PSI for Applications April 2024 - after 04.15.24.pdf

U.S. Department of State Bureau of Democracy, Human Rights, and Labor

2201 C Street, NW, Room 7827 Washington, D.C. 20520 www.state.gov/bureaus-offices/under-secretary-for-civilian-security-democracy-and-human-rights/bureau-of-democracy-human-rights-and-labor/

Proposal Submission Instructions (PSI) for

Applications

Updated: April 2024

PLEASE REFER TO THIS DOCUMENT WHEN

PREPARING A FULL PROPOSAL APPLICATION.

http://www.state.gov/bureaus-offices/under-secretary-for-civilian-security-democracy-and-human-rights/bureau-of-democracy-human-rights-and-labor/ http://www.state.gov/bureaus-offices/under-secretary-for-civilian-security-democracy-and-human-rights/bureau-of-democracy-human-rights-and-labor/ http://www.state.gov/bureaus-offices/under-secretary-for-civilian-security-democracy-and-human-rights/bureau-of-democracy-human-rights-and-labor/

Table of Contents

SECTION I: Eligibility

A. Eligibility Requirements

B. System for Award Management (SAM.gov)

C. Eligible Applications

D. Format Requirements

E. Application Requirements

F. Additional Application Documents

SECTION II: Guidelines for Application Components

A. Office of Management and Budget (OMB) Regulations

B. SF-424 Forms

C. Cover Page

D. Executive Summary

E. Table of Contents

F. Proposal Narrative Guidelines

G. Budget Guidelines

H. Audit Guidelines

I. Logic Model Guidelines

J. Monitoring and Evaluation Guidelines

K. Risk Analysis Guidelines

L. Gender and Inclusion Analysis Guiding Questions

SECTION III: Proposal Submission Instructions

A. MyGrants Applications

B. Grants.gov Applications

SECTION IV: Proposal Review Process

A. Proposal Review Criteria

SECTION V: Additional Information

A. Background Information on DRL and General DRL Funding

SECTION I: Eligibility

A. Eligibility Requirements

The Bureau of Democracy, Human Rights and Labor (DRL) welcomes applications in response to DRL Notices of Funding Opportunities (NOFOs) from:

• U.S.-based and foreign-based non-profit organizations/non-government organizations (NGOs);

• Public international organizations;

• Private, public, or state institutions of higher education; and

• For-profit organizations or businesses.

DRL’s preference is to work with non-profit entities; however, there may be occasions when a for-profit entity is best suited.

Applications submitted by for-profit entities may be subject to additional review following the panel selection process. Additionally, the Department of State prohibits profit to for-profit or commercial organizations under its assistance awards. Profit is defined as any amount in excess of allowable direct and indirect costs. The allowability of costs incurred by commercial organizations is determined in accordance with the provisions of the Federal Acquisition Regulation (FAR) at 48 CFR 30, Cost Accounting Standards Administration, and 48 CFR 31 Contract Cost Principles and Procedures.

Please see 2 CFR 200.307 for regulations regarding program income.

Applicants must have existing, or the capacity to develop, active partnerships with thematic or in-country partners, entities, and relevant stakeholders, including private sector partners and NGOs, and have demonstrable experience in administering successful, and preferably similar, projects. DRL encourages applications from foreign-based NGOs headquartered in the geographic regions/countries relevant to the applicable NOFO. DRL reserves the right to request additional background information on applicants who do not have previous experience administering federal grant awards, and these applicants may be subject to limited funding on a pilot basis.

Applicants may form consortia in order to bring together organizations with varied expertise to propose a comprehensive program in one proposal. However, one organization should be designated as the lead applicant with the other members as sub-award partners.

DRL is committed to an anti-discrimination policy in all its programs and activities. DRL welcomes applications irrespective of an applicant’s race, ethnicity, color, creed, national origin, gender, sexual orientation, gender identity, disability, or other status. DRL seeks applications that demonstrate that the recipient does not discriminate against any beneficiaries in implementation of a potential award, such as, but not limited to, by withholding, adversely impacting, or denying equitable access to the benefits provided through this award on the basis of any factor not expressly stated in the award. This includes, for example, race, color, religion, sex (including gender identity, gender expression, sex characteristics, sexual orientation, and pregnancy), national origin, disability, age, genetic information, marital status, parental status, political affiliation, or veteran’s status. The recipient should insert this provision, including this paragraph, in all sub-grants and contracts under a potential award.

Providing cost sharing, matching, or cost participation is not an eligibility factor or requirement and providing cost share will not result in a more favorable competitive ranking. Per 2 CFR 200.306, budget line items that are proposed for cost share must be allowable per 2 CFR 200, Subpart E—Cost Principles.

B. System for Award Management (SAM.gov)

Note: SAM.gov is not the same as MyGrants. SAM.gov is a regulatory requirement, whereas MyGrants is a Department of State-specific grants management tool. It is free of charge to register in both systems, but the registration processes are different.

Any applicant listed on the Excluded Parties List System (EPLS) in the System for Award Management (SAM.gov) is not eligible to apply for an assistance award in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR, 1986 Comp., p.

189) and 12689 (3 CFR, 1989 Comp., p. 235), “Debarment and Suspension.” Additionally, no entity listed on the EPLS can participate in any activities under an award. All applicants are strongly encouraged to review the EPLS in SAM.gov to ensure that ineligible entities are not included in their application.

All prime organizations, whether based in the United States or in another country, must have a Unique Entity Identifier (UEI) number and an active SAM.gov registration before submitting an application. DRL may not review applications from or make awards to applicants that have not completed all applicable UEI and SAM.gov requirements. A UEI is one of the data elements mandated by Public Law 109-282, the Federal Funding Accountability and Transparency Act (FFATA), for all Federal awards. The 2 CFR 200 requires that subgrantees obtain a UEI number. Please note the UEI for subgrantees is not required at the time of application but will be required before the award is processed and/or directed to a subgrantee.

Note: As of April 2022, a DUNS number is no longer required for federal assistance applications.

https://sam.gov/ https://sam.gov/

The 2 CFR 200 requires that sub-grantees obtain a UEI number. Please note the UEI for sub-grantees is not required at the time of application but will be required before the award is processed and/or directed to a sub-grantee.

All prime organizations must also continue to maintain an active SAM.gov registration with current information at all times during which they have an active Federal award or application under consideration by a federal award agency. Please note that a “pending renewal” registration status will not be considered “active.” SAM.gov requires all entities to renew their registration once a year in order to maintain an active registration status in SAM.gov. If an applicant has not fully complied with the requirements at the time of application, DRL may determine that the applicant is technically ineligible to receive an award and use that determination as a basis for making an award to another applicant.

Note: The process of obtaining or renewing a SAM.gov registration may take anywhere from 4-8 weeks. Please begin your registration as early as possible.

• Organizations based in the United States or that pay employees within the United States will need an Employer Identification Number (EIN) from the Internal Revenue Service (IRS), a Commercial and Government Entity (CAGE) code, and a UEI number from Dun and Bradstreet prior to registering in SAM.gov.

• Organizations based outside of the United States and that do not pay employees within the United States do not need an EIN from the IRS, but do need a UEI number prior to registering in SAM.gov. Please note that as of December 2022, organizations based outside of the United States that do not intend to apply for U.S. Department of Defense (DoD) awards are no longer required to have a NATO CAGE (NCAGE) code to apply for non-DoD foreign assistance funding opportunities. If an applicant organization is mid-registration and wishes to remove an NCAGE code from their SAM.gov registration, the applicant should submit a help desk ticket (“incident”) with the Federal Service Desk (FSD) online at www.fsd.gov to seek guidance on how to do so.

Organizations based outside of the United States and that DO NOT plan to do business with the DoD should follow the below instructions:

Step 1: Proceed to SAM.gov to obtain a UEI and complete the SAM.gov registration process.

SAM.gov registration must be renewed annually.

Organizations based outside of the United States and that DO plan to do business with the DoD should follow the below instructions:

Step 1: Apply for an NCAGE code by following the instructions on the NSPA NATO website linked below:

NCAGE Homepage:

https://www.fsd.gov/gsafsd_sp?id=gsafsd_kb_articles&sys_id=c81018e71b1601d0937fa64ce54bcb57 http://www.fsd.gov/ https://eportal.nspa.nato.int/AC135Public/sc/CageList.aspx

NCAGE Code Request Tool (NCRT):

https://eportal.nspa.nato.int/Codification/CageTool/home

For NCAGE help from within the United States, call +1 (888) 227-2423.

For NCAGE help from outside the United States, call +1 (269) 961-7766.

Or, email NCAGE@dlis.dla.mil for any problems in applying for an NCAGE code.

Step 2: After receiving an NCAGE code, proceed to SAM.gov to obtain a UEI and complete the SAM.gov registration process. SAM.gov registration must be renewed annually.

“Legal Business Name” and “Banking Physical Address” must be precise and match exactly when entering it into the IRS, UEI, NCAGE (if applicable), and SAM.gov websites, including spaces, parentheses, capitalization, lowercase letters, punctuation, and letters with accents.

Other characters not commonly used in U.S. English should be avoided. Entities must also ensure that the physical address associated with these registrations is the same physical address used when establishing the primary banking account, and that both addresses match.

Any discrepancy will cause validation to fail.

Information is included on the SAM.gov website to help international registrations, including “Quick Start Guide for International Registrations” and “Helpful Hints.” Navigate to www.SAM.gov, click “HELP” in the top navigation bar, then click “Explore” and “New to SAM.gov?” for general information. Please note, guidance on SAM.gov and the guidance on GSA’s website about requirement for registering in SAM.gov is subject to change and is currently being updated. Applicants should review the website for the most up-to-date guidance.

All prime organizations must also continue to maintain active SAM.gov registration with current information at all times during which they have an active Federal award or application under consideration by a federal award agency. SAM.gov requires all entities to renew their registration once a year in order to maintain an active registration status in SAM.gov. It is the responsibility of the applicant to ensure it has an active registration in SAM.gov and to maintain that active registration. If an applicant has not fully complied with the requirements at the time of application, the applicant may be deemed technically ineligible to receive an award and use that determination as a basis for making an award to another applicant.

An exemption from these requirements may be permitted on a case-by-case basis if:

• An applicant’s identity must be protected due to potential endangerment of their mission, their organization’s status, their employees, or individuals being served by the applicant.

https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/Codification/CageTool/home mailto:NCAGE@dlis.dla.mil

• For an applicant, if the federal awarding agency makes a determination that there are exigent circumstances that prohibit the applicant from receiving a UEI and completing SAM.gov registration prior to receiving a federal award. In these instances, federal awarding agencies must require the recipient to obtain a UEI and complete SAM.gov registration within 30 days of the federal award date.

Organizations requesting exemption from UEI or SAM.gov requirements must email the point of contact listed in the NOFO at least two weeks prior to the deadline in the NOFO providing a justification of their request. Approval for a SAM.gov exemption must come from the warranted Grants Officer before the application can be deemed eligible for review.

Note: As of December 2022, organizations based outside of the United States that do not intend to apply for U.S. Department of Defense (DoD) awards are no longer required to have a NATO CAGE (NCAGE) code to apply for non-DoD foreign assistance funding opportunities. As of February 2023, organizations based in the United States that do not intend to apply for U.S.

DoD awards are no longer required to have a Commercial and Government Entity (CAGE) code to apply for non-DoD foreign assistance funding opportunities.

C. Eligible Applications

Technically eligible applications are those that:

• Arrive electronically via MyGrants or Grants.gov by the designated due date and time noted in the NOFO. If reasonable accommodations are granted for persons with disabilities or for security reasons, applications must still be received by DRL by the designated due date and time noted in the NOFO;

• Are in English and all costs are in U.S. Dollars. If an original document within the application is in another language, an English translation must be provided. If any document is provided in both English and a foreign language, the English language version is the controlling version. (Please note: the Department of State, as indicated in 2 CFR 200.111, requires that English is the official language of all award documents);

• Heed all instructions contained in the NOFO and PSI, including length and completion of application; and

• Do not violate any of the guidelines stated in the NOFO and the PSI.

It is the sole responsibility of the applicant to ensure that all of the documents submitted in the grant application package are complete, accurate, and current. DRL strongly encourages all applicants, especially first-time applicants, to submit applications before the designated due date to ensure that the application has been received and is complete.

D. Format Requirements

To be considered, all application documents should adhere to the below formatting guidelines:

• All pages are numbered, including budgets and attachments;

• All documents are formatted to 8 ½ x 11 paper (U.S. letter size); and,

• All documents are single-spaced, 12-point Times New Roman font, with 1-inch margins.

Captions and footnotes may be 10-point Times New Roman font. Font sizes in charts and tables, including the budget, can be reformatted to fit within one page width.

E. Application Requirements

Complete applications must include the following:

1. Completed and signed SF-424, SF-424A, and SF-424B forms. Please see SF-424 instructions below in Section 2B.

2. Organizations that engage in lobbying the U.S. government, including Congress, or pay for another entity to lobby on their behalf, are also required to complete the SF-LLL “Disclosure of Lobbying Activities” form (only if applicable). Please see SF-LLL guidance in Section 2B.

3. Cover Page (not to exceed one (1) page, preferably as a Word Document) that includes a table with the organization name, project title, target country/countries, project synopsis, and name and contact information for the application’s main point of contact.

Please see Cover Page Section 2C below for a template and more details.

4. Executive Summary (not to exceed one (1) page, preferably as a Word Document) that outlines project goals, objectives, activities, etc.

• The executive summary should include a brief section that explicitly states: (1) the problem statement addressed by the project, (2) research-based evidence justifying the unique project approach, and (3) quantifiable project outcomes and impacts.

5. Table of Contents (not to exceed one (1) page, preferably as a Word Document) listing all documents and attachments, with page numbers.

6. Proposal Narrative (not to exceed ten (10) pages, preferably as a Word Document).

Please note the ten-page limit does not include the Cover Page, Executive Summary, Table of Contents, Attachments, Detailed Budget, Budget Narrative, Audit, or NICRA.

Applicants are encouraged to combine multiple documents into a single Word Document or PDF (i.e., Cover Page, Table of Contents, Executive Summary, and Proposal Narrative in one file). Please see Proposal Narrative Guidelines in Section 2F below for more details.

7. Budget (preferably as an Excel workbook) that includes three (3) columns containing the request to DRL, any cost-sharing contribution, and the total budget. A summary budget should also be included using the OMB-approved budget categories (see SF-424A as a sample) in a separate tab. Costs must be in U.S. Dollars. Detailed line-item budgets for subgrantees should be included as additional tabs within the Excel workbook (if available at the time of submission). Please see Budget Guidelines Section 2G below for more information.

o Applicants are expected to submit budget proposals with requested funding broken down by funding type, based on based on (1) the type of funding allocated (i.e., Human Rights Democracy Funds (HRDF), Economic Support Funds (ESF)), (2) the funding year of funds, and/or (3) the number of Foreign Assistance Data Review (FADR) Data Elements. Applicants should reference the “Total Funding Floor” and “Total Funding Ceiling” sections in the NOFO for multiple funding type(s) allocated to the solicitation, if applicable. Budget proposals should include a separate “Detailed Budget” tab in the Excel budget workbook for each type of funding identified in the NOFO.

o DRL requests programming approaches dedicated to strengthening inclusive societies as a necessary pillar of strong democracies. Please include costs associated with this commitment in the Budget and Budget Narrative.

8. Budget Narrative (preferably as a Word Document) that includes substantive explanations and justifications for each line item in the detailed budget spreadsheet, as well as the source and a description of all cost-share offered. Please see Budget Guidelines Section 2G below for more information.

9. The organization’s most recent audit, if applicable. This should be a single audit, program-specific audit, or other audit in accordance with Generally Accepted Government Auditing Standards (GAGAS). Please see Audit Section 2H below for more information.

10. Logic Model (preferably as a Word Document). Please see Logic Model Section 2I below for more information.

11. Monitoring and Evaluation Narrative (not to exceed four (4) pages, preferably as a Word Document). Please see Monitoring and Evaluation Narrative Section 2J below for more information.

12. Risk Analysis (preferably as a Word Document). Please see Risk Analysis Section 2K below for more information.

13. Key Personnel (not to exceed two (2) pages, preferably as a Word Document). Please include short bios that highlight relevant professional experience. Given the limited space, CVs are not recommended for submission.

14. Timeline (not to exceed one (1) page, preferably as a Word or Excel Document). The timeline of the overall proposal should include activities, evaluation efforts, and program closeout.

15. Gender and Inclusion Analysis (not to exceed three (3) pages, preferably as a Word Document) that provides a concise analysis of relevant gender norms, equity and equality for underserved communities and marginalized populations, power relations, and conflict dynamics in target countries. Potential domains of analysis include institutional practices and barriers, cultural norms, gender roles, access to and control over assets and resources, and patterns of power and decision-making. Applicants should briefly explain how they have integrated findings from their analysis into project design and/or other proposal documents, including a plan for regularly reviewing and updating the gender and inclusion analysis with local partners/beneficiaries, and making any necessary adjustments to project implementation. A set of guiding questions can be found in Section 2L below.

16. Security Plan addressing any issues involving in-person events and recruitment for said events, and safety for any online programs or communications, including independent IT security audits (to include a vulnerability assessment) of any proposed web application or platform. Organization’s Security Plan should demonstrate consideration of the risks identified in the submitted risk assessment. Costs may also be identified within the Budget and Budget Narrative. Applicants are also encouraged to include contingency plans for in-person or online activities. If applicable, please refer to the NOFO to see if this is required.

17. Contingency Plan for proposed activities should the originally planned activities not be able to be implemented. The Contingency Plan should be submitted as an additional annex. Applicants should demonstrate consideration of the risks identified in the submitted risk assessment and include specific alternative activities or locations as part of the Contingency Plan. Any proposed “plan” must comply with 2CFR200.433 – Contingency provisions. Plans must not include unallocable or unallowable expenses and must not result in a larger total award value than the identified as the “competition ceiling.” DRL requires prior approval by the Grants Officer of the plan before any activities can take place, or costs can be incurred against the plan. If applicable, please refer to the NOFO to see if this is required.

18. Lessons Learned (not to exceed one (1) page, preferably as a Word Document) from past programs that demonstrate how the implementer has safely operated and responded to programmatic challenges, learning from both successes and failures, in the operating environment. To be incorporated into the ten (10) pages allowed for the Proposal Narrative. If applicable, please refer to the NOFO to see if this is required.

19. Psychosocial Assistance (to be incorporated into the ten (10) pages allowed for Proposal Narrative, and into Budget and Budget Narrative). A section in the Proposal, Budget, and Budget Narrative to reflect appropriate resources and support for the psychosocial health of staff (i.e., activities can range from access to educational materials and training opportunities to counseling services to other contextually relevant support). If applicable, please refer to the NOFO to see if this is required.

o References: For reference to international guidance, please see the following:

Core Humanitarian Standard Commitment 8.9 (https://corehumanitarianstandard.org/files/files/CHS-Guidance-Notes-and- Indicators.pdf); and IASC Guidelines on Mental Health and Psychosocial Support in Emergency Settings Action Sheet 4.4 (http://www.who.int/mental_health/emergencies/guidelines_iasc_mental_healt h_psychosocial_june_2007.pdf).

20. Environmental Impact Assessment (not to exceed one (1) page, preferably as a Word

Document) that includes analysis of potential direct, indirect, and cumulative project impacts on the environment, natural resources, and public health and livelihood of beneficiaries, and demonstrates that project activities are designed to minimize these impacts. Areas of analysis may include, but are not limited to, carbon emissions associated with air travel, vulnerabilities related to climate change, and disproportionate gendered impacts of activities on beneficiary groups. Applicants should be aware that, should an application move forward for funding consideration, DRL will request additional information on how environmental impacts will be assessed and ameliorated throughout the life of the project and how mitigation plans will be implemented. To be incorporated into the ten (10) pages allowed for “Proposal Narrative.” If applicable, please refer to the NOFO to see if this is required.

21. Burma Due Diligence Assessment (not to exceed one (1) page, preferably in Microsoft Word) that outlines existing organizational practices for vetting program beneficiaries and capacity to conduct due diligence vetting as outlined in the solicitation. If applicable, please refer to the NOFO to see if this is required.

Applications that do not include the elements listed above will be deemed technically ineligible if required by the NOFO.

F. Additional Application Documents

Strong applications will also contain the following:

https://corehumanitarianstandard.org/files/files/CHS-Guidance-Notes-and-Indicators.pdf https://corehumanitarianstandard.org/files/files/CHS-Guidance-Notes-and-Indicators.pdf http://www.who.int/mental_health/emergencies/guidelines_iasc_mental_health_psychosocial_june_2007.pdf http://www.who.int/mental_health/emergencies/guidelines_iasc_mental_health_psychosocial_june_2007.pdf

• Individual Letters of Support and/or Memorandum of Understanding (MOU). Letters of support and MOUs must be specific to the project implementation (e.g., from proposed partners or sub-award recipients) and will not count towards the page limit.

Please refer to the application checklist and sample templates when submitting your application: https://www.state.gov/resources-for-programs-and-grants/. The sample templates provided on the DRL website are suggested, but not mandatory.

DRL reserves the right to request additional documents not included in this PSI. Additionally, to ensure that all applications receive a balanced evaluation, the DRL review panel will review from the first page of each section up to the page limit and no further.

Note: If ultimately provided with a notification of intent to make a federal award, applicants typically have two to three weeks to provide additional information and documents requested in the notification of intent. The deadlines may vary in each notification of intent and applicants must adhere to the stated deadline in the notification of intent.

Additional Information Requested For Those Receiving Notification of Intent

Successful applicants must submit, after notification of intent to make a federal award, but prior to issuance of a federal award:

• Written responses and revised application documents addressing conditions and recommendations from the DRL review panel;

• A copy of the applicant’s latest NICRA as a PDF file, if the applicant has a NICRA and includes NICRA charges in the budget;

• A completed copy of the Department’s Financial Management Survey, if receiving DRL funding for the first time;

• Submission of required documents to register in the Payment Management System managed by the Department of Health and Human Services, if receiving DRL funding for the first time (unless an exemption is provided);

• Other requested information or documents included in the notification of intent to make a federal award or subsequent communications prior to issuance of a Federal award;

• Applicants who submit their applications through Grants.gov will be required to create a MyGrants account in order to accept the final award. Accounts must be logged into to every 60 days in order to maintain an active account.

https://www.state.gov/resources-for-programs-and-grants/

SECTION II: Guidelines for Application Components

A. Office of Management and Budget (OMB) Regulations

The Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards set forth in 2 CFR 200 (Subparts A through F) shall apply to all non-federal entities, except for assistance awards to individuals and Foreign Public Entities. Subparts A through E shall apply to all foreign organizations, and Subparts A through D shall apply to all U.S. and foreign for-profit entities.

The applicant/recipient of the award and any subgrantee under the award must comply with all applicable terms and conditions, in addition to the assurance and certifications made as part of the Notice of Award. The Department’s Standard Terms and Conditions can be viewed at https://www.state.gov/about-us-office-of-the-procurement-executive/.

B. SF-424 Forms

Organizations must complete, sign, and submit SF-424, SF-424A, and SF-424B forms as directed on MyGrants or Grants.gov. Please note that all communications regarding the application will be directed to the points of contact identified on the SF-424 forms.

I. SF-424 Application for Federal Assistance: Please refer to the following guidelines as you fill out the SF-424 form. Complete all fields, except where noted as “Leave Blank” below.

1. Type of Submission: Application.

2. Type of Application: New.

3. Date Received: Leave blank. This will be assigned automatically.

4. Applicant Identifier: Leave blank.

5a. Federal Entity Identifier: Leave blank.

5b. Federal Award Identifier: Leave blank.

6. Date Received by State: Leave blank. This will be assigned automatically.

7. State Application Identified: Leave blank. This will be assigned automatically.

8a. Enter the legal name of the applicant organization. Do not list abbreviations or acronyms unless they are part of the organization’s legal name.

8b. Employer/Taxpayer ID Number: Non-U.S. organizations that do not have an IRS

EIN enter 44-4444444.

8c. Enter organizational Unique Entity Identifier number (UEI) or DUNS Number.

8e. Enter the headquarters address of the applicant.

8f. Enter the name of the primary organizational unit (and department or division) that will undertake the assistance activity as applicable.

https://www.state.gov/about-us-office-of-the-procurement-executive/

8g. Enter the name, title, and all contact information of the person to be contacted on matters involving this application. Please note this is the only person to receive updates on the submitted application.

9. Select an applicant type: Select the type of organization applying.

10. Enter: Office of Democracy, Human Rights and Labor

11. Select: 19.345.

12. Enter the Funding Opportunity Number and title. This title and number will already be entered on electronic applications.

13. Enter the Competition Identification Number and title. This number will already be entered on electronic applications.

14. Areas Affected by Project: Enter country or region intended for project.

Multiple countries may be entered for regional programs.

15. Enter the descriptive title of applicant’s project. Note, there is a 30-character limit including spaces.

16. (16a) Congressional districts of Applicant: Applicants based in the U.S. should enter congressional district. Foreign applicants should enter “90.” (16b) All applicants should enter “70.”

17. Enter projected start date and projected end date. Refer to the funding opportunity for guidance on projected start dates.

18. (18a) Enter the amount requested for the project described in the full proposal under “Federal”; (18b) enter any cost-share under “Applicant.” If not proposing cost-share, enter zeros. For (18c-f) please enter zeros. For (18g) the total should automatically populate.

19. Select “c. Program is not covered by E.O 12372.”

20. Select the appropriate box. If the answer is “yes” to this question, provide an explanation.

21. Enter the name, title, and all contact information of the individual authorized to sign for the application on behalf of the applicant organization.

II. SF-424A Budget Information – Non-Construction Programs:

Please review the detailed instructions below before completing this form online.

Please note: The person who signs the SF-424A must have legal authority to do so on behalf of the organization.

Budget Summary

A. Grant Program Function or Activity: If not pre-populated, enter Democracy, Human Rights and Labor. Click Save. Then click on the hyperlink under either “Grant Program Function or Activity” or the blue (i).

B. Catalog of Federal Domestic Assistance Number: If not pre-populated, enter 19.345.

C. Federal (Unobligated): Leave these fields blank.

D. Non-Federal (Unobligated): Leave these fields blank.

E. Federal (New/Revised): Enter the amount of federal funds requested for this program.

F. Non-Federal (New/Revised): If voluntary cost-share is applicable, enter the amount of any other funds the applicant will use towards this program.

G. Total: If not pre-populated, enter the total cost of this program.

Click Save.

Budget Categories

Object Class Categories A-K: Under the first column “Object Class Categories” click on each of the hyperlinked cost categories to enter the total cost for each class category for ‘Program (1)’. In the total column, to the far right, the form should automatically show the sum. Columns indicated for Program 2, 3, and 4 should be left blank.

Object Class Categories Program Income: Enter 0.

Non-Federal Resources (Only complete this section if the proposal includes voluntary cost-share.)

Click the title under the Grant Program.

Grant Program: If not pre-populated, enter Democracy, Human Rights, and Labor.

Applicant Column: If applicable, enter cost-share amount provided by the applicant.

State Column: Leave blank.

Other Sources Column: If applicable, enter the cost-share amount provided by other donors.

Total Column: In the total column, to the far right, the form should automatically show the sum for total amount for all non-federal resources.

Forecasted Cash Needs

Forecasted Cash needs are the funds award recipients will withdraw from the Payment Management System (PMS) on an as needed basis. Applicants may list their forecasted cash needs by year or leave it blank. Forecasted cash needs by quarter are not required, only the total sum is necessary.

Federal Row: Click on “Federal.” Enter the total amount of federal funds requested for the program in the total column.

Non-Federal Row: Click on “Non-Federal.” Enter the total amount of non-federal funds, also known as cost-share, you expect to expend during the program in the total column.

Budget Estimates of Federal Funds Needed for Balance of the Program and/or Projects

Grant Program: Click the title entered. If not pre-populated, enter Democracy, Human Rights, and Labor.

First Year-Fourth Year Columns: Complete the estimated amounts for each year.

Other Budget Information

Direct Charges: Leave blank.

Indirect Charges: Leave blank.

Remarks: Leave blank.

Click Save & Return.

III. SF-424B Assurances – Non-Construction Programs:

This form must be signed online in MyGrants or Grants.gov. All sections of this form must be filled out and signed. Please note, public international organizations are required to sign the form in order to submit their proposal, but may submit an additional letter declaring the following:

“Our organization is a Public International Organization and therefore is not subject to any of the assurances and certifications referring to US law.” Ensure the document is signed by an Authorized Official. The Authorized Official is generally the grant signatory at the organization or business.

IV. SF-LLL Disclosure of Lobbying Activities (only if applicable):

The filing of an SF-LLL form is required pursuant to 31 U.S.C. 1352 for each payment or agreement to make payment to any lobbying entity for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with a covered Federal action, such as the awarding of any Federal contract, the making of any Federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, or cooperative agreement. This does not apply to payments of reasonable compensation to the extent that the payment is for agency and legislative liaison activities not directly related to a covered Federal action or for professional or technical services rendered directly in the preparation, submission, or negotiation of any bid, proposal, or application for a Federal contract, grant, or cooperative agreement or for meeting requirements imposed by or pursuant to US law as a condition for receiving a Federal contract, grant, or cooperative agreement. Any person who fails to file the required disclosure may be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

C. Cover Page

Applicants must submit a cover page (not to exceed one (1) page, preferably as a Word Document) that includes a table with the following information:

D. Executive Summary

An executive summary (not to exceed one (1) page, preferably in Microsoft Word) should provide brief overview of the Proposal Narrative outlining, program goals, objectives, activities, and intended results.

The executive summary should include a brief section that explicitly states: (1) the problem statement addressed by the project, (2) research-based evidence justifying the unique project approach, and (3) quantifiable project outcomes and impacts.

E. Table of Contents

Organization Name

Program Title (not to exceed 30 characters)

Target Country/Countries

Program Synopsis (3 sentences maximum)

Program Length

Total Amount of Funding Requested (in USD)

Name and Contact Information for the project’s main point of contact. (This should be the same individual in 8f of the SF- 424.)

A Table of Contents (not to exceed one (1) page, preferably as a Word Document) listing all documents and attachments, with page numbers.

F. Proposal Narrative Guidelines

Applicants must submit a Proposal Narrative (not to exceed ten (10) pages). The ten-page limit does not include the Cover Page, Executive Summary, Table of Contents, Attachments, Detailed Budget, Budget Narrative, Audit, or NICRA. Applicants are encouraged to combine multiple documents into a single Word Document or PDF (i.e., Cover Page, Table of Contents, Executive Summary, and Proposal Narrative in one file).

A proposal narrative should:

• Fully explain the program’s goals, objectives, and activities.

o Objectives should be ambitious, yet measurable, results-focused, and achievable in a reasonable timeframe.

o Activities should be clearly developed and detailed, and the narrative should clearly articulate how the proposed activities contribute to objectives and overall project goal.

• Outline the applicant’s organizational capacity to implement the proposed program,

• Outline in detail the program approach, sustainability, potential impact, and complementarity to ongoing efforts.

• Identify target countries for activities, identify target participant groups or selection criteria for participants, address how the program will engage relevant stakeholders, and identify local partners as appropriate, among other pertinent details. If partners are included, the narrative should clearly describe the division of labor between the direct applicant and partners.

• Describe how the organization will promote and protect human rights for all, including religious minorities, women, LGBTI persons, persons with disabilities, racial and ethnic minorities, and indigenous communities. The Proposal Narrative should demonstrate the applicant’s commitment to ensuring the participation of all people as a strategy for implementation and integrate inclusion strategies in all sections of the Proposal Narrative to enhance programmatic impact.

Applicants are encouraged to incorporate lessons learned from past projects or their work in similar contexts, to include both failures and successes. This information can be used to make the case for how the applicant would realistically address the challenges and limitations that would likely arise in implementing the program.

The Proposal Narrative should expand upon the Risk Analysis to provide greater context, operational or programmatic security concerns, and a contingency plan for overcoming potential difficulties in executing the original work plan.

G. Budget Guidelines

Applications will not be considered complete unless they include a budget that responds to the NOFO guidelines.

Complete budgets will include:

1. Summary Budget

2. Detailed Line-Item Budget (for each type of funding identified in the NOFO)

3. Sub-grantee Budgets (if applicable)

4. Corresponding Budget Narrative

All organizations, including those not offering any cost-sharing (cost share is not a requirement), should submit a detailed line-time budget, formatted to include three columns:

1. DRL funding request,

2. Any cost sharing contribution, and

3. Total project budget.

Programming approaches should be dedicated to strengthening inclusive societies as a necessary pillar of strong democracies. The Budget and Budget Narrative should include costs associated with this commitment.

Please note: Grantees under DRL-funded programs are responsible for complying with all applicable tax treaties and federal, state, and local laws on tax withholding and reporting for program participants.

Before grants are awarded, DRL reserves the right to reduce, revise, or increase proposal budgets in accordance with the needs of DRL and availability of funds.

Summary Budget

The summary budget is a synopsis of the detailed line-item budget and must be organized with three columns (DRL Request, Cost Share, and Total Budget) according the OMB cost categories.

Please include in the summary budget header the applicant organization’s name, program title, and duration of the program. The summary budget should be included as a tab along with the detailed line-item budget.

For a template summary budget please see the Resources page under “Budget Guidance for Applicants - New Award Budget Sample” on DRL’s website: https://www.state.gov/resources-for-programs-and-grants/.

Detailed Line-Item Budget

The detailed line-item budget should outline specific cost requirements for proposed activities and must be organized according to the OMB cost categories. The detailed line-item budget should be included as a tab along with the summary budget.

For a template line-item budget, please see the Resources page under “Budget Guidance for Applicants - New Award Budget Sample” on DRL’s website: https://www.state.gov/resources-for-programs-and-grants/.

If a NOFO includes multiple funding types under the “Total Funding Floor” and “Total Funding Ceiling” sections, a separate detailed line-item budget tab must be included in the Excel budget workbook for each type of funding identified in the NOFO.

For a template budget with separate line-item budgets for multiple funding types, please see the Resources page under “Budget Guidance for Applicants – Multiple Funding Types” on DRL’s website: https://www.state.gov/resources-for-programs-and-grants/.

Cost Categories

Budgets should be arranged according to the cost categories below and should clearly delineate cost-share.

• Personnel – Staffing of employees should be appropriate to the successful implementation of the proposal and cost should conform to the requirements identified in 2 CFR 200.430. In general, direct employees of the non-federal entity whether receiving benefits or not are considered personnel. Consultants or contractors hired through a contractual agreement to assist with the project should be included under F.

Contractual. Identify employees by each position title and brief description of duties.

This information can be included in the budget narrative if preferred. Each employee’s salary calculation should include the annual/base salary, percentage of time and number of months devoted to the program aka Level of Effort (LOE) (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).

• Fringe Benefits – Fringe benefits are allowances provided by employers to their employees as compensation in addition to regular salaries and wages. Benefit costs should be listed separate from salary costs with an explanation of how benefits are calculated for each category of employee (specify type and rate) as well as whether the https://www.state.gov/resources-for-programs-and-grants/ https://www.state.gov/resources-for-programs-and-grants/ https://www.state.gov/resources-for-programs-and-grants/ benefit is required by law, an established policy of the non-federal entity, or a non-federal entity-employee agreement. These costs may be derived from historical costs or calculated as a percentage of salaries and wages. If the costs are calculated as a percentage of salaries and wages, this percentage will need to be justified by the entity’s written internal policy or documented on their Negotiated Indirect Cost Rate Agreement (NICRA). Examples of fringe benefits include, but are not limited to, the costs of leave (vacation, family-related, sick, or military), employee insurance, pensions, and unemployment benefit plans. For additional information, please see 2 CFR 200.431.

• Travel – Travel costs include expenses for transportation, lodging, subsistence, and related items incurred by employees, contractors, or participants who are in travel status on official business for the non-federal entity or participating in program activities conducted by the non-federal entity. Such costs may be charged on an actual cost basis, on a per diem or mileage basis in lieu of actual costs incurred, or on a combination of the two, provided the method used is applied to an entire trip and not to selected days of the trip, and results in charges consistent with those normally allowed in like circumstances in the non-federal entity's non-federally-funded activities and in accordance with non-federal entity's written travel reimbursement policies. For additional information, please see 2 CFR 200.474. Employee and participant travel may include the following categories:

• International Airfare

• Domestic Airfare

• Costs incurred while traveling, including costs of lodging, other subsistence, and incidental expenses, must be considered reasonable and otherwise allowable only to the extent such costs do not exceed charges normally allowed by the non-federal entity in its regular operations as the result of the non-federal entity's written travel policy. These costs include:

o Lodging o Meals and incidentals o Ground transportation costs

• Visa Fees and Immunizations associated with program travel.

Note: In the absence of an acceptable, written non-federal entity policy regarding travel costs, the rates and amounts established under 5 U.S.C. 5701-11, (“Travel and Subsistence Expenses; Mileage Allowances”), or by the Administrator of General Services, or by the President (or his or her designee) pursuant to any provisions of such subchapter must apply to travel under Federal awards (48 CFR 31.205-46(a)).

Please explain differences in fares among travelers on the same routes (e.g., project staff member traveling for three weeks whose fare is higher than that of staff member traveling for four months). Please note that all travel, where applicable, must be in compliance with the Fly America Act. For more information see DRL’s website:

https://www.state.gov/resources-for-programs-and-grants/.

• Equipment – Equipment is defined as an item with a per-unit cost of $5,000 or more and a service life of more than one year. This includes information technology systems.

If the item meets these criteria, property standards under 2 CFR 200.313 are required.

Additionally, a description of the non-federal entity’s procurement procedures should be included as well as identification of method of procurement required by 2 CFR

200.320. If an item does not meet the criteria of equipment, it should be considered a supply and listed under cost category E. Please provide justification for any equipment purchase/rental in the budget narrative.

• Supplies – Materials and supplies including the cost of computing devices should be reasonable and necessary for the implementation of the proposal and conform to the 2 CFR 200.314. A computing device is a supply if the acquisition cost is less than $5,000, regardless of the length of its useful life. Supplies may include specific activity-related costs and/or the allocation of general supplies incurred by the non-federal entity as necessary to carry out the proposal. List items separately using unit costs and the percentage or allocation of each unit cost being charged to the grant. Items may include photocopying, postage, printing, and other office supplies (e.g., Printing:

$50/month x 50% = $25/month x 12 months or Computers $900/2 x 100% = $1800).

• Contractual o Subgrants – A subgrant means an award provided by the applicant as a pass-through entity to a subgrantee for the subgrantee to carry out a part of the Federal award. A subgrant is not payment for the contract of goods or services.

See 2 CFR 200.330 for subgrant and contractor determinations. For each subgrant, please provide a detailed line-item breakdown explaining specific services in a separate tab in the excel workbook. Subgrant budgets should include the same level of detail for personnel, fringe benefits, travel, equipment, supplies, other direct costs, and indirect costs required of the direct applicant. If indirect costs are charged on a subgrant budget, please include the subgrantee’s NICRA or explanation of how the indirect rate was determined in accordance with 2 CFR 200.