation plan: Applicant demonstrates the ability to measure program success against key indicators and provide milestones to indicate progress toward goals outlined in the proposal. The project includes systematic monitoring and analysis of the project’s activities.
      • Sustainability: Project activities will continue to have positive impact after the end of the project.
F. FEDERAL AWARD ADMINISTRATION INFORMATION

Federal Award Notices:  The grant award or cooperative agreement shall be written, signed, awarded, and administered by the Grants Officer (GO).  The GO is the U.S. government official authorized by the U.S. Department of State’s Procurement Executive to write, award, and administer grants and cooperative agreements.  The Assistance Award Agreement is the authorizing document and it will be provided to the recipient.  Organizations whose applications will not be funded will be notified in writing.

If a proposal is selected for funding, the Department of State has no obligation to provide any additional future funding in connection with the award.  Renewal of an award to increase funding or extend the period of performance is at the complete discretion of the Department of State.

Issuance of this funding opportunity 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 program activities.

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

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:  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:  All awards issued under this announcement will require both program and financial reports on a frequency specified in the award agreement.  The disbursement of funds may be tied to the timely submission of these reports.  All details related to award administration will be specified in the award agreement.  At a minimum, progress reports should be submitted via electronic mail to an address to be provided in the award.

G. FEDERAL AWARDING AGENCY CONTACTS

If you have any questions about the grant application process, please contact PAS at: AntanPASGrants@state.gov.

Note:  We do not provide any pre-consultation for application related questions that are addressed in the Annual Program Statement. 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 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. 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.

Alcoholic Beverages:  Please note that award funds cannot be used for alcoholic beverages.