Full Announcement - FY21 Annual Program Statement.docx

U.S. DEPARTMENT OF STATE U.S. EMBASSY NAIROBI, PUBLIC DIPLOMACY SECTION

Funding Opportunity Title:

U.S. Embassy Nairobi, PDS Annual Program Statement – Small Grants Program

A. PROGRAM DESCRIPTION: The U.S. Embassy Nairobi, Public Diplomacy Section (PDS Nairobi) of the U.S. Department of State is pleased to announce that funding is available through its Public Diplomacy Small Grants Program. This is an Annual Program Statement, outlining our funding priorities, the strategic themes in focus, and the procedures for submitting requests for funding. Please carefully follow all instructions below.

Purpose of Small Grants: PDS Nairobi invites proposals for programs that strengthen cultural, academic, and professional ties between the United States and Kenya through programming and exchanges that highlight shared values and promote bilateral cooperation. All programs must include an American cultural element, and/or connection with American expert/s, organization/s, or institution/s that will promote increased understanding of U.S. policy and perspectives.

Priority Program Areas:

1. Reinforce U.S. – Kenyan Shared Values:

· Reinforce U.S.-Kenyan shared values through funding proposals that explore, expand, and reflect on historical and contemporary connections between U.S. and Kenyan cultural institutions and groups

2. Advance Regional and Global Security

· Advance mutual security goals through funding proposals that promote peaceful dispute and conflict resolution and build lasting partnerships and collaborations that bridge tribal, religious, and regional divides

3. Promote Economic Prosperity through Innovation and Entrepreneurship

· Promote shared economic prosperity and stability through funding proposals that foster an equitable and transparent economy in Kenya, reinforce shared values of entrepreneurship and innovation, promote economic opportunities and empowerment of underserved communities and youth, and explore the benefits of expanded trading opportunities between the United States and Kenya, especially through a Free Trade Agreement

4. Promote Rule of Law, Democracy, and Respect for Individual Liberty

· Promote rule-of-law, democracy, and respect for individual liberty through funding proposals that focus on rule-of-law, democratic governance, civic participation, fighting corruption, and media literacy and media independence

5. Promote Health Cooperation

· Promote rapid and sustainable development through funding proposals that focus on advancing health cooperation and creating a healthy society through collaborative solutions to existing and emerging health concerns

Participants and Audiences:

· Youth (15-30), including students;

· Emerging voices, including civil society leaders and social influencers;

· Business leaders and entrepreneurs;

· Established opinion leaders, including cultural and/or academic institution leadership;

· Residents of underserved communities and regions outside of Nairobi.

The following types of programs are not eligible for funding:

· Programs relating to partisan political activity;

· Charitable or development activities;

· Construction programs;

· Programs that support specific religious activities;

· Fund-raising campaigns;

· Lobbying for specific legislation or programs;

· Scientific or specific academic research;

· Programs intended primarily for the growth or institutional development of the organization; or

· Programs that duplicate existing programs.

Authorizing legislation, type and year of funding: Funding authority rests primarily in the Smith-Mundt Act. The source of funding is FY2021 Public Diplomacy Funding.

B. FEDERAL AWARD INFORMATION

or fewer. PDS Nairobi will consider extensions of grants funded under these awards beyond the initial budget period on a non-competitive basis subject to availability of funds, satisfactory progress of the program, and a determination that continued funding would be in the best interest of the U.S. Department of State.

This notice is subject to availability of funding.

C. ELIGILIBITY INFORMATION

1. Eligible Applicants: The Public Diplomacy Section encourages applications from U.S. and Kenyan:

· Registered not-for-profit organizations, including think tanks and civil society/non-governmental organizations with programming experience

· Individuals

· Non-profit or governmental educational institutions

· Governmental institutions

Note: For-profit or commercial entities are not eligible to apply.

Note: New grantees will generally be given priority over previous grantees.

2. Cost Sharing or Matching: Cost sharing is not required but is considered favorably.

3. Other Eligibility Requirements:

· Applicants are only allowed to submit one proposal per organization. If more than one proposal is submitted from an organization, all proposals from that institution will be considered ineligible for funding.

· Bidding organizations must already possess a valid Unique Entity Identifier (UEI) number, formerly referred to as a DUNS (Data Universal Numbering System) number, a valid NCAGE registration, and an active SAM.gov registration prior to submitting a full application. Please see Section D.2 for information on how to obtain these registrations.

· Individuals are not required to have a DUNS number or be registered in SAM.gov.

D. APPLICATION AND SUBMISSION INFORMATION

1. Content and Form of Proposal Submission: Please follow all instructions below carefully. Proposals that do not meet the requirements of this announcement or fail to comply with the stated requirements will be ineligible. In order to be considered for funding, you must submit a proposal, a budget, and a budget narrative.

Please ensure:

· The proposal clearly addresses the goals and objectives of this funding opportunity

· All documents are in English

· All budgets are in U.S. dollars

· All pages are numbered

· All documents are formatted to 8 ½ x 11 paper, and

· All Microsoft Word documents are single-spaced, 12-point Times New Roman font, with a minimum of 1-inch margins.

Proposal Requirements:

a. Completed Proposal: Succinct proposal, 5-page maximum. Describe the problem to be addressed (including theory of change), the nature of the proposed project (including timeline and practical details), the expected output and changes, and the metrics to be used in evaluating the project’s short and long term success. The proposal should contain sufficient information that anyone not familiar with it would understand exactly what the applicant wants to do. You may use your own proposal format, but it must include all the items below.

· Proposal Summary: Short narrative that outlines the proposed program, including program objectives and anticipated impact.

· Introduction to the Organization or Individual applying: A description of past and present operations, showing ability to carry out the program, including information on all previous grants from the U.S. Embassy and/or U.S. government agencies.

· Problem Statement: Clear, concise and well-supported statement of the problem to be addressed and why the proposed program is needed

· Program Goals and Objectives: The “goals” describe what the program is intended to achieve. What aspect of the relationship between the U.S. and XXX will be improved? The “objectives” refer to the intermediate accomplishments on the way to the goals. These should be achievable and measurable.

· Program Activities: Describe the program activities and how they will help achieve the objectives.

· Program Methods and Design: A description of how the program is expected to work to solve the stated problem and achieve the goal.

· Proposed Program Schedule: The proposed timeline for the program activities. Include the dates, times, and locations of planned activities and events.

· Key Personnel: Names, titles, roles and experience/qualifications of key personnel involved in the program. What proportion of their time will be used in support of this program?

· Program Partners: List the names and type of involvement of key partner organizations and sub-awardees.

· Program Monitoring and Evaluation Plan: This is an important part of successful grants. Throughout the time-frame of the grant, how will the activities be monitored to ensure they are happening in a timely manner, and how will the program be evaluated to make sure it is meeting the goals of the grant?

· Future Funding or Sustainability Applicant’s plan for continuing the program beyond the grant period, or the availability of other resources, if applicable.

b. Budget: Please see section H for budget guidelines.

c. Budget narrative: Please use a separate document to describe each of the budget expenses in detail.

Required Application Forms:

You must also submit the other mandatory application forms below, as applicable:

· Application forms for organizations: SF-424 (Application for Federal Assistance – organizations)

· Application forms for individuals: SF-424I (Application for Federal Assistance – individuals) Proposals will be considered on a rolling basis. If your proposal is favorably reviewed by the review panel, you will be requested to submit the other mandatory application forms below, as applicable:

· Application forms for organizations: SF-424A (Budget Information for Non-Construction programs)

· Application forms for individuals: SF-424A (Budget Information for Non-Construction programs), and SF-424B (Assurances for Non-Construction Programs – individuals)

These forms can also be found at https://www.grants.gov/web/grants/forms.html.

2. Unique Entity Identifier and System for Award Management (SAM.gov) Required Registrations: All organizations (except individuals) must obtain these registrations in advance of submitting a proposal in order to be considered for funding. All are free of charge.

· Unique Identifier Number from Dun & Bradstreet (DUNS number)

· NCAGE/CAGE code

· www.SAM.gov registration

· Please note that the full registration process may take from several days up to several weeks, so applicants are advised to start the registration process early.

· Please also note that your information in DUNS and NCAGE registrations must match exactly or else you will encounter errors registering in www.sam.gov.

· If your organization has a DUNS and/or NCAGE number and/or is registered in www.sam.gov, please check that the registrations are valid and the data is correct.

a. Step 1. Apply for a DUNS number:

a. Organizations must have a Data Universal Numbering System (DUNS) number from Dun & Bradstreet. If your organization does not have one already, you may obtain one by calling 1-866-705-5711 or visiting http://fedgov.dnb.com/webform

b. Step 2. Apply for an NCAGE code (CAGE for domestic, NCAGE for overseas organizations):

a. Application page: https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

b. Instructions for the NCAGE application process.

i. For help from within the U.S., call 1-888-227-2423

ii. For help from outside the U.S., call 1-269-961-7766

iii. Email NCAGE@dlis.dla.mil for any problems in getting an NCAGE code.

c. Step 3. Register in www.sam.gov:

a. After receiving the NCAGE code, proceed to register in System for Award Management (SAM) by logging onto: https://www.sam.gov.

b. System for Award Management Non-Federal User Guide is available here.

c. Please note that your registration in www.sam.gov must be renewed annually.

d. To finalize your registration or if you need further assistance in connection with registration in www.sam.gov, you may contact the Federal Service Desk at https://www.fsd.gov/fsd-gov/home.do

3. Submission Dates and Times:

On a rolling basis. The Merit Panel Review will meet three times (February, April, and June 2021) during the funding cycle to review the applications submitted. This annual program statement ends on June 30, 2020 (11:59 p.m. East Africa time).

All applicants are typically contacted 4-6 weeks after the deadline for each funding cycle and informed whether or not their proposal was selected.

4. Funding Restrictions: The following types of funding requests are typically not supported:

· Fees and travel cost to attend conferences in the United States;

· Ongoing, regular salary costs;

· General office equipment;

· Paying to complete activities begun with other funds; and

· Refreshments (exception: expenses for coffee breaks and working lunches which are essential to the realization of the program might be funded);

· Costs of alcoholic beverages are unallowable;

· Award funds cannot be used for construction projects, vehicle purchases, real estate purchases or other similar purposes or for costs which are determined as unallowable in 2 CFR 200.

5. Other Submission Requirements:

All questions about PDS Nairobi’s Public Diplomacy Annual Program Statement should be addressed to nairobigrants@state.gov.

E. APPLICATION REVIEW INFORMATION

1. Criteria: Each application will be evaluated and rated on the basis of the evaluation criteria outlined below. The criteria listed are closely related and are considered as a whole in judging the overall quality of an application.

· Organizational capacity and record on previous grants: The organization has expertise in its stated field and PDS is confident of its ability to undertake the program. This includes a financial management system and a bank account.

· Quality and Feasibility of the Program Idea: The program idea is well developed, with detail about how program activities will be carried out. The proposal includes a reasonable implementation timeline.

· Goals and objectives: Goals and objectives are clearly stated and program approach is likely to provide maximum impact in achieving the proposed results.

· Embassy priorities: Applicant has clearly described how stated goals are related to and support U.S. Embassy Nairobi’s priority areas and target audiences.

· Budget: The budget justification is detailed. Costs are reasonable in relation to the proposed activities and anticipated results. The budget is realistic, accounting for all necessary expenses to achieve proposed activities.

· Monitoring and evaluation plan: Applicant demonstrates it is able to measure program success against key indicators and provide milestones to indicate progress toward goals outlined in the proposal. The program includes output and outcome indicators, and shows how and when those will be measured.

· Sustainability: Program activities will continue to have positive impact after the end of the program.

2. Review and Selection Process: A Grants Review Committee will evaluate all eligible applications.

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

i. That the Federal awarding agency, prior to making a Federal award with a total amount of Federal share greater than the simplified acquisition threshold, is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);

ii. That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that a Federal awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;

iii. That the Federal awarding agency will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant's integrity, business ethics, and record of performance under Federal awards when completing the review of risk posed by applicants as described in §200.205 Federal awarding agency review of risk posed by applicants.

F. FEDERAL AWARD ADMINISTRATION INFORMATION

1. Federal Award Notices: The grant award or cooperative agreement will be written, signed, awarded, and administered by the Grants Officer. The assistance award agreement is the authorizing document and it will be provided to the recipient for review and signature by email. The recipient may only start incurring program expenses beginning on the start date shown on the grant award document signed by the Grants Officer. If a proposal is selected for funding, the Department of State has no obligation to provide any additional future funding. Renewal of an award to increase funding or extend the period of performance is at the discretion of the Department of State. Issuance of this Notice Of Funding Opportunity does not constitute an award commitment on the part of the U.S. government, nor does it commit the U.S. government to pay for costs incurred in the preparation and submission of proposals. Further, the U.S. government reserves the right to reject any or all proposals received. If a proposal is selected, PDS Nairobi reserves the right to reduce, revise, and/or increase the proposal budget in accordance with the needs of the program and availability of funds. Payment Method: Payments will be made in at least two installments, as needed to carry out the program activities. Organizations whose proposals will not be funded will also be notified via email.

2. Administrative and National Policy Requirements Terms and Conditions: Before submitting a proposal, applicants should review all the terms and conditions and required certifications which will apply to this award, to ensure that they will be able to comply. These include:

· 2 CFR 200,

· 2 CFR 600,

· Certifications and Assurances, and

· the Department of State Standard Terms and Conditions, all of which are available : https://www.state.gov/about-us-office-of-the-procurement-executive/.

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

3. Reporting Requirements: Recipients will be required to submit financial reports and program reports. The award document will specify how often these reports must be submitted.

G. FEDERAL AWARDING AGENCY CONTACTS

If you have any questions about the grant application process, please contact PDS at: nairobigrants@state.gov . Note: We do not provide any pre-consultation for proposal-related questions that are addressed in the Notice Of Funding Opportunity. Once a proposal has been submitted, State Department officials and staff — both in the Department and at Embassies overseas — may not discuss this competition with applicants until the entire proposal review process is completed.

H. OTHER INFORMATION

Guidelines for Budget Justification

· Personnel: Describe the wages, salaries, and benefits of temporary or permanent staff who will be working directly for the applicant on the program, and the percentage of their time that will be spent on the program.

· Travel: Estimate the costs of travel and per diem for this program. If the program involves international travel, include a brief statement of justification for that travel.

· Equipment: Describe any machinery, furniture, or other personal property that is required for the program, which has a useful life of more than one year (or a life longer than the duration of the program), and costs at least $5,000 per unit. Describe disposition plans for all equipment at the conclusion of the grant performance period.

· Supplies: List and describe all the items and materials, including any computer devices, that are needed for the program. If an item costs more than $5,000 per unit, then put it in the budget under Equipment.

· Contractual: Describe goods and services that the applicant plans to acquire through a contract with a vendor. Also describe any sub-awards to non-profit partners that will help carry out the program activities.

· Other Direct Costs: Describe other costs directly associated with the program, which do not fit in the other categories. For example, shipping costs for materials and equipment or applicable taxes. All “Other” or “Miscellaneous” expenses must be itemized and explained.

· Indirect Costs: These are costs that cannot be linked directly to the program activities, such as overhead costs needed to help keep the organization operating. If your organization has a Negotiated Indirect Cost Rate (NICRA) and includes NICRA charges in the budget, attach a copy of your latest NICRA. Organizations that have never had a NICRA may request indirect costs of 10% of the modified total direct costs as defined in 2 CFR 200.68.

· “Cost Sharing” refers to contributions from the organization or other entities other than the U.S. Embassy. It also includes in-kind contributions such as volunteers’ time and donated venues.

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