030ADV23R0051 - NOFO - Grants to Orgs_06292023.pdf

The Library of Congress

Of the People:

Widening the Path:

Community Collections Grants to Organizations Notice of Funding Opportunity 030ADV23R0051 – Year 3

June 30, 2023

NOFO – 030ADV23R0051

6/30/2023 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) and Plan

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

6/30/2023 2

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. FEDERAL AWARDING AGENCY CONTACTS

I. OTHER INFORMATION

I.1 Payments and Invoice Instructions

I.2 Other Information

Appendix A: SAM.gov

Appendix B: Budget Definitions

Appendix C: Assurances and Certifications

6/30/2023 3

A. PROGRAM DESCRIPTION

The Library of Congress is announcing a Notice of Funding Opportunity (NOFO) to make cooperative agreement awards 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

About the Library of Congress

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 make awards 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 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 awards 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 awardees and to give awardees 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 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

6/30/2023 4 with the event (including planning, set up and post-event activity) and any ephemera or material culture;

• 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; and

• 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; and

• 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 award. 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 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

6/30/2023 5 and release forms signed by interviewees. Library staff will provide training and information regarding 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 an 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.3.5 Deliverables Regular award reporting as described in Section F below.

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. Applicants must not include the public program in the budget submitted in response to this NOFO. Applicants will be asked to provide a separate budget for the public program after the Library approves the public program. If approved, the agreement will be amended to include this option.

B. FEDERAL AWARD INFORMATION

6/30/2023 6

Federal Agency Name Library of Congress (Library)

Opportunity Title Of the People: Widening the Path: Community Collections grant (organization)

Opportunity Number 030ADV23R0051

Period of Performance 12 months

Proposal Submission Deadline August 18, 2023 at 2:00 PM Eastern Time

Question Submission Deadline July 29, 2023 at 2:00 PM Eastern Time

Expected Start Date: November 30, 2023 (earliest)

Estimated Funds Available and Number of Awards

The Library of Congress intends to award up to 10 awards pursuant to this notice of funding opportunity. The Library’s intention is to make awards of up to $50,000. The Library may choose to make no awards or more than ten awards.

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 501c(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 (1) 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.

• The Library will only issue an award to a single organization that meets the eligibility requirements stated in the Notice. The organization can choose to sub-contract part of the work to other organizations. However, the organization to which the award is issued is responsible for https://dev.loc.gov/programs/of-the-people/collect-and-preserve/community-collections-grant-application/

6/30/2023 7 all aspects of the award, as the Library will have no contractual relationship with any other organization or contractor.

• 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.

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 the date stated in Section B. 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 –

030ADV23R0051– AFC – 2023.

Webinars

The Library will host a series of online informational webinars to answer questions about this Notice. The webinars will be held on the following dates:

• Wednesday, July 12, 2023: 6:00pm EST/3:00pm PST (Registration Link)

• Thursday, July 20, 2023: 6:00pm EST/3:00pm PST (Registration Link)

• Thursday, August 3, 2023: 6:00pm EST/3:00pm PST (Registration Link)

Recordings of the webinars and all questions and answers addressed in the sessions will also be made available on the Community Collections page.

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/ https://loc.zoomgov.com/webinar/register/WN_ZagKmHR1Qb-0DJl-VG6Z2w https://loc.zoomgov.com/webinar/register/WN_tXwk_BErRsCa4IHGjTSD_A https://loc.zoomgov.com/webinar/register/WN_Di0qXfAWRpCksDmQVmiEBA https://loc.gov/programs/of-the-people/collect-and-preserve/community-collections-grant-application/

6/30/2023 8

D.3 Application Package and Submission Requirements All applications must be submitted electronically by email in English, submitted on the due date at the time specified in Section B, provide budget and cost information in U.S. Dollars, and meet the specifications of this NOFO. See Section D.6. Submission Requirements for detailed information.

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.

Applicants should use the checklist provided with this NOFO to ensure that they complete all required documents.

D.4 System for Award Management (SAM.gov) Registration Successful applicants must be registered on SAM.gov before the award is made. Information on how to register on SAM.gov can be found in Appendix A. This process can take several weeks, so if an

Organization is not already registered, it should start that process immediately. Registration is free and is required for any Organization that wants to receive any kind of federal award or contract. An award will not be given to an applicant without a completed SAM.gov registration by the time it is awarded.

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.

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. Applicants must complete all sections of the template.

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.

6/30/2023 9 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 Grants Officer (GO) 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.

• 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.”

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

6/30/2023 10

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 award 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.”

D.5.2 Budget Narrative (Justification) and Plan Applicants must complete and provide two documents for the budget. The dollar amounts in both documents must match.

1. Budget Plan Worksheet (Excel Workbook – Attached to Notice): Applicants must complete the attached Excel Worksheet (note there are Worksheets/tabs for various costs categories).

Applicants must provide detailed costs for all items that will be funded under the project.

2. Budget Narrative (Microsoft Word Document – Attached to Notice): Applicants must complete the attached Microsoft Word document that shows a clear connection between the required budget items in the Budget Plan Workbook and the project plan. The Budget Narrative (Justification) is distinct from the Project Narrative and should not exceed four (4) pages, double-spaced, and in 11 or 12-point font.

D.5.2.1 Budget Items

6/30/2023 11

A) All items in the budget must be necessary to accomplish the project objective, allowable according to Federal cost principles, auditable, and incurred during award period.

B) 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.

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

D) Dollar amount(s) referenced in Budget Plan Worksheet and in the Budget Narrative should be equal.

E) Provide details and explain Indirect Costs (if applicable) assigned to the project. Indirect costs are expenses incurred for common or joint objectives that cannot be easily allocated to a particular project, such as centralized administrative services, utilities, general insurance, local telephone service, or the salaries of the management and administrative personnel of the organization. See 2 CFR part 200 for additional guidance. If using indirect cost rates, they 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).

F) Provide details and explain Direct Costs as described below:

Category (see 2 CFR 200.1 for specific definitions of terms used here)

In the Budget Narrative In the Budget Plan Worksheet

Salaries, Wages, and

Benefits: Describe the people/positions that will be involved in the project, including their pay rates or calculation of wages and stipends.

Project Staff

- Identify the people and/or positions (include descriptions for each position) that will be paid with project funds.

Describe their role in the project, their pay rate

(salary) or calculation of the wages for each person

(price/hour, number of hours) and identify relevant benefits rates (if applicable).

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

1. Enter project personnel salaries, wages and fringe benefits.

2. List the title and purpose of each position to be compensated under this project.

3. Explicitly explain how each personnel salary/hourly rates/number of hours aligns with the project narrative and supports the project’s goal(s) in the “Purpose of

Position” section.

4. Enter the amounts of time, such as hours or percentage of time to be expended by each position under this project (e.g., 75%, or 30 hours per week) and provide total salary for the person.

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-A/subject-group-ECFR2a6a0087862fd2c/section-200.1

6/30/2023 12 award period of performance.

Travel: A description of any travel costs, including transportation, lodging, and per diem. For all travel costs, applicants must follow the requirements stated in 2

CFR §200.475.

For each trip, describe the project participants involved, the expected start and end dates, point of origin and destination, the purpose and expected outcomes of the trip, and explain how you arrived at the dollar amount citing specific examples of relevant costs. Please use the General Service

Administration’s Per

Diem Tool for estimating travel expenses within the continental United

States. (For rates to

Alaska, Hawaii, and U.S.

Territories, see the

Department of Defense website. For international travel rates, see the State

Department website.)

1. List the travel activities and costs for each individual.

2. Explicitly explain the purpose of the travel activity and how each travel activity supports the project’s goal(s) in “Purpose of Travel Activity” section.

3. List travel expenses for participant(s) to attend all meetings or visit various sites if it is not virtual

(REQUIRED).

4. Provide an itemized budget breakdown of travel costs (airfare, hotel, per diem, local travel, conference fees, number of travelers and the number of days for each traveler).

5. Calculate and enter the total cost for each travel activity for full term of the agreement.

Equipment: Costs of equipment purchased specifically for the proposed project.

Equipment is generally tangible personal property

(including information technology systems) having a useful life of more than one year and a per-unit acquisition cost which equals or exceeds

$5,000. See also 2 CFR

200.313.

Identify the purpose of any budgeted equipment and explain how you arrived at the dollar amounts.

Detail the number and unit cost for each item.

Provide vendor quotes or price lists as an appendix along with the application as needed.

If equipment purchased previously with Federal funds is available for the project, provide a list of that equipment and

1. List each type of equipment.

2. Describe the purpose of each piece of equipment and how it supports the project’s goal(s) in the “Purpose of

Equipment” section.

3. Provide the estimated unit cost for each item to be purchased.

4. Calculate and enter the total cost for each equipment.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRed1f39f9b3d4e72/section-200.475 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRed1f39f9b3d4e72/section-200.475 https://www.gsa.gov/travel-resources https://www.gsa.gov/travel-resources https://www.travel.dod.mil/Travel-Transportation-Rates/Per-Diem/Per-Diem-Rate-Lookup/ https://aoprals.state.gov/content.asp?content_id=184&menu_id=78 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR8feb98c2e3e5ad2/section-200.313 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR8feb98c2e3e5ad2/section-200.313

6/30/2023 13 identify the Federal funding source.

Supplies: Costs of supplies and materials purchased specifically for the proposed project. Supplies are tangible personal property other than equipment (See also 2

CFR 200.314.

Identify the purpose of any budgeted supplies and explain how you arrived at the dollar amounts.

Detail the number and unit cost for each item.

Provide vendor quotes or price lists as an appendix along with the application as needed.

1. List materials and supplies by nature of expense or general category

(e.g., instructional materials and office supplies).

2. Provide an itemized budget breakdown of costs for materials and supply items.

3. Calculate and enter the total cost for each supply purchase.

Contractual: Costs of each third party that will undertake specific project activities such as partners, consultants, collaborators and/or service providers.

(See also 2 CFR 200.331(b)

(Contractors).)

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.

Explain the purpose of each contractual product or service and how it supports the project’s goal(s) in the “Purpose of

Product of Service” section.

1. Include all costs specifically incurred with actions that the applicant takes in conjunction with an established internal procurement system (Required).

2. Include consultant fees, expenses, and travel costs in this category if the consultant’s services are obtained through a written binding agreement or contract that includes all costs.

3. Briefly explain the purpose of each contractual product or service and how it supports the project’s goal(s) in the “Purpose of Product of Service” section.

4. Identify the products to be acquired, and/or the professional services to be provided.

5. Provide an itemized budget breakdown of costs for the deliverables under each contract.

6. Calculate and enter the total cost for each contract.

Other Direct Costs: Costs that cannot be assigned to other categories.

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

Prompts for Other Direct Costs:

1. Identify all direct costs not previously covered in the other budget categories. For example, include costs such as space rental, required fee, honoraria and travel https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR8feb98c2e3e5ad2/section-200.314 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR8feb98c2e3e5ad2/section-200.314 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR031321e29ac5bbd/section-200.331#p-200.331(b) https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR031321e29ac5bbd/section-200.331#p-200.331(b)

6/30/2023 14

(where a contract is not in place for services), training, and communication and printing costs.

2. List and identify items by major type or category (e.g., communications, printing, postage, equipment rental, etc.).

3. Explicitly explain the purpose for each direct cost item and how it supports the project’s goal(s) in the

“Purpose of Direct Cost Item” section.

4. Provide an itemized budget breakdown of costs per item (printing

= $500, postage = $750).

5. Calculate and enter the total cost for each other direct cost purchase.

6. Do not include costs that are included in the indirect cost rate.

D.5.2.2 Restrictions on Budget Plan Worksheets

A) Applicants may use award 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 award 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

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 award funds and to cost sharing.

https://www.ecfr.gov/current/title-2/subtitle-B/chapter-XXXI/part-3187

6/30/2023 15

- 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 2/28/2025) https://www.grants.gov/web/grants/forms/sf-424-short-organization-family.html

Note: For Block 2 of the form, the CFDA number is 42.011 for AFC awards.

If you experience any issues downloading or opening the form, please follow these instructions from grants.gov. If you still encounter problems with the form, please reach out to the grants.gov support team.

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 (030ADV23R0051) 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, 2023, 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.

• Required file naming conventions are as follows:

https://www.grants.gov/web/grants/forms/sf-424-short-organization-family.html https://www.grants.gov/web/grants/forms/sf-424-short-organization-family.html https://www.grants.gov/help/html/help/index.htm?callingApp=custom%22%20%5Cl%20%22t=ManageWorkspaces/DownloadPDFForms.htm&rhsearch=adobe&rhhlterm=adobe&rhsyns=%20#rhsearch=adobe&ux=search https://www.grants.gov/support.html https://www.grants.gov/support.html

6/30/2023 16 o [Notice #] – [Organization Short Name] – [Document Name]

▪ E.g. 030ADV23R0051 – 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 award 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?

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

6/30/2023 17

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 GO 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 Award Agreement. The Award 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 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

F.1 Approval Needed for Modifications to Proposed Work or Budget Any project carried out under an award must be consistent with the proposal that is approved for funding by the Library. Any significant change to an award project’s programmatic scope, key personnel, or planned budget requires the Library’s explicit consent. The designated principal or authorizing official 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-D/section-200.306 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/section-200.306 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-C/section-200.208

6/30/2023 18 for the awardee shall submit, in writing (including email), all requests for a change to a project to the appropriate Library program officer for approval.

F.2 Project Reporting Awardees 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 Awardees are required to submit a project development plan detailing major activity and milestones, including semi-annual status…