Request for Grant Proposal

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U.S. DEPARTMENT OF STATE

U.S. EMBASSY DILI

Public Affairs Section

Notice of Funding Opportunity

 Funding Opportunity Title:                U.S. Embassy Timor-Leste FY23 Program Statement

Funding Opportunity Number:         PASDIL-NOFO-FY23-01

Deadline for Applications:                 Accepted on a rolling basis until September 1, 2023

CFDA Number:                                    19.040 – Public Diplomacy Programs

Total Amount Available:                   Subject to availability of funds

Award Information:

  • Funding Instrument Type: Grant, Fixed Amount Award, Cooperative Agreement
  • CFDA Number: 19.040
  • Floor on Amount of Individual Awards: $2,000
  • Ceiling on Amount of Individual Awards: $20,000
  • Anticipated Number of Awards: Multiple

A. PROGRAM DESCRIPTION

 The U.S. Embassy in Timor-Leste through the public affairs section announces an open competition for organizations and individuals to submit applications to carry out programs that strengthen the U.S.-Timorese partnership, bolster good governance, including through strengthened civic participation and media reporting, and expand economic prosperity, opportunity, and engagement. Applications should include a U.S. element or connection with an American expert, organization, or institution.

General priority program areas are:

  • S.-Timorese Partnership: Activities that advance the bilateral relationship between the United States and Timor-Leste.
  • Democratic Values: Activities that promote the democratic values that underpin the U.S. – Timorese partnership, including but not limited to civic participation of emerging leaders and marginalized groups, human rights, rule of law, freedom of expression, gender equality, and LGBTQI+ rights.
  • Media Reporting: Activities that strengthen Timorese media reporting capacity, free and independent media development, media literacy, and efforts to counter misinformation, disinformation, and propaganda.
  • S. Education and Exchange: Activities that widen access to U.S. higher education and exchange opportunities, including through English language learning.
  • Economic Prosperity and Opportunity: Activities that empower youth- and women-led efforts to strengthen competitiveness.

Audience: All applications must identify the target audience of the program and estimate audience reach through direct contact, and if possible, through indirect contact via social or traditional media.

B. FEDERAL AWARD INFORMATION

 Length of performance period:          Up to 12 months

Number of awards anticipated:          Multiple

Award amounts:                                 Between $2,000 and $20,000

Total available funding:                      Subject to availability

Type of Funding:                                 FY23 Public Diplomacy Funding

Anticipated programs start date:       Flexible

 C. ELIGILIBITY INFORMATION

Eligibility

The following organizations are eligible to apply:

  • S. and foreign non-profit entities
  • S. and foreign universities
  • Foreign public entities
  • Individuals

The following types of projects are not eligible for funding:

  • Projects relating to partisan political activity
  • For-profit activities
  • Charitable or development activities
  • Construction projects
  • Projects that support specific religious activities
  • Fundraising campaigns
  • Lobbying for specific legislation or projects
  • Academic and scientific research
  • Individual exchange programs

Cost Sharing or Matching: Cost sharing is not required.

Other Eligibility Requirements

In order to be eligible to receive an award, all organizations must have a unique entity identifier, as well as a valid registration on www.SAM.gov. Please see Section D for information on how to obtain these registrations. Individuals are not required to have a unique entity identifier or be registered in www.SAM.gov.

 D. APPLICATION AND SUBMISSION INFORMATION

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 Calibri font, with a minimum of 1-inch margins.

Mandatory Application Forms

  • Application
  • SF-424
  • SF-424A

The Grant Application Form should include the following elements:

  • Organizational Overview: 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.
  • Proposal Summary: Short narrative that outlines the proposed program, including program objectives and anticipated impact.
  • Problem Statement: Clear, concise, and well-supported statement of the problem to be addressed and why the proposed program is needed.
  • Program Goals and Objectives: The goals describe what the program is intended to achieve. The objectives refer to the intermediate accomplishments on the way to the goals. These should be achievable and measurable.
  • Program Activities and Schedule: Describe the program activities and how they will help achieve the objectives. Include a proposed timeline for the program activities.
  • Diversity and Inclusion: Describe how you will ensure diverse groups, people, cultures, and communities are represented in and benefit from your project.
  • Budget: Please outline your budget requirements for this program, including personnel, supplies, travel expenditure, and other costs
  • Budget Justification Narrative: Please describe why budget expenses are needed.
  • Program Partners: List the names and type of involvement of any additional funding Partners.
  • Communications Plan: Please list media and promotional plans, including requested
  • S. Department of State involvement. Please also include any high-level participants or attendees to be invited.
  • Community Engagement: Please list dignitaries expected to attend the event, if applicable.
  • Reporting Capacity: Explain how you plan to monitor and report outcomes and outputs of the grant throughout the performance period and in a final report upon its completion.
  • Attachments (Optional)
  • One-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 your organization has a Negotiated Indirect Cost Rate (NICRA) and includes NICRA charges in the budget, your latest NICRA should be included as a PDF file
  • Official permission letters, if required for program activities

Required Registrations:

Step 1: All organizations must have a Unique Entity Identifier (UEI) and an active registration with the SAM.gov. A UEI is one of the data elements mandated by Public Law 109-282, the Federal Funding Accountability and Transparency Act (FFATA), for all Federal awards.

The 2 CFR 200 requires that sub-grantees obtain a UEI number.  Please note the UEI for sub-grantees is not required at the time of application but will be required before an award is processed and/or directed to a sub-grantee.

Step 2: Proceed to SAM.gov to obtain a UEI and complete the SAM.gov registration process at https://login.gov/.  And kindly note that SAM.gov registration must be renewed annually.

Exemptions

An exemption from the UEI and sam.gov registration requirements may be permitted on a case-by-case basis if:

  • An applicant’s identity must be protected due to potential endangerment of their mission, their organization’s status, their employees, or individuals being served by the applicant.
  • For an applicant, if the Federal awarding agency makes a determination that there are exigent circumstances that prohibit the applicant from receiving a unique entity identifier and completing SAM registration prior to receiving a Federal award. In these instances, Federal awarding agencies must require the recipient to obtain a unique entity identifier and complete SAM registration within 30 days of the Federal award date.

Organizations requesting exemption from UEI or SAM.gov requirements must email the point of contact listed in the NOFO at least two weeks prior to the deadline in the NOFO providing a justification of their request. Approval for a SAM.gov exemption must come from the warranted Grants Officer before the application can be deemed eligible for review.

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 Com., 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 OPLS in SAM to ensure that no ineligible entity is included.

 Submission Dates and Times

Applications will be accepted and reviewed on an ongoing basis until September 1, 2023, and subject to availability of funding.

Other Submission Requirements

All application materials must be submitted by email to PADili@state.gov and JohnsonTA@state.gov.

E. APPLICATION REVIEW INFORMATION

 

Criteria

Each application will be evaluated and rated on the basis of the evaluation criteria outlined below.

  • Project Planning/ability to adhere to objectives: Applicant demonstrates that the project plan is realistic, timely, and that it will meet the proposed objectives.
  • Institution’s Capacity: Applicant demonstrates that they have the resources, organizational infrastructure and staffing to meet the project objectives. The applicant’s past record on similar projects or lack thereof will be taken under consideration.
  • Project 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.
  • Cost Effectiveness: 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.

Review and Selection Process

A Grants Review Committee will evaluate all eligible applications based on the previously identified criteria.

Federal Awardee Performance & Integrity Information System (FAPIIS)

For any Federal award under a notice of funding opportunity, if the Federal awarding agency anticipates that the total Federal share will be greater than the simplified acquisition threshold on any Federal award under a notice of funding opportunity may include, over the period of performance (see §200.88 Simplified Acquisition Threshold), this section must also inform applicants:

  • That the Federal awarding agency, prior to making a federal award with a total amount of Federal share greater than the simplified acquisition threshold, is required to review and consider any information about the applicant that is in the designated integrity. and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);
  • That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that a Federal awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;
  • That the Federal awarding agency will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant’s integrity, business ethics, and record of performance under Federal awards when completing the review of risk posed by applicants as described in §200.205 Federal awarding agency review of risk posed by applicants.

F. FEDERAL AWARD ADMINISTRATION INFORMATION

Federal Award Notices

The grant award or cooperative agreement will be written, signed, awarded, and administered by the Grants Officer. The assistance award agreement is the authorizing document, and it will be provided to the recipient for review and signature by email. The recipient may only start incurring program expenses beginning on the start date shown on the grant award document signed by the Grants Officer.

If a proposal is selected for funding, the Department of State has no obligation to provide any additional future funding. Renewal of an award to 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 project activities.

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

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

Reporting Requirements: Recipients will be required to submit financial reports and program reports. 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: PADili@state.gov and JohnsonTA@state.gov.

H. 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 program, and the percentage of their time that will be spent on the program. (e.g, Director $100/hour x 10 hours = $1,000)
  • Travel: Estimate the costs of economy class air 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: 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.

U.S. DEPARTMENT OF STATE
U.S. EMBASSY DILI

Notice of Funding Opportunity (NOFO)

A. PROGRAM DESCRIPTION

The Embassy of the United States of America in Timor-Leste seeks to fund proposals that will aid in good governance efforts in support of societal and institutional growth in Timor-Leste.  The Embassy invites organizations meeting the outlined eligibility criteria below to submit grant proposals to the Ambassador’s Small Grant Fund.  This is an open competition for foreign (non-U.S.) not-for-profit organizations with offices headquartered in Timor-Leste.  Direct funding for U.S. entities is not available under this announcement.

Proposals

The U.S. Embassy is soliciting proposals from non-governmental organizations (NGOs) who, in coordination with executive institutions at the national or local level, are working to promote improved delivery of public services and/or dissemination of information regarding laws, regulations, and policies in the areas of good governance; promotion of gender equality; strengthening women’s leadership and access to political, economic, and social services; efforts to combat human trafficking; and efforts to combat gender-based violence.  Proposals may include activities that:  advocate and promote the rights of children, including by reducing child labor; advocate for the rights and further inclusion efforts of LGBTQI+ individuals; advocate and promote the economic empowerment and skills development of youths, women, and other disadvantaged groups; and advocate and promote identification and assistance of human trafficking victims.

Participants and Audiences

The projects under this grant aim to target communities in Timor-Leste, vulnerable groups, women and children, youths, and communities living in remote areas who lack access to the related thematic areas and activities above.

B. FEDERAL AWARD INFORMATION

Length of performance period   : Grant period may not exceed 365 days

Anticipated award amount          : USD 20,000.00

Type of Funding                                : FY2023 Ambassador’s Small Grant Fund under the Foreign Assistance Act

Anticipated programs start date : July 1, 2023

Anticipated program end date    : June 30, 2024

This notice is subject to availability of funding

Funding Instrument Type: Grant

Program Performance Period: Proposed project should be completed within 12 months.

C. ELIGIBILITY INFORMATION

 

  1. Eligible Applicants: This grant opportunity is open to NGOs only, and proposals from NGOs with offices headquartered in Timor-Leste will be given preference.
  2. Cost Sharing: Applicants are not required to include funding from other donors.  However, applications that include additional in-kind and/or cash contributions from non-U.S. Government sources will be more competitive.
  3. Other Eligibility Requirements
  • Applicants are only allowed to submit one proposal per organization. If more than one proposal is submitted from an organization, all proposals from that institution will be considered ineligible for funding.
  • The Embassy encourages organizations that have not previously received international program funding from the U.S. Government to apply under this announcement.
  • Only applicants whose proposals have been selected for award will be contacted.
  • In order to be eligible to receive an award, organizations applying for a U.S. grant must have a Unique Entity Identifier (UEI) number issued via SAM.gov as well as valid registration on www.SAM.gov.  Please see Section D.2. for information on how to obtain these registrations.

D. APPLICATION AND SUBMISSION INFORMATION

  1. Content and Form of Application Submission

Please follow all instructions below carefully.  Proposals that do not meet the requirement of this announcement or fail to comply with the stated requirements will be ineligible.

Content of Application

Please ensure:

  • All applicants should select one thematic area
  • The proposal clearly addresses the goals and objectives of this funding opportunity
  • All documents must be in English
  • All budgets are in U.S. dollars
  • All pages are numbered
  • All Microsoft Word documents are single spaced, 12-point Calibri font, with a minimum of 1-inch margins.

Proposals must include:

  1. Mandatory application forms:

SF-424 (Application for Federal Assistance-Organizations) at https://www.grants.gov/web/grants/forms/sf-424-family.html

SF424A (Budget Information for Non-Construction Programs) at https://www.grants.gov/web/grants/forms/sf-424-family.html

2. Summary Page: Cover sheet stating the applicant’s name and organization, proposal date, project title, project period, proposed start and end date, and brief purpose of the project.

3. Proposal (4 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.  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.  Include a logic model as appropriate.
  • Proposed Project Schedule and Timeline: 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 any key partner organizations and sub-awardees.
  • Project 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 and 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 any 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.

2. Required Registrations:

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

Step 1:  Proceed to www.SAM.gov to obtain a UEI and complete the www.SAM.gov registration process.  SAM.gov registration must be renewed annually.

For some applicants:

Step 2:  Apply for NCAGE/CAGE number.  The registration process has been simplified; applicants need to apply for NCAGE/CAGE number only if they meet either of the following criteria:

  • You are registering for All Awards (both contracts and grants) as your purpose of registration, or
  • You are seeking financial assistance from the U.S. Department of Defense.

If your organization meets either of these criteria, you must obtain an NCAGE/CAGE number.  [Note:  If you are only applying for funding under this NOFO for the Ambassador’s Small Grants Fund you do not meet these criteria, and do not need an NCAGE/CAGE number.]

 

3. Submission Dates and Times

Applications are due no later than 5:00 PM, May 26th, 2023

4. Funding Restrictions

Grants may not be used for salaries, construction, or the purchase of equipment over $500 USD or for refreshment/alcohol expenses.

5. Application Submission Process

Applicants must submit concept papers electronically to diligrants@state.gov or drop off at the U.S. Embassy at Ave. de Portugal Praia dos Coqueiros Dili, Timor-Leste.

E. Application Review Information

A Grant Review Committee will evaluate and rate each proposal application on the basis of the criteria outlined below:

  • Quality and feasibility of the program idea
  • Organizational capacity and record of performance of previous grants
  • Program planning/ability to achieve objectives
  • Budget
  • Monitoring and Evaluation Plan
  • Sustainability
  • Support of Equity and Underserved Communities

F. FEDERAL AWARD ADMINISTRATION INFORMATION

  1. Federal Award Notices

The grant award will be written, signed, awarded, and administered by the Grant 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 U.S. 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 discretion of the U.S. 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 costs incurred in the preparation and submission of proposals.  Furthermore, the U.S. government reserves the right to reject any or all proposals received.

Payment Method: Successful applicants received their grant funds via electronic funds transfer.

  1. Administrative and National Policy

Terms and Conditions: Before submitting an application, applicants should review all of the terms and conditions and required certifications which will apply to this award, to ensure that they will be able to comply.  These include:

Applicable Embassy and/or program logos must be displayed on any items or at any events produced as a result of sponsored projects.

  1. Reporting

Reporting Requirement:

  • Grantees must supply the Embassy Point of Contact (POC), usually the Grants Officer Representative, with quarterly progress and financial status reports, according to the format specified by POC, in English, and using required U.S. government forms as outlined by POC.
  • Grantees are required to submit final program progress and financial reports at the conclusion of the project time period.  Final programmatic and financial reports are due 90 days after the close of the project period.
  • Any unused portion of grant funds shall be reported by the Grantee in their final financial status report to the POC and repaid to the Embassy.

G. Contact Information

For more information, please contact the U.S. Embassy grants team at diligrants@state.gov or by phone at +670 332-4684.

You can also visit Embassy’s Website and Facebook at: http://timor-leste.usembassy.gov

http://www.facebook.com/USEmbassyDili

H. Other Information

Guidelines for Budget Justification

  • Personnel and Fringe Benefits: See Section 4 for funding restrictions.
  • Travel: Estimate the cost of travel and per diem for this program, for program staff, consultants or speakers, and participants/beneficiaries.
  • 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 (See Section 4 for the restriction cost on the purchase of the equipment).
  • Supplies: List and describe all the items and materials, including any computer devices, that are needed for the program.
  • 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.  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.

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