030ADV22R0061 - NOFO - Grants to Orgs.pdf

The Library of Congress

Of the People:

Widening the Path:

Community Collections Grants to Organizations Notice of Funding Opportunity 030ADV22R0061 – Year 2

5-31-2022

NOFO – 030ADV22R0061

5/31/2022 1

Table of Contents

A. PROGRAM DESCRIPTION

A.1 Background A.2 Purpose

A.3 Program Expectations and Deliverables A.4 Overview of Selection Process

B. FEDERAL AWARD INFORMATION

C. ELIGIBILITY INFORMATION

C.1 Eligible Applicants

C.2 Other Eligibility Information C.3 Cost Sharing

D. APPLICATION AND SUBMISSION INFORMATION

D.1 Agency Point of Contact

D.2 Questions and Answers D.3 Application Package and Submission Requirements D.4 System for Award Management (SAM.gov) Registration

D.5 Content and Format of Applications D.5.1 Proposal Narrative and Format

D.5.2 Budget Narrative (Justification) – Spending Summary and Plans D.5.3 Required Form(s) SF-424 Application for Federal Assistance

D.6 Submission Requirements

E. APPLICATION REVIEW AND AWARD

E.1 Criteria for Proposal Evaluation

E.2 Notice of Federal Award E.3 Pre-award Risk Assessments

F. PROJECT MANAGEMENT AND REPORTING

F.1 Approval Needed for Modifications to Proposed Work or Budget F.2 Project Reporting

F.2.1 Project Development Plan F.2.2 Performance and Financial Reports

F.2.3 Notification of Significant Developments

G. FEDERAL AWARD ADMINISTRATION

G.1 Administrative and National Policy Requirements G.2 General Terms and Conditions G.3 Certifications

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G.4 Disclosures and Other Required Notifications G.4.1 Criminal, Civil, and Administrative Proceedings Disclosure

G.4.2 Total Value of Federal Assistance is Greater than $10,000,000 G.5 Intellectual Property Rights and Data Availability

H. OTHER INFORMATION

H.1 Payments and Invoice Instructions

H.2 Other Information Appendix A: SAM.gov Appendix B: Budget Definitions

Appendix C: Assurances and Certifications

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A. PROGRAM DESCRIPTION

The Library of Congress is announcing a Notice of Funding Opportunity (NOFO) to award grants in support of contemporary ethnographic field research focusing on the cultures and traditions of diverse communities across the United States. This funding opportunity is authorized by 20 U.S.C. 2101, et. seq.

The resulting award will be subject to the Library of Congress Regulation (LCR) 7-310 (Grants and Cooperative Agreements) and provisions of 2 CFR 200 - Uniform Administrative Requirements, Costs Principles and Audit Requirements for Federal Awards as indicated.

A.1 Background The Library of Congress is the largest library in the world, with millions of books, recordings, photographs, newspapers, maps and manuscripts in its collections. The Library has dedicated significant resources to collecting born-digital materials and digitizing its tangible collections. The Library’s Digital Strategy (www.loc.gov/digital-strategy) outlines the ways that technology and digital approaches can enable the Library to meet its goal of ensuring that “All Americans are connected to the Library of Congress.” The Library’s mission is to engage, inspire, and inform Congress and the American people with a universal and enduring source of knowledge and creativity.

A.2 Purpose Through a gift from the Andrew W. Mellon Foundation, the Library will support a multiyear initiative that entails public participation in the creation of archival collections. Specifically, the Library of Congress seeks to award grants to support contemporary cultural documentation focusing on the culture and traditions of diverse, often underrepresented communities in the United States today. These projects will result in archival collections preserved at the American Folklife Center and made accessible through the Library of Congress’ web site. The major goals of this grant program are to enable communities to document their cultural traditions, practices, and experiences from their own perspectives, while enhancing the Library’s holdings with materials featuring creativity and knowledge found at the local level. As such, successful proposals will come from applicants within or closely affiliated with the community they propose to document.

Funding through these grants can be used to cover travel, equipment rental or purchase, and other expenses associated with cultural documentation fieldwork. American Folklife Center folklorists and archivists can assist successful applicants in providing support for specific aspects of cultural documentation activities, such as sharing expertise or training in fieldwork methods, archival practices, and associated digital technologies. Library staff will be available to provide technical advice, and work with successful applicants to facilitate a cohort for sharing knowledge and lessons learned. In consultation with American Folklife Center staff during the award process, awardees have the option to develop public programs connected to their projects in their home communities, as potentially supported by additional funds (see Section A.4.1). The American Folklife Center is seeking to build long-term relationships with grantees and to give grantees the opportunity to present their work in a forum at the Library of Congress in Washington D.C.

The following list is meant to inspire, but not limit, possibilities with regards to cultural documentation projects applicants might propose. Projects should include a combination of interviews, still photography, digital video, field notes, or other forms of documentation:

• Exploration of a community festival or other culturally-meaningful celebration through interviews with organizers and participants, audio-visual documentation of activities affiliated with the event (including planning, set up, and post-event activity), and any ephemera or material culture https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200?toc=1 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200?toc=1 http://www.loc.gov/digital-strategy

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• Seasonal or periodic documentation of institutions or gathering places, such as farmers markets, informal social hang-outs, craft fairs, or other periodic spaces that might serve as anchors or markers of community

• Community-centric reflection on emergent cultural traditions or practices that have developed as responses to shared collective experience of widespread recent phenomena such as the COVID-19 pandemic, social justice movements, or economic change

• Broad examination of community-specific cultural practices that can serve as markers of various aspects of identity, such as practices around death or bereavement, life milestones, or transition into different modes or phases of living; transmission of language or other intangible aspects of heritage; or informally learned aspects of communication that help cohere a social group

• Community history of a neighborhood or other type of geographically-delimited collective space that tracks change and continuity from the perspective of current residents, both long-term and newly arrived, via multi-format documentation

• Documentation focused on temporality, such as tracing traditions and their changes over time, which can include multi-sited projects, but do not need to be delimited geographically.

A.2.1 Potential projects that are not fundable The following types of projects would not qualify for funding through this program:

• Projects that are focused solely on oral history, in which contemporary cultural activity is not documented and only one format or mode of documentation is used

• Projects focused narrowly on the life history of an individual or family

• Projects that tend solely to events, cultural activity, or communities from the past (i.e. there is no contemporary presence or manifestation)

A.3 Program Expectations and Deliverables

A.3.1 Cultural documentation project Design, develop and implement a project that enables communities to document their cultural life and experiences from their own perspectives, while enriching the Library’s holdings with diverse materials.

The project must feature creativity, knowledge, and/or cultural activity found at the local level in existing communities. Successful applications will come from organizations closely affiliated with the community they propose to document. In addition to providing collection materials to the Library, awardees may also retain copies for deposit and preservation in local institutions.

A.3.2 Enhance the Library’s Archive of Folk Culture Successful applicants agree to provide the American Folklife Center with the cultural documentation materials created during the period of performance of the grant. Successful applicants may also choose to keep copies of the collection materials in the community, and American Folklife Center staff can offer technical assistance and guidance to support local stewardship. The Library intends to be attentive to culturally sensitive materials that may be included in a project, and will work with grant awardees to determine the most appropriate approach regarding access. Successful applicants must adhere to ethical standards for cultural documentation, including obtaining consent and permissions to conduct fieldwork and deposit materials at the Library of Congress. The Library will provide Library-approved release forms.

Successful applicants must submit documentation in digital formats using American Folklife Center metadata forms for descriptive, administrative, technical and other data. In addition to audio or video interviews, submitted materials must include time-coded logs or time-coded transcripts and permission and release forms signed by interviewees. Library staff will provide training and information regarding

5/31/2022 5 accepted Library of Congress standards and practices for submitting collections. All digital submissions will be in accordance with the following specifications:

• Digital audio: 96 kHz/24bit or 44.1 kHz/16bit .wav file (only .wav files will be accepted).

• Digital video: high-resolution digital video format (consult with AFC staff for specifications)

• Digital images: high-resolution digital images, uncompressed and nonproprietary file formats

(TIFF)

• Text files (for logs, field notes, final report, etc.): Microsoft Word

A.3.3 Participate in symposium Successful applicants will be invited to participate in a symposium in 2024 hosted by the Center at the Library of Congress. Representatives from projects funded in each year may agree to participate in the non-mandatory symposium to share elements of their documentation and discuss their experiences. The Library will pay travel separately, and participation will not impact a grant award and should not be included in proposed project costs.

A.3.4 Contribute to blog All successful applicants will be asked to write posts for the Library blog(s) about relevant topics.

A.4 Overview of Selection Process The Library will use a panel review process to evaluate all eligible and complete applications against the criteria listed in Section E of this document. Panelists are professionals in the Library and/or field with relevant knowledge and expertise in the types of project activities identified in the application. The selecting official will review panel recommendations and make final funding decisions consistent with the purposes of the program’s mission and goals.

Applications will be evaluated primarily for:

• Advancement of program goals

• Feasibility of project outcomes

• Alignment of applicant background and experience

• Reasonableness of costs and likelihood that budget will support project execution

Section E. Application Review provides more detailed information about evaluation criteria.

A.4.1 Optional public program During the award process, awardees have the option to discuss with American Folklife Center staff the possible development of a public program(s) connected to their projects in their home communities. Such programs would be designed to share the project locally, among source communities and the public.

Hosting a public program is not required, but the option to do so may be supported with up to $10,000 in separate, additional funds provided by the American Folklife Center, as part of the Of the People:

Widening the Path initiative.

B. FEDERAL AWARD INFORMATION

Federal Agency Name: Library of Congress (Library) Opportunity Title Of the People: Widening the Path: Community Collections grant (organization) Opportunity Number 030ADV22R0061

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Period of Performance 12 months Proposal Submission Deadline August 1, 2022 at 12:00 PM (Noon) Eastern Time Expected Start Date: November 30, 2022 (earliest) Estimated Funds Available and Number of Awards

The Library of Congress intends to award up to 10 Grants pursuant to this notice of funding opportunity. The Library’s intention is to make grant awards of up to $50,000.

Optional Public Program Successful applicants may have the option to host a public program connected to their projects in their home communities. In consultation with American Folklife Center staff, up to an additional $10,000 may be potentially made available as support. The decision will be made by the Library after agreement has been awarded (see Section A.4.1).

Funding Instrument Type Cooperative Agreement

The Library reserves the right to select for award any, all, part, or none of the proposals received in response to this Notice of Funding Opportunity (NOFO). Additionally, the Library may modify the schedule or program areas by amending this NOFO. The amendments will be posted in the same space as this NOFO. It is the responsibility of the applicant to be aware of the amendments by regularly checking the website.

Applicants cannot recover expenses for proposal/application preparation or submission from any awards resulting from this NOFO.

C. ELIGIBILITY INFORMATION

C.1 Eligible Applicants Applicants may be charitable or similar organizations, for federal tax exempt purposes subject to 26 U.S.C 501 c (3) or similar authority, including institutions of higher education, colleges and universities, as well as professional associations and community groups. For-profit applicants are not eligible. Organizations must be U.S.-based. Eligibility extends to all 50 U.S. states, protectorates, territories, and the District of Columbia. Only one entity may receive the funding.

C.2 Other Eligibility Information

• An eligible applicant organization may submit only one application under this announcement.

• Successful applicants cannot reapply in subsequent years for the same project.

• To be eligible, projects must involve new, original cultural documentation of contemporary cultural life and activities from existing communities within the United States. This award is not intended to support research projects undertaken for the completion of university degrees.

• Late, incomplete, or ineligible applications will not be considered for funding under this notice.

• The Library will notify an applicant if their application will not be reviewed due a determination of ineligibility.

• An organization that submits an application may be disqualified if the applicant or any principal has, within the past five years, been subject to a finding of fault or conviction in a Federal or state criminal, civil, or administrative proceeding in connection to the award to or the performance of a Federal grant or contract.

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C.3 Cost Sharing Under this NOFO there is no mandatory cost share or matching requirement, however proposals that include matching or cost sharing elements may be rated more highly. Examples of types of cost sharing may include salaries, space or studio rental costs, equipment not part of an existing indirect cost rate calculation, or supplies. Cost sharing includes contributions, both cash and in-kind, which are necessary and reasonable to achieve program objectives and which are verifiable from the recipient's records.

D. APPLICATION AND SUBMISSION INFORMATION

D.1 Agency Point of Contact

Contracts and Grants Directorate C/O Grants Officer

Email: AFC-grants@loc.gov

Library of Congress - 101 Independence Avenue, S.E., Washington DC, 20540

D.2 Questions and Answers

All questions relating to this NOFO must be submitted via email to AFC-grants@loc.gov with answers provided on a rolling basis until 12:00 pm Noon (Eastern Time) on July 15, 2022. Answers will also be provided in an online document hosted at https://loc.gov/programs/of-the-people/collect-and-preserve/community-collections-grant-application/ The subject of each e-mail must read as follows:

NOFO – 030ADV22R0061 – AFC – 2022.

D.3 Application Package and Submission Requirements All submissions must be in English, arrive before 12:00pm (noon, Eastern Time) on the due date listed, provide budget and cost information in U.S. Dollars, and meet the specifications of this NOFO.

By signing and submitting the application form, the applicant assures and certifies that the applicant will comply with the policies and statutes outlined in Section. G Federal Award Administration and all related Library regulations. Application materials must be submitted via email to AFC-grants@loc.gov.

D.4 System for Award Management (SAM.gov) Registration Successful applicants must be registered on SAM.gov. Information on how to register on SAM.gov can be found in Appendix A.

D.5 Content and Format of Applications Review all content and information before beginning an application. Applicants are encouraged to refer to the provided Proposal Narrative template attached to this NOFO. The format instructions presented in the template are as follows:

D.5.1 Proposal Narrative and Format

The proposal narrative (see template attached) should include a cover sheet, narrative and appendices as described below. The main body of the proposal must not be longer than 5 double-spaced pages in 11-point or 12-point font. The body of the proposal and any necessary appendices of supporting documents must be combined into one file.

mailto:AFC-grants@loc.gov https://dev.loc.gov/programs/of-the-people/collect-and-preserve/community-collections-grant-application/ https://dev.loc.gov/programs/of-the-people/collect-and-preserve/community-collections-grant-application/

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Applicants must submit one (1) electronic file of the proposal narrative (one MS Word version or one PDF version).

The Proposal Narrative must include the following sections:

A. Cover Page o Working title of proposed project o Applicant’s name, phone number, mailing and email addresses o SAM or EIN as applicable o Date of submittal o A single-spaced (max 200 word) project summary (main aims and project activities)

B. Project Details (see Project Narrative template provided for additional information)

C. Appendices o Brief resumes for the primary people named in the proposal. For project staff not known by name by the application deadline, applicant should provide a position description that identifies the qualities, range of experience, and education necessary to successfully implement and complete project activities.

o Letters of support from an administrator at the organization stating support for the proposal and attesting to the impact.

o Other information described in Section D.5.1.1 below as applicable.

D.5.1.1 Other Information – As Applicable If any of the following special circumstances are relevant to your specific circumstances, you must include certain information as an attachment to your proposal. List under “Other Information – [Insert Name of the Relevant Section].”

A) Conflict of Interest Disclosure Recipients must notify the Grant Officer immediately in writing of any conflict of interest that arises during the life of their Federal award, including those reported to them by any sub-recipient under the award. The term employee means any individual engaged in the performance of work pursuant to the Federal award. Recipients may not have a former Federal employee as a key project official, or in any other substantial role related to their award, whose participation put them out of compliance with the legal authorities addressing post-Government employment restrictions. The Library will examine each conflict of interest disclosure based on its particular facts and the nature of the project and will determine if a potential conflict exists. If it does, the Library will work with the recipient to determine an appropriate resolution. Failure to disclose and resolve conflicts of interest in a manner that satisfies the Library may result in any of the remedies described in 2 CFR 200.339 Remedies for Noncompliance, including termination of the award.

B) Finding of Fault or Convictions in Past 5 Years If, within the past 5 years, applicant organization or any principal has been subject to a finding of fault or conviction in any Federal or state criminal, civil, or administrative legal proceeding in connection to the award to or the performance of a Federal grant or contract, then you must provide an explanation. The explanation should include information about each proceeding, namely:

• Instrument. This is the type of proceedings instrument, such as U.S. Federal issued contract, U.S. Federal issued grant/assistance instrument, State issued contract, and State issued grant.

• State. The state where proceeding occurred

• Instrument Number. The official number of the proceeding as assigned by instrument.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR86b76dde0e1e9dc/section-200.339 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR86b76dde0e1e9dc/section-200.339

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• Type of Proceeding, i.e., Administrative, Criminal, or Civil.

Disposition, either Conviction / Finding of Fault or Other acknowledgment of fault.

• Description of the Proceeding. A comprehensive description (approx. 500 words) of the proceeding.

C) Overlap or Duplication of Effort Statement

Applicants must provide a complete description of overlaps or duplications between this proposal and any other federally funded project or application in regards to activities, costs, and time commitment of key personnel, as applicable. In the description, you should:

• Identify when that proposal was submitted, to whom (entity name and program), and when you anticipate being notified of their funding decision.

• Provide a copy of any overlapping or duplicative proposal submitted to any other potential funding entity and end the statement with “We understand that if at any time we receive funding from another source that is duplicative of the funding we are requesting from the Library of Congress in this application, we will immediately notify the Library of Congress point of contact identified in this Funding Opportunity in writing.”

D) Single Audit Reporting Statement for Organizations Expending More than $750,000 USD in federal awards.

All U.S. states, local governments, federally recognized Indian tribal governments, and non-profit organizations expending $750,000 USD or more in Federal award funds in the applicant’s fiscal year must submit a Single Audit report for that year through the Federal Audit Clearinghouse’s Internet Data Entry System.

U.S. state, local government, federally recognized Indian tribal government, and non-profit applicants must state if your organization was or was not required to submit a Single Audit report for the most recently closed fiscal year. If your organization was required to submit a Single Audit report for the most recently closed fiscal year, provide the EIN associated with that report and state if it is available through the Federal Audit Clearinghouse website.

E) Applications with Proprietary Data. The Library may share grant applications, work products, and reports with Library employees, external reviewers, or the general public to further the mission of the agency. Therefore, the Library discourages inclusion of proprietary data or information in applications. However, if a proposal contains information that constitutes a trade secret, proprietary commercial or financial information, or similar confidential information, the Library will handle such information in accordance with applicable law and provided that the information is clearly marked by the applicant. Note that any funded proposal will be considered an integral part of the award and normally will be made available to the public upon request and in accordance with applicable law.

Applicants who include proprietary data must mark the cover page with the following: “This application includes marked proprietary data that must not be disclosed, duplicated, used, or disclosed for any purpose other than to evaluate this application. If, however, an award is made as a result of – or in connection with – the submission of this data, the U.S. Government will have the right to duplicate, use, and disclose the data. This restriction does not limit the U.S.

Government’s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets {insert sheet numbers}.”Additionally, the applicant must mark the specific data it wishes to restrict with the following: “Use or disclosure of this data is subject to the restriction on the title page of this application.”

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D.5.2 Budget Narrative (Justification) – Spending Summary and Plans To justify final grant amount, applicants must submit the completed Budget Plan Worksheet Template attached to this NOFO and provide a Budget Narrative (Justification) demonstrating a clear connection between expenses and proposed project activities and objectives. The Budget Narrative is distinct from the Proposal, and should be 2-4 pages double-spaced in either 11-point or 12-point font. Dollar amounts referenced in the Budget Narrative must equal amounts identified in the Budget Plan Worksheet.

• Applicants must explain program and administrative costs (including any cost calculations not otherwise identified) to show that project costs are reasonable and will support a successful outcome for the project.

• The Budget Justification should also identify any item of cost that requires prior approval under the Federal cost principles. See 2 CFR 200.407.

• Dollar amount(s) referenced in Budget Narrative, worksheets, and in the Budget Justification should be equal.

A) Provide Budget Summary If spending plans include Cost Share, applicant should identify any cash or in-kind contributions that a partner or other entity will contribute to the project and describe how the contributions directly and substantively benefit completion of the project. For in-kind contributions, include the source, the amount, and the valuation methodology used to determine the total value. See 2 CFR 200.306 “Cost sharing or matching” for more information.

1) Explain Indirect Costs assigned to the project. Indirect cost rates may not exceed 15%. (Note:

the Library of Congress does not adhere to the indirect cost rates negotiated by other federal agencies pursuant to OMB regulations.)

2) Explain Direct Costs:

• Salaries, Wages and Benefits. Identify the people / positions whose salary, wages, or benefits will be paid with project funds, describing their role in the project and their rate of pay or calculation of any wages or stipends. Similarly, identify relevant benefits rate and explain the base for the calculation for each person funded through the project.

If cost share is being provided by unpaid volunteers, applications should explain how they arrived at the dollar amount used to represent the value of their services.

If applicant is requesting grant funding for salaries of permanent staff, explain the reason for the request and how the regular duties of these individuals will be performed during the award period of performance.

• Travel. For each trip, applicant should describe the purpose and expected outcomes of the trip, and explain how they arrived at the dollar amount citing specific examples of relevant costs.

• Equipment. Applicant should identify the purpose of any budgeted equipment and explain how they arrived at the dollar amounts by detailing the number and unit cost for each item. Provide vendor quotes or price lists as an appendix along with the application https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRea20080eff2ea53/section-200.407 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/section-200.306

5/31/2022 11 as needed. If equipment purchased previously with Federal funds is available for the project, provide a list of that equipment and identify the Federal funding source.

• Supplies. Applicant should identify the purpose of any budgeted supplies and explain how they arrived at the dollar amounts by detailing the number and unit cost for each item. Provide vendor quotes or price lists as an appendix along with the application as needed.

• Contractual. List the project activities to be undertaken by third parties for the project, identifying each third party by name, describing their role in the project, and the nature of their relationship with the applicant. Explain costs for third parties and provide relevant supporting documents as an appendix along with the application.

• Other Costs. Explain the nature and purpose of costs that cannot be assigned to other categories.

D.5.2.1 Budget Plan Worksheets

A) Applicants must provide a completed Budget Plan Worksheet using the provided template. If Cost Sharing is not required, applicant should state so in the Budget Plan Worksheet Template and applicant does not need to complete that section of the Budget Plan Worksheet Template.

B) Spending Plan: In preparing the spending plan, applicant must consider the type, number, and cost of expenses for the duration of the project across defined budget categories:

o Indirect Costs o Direct Costs for: Salaries, Wages and Benefits; Travel; Equipment; Supplies;

Contractual; and Other

Budget Definitions are included in Appendix B.

All items listed should be necessary to accomplish project objectives, allowable according to the applicable federal cost principles, auditable, and incurred during the award period of performance.

D.5.2.2 Restrictions on Budget/Spending Plans

A) Applicants may use grant funds only for allowable costs as found in federal government-wide cost principle rules. Please consult 2 CFR Part 200 and 2 CFR Part 3187 for additional guidance on allowable costs.

- Some examples of generally allowable costs under this announcement include indirect or overhead costs and direct costs such as: personnel salaries, wages, and fringe benefits;

travel expenses for key project staff and consultants; materials, supplies, software, and equipment related directly to project activities; adaptive and/or assistive technologies and other resources and services to improve accessibility for persons with disabilities;

third-party costs; publication design and printing; staff and volunteer training

- Examples of unallowable costs under this announcement include: general fundraising or grant management costs; contributions to endowments; general operating support;

general advertising or public relations costs designed solely for promotional activities other than those related to the specific project; social activities, ceremonies, receptions, or entertainment https://www.ecfr.gov/current/title-2/subtitle-B/chapter-XXXI/part-3187

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B) Applicants should pay special attention to prohibitions or limitations including:

- Expenses must be incurred during the award period of performance unless otherwise specified and allowed by law.

- All federal, Library, and program requirements regarding the use of funds apply to both requested Library grant funds and to cost sharing.

- Indirect cost rates included in an applicant’s proposed budget and narrative may not exceed 15%.

- Federal funds from other federal awards may not be used for cost sharing.

D.5.3 Required Form(s) SF-424 Application for Federal Assistance All applicants must complete the appropriate standard SF-424, Application for Federal Assistance attached to this NOFO. Required application forms are available at the Forms Repository on grants.gov.

Note that instructions are available at the same link for the form itself.

For Organizations Application for Federal Domestic Assistance-Short Organizational (OMB 4040-0003, Expiration 2/28/2022) https://www.grants.gov/web/grants/forms/sf-424-short-organization-family.html

D.6 Submission Requirements All proposals must be submitted electronically via email as described and by the day and time specified in D.3 Application Package and Submission and with the following requirements:

• Submit all application materials to AFC-grants@loc.gov

• The email must include the opportunity number [030ADV22R0061] in the subject line.

• The applicant should understand the file size limits for Library email are as follows:

o The maximum size file allowed through the Library’s email system is 20MB. In addition, certain files might need to undergo a conversion to be accepted by the Library’s servers. This conversion increases the file size by 30% to 40%, therefore, please take this into consideration, when determining file sizes.

o The Library’s email system cannot accept files greater than 20MB. If needed, applicant may send application materials across multiple emails but must ensure they are all clearly identified, with the opportunity number [030ADV22R0061] and an identifier (“1 of X emails”, “2 of X emails”, etc.) in the subject line.

• If an applicant feels that the application materials will exceed the size limits stated above and is unable to send the documents on separate emails as stated above. The applicant may send an email to AFC-grants@loc.gov, NO LATER THAN 3:00 PM on July 28, 2022, EASTERN TIME to request help with sending the application materials. Please note that this is a day before the due date for applications stated in Section B. The Library will not provide assistance if the email is received after this date and time.

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• Required file naming conventions are as follows:

o [Notice #] – [Organization Short Name] – [Document Name]

E.g. 030ADV22R0061 – Smith Foundation – Project Narrative

• Applicant must not submit zipped or locked files.

• Applicant must not submit files via a third party website (such as OneDrive or Box.com).

E. APPLICATION REVIEW AND AWARD

E.1 Criteria for Proposal Evaluation The Library will assemble panels comprising a member of the American Folklife Center Board of Trustees, American Folklife Center staff, and invited panelists. This committee will assess each proposal on its feasibility, alignment with stated program goals, contributions to the cultural and geographic diversity of AFC holdings, and articulated value to the community of origin.

Specifically, key considerations in evaluating each application will be:

a) Advancement of program goals

• The extent to which the applicant’s proposal shows a connection to the community proposed. Applicants must articulate the relationships to the community and its cultural practices.

• The extent to which applicant provided information on the types of cultural activity, experience, and/or traditions they will document. Applicants must offer examples of the kinds of community cultural practices (e.g. events, performances, material culture) that will be documented and the methods and technologies that will be used (e.g. audio-recorded interviews, photographs, descriptive notes).

• The extent to which the significance of the project is made clear, and its potential to help raise public awareness of the documented cultural activity and community.

b) Feasibility of successful project outcomes

• The extent to which the project design, implementation plan, and timeline aligns with the availability of the project personnel and access to cultural activity. Successful applications will provide evidence that the project can succeed and that the scale and scope is appropriate to the proposed budget and 12 month grant period.

• The extent to which the applicant has outlined and addressed any logistical factors or contingencies that could impede project success, such as: access to community and/or cultural activity, scheduling or other time dependencies, availability of team members or collaborators, or any travel-related risks.

• To what degree has the applicant shown they possess the capacity to successfully complete the project and meet stated aims?

c) Background and experience

• Applicant demonstrates they have experience, training, and/or skills supporting completion of the project. Formal training or credentials in ethnography/cultural documentation/fieldwork methods are not required, but familiarity with documentary tools and methods enhance proposal competitiveness.

• Do the identified collaborators, consultants, and/or service providers possess the skills necessary to complete the work?

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• The extent to which the applicant’s proposal demonstrates connection to a community, and that the project has value for the community.

d) Reasonableness of costs and likelihood that budget will support project execution

• Has applicant demonstrated an understanding of the financial aspects of the proposed project?

• Can applicant support and complete proposed activities in the time allocated, through the effective deployment and management of resources, including personnel, travel, equipment, and supplies?

• Are costs allowable under the cost principles found in 2 CFR 200 Subpart E?

• If cost sharing, does the proposed cost share comply with relevant standards [2 CFR

200.306; Standard Provision "Cost Sharing (Matching)" for U.S. entities.]

E.2 Notice of Federal Award Following review, applicants may be requested to revise the project scope and/or budget before an award is made. The Library reserves the right to award without requesting clarification or additional detail on the application.

Once all outstanding issues have been resolved, the Grant Officer will send a draft Grant Agreement via email to the successful applicant(s) for review, comments and or acceptance to be followed by full execution of the Grant Agreement. The Grant Agreement will include instructions specific to each recipient on how to request payment. If applicable, the instructions will detail any additional information/forms required and where to submit payment requests.

Applicants whose projects are not selected for funding will receive written notice, most often by e-mail, within 60 days of the final review decision.

E.3 Pre-award Risk Assessments The successful applicant is responsible for ensuring achievement of the objectives described in this NOFO. Therefore, the applicant must be a responsible entity. The Grants Officer (GO) will decide on whether to subject the applicant to a pre-award survey, and based on the results, will make a determination if the prospective recipient is a responsible entity, whether the prospective recipient has the necessary organization, experience, accounting, and operational controls, financial resources, and technical skills – or ability to obtain them – in order to achieve the objectives of the program and comply with the terms and conditions of the award.

Prior to making an award under this NOFO, the Library may perform a pre-award survey for organizations that are new to working with the Library or for organizations with outstanding audit findings. Accounting systems, audit issues and management capability questions may be reviewed as part of this process. Depending on its result of the risk assessment, the Library may determine to execute the award, not execute the award, or award with “specific conditions” (2 CFR 200.208). If notified by the Library that a pre-award survey is necessary, applicants must prepare in advance the required information and documents. A pre-award survey does not commit the Library to make an award to any organization or individual.

F. PROJECT MANAGEMENT AND REPORTING

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E?toc=1 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-C/section-200.208

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F.1 Approval Needed for Modifications to Proposed Work or Budget Any project carried out under a grant must be consistent with the proposal that is approved for funding by the Library. Any significant change to a grant project’s programmatic scope, key personnel, or planned budget requires the Library’s explicit consent. The designated principal or authorizing official for the grantee shall submit, in writing (including email), all requests for a change to a grant project to the appropriate Library program officer for approval.

F.2 Project Reporting Grantees must adhere to all reporting requirements listed below; further, US Non-governmental organizations need to be in compliance with 2 CFR 200. You should submit all reports by the due date for approval to the GO via email. In addition to the reports below, the GO may request additional information to contribute to the internal Library project reviews.

F.2.1 Project Development Plan Grantees are required to submit a project development plan detailing major activity and milestones, including semi-annual status updates and regular review by Library staff, within thirty (30) days of award for the Library’s approval.

F.2.2 Performance and Financial Reports

Interim Reports: Grantees are required to submit an interim performance report due on the six (6) month “anniversary” of the initial award. The interim report should include

• A description of activities undertaken to date

• Identification of any challenges and how they were, or are planned to be, resolved

• A review of project expenditures to date by category and notification of any anticipated changes to the project’s spend plan

An interim report can take the form of a memorandum (approx. 1-2 pages) to the attention of “OTP Program Technical Contact” sent in PDF format. Financial data must be submitted on the SF-425 and on the budget summary report. Recipients may use the SF 270 in lieu of the SF 425 to report financial report expenditures. Financial expenditures should be reported no less than twice annually.

Final Reports: A final performance report must provide qualitative and quantitative information describing activities carried out and specific results achieved during the period, namely:

• A description of activities undertaken

• A comparison of actual accomplishments with the established goals and objectives of the award described in the project plan

• A description of reasons why established goals were not met, if appropriate

• Key implementation challenges encountered and how they were, or are planned to be, resolved.

• A review of the project’s budget (projected vs. actual) including specification of any significant variance using the Budget Narrative Charts, and

• Any other pertinent information relevant to the project results.

• Each report shall be accompanied by the Post-Award Federal Financial Report Form 425 available for download on grants.gov.

The final report shall take the form of a report (with cover and table of contents) sent in PDF format.

Final reports are due no later than 90 calendar days after the award period of performance end date or termination date.

https://www.grants.gov/forms/post-award-reporting-forms.html

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F.2.3 Notification of Significant Developments

Events may occur between the scheduled performance reporting dates which have or could have significant impact upon the supported activity. In such cases, recipients are required to notify the Library in writing as soon as the recipient becomes aware of any problems, delays, or adverse conditions that will materially impair the ability to meet the objective of the Federal award. The notification must include a statement of any corrective action(s) taken or contemplated, and any assistance needed to resolve the situation.

The recipient should also notify the Library in writing of any favorable developments that enable meeting time schedules and objectives sooner or at less cost than anticipated or producing more or different beneficial results than originally planned.

G. FEDERAL AWARD ADMINISTRATION

G.1 Administrative and National Policy Requirements Awards resulting from this NOFO will be administered in accordance with the Library of Congress’ Regulation LCR 7-310 (Grants and Funded Cooperative Agreements), policies in 2 CFR 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) described here and in the award, the Library General Terms and Conditions identified herein, and the Library Assurances and Certifications (Appendix C). Entities that receive Library funding must be familiar with these requirements and comply with applicable law.

G.2 General Terms and Conditions

Guidance. Additional OMB guidance may be incorporated by reference into grant awards and, unless otherwise specified, includes the provisions identified herein. All such guidance will be administered in accordance with standard deferral requirements for grant agreements and as interpreted by the Library, including: 2 CFR 200, subparts D, E, and F.

Record Retention. Grantees shall retain all records relating to a grant award for a period of three years following the completion of any grant-related projects.

Branding. Grantees shall not use the name “Library of Congress” or any abbreviation or subset of the name (such as “LC,” “LoC,” or “American Folklife Center”) to explicitly or implicitly endorse a product or service or materials in any publication, including online. Subject to the Library’s prior written approval over all aspects of the use and presentation of the Library’s name and logo, Grantees may use the name Library of Congress in connection with publication, distribution, packaging, publicity and promotion of the grant project or products produced as a result of a grant agreement. In addition, Grantees will acknowledge the collaboration with the Library by including a credit line in or on projects created under the terms of a grant agreement with the Library that reads “The [title of program/project] has been made possible in part by a grant from the Library of Congress.”

G.3 Certifications As an applicant for Federal funds, you must certify that you are responsible for complying with certain nondiscrimination, debarment and suspension, drug-free workplace, and lobbying laws. These are set out in more detail, along with other requirements, in Appendix C. Assurances and Certifications.

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By submitting the application, which includes the Assurances and Certifications, you certify that you are in compliance with these requirements and that you will maintain records and submit any reports that are necessary to ensure compliance.

Applicant’s failure to comply with these statutory and regulatory requirements may result in the suspension or termination of your award and require you to return funds to the government.

G.4 Disclosures and Other Required Notifications

G.4.1 Criminal, Civil, and Administrative Proceedings Disclosure Applicant must disclose to the Library all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award in writing and in a timely manner.

Non-Federal entities that receive a Federal award including the terms and conditions outlined in 2 CFR 200, Appendix XII—Award Term and Condition for Recipient Integrity and Performance Matters are also required to report certain civil, criminal, or administrative proceedings to SAM. Failure to make required disclosures can result in any of the remedies described in 2 CFR 200.339 Remedies for Noncompliance, including suspension or debarment.

G.4.2 Total Value of Federal Assistance is Greater than $10,000,000 If the total value of your currently active grants, cooperative agreements, and procurement contracts from all Federal awarding agencies exceeds $10,000,000 for any period of time during the period of performance of this Federal award, you must maintain the currency of Proceedings and Exclusions information you report to the System for Award Management (SAM). This information is made available in the designated integrity and performance system (currently the Federal Awardee Performance and Integrity Information System (FAPIIS) in accordance with Appendix XII to 2 CFR 200.

G.5 Intellectual Property Rights and Data Availability

Access and Use.

The Library’s intention in this NOFO is that the collections created are of maximum benefit to the American people and contribute to public knowledge. To that end, documentation delivered under this grant will be deposited in the permanent collection of the Library of Congress’s American Folklife Center, where it will be made available to researchers and other library patrons under existing copyright laws and regulations of the Library of Congress. In addition to digital collection materials deposited with the Library, copies may be retained by the interviewer and/or the local organization participating in the project.

The Library’s preference is for projects that extend an open license for non-commercial public use to the collection materials, but we encourage applicants to describe in detail any specific limitations they might predict for portions of the collection. The Library intends to be attentive to culturally sensitive materials that may be part of documentation gathered during a project, and will work with grant awardees to determine the most appropriate approach regarding access. Interviewers and interviewees will be asked to sign releases granting the Library of Congress the perpetual and nonexclusive, transferable, worldwide rights to use, reproduce, transmit, display, perform, prepare derivatives works from, distribute, and authorize the distribution of the documentation. The permission includes use of the documentation for archival purposes (such as preservation and service to the public) and for non-commercial projects of the Library of Congress.