Final NOFO-FY 2020.pdf

NOFO Number: BH200-21-GR-200-WHA CARSI Small Grants Program: Strengthening Government through Civil Society Engagement

SENSITIVE BUT UNCLASSIFIED

Notice of Funding Opportunity

Strengthening Government through Civil Society Engagement

Announcement Type: New Grant

Public Opportunity Title: CARSI Small Grants Program: Strengthening Government through Civil Society Engagement

Catalog of Federal Domestic

Assistance (CFDA) Listing: 19.750

Funding Amount: $750,000

Issuance Date: May 3, 2021

Deadline for Receipt of Questions: May 21, 2021 at 5:00 PM local time (Belize)

Deadline for Submission of

Applications: June 24, 2021 at 11:59 PM Eastern time (Washington, D.C.)

Funding Activity Category: Governance

Program Type: U.S. Embassy in Belmopan, Belize

Grant Program: Central America Regional Security Initiative (CARSI)

Assistance Type: Grant

Eligibility Category: U.S. Non-profit/non-governmental organizations (NGOs) having a 501(c)(3) status with the IRS or overseas-based NGOs, institutions of higher education, and public international organizations (PIOs); Belizean NGOs are strongly encouraged to apply.

Est. Project Start Date: September 30, 2021

Est. Project End Date: Variable

Fiscal Year: FY 2020

Award Ceiling: $250,000

Award Floor: $100,000

Expected # of Awards Funded: Three to Five

Cost Sharing Requirement: No

EXECUTIVE SUMMARY

The U.S. Embassy in Belmopan, Belize announces a Notice of Funding Opportunity (NOFO) to strengthen democratic governance through civil society engagement. The U.S. Embassy in

Belmopan intends to issue awards in an amount not to exceed $750,000 USD in FY 2020 Economic

Support Funds (ESF), pending availability of funding. The anticipated start date for successful proposals is September 30, 2021. U.S. Embassy Belmopan anticipates funding three-to-five awards between the amounts of $100,000 and $250,000 USD each for this NOFO.

The NOFO and submitted proposals should concentrate on democracy, accountability, and governance and focus on civil society organizations (CSOs) working with national and/or local government, particularly in vulnerable and/or marginalized communities. The projects should be oriented toward activities that strengthen the partnership between government and CSOs to (1) enhance public service delivery, (2) promote anti-corruption and government accountability and transparency, or (3) curb human trafficking. The proposals should foster collaboration among

CSOs and government to enhance public service delivery including to those affected by COVID; to reduce corruption, advocate for change and/or improve government transparency across all levels;

and to improve identification, prevention, and response services to victims of human trafficking.

Funding awarded under this NOFO cannot be used for police or military law enforcement or to train members of police or military law enforcement.

U.S. Embassy Belmopan invites qualified U.S. non-profit/non-governmental organizations (NGOs) having a 501(c)(3) status with the IRS or overseas-based NGOs, U.S. and overseas-based public and private institutions of higher education, and public international organizations (PIOs) to apply.

U.S. Embassy Belmopan reserves the right to fund any or none of the applications submitted and will determine the resulting level of funding for each award. The authority for this NOFO is found in the Foreign Assistance Act of 1961, as amended.

Eligible organizations interested in applying are encouraged to read this NOFO thoroughly to understand the type of project sought and the application submission requirements and review process.

For further information, please contact:

U.S. Embassy Belmopan; BelmopanCARSIESF@state.gov; +501.822.4011 x4371 mailto:BelmopanCARSIESF@state.gov

NOTICE OF FUNDING OPPORTUNITY

U.S. Embassy Belmopan is seeking applications from U.S. NGOs having a 501(c)(3) status with the

IRS, overseas-based non-profit/non-governmental organizations, institutions of higher education, and

PIOs for a grant to implement a program titled “Strengthening Government through Civil Society

Engagement.” The authority for this NOFO is found in the Foreign Assistance Act of 1961, as amended. Applications are due on June 24, 2021 at 11:59 p.m. eastern standard time.

Entities receiving grant agreements may use funds awarded to pay for all reasonable, allocable, and allowable expenses, both direct and indirect, that are related to the agreement and are in accordance with applicable cost standards (2 CFR 200 for U.S.- and overseas-based non-profit organizations, and universities; the Federal Acquisition Regulation (FAR) Part 31 48 CFR 31.2 for-profit organizations; and the Mandatory Standard Provision “Allowable Costs (APR 2011)” for public international organizations). Pursuant to 2 CFR 200.400g, it is U.S. Department of State policy not to award profits under assistance instruments. NOTE: overseas-based non-profit organizations are required under U.S. law and regulations to comply with the 2 CFR 200.

Subject to the availability of funds, U.S. Embassy Belmopan intends to award three-to-five grants in an amount not to exceed $750,000 total. Each award will be for an amount between $100,000 and $250,000. U.S. Embassy Belmopan will pay expenses under these grants from allocated funds, for a project period not to exceed two years. The anticipated start date for successful proposals is

September 30, 2021. U.S. Embassy Belmopan reserves the right to fund any or none of the applications submitted and will determine the resulting level of funding for each award.

Eligible organizations interested in applying are encouraged to read this NOFO thoroughly to understand the type of project sought and the application submission requirements and technical review process.

To be eligible for this award, the applicant must submit all required information in its application through http://www.grants.gov, including the requirements found in any attachments to this Grants.gov opportunity. This NOFO consists of this cover letter and the following Sections:

1. Section I – Funding Opportunity Description

2. Section II – Award Information

3. Section III – Eligibility Information

4. Section IV – Application and Submission Instructions

5. Section V – Application and Review Information

6. Section VI – Agency Contacts

This funding opportunity is posted on http://www.grants.gov and may be amended. See Section IV for further details. Potential applicants should regularly check the website to ensure they have the latest information pertaining to this NOFO. Applicants will need to have available or download the

Adobe software program in order to view and save the Adobe forms properly. If you have difficulty registering on http://www.grants.gov or accessing the NOFO, please contact the

Grants.gov helpdesk at 1-800-518-4726 or via email at support@grants.gov for technical assistance.

It is the responsibility of the recipient of this NOFO document to ensure that the application has http://www.grants.gov/ http://www.grants.gov/ mailto:support@grants.gov been received from http://www.grants.gov in its entirety. U.S. Embassy Belmopan bears no responsibility for data errors resulting from transmission or conversion processes associated with electronic submissions. The deadline for submission of applications is June 24, 2021, 11:59 PM eastern standard time.

Submit any questions concerning this NOFO in writing to BelmopanCARSIESF@state.gov. The deadline for submission of questions for this NOFO is May 21, 2021, 5:00 PM local time (Belize).

Responses to questions will be made available to all potential applicants through an additional document posted on www.grants.gov.

Issuance of this NOFO does not constitute an award commitment on the part of the U.S.

government, nor does it commit the U.S. government to pay for costs incurred in the preparation and submission of an application. In addition, final award of any resultant grant agreement cannot be made until funds have been fully appropriated, allocated, and committed through internal U.S.

Embassy Belmopan procedures. While it is anticipated that these procedures will be successfully completed, potential applicants are hereby notified of these requirements and conditions for award.

Applications are submitted at the risk of the applicant. All preparation and submission costs are at the applicant's expense.

Sincerely, Keith Gilges

Chargé d'Affaires, a.i.

SECTION I – FUNDING OPPORTUNITY DESCRIPTION

BACKGROUND

Communities in Belize, particularly in rural areas, face several challenges. Local and national authorities often have difficulty delivering services to some remote communities including providing social services to victims of human trafficking. This leads to inequities among residents across the country and can lead to some people becoming marginalized. Lack of effective government oversight over social programs can contribute to corruption at various levels. The COVID-19 pandemic further compounds the challenges faced by these rural areas.

The objective for this grant is to support local, sustainable, community-based solutions to improve service delivery, economic development, and/or combat corruption and the perception of impunity. Communities retain tremendous potential to overcome these difficulties. They must leverage existing national government assistance, network with private and non-profit organizations, and collaborate with local government offices. Civil society organizations, with their deep connection to their host communities are in the best position to provide the needed linkages to improve service delivery, democracy, and governance. It is their local, on-the-ground knowledge that allows them to effectively partner with governments, both local and national, to create opportunities for improved service delivery.

A secure and stable Central America leads to a safer and more prosperous United States. Through the Central America Regional Security Initiative (CARSI), U.S. assistance seeks to secure U.S.

borders and protect U.S. citizens by addressing the security, governance, and economic root causes of irregular migration and illicit trafficking, and to promote fair and reciprocal trade in

Central America. To promote improved governance, U.S. assistance in Central America supports anti-corruption efforts that improve the ease of doing business; strengthen the rule of law;

promote strong institutions and government accountability; reduce impunity; and improve fiscal management by promoting efficient tax collection, civil society engagement, and institutional reform. U.S. assistance enhances the capabilities of government entities and civil society organizations to build more accountable, transparent, and effective public institutions. CARSI

ESF small grants, such as this opportunity, provide programming to strengthen civil society’s role in improving governance and supporting a professional, non-partisan civil service.

The Results Architecture (Section IV, Tab E) is the basis of U.S. government monitoring and evaluation for U.S. assistance for Central America. The Results Architecture is structured in accordance with three primary objectives (Prosperity, Governance, and Security) and corresponding sub-objectives (SO). It is the primary tool for tracking results, outcomes, and specific indicators. The Governance sub-objectives under the Strategy that these CARSI ESF funds will address is:

SO 2.1 – Professionalize civil service: Host-nation governments create a competent civil service that provides non-partisan continuity and service; and/or SO 2.3 – Governments uphold democratic values: Central American civil society demand government accountability, without risk of reprisal, and can influence policy outcomes. Host-nation governments uphold the values and practices of liberal democracy;

citizens hold their governments accountable for these actions.

CARSI assistance across the region supports a safer and more secure region where criminal organizations no longer wield the power to destabilize governments or threaten national and regional security and public safety. It also seeks to prevent the entry and spread of illicit drugs, violence, and transnational threats to countries throughout the region and to the United States.

The five pillars of CARSI are:

1. Create safe streets for the citizens of the region.

2. Disrupt the movement of criminals and contraband within and among the nations of Central

America.

3. Support the development of strong, capable, and accountable Central American

Governments.

4. Re-establish effective state presence and security in communities at risk.

5. Foster enhanced levels of security and rule of law coordination and cooperation among the nations of the region.

Solicitations under this NOFO must primarily reflect support for CARSI pillar three (strong, capable, and accountable governments). Applicants must provide governance indicators to track results that correlate with CARSI pillar three.

To support further progress in Belize, the U.S. Department of State has allocated $750,000 USD in

FY 2020 CARSI ESF to focus on SO 2.1 and 2.3 of the Results Architecture under the Strategy.

PROJECT GOALS

Projects solicited under this NOFO will:

(a) Support the Government of Belize to create a competent civil service that provides non-partisan continuity and efficient service delivery.

(b) Support Belizean civil society demand for government accountability without compromise of human rights. Host nation-governments will uphold values and practices of liberal democracy; citizens hold their governments accountable for these actions.

PROJECT OBJECTIVES

Proposals should specify the expected and sustainable results from projects receiving these funds.

For example, results may indicate the number of government policies, programs, or services transformed or implemented; an improvement in government accountability; the effect on and number of vulnerable or marginalized communities and citizens impacted; or indicate other metrics of improvement in basic government services that impact citizens. All proposals should state clear objectives and specify plans to measure project performance and contributions in meeting objectives. Funds cannot be used to provide direct social services or support for police or military law enforcement officers or forces.

Applicants should address one or more of the following project objectives:

Objective 1:

To enhance civil society and government partnership to improve local, municipal, or central government service delivery. Proposals should be oriented toward activities by civil society organizations working to leverage on government, private and civil society resources, and network opportunities to jointly strengthen, expand or complement the delivery of public services, particularly in areas related to COVID response. Example of activities may include increased skills/capacity for Community Health Workers to provide services and support for COVID-19 public health response efforts among vulnerable populations;

improving access and availability of services to vulnerable communities outside of Belize

City; or promoting transparency and expediency of government services by making processes and services accessible online.

AND/OR

Objective 2:

To support civil society efforts in working with government to institute reforms to reduce corruption and impunity. Proposals should be oriented towards enhancing the capacity of civil servants at all levels of government or individuals within civil society organizations.

This increases their capacity to effect legislative and legal reforms to reduce impunity, advocate for change, and/or improve government transparency. Examples of activities may include capacity building projects to strengthen organizational skill; fostering change to policy; increasing public participation; increasing access to information/data or projects intended to decrease corruption (including assistance towards implementing aspects of the

UN Convention Against Corruption).

AND/OR

Objective 3:

To develop and strengthen mechanisms that improve coordination and cooperation between key stakeholders to curb human trafficking and improve services to vulnerable and marginalized populations especially women. Proposals should be oriented towards increased public awareness on the social impacts of human trafficking and strengthening capacity of individuals such as civilian frontline persons and institutions in identifying, responding to, and serving victims of human trafficking. Examples of activities may include developing standardized victim identification procedures for all key stakeholders/institutions; training to service providers and community partners in victim identification and referral; or creating a prevention program to provide education and support to an at-risk group.

Proposals should include specific objectives and indicators that allow the organization to measure and demonstrate progress. Funding awarded under this NOFO cannot be used for police or military law enforcement or to train members of police or military law enforcement.

CROSS-CUTTING AND ADDITIONAL ACTIVITIES

Utilize Local Resources and Expertise

Locally based projects involving community interaction with local civic and government leadership historically have had the best chances of success. Proposals that include the utilization of local resources and expertise are highly encouraged. Partnerships between civil society organizations also can increase the likelihood of sustainable impacts. International applicants must include collaboration with domestic organizations and institutions.

DESIRED RESULTS AND REQUIRED OUTCOME INDICATORS

The applicant will develop a project-level Performance Monitoring Plan (PMP) (see Section IV

Tab B) with annual and end-of-project targets and results anticipated for key performance indicators. U.S. Embassy Belmopan will regularly monitor project performance to assess achievement of project activities.

By the end of the project, applicants must demonstrate that the project has contributed to strengthened policies/procedures to improve government services, contributed to making government stronger, more capable and accountable, and enhanced engagement between government and civil society that will be sustained beyond the project timeframe.

Project feasibility, potential impact, and performance will be assessed based on potential outcomes. Outcomes are changes that take place because of your organization’s work – the differences that will have been made by delivering your objectives and achieving your outputs.

For example, an outcome could be increased rates of a vulnerable population successfully accessing government services, improved productivity of government workers in targeted agencies or new policies/procedures instituted within your partner government agency.

Below are required outcome indicators for the project. The applicant is expected to identify targets for these indicators based on what it can reasonably achieve within the performance period of the project and based on the expected overall project results described above.

Proposals are encouraged to set additional, project-specific outcome indicators.

Required Indicator for Central America Strategy: Required targets:

Number of civil society organizations strengthened to promote policy dialogue, advocate for change and/or serve as watchdogs on key issues.

TBD

Number of civil society organizations receiving USG assistance engaged in advocacy interventions.

Number of government service providers and civil society organizations that reduce corruption opportunities in service provision.

Outputs are the results of what your organization does. For example, the number of participants who successfully complete a job-training course or received job placement through your activities are outputs. Below are examples of required output indicators.

Example Output Indicators: Required targets:

Platforms developed to facilitate public requests for services.

3 platforms

Women that attend weekly individual counseling sessions.

20 women

The applicant should provide output and outcome indicators in addition to the required indicators listed above. Any data collection focused on individuals should be reported by gender, if possible.

The grantee will be required to collect baseline data for all the Performance Monitoring and

Evaluation indicators during the first year of the project. In addition, certain terms included in the outcomes and indicators will need to be defined at the very beginning of the project so that it is possible to measure the change during and at the end of the project. Examples of such are

“capacity,” “spread effect,” etc. Baseline information will be critical for both monitoring and evaluation of project progress and results.

[END OF SECTION I]

SECTION II – AWARD INFORMATION

U.S. Embassy Belmopan expects to award three to five grant agreements based on this

NOFO. The anticipated total federal funding amount is $750,000 USD. The period of performance for each award is a maximum of two years with an anticipated start date of

September 30, 2021.

The U.S. government may issue one or more awards resulting from this NOFO to the responsible applicant(s) whose applications conforming to this NOFO are the most responsive to the objectives set forth in this NOFO. The U.S. government may: (a) reject any or all applications, (b) accept other than the lowest cost application, (c) accept more than one application, (d) accept alternate/revised applications, or (e) waive informalities and minor irregularities in applications received.

After a merit review panel, the U.S. government may make an award based on initial applications received, without discussions or negotiations. Therefore, each initial application should contain the applicant's best terms from a cost and technical standpoint. The U.S.

government reserves the right (but is not obligated) to enter discussions with one or more applicants to obtain clarification, additional detail, or to suggest refinements in the project description, budget, or other aspects of an application.

[END OF SECTION II]

SECTION III – ELIGIBILITY INFORMATION

(1) Eligible Entities: Applicants that are eligible to apply are U.S. and overseas-based NGOs, non-profit educational institutions, and PIOs that can respond to the NOFO and be able to mobilize in a short period. Belizean NGOs are strongly encouraged to apply.

To be eligible for a grant award, in addition to other conditions of this NOFO, organizations must have a commitment to non‐discrimination with respect to beneficiaries and adherence to equal opportunity employment practices. Non‐discrimination includes equal treatment without regard to race, religion, ethnicity, gender, and political affiliation.

Applicants are reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the recipient to ensure compliance with these Executive

Orders and laws. This provision must be included in any sub‐awards issued under this grant award.

(2) U.S. Embassy Belmopan encourages applications from Belizean organizations and institutions, as well as potential new partners.

[END OF SECTION III]

SECTION IV – APPLICATION AND SUBMISSION INSTRUCTIONS

U.S. Embassy Belmopan urges prospective applicants to immediately confirm their organization has a current Data Universal Numbering System (DUNS) number as well as a current Central Contractor Registration (www.SAM.gov).

Applicant organizations that do not have DUNS number, may obtain one at no cost by calling the toll-free DUNS request line at 1-866-705-5711 or visiting the D&B website at:

http://fedgov.dnb.com/webform

NOTE: Organizations MUST obtain a DUNS number prior to completing the SAM.gov registry process. Please include the same registration information for both, which will allow for a smoother registration process.

Applicant organizations can obtain assistance for SAM.gov registration by using the following link:

https://www.fsd.gov or calling 1-866-606-8220 (U.S. calls) or 1-324-206-7828 (international calls).

NCAGE Code - Special Requirements for Non-U.S. Applicants:

Non-U.S. organizations must first obtain a North Atlantic Treaty Organization CAGE (NCAGE)

Code from the appropriate source. Organizations may request an NCAGE code using the following link: https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

TECHNICAL FORMAT REQUIREMENTS

For all application documents, please ensure:

A. All pages are numbered, including budgets and attachments, B. All documents are formatted to 8 ½ x 11 paper, portrait orientation only, and

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

Complete applications must include the following for proposal submissions:

1. Completed Cover Sheet, which includes a project title, name of the solicitation organization, and Data Universal Numbering System (DUNS). (See Section VI, Tab F)

2. Completed and signed SF-424, SF-424a [and SF424b] submitted to Grants.gov, as well as, if applicable, your organization’s most recent audit. (See Tab D)

3. Table of Contents (not to exceed one [1] page in Microsoft Word) that includes a page-numbered contents page, including any attachments.

4. Proposal (not to exceed ten [10] pages in Microsoft Word): 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.

http://www.sam.gov/ http://fedgov.dnb.com/webform https://www.fsd.gov/ https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

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. 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. Include a logic model as appropriate.

Proposed Program Schedule and Timeline: 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 timeframe of the grant, how will the activities be monitored to ensure they are happening in a timely manner, and how will the program be evaluated to make sure it is meeting the goals of the grant?

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

5. Detailed Line-Item Budget (in Microsoft Excel) that includes three [3] columns including the request to U.S. Embassy Belmopan, any cost sharing contribution, and total budget (see below for more information on budget format Tab C). A summary budget should also be included using the OMB approved budget categories (see SF-424 as a sample). Costs must be in U.S.

dollars.

6. Budget Justification Narrative (preferably in Microsoft Word) that includes an explanation and justification for each line item in the detailed budget spreadsheet, as well as the source and a description of all cost-share offered. Personnel costs should include a clarification of the roles and responsibilities of key staff and percentage of time devoted to the project. The budget narrative should communicate to U.S. Embassy Belmopan any information that might not be readily apparent in the budget and does not simply repeat the words stated numerically in the budget. (Please see Section IV Tab C).

7. Attachments (not to exceed nine [9] pages total, preferably in Microsoft Word) that include the following in order:

a) Page 1-2: Project Monitoring Plan (see Section IV TAB B)

b) Page 3: Roles and responsibilities of key project personnel with short bios that highlight relevant professional experience. This relates to the organization’s capacity. Given the limited space, CVs are not recommended for submission.

c) Page 4: Timeline of the overall proposal. Components should include activities, evaluation efforts, and project closeout.

d) Page 5-7: Supporting Documentation of Government Partnership. Attachments may include letters of support, memoranda of understanding (MOU)/agreement, etc.

8. If your organization has a NICRA and will include NICRA charges in the budget, your latest

NICRA must be included as a .pdf file. This document will not be reviewed by the Embassy, but rather used by project and grant staff if the submission is recommended for funding and therefore does not count against the submission page limitations, as described above. If your proposal involves sub-grants to organizations charging indirect costs, please submit the applicable NICRA also as a .pdf file (see below for more information on indirect cost rates).

Specify if your organization elects to charge the de minimis rate of 10% of the modified total direct costs (MTDC).

Note: U.S. Embassy Belmopan retains the right to request additional documentation for those items not included on this form.

ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES AND AUDIT

REQUIREMENTS FOR FEDERAL AWARDS

Organizations should be familiar with 2 CFR 200 on cost accounting principles. For a copy of the

Code of Federal Regulations, go to:

http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl.

Non-U.S. based non-profit organizations are legally required to comply with 2 CFR 200. Public international organizations retain their privileges and immunities as such but are encouraged to address requirements in outlined in 2 CFR 200.

AUDITS

The applicant’s proposal should include the cost of an audit that:

1. Complies with the requirements of 2 CFR 200 Subpart F, “Audit Requirements”

2. Complies with the requirements of American Institute of Certified Public Accountants

(AICPA) Statement of Position (SOP) No. 92-9, "Audits of Not-for-Profit Organizations

Receiving Federal Awards"

3. Complies with AICPA Codification of Statements on Auditing Standards AU Section 551, "Reporting on Information Accompanying the Basic Financial Statements in Auditor-

Submitted Documents" where applicable. When the U.S. Department of State is the largest direct source of Federal financial assistance (i.e., the cognizant Federal Agency) and indirect costs are charged to Federal grants, a supplemental schedule of indirect cost computation is required

4. A non-Federal entity that expends $750,000 USD or more during the non-Federal entity's fiscal year in Federal awards must have a single or project-specific audit conducted for that year in accordance with the provisions of 2 CFR 200 subpart F.

The audit costs shall be identified by 2 CFR 200.425.

http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl

INDIRECT COST-RATE

An organization with a NICRA negotiated with a cognizant Federal government agency other than the U.S. Department of State must include a copy of the cost-rate agreement. Applicants should indicate in the proposal budget how the rate is applied and if any of the rate will be cost-shared. Per

2 CFR 200.414 any non-Federal entity that has never received a NICRA, except for those non-

Federal entities described in Appendix VII to Part 200—States and Local Government and Indian

Tribe Indirect Cost Proposals, paragraph D.1.b, may elect to charge a de minimis rate of 10% of modified total direct costs (MTDC) that may be used indefinitely. As described in 2 CFR 200.403, factors affecting allowability of costs, costs must be consistently charged as either indirect or direct costs but may not be double-charged or inconsistently charged as both. If chosen, this methodology once elected must be used consistently for all Federal awards the non-Federal entity chooses to negotiate for a rate, which the non-Federal entity may apply to do at any time.

TAB A: PROPOSAL GUIDELINES

Proposals should include the following components:

Introduction and Problem Statement

Planned Activities

Indicators

Problem Statement and Rationale: Describe the problem and how the project will achieve or contribute to achieving a sustainable solution and a measurable outcome. The applicant should explain the extent of existing assistance within the particular geographic area, and how the proposed intervention may complement (or differ from) other similar interventions. The applicant should also explain, as necessary, the experience and qualifications it brings to the project. The rationale should also reflect an understanding of the priorities and policies of the U.S. Embassy

Belmopan or program with which this proposal is associated.

Planned Activities and Indicators: Describe the planned activities and relevant stakeholders for implementation. The applicant should highlight key stakeholders and their expected role in the project, along with any contingencies. The applicant should list assumptions/risks that the ultimate success of the project depends on. Examples could include geographic location, coordination efforts with other international organizations, or political will from host governments, private sector, and NGOs. As appropriate, limited contingency possibilities should be included in the proposal, in case the initial planning assumptions are not met. Example of a planned activity and contingency:

Planned Activity Contingency

Energy efficiency workshops in collaboration with the government of Mexico and other representatives from the Latin America region, focused on raising awareness of energy efficiency standards.

If government of Mexico doesn’t engage at the expected level, project team will look to other regional stakeholders, to assist in convening key stakeholders.

In the proposal, there should be a clearly defined link between each of the following elements as delineated:

Problem Statement Planned Activities/Inputs Process Indicators Output Indicators Outcome

Indicators Impact

Process Indicators measure the activity that has been completed. Please delineate the specific activities to be conducted, such as workshops, roundtables, trainings, forums, exchanges, policy dialogues, etc. All indicators must include targets. Example of a process indicator:

Process Indicator 50 women trained in energy efficiency standards

Output Indicators, otherwise known as deliverables, associated with the agreement, should be included. Unlike process indicators, outputs are what is produced, and are often tangible. At this level, it is the measurement of ability, knowledge, skills, or access. All indicators must include targets. Example of an output indicator involving the same participants:

Output Indicator 80 percent of participants demonstrate at least 75 percent cognizance of efficiency standards

Outcome Indicators measure the change in system or behavior or practice. Expected outcomes are the results that come from a series of activities that are necessary to achieve impact. All indicators must include targets. Example of an outcome indicator:

Outcome Indicator 30 percent of efficiency standards being implemented in a participant’s country as a result of participant’s participation.

All indicators must include measurable, numerical targets that should serve as the foundation for monitoring and evaluation efforts. Ultimately, proposed activities and achievement of indicator targets will lead to impact.

TAB B: PROJECT MONITORING PLAN

Incorporating a well-designed monitoring component into a project is one of the most efficient methods of documenting the progress and potential success of a project. Proposals should include a methodology to survey beneficiaries before and after activities occur to measure quantitative and qualitative progress. Successful monitoring depends on the following:

Setting objectives that are specific, measurable, attainable, results-focused, and placed in a reasonable time frame (SMART);

Linking project activities to stated objectives;

Defining the baseline data; and

Developing key performance indicators that measure realistic progress towards the objectives.

Complete applications will include a detailed M&E Narrative and M&E Plan, which detail how the project’s progress will be monitored and evaluated. Incorporating well-designed monitoring and evaluation processes into a project is an efficient method for documenting the change (intended and unintended) that a project seeks. Applications should demonstrate the capacity to provide objectives with measurable outputs and outcomes.

U.S. Embassy Belmopan expects implementing organizations to track participants or partners as appropriate and respond to key assessment questions, including satisfaction with the project/training, information learned as a result of the project/training, changes in attitude and behavior as a result of the project, and effects of the project on institutions in which participants work or with whom participants partner. Applicants should include the monitoring and evaluation process in their timeline.

The grantee will be required to provide reports with an analysis and summary of their findings, both quantitative and qualitative, in regular progress reports to U.S. Embassy Belmopan. The quality of the M&E sections will be judged on the narrative explaining how both monitoring and evaluation will be carried out and who will be responsible for those related activities. The M&E

Narrative should explain how an external evaluation will be incorporated into the project implementation plan or how the project will be systematically assessed in the absence of one.

The monitoring plan should include, at a minimum, the following elements:

A results “Logic Model” planning document (see sample on page 18).

Indicators, as described in Tab A, as well as details on how each indicator will be measured, frequency of the measurements, units of measure, etc. Provide indicators at the output and outcome levels. Monitoring plans should include a chart component that clearly delineates indicators and targets. All indicators must include measurable, numerical targets.

Establish, where possible, performance baseline data and expected performance targets for each indicator/outcome. In some cases, the baseline may be zero.

Describe monitoring tools, such as rapid assessment surveys, site visits, key stakeholder interviews, etc., that will be used.

Plans should describe how the project’s impact and effectiveness will be monitored throughout the project.

Sample Evaluation Plan

Activity: Training Course

Indicator Type Indicator Name Source

Target

FY20Q1

Results

FY20Q1

Target

FY21Q2

Results

FY21Q2

Output

# of government workers trained

Training records 10 20

Outcome

Improved level of support provided as a result of participants’ direct or indirect participation in training

Project reporting

Activity: Government Roundtable

Indicator Type Indicator Name Source

Target

FY20Q1

Results

FY20Q1

Target

FY21Q2

Results

FY21Q2

Output xxx

Outcome yyy

Sample “Logic Model” Planning Tool

Note: Outcomes, outputs, and activities should include numerical, measurable targets. A Logic

Model is a useful tool for planning; and utilized when designing monitoring and evaluation methodology and frameworks.

Impact: Improved Food Security for 50,000 households in Country X

Outcome 1

Improved production and productivity of female and male producers

Outcome 2

Increased adoption of appropriate nutrition practices, by female and male beneficiaries

Output 1.1 Farmer Field

Schools (FFS)

Established

Output 1.2

Improved access to input supply systems/services

Output 2.1

Home Gardens

Established

Output 2.2

Improved knowledge of nutrition practices

Activities

Train producers on FFS methodology

Conduct agro-forestry training

Develop and translate materials

Conduct meetings with suppliers

Distribute new seed varietals

Organize and hold supply fairs

Train producers on how to develop home gardens

Distribute new seeds translate materials

Train producers in food conservation and preparation translate materials

Please note that particularly when the expected outcome or impact is “improved XXX,” it is critical to set a baseline and expected improvement. For example, in the chart above, Outcome 1

“Improved production and productivity of female and male producers” would need to define the production and productivity at the start of the project (or use some other baseline data), then define a percent increase desired.

TAB C: BUDGET GUIDELINES

Complete budgets will provide a detailed line-item budget outlining specific cost requirement for proposed activities. A minimum of three columns should be used to delineate the Embassy funding request, cost-share by applicant, and total project funding. Complete applications will include a budget narrative to clarify and justify individual line-items (i.e. calculations of how the costs were derived per month or year, their necessity, and overall contribution to the project’s cost-effectiveness).

The three-column proposal line-item budget should include the following components, in the suggested format below:

Unit Cost

Proposal

Request Cost Share Total

A. PERSONNEL

a) Primarily Headquarters-Based Personnel

-H.Q.-based project -dedicated staff salary (X months)

-H.Q.-based administrative staff salary (X months)

b) Primarily Field-Based Personnel

-Field-based Country Director salary (x months or year)

-Field-based Project Assistant salary (x months or year)

Subtotal Personnel

B. FRINGE BENEFITS

a) Primarily H.Q.-Based Fringe Benefits

-H.Q.-based project -dedicated staff fringe (X months)

-H.Q.-based administrative staff fringe (X months)

b) Primarily Field-Based Fringe Benefits

-Field-based Country Director fringe (x months or year)

-Field-based Project Assistant fringe (x months or year)

Subtotal Fringe Benefits

C. TRAVEL

a) Monitoring Travel

-Monitoring Trip: H.Q. to field (X)

-Per diem (X days)

b) Field Travel

Activity 1: Workshop

-Staff Travel (# staff)

-Staff Per Diem (X days)

-Participant Travel (# participants)

-Participant Per Diem (X days)

Activity 2: Town Hall Meeting

-Staff Travel (# staff)

-Staff Per Diem (X days)

-Participant Travel (# participants)

-Participant Per Diem (X days)

Subtotal Travel

D. EQUIPMENT

a) Primarily H.Q.-Based Equipment (if applicable)

-H.Q.-equipment (if applicable)

d) Primarily Field-Based Equipment

-Field-equipment

Subtotal Equipment

E. SUPPLIES

a) Primarily H.Q.-Based Supplies (if applicable)

-Printing and Photocopying (X months)

b) Primarily Field-Based Supplies

-Markers and dry erase board

-Telephone (X months)

-Office Supplies (X months)

Subtotal Supplies

F. CONTRACTUAL

a) Subgrants

-Local Subgrantees (X subgrants)

b) Consultant Fees

-Media Specialist/Honoraria (X days/hours)

-Independent M & E specialist

-Translation Fees (X pages)

Subtotal Contractual

G. CONSTRUCTION

H. OTHER

a) Other Direct Costs

-Field Office Rent (X months)

Subtotal Other

I. TOTAL DIRECT CHARGES

(Sum of A-H Subtotals)

J. INDIRECT CHARGES

a) Indirect Costs/NICRA (X% of costs)

Subtotal Indirect Charges

K. TOTAL COSTS (Sum I-J)

Note: This budget template is designed to serve as an example of the format for complete budget submissions and is NOT exhaustive. Please utilize the attached template or download from Grants.gov. Individual line items included in each applicant’s budget should reflect specific project activities. (pax = participants)

Budget%20Templat e%20with%20instruction%20sheet.xlsx

Before grants are awarded, U.S. Embassy Belmopan reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of U.S. Embassy Belmopan’s project and availability of funds.

As mentioned above, the detailed budget should also include an accompanying budget notes/narrative (required) that explains and justifies each line item, in the suggested format below:

Section 2: Budget Justification Narrative

A. Personnel: Identify staffing requirements by each position title and brief description of duties.

For clarity, please list the annual salary of each position, percentage of time and number of months devoted to the project. (e.g., Administrative Director: $30,000/year x 25% x 8.5 months;

calculation: $30,000/12 = $2,500 x 25% x 8.5 months = $5,312.).

B. Fringe Benefits: State benefit costs separately from salary costs and explain how benefits are computed for each category of employee - specify type and rate.

C. Travel: Staff and any participant travel:

1. International airfare

2. In-country travel

3. Domestic travel in Country X., if any

4. Per diem/maintenance includes lodging, meals and incidentals for both participant and staff travel. Rates of maximum allowances for United States and foreign travel are available from the following website: http://www.policyworks.gov. Per diem rates may not exceed the published U.S. government allowance rates; however, institutions may use per diem rates lower than official government rates.

5. “Staff” refers to grantee staff only, and not sub-grantee staff or contractors

D. Equipment: Please provide justification for any equipment purchase/rental, defined as tangible personal property having a useful life of more than one year and an acquisition cost of $5,000 or more.

E. Supplies: List items separately using unit costs (and the percentage of each unit cost being charged to the grant) for photocopying, postage, telephone/fax, printing, and office supplies (e.g., Telephone: $50/month x 50% = $25/month x 12 months).

F. Contractual:

1. Sub-grants - For each sub-grant/contract please provide a detailed line-item budget breakdown explaining specific services. Please provide a sub-grant budget using the approved OMB budget format. (See Tab C: Budget Guidelines, above.)

2. Consultant Fees - For example lecture fees, honoraria, travel, and per diem for outside speakers or independent evaluators: list number of people and rates per day (e.g., 2 x $150/day x 2 days).

G. Other: These will vary depending on the nature of the project. The inclusion of each should be justified in the budget narrative. All costs must be allowable, allocable, and reasonable, and consistent with OMB guidelines. Line items such as “Miscellaneous,” “Contingency Fund,” and

“Reserve Fund” are permissible but must comply with the cost principles and include justification.

H. Indirect Charges - See 2 CFR 200.414, "Indirect Costs”

1) If the organization has an indirect cost-rate agreement with the U.S. government, please include http://www.policyworks.gov/ a copy of this agreement. Please specify if your organization elects to charge the de minimis rate of

10% of the modified total direct costs. This does not count against submission page limitations.

2) If the organization is charging an indirect rate, please indicate how the rate is applied to direct administrative expenses, to all direct costs, to wages and salaries only, etc.

3) Do not include indirect costs against participant expenses in the proposal budget, as the embassy generally will not pay for these costs.

Cost Share/Cost-Effectiveness – Cost sharing is not required. Explanation of contributions should be included, whether cash or in-kind. Assign a monetary value in U.S. dollars to each in-kind contribution. If the proposed project is a component of a larger program, identify other funding sources for the proposal and indicate the specific funding amount to be provided by those sources. In addition, it is recommended that budget narratives address the overall cost-effectiveness of the proposal, including leveraging of institutional or other resources. Cost sharing or matching refers to a portion of project or program cost that is not borne by the Federal government.

Applicants must follow the cost-sharing or matching policy as stipulated in 2 CFR 200.306. Cost sharing amounts proposed will be incorporated as part of the allowable budget items. If selected for an award, the organization will have to provide the minimum amount of cost-sharing as stipulated in the budget approved by the Grants Officer. If the organization does not meet its cost-share amount stipulated in the approved budget by the end of the period of performance the Embassy will have the option to: (1) reduce its contribution in proportion to the organization’s contribution in the event that it does not provide the minimum amount of cost sharing stipulated in the budget or (2) hold the organization accountable for the amount specified in the approved budget.

BUDGET CONDITIONS AND RESTRICTIONS:

The Embassy does not pay for the following:

Publication of materials for distribution within the United States;

Administration of a project that will make a profit;

Expenses incurred before or after the specified dates of award period of performance

(unless prior written approval received);

Projects designed to advocate policy views or positions of foreign governments or views of a particular political faction;

Alcoholic beverages;

Costs of entertainment, including amusement, diversion, and social activities and any associated costs are unallowable, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized either in the approved budget for the Federal award or with prior written approval of the Federal awarding agency;

Purchase of land;

Construction;

Direct social support; or

Support for…