PKG00250130-instructions.docx

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: https://iupdate.dnb.com/iUpdate/viewiUpdateHome.htm

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).

2. Completed and signed SF-424 and SF-424a, submitted to Grants.gov, as well as, if applicable, your organization’s most recent audit.

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

4. Executive Summary (not to exceed two [2] pages) that includes:

a) The target cities, towns, villages, or areas,

b) Name and contact information for the project’s main point of contact,

c) A statement of work or synopsis of the project, including a concise breakdown of the project’s objectives, activities, and expected results,

d) The total amount of funding requested and project length, and

e) A brief statement on how the project is innovative, sustainable, and will have a demonstrated impact.

5. Proposal Narrative (not to exceed ten [10] pages). Please note the ten-page limit does not include the Table of Contents, Executive Summary, Attachments, Detailed Budget, and Budget Narrative or negotiated indirect cost rate agreement (NICRA). Applicants are encouraged to submit multiple documents in a single Microsoft Word file (i.e., Table of Contents, Executive Summary, Proposal Narrative, and Budget Narrative in one file).

6. Budget Narrative 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. For ease of review, U.S. Embassy Belmopan recommends applicants prepare the budget narrative as presented in the detailed budget. 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 TAB C

7. Detailed Line-Item Budget that includes three [3] columns including the request to U.S. Embassy Belmopan, any cost sharing contribution, and total. 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.

8. Attachments (not to exceed nine [9] pages total) that include the following in order:

a) Page 1-2: Project Monitoring Plan. Expected outcomes and outputs as well as plans for how success will be measured and evaluated via performance indicators.

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.

9. 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 nonprofit 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 recipient’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.

INDIRECT COST-RATE

An organization with a negotiated indirect cost rate agreement (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.